Proforma /invalid invoices are not resolved
Self Capture Suppliers still remains an issue as they upload their invoices directly into TravelIT. Most of the time we need to contact the suppliers directly to obtain Tax Invoices.
Other related disputes not limited to amounts that are not corresponding, incorrect dates, incidental costs
Again self-capture suppliers uploading documents with incorrect dates, the amounts issues would stem from stays being extended or the 0.01 differences (eg TTS Invoice would be R3700.00 but supplier document would be R3699.99). We are currently emailing to TTS Credit Note to assist with corrections.
No supporting documents for extra charges
They are not uploaded as per the agreement we have to request the information directly from the supplier. At point of invoicing only one document can be uploaded which is available in Invoice Listing for the customers viewing, however if there are additional documents loaded this will not be available to the client on invoice listing. Therefore the AR Controller will assist with providing the required additional documentation to the client.
Duplication of invoices
When a duplication is brought to the teams attention, investigation and verification thereafter takes place by the AR Controller sends a request via TTS Credit Notes for corrections.
Travel order forms are blank
We have between 2 to 3 out of +-800 travel order forms a week that are blank due to trips being cancelled within TravelIT. Calls are logged via Usizo to re-generate Travel Order Forms to reflect the information required.
Difference on Foreign Currencies
One of the issues experienced with clients that settle accounts using foreign currency, from date of invoice versus date of settlement we usually have an exchange rate difference which we take to the profit and loss account by means of a journal entry.
Direct Charges
Debtors do not match direct settles. It is the CGM responsibility to communicate this to the client. Most of the time CGM calls the supplier directly to gather the documents and forward to the client. If the CGM asks for assistance from finance to obtain the invoices from the supplier the CGM need to inform the client that finance will assist at a fee as per below. Once confirmation is received that the client will accept the charge will we go ahead and make contact with the suppliers.

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