Shipments Table
On the main table, you can view the shipment's number, customer, carrier, mode, and attached payable invoices, and receivable invoices. The main table also displays:
The top banner shows the billing status: "All", "Billing Incomplete", and "Billing Complete"
The buzz buttons to filter exceptions and QuickPay invoices
The Audit and Billing statuses:
Billing Status
Billing Incomplete: Shipment contains any payable invoice that has not been reviewed; this will either need to be manually approved or will be auto-approved once extraction/audit is completed.
EX: Variance outside of the set amount
Billing Complete: Shipment contains payable invoices that are all reviewed. Extraction and audit have been completed / no action is needed from the user
Audit Status
In Progress: Audit is still moving through the extraction/audit process
Published: Extraction and audit have been completed
Use the filter and column buttons to sort through the table for more granular information
Shipment Job
By clicking on a shipment's hyperlink, you can view the shipment's details. The large shipment number is copiable. The three-dot button at the top right corner allows you to add an exception. Any exceptions associated with the shipment will appear on the top banner.
Next, are the shipment details such as the customer, carrier, route, pick-up & delivery date, and reference numbers. The artifact that created the shipment details is linked right below the card.
The "Expected amount" section shows Line Haul and other miscellaneous charges with the total cost
The carrier artifact checks section displays the documents needed to complete Loop's audit check. This check can be personalized to your organization's needs. Examples:
Invoice present
Proof of delivery is present
Load number on shipment record matches invoice
The Supporting Artifacts are grouped by a packet and bundles and are linked to the source that is related to the shipment.
Payable Readiness Status
Hover over the message to learn more about the statuses
PENDING indicates that the audit is not publishable. Waiting for validation of the shipment in the TMS or confirmation that the carrier should be paid.
READY indicates that the audit is publishable. Users can proceed with approving payment amounts on the carrier's payable invoice.
IGNORE indicates that any payable associated with the shipment job should not be paid. Users can archive or ignore the associated carrier payable invoice if there happens to be one.
Billing Summary
On the right side of the page, is the billing summary. The billing status is displayed on top banner. Click on "Payables" and " Receivables" tabs to view the related invoices.
The three-dot button in the top right corner, allows you to create a new AP or AR Invoice.
If the AP Invoice is in "Review Incomplete" status a large "Approve" button will appear. Once you review and confirm the invoice hit approve. The payment will then populate under the AP invoice.
When you click on the AP Invoice -> you will be directed to the Payables page for that shipment.
The three-dot button in the top right corner, allows you to create a new AP or AR Invoice. You can also click on the AR Invoice -> to be redirected to the Receivables page for that shipment.
Click the arrow button on the top right corner to expand the Payables and Receivables tabs. This allows you to view related AP and AR invoices side by side.
Create New Invoice
You can create an invoice from scratch if you need to quickly move an invoice through Loop's system. On the billing summary side panel, click the three-dot button to "Create new AP Invoice" or "Create new AR Invoice."
For an AP Invoice, a pop-up will appear to add a file on the left side panel. On the right-side panel, you can add the invoice information including:
Vendor
Send payment to
Invoice number
Issue and Received dates
Payment due
Currency
The line item section allows you to manually add the specific charges with the amount. You can add more lines by clicking the + sign. Submit "Create" to complete.
The invoice will populate within the Payable tab as a new AP Invoice.
For an AR Invoice, you will be directed to an AR Invoice draft to create. You can manually add line items with the amount. You can also attach supporting artifacts to the AR Invoice. Hit "Finalize" to complete.
