Certuspact Invoice Processing Questions

Customer = Bill to party
Trade partner = Bill from party

How are invoices loaded into Certuspact?

The most cost effective and efficient method to receive and upload an invoice is in an electronic format, specifically XML. XML (eXtensible Markup Language) is a standard format used to encode data electronically. The second most cost effective method is where Certuspact provides a spreadsheet template to the trade partner who can then upload an invoice from their desk top into the application for processing. Lastly, the least efficient and most costly invoice format is paper. Certuspact will process a paper invoice by manually capturing the data for upload into the application to be processed the same way an electronic invoice will be processed.

Certuspact can map other electronic formats (EDI, flat file, etc) on a case by case basis with your trade partners that are incapable of generating invoices in XML. Once an electronic format is agreed upon, trade partners can begin sending files to our secured server for testing. When the testing is complete, all subsequent invoices will be processed live, in our production system. The frequency at which invoices are sent to our server is at the discretion of the individual trade partner. Invoices are retrieved from the server every 15 minutes for processing. Electronic acknowledgements can be provided if necessary.

How does Certuspact audit invoices?

Rates are reviewed programmatically. Predetermined rates are uploaded into the system by Certuspact business. You can send us your trade partner's rates where we will interpret those rates for rate basis, origin, destination ports, etc, then upload the rates into the system. These rates will have effective dates based on the shipment dates that will be applied to the invoices. Peak rates can be uploaded in advance to be effective for a specific period.

How are billing discrepancies resolved?

Invoices that do not meet your specific requirements will be managed by exception. This means that based on your process requirements, an invoice can be presented to you for approval or rejection, or automatically presented back to the trade partner for correction. In all cases, users have the ability to communicate with each other within the system to get issues resolved. You also have the option for the invoice to be automatically approved if it meets all the requirements. Document images can also be attached to the invoice to substantiate a claim. In many cases, bad data can be cleaned up on line - without the need for additional bills by the trade partner. A history list or audit trail is kept with each invoice documenting the actions taken by all parties and all communication.

What reporting options are available?

Certuspact's on line reporting facility allows users to run standard reports. Search results can also be exported from the system in a spreadsheet format. Additionally, the Certuspact staff can create ad hoc reports outside of the standard reporting facility. Ad hoc reports can be scheduled for periodic email delivery to in a variety of different formats.

Can Certuspact process invoices on a global basis?

Yes, Certuspact can process any invoice from any country that uses the Roman alphabet. Because all the rules are set up in the application there is no need for physical presence in a country. For example, a company in Australia can issue an invoice where the person responsible for approving that invoice is in the UK, while the global logistics person in the U.S. will have visibility to that invoice as well. These users just need a personal computer and access to the internet.

Can Certuspact process additional bills and/or credit notes?

Yes, Certuspact can handle multiple invoices and credit memos related to a single shipment. Uniqueness is determined at the individual charge level. For example, freight can be billed on the first invoice and duty on the second. Also, freight can be under billed on the first invoice, while the second invoice contains a freight charge for the difference. Once the system determines that a particular charge has been billed properly (the amount billed is equal to the expected amount based on the applicable rates), any additional charges using the same charge description will be rejected as duplicates.

Can Certuspact produce expense accrual reports?

Yes, Certuspact can derive a meaningful expense accrual report for you based on the criteria you specify. Most customers consider this report to be the value of all invoices received in Certuspact, but not yet allocated to your general ledger at the end of the month.

How much will Certuspact charge me to implement a freight bill automation process?

Certuspact only charges a transaction fee per invoice or courier waybill. Several factors determine the amount of the fee. Please see our pricing factors 34K for more detailed information.

How long will Certuspact hold my funds before paying the trade partners?

Certuspact does not take possession of your funds. We can provide you with payment details and instructions so that you can remain in control of your funds up until payment.