Types of Exceptions and where they route

By far, the two most common exceptions are:

  • Invoice amount is different from accrued amount.
  • There is no accrual.

These Exceptions should route directly to the Operators for Review

 

Other exceptions include:

  • No invoice pages are included in the email.
  • Vendor is not found.
  • Invoice number is duplicated from another invoice.
  • Invoice header information is missing.
  • Can't identify the relevant job.

These Exceptions will route to the Exception Queue for Payable's User Review


Exceptions that Route to the Operator

Invoice amount is different from accrued amount

In the below scenarios, BravoTran will automatically route to the Operator tied to the job in CargoWise to resolve:

  1. When an Invoice amount is different from accrued amount:
    • The system will automatically draft an email to the operator on the job with an approval link, and will move the item to the Waiting Queue
    • If the operator clicks the approval link, the invoice will disappear from the Waiting queue and will be posted automatically.
    • The operator can also reply to the email to indicate the charge should be disputed or to recommend other actions. This will move the invoice from Waiting to Replies.
    • Alternatively, the operator can manually adjust or add the accrual in CargoWise One. BravoTran will detect the new/updated accrual and will post the invoice accordingly.
  2. In the event that there is no Operator found on a job, the invoice will route to the Exceptions queue for the Payable's user to redirect.


There is no accrual

When there is a missing accrual BravoTran will route to the Operator with a suggested accrual and a suggested charge code based on the information gathered on the invoice.

  • When Operators receive this email they should log in to the operator portal to review.
    • Within the operator portal they should look at the available information and confirm that there are no existing available accruals in CargoWise.
    • If there are no existing accruals in CargoWise, the operator should approve the suggested amount which will then transmit the invoice for posting.
    • If there are existing available accruals in CargoWise, the operator should determine if they are tied to the appropriate vendor, shipment etc then reply to the email to surface. 
    • If the suggested charge code is incorrect the operator should reply with the correct charge code. Once the charge code is corrected by the Payable's user, the invoice should be resubmitted to the operator for approval.


The Exceptions Queue

No invoice pages are included in the email

BravoTran uses a document classification system to attempt to identify emails that don't contain invoices (e.g. statements of account or other random documents). If none are found, it will prompt the user to either ignore the email or re-identify the documents. This can be done by simply following the prompt in the system.


Vendor is not found

BravoTran uses two different methods for identifying vendors:

  • First, it can use the sender's email address, and prior posted invoices, to determine the correct vendor. 
  • Second, it can use the invoice documents themselves.

 In either case, there may be instances where BravoTran is uncertain of the correct vendor. When this occurs BravoTran will land on the "Assign Vendor" step and send to the Exception Queue for review. You can simply type the vendor name or org code into the text box to select the correct vendor.


Note: Only active payables orgs are selectable as vendors in BravoTran. If the system can't identify the vendor, it can limit the amount of automation we are able to provide, so if this is happening frequently, please submit a support ticket to us and let us know.


Invoice number is Duplicated 

BravoTran is unable to post invoices if the invoice number has been used before. We check both previous BravoTran invoices (as well as any in queue) and any invoices that were posted directly in CargoWise One for the specified vendor in the previous 12 months. 


Depending on your BravoTran account settings, these invoices will either become exceptions that are un-postable until the invoice number is updated, or will be ignored immediately. If you're sure you want to post an invoice with a duplicated invoice number, you should adjust it directly in BravoTran, e.g. by adding "-adj" as an invoice number suffix.


Invoice header information is missing

In these cases, the simplest solution is to simply drag the missing information over from the invoice page to the various fields in BravoTran. Depending on how dates are formatted, they may need to be manually entered. A shortcut for doing this is typing "ddmm" for the relevant date, e.g. "0107" for July 1 of the current year.


Can't identify the relevant job

In these cases, the vendor may not have provided enough information on the invoice to identify the right job that's being invoiced. You can use the “Compose Email” for free form communications with individuals inside or outside your company. 

  • “Compose Email” is used most commonly when you want to dispute an invoice, pose a question to a vendor, ask for a reference number, request more documentation, etc. 
  • Using "Compose Email" to do this keeps the conversations in BravoTran, ensuring these communications are easily tracked and auditable. 
  • This moves the item to the "Waiting Queue."
  • When the recipient replies the invoice moves to the "Replies Queue."
  • Note: Requests for accruals should be handled via the “Request Accruals” button, detailed elsewhere.