After the order has been released for payment, it is moved into the invoice lifecycle workflow(s). These workflows monitor the payment status of an invoice and trigger workflow events based on the data in the accounting system. This process eliminates the need for clerical staff to monitor reports in order to take action on an invoice. The workflows can perform the function that presents documentation to the shipper for payment resolution. In addition, scorecards are created that provide insight to shippers paying habits that allow changes in the billing function to improve DSO.
INVOICE PROCESSING/RENDITION PRINTING
SHIPS Financial process managment transportation software speeds up processing and cuts costs. This workflow automatically gathers, sorts by bill to code, renders, reduces and generates documents. Optional delivery capabilities include: fax, email, local print and mail or remote print. Outsourced mailing services is also available to ensure speedier delivery.
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With rendition printing, your processing clerks won't waste time searching, copying, printing, faxing and emailing load or driver-related supporting documentation. Since all documents are tied to a bill to or driver code, SHIPS automatically gathers and merges your invoices and payments with the defined documents. Customers and drivers receive complete and accurate supporting documentation along with their invoices and/ or settlement checks - minimizing typical questions or delays in payment. And, because the merged documents can be sent electronically, companies realize additional savings in printing and mailing expenses.
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WEB PORTAL INTEGRATION
Updates within providers' websites have become increasingly more labor intensive for carriers. SHIPS Web Portal Integration automates the status update workflow by integrating with third party payer's website and checking for payment status. This includes determining whether an EDI invoice has been received, if a POD is required, or if a claim has been filed. Based on the status, response workflows are created to move into the next phase of processing. As an example, a POD can be emailed to the shipper representative or a claim workflow is created at the carrier based on responsbility.
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SHORT PAY WORKFLOW
The shortpay workflow monitors payments from shippers and triggers a workflow for any payments that fall short of the invoiced amount. When this occurs, the documents are sorted by business rules and placed in workflow by responsibility. As the invoice and supporting documents are reviewed, if the error was billing related, the transaction is updated in the accounting system and the biller's scorecard is updated. If the shipper is short paid an accessorial such as toll, detention, fuel surcharge or other item, the carrier's scorecard is updated and the CSR prepares a supplemental invoice. To efficiently prepare supplemental invoices, carriers scan contracts into the SHIPS system. When a shipper does not pay for an item, the page of the contract supporting the charge is added to to the order number document types. When supplemental bills are processed, the supporting document is included with the invoice.
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COLLECTIONS
The collections workflow monitors the aging and total amount due reports within the accounting system. Shippers may also be monitored by different criteria to flag poor or nonpaying trends. As an invoice ages to a specific date outstanding, a workflow is triggered that creates an email or fax that contains the freight bill and supporting documents. The documents are sent to the shipper and then placed in a collections workflow based on business rules and account responsibility. The shipper's scorecard is updated with the collection status. The following day, the collections personnel process the invoice transaction in their workflow by bill-to code until all contracts are completed. This process is repeated until the invoice is removed from the aging report. If the invoice ages too long or if the total amount exceeds a threshold, the transaction is routed to upper management for review. In addition, the shipper can be set to a non-dispatch status by the collections workflow.
