2. 1—Receipt of Invoices:
The transportation providers will send their invoices
with all supporting documents directly to the freight
payment company. Invoices are received in paper
hardcopies at our mail centers globally, electronically
via EDI or PDF, or through our web portal. Once re-
ceived, all of the paper invoices and supporting docu-
ments are scanned, indexed and digital images are
created for enhanced workflow automation.
2—Data Entry, Data Validation, and Rating:
After documents have been scanned, the key data
elements are captured from each invoice and addition-
al information may be captured from supporting docu-
mentation as required. Customer specific data ele-
ments can also be captured based on predefined busi-
ness rules. Bill of lading numbers, delivery numbers,
purchase order numbers and other shipment related
references are also captured and can be used for a
“Match Pay” process. In a ‘Match Pay’ process, these
unique reference numbers can be matched to ERP
systems like SAP or Oracle or any other proprietary file
for shipment validation and data population from the
customer’s database. Core data checks based on cus-
tomer specifications authenticate that the invoice
should be paid by the customer [valid location, account
number, etc.], and that the transportation provider is a
valid supplier for your organization. Once invoices have
passed these checks, they are rated against the cus-
tomer’s existing supplier contracts and tariffs for accu-
racy, and if necessary– invoice corrections are made
visible to the supplier via e-mail. The Data Load pro-
cess through eLoader also includes a comprehensive
duplicate check– including invoice number, shipment
number, shipment dates, charge amounts, etc.
3—Exception Management:
Exceptions can be caused by failed business rules,
incorrect or missing data, approval required for specific
charges and payment amount disputes related to rat-
ing errors. Based on the type of exception, invoices
will be automatically routed to the iResolution™ web
portal tool. The proper parties are notified by email
so that the appropriate action can be taken. Items
requiring the customer’s attention are posted to the
customer’s queue in iResolution,™ and items requir-
ing the Transportation Provider’s attention are posted
to the Transportation Provider’s queue in iResolu-
tion,™. A third potential queue, known as Collabora-
tion allows for the customer, the transportation pro-
vider, and nVision Global associates to resolve in-
voice disputes in an automated workflow between all
three parties.
4—Cost Allocation:
Automated General Ledger Coding is an key step of
invoice processing: this customized business logic
allows for a systematic allocation of individual costs,
accessorial charges, VAT and applicable taxes to the
correct cost centres. Customized file feeds can be cre-
ated for uploading directly into the customer’s ERP
system to further eliminate manual posting methods.
Similarly, through the use of match-pay processes,
Accrual files may be created to create a clear picture of
paid & outstanding items by individual cost allocations
within the customer’s organization.
5—Closeout, Preparing For Payment:
The invoices are processed in weekly cycles meaning
that all bills processed during a week are batched for
payment according to the customer’s financial sched-
ule. Payment terms can easily be customized to max-
imize your company’s working capital or cash manage-
ment requirements. This allows for better control of
your DPO (days payable outstanding), which may be
an important consideration for the Treasury or Finance
organization. Detailed weekly summary reports are
then delivered to all customers.
nVision Global’s Five Key Processing Steps:Page 2
‘Tomorrow’s
Vision Today.’
3. “Accurate, real
time data is a
must for any
company to
ensure business
strategy
compliance and
realization of
supply chain
optimization.”
In most instances, the auditing of
Value-Added Tax requires that any
adjustments identified due to a
rating error are processed with an
associated credit memo from the
supplier. nVision Global’s process
notifies the supplier of the error,
and provides them appropriate
detail to issue the credits as re-
quired so that payment can be
made in a compliant manner with
the relevant tax authorities global-
ly.
Additionally, once payments are
made- invoices can be returned to
customers in a variety of ways to
Value-Added-Tax is a system of
indirect taxation used by over 130
countries globally- however, for
customers in Europe, processing of
Value-Added-Tax is always a fore-
most concern due to the fiscal re-
quirements of each member state
and the reclaimable costs that can
be lost in a deficient process.
While Freight Payment is not itself
a compliance or reclamation service
for Value-Added-Tax, the process
facilitates both key corporate ac-
counting areas through extensive
data capture and customer busi-
ness controls.
satisfy invoice archive retention
requirements. This can be managed
directly by the customer in a paper
archive format, or [where permit-
ted by law] nVision Global can
supply a digital archive CD of all
processed images, as well as
through our long term hosting solu-
tion iHistorical Plus.™
Do you audit the line item charges
of your supplier invoices?
Are invoices automatically rated
through a rules-based rating en-
gine?
Are all contracts, rate agreements,
and tariffs stored in a central re-
pository that is accessible online?
Are General Ledger Accounting
Codes assigned by an automated
logic?
Do you provide web-based access
Some key thoughts to consider
when Benchmarking your current
Freight Payment procedures:
What is your cost to process an
invoice internally? Staff, IT Sup-
port, Supplier Management, Man-
agement oversight, etc.
Are paper invoices and all support-
ing documentation scanned upon
receipt and electronically routed
using automated workflows?
What percentage of your invoices
are processed electronically?
to your transportation providers for
freight bill payment inquiry and
dispute management?
Do you have a consolidated data
warehouse that provides sophisti-
cated real-time analytics on your
Supply Chain Spend?
We offer a strong suite of expert, easy to use, opera-
tional business intelligence tools enabling you to ac-
cess any detailed level of information - 24 / 7 through
the Internet.
These tools allow a granular visibility to the inner se-
crets of your supply chain, tailored to support any
need of our professional customers.
Accurate, real time data is a must for any company to
ensure business strategy compliance and realization of
supply chain optimization.
The fact that companies consistently strive to create a
clear real time picture of the global cost of transporta-
tion confirms that present-day visibility in most organi-
zations does not meet the requirements of today’s
supply chain.
From the entry of the bill forward, [either through
paper or electronic delivery methods], the key data
elements from both the invoice and supporting docu-
ments are captured along with relative costs, deliver-
ing real time global transparency and visibility. This,
along with powerful analytical tools, empowers you to
improve your supply chain optimization and to realize
additional cost reduction opportunities.
Page 3
‘Tomorrow’s
Vision Today.’
Visibility
Key Notes on VAT:
Benchmarking Your Existing Process—Key Questions