Exception queue

All invoices with an exception that cannot be routed to the operator listed on the job within CW land in the Exception queue for review. This is where any work you do on an invoice will start. This queue should typically be worked top-to-bottom, i.e. oldest to newest. It should be as small as possible; otherwise, you're allowing invoices to pile up which can be daunting.

Please note: While it is possible to find all invoices in the BravoTran system in the Activity log or Email Search, we strongly discourage you from working within this tab without first reviewing existing invoices in the Exceptions Queue. 

Waiting queue

Waiting For Approval is where invoices go once you or the system has sent an Exception email to an operator. 

There are two types of Exception emails:

• Approval emails, in which you're asking the operator to approve a charge. These items include a link that the operator can use to approve and post the invoice. If the operator does not approve, they must reply to this email.
• Request Accrual emails, in which you're asking the operator to create or update accruals directly in CargoWise.

Approval emails

Approval emails are more convenient for the operator, as they only require them to click a link to update the accrual line. If an Approval email has been sent, the only way for the invoice to get posted from the Waiting for Approval queue is for the operator to click on the link provided. Approval emails can only be sent if there are no other exceptions active on an invoice, other than that an invoiced amount differs from an accrued amount. Once the link is clicked, the invoice will post immediately.

Request Accrual emails

Request Accrual emails place the invoice into a state where BravoTran will be looking for updates in CargoWise on the accruals associated with a particular job. In this case, it's up to the operator to adjust the accruals on the job to reflect the particular invoice. This can be a single accrual or multiple, but they must sum to the exact amount of the invoice and be for the exact job specified. When BravoTran finds matching accruals, the item will post. This posting process occurs periodically as we sweep through available invoices and is less immediate than the posting process from Approval emails.

The invoice will stay in Waiting for Approval until all the charges have been approved or all accruals have been created, at which point the invoice will post, or until an operator replies, at which point the invoices moves to the Replies queue.

Replies queue

Replies is for emailed replies for items the Waiting queue. These are an indication that an item needs action. Best practice is to not allow items to remain in the Replies queue for long--they should be moved back to the waiting queues or resolved as appropriate.

Any emailed responses are visible in this queue, and any additional documents are merged along with any existing ones to allow the invoice to be processed.

Two best practices for the Replies queue:

• Keep it at zero at all times--either resolve and post the invoice or move it back to waiting.
• Ask your operators to CC the vendor in their replies in case of a dispute. This allows the email thread to be logged in BravoTran and visible to Payables users, which is useful for auditing later on.