TMS Issue Tracking - QA and Production

Bill Bailey and Tom Visnovec have requested reports to be scheduled on regular cadence to track progress on improving the GEC transport carrier invoicing process. They need to track invoice auto-audit ratio in MG, as well as loads expected to be invoiced by month end.

From: William Bailey <WILLIAM.BAILEY@pb.com>
Sent: Monday, March 6, 2023 11:14 AM
To: Kayvan Shadpour <Kayvan.Shadpour@pb.com>
Cc: Tom J Visnovec <tom.visnovec@pb.com>
Subject: FW: Invoice Audit Delays

Kayvan:

Thanks so much for the time today to discuss the reporting required by A&AS to track progress on improving the GEC transport carrier invoicing process. Below is what we settled on:

1. 2 Reports to be provided going forward on 1st and 16th of each month will reflect information at the point in time the report is run for load activity occurring in period N-2 (ie…report run on April 1st reflects activity for February loads and report run on April 16th reflects March 1-15 loads)

   1. Report #1 – Invoice Process Timing Report

   2. Reports #2 – All Activity Report

Note: We realized and agreed reporting should reflect period ~60-30 days prior to the report run date to enable sufficient time for loads to be invoiced, validated and paid ensuring valid conclusions can be drawn from the data.

1. Report #1 – Invoice Process Timing Report will reflect delivered and in-transit External carrier (ie..no PB presort or National OTR) loads for vendors using MercuryGate invoicing process (ie..excludes vendors NOT using MG for invoicing…7 known include: Groneck, Hackbarth, Intelligent Logistics, SAI, Priority Express, Tforce, and On-Trac) for selected time period with the existing columns on charges invoice data, and timing variances.

   1. Kayvan to add Carrier names to report and Exclude D2DDU loads which are used as a work around and do not reflect true linehaul activity

Note: Report #1 will be used by S&AS to calculate 3 linehaul metrics:

• % of loads and $ not invoiced within 1 month – measured and then excluded for metrics below

• % of invoice $ received within 7 and 14 days of the delivery date – calculated by taking invoice $ for vendors invoices < 7 or 14 days from delivery date divided by total amount invoiced for all activity after excluding loads not invoiced yet – Looking to see current %s stay at current levels or slightly improve

• % of invoice $ auto-matched – calculated by taking invoices ready for extraction within 1 day or less (we can use a fraction of 1 day if preferred, but 1 day would be most generous approach) of the invoice received date divided by total amount invoiced for all activity after excluding loads not invoiced yet – Goal would be to see root cause analysis identify vendors not billing accurately or transport analysts not updating MG timely for education and improvement resulting in driving towards 80%+ auto matching

1. Report #2 – All Activity Report will reflect all activity recorded in MG for the applicable time period with all types of activity (ie..booked, tendered, delivered, etc) and all carriers (would include PB presort, National OTR, etc)

• Purpose of report #2 is to enable the following:

  • Tie out Report #1 to all activity report

  • Identify loads and $ charges for carriers not invoicing through MG (currently 7 known carriers)

  • Identify any other anomalies, like Loads paid without delivered status

Think you said you would rerun these 2 reports for month of January using approach above later today and then schedule for 16th and 1st each month going forward. Thanks.