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Accounts
Receivable Application
Individual
Accounts Receivable Modules:
- Queue
or Rules Based Accounts Receivable Workflow
Queue
Based *standard SHIPS feature
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Sorts
transaction by document type.
§
FIFO
order transaction queue.
§
Manually
select the next item to be processed.
Rules
Based: Proactive
§
Sorts
documents by business rule.
§
Indexing
used to validate data. E.g.: bill to codes or terminal location
are assigned to a specific data entry person.
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Generates
Productivity reports (transaction time and missing documents) are
generated and sends to Supervisors.
- Rendition
Printing, Fax & Email, Remote and Outsourcing
Rendition
Printing:
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Automatically
gathers the documents needed for invoicing.
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Sorts
documents by bill to code.
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Renders
and reduces documents onto bottom half of invoice.
§
Fax
or emails invoices.
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Invoices
printed via TCP/IP to a remote laser printer.
Outsourcing: EBE has
partnered with an outsourcing mailing service.
Outsourcing mailing services allows your mail to enter the
process a day earlier than traditional mail pickup.
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Processes
Invoices and POD documents.
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Sorts
by bill to code.
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Sorts
plus 4 ZIP format.
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Mail
is bar coded, printed, inserted and mailed.
Provides
a view of:
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Dispatched
loads.
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Missing
returned paperwork loads.
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Un-billable
loads waiting for paperwork.
§
Billed
loads history.
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Immediate update of
TMS system after paperwork is received.
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Immediate
invoice printing.
§
“Snap
Shot” of accounts receivable process.
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Generates
date, Driver or bill to code reports.
- Automated
Data Entry –This
process has a dramatic impact on productivity.
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Automatically
identifies document types.
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Extracts
reference information.
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Validates
information against TMS dispatching or accounting database.
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Automatically
updates and completes tolerance transactions.
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Out
of tolerance transaction put into exceptions workflow.
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You
only focus on the 25% out-of-tolerance transaction.
- Immediate
Document Exchange (IDE)
§
Imagining
applications exchange indexed documents.
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Sort
by bill to code.
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Automatically
exports invoice with POD documents.
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Invoice
and POD formatted to recipient’s requirements.
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Real
time billing.
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No
need for shippers to process inbound paper mail.
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No
need to scan or index documents in digital format.
- Freight
Bill Manager Workflow
- Helps carriers and shippers be proactive in the accounting
process.
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Interactive
internet based application.
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Presents
invoices and POD documents to shipper.
§
Approve
or decline shipper payment in interface.
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Triggers
rendition printing or immediate document exchange based on web
interface responses.
§
Transaction
is moved into another workflow when invoice is not approved.
- Auto
POD Notification Workflow
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Exports
POD documents by bill to code.
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Immediately
sends fax or email PDF.
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After
export, POD documents go to accounts receivable workflow.
- Driver
Identification & Qualification Workflow
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Provides
Hazmat load driver information.
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Identifies
Drivers photograph, truck number and any regulatory documents.
§
E-mails
Shipper driver information and MSDS forms as transaction is
identified.
§
Monitors
dispatching application for specific bill to codes or special
instructions.
- Invoice
Audit Print Manager –
If EDI is used for shipper billing, shippers like to audit
support paperwork of the EDI transaction for a given time
period. This
audit may represent hundreds of transactions.
In order to comply with the request the carrier would
have to re-key the numbers into the imaging system and
select the required documents.
This process is time consuming, yet necessary to
maintain customer satisfaction. Let the Invoice Audit Print Manager take care of this tedious task for
you!
The
Invoice Audit Print Manager:
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Imports
Shipper numbers sent in a spreadsheet or ASCII text file into the
application.
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Selects
and creates a rendition print session of the requested document
types.
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Complies
with audits
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Saves
time and improves customer relations.
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Gathers
transactions from aged reports.
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Creates
a rendition print session.
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Retrieval
of POD documents from SHIPS.
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Cover
sheet of aged transactions.
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Fax,
email or print documents.
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Sorts
by bill to code.
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Placed
into workflow by each collector’s responsibility.
- Exceptions
Report Workflow
-compares the documents that are scanned into the SHIPS
system to data in the TMS’s customer master file or
tracing application.
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Additional
information, such as date, driver code, and bill to code, is
placed in workflow when a document is missing.
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Alerts
sent to appropriate person when document is missing.
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Option
to suspend driver pay until document is located.
- Exceptions
Report Workflow with Fleet Communications -provides
the same reporting functionality as the Exceptions
reporting, but allows messages to be sent to the driver
through the fleet communications solution.
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Messaging is
triggered by the activation of a fuel card.
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Message
provides document requirements based on the status of the current
dispatch or missing documents.
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Confirmation
sent when documents are received.
- POD
Internet Look-Up or Tracing Application Image enabled
–SHIPS provides secure internet document look-up.
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View
and print specific documents based on login.
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TMS
providers are authenticated and have document access through the
tracing application.
- Out
Source Scanning Interfaces for Flying J., Pilot/Pegasus and
TMI –SHIPS
provides interface for major truck stops and outsourced
scanning providers.
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Utilize
the above services and STAY in ROUTE.
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Driver
can fax needed documents directly into workflow capabilities.
- 210
EDI format –This
is great for small carriers that have been unable to compete
for business that required EDI 210 interfaces. Creates new
opportunities!
The
SHIPS EDI 210 interface:
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Export invoices by
shipper code from accounting to 210 application.
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Automatically
formatted for export.
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Send
export by email or FTP submission.
*Shippers
and freight bill auditors that required this functionality were
over looked because of the 210 certification expense and on going
charges.
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