Skip to main content

Rygen Help Center

Carrier Invoices

Corsair can receive carrier invoices in multiple ways:

  • Manually - You create the carrier invoice on the Carrier Invoices page.

  • Email - The carrier emails the carrier invoice to a specific email address that feeds into the Document Queue.

    Note

    Contact us for assistance with this option.

  • API - The carrier sends the carrier invoice via API that feeds into the Document Queue.

    Note

    Contact us for assistance with this option.

  • EDI - The carrier sends the carrier invoice via EDI that feeds into the Document Queue. An advantage with EDI is that the carrier invoice is automatically matched to the related shipment. See EDI invoice auto-matching rules.

    Note

    Contact us for assistance with this option.

See the table below to learn more about carrier invoice statuses:

Carrier invoice status

Description

New

The invoice is not yet assigned to a shipment.

Rate Audit

When the invoice is initially associated with a shipment, the system does a rate audit which compares the carrier's planned rate to it's invoiced rate.

Invoice Discrepancy

The invoice has failed its rate audit.

Note

You must resolve an invoice discrepancy in one of the following ways:

  • Pay the carrier's invoiced rate amount

  • Pay the original planned rate amount

  • Pay a custom rate amount that you

Disputed

If the invoice has Invoice Discrepancy status, you can manually assign the invoice with Disputed status while you're disputing charges with the carrier.

Hold

The system assigns the invoice with Hold status when the invoice meets one or more of the following criteria:

  • The shipment isn't delivered

  • One or more required documents for the carrier hasn't been received

Ready for Billing

The invoice is ready to be picked up on the bill run after passing the financial audit.

Billed

The client has been billed.

Complete

All financial charges are paid.

Void

There are a couple of ways the invoice can be voided:

  • The system voids the invoice automatically if the shipment has been canceled

  • You can manually void the invoice at any time

Corsair also assigns various payment statuses along with the main carrier invoice statuses.

See the table below to learn more about carrier invoice payment statuses:

Carrier invoice payment status

Description

Do Not Pay

The invoice is associated with a non-payable shipment.

Unmatched

The invoice isn't yet matched with a shipment.

Pending Bill Run

The bill run is pending for the invoice.

The invoice has the Ready for Billing carrier invoice status.

Billed to Client

The client has been billed. This payment status is often assigned along with the Awaiting Client Payment payment status.

The invoice has the Billed carrier invoice status.

Awaiting Client Payment

The client has been billed and you're waiting to receive their payment.

The invoice has the Billed carrier invoice status.

Carrier Payment Released

The carrier is ready to be paid.

The invoice has the Billed carrier invoice status.

The Carrier Invoices page displays a list of all carrier invoices. Here you can create and edit carrier invoices, depending on their statuses.

  2. On the Carrier Invoices page, select an invoice number to view a carrier invoice.

    select_carrier_invoice_1.png
Customize your view of the Carrier Invoices page

You can add, remove, and rearrange columns to customize your view of the Carrier Invoices page.

  1. Select Change Result Columns.

    carrier_invoices_columns.png

  2. Select or unselect column names to customize your view.

Note

You can also drag and drop column headings to rearrange the columns.

Search for a carrier invoice

On the Carrier Invoices page, you can search for a specific carrier invoice.

  2. In the default search fields, enter a status, client, carrier, or invoice number.

    search_for_a_carrier_invoice_1.png
Export your carrier invoice search result to a CSV file
  1. export_search_result_1.png
  2. export_search_result_2.png
Create a carrier invoice

In Corsair, a carrier invoice is a payment notification for a shipment from a carrier.

  2. In the top right corner of the page, select Create Carrier Invoice.

    create_carrier_invoice_1.png

  3. On the Create Carrier Invoice page, enter the order information and select Save. See the "Carrier Invoice Field Descriptions" below for more information about the carrier invoice fields.

Carrier Invoice Field Descriptions

Section and Field

Description

Invoice Type

Select an invoice type:

  • Original - The carrier can submit only one original invoice. Select this option when entering the information from the original carrier invoice into Corsair.

  • Correction - Make a correction to the original carrier invoice.

    Note

    You can correct only carrier invoices with New status.

  • Truck Order Not Used - An industry-standard term for a last-minute shipment cancellation by a shipper. A fee must be paid by the shipper.

Invoice Details section

Client

The party that the carrier is serving.

Carrier

The responsible party that transports and delivers the freight.

Invoice Number

The carrier invoice number provided by the carrier.

Pro Number

The Pro number provided by the carrier.

Invoice Date

The date that you create the invoice.

Due Date

The due date for the invoice (typically 30 days after the invoice date).

Charges section

Linehaul

The carrier's fee for the physical transportation of goods from one location to another location. One of the carrier's basic fees for shipping freight.

Fuel

The carrier's fee for the cost of fuel to transport the freight. One of the carrier's basic fees for shipping freight.

Documents section

Attach relevant documents, such as the original carrier invoice received from the carrier.

Match Invoice to Shipment section

Enter one of the following numbers to search for a shipment to match the invoice:

  • Shipping ID

  • Pro number

  • BOL number

Void a carrier invoice

Note

You can void carrier invoices only with one of the following statuses:

  • New

  • Rate Audit

  • Invoice Discrepancy

  • Disputed

  2. Use either of the following methods to void a carrier invoice:

    • To void one carrier invoice:

      In the Invoice Number column, select an invoice number.

      carrier_invoice_void_1.png

      In the top right corner of the Carrier Invoice page, select Void.

      carrier_invoice_void_2.png

    • To void multiple carrier invoices in bulk:

      Select the check boxes next to the carrier invoices.

      carrier_invoice_void_3.png

      Then, do one of the following:

      • In the top right corner of the page, select Void.

        carrier_invoice_void_4.png

      • Right-select anywhere in the row and select Void.

        carrier_invoice_void_5.png

Note

To remove a carrier invoice's Void status, repeat the steps above and select Remove Void.

Dispute a carrier invoice discrepancy

If there's a financial discrepancy that must be worked out with the carrier, you can mark the invoice as disputed.

Note

You can mark carrier invoices as disputed only with the Invoice Discrepancy status.

  2. Use either of the following methods to mark a carrier invoice discrepancy as disputed:

    • To mark one carrier invoice discrepancy as disputed:

      In the Invoice Number column, select an invoice number.

      dispute_carrier_invoice_discrepancy_1.png

      In the top right corner of the Carrier Invoice page, select Mark Disputed.

      dispute_carrier_invoice_discrepancy_2.png

    • To mark multiple carrier invoice discrepancies as disputed in bulk:

      Select the check boxes next to the carrier invoices.

      dispute_carrier_invoice_discrepancy_3.png

      In the top right corner of the page, select Mark Disputed.

      dispute_carrier_invoice_discrepancy_4.png

      Or, right-select anywhere in the row and select Mark Disputed.

      dispute_carrier_invoice_discrepancy_5.png

Note

To change the carrier invoice status from Disputed back to Invoice Discrepancy, repeat the steps above and select Move back to Invoice Discrepancy.

Apply a payment to a carrier invoice

Note

You can apply payments to carrier invoices only with the Billed financial status.

  2. Use either of the following methods to mark a carrier invoice discrepancy as disputed:

    • To apply a payment to one carrier invoice:

      In the Invoice Number column, select an invoice number.

      carrier_invoice_apply_payment_1.png

      In the top right corner of the Carrier Invoice page, select Apply Payment.

      carrier_invoice_apply_payment_2.png

      In the Apply Payment dialog box, select Save.

      carrier_invoice_apply_payment_3.png

    • To apply payments to multiple carrier invoices:

      Select the check boxes next to the carrier invoices.

      carrier_invoice_apply_payment_4.png

      In the top right corner of the page, select Apply Payment.

      carrier_invoice_apply_payment_5.png

      Or, right-select anywhere in the row and select Apply Payment.

      carrier_invoice_apply_payment_6.png

      In the Apply Payment dialog box, select Save.

      carrier_invoice_apply_payment_3.png
Manage tags in carrier invoices

You can create tags and assign them to carrier invoices that you want to group together. Using tags can help you with searching as well as analyzing to extract business insights.

  2. On the Carrier Invoices page, select an invoice number to view it.

  3. In the top left corner of the page, select Add Tag.

    carrier_invoice_tag_1.png

  4. Select a tag name from the drop-down list. You can add multiple tags to a carrier invoice.

    Note

    To add a new tag name to the drop-down list, enter the new name in the empty text field.

Additionally, you can add one or more tags as a batch action to all carrier invoices.

  1. In the list of carrier invoices, select the top-level checkbox to select all the carrier invoices. The Add Tags option displays on the right side of the page.

    carrier_invoice_batch_tags.png

  2. Select Add Tags. The Edit Tags dialog box displays.

  3. Select a tag name from the drop-down list. You can add multiple tags to a carrier invoice.

    Note

    To add a new tag name to the drop-down list, enter the new name in the empty text field.

  4. Select Save Tags.

EDI invoice auto-matching rules

When Corsair receives an invoice via EDI, it attempts to auto-match the invoice with a shipment.

Corsair uses the following criteria to match invoices to shipments:

Property

Matching criteria

Client

The client that owns the shipment must match the client name on the carrier invoice.

Carrier

The carrier of the shipment must match the carrier name on the carrier invoice.

PRO Number

The PRO Number on the carrier invoice is compared to the shipment's PRO Number using the following criteria:

  • Only alphanumeric characters are considered.

  • Since some carriers include a check-digit on the invoice, Corsair evaluates the full PRO Number and the PRO Number with the last alphanumeric character removed against the shipment PRO Number.

  • If the carrier invoice doesn't contain a PRO Number, the invoice number is evaluated against the shipment PRO Number using the same criteria above.

Pickup Date

The pickup date specified in the invoicedShipment property of the carrier invoice is compared to the shipment's Pickup Departure Date.

EDI invoice auto-matching tie-breaker

If multiple shipments meet the auto-matching criteria and are matched to the same invoice, Corsair attempts to find the best match using the following criteria:

Property

Matching criteria

PRO Number

The shipment is auto-matched if only one shipment PRO Number matches the carrier invoice PRO Number (according to the alphanumeric and check-digit rules).

Pickup Date

The shipment is auto-matched if only one shipment pickup date is the same day as the carrier invoice pickup date.

Note

If the tie-breaker criteria isn't met, then no shipments are auto-matched to the invoice.

In this section: