The table of incorrectly billed shipments (unmatched costs) provides an overview of items from carrier invoices that could not be automatically matched with existing shipments in the Retino Tracking system. This overview is an important tool to help you detect discrepancies in carrier billing or identify shipments that were not correctly imported into the system.
When Items Appear in This Table
Items from carrier invoices appear in this table if:
The carrier billed you for a shipment that does not exist in the Retino Tracking system
The shipment number on the invoice does not match the shipment number in the system
There was an error importing orders from your e-shop
The carrier incorrectly billed you for shipping (e.g., duplicate or non-existent shipment)
Accessing the Table
You can find the unmatched costs table:
Using the "View Unmatched Invoices" button in the Settings > Cost Analysis section
By clicking on the "Billed without shipment" value in the cost analysis dashboard
Information in the Table
The unmatched costs table displays the following information:
Carrier - the name of the company that sent you the invoice
Shipment number - the unique shipment identifier on the invoice
Billed amount - the amount in the original currency that the carrier billed you for this shipment
Converted billed amount - the amount converted to CZK (for comparison purposes)
Invoice date - the date the invoice was issued
Resolved - an indicator whether the item has been marked as resolved
Duplicate - an indicator whether the item has been identified as a duplicate
Filtering and Searching
For easier work with unmatched costs, you can use the following filtering options:
Search - search by shipment number
Carrier - filter by a specific carrier or carriers
Resolved - display only resolved or unresolved items
Duplicate - filter by whether items are duplicates or not
Sorting - sort by invoice date, shipment number, or amount
Tabs in the Table
The table contains two tabs for better organization:
Unresolved - displays all unmatched items that have not yet been marked as resolved
Resolved - displays items that you have already checked and marked as resolved
Managing Unmatched Costs
For each item in the table, you have the following action options:
Marking an Item as Resolved
If you have checked an item and found the reason it was not matched (e.g., the carrier incorrectly billed you for a shipment, or it's a shipment not in the system), you can mark it as resolved by clicking the "Resolve" button. This moves the item to the "Resolved" tab and will no longer draw your attention during your next review.
Bulk Marking All Items as Resolved
If you want to mark all unresolved items at once, you can use the "Resolve all unmatched costs" button at the top of the table. The system will ask for confirmation of this action, as it cannot be reversed.
Warning: Bulk marking all items as resolved cannot be undone. Use this function only if you have checked and processed all unresolved items.
Unmarking an Item as Resolved
If you need to reopen a resolved item, you can click the "Unresolve" button for that item in the "Resolved" tab. This moves the item back to the "Unresolved" tab.
Interpreting Unmatched Costs
A high number of unmatched costs may indicate several problems:
Order import problem - Ensure your order source is correctly set up and functioning
Shipment number format problem - The carrier may use a different shipment number format than the one imported into Retino
Incorrect carrier billing - The carrier may bill you for shipments that do not exist or do not belong to your company
Manual shipment creation - If you create shipments outside your e-shop without importing them into Retino, they cannot be automatically matched
Tip: Regularly checking unmatched costs can save you money! Carriers sometimes incorrectly bill for shipments that do not belong to your company or have already been billed once. This table helps you identify and claim such discrepancies.
Recommended Review Procedure
For effective review of unmatched costs, we recommend the following procedure:
Regularly (e.g., monthly) check the "Unresolved" tab
For each item, verify in your e-shop system if the shipment actually exists
If the shipment exists but is not in Retino, check your order import settings
If it's an incorrectly billed shipment, contact the carrier for clarification and potential claim
After checking, mark the item as resolved, whether you took any action or not
Monitor the rate of unmatched items over time - a high rate may indicate a systematic problem
Relationship to Overall Cost Analysis
Unmatched costs are an important indicator in the overall cost analysis:
They are not included in the total shipping costs
They can negatively affect profit margin calculations if they represent a significant portion of total costs
The "Shipment coverage" indicator in the cost analysis reflects the success rate of matching costs with shipments
In the cost analysis dashboard, you can see the number of unmatched items as the "Billed without shipment" metric. This number should be as low as possible for accurate cost and margin analysis.
Statistics on Invoice Processing Efficiency
In the Settings > Cost Analysis section, you will find statistics on the success rate of matching invoice items with shipments. These statistics help you monitor the efficiency of invoice processing and identify potential problems in the process.
By regularly checking and resolving unmatched costs, you ensure that your margin analyses are accurate and that you are not paying for shipments that carriers incorrectly bill you for.