The Navix Workflow

A high-level understanding of how to work through the Navix application

Navix is designed with a queue-based workflow in mind

• What does that mean? Invoices should be worked like an assembly line. Each person in an assembly line only works on one piece of the process, they don’t work the full process. For example, in a car manufacturing facility, a person may assemble the seat; they do not assemble the whole car. With Navix, users work each individual queue to move invoices along in the process until they can be Approved. Users DO NOT work a single invoice from beginning to end
• Navix has four queues that are split between two sections.
  • Pre-Audit
    • Duplicates
    • Unmatched
  • Audit
    • Invoices
    • Disputes
• We recommend working these queues in 1 of 2 ways:
  • Split Day
    • Best for smaller audit teams with less than 1,000 invoices per day.
    • Each user would spend their mornings clearing out the Duplicates and Unmatched queues, then work the Invoices and Duplicates queues throughout the rest of their day.
  • Split Team
    • Best for large audit teams with 1,000+ invoices per day.
    • Teams are split amongst the queues. For example, there may be 1 person who works the Duplicates queue every day, 1 person working the Unmatched queue every day, 2 people working the Invoices queue, and 3 people working through Duplicates every day.

Terminology

• Tenant - a Navix client
• Vendor - a company that performs a service for the tenant (carrier, non-carrier, non-freight)
• Customer - a Tenant client
• Invoice Number - vendor bill number (e.g. Pro number)
• Order Number - primary field used for matching TMS load to vendor bill. Often referred to by TMS' as Shipment, Load, or Movement.

Search

Search will allow users to identify invoice(s) by the identified invoice, shipment number, or order number entered. User will enter any portion of the value (1) they wish to find (e.g. Terminal Number “703”) and click the search icon or by clicking enter (2). To remove, click the “x” (3).

Results containing the value searched will appear for the user.  

Upload

Should you receive a document outside of the Navix application that you would like to add to the record, you can upload the document as follows:

When in the record, click the tab labeled “Documents.”

You will then click “+upload documents”

You will then choose to “click to upload” or “drag and drop” files, then click “Upload Files.”

Download

User can use the download button to export the invoice grid into Excel for reporting needs. Once download has been clicked, the appropriate toast message will appear and a .xlsx file will appear via the default browser settings.

New Invoice

The New Invoice option will allow a user to manually enter an invoice from scratch. This should only be used in the most urgent of cases. The step-by-step entry form will instruct the user on fields to enter. Please contact Navix prior to use for further instructions.