Epay Manager Help
  Transactions:
  Transaction Details - manage individual transaction detail and view history
  Edit Transaction - how to change transaction data
  Payment Terms Agreement - view payment term addendum
  Submitting Proof of Delivery (POD) - how to fax supporting documentation to Epay
  Cancel Transaction - how to cancel a transaction

 

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:

  1. Login to www.epaymanager.com
  2. Click Receivables or Payables or generate a Report
  3. Click the list of the current status for the transaction (ex: Pending)
  4. 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.

 

Edit Transaction :.

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. 

Companies that enter transactions manually into Epay will be the most likely users of the Edit interface and can follow the instructions below:

Edit a Transaction:

  1. Login to www.epaymanager.com
  2. Click Receivables or Payables
  3. Click the list of the current status for the transaction (ex: Pending)
  4. Locate and click the Reference Number of the transaction to view the Transaction Details
  5. Click Edit Transaction
  6. View the Review screen and scroll to the section that needs to be edited
  7. Click Edit in the section header that needs to be edited
  8. Make the necessary change(s) and click Continue
  9. Review the transaction again and click Continue
Transaction will be reset back to Pending status for the payee to review

 

Payment Terms Agreement :.

Every transaction has an agreement describing the terms of payment.  The payment terms agreement protects the carrier’s right to receive the full amount of the invoice if discount terms are not met.  A link to the agreement is automatically sent to the payee as part of the notification email.  The agreement is not meant to replace the original rate agreement a company’s management system creates.   

To view a payment terms agreement for a transaction, follow these instructions:

View Payment Terms Agreement:

  1. Login to www.epaymanager.com
  2. Click Receivables or  Payables or generate a Report
  3. Click the list of the current status for the transaction (ex: Pending)
  4. Locate and click the Reference Number of the transaction to view the Transaction Details
  5. Click Payment Terms Agreement
  6. View the agreement

Important Notes:

  • The Total Pay lists the current amount that is due the carrier.  This amount may be lower than the amount of the original invoice if a discount has been applied. 
  • The agreement will detail the number of days in which this transaction must be paid in order to receive the discount. 
  • The last line of the agreement details the standard terms of the transaction if the discount terms are forfeited. 
The agreement has two signature lines if the companies involved wish to have a signed copy.  This is not necessary because the online acceptance of the invoice (clicking Send) and the approval of the invoice (clicking Approve) legally bind the parties to the terms agreed upon.

 

Submitting Proof of Delivery (POD) :.

Many companies require proof of delivery documents before an invoice can be submitted for approval and payment. The system allows members to attach electronic versions of these POD’s to each transaction.  This is accomplished through an automated imaging and indexing process from documents received via toll free fax and a cover sheet provided by Epay Manager. 

Every transaction has a unique proof of delivery coversheet automatically generated and made available online for the user.   The cover is available as a link from the invoice and can be printed by the user.  Epay receives the fax and automatically processes it according to the information contained in the barcodes on the cover sheet.  The image is posted as a PDF and is typically available for viewing a few minutes after receipt.

Sending in a Proof of Delivery:

  1. Login to www.epaymanager.com
  2. Click Receivables
  3. Click Pending
  4. Locate and click the Reference Number
  5. Click P.O.D. Cover Sheet
  6. Print the cover sheet
  7. Fax the cover sheet and delivery documents to the toll-free number listed on the sheet

Important Notes:

  • Many companies will require delivery documentation before an invoice can be submitted.  Please follow all rules established by your customer before sending any invoice through Epay Manager.
  • All faxes must use a cover sheet.  This is the mechanism for accurately posting delivery documents to the corresponding invoice.
  • The payer is fully responsible for reviewing the accuracy of any documents received and linked to the invoice. 
  • Documents are stored for a period of three years by Epay Manager and can be accessed at any time.
  • More than one set of delivery documents may be faxed at a time as long as the appropriate cover sheet precedes the documents.  (Ex. Cover sheet, Bill of lading, Cover Sheet, Bill of Lading, etc.)
  • When carriers do not have access to the preformatted coversheet, blank cover sheets are available. The unique System ID generated by Epay Manager must be filled in for the system to index these images.
  • To print more than one cover sheet, add transactions to a batch by clicking the check box to the left of each reference number.  Add the selected transactions to the batch and view the batch list.  Clicking the Cover Sheet button will open up a .pdf file containing cover sheets for each transaction.  Print the cover sheets and fax them in, with supporting documents, to the toll free number listed.   
Companies are allowed an average of four pages per invoice each month.  If a company's monthly average exceeds four pages, there may be an additional charge per transaction for each page above the average. 

 

Cancel Transaction :.

Canceling a transaction should only be done if the invoice is not going to be processed through Epay.   A transaction can only be cancelled if it has not yet been processed for payment.  Canceling a transaction will move the transaction to the cancelled list and will notify the other party, via email, of the cancellation.  The transaction may be reposted for a period of seven days without having to re-enter the data.

To cancel a transaction, follow these instructions:

Cancel a Transaction:

  1. Login to www.epaymanager.com
  2. Click Receivables or Payables
  3. Click the list of the current status for the transaction (ex: Pending)
  4. Locate and click the Reference Number of the transaction to view the Transaction Details
  5. Click Cancel Transaction
  6. Choose either Back (to return to details) or Cancel (to confirm cancellation)
  7. View the confirmation screen

Important Notes:

  • Once a transaction is approved, only the payer has authority to cancel a transaction. 
  • Transactions that are cancelled will remain on the cancelled list for a period of seven days.  After this period they will be deleted.
  • To cancel more than one transaction, add the transactions to a batch by clicking the check box to the left of each reference number.  Add the selected transactions to the batch and view the batch list.  Clicking the Cancel button on this page will cancel all transactions currently in the batch.  These transactions will be moved to Cancelled list. Note: Only users at the highest level in the approval sequence may cancel transactions that have been approved.
Transactions on the cancelled list may be reposted to retain the audit information and proof of delivery documents. 
 
 
 
Please feel free to contact us at 800-240-1824 with any questions.
 

Close Window