Transaction Details :.
The transaction details are the repository of all information
pertaining to an individual transaction. Transaction
details are accessed by clicking on the reference number
of any transaction. This can be done from any list,
report, or search.
The page is divided into two columns. The first column
displays all of the transaction information entered by the
payer, including shipment details, approval information, and
details on the settlement. The second column displays
the audit information for that transaction. This audit
column records the time and date of every action that occurs,
including when the transaction was created, invoiced, approved
and paid.
Transaction details display any valid links based on permission
levels of the user. At the minimum, users will have links
to View Invoice, Payment Terms Agreement and POD
Cover Sheet. Other links include Edit
Transaction and Cancel Transaction.
View Transaction Details:
- Login to www.epaymanager.com
- Click Receivables or Payables or
generate a Report
- Click the list of the current status for the transaction
(ex: Pending)
- Locate and click the Reference Number to
view the Transaction Details
Important Notes:
- Transactions may only be edited by the member that created
the transaction. Transactions can be edited in the
Epay Manager interface, but it is strongly recommended that
all changes to a transaction are made in the payer’s
transportation management system (TMS). When the TMS
is integrated with Epay, any change in the TMS will update
the corresponding record in Epay, ensuring that both systems
are synchronized. Having a single point of data entry
is important for maintaining the integrity of the data in
Epay.
- The Audit Information column records all
activity for a transaction. This column will continue
to grow over the life of a transaction with the newest activity
located at the top.
- The following explains some of the more common audit entries:
- Created = Date and time transaction was entered into
the system
- Payment Terms Agreement Emailed = Email sent to payer and payee
billing contact to notify of transaction
- Invoiced = Time and date payee clicks the send button
on the invoice, accepting the terms and details of the
transaction
- Invoice Emailed = Appears anytime the invoice is sent
to another party, including from payee to payer and from
each user in the payer’s approval sequence
- Approved = Time and date the invoice was approved for
payment
- Completed = Time and date the transaction was successfully
paid and completed
- Successfully Sent = Time and date the parties were notified
that the transaction was successfully completed
- Cancelled = Time and date the transaction was cancelled
- Reposted = Time and date the transaction was reposted
- Eliminate Discount = Discount amount was eliminated because
the payer failed to approve the invoice for payment in
the agreed upon timeframe
- Rejected = Invoice was rejected by the payer and rejection
notes should be displayed
- Change Request = Payee requested a change to the transaction
and notes should be displayed
- Transaction Information displays basic
descriptions and reference numbers for the transaction.
- Shipper and ReceiverInformation display
details on the origin and destination.
- Payer/Payee Company Information displays
the name and contact email for the company involved in the
transaction. If the member status is processing,
the transaction will not be able to be invoiced or approved.
- Payer/Payee Rate Information displays
the rate, discount, ancillary charges and the actual amount
debited or credited.
- Transaction Summary details the entire
financial summary of the transaction including how fees are
allocated.
- Payers will have an additional section during the pending
status which displays Approval Information,
including the current invoice approval sequence and the current
level of the transaction.
- Control Information displays the system
ID number, the last time the transaction was updated and
the name of the company that created the transaction.
- The System ID number is important when
contacting customer service. It is the only number
our staff will be able to use to locate your record. This
is also the number used to index documents.
- The View Invoice link at the top of
the page provides access to the invoice, which has a direct
link to any proof of delivery documents received.
- The Payment Terms Agreement link provides access
to an agreement that details the different amounts
to be paid if faster payment terms are selected.
- The POD Cover Sheet link provides access
to a pre-filled cover sheet that may be used to fax delivery
documentation to a toll free number for document imaging.
- The Edit Transaction link provides access
to an edit template for those users that have permission
to edit a transaction.
- The Add Note link at the top of the page
allows either party may enter a note regarding a specific
transaction. This note can be emailed to the other
party’s billing contact and will automatically be logged
in the audit trail for historical purposes. This can
be used to resolve invoice disputes, notify the payee of
a credit or for general purposes.
The Cancel Transaction link provides access
to cancel a transaction to those users that have permission to
cancel a transaction. |