Accounts Payable - Receive Payables.
What is Receive Payables?
When you receive the invoice from your carriers, you must verify the charges between BrokerWare and your carriers invoice are correct. The payable amount will be in Accrued Payables and will move to Accounts payable when you have confirmed the charges. If the charges vary between BrokerWare and the carrier Invoice you might have to check your tariffs to ensure they are set up properly. You also may have to contact the carrier to ensure they have the charges correct. This is the post audit process.
How do I Receive Payables?
In your "Accounting Module" select the "Receive Payables" link (you can use the "View by Carrier" option to confirm all charges to filter the list by one specific carrier). The list that populates is the outstanding loads that have yet to be confirmed. From here you want to ensure that the correct carrier is assigned to the load, the billed amount correct, and that the carriers invoice # and date have been entered correctly. If you have discrepancies you should make necessary changes before confirming. Once you have ensured that it is correct click "Confirm" for that individual load. Or you can select multiple loads by checking the boxes to the left, and then press "Save Selected" at the bottom. This will sort out the loads you selected, and you can confirm all of your saved loads by clicking the "Confirm Invoices" on the selected list.
How does EDI 210 process invoices?
EDI - 210's will only go through BrokerWare Automatically when the Pro number and the Amount billed is an EXACT MATCH. If one of these fields doesn’t match they get flagged to manual approval. Use the EDI 210 page to audit the 210 invoices that have not automatically been processed. Usually a carrier will not send paper invoices when you are also receiving EDI 210 invoices.
How do I pay carriers?
Once you have received the "Payables Invoice" the payable amount will roll from Accrued payables to Accounts payable upon your next sync.
Checks (for vendors and Sales Reps) should ALL be printed directly in your accounting system (i.e. QuickBooks). It is best to apply credits while you are posting cash. This will make sure they get sent back to BrokerWare and will make reconciliation easier.
Never pay an invoice from Accrued Payables or your Commission Payables account in Quick Books. Only pay from your Accounts Payables. Once an Invoice has been received and charges confirmed, the balance moves from the Accrued payables to your Accounts Payables. The same applies for your commission’s payable. If you pay out of your Accrued or Commissions Payables you will have more discrepancies when you reconcile your accounts.
Since the invoices are being audited in BrokerWare before they are moved to "Accounts Payable" it is usually ok to pay all the invoices in your Accounts Payable list on your accounting system.
What Happens when a carrier is changed?
The accounting integration has a lot of work to do if a carrier is changed after the shipment has been invoiced. This process should only be done as a last resort and should not be done more than once on the same load. It is very important to make sure the information is correct BEFORE using the change carrier screen.
This process will create a new payable and you will adjust the payable for the original carrier to zero dollars. Being Cautious helps in eliminating discrepancies between your accounting software, and BrokerWare.