Navix User Guide
      Back to home
      1. Navix Customer Support Center
      2. Navix User Guide

      Invoices - Audit

      The 12 Steps on how to successfully audit an invoice within the Navix Application

      STEP 1: Access the Queue

      | How to locate the Invoices - Audit queue

      Access these records by selecting the “Invoices” queue under the “Audit” section in the lefthand menu.

      This will take you to a dashboard view of all invoices that have been matched to orders and are awaiting action.

      In this queue, you will see 2 tabs; “Audit” and “Ready to Approve.”

       

      STEP 2: Ready to Approve

      | The Ready to Approve tab

      The invoice records under this tab do not have any exceptions, or flags, that need to be reviewed before approval.  Therefore, they are “Ready to be Approved.”

      You can select ALL of the invoices and “Mass Approve” them to complete the audit process.

       

      STEP 3: Narrow your focus

      | How to filter the Audit tab

      Once the “Ready to Approve” tab is cleared out, the next step is to work through the “Audit” tab.
      This tab can be filtered many different ways to help you find and work through certain records. To filter the list:
      1. Click on the “Filters” button in the upper left, to the left of the Search bar.
      2. A window will pop-up with various filtering options.
        1. The invoice list can be filtered by Customers, Vendors, Exception Types, Status, User, or Sources.
      3. Once selections have been made, click “Apply” to view the results.
       
       

      STEP 4: Open an Invoice

      | How to open an invoice
      To audit an invoice, you must first open the record that you wish to work.  You can open any record by clicking anywhere on the invoice line item. 
       
       

      STEP 5: Ownership

      | Invoice Ownership is required to make and save changes to a record
      In order to be able to make and save changes/updates to a record, a user must have ownership of the record. If ownership has not been claimed by another user, click on the “Take Ownership” button in the upper left corner.
      REMINDER: This is a permission step. If you do not have ownership of a record, you will not be able to complete necessary actions for approving the invoice.
      If another user already has ownership of the invoice, you can either leave it to that assigned user to complete the audit process, or you can click on “Release Ownership” to release the assignment from the other user. Then click “Take Ownership” to assign the record to yourself.
       
       

      STEP 6: Auditing "Other Details"

      | This step will walk through editing any of the "Other Details" and the information contained within

      Once an invoice record is opened you’ll see the below Order Details, Invoice Details and “Other Details”

      1. If any of the following fields need to be updated, click on the “Actions” drop down in the top right hand corner of the invoice and choose “Edit Other Details” from the dropdown list.
        1. Invoice number (add or correct)
        2. Mode (Air, Ground, Non Freight, Ocean, Rail)
        3. Bill Type (Balance Due, Invoice, or Supplemental)
        4. Service Type (LTL, FTL, Parcel, etc…)
        5. Service Level
      2. Make the necessary updates to the information in the popup window
      3. Click “Save” to save all updates.

       

       

      STEP 7: Review & Clear the Exceptions

      | How to locate, identify and resolve invoice exceptions

      Each invoice in the Audit queue has at least 1 Exception that must be cleared in order to be Approved. Exceptions are “flags” that are based on Business Rules set for various vendors, customers, charge codes, documents, etc.
      Exceptions can be seen in 2 different places.
      1. In each line item of the Audit tab.
      2. Within each individual invoice.
      The Type of Exception on each line item looks like the below example:
       
       
      Types of Exceptions
      1. Import - Exceptions tied to the Invoice, and/or validation of information pulled from it during the Navix Document Classification / Ingestion Process.
      2. Unmatched - Exceptions tied to the Invoice, when unmatched, from the corresponding Order.
      3. Customer - Exceptions tied to Customer field within Navix and/or Customer-specific Business Rules.
      4. Vendor - Exceptions tied to Vendor field within Navix and/or Vendor-specific Business Rules.
      5. Address - Exceptions tied to Addresses field(s) within Navix and/or Location-specific Business Rules.
      6. Rate / Audit - Exceptions tied to unknown accessorials or variances (between invoice / order) that exceed Tenant-specific or customer-specific thresholds.
       Once an invoice has been selected and opened, the exceptions list is located on the right side of the screen.
      NOTE: Exceptions are based on the current set of Business Rules enabled for your account. It is important that these remain up to date, so we provide a list of Business Rules within the “Reports” dashboard under the “Analysis” section. This list shows which rules are Active and Blocking. To deactivate, activate, change or customize business rules, please submit a Support Ticket so the Navix team can make adjustments as needed.
       
      Exception Resolution: Exceptions can be resolved and cleared in any order. Below are ways to resolve the different types of exceptions:
      1. Data / Invoice Update - These exceptions can be resolved by updating fields within the invoice record in Navix.
      2. Order Updates - These exceptions will require updated fields in your TMS that will then transmit into the Navix application. 
        RECOMMENDATION: Please review custom fields flagged within the Metadata section of an order. These alongside line item or shipment details may be required, depending on your process, to address a flagged exception.
        1. To find the metadata, expand order details, then look to the right.
      3. Disputes- Dispute exceptions require follow-up by an additional party (vendor for missing documents, customer for approvals, etc.) These can be monitored and managed within the Navix application for the entirety of the dispute (from initial email to resolution by either party.)
      4. Charges- These exceptions require mapping of a specific charge code. These can be addressed by updating and mapping the ‘Unknown Accessorial’ within Navix to one of the many charges outlined in the Navix application.

      Re-Audit
      After any change has been made to the invoice or order information, you will need to click on the “Re-Audit” button at the bottom of the screen. This will re-run the invoice in its current state against the existing rules to:
      1. Remove any exceptions no longer applicable (based on your recent actions.)
      2. Add any new exceptions due to new inconsistencies or new required validations.

      STEP 7a: Auditing Vendor Details

      | How to edit fields within the Vendor Details box

      Once the exceptions have been identified, work through the invoice to make the necessary edits to the information to satisfy each exception.
      1. The “Vendor Details” box on the left hand side is where changes are made to the following by clicking on the pencil icon in each category that needs updates:
        1. Vendor Name
        2. Freight Charge Terms
        3. Origin, Destination, and Bill To Information
        4. Dates (Ship Date, Delivery Date, and Invoice Date)
        5. Reference Numbers
      2. After making the necessary updates to the invoice, click the “Re-Audit” button to confirm the updates satisfied the exception alert and identify which exceptions remain.
        1. Any exceptions that are satisfied will drop off the exceptions list.
       

      STEP 7b: Auditing Line Item Details

      | How to edit fields within the “Line Item(s)” box.
      From the Line Item(s) box in the middle of the page.
      1. Review any line items that need adjustments to any of the information contained within.
      2. If a new line item needs to be added, click on the “+ Add New” button on the right side of the Line Item(s) box.


      3. To edit any existing line item detail, click on the pencil icon on the line that needs updating and edit the appropriate information.


      4. Click “Save” to save all updates

       

      STEP 7c: Auditing Vendor Charges & View Documents

      | How to edit fields within the “Charges” box
      In the “Charges” box, near the bottom of the page, you can review and adjust currency, vendor charges, and customer charges where necessary.
      1. To open the associated invoice and backup documentation click the “View Documents” button on the right side.


      2. Review the currency associated with this order and invoice.
        1. If the currency matches, continue to step 3.
        2. If the currency does not match, adjust it to the appropriate currency by clicking on the pencil icon in the upper left corner of the “Charges” box.
        3. A popup window will appear allowing you to select the appropriate currency.
        4. Click “Save” to save all updates.
      3. Review “Vendor” charges and compare to the charges on the vendor invoice.

        1. If all of the charges match, nothing needs to be adjusted and the invoice can be approved by clicking the “Approve” button at the bottom of the page.
        2. If there are discrepancies, perform the necessary audit and add/remove any additional charges by clicking the pencil icon next to “Accessorials” on the left hand side of the Vendor Charges pane.
        3. A popup screen will appear allowing you to add and remove any accessorials and corresponding amounts.
        4. Once you have added/removed the necessary accessorials, click the “Apply” button at the bottom right corner of the popup window.
        5. Once all charges match, click approve.
        6. Mapping Unknown Accessorials
          1. In some cases you will find that there is an “Unknown Accessorial” listed under the vendor charges. These accessorials will be items that need to be satisfied/mapped before being able to approve the invoice record.
          2. To map an unknown accessorial, identify the accessorials that need to be mapped and click on the pencil icon next to the accessorial.
          3. A popup window will appear with a list of accessorials that can be clicked to successfully map the unknown accessorial. In this example ( “Truck Ordered Not Used (TON)”) was not able to match to an existing accessorial. By clicking on the pencil icon you will be presented with the opportunity to map this to “Truck Ordered Not Used (TONU)” and approve the invoice.
          4. In this example there was a preexisting code to match to in the list so you would want to select the appropriate code and then click the slider button in the bottom left-hand corner to use the same mapping for future codes.
          5. If there is NOT a code to match to in the list, please send the information to Navix via the enhancement/support requests link (see Enhancement/Support Requests page) so we can add it to the list for future mappings.
      4. If you get the following message when hovering over the approve button, you still have accessorials to map.

       

       

      STEP 8: Document Redaction

      | This step will walk you through how to redact any information on a document.  You can identify whether a document is the redacted version or the original copy by the "Is Redacted" column on the "Documents" tab.

      From the “Documents” tab

      1. Identify the document that the user would like to redact and click on the pencil icon under “Manage” on the right-hand side of the page.


      2. A pop-pup window will appear with an image of the document. In the upper left-hand corner click on the redaction icon and select either “Text Redaction” or “Area Redaction” from the dropdown list.
        1. Text Redaction will allow you to redact specific text listed on the document.
        2. Area Redaction will allow the user to select an area and redact the whole area.
          NOTE: Either option above works, however, we have found that Area Redaction works best in most cases.

      3. Select the area you wish to redact and click on the "Apply Redactions" button in the upper left-hand corner.

      4. Once complete, the area selected will be redacted from the document as shown below.
      5. To save the redacted document, click on the “Save Redacted” button in the upper right-hand corner.


      6. This will save a second copy of the document image (redacted copy) and can be identified by looking in the “Is Redacted” column on the “Documents” tab.

       

       

      STEP 9: Base Level Checks

      | At minimum, we recommend completing the following checks

      1. Documents
        • Did the vendor(s) provide all necessary documents?
      2. Reference Information
        • Are all necessary reference numbers found on the provided documentation (and does it match the order?)
        • Do the addresses (for each corresponding Pick-up and/or Dropoff match?)
        • Are the dates correct? Are the noted date / times present on the documentation, and do the correspond with the order information?
        • Does the provided document contain the necessary “proof” for delivery confirmation (ex: signature, etc.?)
      3. Charges
        • Are there any ‘Unknown’ Accessorials appearing on the Invoice?
        • Do all charges found on the invoice match the order?
        • If not, have the vendor(s) provide the necessary documentation to validate the charges?

       

       

      STEP 10: Approving the Invoice

      | Finally - How to Approve an Invoice

      Once all (necessary) exceptions have been addressed you can approve the invoice by selecting the ‘Approve’ button in the bottom right corner.

      NOTE: Not all exceptions will block approval. As such, please be mindful to confirm all necessary checks have been completed prior to Approving the invoice.

       

       

      STEP 11: The Next Invoice

      | How to easily navigate to the next invoice record

      After actioning the last invoice - you can proceed (quickly) to the next invoice within the filtered workflow by selecting the ‘Next Record’ button at the bottom of the screen.

      RECOMMENDATION: We recommend, for those operating with two monitors, keeping the Navix screen open on one with the documents pop-up included in the other. You will see the documents refresh following your progression to the next record.

       

       

      STEP 12: Mass Actions

      | How to Mass Approve, Re-Audit and Terminate a subset of invoices

      To execute mass Re-Audit or Terminate actions, go to the “Audit” tab within “Invoices” under the “Audit” section.

      1. Select individual invoices to mass Re-Audit or Terminate by checking the box at the left of each line item, or select ALL invoices by checking the box in the header line.
        1. Selecting individual invoices one by one:


        2. Selecting all invoices in the grid:


      2. Once the correct invoices are selected, click on the appropriate button to the right of the Search bar.
        1. The Mass Approve button is GREEN with a check mark icon.


        2. The Mass Re-Audit button is BLUE with a circulating icon.


        3. The Mass Terminate button is RED with a cancel icon.