Understand Invoice Statement Document (ISD) for Freight Audit

Pre-invoice (carrier's) data file - an electronic file, containing shipments and costs, submitted by a carrier (e.g. in csv, xls, xml, txt format) as input for a freight audit process.

Invoice Statement Document (hereinafter referred to as “ISD”) – pre-invoice data file from carrier converted in Freight Rate Exchange Database (hereinafter referred to as “FRED”) system format or created internally by Transporeon Freight Audit (hereinafter referred to as “TP FA”) based on shipment/final invoice data which contains shipment data plus costs and charges requested by carrier for a particular shipment.

Each ISD has 4 tabs:

1. Overview - here you can find information about which carrier the ISD belongs to, invoice statement file details (file name, reference invoice number & amount, reception date transport period etc.), total cost description and currency, data status (valid or not valid), match status (matched or not matched), ISD status (in process, wait for invoice, invoice received, closed), approve status (not approved, approved, closed) and other information.

2. Invoice statement items contains all shipments provided in pre-invoice data file. In order to check separate shipment details – click on the number of invoice statement item #. In the open table, you can see all the available information for the particular shipment. Also, shipments can be split per defined search parameters: data status, match status, Electronic Transport Order File (hereinafter referred to as “ETOF”) mapping status, mapped to ETOF On hold, issue status.

3. On the Extra cost, you can find extra cost shipment(s) details (if applicable).

4. On the Invoice info allows to check the information about the invoice, related to this ISD: whether it was received and approved by TP FA or not and also information about Invoice Statement Document Result (hereinafter referred to as “ISDR”).

Find the required ISD in FRED

Search ISD - allows users to search for ISD in the FRED, based on ISD #, some dates, statuses, etc. Each ISD has its own unique number which always has the following structure. Letters ISD – defines the document. Then goes the year, month, and a day – this is the date when the document has been created on the FRED. Then we have 5 numeric digits, which are the serial number of the document on this date.

Respective ISD can be found by the main reference number of the shipment. Please log into FRED, navigate to the Invoices located in the menu bar and follow Search ISD in the dropdown list. Search for the required invoice statement document using the fields: ISD#, ISD comment, invoice#, reference invoice number, FID# (final invoice document - internal FRED identification of invoice), carrier etc. (can be selected separately). Please mind adjusting the ISD # field with the required period (e.g by leaving ISD2023 if you are looking for the ISD created in 2023 or ISD202301 if you are looking for the ISD created in January 2023).

Most useful filters during the ISD search

In order to filter out ISDs that is in processing, you need to select the boxes:

• ISD status In process

• approve status Not approved

In order to find ISDs for which an ISDR has already been created but an invoice has not yet been received, select the boxes:

• ISD status Wait for invoice

• approve status Approved

The same filters are used to find ISDs for which an invoice has been received but has not yet been approved.

To find ISDs for which an invoice has already been approved, select the boxes:

• ISD status Invoice received

• approve status Approved

After the necessary filters are selected - click Search. In order to review ISD, click on its number, it is a hyperlink.