(top of frame)

Paperwork Terminology

Sometimes it is hard to remember what all the different pieces of agency paperwork are. Please see below for a great breakout of what that terminology means:

ALL AGENCIES & MFPs: 
Bill of Lading (BOL) – Paperwork that comes with the driver, either electronic or hard copy. It is an accurate representation of what is on the truck and being delivered at that time. A document that displays a list of items ordered and shipped. This is a shipping document and not used for payments, therefore, price information will not be included on this document.

Invoices – A document that displays a list of items, charges, and/or services including items, price, pack size, with an amount due for each. This is a bill and not used for shipping , therefore, weight will not be included on this document. Document is available online.*

Credit Memo – A document that displays a list of items, charges, and/or services with the amount given back to an agency account. This is usually linked to an invoice. Document is available online.*

Statement – A document that summarizes monthly account activity including invoices, credit memos, and payment. Generated by a member of the finance team and posted online by the last business day of the month. Document is available online.*

AGENCIES ONLY: 
Order Confirmation and Release – This email is sent out to Agencies at the time of an order release. This is sent from Orders@rrfb.org and it states that the order was processed and contains a list of products ordered.

MFPs ONLY: 
MFP Scheduling Confirmation – Sent out at the beginning of the month by a person (for example, micaela.rougemont@rrfb.org). This email is to confirm to the MFPs that they are scheduled for a delivery that month. It contains MFP details including date, time, distribution site, number of households, and pounds. 

MFP Order Confirmation – This email is sent out to MFPs at the time of an order release. This is sent from info@rrfb.org and it states that the order was processed and contains a list of products ordered.

*Online documents can be found under Partner Agency Login. They are located under Documents. Click on Orders to see invoices and credit memos, and Statements to see monthly statements.

 

 

 


(top of frame)