2016 Freight Claims Procedures & Form

Transcription

1 2016 Freight Claims Procedures & Form

2 FREIGHT CLAIM PROCEDURES FREIGHT CLAIM PROCEDURES 1. When a shipment is received, the customer is to carefully inspect for damage, shortages, or overage. Count the number of packages in the presence of the carrier s driver. The number of pieces must be verified, not just the number of pallets. If discrepancies are found, clearly notate them on the carrier s delivery receipt prior to signing for shipment. Failure to do so could result in the claim being denied. 2. Fax a copy of the carrier s delivery receipt, the Freight Claim Request Form and pictures of damages to Hubbell Lighting, Inc. (HLI) at , attention RMA/Claims (with cc to applicable HLI agent) or to RMA@hubbell-ltg.com (with cc to applicable HLI agent). 3. Maintain possession of any damaged material or overage for up to 60 days. This gives the carrier or HLI an adequate amount of time to inspect and salvage the product. All parties will work to make this process expeditious and effective, as it is realized that storing product utilizes space. HLI will notify you when and how the product should be disposed. 4. For freight claims involving HLI product, HLI must be notified in writing within 5 business days of delivery. Pictures must be provided of outer packaging and damaged materials. While awaiting inspection by the carrier, the customer must hold the shipping containers and its contents in the same condition they were in when damage was discovered insofar as it is possible to do so. 5. Each freight claim request must be submitted by Carrier Tracking Number of Invoice Number. Depending on the size of a shipment, there can be multiple invoice numbers or tracking numbers. 6. Once the freight company approves the claim, credit will be issued. Do not deduct prior to credit approval, as it will only cause issues with your account. Freight Claim Requests that lack the requested documentation will be declined. If a shipment is inspected and counted in the presence of the delivering carrier s driver and exceptions noted on the delivery receipt before signing for the shipment, the claim process operates very smoothly. If exceptions are not noted on the delivery receipt, the carrier s liability is only one third the cost of the loss and the credit authorization process is slowed and issuing of credit is limited.

3 FREIGHT CLAIM PROCEDURES FORM INSTRUCTIONS FOR COMPLETING HUBBELL LIGHTING INC. (HLI) LOSS, DAMAGE, AND SHORTAGE FREIGHT CLAIM REQUEST FORM 1. Inspect for overage, shortage, or damage in the presence of the driver. Note any delivery exceptions on the carrier s delivery receipt before signing. Pictures of concealed damage is required. 2. Shipping documents note the piece count of the shipment. The person receiving the shipment must verify the quantity of packages delivered with the quantity on the carrier s delivery receipt. The pallet count is not an indication of the number of fixtures that are received. 3. Carton damage may not indicate product damage. Verify damage before signing for the shipment. 4. Notations such as subject to count and inspection are not valid references to base claims upon. Over, Short and Damaged claims cannot be processed with this type of notice. 5. Shipping damage and overage must be retained by the customer for a reasonable time for inspection and salvage by HLI or the carrier. 6. Customer to fax or the necessary documentation to HLI with a copy of the carrier s delivery receipt to start the claims process. Fax number is , attention RMA/Claim Department (with copy to applicable HLI agent) or to rma@hubbell-ltg.com (with copy to applicable HLI agent). 7. HLI will fax or back an acknowledgment with a claim reference number. Credit Request Form Instructions HLI Brand: Identify the HLI brand name (Columbia, Prescolite, etc). Date: Date Claim Request Form completed. Sales Order: Identify the HLI Sales Order number. Customer Name: Customer that is requesting credit. Carrier: The name of the trucking company that delivered the items which were damage or missing. Carrier Pro Number: The identification number the carrier assigns for the delivery. It can be found on the delivery receipt provided by the carrier at time of delivery. Preparers Name: Person that HLI can contact in regard to the Claim Request. Telephone Number: Telephone number where HLI can contact the preparer. Address: address of the preparer. Claim Request Filed For: Identify specifically what is damaged or missing. Damaged/Lost Quantity: Enter the number of items damaged or missing. Product Description: Identify the HLI item number. Nature and Extent of Damage: Identify specifically what is damaged with the product (For example: lens broken ).

4 FREIGHT CLAIM REQUEST FORM Customer Name Date Address City State Zip Sales Order Number Carrier Name Carrier Pro Number Preparers Name Telephone Number Delivery Date Instructions: HLI must be notified of damages in writing within 5 business days of delivery. Each request form must be accompanied by a copy of the Proof of Delivery (required) and pictures of the damages if possible (required if concealed). Damage, whether shipping or concealed, must be reported immediately to HLI and the customer should re-order the product, if replacement is needed. Maintain possession of damaged material. The carrier will do an inspection and advise if they are at fault. If the Carrier denies the claim, the Claim department will advise the Claimant that no credit will be issued. Claim department will advise Claimant once Carrier approves the request, so the Claimant will know credit is forthcoming. TYPE OF FREIGHT CLAIM: VISUAL DAMAGE SHORTAGE CONCEALED DAMAGE CONCEALED SHORTAGE HLI Brand Qty Material # Invoice # Extent of Damage/Loss Amount Total Claimant Name Date CLEAR FORM PRINT FORM SUBMIT FORM NOTE: Once you click Submit Form, it will automatically open your client. At that time, please add the Delivery Receipt (required) and any pertinent pictures (optional) as an attachment. HLI Fax: Attn: RMA/Claims Department or to RMA@hubbell-ltg.com

5 701 Millennium Blvd. Greenville, SC hubbelllighting.com ALERA LIGHTING ARCHITECTURAL AREA LIGHTING BEACON PRODUCTS COLUMBIA LIGHTING COMPASS PRODUCTS DEVINE LIGHTING DUAL-LITE HUBBELL CONTROL SOLUTIONS HUBBELL INDUSTRIAL LIGHTING HUBBELL OUTDOOR LIGHTING KIM LIGHTING KURT VERSEN LITECONTROL PRECISION-PARAGON [P2] PRESCOLITE PROGRESS LIGHTING SPAULDING LIGHTING SPORTSLITER SOLUTIONS STERNER WHITEWAY 12/ Hubbell Lighting, Inc.