Having assessed the situation, we developed a web-based application to streamline this process. The application, designed to be accessible to the Logistics department, freight forwarders, and customs clearance companies, created a more efficient and error-free process. Vendors were given access to log in and upload their invoices, utilizing a standardized Excel format for the calculations. The web application then validated the invoices against the contracts previously uploaded by the Logistics team. Only approved invoices would proceed through the system, while the rest would be returned to the respective vendors for recalibration.
Moreover, our solution facilitated a seamless connection between Goods Received Notes (GRNs) and approved invoices, further integrating this data with the Finance department’s payment processing report. This allowed the generation of an accrual report for the Logistics department, highlighting those invoices for which GRNs had been completed but payments to vendors were still pending. In addition, an accrual report was made available to the Finance department, indicating instances where GRNs had been completed, but vendor invoices were still awaiting payment.