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Invoice Auditing

For all the carriers that have electronic invoices enabled, Piyovi fetches the data daily and updates the system with the invoice data. Invoice data will be matched with shipment data to identify any discrepancies for you to review and approve.

  1. Navigate to Reports (top menu) → Invoice Auditing (left menu) to view all the available reports.

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  1. Each report can be filtered based on the following parameters:
    • Period
    • Location (multi-select; not available for Orphan Invoices).
    • Carrier (multi-select).
    • Search (free text search for key fields like Ref #, Tracking #, Invoice #, etc.).
  2. Select the appropriate values for the filters and click the Search icon.
  3. Click Refresh to reload the data in the report you are viewing.
  4. Click the 3 Dots to:
    • Auto Size – the width of all columns will be adjusted based on the data automatically. This is applicable for the current report you are viewing.
    • Column Options – select columns to view with preferred order and sorting.

Accruals​

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This report provides a list of all shipments that have been processed in Piyovi, but there is no associated invoice in Piyovi yet. You can filter by carrier to see the outstanding invoices you have yet to receive. Please note that this report will only be useful if a carrier is set up for electronic invoicing within Piyovi.

Invoice Actions​

The following actions can be performed on all invoices irrespective of the status:

  1. View Details
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    • This will provide a read-only view of all invoice details at the header and line item level.

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  1. Comment
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    • Enter one or more comments to note about the shipment. All approval, rejection, assignment comments will be automatically added to the comment history.

The following action can be performed on all Orphan Invoices irrespective of the status:

  1. Assign a Shipment
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    • If an Orphan invoice is related to an existing shipment record within the system, then it can be assigned to the shipment. This action will not only assign but also trigger the audit process to check for validations.
    • Enter either the Integration Reference # or Shipment ID (Piyovi SID ID) and Comment to assign a shipment.

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The following actions can be performed on all invoices that are Pending:

  1. Approve
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    • This will trigger a manual approval of an invoice. Enter Comment to approve a shipment.
    • Note: A rejected invoice can also be approved.

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  1. Reject
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    • This will trigger a manual rejection of an invoice. Enter Comment to reject a shipment.

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The following action can be performed on all invoices that are not Posted:

  1. Edit
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    • You can update the following details:
      • Shipment type.
      • Payable Charge (by default, this is set to the invoice amount).
      • GL Code.
      • Comment.

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The following action can be performed on all invoices that are Approved:

  1. Post
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    • Posting an invoice is the final step & no comments are necessary. Once an invoice is posted, you cannot perform any actions other than viewing details & adding additional comments.

Orphan Invoices​

If Piyovi does not find a matching shipment within TMS, then an Orphan record is created. The Orphan Invoice record will contain all the invoice data, but further audit processes will not be performed. Navigate to Reports (top menu) → Invoice Auditing (left menu) → Orphan Invoices to view the list of Orphan Invoices. You can perform several actions on Orphan invoices to view details, assign shipment, approve, reject, post, comment, and edit.

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Duplicates​

If we receive an invoice with the same invoice number and the same tracking number as an existing invoice in the system, then we flag it as a duplicate and such invoice shipments can be viewed under Duplicates.

Missing PODs​

If we do not receive delivery confirmation with a delivery date in the invoice, then we flag the invoice as Missing POD and such shipments can be viewed in the Missing PODs report.

Weight & Charge Discrepancies​

Piyovi checks for additional discrepancies when an invoice matches a shipment within Piyovi TMS.

  1. Weight Discrepancies
  2. Charge Discrepancies

Your administrator will configure deficit and overage tolerances for weights and charges. If the values for total weight & total charge in the invoice are outside of the tolerance limits when compared to the expected values from the Piyovi shipment record, then these discrepancies will be flagged. You can view these discrepancies by viewing Weight Discrepancies & Charge Discrepancies reports.

Pending Review​

Your administrator will determine which of the following discrepancies require a review:

  1. Orphan Invoices.
  2. Missing PODs.
  3. Weight Discrepancies.
  4. Total Charge Discrepancies.
  5. Duplicate Invoices.

If an invoice shipment encounters any of the above discrepancies and it is configured to require a review, then such records will be set to Pending and manual intervention is required to review and approve/reject.

Approved​

Whether the system automatically approves invoice records or a user manually approves invoice records, you can view all approved invoice records in the Approved report.

Rejected​

You can view all rejected invoice records in the Rejected report.

Posted​

You can view all posted invoice records in the Posted report.