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Corrections on foreign billing Canadian Pacific Railway Company. Travelling Auditor (Vancouver) 1915

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Array CANAL.AN   pacific   railway   COIV.^ANY.
C,    J.    BLACK, I)* U*   im
AUDITOR   OF   AGENCIES.
H.    J.    DALTON,
ASSV. AUDITOR OF AGENCIES.
W.    H. BLACKALLER,
ASST. AUDITOR OF AGENCIES.
OFFICE    OF   THE    AUDITOR    OF   AGENCIES
MONTREAL,
1 (=.
1915.
G--   2 1 & 7  2
A.   'f.
T
Deal   Sir:-
C.
ire r<
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155
ffhen  i.'
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tfLtdfrZfTfcvv^&mf. CANADIAN   pacific   railway  company.
C.    J.    BLACK, D»Gtfgi¥ft. Dm
AUDITOR   OF   AGENCIES.
I.   WALTON,
RSS*.   AUDITOR   OF  AGENCIES.
OFFICE    OF   THE    AUDITOR    OF   AGENCIES
15 th     Wq\
H.    J.
MONTREAL,
W.    H.    BLACKALLER,
ASST. AUDITOR OF AGENCIES.
G-S 2U]  2
1915.
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Auditor  of A.*ta'jei£s, C~821872
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"aura of tha 3 MNtr.
iir«  1 i ^auvctiun **xiii wlr*90
* * ■
sar ae  te Luc  ot tha iar* pore ion
reading:-
•fcut  If tbe  freight {aa ara &_,*;i *££ttataAj pra^M^y, t«al#
waybill will ci fej£tju$d but 0Oi*<r$N3"fcia& &&&&£  t#o $iNfai? uQvh c l xn
rate •
ahangrad,   on. MI3 Trent* railway*  nat  st it* Clir^XSi^   aa c&ny £®t&jij£&
waybill 0^ aa ar* isoovT&o'&Ly 'billed.. ?
!   in  trucl I  s k|*«*7 3" 6
ouotert la Oir*Mi 1        fet s&argaa tte it«^ a£ >>&aw£ eaaaa ar« ^itcr*d,
would ;?e .   '""Ill  in   tm %m corrwtad Q Lfejht#
advanca,  and i-rtspttid,   i^-^&d of adjusting   ih>* advance and r^rapaid by
exchange  of f,F*Q#  Wayfcilla*?
afell  nvta  from corr^fcperiGtfiuse a**# had on  this
auh1**ct that,   In  th* pM_tt  agent waa not £?llo*<*d to alter advances*  nor
alter  fr-dght column to adjust  the?  $ arga or  overcharge  ta meat p
o
C.J.Blae*
tha prepaid ahais!
ltd? : Hid >3
I
a/% 4   f'   I
it d
1 I   _. A
t« 1   i>        C4O0S
at ui%m permitting
it him from raiaidg
oiw   &ut   that Oir»   99 £•<..■    iat clearly
na apply to loc*l billing* Wa pt 1   knat
:*    4, 0*  '•■ '• o
' CANADIAN PACIFIC RAILWAY COMPANY
OFFICE OF AUDITOR OF FREIGHT AND TELEGRAPH RECEIPTS
MONTREAL, January 2nd, 1915
CIRCULAR No. 155
TO AGENTS
Refer to Circular No. 99 amended and note that instructions contained therein are modified as
follows:—
The railroads enumerated below will not accept prepaid only waybills, consequently corrections
must be issued for differences in prepaids and advances on billing to or from these lines.
Baltimore & Ohio Ry. Michigan Central Railroad.
Central Vermont Ry Co. New England S.S. Co.
Chicago & Alton Ry. New York Central & Hudson River Ry.
Cleveland, Cincinnati, Chicago & St. Louis New York, New Haven & Hartford Rd.
Ry. Star Union Line.
Erie Railroad. Toronto, Hamilton & Buffalo Rd.
Kansas City Southern Ry. Toledo, Peoria & Western Ry.
Lake Erie & Western Ry.
Instructions in Circular No. 99 amended, apply on waybills issued to points on other foreign lines
and on waybills received from them for the adjustment of differences in prepaids or advances, but if the
freight charges are also affected, prepaid only waybill will not be issued but correction made to cover both
change in freight and prepaid or advances.
Approved,
I. G. OGDEN, O. J. FLANAGAN,
Vice-President. Auditor Frt. & Tel. Receipts. o
CANADIAN    PACIFIC    RAILWAY   COMPANY.
OFFICE    OF    THE    AUDJT6R    OF   AGENCIES
C.    J.    SLACK, P» Cm Vt» J)^
AUDITOR   OF  AGENCIES.
H.    J.    OALTON,
ASST.  AUDITOR   OF  AGENCIES.
Montreal. $%&t October     191^
W.    H.    BLACKALLER,
ASST. AUDITOR OF AGENCIES.    G*"*3  2  1-  S   f   2
A.   ff*.  Tennant,   Esq.,
Travelling  Auditor,
Vancouver,     B»C#
Dear  Sir:-*
Corrections on foreign Billing-
Your letter of September 2nd,   re above. I have delayed
answering this as Mr.   31anagan  had in preparation  a circular  covering
points you  raise.                                        , V
Copy of Circular 99 amended,   herewith*
Yours  truly,
£dtd^2
Auditor of Agencies*
I o
Canadian Pacific Railway Company
OFFICE OF AUDITOR OP FREIGHT AND TELEGRAPH  RECEIPTS-
CIRCULAR No. 99 Amended.
Montreal, October 1st, 1914.
TO   AGENTS.
In future Agents must not change the figures on original waybills account "prepaid " or " advances "
but must take same to account as originally issued—any adjustment necessary must be made by the issue
of a "Prepaid only waybill."
\ Agents making collection of charges for the credit of another Agent will also issue a prepaid only
waybill on the Agent requiring the credit.
All prepaid only waybills must show in detail for what purpose issued, giving reference to any letter
or telegram received or sent relating to same.
You will continue to issue corrections for any changes required to be made in the charges shown in
"Freight" column on waybill.
Below are some instances explaining method to be followed in adjusting errors in "prepaids " or
" advances."
Should Read-
Freight.        Advances.
120.00 16.00
Prepaid.
If Shipment Waybilled.
Weight.                Freight.           Advances. Prepaid. Weight.
20,000 120.00              120.00 20,000
Prepaid only waybill issued by receiving station would read, To cover charges on your waybill 1,
Jan. 1st.
wire Prepaid.
per your or      of $136.00
letter
If Shipment Waybilled. Should Read.
Weight. Freight. Prepaid. Weight. Freight. Prepaid.
30,000 60.00 nil. 30,000 60.00 60.00
Prepaid only waybill would be issued by Forwarding Station for the prepaid charges $60.00.
If Shipment Waybilled. Should Read.
Weight. Freight. Advances. Weight. Freight. Advances.
30,000 90.00 3.00 30,000 90.00 9.00
Prepaid only waybill would be issued by Receiving Station for $6.00 increase in advances.
If Shipment Waybilled. Should Read.
Weight. Freight. Advances.       Prepaid. Weight. Freight.       Advances.       Prepaid.
30,000 75.00 15.00 nil. 30,000 75.00 nil. 75.00
Prepaid only waybill would be issued by Forwarding Station for $90.00, being amount of advances
to be cancelled plus the amount of prepaid freight charges.
If Shipment Waybilled.
Weight. Freight. Advances.
20,000 60.00 10.00
Should Read.
Weight. Freight. Advances.
25,000 75.00 12.50
Correction would be issued for increase in weight and freight and Receiving Station would issue
in addition a Prepaid Only Waybill for $2.50, being difference in advances. If increase in advances is not
paid to connection S/Dr. should be taken for amount by Forwarding Agent.
If Shipment Waybilled.
Weight. Freight. Advances.
30,000 75.00 15.00
Should Read.
Freight. Advances.
67.50 13.50
Weight.
27,000
Correction to be issued for difference in weight and freight and Forwarding Agent would issue in
addition a Prepaid Only Waybill for $1.50 difference in advances.
Ha 0
0
Should Read.
Weight.                 Freight.
Prepaid
27,000              67.50
67.50
If Shipment Waybilled.
Weight. Freight. Prepaid.
30,000 75.00 75.00
A correction would be issued for reduction in weight and freight and Receiving Agent would issue in
addition a Prepaid Only Waybill for $7.50 being difference in prepaid. If full amount of prepaid charges
have been collected the Forwarding Agent should arrange refund of overcollection, taking receipt for same
and making notation on original receipt held by shipper of amount refunded. If refund not made amount
should be taken to S/Dr.
t\
If Shipment Waybilled.
Weight. Freight. Prepaid.
27,000 67.50 67.50
Weight.
30,000
Should Read.
Freight.
75.00
Prepaid.
75.00
A correction would be issued for increase in weight and freight and the Forwarding Agent will issue
a Prepaid Only Waybill to cover the additional prepaid charges.	
A notation should be made on the original waybill giving reference to date, number and issuer of
Prepaid Only Waybill or if Prepaid Only Waybill not received give reference to request for same.
Under no circumstances will an agent decrease charges in freight column by any overcharge in advances except that differences of less than 25 cts. may be added to or deducted from charges in freight column.
When advances are overcharged 25 cts. or more, agent at destination must notify billing agent of such
overcharge and place such overcharges in his outstandings until receipt of prepaid only waybill from forwarding station; or clearance obtained through Freight Claims Auditor, when billing is made by a carrier
that will not adjust changes by the issue of a prepaid only waybill.
Agents at Destination are responsible for the proper collection of charges whether based on through
rates or combination of local rates.
WEIGHING  STATIONS.
When weight on waybill is altered, thereby necessitating change in "advances" of 25 cts. or more,
iW^ilts; at Weighing Stations will write or stamp on face of waybill and also on correction form issued by
tMiri as under.
When advances are increased.
"Agent at :   will collect correct
(Name of station waybilled to)
charges and issue a prepaid only waybill for $ on	
(Name amount) (Name of billing station)
account of undercharge in advances, giving reference to this waybill and particulars of consignment.
When advances are reduced. A$
"Agent  at. will   issue   Prepaid   Only  Waybill  for
(Name billing station)
$ ■*. '* . . ■     on account of overcharge in
(Name amount) (Name station billed to)
advances, giving reference to this waybill and particulars of consignment.
C. J. FLANAGAN,
APPROVED: Auditor of Frt. and Teh Receipts.
I. G. OGDEN,
Vice-President.
\
« 0 o
CANADIAN   PACIFIC   RAILWAY   COMPANY
OFFICE   OF  THE   LOCAL   FREIGHT  AGENT
Corner of PENDER and ABBOTT STREETS
G. L. MoCREA,
Freight Agent. ___ ^^ _*       ^ -_     j *
VANCOUVER, B.C.     0C*r*     8_t**« f /I |«
In your reply refer to my File
PERSONAL.
mnXmalm
Bear Sirf. /    v\
I m in  receipt ©f your letter of ootr,   X4*&*>
file I-47636S#   ■»* note ii* contents*
I note,   however,   t xtted to  eaave?
creation oontiin^d in the second to   I -h of my
letter,   in utixc^i I  r#^ae«t«d you te  ^iriaa if it wuli be
ia. arder to increase adv-Jticc on w/b»  ii1    for any
xeason we should iu?« occasion to  •$£&$   » airier rate x or
increaae tue diaries a/c   ^xltionJL weight*
Hil you kinaly li fnom you on iuis point
as ©a: useable*
v^urs trul, ,
,;ent.
Mr.   A.   W,   Tenant, Pleaae note.
Attached is copy of reply received from Mr,   ELanagan*
A,ent
I o
Canadian Pacific railway Co.,
Montreal,    o^?,   14th* 9f\4*
File 1-476362.   S. D.
Agent,
Vancouver,   B„c»
Dear sirf-
I m in  receipt of yoir personal letter of the
^4th.,   ulxof   file JU2/^S>926 returning various Sbo line stateu
ments of differences on porei^n Line waybills and in connection with
the last para^ra^h of your letter j would state that in the case
of overcharge in the advance charges of 05 cts*  or laore,  it will
be necessary to take up thiou^  claim for clearance,   but when the
dif fereace is less than  ^5  cts.   the amount may be taken care of in
the freight  charges.
Yours truly,
SGD.     C.J^Flan^an*
JL   P.  * T.   H. D
a
C.   Se   t.   2nd/i4
Auditor of Agancles,
Dear Sir:-
Corrections  on  f<
line bil_
Sfourt of 24th December last in re ly to mine of Dec. 2nd.
"his question has been a matter of correspondence between
Arent, Mr, Steele, and Mr. Flanagan, covered by the latter1! files
I 394405 SB and 476262* and Mr. Steele's personal W.J.c/F Jany 2Ist/l4 •
in r ply to agent1a 0-2/39926.
•• Mr. Flanagan definitely instructed agent that freig;
column on foreign waybills must not be reduced, or increased, beyond
the proper proportion due this co^any • Alse*        'charges in advance
charges had te be taken care of thro-   r. Steele's office.  Ihi| was
also confirmed in your letter to me of Bee* 24th, and agent was advised
accord n^lja He has however failed to carry out these instructions; but
continued te absorb the whole undercharge in freight earnings. In the
meantime writing "-r, Flanagan and r« Steele asking that scathing be d.-ne
te improve connecting5line billing. Or reduce, in some way, the number
of 0/s items created a.t this end*
%AXl&KXmii1iX]&X$X Unfortunately rather an rtinent
letter was sent re Flanagan during ;;?r. iiccrea'a absence on holiday,
and this has not resulted in any modification of instructions laid down. • o
# 2 C.J.-lack, Esq.,
I rave go-ie over the matter with agent today, and advised
him that he m®st follow out instructions in regards reporting our freight
earnings at the correct figure*  He has no wish to deliberately disobey
audit office rulings; but feels that there is a weakness in this system
and *ould like to place it properly before Hr. Flanagan for his further
consideration.
Howevere we have boiled it down to two points, which I
would ask you to obtain ruling on#
We understand that an advance charge nust not be
reduced,  as rc Flanagan any objections to our raising an advance on
foreign line billing* This method would take care of the other line
incraesed proportion witho t taking S/br, and would be available for
r, Steele to apply when agent is debited by jcr. Flanagan.
You can readily understand agents objection to reporting
a waybill at one figure, and expensing at autadkkexx an amount in excess
of his warehouse book. It leads to many difficulties in posting and
accounting, and is apt to again get to s/'Dr  as an overcollection instead
of being applied to the S/br already taken, and in 0/S., for protection
of increased other line proportion. Besides there is no proper check
on it.-Extra amount to be taken care of can easily be overlooked and
lost sight of, and it leaves an opening for revising clerk to purposely,
or otherwise, neglect to have expensing done at the increased figures,
which point will not come to agents attention for months.
Agent has recently taken to debit 103    1 coveri
Soo Line correction statements on r« Flanagan in connectiov.   h Soo
Line waybills issued from T arch 1913 to Jany. 1914* These have evidently o
# 3 C..T.Blac^,Eeq.f
accumulated in r, Flanagan's office, and cleaned up after several months
delay.
fhere is nothing In the files to show that any objection
has ever been made to raising 'an advance_ An* personally I am under the
impression that there never was any ruling against doing so,  In the
mean":    1 have authorised agent that he may raise advances on this
billings  It simply means that the amount is available in abstracts
instead of to S/br, and I presume it is as easy to apply connecting lines
claim there as it ould be to obtain through suspense account in your
office. But will you please advise as to this.
Br. Flanagan's file I 410558 SD would indicate that
connections do not bill each other vith an undercharge of les© than 25
cents* Can this rule be applied by agent in revising foreign waybills.
Fer example: we have te raise through charges 90 cents, connecting line
proportion, we will say 2fi    ais would increase connections less than
25 cents. Can we in such case add the full undercharge 90 cents to our
freight earnings. Same ruling to apply when it is an overcharge vi z  :
reduce freight earnings by the full amountf If this is not allowed it
necessitates our getting F#92 eta and applying to r9   Steele for 22 ct^
overcharge in connectiang lines proportion* If it will not be absorbed
by claim from connections I presume it can stand as an earning of this
Company.
•: any of the corrections -aade are for small amounts, and
if this privilege is granted it would greatly reduce the work of
handling this in accordance with agent's understanding of ar. Flanagan's
requirements. o
# 4
xaG-K.,
In    neantime agent has instructed his staff that all
overcharges in advance column must be cleared -by F.92 through "r* Steele,
and that freight earnings must be reported only at our proper proportion
in all cases.
Your ruling on above two points will settle the matter,
and waybills will be corrected in accordance with audit office
i uir
a a \
ttr e,
Yours truly.
I.    km /
G .L. McCREA,
Freight Agent.
CANADIAN    PACIFIC   RAILWAY   COMPANY
OFFICE   OF  THE   LOCAL   FREIGHT  AGENT
Corner of PENDER and ABBOTT STREETS
VANCOUVER, B.C.
a '-'7- -;,,."'■ *- T\ g      .!
In your reply refer to my File
No.
# # •  9  «
A        ^     ,.
^ Hg| mm% m CANADIAN    PACIFIC   RAILWAY   COMPANY
OFFICE   OF  THE   LOCAL   FREIGHT  AGENT
Corner of PENDER and ABBOTT STREETS
G .L. McCREA,
Freight Agent.
VANCOUVER, B.C.
In your reply refer to my File
Nof #,
- <")
t, JJ,   -vA
	 CANADIAN    PACIFIC    RAILWAY   COMPANY.
OFFICE    OF   THE    AUDITOR    OF   AGENCIES
C.    J.    BLACK,
AUDITOR   OF   AGENCIES.
H.   I   dalton, Q.    9   0   6   7   1   tt     MONTREAL, 19th.    August      1915-
ASST. AUDITOR OF AGENCIES.
W. H. BLACKALLER,
ASST. AUDITOR OF AGENCIES.
A. *• Tennant. Esq.,
Travelling Auditor*
Vancouver.
Dear Sir :/
Vancouver LWcal Freight.
Your report 1*H2.  The instructions contained in Mr
Flanagan1® circular 99  to have prepaid only waybills issued for
excessive prepaids on inwards billing, apply to Foreign Road billing
as well as to ours, the only exception being those mentioned in his
circular 155 of January 2nd/I915»
Yours   truly. o
o
C. J. Black, Esq.,
Auditor ef Agencies,
Montreal,
Dear Sirs-
///////////Vancouver. B. C. July 29th/l5
Vancouver local Freight.
Herewith my report #1412 covering check ef above office.
Enclosed find lists, in duplicate, ef O/s item referred
te F.C.A. ana te 8.F.A. for clearance, together with copies cf letters
te these officials. Also enclosed list of items referred te agent for
hit personal atte;itioa. Some of these are unsatisfactory, and had the
proper care been take* would not have been O/s. Ami writing you under
separate letter© for ruling a* te items #337.ttl, ^87.50 and #52.82.
Items #75.00 and #175.20, Pacific Box Ce, have beea
badly handled. Shippers are not an  credit lint: but care were billed
forward prepaid and allowed te reach, and be delivered at,destination
without collection.  The Acct1 w&u  away en holiday at the time and thio
©lip wao made by clerk: releiving hia. Eovever, the question of minimum
weight was a matter of dispute between ohippero and Mr Plow, and I now
understand that tfcs&e amounts will be p«a4 wi*a*a th*  a«x* iow aaysy
I am sanding you a list of small items due to overcharges
in Advances froa foreign roads, This list only covers items that are o/s
three months, or more,. The new arrangement under Cir#99 creates a lot o o
# 2 C.J".Black, Esq.,
of these petty O/s, and we are carrying about one hundred items on our
sheets. The delay in obtaining a P.P.O. w/b appears to be due to the
Junction billing point being unable to secure settlement with connections
1 note that agent on several occasions has had to take up with Mr Steele
for clearance9   This hat only b^en done when agent found that he could
make no headway with connections. Would you suggest that such items be
referred to Kr Steele when wo are unable to secure necessary P.P.G.
within a reasonable time. Some items are a matter of dispute as to
classification: But usually tha delay is simply duo to billing office
apparently being unable to get connections to adjust with him. Items do
not total seriously: but they pile up and create a lot of correspondence.
Chock af delivery receipts for tho full month of May
shows only two ejcpalise bills missing, covering traffic cen„iignad to the
public, and three on O.G.S. shipments. All are properly signed and dated,
and storage fully protected in all cases. This record is very satisfactory. Bs/t. for ssao period are all in order covering "order* shipments.
We h*4ve gone Into detail of all accounting for P/B June
30th and find work, and various reports,.satisfactory.
I note that this office.continues to take S/br for
excessive prepaids on inwards billing, Have pointed out that Mr.
nagan's Cir, 99 instructs that P,P.Q. waybills should be issued on
billing station, and have instructed agent to do so in future. o o
# 3 C.J.Black, I t <.,
1 understand this applies to billing from other roads,
as well as our own, and have advised accordinglym  Nearly half of the
S/brs taken are due to this item alone, and this can be avoided if P.P.O.
are issued to clear the amounts not required by us. It might be your
wish that we retain any over-prepaids from foreign roads until called
for: But will you please advise as to this.
Tue question of correcting freight chargos, oa pr*t>ai4
shipments, for small amounts came up, and I suggested that ever-prepAdd
of lest than 25 cts should not be corrected Whtaa overcharge in freight
exceeds 25 cts W/!b should be corrected and P.P.G. issued on billing
station for amount overcharged shipper. This is the understanding in
connection with revising and adjusting foreign billing, and I presuma
can be applied on the freight column of all prepaid waybills. Allow the
small overcharge to remain in freight earalags.f
Yours truly3
«>. a.

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