freight payment and audit freight bill lookup2017/08/03 · freight payment and audit freight bill...

Freight Payment and Audit

Freight Bill Lookup User Guide Version 1.3 Freight Carriers/Suppliers North America

Proprietary and Confidential

Proprietary and Confidential Distribution Limited to Syncada® carriers/suppliers/sellers

Fre i ght Car r ie r Table of Contents

Proprietary and Confidential

Contents Overview .............................................................................................................. 2

Getting Started ..................................................................................................... 3

Navigation Basics ............................................................................................ 3

Document List ........................................................................................... 3

Search Pane ............................................................................................... 4

Actions ...................................................................................................... 5

Notifications .............................................................................................. 5

Page Navigation and Logout....................................................................... 7

Adjust Your View .................................................................................................. 9

Document List Columns ................................................................................... 9

Change Column Order ................................................................................... 11

Adjust Column Width .................................................................................... 13

Search for Documents ......................................................................................... 15

Default Search ............................................................................................... 15

Quick Search—Single Document .................................................................... 16

Quick Search—Multiple Documents .............................................................. 18

System Searches ........................................................................................... 18

Sort Search Results ........................................................................................ 24

Build a Custom Search ................................................................................... 26

Take Action ................................................................................................... 27

Attachments ....................................................................................................... 32

Download an Attachment ............................................................................. 32

Upload an Attachment .................................................................................. 33

Remove an Attachment ................................................................................. 36

Notes .................................................................................................................. 38

Export Transaction Information .......................................................................... 44

Appendix ............................................................................................................ 45

Date Terms and Descriptions ................................................................... 45

Freight Payment and Audit Freight Bill Lookup User Guide: Version 1.3

Fre i ght Car r ie r 2 Proprietary and Confidential

Overview Freight Bill Lookup allows non-Trade Finance participating carriers to stay updated on where invoices and eBills are in the payment cycle. Freight Bill Lookup provides access to find and view information quickly without waiting for special reports to be delivered, making it easier to complete tasks to expedite the payment process.

In this user guide, you will learn how to:

• Navigate Freight Bill Lookup and how to use the basic features of the system.

• Find document information using system searches and customizable search tools.

• Take action on a document to change buyer, invoice number or order number

• View and upload attachments.

• Export data for analysis.

• Refine your view in Freight Bill Lookup to make it easier to view the information that is important to you.



Getting Started Navigation Basics This section will get you familiar with the basic features and functions of Freight Bill Lookup.

Document List When you log in to Freight Bill Lookup, you will be presented with the Document List.

Fig. 1.0—Getting Started: Document List Screen

Did You Know? You can export the document information that you see in the Document List, but the related document information will not be exported.

Fig. 1.1—Getting Started: Opening Related Documents

The Document List allows for easy access to view Invoices and eBills, as well as any related documents.

Click to display related documents (e.g., a order related to an eBill).



Search Pane

Fig. 1.2—Getting Started: Search Pane

Tech Tip! Some of the document types and other search criteria options that show when you run a System Search or choose elements for a custom search may not apply to every market.

Fig. 1.3—Getting Started: Show/Hide Search Pane

Learn More: For more information on how to use the Search functionality in Freight Bill Lookup, please refer to the Search for Documents section in this guide.

The search pane allows you to access pre-defined system searches that make it easier for you to find documents without setting up a custom search.you can also use quick searches and customized searches with a variety of search parameters.

The show/hide icon in the Search Pane allows you to close the search pane when you aren’t using it to give you more space to work in the Document List.



Actions

Fig. 1.4—Getting Started: Actions

Learn More: For more information on how to take Action on documents in Freight Bill Lookup, please refer to the Take Action section in this guide.

Notifications

Fig. 1.5—Getting Started: Notifications Icon

Fig. 1.6—Getting Started: Delete Notifications

a. You can delete notifications one by one in the notifications list by clicking on the X icon next to each line item you want to delete.

Checkboxes next to each document allow you to select the document for Action.

Use the Actions dropdown menu to make changes to selected documents.

The Notifications Icon in the upper right corner displays system notifications and recent activity.

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b. Click Delete All to delete all of the notifications.

Fig. 1.7—Getting Started: Manage Notifications Button

c. Click on Manage Notifications to open the Manage Notifications tab.

Fig. 1.8—Getting Started: Manage Notifications Window

d. Notifications are listed with three columns of information: Notification Type, Date, and Message.

e. Choose search criteria and click on the Search button to filter you list of notifications.

f. Click on the X icon at the end of a line item to delete the notification.

g. Click the checkbox icon next to one or more notification line items and click the DELETE button to delete the selected notifications.

h. Click the DELETE ALL button to delete all of the notifications.

i. Page navigation tools at the bottom of the Notifications tab allow you to move through pages of notifications easily.

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Page Navigation and Logout

Fig. 1.9—Getting Started: Page Scrollbars

Fig. 1.10—Getting Started: Page Navigation

Scrollbars on the bottom and side of the page allow you to move through information quickly.

Use the navigation tools to adjust how many results are displayed on each page and to move from page to page.



Fig. 1.11—Getting Started: Log Out Link

The Log Out link is located at the top of the page.



Adjust Your View Freight Bill Lookup allows you to rearrange the columns displayed and adjust column width, enabling you fit your view to a particular task you are working on.

Document List Columns The columns in the Document List contain specific information about the status of each document.

Fig. 2.0—Adjust Your View: Document List Columns Screenshot

The table below lists the columns displayed in the Document List, along with the description of the data that you will see in that column, when the data will appear, and if the data element can be used as search criteria.

Table 1.0—Document List Columns

Column Name Searchable Description Appears When

Attachments N

An attachment has been added that links to this document. Multiple attachments may be present.

The paperclip icon will be active when an attachment(s) are present.

Buyer (name) Y Name of buyer organization Always.

Buyer ID Y

Using this ID for a search will combine the search with the associated buyer organization name.

Always.

Buyer’s ID for Supplier Y An additional identifying ID

provided by the Buyer. When provided by the shipper.

Creation Date N Date that the document has been inserted into Invoice Manager.

Always.

Document Number Y Carrier document number. Always.

Document Type Y Consolidated Invoice, Shipment, Credit Note, Paper Invoice.

Always.

Financial Status Y

The current position of the transaction in the approval process (e.g., Approved, Denied, Cancelled etc.)

Always (except Paper Invoices which have no financial status).



Column Name Searchable Description Appears When

Financial Status Date Y Date the financial status was

changed.

Always (excludes Paper Invoices which have no financial status).

Financial Status Detail Y Further detail when a

document is Held or Denied.

Appears when the document is Held by Buyer, Held By Supplier, Denied and Needs Correction, or Permanently Denied.

Issue Date N

The date the document was created in the originating system. For an Invoice, this is the date the carrier either submitted or entered as the Invoice Date.

Always

Last Attachment N Date of the last attachment. When an attachment is present.

Notes N

The notes icon indicates that one or more notes have been posted to the Consolidated Invoice, or Shipment. Notes include system generated notes and user entered notes.

The shipper or account management team has entered a note about the transaction. System generated notes are added automatically.

Notice Status Y Complete when the Transit Status is complete.

Transit status has been provided.

Order Number N The number of the related order.

Appears when there is a related order attached to the invoice.

Payment Amount Y Amount paid to the carrier through the Settlement process.

Transaction is in Payment Settled financial status.

Payment Date Y Settlement pay date. Transaction is in Payment Settled financial status.

Payment Method N SEPA or Wire. Transaction is in Payment Settled financial status.

Payment Number Y Check number or transmission reference from Settlement process.

Transaction is in Payment Settled financial status.

Requested from Shipper Y This Y or No signifies that an

invoice or eBill has been



Column Name Searchable Description Appears When provided to the shipper for payment.

The column should always be populated when the invoice has gone in to an Approval Final status. The column will display either No if the invoice has not cycled yet for the shipper, or Yes if the invoice has cycled for the shipper.

Review Status Y Review status is a queue tool for shippers

When a queue is provided.

Supplier ID Y

Using this ID for a search will combine the search with the associated carrier organization name.

Always.

Supplier’s ID for Buyer Y An additional identifying ID

provided by the Supplier When provided by the supplier (carrier).

Supplier (name) Y Name of carrier organization Always.

Total Y Total billed amount of the Consolidated Invoice or Shipment

Always.

Change Column Order You can move columns around in Freight Bill Lookup to fit your view to the task you are working on.

Fig. 2.1—Adjust Your View: Change Column Order Step 1

Hover your mouse over the column header of the column you want to move. Your mouse pointer will turn to a Hand icon.

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Click and drag the column to the new location. You will see a plus sign icon indicating that it is ok to drop the column in the new location.


Release your mouse to drop the column into place.

Tech Tip! If you see a minus sign icon, you will not be able to drop the column until the icon turns to a plus sign icon.

Fig. 2.4—Adjust Your View: Tech Tip—Yes/No Icons

Did You Know? The Document Number column cannot be moved.

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Tech Tip! Your new column order will not be saved when logging out of Freight Bill Lookup. The default view will appear at the next log in.

Adjust Column Width You can widen columns to allow for longer text, or narrow columns to allow for a better at-a-glance view of information.

Fig. 2.5—Adjust Your View: Adjust Column Width Step 1

Hover your mouse over the edge in the column header of the column you want to widen or narrow. Your mouse pointer will turn to a Double Line icon.


Click and drag the column to the desired width.

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Release your mouse. Your column width will be adjusted.

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Search for Documents Freight Bill Lookup offers a quick search option to search for a specific document by invoice number, pre-defined system searches that give you quick access to some of the more commonly used searches, or custom search options to let you search on specific document elements to help you find the exact document, or group of documents you are looking for.

Default Search When you log in to Freight Bill Lookup, the Exceptions system search will be displayed as your default search.

Fig. 3.0—Search for Documents: Identify Current Default Search

Did You Know? Customized search parameters and adjustments to system searches that you set up during your user session cannot be saved. The Exceptions system search will show as your default search each time you log in to Freight Bill Lookup.

The name of the system search being used is displayed at the top of the search pane.



Quick Search—Single Document The quick search feature allows you to search for one or more invoices or eBills by document number.

Fig. 3.1—Search for Documents: Quick Search Step 1

Begin by typing sequential characters that are contained in the document you want to search for in the Quick Search field. The search engine will display a dropdown list of available documents that contain the characters in the sequence you entered.


Click on the document number you want to search on from the dropdown.

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The Quick Search Active List will display containing the document number you selected. Search results are displayed in the document list.


Click on the Exit icon to close the Quick Search Active list.

Tech Tip! At this time, there is a Save button that shows in the Quick Search Active pane that makes it appear that you can save a quick search. However, this function is not currently available and will be updated in a future product release.

Fig. 3.5—Search for Documents: Tech Tip—Disabled Save Button for Quick Searches

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Click the Refresh button to clear the quick search and return to the default search results.

Quick Search—Multiple Documents

Fig. 3.7—Search for Documents: Quick Search Multiple Documents Step 1-2

Type or paste the exact numbers of the Invoices to search, divided by commas.

Click the Refresh button (or press Enter on your keyboard). The documents will appear in the Quick Search Active list.

Tech Tip! While there is no system limit, certain browsers may have a limit on the number of characters that can be pasted into this field.

System Searches Freight Bill Lookup offers several System Searches that are set up with pre-defined search criteria, a pre-defined column order as well as pre-determined sort orders to choose from to help you find the documents you are looking for without having to set up a customized search. You can choose to run the System Search as-is, or you can modify the search to fit your particular task.

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Fig. 3.8—Search for Documents: System Searches List

Learn More: For more information on sorting search results and sort orders, please refer to the Sort Search Results section of this user guide.

Run a System Search

Fig. 3.9—Search for Documents: Run a System Search Step 1-2

Click on the Saved dropdown menu.

Hover your mouse over the SYSTEM SEARCHES menu option and select the search you want to run from the list. Your search results will be populated in the Document List.

System Searches are found under the Saved dropdown menu.

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Fig. 3.10—Search for Documents: Run a System Search—Search Info

Modify a System Search You can modify the elements of any System Search to fit the particular task you are working on.

Fig. 3.11—Search for Documents: Modify a System Search Step 1

Select the System Search you want to start with.

The Name of the System Search is listed at the top of the Search Pane, along with the sort order that is assigned to the search.

The criteria assigned to the System Search being used is displayed below the search name and sort information in the Search Pane. You can modify the existing criteria or add additional criteria to the search to fit your task.

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Adjust the existing criteria, if needed.

Fig. 3.13—Search for Documents: Modify a System Search Step 3-4

Click on the Magnifying Glass icon to add additional criteria elements.

Select the search criteria you want to add to your search. When you are finished, click anywhere outside of the search criteria list, or click the Magnifying Glass icon again to close the search criteria list.

Tech Tip! Some of the document types and other search criteria options that show when you run a System Search or choose elements for a custom search may not apply to every market.

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Fig. 3.14—Search for Documents: Modify a System Search Step 5-6

Choose the elements you want to use within the search criteria you selected.

When you are finished selecting your search options, click the Search button. Your new search results will be populated in the Document List.

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To change the sort order and sort columns, click on the X next to the existing assigned sort options to clear the current assigned sorts.


Choose new sort options by clicking on the column headers in the document list.

Learn More: For more information on sorting search results and sort orders, please refer to the Sort Search Results section of this user guide.

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Sort Search Results You can sort your search results in each column in either ascending or descending order. The order in which you choose the columns to be sorted, will determined the order in which the results are sorted.

Fig. 3.17—Search for Documents: Sort Search Results in Ascending Order

Fig. 3.18—Search for Documents: Sort Search Results in Descending Order

Click once to sort the column in ascending order.

Click a second time to sort the column in descending order.



Fig. 3.19—Search for Documents: Sort Search Results Default Order

Fig. 3.20—Search for Documents: Sort Search Results Multiple Columns

Fig. 3.21—Search for Documents: Sort Search Results Clear Selections

Click a third time to return the column to the default sort order.

You can set your sort preferences in more than one column.

Your sort choices are displayed in the Search Pane.

Click the X to clear your sort choices.



Build a Custom Search

Fig. 3.22—Search for Documents: Build a Custom Search Step 1-2

Click the magnifying glass icon to display the list of custom search criteria.

Select search criteria by clicking in the box next to each item. The selected criteria will be added to the search pane.

Fig. 3.23—Search for Documents: Build a Custom Search Step 3

Adjust the search parameters in each field. Search results are displayed in the document list as each parameter is specified.

Learn More: Customized search parameters are not saved once you log out. Tech Tip! Some of the document types and other search criteria options that show when you run a System Search or choose elements for a custom search may not apply to every market.

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Selected search criteria can be removed by clicking the X next to the item in either the summary window or the detailed list in the

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Take Action Freight Bill Lookup allows you change the Buyer, Invoice Number or Order Number on documents in cases where an incorrect name or number was entered on the original document.

Did You Know? When a buyer, invoice number or order number is changed it may unmatch a document that has been previously matched to an order, and re-process the invoice.

Change Buyer

Fig. 4.0—Take Action: Change Buyer Step 1

Select the document or documents that you want to change the Buyer name for.

Fig. 4.1—Take Action: Change Buyer Step 2-3

Click Actions from the dropdown menu.

Select Change Buyer. The Change Buyer window will appear.

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Fig. 4.2—Take Action: Change Buyer Step 4-5

Begin typing the new buyer name into the Name field. A dropdown menu will appear with a list of possible names.

Select the new name you want to use from the list. The Buyer ID will auto populate in the Buyer ID field.

Fig. 4.3—Take Action: Change Buyer Step 6

When you have finished making your changes, click on the OK button. Your documents will be changed.

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Change Invoice Number

Fig. 4.4—Take Action: Change Invoice Step 1

Select the document or documents that you want to change the Invoice number for.

Fig. 4.5—Take Action: Change Invoice Step 2-3


Select Change Invoice Number. The Change Invoice Number window will appear.

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Fig. 4.6—Take Action: Change Invoice Step 4-5

Type the new invoice number for each document you selected into the Invoice Number field.


Change Order Number

Fig. 4.7—Take Action: Change Order Number Step 1

Select the document or documents that you want to change the Order number for.

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Fig. 4.8—Take Action: Change Order Number Step 2-3


Select Change Order Number. The Change Order Number window will appear.

Fig. 4.9—Take Action: Change Order Number Step 4-5

Type the new order number for each document you selected into the Order Number field.


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Attachments Download an Attachment

Fig. 5.0—Attachments: Download an Attachment Step 1

Click the paperclip icon next to the document you want to download the attachment for.

Tech Tip! You can also view details for an attachment by hovering your mouse over the paperclip icon and clicking on the Details button in the popup window.


Click on the checkbox next to the attachment(s) you want to download.

Tech Tip! When there is more than one attachment, you can click the checkbox next to the Name column to select all of the attachments in the list.

When the paperclip icon is grey, there are no attachments to view.

When the paperclip icon is blue, there are attachments to view.

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Click on the Download button.

Tech Tip! You may get an additional dialogue box depending upon your browser. Follow the prompts in the dialogue box to save and open the document.

Fig. 5.3—Attachments: Download an Attachment Tech Tip—Save Dialogue Box


Use the menu at the top of the download window to open, save, or print your downloaded attachment.

Upload an Attachment Carriers can add supporting documents, such as contracts or delivery receipts, to an order, invoice or eBill to provide supplemental information that may be required by your organization or trading partner to process a transaction.

Did You Know? You can attach txt, jpeg, gif, doc, bmp, xls, pdf, and tiff files.

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Fig. 5.5—Attachments: Upload an Attachment Step 1

Click on the Paperclip Icon for the document you want to add the attachment to.

Tech Tip! If there are no existing attachments for the document you selected, you will be automatically prompted to browse for the file from your computer.


Click on the ADD button. You will be prompted to search for the file you want to attach from your computer.

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Fig. 5.7—Attachments: Upload an Attachment Step 3-4

Search within your computer to find the file you want to attach.

Select the file and click Open. The file(s) will be added in the Add Attachments window.


Make sure the attachment is correct and add the Attachment Type and a File Description, if desired (optional). Click Save.

Did You Know? If you are uploading multiple attachments with the same description, you can type a description for the first attachment and click the

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checkbox next to Copy description to all files to apply the descriptions to your additional uploads.

Remove an Attachment

Fig. 5.9—Attachments: Remove an Attachment Step 1

Click the paperclip icon next to the document you want to remove the attachment for.

Tech Tip! You can also open an attachment by hovering your mouse over the paperclip icon and clicking the Details button in the popup window.


Click on the checkbox next to the attachment(s) you want to remove.

Tech Tip! Click the checkbox next to the Name column to select all of the attachments in the list.

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Click Close or the X icon in the upper right corner of the window to cancel the action.




Click on the REMOVE button.


Click on the Confirm button. The selected attachment(s) will be removed.

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Notes Freight Bill Lookup allows you, your trading partners, and members of your freight payment and audit team to communicate with each other through the use of Notes. There are two types of notes generated in Invoice Manager:

• User Notes––Give information about the transaction. Members of your freight audit and payment team (managed services, account managers, rate auditors, etc.) use Notes to communicate with you about your documents.

- User Notes are also entered by Trade Finance participating trading partners to communicate with one another. Common trading partner uses for Notes are to explain an additional service charge, or to request an explanation.

• System Notes––Are automatically generated.

View Notes When there are notes to view on a particular document, you will see a blue note icon in the Notes column.

Fig. 6.0—Notes: View Notes Step 1

Click on the Note icon for the document you want to view. The Notes window will open.

Tech Tip! You can hover your mouse over the Note icon to view the most recent user note. Click Details to open the Notes window to view all of the notes for the selected document.

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Fig. 6.1—Notes: View Notes Tech Tip—Hover Mouse Over Note Icon

Fig. 6.2—Notes: View Notes Step 2

When the Notes window appears, you will see all of the System Notes and User Notes that apply to the select document, along with any notes on related documents. Longer notes will show a … to indicate there is more to read. Click on the note text to open a callout box that shows the text in its entirety.

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Fig. 6.3—Notes: View Notes Step 3-4

Click anywhere outside the callout box to close the popup.

Click the Close button to close the Notes window and return to the Document List.

Reposition the Notes Window

Fig. 6.4—Notes: Reposition the Notes Window

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The popup callout box shows the entire note text.

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You can move the notes window around on your screen by clicking your cursor in the grey bar at the top of the Notes window and dragging the window to the desired location.



Maximize the Notes Window

Fig. 6.5—Notes: Maximize the Notes Window 1 of 2

Fig. 6.6—Notes: Maximize the Notes Window 2 of 2

Click on the maximize icon at the top corner of the Notes window to expand the Notes window to full screen size.

If you want to restore the fullsize window back to the portable version, click on the restore down icon.



Minimize the Notes Window

Fig. 6.7—Notes: Minimize the Notes Window 1 of 3



Click on the minimize icon to collapse the Notes window to a single line bar that you can move around your screen. This options allows you to view items on the Document List while keeping the Notes window open for the selected document.

You can move the collapsed window around on your screen by clicking on the bar and dragging the bar to the desired location.

Click on the restore down icon to restore the Notes window to its original size.



Close the Notes Window

Fig. 6.10—Notes: Close the Notes Window

Click on the x icon or the Close button to close the Notes window.



Export Transaction Information

Fig. 7.0—Export Transaction Information: Export Information Step 1-2

Use the Search function to update the Document List with the information you want to export. Related document details will not be exported.

Click Export to display to the document export selection box.

Fig. 7.1—Export Transaction Information: Export Information Step 3-4

Select either .CSV or Excel format.

Click Export. All the details, including the most recent note on the selected documents will be exported. Any related documents will not be exported.

Exported search results will not display related documentation unless the related document types are also selected by expanding the information in the document list.

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Syncada® is a registered trademark of U.S. Bank National Association. ©2017 All rights reserved. Last Revised: 8/3/2017 CAT-13771174


Appendix Date Terms and Descriptions

Table 2.0—Date Terms and Descriptions

Date Field Description

Issue date The date the document was created in the originating system. For an Invoice, this is the date the carrier either submitted or entered as the Invoice Date. This field should not be confused with the Syncada document creation date, which is the date the carrier's Invoice was created in Syncada.

Actual service date Date the carrier delivered the shipment. If the carrier did not submit a delivery date, this field will be null.

Complete date Effective date of the transit status that satisfied the service completion event, as defined by the buyer's business rules. For an eBill, this field is always null.

Creation date The date the payment document was created in the originating system. For an Invoice, this is the date the carrier either submitted or entered as the Invoice Date.

Due date Estimated calculated due date of the Invoice based on contract terms and system configuration.

Estimated ship date When provided, this date is an original estimate of when the load will be shipped.

Financial status date Date the current financial status took effect.

Invoice date Carrier supplied document date extracted through data entry or through electronic file exchange.

Last updated date Date the transaction was last updated in Syncada for any event.

Note date System date that indicates the date of note creation.

Notice status date Date the service completion event was applied or changed.

Order date The date the Order was created in the originating system. Buyers do not submit Orders and they are generated within our system to facilitate the pricing audit.

Pricing status date Date the latest pricing status occurred.

Requested service date When provided, this date is intended to provide the date of expected delivery.

Proprietary and Confidential Distribution Limited to Syncada® buyers and carriers

Survey page V1.1 Proprietary and Confidential Last revised 01/2019 CAT# 16543157NR

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