Introduction

This article describes how to review your invoiced shipments in Logivity Invoice Matching.

Instructions

Invoiced shipments list

1. To begin reviewing an invoice, go to "Invoices" tab and click the arrow to the right on the invoice you wish to review:

2. You will be taken to invoiced shipments list, where a filter in invoice number will be applied automatically to reflect the invoice you are reviewing. 

List of shipments includes the following columns and offers following filter possibilities:

• Invoice date & invoice number - filter for a specific period of time or invoice number
• Shipment reference number / Carrier and service - filter for a specific shipment id, carrier, or carrier service
• Pick-up location - filter for a specific address or country
• Delivery location - filter for a specific address or country
• Costs to review - filter for a specific currency, set minimum & maximum costs you wish to review and exclude or accept in bulk costs out of specified range.
• Alerts - Filter for specific alerts to review. Values in this column column are dynamic and only displayed if they exist in the shipment list. Alerts you see in this column may vary from invoice to invoice depending on what deviations are picked-up by the service.
• Status - filter for specific shipment status

In addition to filtering, you can also sort most columns in ascending or descending order, depending on your preferences.

You can clear your filters by clicking the "x" icon in the column title or by clicking "clear current filters" - which will remove all filters applied in your list. Be mindful when you do that if you are working with a specific invoice.

It is also possible to save your filter selection as a template, and re-apply it next time you need to use the same filter options. First, apply the filters you would like to use (1), then click on "Save selected criterias as new filter". The pop-up will provide you options to either "Save as new filter" or "Save as existing filter" - which you can use later to override filter values in outdated filters (3). Once you have saved your first filter, a drop-down filter menu will appear in the top left corner of the list. There you will find and can apply your existing filters (4).

Invoice and shipment summary

At the top of your shipment list there is an expand / collapse section called "Summary". There you will find information about the total booked and invoiced costs, as well as total deviation costs. This section is dynamic and displays the summary for your current shipment list values and applied filters.

Alert explanation

1. Shipment processing errors - this alert occurs when there is an issue with the master data (shipment details, pricelist). An example of this error would be if a shipment is booked from a postal area that is not covered in the pricelist or booked shipment volume is not covered by any pricelist. When you filter for shipment processing errors, the alert will provide more detail of where the error occurred.

2. Costs to review - this alert occurs when there is a deviation between a contracted and invoiced price or a surcharge. For example, a deviation between calculated and invoiced fuel surcharge. Under costs to review filter checkbox you can choose which of the deviating cost types you would like to review.

3. Not applicable costs - this alert occurs when the service has discovered invoiced costs that were not booked on the affected shipment, or costs that are referenced in the pricelist but do not apply to the affected booking. For example, if notification is applied to all shipments from A to B, but was invoiced on a shipment going from C to D, the system will flag this as a deviation. Under not applicable costs filter checkbox you can choose which of the deviating add-on costs you would like to review.

4. Shipment alerts - this alert occurs if an invoiced shipment exists on multiple invoices or is cancelled. When this filter is applied, the warning message on the shipment row in amber will describe what kind of alert affects which shipment. 

If a shipment exists on multiple invoices, both invoice/credit note references will be shown in the first column.

Reviewing invoice rows

To review cost deviations and inapplicable costs, expand the shipment with alerts by clicking on the expand button to the right of the invoice row (1). Here you can see the details of:

• Cost type
• Description of the cost
• Booked costs - costs according to shipment data and pricelists calculated by the system
• Invoiced - costs invoiced by carrier
• To Review - deviation amount that you need to check and either approve or reject and investigate further with the carrier 

If you wish to investigate any of the deviations with the carrier you can add a note to an invoice row and write your question / comment there. These comments can then be exported and sent to the carrier for further investigation. To add a note, click "Edit notes to carrier" and add your comment (2). Alternatively, you can also add notes by clicking on the notebook icon to the right of the invoice row (3). When there is a note on the invoice row - notebook will be filled with dark green, so that you can easily see which invoice rows have notes added.

If you wish to check freight price calculation closer, you can open the weight and volume information for each invoice row. Here you can verify which pay weight / loading meter value was booked and invoiced. To view this data, click on the expand button next to "Freight Price" in the first column (1).

For shipments with "Exists on multiple invoices" warning, you will see more than one "Invoiced" column, with reference to the relevant invoice number or a credit note. This view allows you to review what was invoiced initially, and which costs were credited by the service provider.

Invoice row statuses

The following statuses are available for invoice rows:

• Processing - invoice row is being processed by system
• To do - please review invoice row
• Accepted automatically - no deviations found on the invoice row, therefore it is automatically accepted by the system
• Accepted manually - accepted by user after review
• For review - deviations and notes for carriers to review
• Rejected - invoice row rejected by user

If after a credit note is issued by carrier and it covers full cost of deviations currently existing on an invoice row, after credit note processing by system the invoice row will also be accepted automatically since there are no deviating costs left to review.

When you first upload an invoice, the system will allocate initial statuses. You will be able to see how many invoice rows have been accepted, rejected and how many are requiring review. This information is available in the "Invoices" tab of Invoice Matching service. 

You can change invoice row status by clicking in the drop-down arrow next to invoice row status and choosing the status you wish to set to the invoice row (1).

Update statuses in bulk

To change the status on several invoice rows in one go, select the shipments you wish to update by clicking into the checkbox next to each row (1), or selecting all shipment on the page (2). A pop-up will appear at the top of the page. Choose the status you would like to set on the selected rows (3) and click "Update".

Export your invoice rows with notes

To export your invoice rows, first, select the rows your wish to export by clicking into the checkboxes next to each shipment you wish to export (1), or select all shipments on your page (2). In the pop-up at the top of the list you will see export options: Download selected shipments as Excel (3) or Download all shipments in the list as Excel (4). In the downloaded file you can then apply filters to only send Rejected or For Review shipments to carriers.