Prepare invoice lines before audit and inspect the automatic approval conditions.
Logistics Manager coordinates a verified invoice-entry account to create freight invoice records and freight invoice lines. Retain invoice number, carrier, currency, amount and the actual charge breakdown. Freight Audit Clerk reads those records; the authorized entry account prepares or corrects their contents.
After the lines are ready, the authorized account sets the invoice to Auditing. The active Freight Invoice Import And Audit (2) workflow responds to that change, reads the linked shipment's applied agreement, matching rate matrix and contracted accessorial rates, and computes expected charges. The audit begins after the complete invoice is ready for comparison.
Freight Audit Clerk inspects freight audit results with expected amount, billed amount, reason code and status. Accessorial Charge Validation checks detention justification and the relevant shipment flags. Undercharge, Overcharge and Disputed remain distinct from Match. Confirm how tolerance applies to the actual invoice currency.
Freight Audit Clerk uses dispute records for carrier follow-up or records an authorized Waived outcome with reviewer and review date under the customer's agreed policy. A carrier response does not by itself change an audit verdict. Agree the waiver authority and required evidence during setup.
Freight Invoice Approval automatically evaluates an Audited invoice. Every audit result must be Match or Waived and the invoice amount must be non-zero. Eligible records become Approved with approval date and payable bill reference. Blocked invoices remain Audited and blocking rows are logged. Freight Audit Clerk follows up on the blocking lines rather than changing the invoice outcome without resolving them.
Logistics Manager and Freight Audit Clerk check the configured accounts-payable destination separately. Reconcile the payable bill reference with the receiving system's acknowledgment and any later payment confirmation. Paid by accounts payable requires actual external confirmation before it is used as a business outcome.
And how to keep it from happening.
Start free, then use Proto to change fields, steps and approvals before your team goes live.