ITS LOGISTICS — ENTERPRISE ACCOUNTING & FINANCIAL TRANSACTION SYSTEM

Drayage Container Lifecycle: Order-to-Cash & Procure-to-Pay Swim Lane Process Flow
Document: PRD-ITS-FIN-2022-001
Author: Jessica Liu, Senior Product Manager
Version: 7.0 | Status: Final
DRAYAGE TMS Operations, Dispatch & Floor Personnel CUSTOMER CRM Shipper Data VENDOR / CARRIER CRM Trucker Data RATE CARD SYSTEM Pricing & Tariffs ACCOUNTING PROCESSOR AP & AR Clerk ACCOUNTING MANAGER Exception Approvals REMITTANCE / REPORTING Payment & Analytics Container Manifest Received from Port Container#, BOL#, Vessel, Terminal Review Container Details & Assign Priority API CALL Auto-Pull Customer Profile & Terms CustID, Net Terms, Credit Limit Pull Carrier Profile & Rate Confirmation SCAC, MC#, ContractID, Ins. Carrier Bad History? NO Carrier Dispatched to Port YES Manual Review: Flagged Carrier Review history, insurance, disputes Approve? YES Approved w/ Risk Note Dispatch with monitoring NO Reject & Reassign Select new carrier Monitor Container Pickup Status Last Free Day, ETA, Status Pickup Window? ON TIME Container Picked Up Delivery Confirmed AT RISK ALERT: Demurrage / Detention Risk Window Missed? NO YES Penalty Charge Auto-Logged D&D fee per tariff schedule D&D line item → AR Invoice Carrier Submits Invoice / Bill Charges, BOL ref, SCAC API CALL Look Up Contracted Rates & Tariff Schedule Base rate, fuel, accessorials, chassis NIGHTLY SYNC AP: Validate Carrier Invoice vs Rate Card Match: charges vs rate conf Variance Detected? NO YES Discrepancy Query Posted In-System BOL#, line items, variance amt IN-SYSTEM Floor Reviews & Responds In-System BOL, weight tickets, accessorials Floor Confirms? YES NO AR: Generate Customer Invoice Rate + accessorials + D&D + PO ref Invoice > $5,000? YES NO Auto-Approved Stamp & queue AP Payment Amount Check Threshold: $10,000 > $10K? YES Manager Approves NO Auto-Queued Next batch AP Manager: Dispute Resolution Review floor denial & docs Approve? YES NO AR Manager Review Verify high-value invoice accuracy & authorize APPROVED AP: Pay Carrier via Remittance ACH / Wire / Check — Overnight Batch (2:00 AM) END Dispute Sent Back to Carrier Carrier re-invoices or absorbs END AR: Send Invoice to Shipper Email + Customer Portal — Real-time Daily Reconciliation Match AR Invoices Against AP Payments Calculate margin per load All Items Matched? NO Exception Report Unmatched/disputed items → Manager review queue Rework YES Reconciled Margin confirmed AR Aging Monitor Track Customer Payment Status Flag: 30/60/90 day overdue Overdue > 30 days? YES Collections Notice Auto-escalate to Manager Credit hold if >90 days Log to aging report NO Payment On Track END Daily Reports Transaction summary Margin by load (6:00 AM) Monthly Reports P&L by customer/carrier AR/AP aging analysis Penalty Reports D&D charges incurred Carrier performance END LEGEND Process / Activity Decision / Business Rule Sequential Flow Cross-lane / Return Path API CALL System Integration Sync END Process Complete (terminal) THRESHOLD RULES AR Invoice > $5,000 → Manager approval required AP Payment > $10,000 → Manager approval required AR Aging > 90 days → Credit hold, collections escalation Rate Variance > 2% → Floor validation required PHASE 1: CONTAINER ARRIVAL & DISPATCH PHASE 2: PICKUP MONITORING & PENALTIES PHASE 3: RATE VALIDATION & INVOICING PHASE 4: APPROVALS PHASE 5: PAYMENT PHASE 6: RECONCILIATION & REPORTING

METADATA EXCHANGED

DART (Operations): Container#, BOL#, Vessel Name, Port Terminal, Free Time Expiry, Commodity Type, Weight, Dispatch Priority, Floor Response to Discrepancy Queries (real-time webhook)
Customer CRM: CustomerID, Company Name, Billing Address, Payment Terms (Net 30/60), Credit Limit, PO Reference (real-time API)
Vendor/Carrier CRM: Carrier SCAC Code, MC#, DOT#, Contract ID, Insurance Expiry, Performance Score, History Flag (real-time API)
Rate Card System: Service Type, Base Rate, Fuel Surcharge %, Accessorial Schedule, Chassis Rental Rate, D&D Tariff (nightly batch sync)
Remittance System: Payment Method (ACH/Wire/Check), Bank Routing, Invoice Reference, Amount, Due Date (overnight batch — 2:00 AM)
Reporting System: All transaction data aggregated — daily reports at 6:00 AM; monthly P&L and aging on 1st business day
In-System Discrepancy Queries: BOL#, line item detail, variance amount, supporting docs — real-time in-system notification & response

KEY BUSINESS RULES

Carrier Bad History: If carrier has history of disputes, insurance lapses, or service failures, system auto-flags for manual processing by Accounting Manager before dispatch
Demurrage: Charged when container sits at port past free time (typically 3–5 free days); $150–$350/day escalating schedule
Detention: Charged when carrier holds container past return window; billed by steamship line, passed through to shipper
Rate Variance Tolerance: Auto-approve if carrier invoice within 2% of rate confirmation; flag for floor review if >2%
Floor Response SLA: Discrepancy queries posted in-system; floor personnel respond with supporting documentation within 4 business hours
Invoice Dispute Window: 30–60 days from carrier invoice date; after window closes, disputes not accepted
Margin Calculation: AR Invoice Amount − AP Carrier Cost − Accessorial Pass-throughs = Gross Margin per Load