Let them know

Operators are a key part of the process, and they should know that you are now using a new system for managing Payables. They may need to make some small modifications to how they manage their jobs.

Please see here for a draft email template that can be sent to your operations team.

Operators should not:

• Add invoice numbers against existing accruals, even if they don't post them. This will result in one of two bad outcomes. 
  • If the invoice numbers match exactly, the invoice will be held in the Transactions Pending Allocation queue in CargoWise One. See this link on how to resolve these items. 
  • If the invoice numbers do not match exactly, CargoWise will create a new accrual, as the existing one is treated as being held for the invoice recorded against it.
• Ignore your Exception emails. You are doing your part to get their invoices posted--they should do their part too.
• Be continually mis-accruing costs, e.g. by using the wrong org code. If they're doing something wrong repeatedly, let them know!

Operators should:

• Add and update their accruals in a timely fashion. If the accruals are up-to-date, we should be able to automatically process your invoices for you, making a better process for everyone.
• Know that Requests for Approval and/or Requests for Accruals are going to be coming.
• Respond to Requests for Approval using the attached link, or by responding to the email.
• Respond to Requests for Accruals by adding accruals, or by responding to the email.