Shipwell provides First Pass Match of supported invoices. First Pass Match (FPM) is an analysis of invoices against what is expected based on the shipment or service being invoiced at hand. FPM's purpose is helping customers focus their time when exceptions arise and not waste it on reviewing invoices where exceptions don’t exist.
Invoice First Pass Match functionality is turned on by account so please contact your Customer Service Manager to have it activated.
Invoice Received Methods Supported
Shipwell’s FPM supports invoices received via:
in-app created on behalf of carrier invoices.
Invoiced Modes Supported
Shipwell’s FPM supports invoices received against the following shipment modes:
Drayage
Full Truckload (FTL)
Intermodal
Less Than Truckload (LTL)
Volume Less Than Truckload (VLTL)
FPM support for additional will be considered based on customer demand.
FPM Exceptions Supported
Shipwell’s FPM automatically runs once an invoice is submitted. FPM identifies the following exceptions for currently supported invoiceable modes:
Invoice Amount Variance: If an invoice is above or below the Shipment Total then it will generate an exception. Currently, any variance will generate an exception, but in Q1 2023 an acceptable variance will be configurable by customer by mode on a percentage or dollar basis.
Not Delivered: “Shipment not marked as ‘Delivered’ or ‘Reconciled’
Multiple Active Invoices: If there are multiple active invoice invoices (i.e. not ‘Rejected’ or ‘Cancelled’ for the same shipment stage then there will be an exception generated. This is done to alert SaaS customers that another invoice exists so that multiple invoices are not paid.
Missing POD Document: If there is not one proof of delivery (POD) on a shipment for each delivery stop, an exception will be generated. In Q1 2023 this will be allowed to be turned on/off by SaaS customers based on mode.
Carrier Name Match: If there is a mismatch in the carrier’s name for an invoice then an exception will be generated. This is aimed at uploaded PDF invoices that are evaluated to make sure the correct invoicing party is expected. This matching does not require a perfect name match but uses a mathematical formula to determine if names are highly similar or not. If the name is not, then it will create an exception.
In Q4 2022, FPM will also automatically re-run for invoices that are in ‘Exception’ status when new settlement documents are uploaded, shipment financials are adjusted, or shipment status changes.
In Q1 2023 there will be FPM management support by customer by mode, so customers can manage which configurations they wish to leverage in their FPM process. Additionally, there will be the inclusion of additional FPM exceptions including additional missing documents, misaligned carriers, and more.
Invoice Received / Sent Card
Each invoice sent will display available information in the ‘Invoices Received’ and ‘Invoices Sent’ cards in the ‘Financials’ tab on the ‘Shipment Details’ page.
The following fields are displayed for each invoice as information available:
Invoice #: This represents the Invoice # provided by the carrier. If you hover over ‘Invoice #’ it will display the source of the invoice (e.g. EDI 210).
Exception Icon: The exception icon is populated to the left of the ‘Invoice #’ in the same column if one or more exceptions are generated in FPM. If you hover over this icon it will display the exceptions that are present. The Exception Icon is only displayed in the ‘Invoices Received’ card.
Status: This represents the invoice status and more detail about this is in the FPM Invoice Status section below. If you hover over ‘Status’ it will indicate the last date it was updated.
Costs - Invoiced: This represents the amount that was included in the invoice as the amount due by the party submitting the invoice.
Costs - Expected: This represents the Shipment’s Total amount for the stage being invoiced.
Costs - Difference: This represents the difference between Invoiced minus Expected. There is a percentage pill that will also indicate the percentage difference if there is a difference.
Docs: The ‘Docs’ icon can be selected to access the documents that were identified as being related to the invoice. Each invoice submitted may have different documents. There will always be at least one document being at least the invoice document itself.
Missing Doc(s): This represents documents indicated as mandatory by the customer for the respective mode for First Pass Match. Initially this is simply POD per the FPM Exceptions Supported section above.
Dates - Delivered: This represents the date the last shipment stop was marked as delivered. If a shipment has not been delivered this field will be blank and the text in the area will be highlighted in orange.
Dates - Received: This represents the date the invoice was received.
Dates - Due: This represents the date the invoice was marked as due by the carrier.
FPM Display - ‘Invoices Received’ Perspective
The output of FPM is displayed within the ‘Invoices Received' card under the ‘Carrier’ card within the ‘Financials’ tab on the ‘Shipment Details’ page. ‘Invoices Received’ represents any invoice that you are the recipient.
Below are two ‘Invoices Received’ examples: the first with exceptions and the second without exceptions.
Invoices Received With Multiple Exceptions
Invoices Received Without Exceptions
FPM Display - ‘Invoices Sent’ Perspective
The output of FPM is displayed within the ‘Invoices Sent' card under the ‘Customer’ card within the ‘Financials’ tab on the ‘Shipment Details’ page. ‘Invoices Sent’ represents any invoice that you are the sender.
Below are two ‘Invoices Sent’ examples: the first with exceptions and the second without exceptions.
Invoices Sent With Multiple Exceptions
Invoices Sent Without Exceptions
One difference between the ‘Invoices Received’ and ‘Invoices Sent’ are that there are different items that are viewable. The ‘Invoices Sent’ status doesn’t provide insight into all invoice statuses or all invoice exceptions but instead displays instances where it will encourage carrier invoicing best practices.
FPM Invoice Status
Each invoice submitted within Shipwell has an ‘Invoice Status.' Shipwell supports the following invoice statuses:
Received: Represents an invoice has been received but not underwent FPM. This status is only viewable by the ‘Invoice Received’ party. The ‘Invoice Sent’ party will only see an invoice status of ‘Reviewing’ when an invoice is in this status.
Exception: Represents an invoice has went through FPM and has been identified as having one or more exception. This status is only viewable by the ‘Invoice Received’ party. The ‘Invoice Sent’ party will only see an invoice status of ‘Reviewing’ when an invoice is in this status.
Passed: Represents an invoice has either went through FPM and no exceptions were identified or went through FPM and exceptions were identified but an authorized user has manually overridden the exception. This status is only viewable by the ‘Invoice Received’ party. The ‘Invoice Sent’ party will only see an invoice status of ‘Reviewing’ when an invoice is in this status.
Approved: Represents an invoice has been approved. This status is only viewable by the ‘Invoice Received’ party. The ‘Invoice Sent’ party will only see an invoice status of ‘Reviewing’ when an invoice is in this status.
Scheduled: Represents an invoice has been scheduled for payment. Both ‘Invoice Sent’ and ‘Invoice Received’ parties see this invoice status.
Paid: Represents an invoice has been paid. Both ‘Invoice Sent’ and ‘Invoice Received’ parties see this invoice status.
Rejected: Represents the invoice has been rejected by the invoice recipient. The invoice recipient can reject the invoice until it is in ‘Scheduled’ or ‘Paid’ status. Once an invoice has been rejected, it can’t be undone. Both ‘Invoice Sent’ and ‘Invoice Received’ parties see this invoice status.
Cancelled: Represents the invoice has been cancelled by the invoice sender. The invoice sender can cancel the invoice until it is in ‘Scheduled’ or ‘Paid’ status. Once an invoice has been cancelled, it can’t be undone. Both ‘Invoice Sent’ and ‘Invoice Received’ parties see this invoice status.
Users with appropriate permissions will be able to adjust the ‘Invoice Status’ by selecting the ‘Invoice Status’ pill within the ‘Invoices Received’ and ‘Invoices Sent’ cards.
There are also ‘Exception’ sub-statuses that represent the individual exceptions that have been identified. These sub-status are maintained even if a user manually moves ‘Exception’ to ‘Passed' or another non-'Exception' status. You can identify the exceptions that were identified by hover over the exception indicator icon in the ‘Invoice #’ column.
FPM Settlement Documents
Settlement documents are the specific documents identified as related to a particular invoice. These documents are not able to be deleted and remain tied to the invoice submitted.
You can access an invoice's settlement documents by selecting the clipboard icon in the ‘Docs’ column. A modal will appear with the documents identified. The first document displayed is the ‘Invoice’ document itself.
Note for Shipwell Customers Integrated QuickBooks and NetSuite: If you are generating invoices within Shipwell into your QuickBooks or NetSuite instance, note that Shipwell’s FPM does not run directly for these invoices that are triggered from Shipwell but generated within QuickBooks and NetSuite. This is planned to be accommodated in a future release.
Here is a 3-minute video demonstrating Shipwell’s FPM capability.