Slow DPS Data Updates = Slow Invoice Payments

One of the largest obstacles we currently face in DPS invoicing occurs when there is incorrect data in the DPS system that needs to be changed before an invoice can be successfully submitted. We most often see this with date elements, such as pickup dates and deliver from SIT dates. Incorrect information in these fields will cause valid invoices to be rejected. Also, if weight data is incorrect, the invoice will fail validation, making it impossible for the PPSO to approve it until the weight is corrected.

Currently the only way to update most data elements after a shipment is in delivered status in DPS is to open a help desk ticket, which will then be passed on to SRA, the DPS developer, to update the data in the back end. Due to the backlog of help desk tickets requiring data updates, we are seeing wait times of 3-4 months before some items are updated.

We asked during our last DPS invoicing call if there was any relief in sight that would reduce those wait times, but the help desk was unable to say that the wait would be shortened. A long term solution will hopefully occur in the November time frame, when a DPS update is scheduled to roll out that will give SDDC and PPSOs the ability to change some of these data elements without involving SRA.

In the meantime, there is unfortunately not much TSPs can do with some of these invoices except wait. It is important to note that prompt payment interest(PPI) should be due on these invoices, and that was confirmed on a recent DPS invoicing call by SDDC representatives. However, it was correctly noted that the PPI clock does not start until an invoice is received by PowerTrack. Therefore if TSPs are holding an invoice waiting for the data to be updated, and it takes 90 days to make the update, and then they send an invoice which is paid in 20 days, they are not eligible for any PPI.

In order to start the PPI clock TSPs need to submit an invoice as soon as it is ready, even if you know that it will be rejected or fail validation. The other thing to keep in mind with PPI is that it may not be paid automatically by SDDC. It is my understanding that they are just looking at invoices that take longer than 30 days to pay, they may not determine that an invoice was sent and rejected previously. TSPs may have to request PPI manually from SDDC in these circumstances.

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