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Tenant Configuration

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Overview
Tenant Level Configurations
Impacts of Configurations Change

Overview

Navix is configurable per tenant (your Navix environment). Configurations such as auto-approval rules, tolerance thresholds, charge code mappings, and dispute routing are configured on a per-tenant basis. These can be adjusted as your business needs change. This article explains types of configurations, how they work, and impacts of changing settings.

Tenant Level Configurations

The following are tenant level configurations and a description of how those setting work. 

Configuration How it Works
Flex Rules These rules are created from logic defined by your business needs and workflows. When these rules do not meet the logic requirements they generate exceptions and/or work instructions. These exceptions and work instructions can be set up as approval blocking or non-approval blocking. Approval blocking means that a user has to resolve the issue before being allowed to approve the invoice. 
Auto Approve Enabled: Invoices with zero exceptions and zero work instructions are approved automatically if this is enabled.
Disabled: Invoices will all require manual approval even if exceptions or work instructions don't exist. 
Auto Dispute This configuration defines specific exception types that will automatically generate a vendor or internal dispute.
Tolerance Thresholds This configuration defines the dollar or percentage variance allowed between expected order charges and vendor invoiced charges. If the variance is outside of the defined tolerance an exception is placed on the invoice. Most often this exception is defined as approval blocking.
Charge Code Mappings These mappings allow the vendor charge codes to be appropriately mapped to your standardized TMS charge codes. 
Document Requirements This configuration defines the documents (POD, signed BOL, etc.) required before an invoice can be approved. When a required document is missing an exception will be created.
Dispute Reasons & Contacts

This configuration allows you to define the dispute reasons available in your tenant and decide to whom those disputes are routed to. 
Dispute Templates

This configuration allows you to create a defined template for emailing customers, vendors, or internal users when you create a dispute. The template provides a readily available communication with a pre-defined subject line and body of email.

Any of the above settings can be changed through your Navix support team. Changes are not self-service in the application today. This is to ensure downstream impact is understood before the change takes effect.

Impacts of Configurations Change

The most important thing to understand about a tenant configuration change is the impact on in-flight invoices. The impact depends on the type of configuration change.

  • Flex rule, document requirements, and tolerance threshold changes 
    If you change any logic for these configurations the in flight invoices will reprocess the next time an update is made (i.e. invoice links to order, edit is made, or approval).This can cause exceptions to appear or disappear on invoices you were already reviewing.

  • Charge Code Mappings

    These are not retroactive. When a vendor's charge code is newly mapped, that mapping applies to invoices from that vendor from the mapping timestamp forward. Invoices already sitting in a queue with an "Unknown Accessorial" exception for that same code will  not  automatically resolve. The invoices will need to be mapped individually, or re-audited.
    If you are mapping a new charge code specifically to clear a backlog you will need to touch the existing queued invoices one at a time.

  • Auto Approve / Auto Dispute toggles

    Enabling or disabling these only affects invoices when they have zero exceptions and zero work instructions going forward. Invoices currently in the Audit Queue with open items are not retroactively auto-approved or auto-disputed when the toggle changes.

  • Timing Matters

    Changes can affect invoices mid-workflow, please read recommendations below before requesting changes:

    • Avoid changing tolerance thresholds or business rules during high-volume processing periods (e.g., month-end close) unless the change is urgent.

    • Reduce your Audit Queue backlog before requesting a rule change to minimize the number of in-flight invoices affected.

    • Communicate time-sensitive changes explicitly to your Navix contact. This allows our Navix team to appropriately review, prioritize, and implement changes. 

🙋 Need Help?

If you need additional help:

  • Submit a ticket through the Navix Support Center.
  • Provide the following information on your ticket: 
    • Specific rule or configuration you are inquiring about.
    • Reason and specific logic to be changed. Providing the workflow or outcome desired would be helpful. 
    • Is this change urgent or time-sensitive? 
    • If you have multiple tenants please specify which tenant(s) this change applies.