Discover the seamless integration of OTR Solutions within Alvys, aimed at maximizing your operational efficiency. This integration offers a comprehensive suite of features including broker credit checks, manual and automated batch submissions to factoring companies, and easy access to purchase status details for specific batches. With seamless navigation and user-friendly interfaces, this integration empowers users to efficiently manage invoices, streamline credit checks, and optimize financial operations!
Configure Your Notice of Assignment
Navigate to 'Company Profile'
Add Important Information:
Within the General Info tab of the Management page, locate the "Important Information" section.
Click on the plus sign (+) button to add new information. This action will prompt the appearance of the "Manage Important Info" pop-up window.
3. Select Notice of Assignment:
In the Manage Important Info window, locate the drop-down menu.
From the options provided, select "Notice of Assignment".
Copy the Notice of Assignment text provided by your factoring company.
Paste the copied text into the text box within the Manage Important Info pop-up window.
4. Save Changes:
Once you have entered the Notice of Assignment text, click on the "Save" button to save your changes.
Configure OTR Solutions Integration in Alvys
Navigate to the Integrations tab
Select Subsidiary and Expand Factoring FTP:
Within the Integrations tab, identify the list of subsidiaries.
Choose the specific subsidiary you wish to configure for OTR Solutions integration.
Once selected, expand the option for "Factoring".
3. Edit and Configure OTR Solutions:
Locate the OTR Solutions option within the Factoring section and click on the pencil icon to edit and configure.
Enter your OTR credentials (same credentials used to log in on the OTR client portal). The username and password are the only fields required for integration.
4. Save Changes
Submitting a Batch to OTR
Navigate to Factoring Upload Page:
Access the Factoring Upload page in Alvys by clicking on the Factoring Upload link from the Accounting Tab.
Select Subsidiary:
Ensure you have chosen the correct Subsidiary for which you want to submit the batch.
The subsidiary’s USDOT number is required for batch submission.
3. Choose Invoices:
Select all the invoices you wish to include in the batch submission.
Submit Batch:
Once you have selected the invoices, click on the Submit Batch button to proceed with the submission.
Ensure that the customer’s MC number is set in order to submit the batch.
Wait for Completion:
Wait until the submission process is completed. The system will notify you once the batch submission is finished.
Closing this page or navigating away from it may disrupt the submission
OTR Solutions Integration - Broker Credit Check
Broker Credit Check:
OTR Solutions now offers broker credit check capabilities, empowering users with valuable insights into customer and broker creditworthiness. This feature allows for manual and automatic credit checks directly from Alvys.
Users can initiate manual credit checks conveniently from the customer or broker profile, as well as from the load details page. Additionally, automatic credit checks are seamlessly integrated into the system under specific conditions:
During Invoicing Process (Queued Stage):
Automatically triggered before sending the batch to the factoring company.
Triggered if the last credit check was conducted more than 24 hours ago.
Load Creation:
Automatically initiated when creating a new load if the last credit check was performed more than 24 hours ago.
How Does It Work? - Setting up the Integration:
To utilize this feature, users must first follow the step-by-step Integration guide above. This seamless integration ensures a smooth and efficient credit check process within Alvys.
Manually Trigger Credit Check from Customer/Broker Profile
Navigate to Customer/Broker Profile:
Select the desired customer or broker profile within Alvys.
Add Factoring Invoicing Method:
Add a factoring invoicing method to the subsidiary where the OTR Solutions integration was added.
Save Changes:
Save the changes made to the customer/broker profile.
Manually Trigger Credit Check:
Click on the refresh icon (↻) next to the customer/broker name to manually trigger the credit check process.
When the credit check is conducted, a green credit check status icon indicates approval for the customer, a red icon indicates a decline, a grey icon signifies an unknown credit check status and amber indicates that the customer should call OTR inorder to recieve approval. The credit check status is also shown next to the customer/broker name.
Manually Trigger Credit Check from the Load Details Page
Select or Create a Load:
Choose an existing load or create a new one within Alvys.
Verify Factoring Invoicing Method:
Ensure the selected customer associated with the load has a subsidiary using the factoring invoicing method.
Initiate Credit Check:
Navigate to the load details page.
Click on the refresh icon (↻) to manually trigger the credit check for the selected load.
Submitting a Load to Factoring Based on the Credit Check Status
Select or Create a Load:
Choose an existing load or create a new one with a customer associated with a subsidiary using the factoring invoicing method.
Advance Load to "Released" Status:
Progress the load to the "Released" status within Alvys.
Generate Invoice:
Click the “Invoice Load” button to generate the invoice for the selected load.
Merge Required Documents:
Merge essential documents such as Customer Rate Confirmation, Proof of Delivery (POD), and the invoice to proceed to the "Queued" status.
Navigate to Factoring Upload Page:
Access the factoring upload page within Alvys.
Select Load(s) to Create a Batch:
Choose the load(s) you wish to include in the batch for submission to factoring.
Whether the credit check is Declined or Call Credit or Approved status, the user will be permitted to select that load and submit it to the OTR factoring company.
7. Submit the batch.
Reporting - Purchase Status Details
Users now have the ability to request purchase details for specific factoring batches effortlessly. This process can also be automated and runs nightly for all invoices that haven't been updated or purchased yet.
Navigate to Factoring Reports Page:
Access the Factoring Reports Page in Alvys.
Select a Batch:
Choose the desired batch for which you want to request purchase details.
3. Initiate Purchase Details Request:
Locate and click on the "SYNC TRANSACTIONS" button positioned in the top right corner of the page.
If a load from the batch has been funded, the load status will change to Financed.
Uploading Your Payment Report
Go to the Payment report page on OTR website
Enter the payment period, select .csv as the report type and click submit:
After the report has been downloaded, go to the Factoring Report Page in Alvys and click un Upload Report Button
The either drag-and-drop the file in the blue section or click on it and select it from the respective folder in your device:
Click the upload button
Please do not close the page until the report has been processed. It can take anywhere from several seconds to a few minutes, based on the size of the file.