This section explains the beginning of the workflow. The process is initiated by the "GES" entity, which handles billing every Thursday. This is the trigger for the entire chain of events.
2
Customer
Invoice Discrepancies
In this step, the customer receives the bill from GES and identifies potential discrepancies. This discovery is the key event that triggers the internal review process.
3
Jennifer
Review Discrepancy
Jennifer receives the reported discrepancy from the customer. Her role is to perform the initial review and determine the nature of the issue, which dictates the next step in the workflow.
Does Jennifer find a discrepancy?
4
Dispatch Admin / Sales
Confirm Discrepancy
This path is taken if Jennifer confirms a discrepancy. The issue is forwarded to the Dispatch Admin or Sales team to confirm the details and check if it relates to rates or other specific operational issues.
Are there Rate or Other Issues?
5A
Juliana
Update & Report
Because rate or other issues were found, Juliana is tasked with handling the resolution. This involves a weekly meeting and updating the central spreadsheet, as well as sending an email back to GES to close the loop.
Task: Attend Weekly Meeting
Task: Update Spreadsheet
Task: Send email to GES
PROCESS BRANCH ENDS
5B
Davian
Provide Documentation
No specific rate issues were found, so the resolution is to provide additional documentation to the customer to clarify the billing. This task is handled by Davian, who then sends the information back to the customer.
PROCESS BRANCH ENDS
4
Jose / Corey
Review & Final Approval
This path is taken if Jennifer did not find a standard discrepancy (implying a billing adjustment is needed). The issue goes to Jose or Corey for a final review and approval to make a financial correction.
Is the financial adjustment approved?
5
Davian / Dispatch
Execute Corrections
The adjustment was approved! A sequence of corrective actions is now triggered to fix the billing and order records. This is a multi-part process handled by Davian and Dispatch.
Davian Execute Credit Rebill
Dispatch Update Order
Davian Execute Driver Adjustment
PROCESS COMPLETE
!
System
Return to Jennifer
The adjustment was not approved by Jose or Corey. The item is now sent back to Jennifer for re-review. This creates a loop to ensure the issue is re-examined until a resolution is found.