How to audit an invoice?

View and audit the freight invoices submitted by the logistics service provider.

Once the Proof of Delivery (POD) is submitted, the provider uploads the final shipment cost alongside with a copy of the invoice in PDF format.

• A shipment summary is automatically created on the invoices page to facilitate a side-by-side comparison quoted amount vs invoiced amount for each charge item.
• For each invoice submitted, users who have their profile set to 'Auditor' receive an email notification to let them know about the audit requested.  The email contains a link redirecting to the Cargobase platform for the user to view the invoices page.

Find the invoice to audit

• Search for the Shipment reference (e.g. S123456789) via the Universal Search and click the Invoices tab.

• Search for the Invoice reference (e.g. I123456789) via the Universal Search and land directly on the invoice page.

• Use the Sidebar to navigate to the invoices list.
  
  • Click the tab Awaiting audit to filter the list with invoices requiring audit.
  • The invoices list packs some useful features to find shipments and create lists according to specific requirements:
    • The lookup field filters the list with free text input.
    • The columns filters allow to select values for each column.
    • The columns selector adds or remove columns from the page.

• • Click the invoice that is awaiting audit.

Audit an invoice

• The invoice page shows the list of charges associated with the invoice submitted in a 2-column view:
  • The column on the left shows the requested weight and the quoted cost.
  • The column on the right shows the invoiced weight and the invoiced cost.
  • The variance between the quoted amount and the invoiced amount shows as a percentage (Red colour for additional cost; green colour for discount).
• The Comments box allows for a conversation to take place between the shipper and the provider users by posting messages to clarify the numbers where needed.

• Once the invoice details are clarified, the auditor selects the appropriate status:
  • Awaiting audit: the auditor needs more time to complete the audit process.
  • Approved: the auditor approves the invoice for payment.
  • Declined: the auditor rejects the invoice and requires the provider to resubmit the invoice.

What's next?

Upon invoice approval, a PDF invoice pack is sent via email to predetermined recipients of your choice (E.g. Finance Department, Logistics Team, External payment services) or via integration to your internal systems (E.g. ERP).