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.
The Short Pay Notification application within SHIPS financial process management software:
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System identifies short pay transactions
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Transactions are provided to users in a work list
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Monitors and validates cash application tables within the accounting system.
- If the amount of cash applied is below what is expected, workflow forwards documents and accounting data to the short pay exceptions queue.
- Reviews supporting documents for invoicing
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Scan/index additional support documents
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Re-bills invoice for current amount due
