Solution Overview
TMW-Synergize™ Billing for TMWSuite® improves staff productivity, reduces costs and enhances customer service by automating labor-intensive portions of the billing cycle and allowing all documents and correspondence related to a billing transaction to be maintained in a single, secure location. Workflow ensures that these documents are processed in a timely manner consistent with corporate best practices.
TMW-Synergize™ Billing for TMWSuite® provides Document Capture and Indexing, Direct Access to Documents, Billing Automation ("Print Rendition"), Data Synchronization and Process Management (Workflow).
Document Capture and Indexing
Whether documents are captured by email, fax, terminal scanning, centralized and/or remote scanning sources, all captured images not otherwise processed automatically are delivered to the workflow queue, [INBOX], for manual indexing. All documents added to TMW-Synergize™ are immediately available to TMWSuite® and the eStat® web portal without any manual intermediary steps.
The [INBOX] workflow queue;
a. presents the oldest document in the workflow queue to the indexer
b. prompts the indexer to identify the Document Type and OrdID
c. confirms the validity of the OrdID against TMWSuite®
d. retrieves from the TMWSuite® database the BillTo, Consignee, PickupDriverID, ShipDate, Shipper, TractorID
e. updates TMWSuite® that a required document has been received
f. advances the document to the appropriate workflow queue
g. retrieves the next document for indexing
Direct Access to Documents
Documents are easily retrieved directly through TMWSuite®, greatly reducing the time required to access files. In addition to TMWSuite® modules such as Order Entry, Visual Dispatch and Billing Desk, TMW-Synergize™ makes documents available to the eStat® web portal, enabling authorized customers to retrieve specific documents directly online.
For example, when reviewing a transaction in the TMWSuite® Order Entry module, related load documents may be accessed by;
a. right-clicking the Order Number
b. selecting View Related Documents from the context menu
c. selecting the desired document from the Image View Selection menu
Billing Automation (“Print Rendition”)
With supporting documents stored in TMW-Synergize™ the client can be easily billed with all of the supporting documentation they require to confirm and pay the invoice. Client preferences are stored and configured as part of their TMWSuite® Customer Profile, detailing what supporting document types are required by the client, as well as their preferred delivery method, including e-mail (multiple addresses supported), fax (via SMTP-capable fax server), or traditional print.
When an invoice batch is printed by the TMWSuite® Billing Desk, TMW-Synergize™ Print Rendition;
a. identifies the OrdID for each invoice in the batch
b. stores a copy of each Invoice in TMW-Synergize™
c. checks the client’s billing requirements (e.g. "E-mail the POD with the Invoice")
d. collates any required documents together with the Invoice into a single billing package
e. sends the billing package by e-mail, fax or print per customer preferences
Data Synchronization
TMW-Synergize™ Billing for TMWSuite® provides instant load data synchronization. By utilizing the Order Number as the unifying value between systems, the solution automatically updates the information in the TMWSuite® Database upon any changes to the load data.
Process Management (Workflow)
Typically, the faster you bill, the faster you'll get paid. Accounts receivables documents must be processed in a timely and efficient manner to ensure customers are billed promptly with minimum DSO. An automated receivables process overcomes multi-terminal complexities, physical staffing locations, quick receiving of documents and guarantees a same day billing process.
TMW-Synergize™ uses document-based workflow scenarios to route each document type according to its business logic and automate the validation of data, activation of exception alerts, and forwarding of documents to the appropriate personnel. As there is no physical document to transfer, participation in a workflow scenario is determined by skill-set, not geography. This model is very similar to a paper-based system of in- and out-baskets so the learning curve is short.
The TMW-Synergize™ Workflow Designer graphical user interface (“GUI”) enables business administrators to easily design, modify and deploy workflow scenarios. The design tool allows complex procedures to be quickly mapped and business process rules implemented, including for example; to whom a document will be routed, the maximum amount of time a document may spend in each stage of the workflow scenario and any information that users must provide in order to advance a document.
Recognizing that each company has its own best practice, the workflow scenario provided with TMW-Synergize™ Billing for TMWSuite® (pictured above) is unlocked and available for modification at client discretion. Each modification to the workflow scenario may be saved and activated under a new revision number, ensuring that any changes are easily rolled back if necessary.
As documents move through the workflow scenario each transition and interaction with that document is tracked and logged automatically. This detailed audit log provides objective metrics with which to evaluate individual productivity or overall function of business processes.
Solution Details
TMW-Synergize™ Billing for TMWSuite® is provided as a turn-key solution with a defined scope and configuration. Additional user licenses may be incrementally acquired, as well as any customization or other professional services.
Features
• Automatic notification on receipt of supporting documents
• Billing automation (“Print Rendition”)
• Configurable workflow scenarios for billing and other load documents
• Direct access to documents from within TMW Systems' eStat® Web Portal
• Direct access to documents from within TMW Systems' TMWSuite®
• Indexing data validation and retrieval
Prerequisites
• TMW-Synergize™ Imaging
• TMW-Synergize™ Workflow
• TMWSuite® 2009 or more current
Improve your accounts receivable process with TMW-Synergize. Achieve higher customer service, implement automatic document distribution, and optimize your cash management.
For more information on our Synergize integration with TMW Systems, contact us at 905.881.6071 ext 244 or marketing@microdea.com
TMWSuite® is a registered trademark of TMW Systems