ITS Traffic Systems
Freight Bill Audit and Payment (FAP)
Freight Bill Audit and Payment
Freight Bills Received
Electronic
EDI
Non-EDI Electronic Files
Manual, includes double-blind data entry
Emailed PDF
Paper
Voucher Files
File received direct from client
Contains all freight bill data
Imported directly into ITS system
Processed as “Pay as billed”, no audit
ITS performs check for duplicates
Match Program
Match files received from clients as payment control and/or to populate data, accrual
BOL file - outbound
PO file – inbound
Bills attempt to match and if they do not, after a set amount of time they are marked as No Match and follow client rules
Match file deviation alerts provided
Quote amounts - to verify carrier billed amount, can be included in the above or separate file
Duplicate Checking
Exact duplicates cut to zero
Possible duplicates on Pro# are reviewed and decisioned by an auditor
BOL# duplicates reviewed by an auditor (optional)
Freight Bill Audit and Payment
Process Continued.....
Audit
Ensure proper documents, check terms
Check carrier billed amount against client’s contract/rates with carrier
Audit for freight class and accessorials
Automatic business rules are applied
Bills can be paid in full, partial paid, cut to zero, or sent to FBR, as per client rules
In FBR:
Client resolves bills with discrepancies
Client can resolve bills to pay in full, partial pay, or cut to zero
System Processing
GL Rules systematically assign GL Code if GL Code not otherwise populated
Freight bill aging is performed (optional) to assign the request for funds week
Invoice & Payment File
Weekly ITS Invoice emailed for freight amount and fees, includes:
GL Code Summary
Location Summary
Freight Detail
Optional Payment file available via SAP, JDE, Oracle, etc.
After ITS receives bank confirmation of funds from client, ITS issues payment to carriers
Payment methods include:
ACH/Wire
Check
Credit Card
Payment Register emailed to client with payment # and paid amount
General Services
•Process all modes of freight invoices
Freight bills with validation and back up documents
EDI validation and image receipt, when available
Web portal bill entry for carriers
•Match program on client BOL/PO files
Improves the audit results
Provides additional information in reporting
Allows for accrual reporting, as requested
•Parcel bill account number validation
•Dedicated client services account manager
•In-house IT technical staff for custom programming
Audit
•Controls to ensure quality output
•Rate per carrier contracts (tariff-based, point-to-point, etc.)
•Spot quotes to validate carrier moves outside of the contract
•Manual audit to review discrepancies
Compliance to payment (pay, short pay, zero pay)
•Business rules established and reviewed regularly
Includes client exceptions, special data capture, special processing requests, etc.
•FedEx money back guarantee for service failures with 100% of the savings retained by client
Funding / Payment
•Carrier invoice aging
•Accrual reporting – BOL/aging
•Provide weekly ITS Invoice/Request for Funds
oIncludes carrier summary, fees, GL summary, loc summary
•Payment file customized to client’s format
oFile types include SAP, JDE, etc.
•Register listing payment numbers and amounts
•Issuance of payment and remittance to carriers
•Processing and payment in multiple currencies available
Additional Services
•Web portal access to freight and payment data for client users includes:
Dashboard, FBI, Reports, FBR and training
•Web portal access for carriers includes:
Payment status, payment number, payment date and remit details
•Images available on the ITS Web Portal:
Scanned images of paper bills, optional
Images for EDI, as available from carrier
•Amark Logistics, Inc.
Logistics brokerage sister company under the same ownership