BravoTran

Operations team:

We recently went live with a new payables service called BravoTran. BravoTran integrates with CargoWise One to automatically post invoices and streamline payables. Here's what you need to know:

Automated posting

If charges are accrued in CargoWise and an invoice is received matching those charges within your established tolerance, the invoice post automatically, without the need for you or the Payables team to review it. In these cases, a new payables transaction will be created: the invoice number, amount, invoice date, and due date will populate, the invoice will post, and the invoice images will be attached to the relevant job and the new payables transaction in eDocs.

The best thing you can do to create a streamlined process is to make sure your costs are accrued prior to receipt of the invoice. If you can't make a precise accrual, use your judgment to estimate the accrual, or use a placeholder amount (e.g. 0.01).

Important: Never add invoice numbers in any field when adding or updating accruals. This prevents CargoWise One from posting the invoices, as it flags them as a potential duplicate.

Exception emails

When an invoice charge differs from the accrual amount by more than your established tolerance, or there is no matching accrual, the operator on the shipment will receive an email from [company]@app.bravotran.com. There are two main types of emails:

• When there is an existing accrual outside of tolerance, you may receive an "Approval Email".
  • This email contains a link for you to click if you approve the charges. 
  • Once the link is clicked, the charge automatically and immediately posts to CargoWise, updating the relevant accruals accordingly.
  • If you do not approve a charge, reply to the email and indicate how to proceed (e.g., dispute the charge, get more information from the vendor, wait to pay, etc). 
  • In case of a dispute, you can also reply to the email and cc the vendor, which allows for the email thread to be tracked in BravoTran and be visible to the Payables team.
  • You should not go into CargoWise to update the accrual or post the invoice yourself.
  • Here's an example "Approval Email"
    
• When there is no accrual, you may receive a  "Request Accrual" email.
  • These emails ask you to create accrual(s) directly in CargoWise.
  • These emails are different from "Approval Emails" because they do not contain links to automatically approve a charge.
  • In response to a "Request Accrual" email, you should add the accrual directly in CargoWise for the specified job.
  • You should not post the invoice yourself, and you should not add the invoice number to the accrual you create.
  • BravoTran will then identify the updated accruals and will post the item automatically.
  • If you do not approve a charge, do not enter the accrual. Instead, reply to the email and indicate how to proceed.
  • As above, in case of a dispute, you can reply to the email cc'ing the vendor, which allows for the email thread to be tracked in BravoTran and be visible to the Payables team.
  • Here's an example "Request Accrual" email:
    

Please let us know if you have any questions or concerns.

Best,

Your Payables team