This map is part of the interchange exception resolution guide. The main guide explains which records settle a missing handover; this page shows where each one sits, which identifier joins it to the next, and who owns it.
Six systems behind one disputed move
A company that disputes equipment charges works from its own records against the provider's, usually under the UIIA, the industry's standard handover contract in North America. A single disputed move touches six systems, and only one of them belongs to the provider.
| System | Record it holds | Key that links it | Usual owner |
|---|---|---|---|
| Asset tracker | Geofence exits and entries, dwell time | Device paired to an equipment number; timestamp | Fleet or operations manager |
| Dispatch mailbox | Dispatcher decisions, driver "picked up" and "returned" replies | Box number in subject or body; load reference | Dispatch supervisor |
| Dispatch platform | The load, its stops and assigned driver | Load or booking reference; equipment number | Operations director |
| Provider portal and billing | Gate records, receipts, per diem invoices | Equipment number; invoice line | Equipment provider, copy with the carrier |
| Dispute log | Each disputed charge, evidence sent, status | Dispute ID; invoice and equipment number | Billing analyst |
| Accounting | Credit memos, rebills, payments | Credit memo number; ideally the dispute ID | Controller |
Read the right-hand column before anything else. Five of the six rows are the company's own; the provider row is a copy of someone else's record, created at the gate by the provider's own process. When the company's own rows can be joined to each other, they can test the provider's row instead of simply accepting it.
Three keys, and the one that ties off the money
Each key answers a different question. A reconstruction needs all of them for the same move.
- Equipment number. Which unit? The tracker may know only the chassis, while email and invoice name only the box riding on it. The dispatch platform usually pairs the two.
- Load or booking reference. Which job? The tracker never stores it, so tracker events can only be tied to a business purpose through the dispatch record.
- Handover time. When did custody change? The tracker gives a machine time, the driver's reply gives a human time, the provider's record gives its own gate time. They rarely agree to the minute.
- Dispute ID. Which argument produced which credit? If accounting does not record it on the credit memo, the outcome floats free of the evidence.
One move, joined end to end (Illustrative)
A different exception from the main guide's missing out-gate: a mistyped equipment number at the return gate. A fictional 260-person drayage carrier with employee drivers returns box A, the gate record captures a number one digit off, and the provider keeps billing per diem on box A. Identifiers and times are invented.
| Step | System | What the record says | Key carried forward |
|---|---|---|---|
| 1 | Provider billing | Box A still out after day 8; per diem keeps accruing | Equipment number A, invoice line |
| 2 | Dispute log | Dispute D-5102 opened: "returned day 8, gate record wrong" | D-5102, number A |
| 3 | Dispatch platform | Load L-9134 pairs box A with chassis CH-422, return stop day 8 | L-9134, both equipment numbers |
| 4 | Dispatch mailbox | Day 8, 14:05: driver replies "returned" with box A's number | Number A, L-9134 |
| 5 | Asset tracker | CH-422 enters the ramp geofence at 14:10 on day 8 | Chassis number, timestamp |
| 6 | Provider portal | An in-gate at 14:12 on day 8 for a number one digit off from A | Gate time, near-match number |
| 7 | Accounting | Rebill issued from day 8; credit memo cites D-5102 | D-5102 |
Step 3 is the hinge again: only the load record ties CH-422 to box A, so only the load record lets the tracker's 14:10 entry count as evidence for this box. Step 6 shows why the company's records matter even when the provider's own data holds the answer: someone had to know which near-match to look for.
Where the joins break
These are the gaps an operations director will recognize, and the ones to ask about:
- Tracker knows the base unit, email names the box. Fixable only if the dispatch platform kept the pairing for every load.
- Time zones. One system stores local time, another UTC, and a pickup just after midnight moves to a different day. A per diem count is sensitive to exactly that.
- Reasons kept only in personal mailboxes. When a dispatcher leaves, the delay decisions can leave too. In Microsoft 365, a departed user's mailbox survives as an inactive mailbox only if a hold or retention policy was applied before the account was deleted. The preservation timeline covers what to inventory before that happens.
- Credit memos without a dispute ID. The money moved, but nobody can show why.
- Re-paired tracker devices. After a fleet change, old events may point at the wrong equipment.
Microsoft 365Similar joins appear in OS&D freight records and in accounts payable exception handling; the general method for spotting documented resolutions is in how to identify logistics exceptions.
What to ask the operations director
Stay at metadata level. For each system on the map, ask which years it covers, which key it carries, whether that key was used consistently, and who owns it. The workflow map template is a neutral way to write the answers down. Then ask the who-can-say-yes questions before anyone is introduced.
The introduced company needs 50+ full-time employees at peak (contractors excluded), documented operating history, rights to license and an authorized contact. Companies in the U.S., Canada and the EU qualify, as do companies in the UK, Australia, New Zealand, India, Singapore, South Africa, Latin America, the UAE and Saudi Arabia when at least 90% of the data is in English. Whether provider-created receipts can be included, what must be removed and whether any buyer wants the records remain unknown until SourceX reviews the opportunity.
Next step
Refer a company. Earn up to $100,000. Default reward: 25% of Actual Supplier Payout, capped at $100,000 cumulatively per referred company. Eligibility and payment conditions apply, and a signed Schedule A or addendum can differ. A lead, meeting or signature alone does not trigger payment.
If a carrier's dispatch records still pair each base unit with the box it carried, so tracker events and credits can be joined, register as a partner, check the company on who qualifies and read the program terms before you make the introduction.