ALL TRIMAC PAYMENT JOURNALS MUST HAVE AN EXCEL SHEET ATTACHED.   CHANGES TO INVOICES, ETC MUST BE DOCUMENTED IN DETAIL.  IF THERE IS ONLY ONE INVOICE ON THE REMITTANCE OR THERE ARE NO CHANGES TO THE DATA PROVIDED ON THE REMITTANCE, ATTACH THE AR 03 (COMPLETED) YOU ALREADY HAVE THIS FILE


ALL JOURNALS MUST BE PROCESSED WITHIN 48 HOURS (THIS EXCLUDES THE TIME IT TAKES A COLLECTOR TO REVIEW AND RESPOND)


RULE #1 - DO NOT GUESS.  DO YOUR RESEARCH, IF IN DOUBT ALWAYS ASK


  • Can I apply a payment to an invoice with a credit balance in Dynamics:  You can't apply a payment "credit" (customer paying money) to a negative balance invoice (even if it is open) as this will increase the credit on the customer account.  You need to create an OA if you checked that it is indeed an overpayment/duplicate payment - If you are not certain add "collector" to the journal.  Do not guess


  • Multiple invoices open - different customer accounts:  If you have an invoice that has an exception that starts with a 7 (last digit alpha value), you have to look for open and closed transactions "general journal".  Once you pull the open and closed transactions, take a screenshot (that displays the customer number, invoice number, amount, balance in transaction currency etc (as per the image below), document the findings and add "collector" to the journal.  Do not guess



  • I have a payment for an invoice but the invoice is not available: If the invoice starts with the number 7 and ends with an Alpha, look for Open and Closed invoices in Global Transactions using the "contain" filter  "WITHOUT THE LETTER AT THE END OF THE INVOICE" Once you see the complete history available you will be able to determine if the invoice is "unident or not in Dynamics", paid twice, offset, written off etc.   THE HISTORY IS IMPORTANT FOR YOU TO ANALYZE THE SCENARIO.





  • I got a payment for an invoice - the invoice is in Dynamics but has a 0.00 balance - Duplicate Payment:  Run a Global transactions report (open and closed) transactions.   If you see a previously applied payment "look under the description" and you will see the original payment application.
  1. Go to the original journal posted (the previous one that closed the invoice and check the remittance.  Confirm that the payment was applied "correctly"
  2. If the payment was applied correctly, then the new payment can be marked as PD2X- 
  3. Document the research and create the OA for PD2X



  • I got a payment for an invoice - the invoice is in Dynamics but has a 0.00 balance - Offset/write-off: Run a Global transactions report (Open and Closed) transactions.  If you find the invoice and the invoice has a $0.00 balance but there is no visible payment applied by ICG, you need to:


  1. Check the settlement:  select the invoice that has the $0.00 balance that the customer is paying


2. review the information.  In this example, the A invoice was Offset with the C invoice.  It seems in this instance that the re-bill was done under a different customer invoice "D" " This means that Trimac probably made a mistake billing the wrong customer.  Trimac has many customers with multiple customer account numbers


3. Document the analysis and findings.  CREATE THE OA AS "OFFSET" - NO COLLECTOR REVIEW IS NECESSARY IF THERE IS 100% CERTAINTY





  • I got a payment for an invoice that starts with "7", the invoice being paid (alpha listed on remittance)is closed, but there is another invoice FOR THE SAME CUSTOMER FOR THE SAME AMOUNT, DIFFERENT ALPHA AT THE END: Run a Global Transactions report, search for the invoice without the Alpha at the end, validate that there is only ONE invoice open.  If the invoice is for the same amount, same customer, only invoice open and same invoice number (except) alpha value, APPLY THE PAYMENT TO THE OPEN INVOICE.  There is no need to send it for collectors' review.  DOCUMENT THE CHANGE ON THE EXCEL FILE AND SHOW THE ANALYSIS. YOU ARE ALREADY SEARCHING AND LOOKING, INCLUDE SCREENSHOTS, AND SHOW YOUR WORK.  THIS APPLIES TO ALL SCENARIOS


  • I got a payment for an invoice that starts with "7", the invoice being paid (alpha listed on remittance)is closed, but there is another invoice (S) FOR THE SAME CUSTOMER FOR A DIFFERENT AMOUNT, DIFFERENT ALPHA AT THE END: Run a Global Transactions report, search for the invoice without the Alpha at the end.  If the invoice is for a different amount, the same customer, DOCUMENT THE FINDINGS AND ASK THE COLLECTOR.  DO NOT GUESS.  DOCUMENT THE CHANGE ON THE EXCEL FILE AND SHOW THE ANALYSIS. YOU ARE ALREADY SEARCHING AND LOOKING, INCLUDE SCREENSHOTS, AND SHOW YOUR WORK.  THIS APPLIES TO ALL SCENARIOS



  • I got a payment for an invoice that starts with "7", the invoice being paid (alpha listed on remittance)is closed, but there is another invoice (S) FOR A DIFFERENT CUSTOMER FOR THE SAME AMOUNT, DIFFERENT ALPHA AT THE END: Run a Global Transactions report, search for the invoice without the Alpha at the end.  If the invoice is for a different customer, the same amount, DOCUMENT THE FINDINGS AND ASK THE COLLECTOR.  DO NOT GUESS.  DOCUMENT THE CHANGE ON THE EXCEL FILE AND SHOW THE ANALYSIS. YOU ARE ALREADY SEARCHING AND LOOKING, INCLUDE SCREENSHOTS, AND SHOW YOUR WORK.  THIS APPLIES TO ALL SCENARIOS


  • I got a payment for an invoice (any invoice type) but the invoice is not in Dynamics: Run a Global Transactions report for all entities (some customers have invoices de TRUS en TRCA, etc). validate that the invoice is NOT in dynamics open or closed.  If the invoice starts with :


TMW INVOICES 

A###-#######.   ALPHA +3 NUMBER AND 7 NUMBERS:  search TMW (work orders/invoices).  


Search for "all" - TMW needs a DASH A###-  please include the dash.  if you do not have any matches, then remove the number and click "Search all".    this will allow you to view all open and closed TMW invoices.  you need to search using the "contains" filter for each column.  You can search by amount, the last 7 digits of the invoice in the invoice or order fields.  IF YOU NEED DETAILED INSTRUCTIONS, PLEASE USE THE HOW DO I SEARCH IN TMW INSTRUCTIONS


  1. If you find the invoice and the status is "open" this means that the invoice is not yet in Dynamics.  This needs to be entered as a UNIDENT invoice.  Create the OA, there is no need to contact the collector.  DOCUMENT THE FINDINGS ON THE EXCEL FILE AND SHOW THE ANALYSIS. YOU ARE ALREADY SEARCHING AND LOOKING, INCLUDE SCREENSHOTS, AND SHOW YOUR WORK.  THIS APPLIES TO ALL SCENARIOS
  2. If you can't find the invoice, in TMW, DOCUMENT THE FINDINGS AND ASK THE COLLECTOR.  DO NOT GUESS.  SHOW THE ANALYSIS. YOU ARE ALREADY SEARCHING AND LOOKING, INCLUDE SCREENSHOTS, AND SHOW YOUR WORK.  THIS APPLIES TO ALL SCENARIOS



SYNERGIZE INVOICES

7#######A.  7+ 7 NUMBERS + ALPHA


Run a Global Transactions report for all entities (some customers have invoices de TRUS en TRCA, etc). validate that the invoice is NOT in dynamics open or closed.  


  1. If the invoice is in Synergize but but nit in Dynamics, it is UNIDENT.  Create OA. Do not ask the collector
  2. if the invoice is not in Synergize - DOCUMENT THE FINDINGS AND ASK THE COLLECTOR.  DO NOT GUESS.  SHOW THE ANALYSIS. YOU ARE ALREADY SEARCHING AND LOOKING, INCLUDE SCREENSHOTS, AND SHOW YOUR WORK.  THIS APPLIES TO ALL SCENARIOS



GENERAL TIPS:


CAN'T FIND INVOICES WITH THE REFERENCE NUMBERS ON THE REMITTANCE

  • WHEN SEARCHING DYNAMICS IF YOU CAN'T FIND AN INVOICE LOOK AT ANY REFERENCE NUMBERS ON THE REMITTANCE, RUN A GLOBAL TRANSACTION REPORT FOR THE CUSTOMER AND SEARCH TO SEE IF YOU CAN FIND ANY INVOICE (S) WITH THE REFERENCES PROVIDED.  THIS IS FASTER THAT APPLYING FILTERS TO EACH CUSTOMER REFERENCE FIELD.  IF YOU CAN'T FIND ANY REFERENCE, DOCUMENT THE FINDINGS AND ASK THE COLLECTOR.  DO NOT GUESS.  SHOW THE ANALYSIS. YOU ARE ALREADY SEARCHING AND LOOKING, INCLUDE SCREENSHOTS, AND SHOW YOUR WORK.  THIS APPLIES TO ALL SCENARIOS


           LOCKBOXES

  • I have provided instructions on how to process lockboxes - if you need the instructions.  Ask





BOL APPLICATION

  • BOLS Do not apply a payment to a B invoice unless it is explicitly written on the remittance or the collector instructs to 


  • Review all variances over $20.00 and validate that there are no additional invoices open "Except for the B-Demurrage invoice" in TRCA.  In TRUS include the "B" invoice as an additional open invoice on your analysis as some customers such as Exxon in TRUS apply the payment to the B invoice without listing it on the remittance.   If there is more than one invoice open,   DOCUMENT THE FINDINGS AND ASK THE COLLECTOR.  DO NOT GUESS.  SHOW THE ANALYSIS. YOU ARE ALREADY SEARCHING AND LOOKING, INCLUDE SCREENSHOTS, AND SHOW YOUR WORK.  THIS APPLIES TO ALL SCENARIOS


  • Always include the original remittance (original remittance tab) on the vLookup file


  • SAVE THE VLOOKUP FILE OR ANY FILE THAT REQUIRES REVIEW USING THE JOURNAL NAME - THIS PREVENTS MISTAKES


  • If the remittance does not have a BOL listed, write "not provided" or "not available" do not put any other numbers there


  • Everyone has access to search TMW for BOL references - this is the fastest and easiest way to find a BOL if it is not in Synergize.  The invoice is only sent to Zynergize from TMW once the invoices are completed by the billers but it could be in TMW.  *****IF YOU DO NOT KNOW HOW TO DO THIS OR NEED ACCESS - PLEASE ASK








OA JOURNAL RECONCILIATION VALIDATION


  • If you need to create an OA - the following needs to take place:
    • If there is a customer payment journal + OA :  make sure that the SUM of the payment journal and the General Journal add up to the amount listed on the customer payment journal description.  The amount must match to the penny. DO NOT DELETE THE CUSTOMER PAYMENT JOURNAL (IF APPLICABLE UNTIL THIS RECONCILIATION IS PERFORMED
    • If you need to delete the customer payment journal - make sure that the BU, and banking information of the one that you are creating
    • you must add all of the backup - including notes to the General journal
    • If you have both a customer payment journal and OA - make sure that the description is EXACTLY the same in both places.  Trimac runs reports that require an exact match



POSTING - SR. AGENTS


IF YOU ARE POSTING JOURNALS FOR A NEWER MEMBER YOU MUST ENSURE THAT THE TRANSACTION IS ACCURATE, ALL RULES ARE BEING FOLLOWED, THE REMITTANCE IS VALIDATED AGAINST THE JOURNAL DATA, ETC.  THE PERSON POSTING IS AS RESPONSIBLE FOR ANY ERRORS AS THE PERSON WORKING WITH THE JOURNAL. POSTING IS NOT JUST LOOKING AT THE DATE, CUSTOMER AND AMOUNTS.  POSTING REQUIRES ALMOST A REVERSE ENGINEERING OF THE TRANSACTION FOR YOU TO CATCH MISTAKES.  PAY ATTENTION.  MISTAKES ARE VERY DETRIMENTAL AND CAN RESULT IN A TERMINATION OF CONTRACT WITH TRIMAC.