FreightPOP's auditing tool can automate the auditing of carrier invoices to ensure accuracy and compliance with agreed-upon rates.

The process begins when carrier invoices are received by the TMS, which can happen through multiple methods. The system then compares each invoice against the original shipment quote. If the invoice amount falls within the predefined variance threshold, it is automatically approved. If discrepancies exist beyond the threshold, the invoice is flagged and moved to a Not Approved status. Account holders can then work on obtaining revised invoices from the carrier or manually approving discrepancies.

For users with the AP Transaction feature enabled, the system can export invoice data to an ERP, accounting system, or other designated endpoints configured during integration.

Currently, the system supports invoice auditing for all carriers that invoice one shipment per invoice. Limited support is available for parcel carriers, specifically FedEx and UPS Parcel Audit.

Audit Settings

Approval Password

Requires users to enter a password when approving invoices with variances that exceed the allowed threshold.

Weekly Approved Notifications

Enables automatic email notifications every Friday, sending a report with all invoices approved between the previous Saturday and the current Friday. Multiple recipients can be configured.

Weekly Not Approved Notifications

Sends a weekly email every Friday with a list of all invoices still marked as Not Approved, regardless of when they were uploaded.

Default GL Account*

Assigns a default General Ledger (GL) account for AP transactions when exporting invoices to an ERP. Additional customization is available if multiple accounts are needed.

Auto Export Approved Invoices

When enabled, automatically exports approved invoices to an integrated ERP with AP Transaction capabilities. If disabled, AP transactions will not be created even if an integration exists.

Allow Duplicate Invoices

When enabled, the system accepts duplicate EDI invoices and appends “-DUP” to the invoice number for easy identification. Most users prefer to keep this setting disabled.

AP Invoice Export Settings

Allows users to configure which fields are included in the exported AP Transaction Report.

Enable Manual EDI Invoice Import Service

Provides an option to manually trigger the import of invoices received through EDI into FreightPOP. In Audit (REACT), the EDI Invoices Import Status button will be displayed.

This opens a modal displaying:

• A status of manual service runs from the past seven days.

• A button to manually trigger the service.

The service an only be triggered once every three hours.

Variance Settings

Determines the percentage or flat fee variance threshold for auto-approving invoices. If an invoice amount falls within this threshold, it is automatically approved. A negative variance threshold can also be set to prevent automatic approval of significantly lower invoice amounts

Variance Based On Breakdown Charges: Users can choose to have a variance threshold at the breakdown level. When this option is selected, all charges within the invoice must be within the variance threshold when compared to the quoted amount.

• Apply to “All Charges”: all breakdown charges will have the same threshold.

• Apply to “Internal Charge Codes”: if an account has internal charge codes configured, they can set a threshold to apply to each charge code.

Caveat: When Breakdown Charges variance is selected, the carrier must provide a charge code for each charge. Otherwise, the invoice will not be approved.

Charge Codes

Users can configure Internal Charge Codes in Company > Freight Invoice Audit Settings.

The list of codes will then be available to select from in the invoice breakdown modal in the Audit page. Users can either select a code from the list, or override it with a different code.

Invoice Code Mapping

• In Freight Invoice Audit Settings, users can map their internal charge codes to FreightPOP charge codes.

• When an invoice is imported (via EDI, manual, carrier, or broker upload), if a charge code is present and mapped, the corresponding internal charge code will automatically populate in the invoice.

• Users can choose which Carrier Type / Mode the charge code applies to. An FP Charge Code can only be repeated if the Carrier Type selected is different.

GL Code

Users can leverage the GL Code rule engine to configure default GL Codes based on different shipment criteria.

Rule Info:

• Rule Name: Unique name for the rule

• Enable Rule: Must be toggled on for the rule to apply

• Rule Level: Choose whether the GL Code will populate at the invoice level, or each breakdown charge will have its own GL Code.

Rule Criteria:

• AND/OR: When AND is selected, all the conditions in the rule must return TRUE for the rule to apply to the invoice. When OR is selected, then only one condition in the rule must return TRUE for the rule to apply to the invoice.

• Based On: Choose which criteria to base the condition on. The value will be retrieved from the shipment linked to the invoice.

  • When Rule Level is set to Breakdown, the rule must include a condition based on Internal Charge Code.

Rule Output: Value that will be set as the GL Code when the rule applies to an invoice

Priority: When all rules are configured, users can drag rules up or down on the grid to determine the priority, and click SAVE on the top right corner of the grid. The first rule that returns TRUE will apply to the invoice.

If 0 rules return TRUE, then the system will add the Default GL Code from the General tab to the invoice. If no value is configured, then the GL Code will be blank.

The Freight Invoice Audit page displays active invoices, as shown in the example below. This example highlights the Not Approved tab, which contains 2,029 unapproved invoices.

This page includes four editable action buttons for each invoice:

• Approve

• Edit

• View Shipment

• Carrier Invoice

When Edit is selected for an invoice, a popup will appear displaying the following options:

Clicking the View Shipment button navigates to a new screen displaying the following tabs and their associated information:

• General

• Product Details

• Additional Details

• Documents

Audit: Mass Update - Front End

• Checkboxes will be enabled only for invoices that are Not Approved; approved invoices will remain disabled.

• The Select All function will only apply to invoices in the Not Approved status.

• A new API will be required to support this functionality.

• The API will require authentication via a password and accept either a list of invoice IDs or a single invoice ID.

Removing Invoices from Not Approved

• In the REACT Audit system, users can remove invoices from the Not Approved tab using the ellipsis menu after selecting one or more invoices.

• A confirmation modal will appear, requiring the audit password before proceeding.

• Snack bar messages will confirm successful removal.

• Deleted invoice numbers cannot be reused unless the Allow Duplicate Invoices setting is enabled, in which case a "-DUP" suffix is appended.

• Only authorized users can perform this action, and all deletions are logged in the audit trail for transparency.

Warning Message

• A static warning message will display if no shipments have been made in FreightPOP:

• Audit Function: The Freight Invoice Audit feature is only available after an initial (first) shipment has been made in FreightPOP.

Once the first shipment is processed, the message will no longer appear.