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Vancouver telegraph tariff Canadian Pacific Railway Company. Travelling Auditor (Vancouver) 1913

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Array CANADIAN    PACIFIC    RAILWAY   COMPANY.
^,    w OFFICEJOF    THElAUDlTOR    OF   AGENCIES
C.    m.    BLACK,       *•*•*•
AUDITOR   OF AGENCIES.
G-& I9515 Montreal. 11th  December 1913,
A.   W.   Tennant,   Esq.,
Travelling Auditor,
Vancouver,  B.G*
Bear Sir:-
Circular #165 to Tai&graph Tariff.
Your letter cf the 15th November last.   I have taken the
matter up re Rule 70 regarding destroying business, and Mr. Flanagan
states that Mr. Fletcher, Superintendent of Traffic, advises that
Rule 70 Tfould be modified in December circular and carry the exception
referred to.in your letter.
Yours truly,
Auditor of agencies. -D>
////////// Vancouver. B. C. Hov* 15/13
C. J* Black, Bsqft,
Auditor of Agencies^
Montreal*
Dear Sirs-
Circular Ho. 165 to Telegraph Tariff w
I would draw your attention to page 3 "Destruction of ka
Messagesw* This is calling attention to Rule 70, and it conflicts with
the understanding that we have on this subject, which is covered by
your G-604C52, Mr. Flanagan's 283415*
Many agents are only too glad to take advantage of this
Rule 70* and destroy business to avoid the work of clearing up E/S* I
think this ruling should be modified* and carry the exception noted in
Mr. Flanagan's 283415* Or9  his office should gat E/S* out to agents
more promptly so that ample time is given to clear them up within the
six months* If this were don© a travelling auditor would know that agent
had not given this work proper attention* and we would not hesitate to
charge old 1/3 to agent at fault*
The majority of agents are very slackf and indifferent$
about this workf and I note that Mr* Flanagan frequently drops old date
E/S from his lists*
Yours truly^
X *  A 9 C    J.    BLACK.   D.C.  If.
AUDITOR   Or   AGENCIES.
CANADIAN    PACIFIC    RAILWAY   COMPANY.
OFFICE    OF   THE    AUDITOR    OF    AGENCIES
G-g c g g 7 7
Montreal,    20th November 1915,
A. ** Tennant, feq*,
travelling Auditor,
Vancouver,  B.C.
Dear Sir:-
Fancouver Telegraph 0/S- a/e Herbert Haynes.
April 1915 $5-92
^7     "   1-20  15-12-
Replying to yours of November 3rd.    I note you state that
Agents have no definite instructions regarding allowing credit accounts
remaining unpaid.   If you will refer to Clause E. Rule &1   of Tariff
Book to srhich you refer, you will note same reads as follows:-
"Unless specially authorised, no credit Will be extended beyond a
month.  All accounts must be rendered and paid promptly at the close
of each month and if any account is not paid by the end of the folloiftfcg
ing month, credit is to. be discontinued.   I     t see what more
definite instructions than that an agent would require.  If a case
does arise where agent considers it in the hest interests of the Company that the account be not cut off, he should take up promptly for
authority to extend the credit.
Yours truly, ////////// Vancouver. B« C* I^ov* 3rd/l3
C. J. Blackf Esq*,
Auditor of Agencies, G-8G8877
J-.ontreal •
Pear Sir:-
Vancouver Telegraph o/s* a/c Herbert haynes*
Returning all papers with yours of the 7th ulto.
This appears to be a slip on part of agent aa regards
not obtaining the credit authority* He apparently transferred this firm
to the authorized credit list, but failed to get in his application to
Supt1 to cover*
There is however much to be considered in handling this
telegraph business, and I would frankly say that I do not think it
policy to force agent into protecting himself simply by asking for a
credit.
There has been a lot of correspondence lately, owing to
the bad a/cs all reaching you in a bunch, and it has given you the
impression that there is somthing radically wrong* I do not agree with
this, and feel satisfied that you have had the Company*s interests
better protected here than is usually found at large offices*
The a ;ent has made a practice of discouraging monthly
accounts to those who are not absolutely safe. At the same time he has
to meet our competitors tactics, by taking some chances, to secure new
business. His policy has been to allow these new firms credit by placing
them on the P*0. a/c, which prevents a firm getting very far before # 2 C.J.B*
making settlement*  You are quite aware that any credit asked for is
promptly authorized without question. Alee that it is practically two
months before we can size up whether a man is going to b^ bad pay or not
Is it not better to confine it to a few day's business rather than let
them get ua for two months*
When times are good here this city is filled up with
small Real Estate Brokers« Their business ia a good thing while they
last, and it is certainly better to have them running on a few days
credit instead of monthly.
Tha credit business in a freight office is somthing
that is fu&Ly understood, and lived up to, by all concerned* But, I fail
to find any definite understanding in regards the telegraph business*
The credit form of authority that you sand out does not instruct an
agent, and tariff book does not deal with it* Question # 26 on T/A*s
report Form 153 has always been considered by me to mean that credit is
allowed for the month* Accounts however are not out until well towards
the middle of the next month, aid there are a hundred and one reasons, .
and excuses, for various accounts not being paid before the second
month is tvone,
The agent will not hesitate to cut out a firm's credit
if he knows that this is expected* On the other hand the Supt* would
consider him a poor man if he lost business through being too sharp in
the matter. The W.IT,Tel. Co. allow credit to anybody, and everybody,
and I understand they have to write off about $15*00 each month on P*0*s
alone, Our agent uses ey%ry  care in dealing with the public without r
# 3 C.J.B*
taking unnecessary risks• We have been finding fault with him recently
in connection with these congested bad items, and he is protecting
himself by cutting down P«0«s and asking for authorised credits for
those that he considers will pay* I am sure that this will not work t©
ot^r advantage*
The question should be further dealt with, and agents
given more definite instructions as to just what is expected of them*
Newspapers, Judges, and others go behind in their accounts, and an agent
hesitates before taking a decided stand* The operating department want
the business, or know the reasons why*  It seems to me that hard and
fast rules should be laid down, similar to freight office credits, so
that Supts1 and agents1 know what stand to take, and there will not be
any misunderstanding between them on the point*
You have an agent here who v^ill do what is expected of
him, and one who wants t© avoid his management being questioned too
frequently*
The present eaae covers a firm carried in P*0*s until
agent felt that he was safe for monthly credit* But he made the slip of
omitting to apply for the usual authority* When you consider the fact
that there is in the vicinity of a thousand authorized accounts you can
readily understand that it is not a hard matter for an odd one to get
past without proper authority*
Personally I would like to see somthing definite on ths
question of slow settlement so that we would all know just how far to go
in carrying out the Company's wishes* Yours trulyt
JL * A * CANADIAN    PACIFIC    RAILWAY   COMPANY.
OFFICE    OF   THE    AUDITOR    OF    AGENCIES
C.    J.    BLACK,     D.C*W* R.
AUDITOR   OF   AGENCIES. Vf_i_* •% « « .   * *m  m
Montreal,       yth October 1913,
G-*  0 K g  7 7 '
A.   W.  Tennaat,  Esq.,
Travelling Auditor,
Vancouver, B*C.
Dear Sir:-
Vancouver Telegraph 0/S. a/c Herbert Haynes.
April 1915  $3.92
May    "    1.20
5*12.
viftM	
Please note Superintendent Richardson's letter of August
22nd, and all papers in connection with the above outstanding*  This
is another instance where Agent is allowing credit without authority
Please look into the matter and advise fully what lias been
done to remddy this trouble at Vancouver Telegraph Office.
You will recollect that I referred a similar case to you
recently*
It seems to me that Agent is working on a wrong system. Return papers with your report*
Yours truly, C.    J.    BLACK,
AUDITOR   OF   AGENCIES
CANADIAN    PACIFIC    RAILWAY   COMPANY.
torn Gmil* OFFICE    OF    THE    AUDITOR    OF    AGENCIES
GU8 0 118 2 Montreal,    3rd October 1913.
A. W. Tennant, Esq.,
Travelling Auditor,
Vancouver, B.O*
Dear Sir:-
Vancouver Tel* 0/S. #10.61 a/c
Queen Charlotte:- Fishi&g Qo.
Yours of September 13th.    Agent certaihly had no right whatever
to use this |3.94 paid in by Mr. Mackie accoufinfc of personal business to aiaa
clear an outstanding account of the Queen Charlotte Pishing Co even if Mr.
Mackie was connected with that Company.  The money need not necessarily
have been returned to Mr. Mackie, but taken to S/Dr. and refunded the sender
if tt was found that the sending office had been successful in collecting
the charges back from the sender.  It may be that this has4iot been done
even yet and that these two messages are still being carried by Mr. Flanagan
as uncollectibles in differences.   When Agant takes S/Dr. for |3.94 oh his
September T.D.15 he should attach copies of the messages in question in ax&x
order that Mr. Flanagan will know what to do with th© amount. In regard to
the last sentence of your letter would state that it will be necessary for
Mr. Flanagan to deal with the amount as explained above, tha uncollectibles
may still be open in his accounts and if so he will require the amount.
From the correspondence it would seam that the amount is ait due Mr. Mackie
in any event, but the sender of the messages.
__ D 0
CANADIAN    PACIFIC    RAILWAY   COMPANY.
OFFICE    OF   THE    AUDITOR    OF   AGENCIES
C.    J.    BLACK. 0.O..W.
AUDITOR   OF   AGENCIES.
G-8 0 118 2 Montreal,       3rd October 1913.
0
(A.W.TennantEsq) $&)
The reason this matter was referred to you was that we have had
trouble at another large telegraph office due to Agent wrongly applying
amounts in clearance of 0/S. items and we do not want a repetition at Vancouver.
Yours truly, .£>
////////// Vancouver. B. C. Aug. 25/13
C. J,  Black| Eeq*f
Auditor of Agencies, G.80II83
Montreal®
Dear Siri-
Vancouver Telegraph o/s Tomilson & Mitchell
$3*25 June 1912s
Replying to yours of the I6th inst. and enclosures.
There ia nothing wrong with the agent*s ayatern of
checking up his collectors. I do not think that you have ari office that
gets more persoaal attention, from an agent, to ids 0/S A/cs. He daily-
goes over all delayed P.O.a and A/Cs with hid celiactora, and the public
ia practically hounded for payment of their accounts.
The trouble is that the P.0« system is wrong, and
should be cut out altogether.  The public take a delight in tailing our
collectors to call tomorrow, "Mr Smith is out #ust now% and a hundred
and one other excuses to avoid paying a small amount when called upon*
We accept many a 25 Ct telegram over the phone that costs more to collect,
it. In fact, we pay a messenger nine cents to collect that 25 Cta,
outside a certain limit, and I understand the Coy's profit is only six
cents on a 25 ct telegram.
The MMKKKJgOtiMm  PaO*a run on an average of 70 per day,
and I am sure there is not two items written off each month. But you
will find many of them in O/s for 50 days or more. Excuses of all kinds
are given, and many a trip is wade over small amounts before they are collected. You cannot take people by the throat, and it is pretty hard
somtimes to know just how to handle some of these petty transactions*
Agent hae a list of over 125 names posted up for the information of his
counter clerks. These are all dead beats who have troubled agent and his
collectors over the collection of some small item* This list is being
added to every day, or twe, and counter clerks have frequently put up
small amounts a/c of having overlooked names on this list*
Regarding the A/c of #3*25 in question* Agent is
satisfied that these items were never paid to his men. Collector was
first told to come back again, then put off on one pretenae and another,
and finally told that it had already been paid. This firm will not
produce their receipts, and if it were not for the fact that their main
office at Winnipeg does considerable busihess with our Company, agent
would put them on the bad list and discontinue their credit, Their
business here does not amount to much, but since being placed on the
monthly credit list their account has been paid promptly•  The agent's
personal idea in the matter is that this firm's book keeper is a crank
and '  ill not bother going into the matter. They have not convinced agent
that they have ever paid it, but what can you do about it?
Referring to your cleeing remarks. The whole trouble is
due to these bad A/cs being allowed to accumulate. A number of items
have been referred to Supt' from time to time, but there appears to have
been a hesitation about passing them by the Supt1, or at Winnipeg,* Mr*
McMillan, Genl' Supt1, was in Vancouver during our last check, and we
had a chat with him on this subject. Be advised ag^nt to k&jEja get all # 6 C.J.Black, Esq.,
bad debts cleaned up, and to keep them cleaned up* This has resulted in
the accumulation reaching you, practically, in a bunch*
I can-not see any way to improve conditions at this offie
unless it is to discontinue the petty outstanding account.
Yours truly,
I. A? CANADIAN    PACIFIC    RAILWAY   COM PAN Y,
R
OFFICE    OF    THE    AUDITOR    OF    AGENCIES
C.    J.    BLACK,
AUDITOR   OP   AGENCIES. rf. ,
G      S   0   1   1   S   5 MONTREAL, Aug.   l6th   IflJ*
A. ff. Tennant , Esq.
Trav. Auditor,
Vancouver B.C.
Dear Sirt-
Vancouver Telegraph 0/S Tofclinson 4 Mitchell |3*E5
June 1912.
I enclose herewith agent's letter to Mr-  Richardson,
asking for clearance of above amount.  You will note he states
that this was a petty outstanding and that there is a possibility
that amount was collected by one of his collectors.  It seems to
me that there' is something radically wrong with agent's system of
checking up his collectors, if an item of this nature is allowed
togo unquestioned for this lenght of time.  As this was a petty
outstanding, the item of June 17th should have been collected or
a good reason given before the messages of the 22>th and :;_fth were
allowed to become 0/S.
On looking up your last report I find that the &nly
nentien jav  rsafee re this Item is that the acceunt is Lfe disjpiite
oil probably have tt be cleared,  'fill you please say if agent
is to blame for not xkx seeing that a proper check was in effect
on collectors and if there is any reason why he should not now be
called on to make the amount good.   Also let me know what steps you
have taken to have this part of 1he work-put on a proper basis CANADIAN    PACIFIC    RAILWAY   COMPANY.
R OFFICE    OF    THE    AUDITOR    OF    AGENCIES
C.    J.     BLACK, *    -h    1     1      *     31
AUDITOR   OF   AGENCIES. v* Q       \J       -U       -*-       O       ^
MONTREAL,
so as to prevent repetitions of this kind.  If no proper system of
checking up the collections of these petty accounts is now in effect,
see that one is started at once,  and advise.
Judging from the number of applications from this office
lately for clearance, it would seem that there is something wrong
with agent's methods of granting credit and making collections.
Yours truly,
AudiMr of AgencoA*

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