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Autopilot: Payable discrepancy rules

In certain circumstances, you may prefer to give extra scrutiny to shipment costs that are unusually high. Using payable discrepancy rules in Autopilot, which is available to users on your tenant with Admin-level permissions and above, Turvo provides the ability to set a threshold amount that, when exceeded, will prompt you to review these costs.

If a cost exceeds the threshold set in a payable discrepancy rule, Turvo prompts a review of the cost and then adds the #PayableDiscrepancy tag to flag the shipment if the cost is accepted.

Note: The ability to add payable discrepancy rules is enabled at the tenant level and is not included in Autopilot by default. Reach out to your Turvo representative about having it enabled.

The article below provides information and steps for:

Important note: Payable discrepancy rules only apply to carrier costs, and the payable discrepancy tag will only be visible to the tenant that has the rule enabled.

Autopilot rule creation logic

Autopilot uses When/If/And/Then statements to dictate the action that will take place. Try thinking of the scenario you need to create rules for by putting the criteria in sentence form.

  • When: The scenario that the rule is being created to address.
    • Most When statements create exception rules, but others create accessorial acceptance/rejection rules or payable discrepancy rules.

When [X] occurs…

  • If: The main criteria that must be true during the scenario that defines the rule.
    • In some scenarios, you will be able to use a drop-down to choose which If statement is needed for the rule. In others, a particular If (Required) field will appear that must be configured.
    • The If statement usually comes with additional fields, such as text fields, drop-downs, and Is/Is Not toggles where you will define the statement.

When [X] occurs, if [Y] is true…

  • And: Additional criteria that narrow the circumstances defining the rule.
    • Most scenarios allow for multiple And statements to be added on using the +Add Criteria button.
    • In some scenarios, an And (Required) field will be added automatically.

When [X] occurs, if [Y] and [Z] are true…

  • Then: The action taken by Turvo based on the criteria in the previous statements. This appears within the Action section of the modal, and is not explicitly marked as “Then” within the user interface.
    • In some scenarios, the Action section will have a drop-down that allows you to change the action taken by Turvo.

When [X] occurs, if [Y] and [Z] are true, then take Action [A].

Protip: Check out our video, Automate workflows with Autopilot rules to see the logic behind setting up rules for your tenant in action. Autopilot also provides you with the ability to configure Automatic exception rules and Automatic accessorial acceptance/rejection rules.

How to create a payable discrepancy rule

Step 1:

To create a payable discrepancy rule, navigate to the Admin console by clicking on your profile icon in the top right corner of your dashboard and select Admin console from the drop-down menu.

Step 2:

Click the Rules card.

Step 3:

On the Rules page, click the Shipment header in the column to the left. Then, click the Autopilot section header to expand.

Step 4:

Click + Create rule to open the Create shipment rule modal. Use the When drop-down to select A payable threshold is breached.

This will update the modal with the required fields for the payable discrepancy rule.

Final Step:

Enter a name for the rule in the Rule name field. The initial If statement for A payable threshold is breached will always be Shipment costs exceed. Enter an amount in the field provided. This will be automatically configured to the currency used by your tenant.

There are two required And statements that appear in payable discrepancy rules, Primary rate and Charge type.

Primary rate indicates whether the primary method of rating the shipment should be a factor in the rule. Use the drop-down to select whether the primary method of rating the shipment is Contract, if the shipment is using a contracted rate, or Non-Contract, meaning that the shipment is not rated under a pre-existing contract with a carrier.

Charge type indicates the type of charge that the threshold is being set for. Use the drop-down to select from the following options:

  • Accessorial: Any accessorial cost(s) added on to the shipment. These are listed in Turvo with “Accessorial -” at the beginning.
  • Base: The base cost(s) added to the shipment. These are listed in Turvo with “Freight -” at the beginning.
  • Other: Any costs that fall in the “Other” category, typically fees, surcharges, and taxes. These are listed in Turvo with “Other -” at the beginning.

Click the +Add criteria button to create additional And statements, which will narrow down the rule further.

For payable discrepancy rules, the only additional criteria that can be added is Group. Use the Is/Is Not toggle to include or exclude groups that the rule does or does not apply to.

The Actions section will default to Create system tag: #payableDiscrepancy. Once all required fields have been input, the SAVE button will change from grey to blue. Click SAVE to implement the rule.

Updating existing rules

To make any changes to your existing rules, hover over the rule and click on the 3 dots icon to the far right. This will give you the options to edit, disable/enable, copy, or delete your rule.

Note: The list of rules will feature all rules configured in Autopilot, whether they are for exceptions, accessorial acceptance/rejection, or payable discrepancies. Refer to the Actions column to understand more about what the rule is for at a glance.

Editing rules

Click Edit from the drop-down menu to bring up the Edit rule modal and make any changes you need to the rule. Make sure to click SAVE to save your changes!

Disabling and Enabling rules

Disabling a rule will stop it from triggering until it is enabled again. This option is good for those rules that need to be paused, but not removed from the list. You can see whether a rule is Disabled or Enabled in the Status column of the Rules list view.

Copying rules

Select Copy to copy an existing rule’s information into a new rule.

Protip: The copied rule won’t indicate it’s a copy anywhere in the name, so be sure to change the new rule name to something unique!

Deleting rules

To completely remove a rule from your tenant, select Delete from the drop-down menu.

When Delete is selected, you’ll receive a prompt asking if you’re sure you’d like to delete the rule. To continue with deleting, select YES or select NO to keep the rule in place.

Note: Once a rule has been deleted, you can’t recover it from the system.

Finding and reviewing shipments with payable discrepancies

You can quickly find shipments with payable discrepancies by utilizing filters. Navigate to Shipments using the left navigation bar and then click My filters or the Filters icon to select or create a filter showing shipments with the #PayableDiscrepancy tag. Click APPLY to apply the filter.

Note: See our article, Using filters to quickly find information, to learn more about utilizing filters in Turvo.

Protip: Like any tag, you can utilize the Rules tab of your user profile to create notification rules for the #PayableDiscrepancy tag. This can be useful if you are an approver who needs to be alerted of new accessorial requests in a timely manner. Check out our article on How to manage and configure notification rules to learn more.

If viewing shipments in list view, shipments with the #PayableDiscrepancy tag will display the flagged costs in red font in the Costs column.

Note: If two amounts are shown in the Costs column, one black and one red, the first is the Customer cost and the second is the Carrier cost, which contains the discrepancy. Your margin on the shipment is shown in the secondary text below.

To view costs that have payable discrepancies, open the shipment that needs to be reviewed and navigate to the shipment’s Details tab. Then, navigate to the Carriers block of the shipment and click to open the Costs segment. The total shown in the Amount field for those costs will also be displayed in red font.

How payable discrepancies are triggered

The actions that trigger the payable discrepancy and the actions needed to resolve them depend on the Charge type indicated in the rule and how the cost was added. The section below details the different methods of triggering the payable discrepancy rule.

Important Note: The details below are from the perspective of the broker or shipper who has the payable discrepancy rule enabled for their tenant. Carriers adding costs to the shipment will not see any difference in their workflow.

Adding costs during shipment assignment

If you are adding a cost from the shipment’s Carriers tab while assigning a carrier, the Save costs? modal will pop up after entering a base, accessorial, or other cost that exceeds the rule and clicking ASSIGN CARRIER.

The modal displays all costs added to the shipment that exceed a rule. Review the cost(s) shown and click SAVE to accept and complete the assignment. If you need to make changes, click DON’T SAVE to close the modal and return to the Carriers tab to update the cost information.

Note: Clicking SAVE on the modal will accept all costs. They cannot be accepted individually.

Once the cost is saved and accepted, the #PayableDiscrepancy tag is added to the shipment and the cost’s amount will appear in red font.

Adding or editing costs in the Details tab

If a base, accessorial, or other cost is added or edited within the shipment’s Details tab and the amount exceeds the payable discrepancy rule, the Accept cost? modal will pop-up when SAVE is clicked at the bottom of the carrier’s Costs section.

The modal will reflect all new or updated costs that exceed the rule. Any costs that exceeded the rule but have already been accepted will not appear in the modal.

Click SAVE in the modal to accept the change and update the shipment or click DON’T SAVE to close the modal without updating the shipment.

If this is the first time that a cost that exceeds the payable discrepancy rule is added to the shipment, the #PayableDiscrepancy tag will be added to the shipment and the cost’s amount will appear in red font. If an existing cost on the shipment exceeded the payable discrepancy rule and was accepted, the #PayableDiscrepancy tag will already be on the shipment. The amounts for the new cost will appear in red font as well.

Base or Other costs added by the carrier

If the carrier for your shipment adds a cost that falls under the Base or Other categories chosen in the rule’s Charge Type, a #PayableDiscrepancy tag is immediately added to the shipment and the cost’s amount will appear in red font.

Accessorial costs requested by the carrier

Accessorials are usually costs added to the shipment by the carrier during the Ship phase. By default, accessorials added by the carrier follow a process for review and approval by the broker/shipper. The approval or rejection of accesorials that exceed payable discrepancy rules is built into that process. Check out our article, Requesting and approving carrier accessorials, to learn more about this process.

Note: From the requesting carrier’s perspective, payable discrepancy rules have no effect on the accessorial request process.

Shipments with an accessorial request will have the #ChargeRequest tag added to them and the request will appear in the carrier’s Costs section in the shipment’s Details tab. Click ACCEPT to open the Accept Cost? modal.

The modal is the same as it would be when accepting an accessorial request that does not exceed a payable discrepancy rule, except for the warning at the top notes that the cost breaches a payable discrepancy rule.

Upon clicking ACCEPT, in addition to adding the accessorial to the shipment and removing the #ChargeRequest tag, the #PayableDiscrepancy tag is added to shipment and the cost’s amount will appear in red font.

Protip: Accessorial approval and rejection can be handled automatically using Autopilot’s Automatic accessorial acceptance/rejection rules.

Resolving payable discrepancies

Unlike other rules made in Autopilot, payable discrepancy rules do not create exceptions, nor do payable discrepancies appear in Workbench. Turvo also does not require the resolution of payable discrepancies.

In most cases, resolving a payable discrepancy is as simple as editing the cost in the shipment’s Details tab. Find the cost(s) with the total shown in red font in the Amount column, and update the Price or Quantity field to bring the total to an amount less than the threshold set in the payable discrepancy rule.

Click SAVE at the bottom of the Costs section, then refresh the browser window or use the refresh icon in the breadcrumb bar.

Once refreshed, if no costs remain on the shipment that exceed a payable discrepancy rule, the total in the Amount column will revert to black font and #PayableDiscrepancy tag will be removed from the shipment.

Resolving payable discrepancies on accepted accessorial requests

All accessorials requested by the carrier become read-only and cannot be modified upon approval by the shipper/broker. Therefore, any payable discrepancy for a cost on an accepted accessorial request cannot be resolved. The #PayableDiscrepancy tag will remain on the shipment.

Note: Accessorials that do not require approval, rejected accessorial requests, and accessorial requests that are still pending approval are not locked to read-only status.

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