Freight Audit and Payment Process

Start of the Workflow/Process.

Retrieve all unpaid invoice entries from the Freight Invoice data model.

Retrieve contract rate cards from the Carrier Agreement data model to use as a baseline for validation.

Sum the base freight cost, fuel surcharges, and accessorial fees from the invoice entry.

Retrieve any identified discrepancies between the invoice amount and the contracted rate.

Calculate the percentage difference between the invoiced amount and the expected contract amount.

Create a task for the Audit Specialist to investigate if the variance exceeds the allowed threshold.

Update the status of the invoice entry to 'In Audit' or 'Discrepancy Found'.

Create a task for the Carrier Relations Manager to contact the carrier regarding disputed charges.

Send an email to the carrier's billing contact with details of the disputed line items.

Update the invoice entry to 'Approved for Payment' once all checks pass.

Sum the total value of all approved invoices for the current billing cycle to prepare for payment run.

Create a task for the Finance Department to execute the actual bank transfer/payment.

Update the invoice entry status to 'Paid' and record the payment reference number.

Send an automated email to the carrier confirming that payment has been processed.

Create a report showing total amount saved through discrepancy identification and recovery.

End of the Workflow/Process.