FREIGHT AUDIT AND PAYMENT PROCESS

Created by ChecklistGuro (https://checklistguro.com)

[ ] Fetch Pending Invoices: Retrieve all unpaid invoice entries from the Freight Invoice data model.
[ ] Fetch Carrier Contracts: Retrieve contract rate cards from the Carrier Agreement data model to use as a baseline for validation.
[ ] Calculate Total Invoice Amount: Sum the base freight cost, fuel surcharges, and accessorial fees from the invoice entry.
[ ] Get Audit Discrepancies: Retrieve any identified discrepancies between the invoice amount and the contracted rate.
[ ] Calculate Variance Percentage: Calculate the percentage difference between the invoiced amount and the expected contract amount.
[ ] Assign Discrepancy Investigation: Create a task for the Audit Specialist to investigate if the variance exceeds the allowed threshold.
[ ] Update Invoice Audit Status: Update the status of the invoice entry to 'In Audit' or 'Discrepancy Found'.
[ ] Carrier Dispute Resolution Task: Create a task for the Carrier Relations Manager to contact the carrier regarding disputed charges.
[ ] Notify Carrier of Dispute: Send an email to the carrier's billing contact with details of the disputed line items.
[ ] Finalize Audit Approval: Update the invoice entry to 'Approved for Payment' once all checks pass.
[ ] Aggregate Total Monthly Liability: Sum the total value of all approved invoices for the current billing cycle to prepare for payment run.
[ ] Execute Payment Disbursement: Create a task for the Finance Department to execute the actual bank transfer/payment.
[ ] Mark Invoice as Paid: Update the invoice entry status to 'Paid' and record the payment reference number.
[ ] Send Payment Advice to Carrier: Send an automated email to the carrier confirming that payment has been processed.
[ ] Generate Monthly Audit Savings Report: Create a report showing total amount saved through discrepancy identification and recovery.

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