¶ Product Overview
OxSettle, an advanced invoice reconciliation platform, enables the seamless comparison of invoices. OxSettle efficiently reconciles invoices by identifying disputed details using algorithms and matching field requirements. OxSettle pulls data directly from the pipeline via Electronic Data Interchange (EDI). Similarly, invoice data is pulled from the User's ETRM via APIs. This automated process reduces manual touches and increases data accuracy.
¶ Core Features
- ETRM Invoice flow to OxSettle
- Pipeline Invoice flow to OxSettle
- Reconciliation Screen
- OxOracle Associations
- Daily Level vs Monthly Level Details
- No Locations Path
- Workflow Status
- Configurations
- Rejected Invoices
- ETRM Invoice Submission Tool
¶ ETRM Invoice Flow to Eleox
- ETRM invoice data enters Eleox through API integration. Please refer to Swagger for API and schema information.
- Users will send header, contract, and charge level information.
- The “chargeAmountDue” value should be sent as a negative number if it is a payable (debit) or a positive number if it is a receivable (credit).
¶ Pipeline Invoice Flow to Eleox
Users must complete the required pipeline documentation, TPA, and TPW forms to allow Eleox to receive the monthly invoice detail ("TSIN") via EDI. The Super User or Settlement Manager must select the pipelines they wish to view in OxSettle.
¶ Reconciliation Page
Users filter the invoice data by “Pipeline Counterparty” and “Payment Month”.
1. The default pivot for the grid is “Payment Month (R)”, “Flow Month (R)”, “Transport Agmt. (R)”, “Path (R)”, and “Charge Type (R)”.
- The “R” indicates a matching field to align pipeline and ETRM invoice data.
- Users can adjust the default pivot in Settings.
- “Path (R)” refers to the Receipt/Delivery location path.
2. Date columns display Charge Event Date (ETRM) and Charge End Date (ETRM).
3. Pipeline columns display “Qty”, “Unit Price”, and “Amt Due” from the pipeline invoice.
4. ETRM columns display “Qty”, “Unit Price”, and “Amt Due” from the ETRM invoice.
- Users can configure the columns as desired.
5. Discrepancies display the differences between the Pipeline and ETRM columns.
- Discrepancy Qty equals Pipeline Qty minus ETRM Qty
- Discrepancy Amt Due equals ETRM Amt Due plus Pipeline Amt Due
¶ Commenting
- The page-level filters filter the recon grid and comments.
- Commenting is allowed after a counterparty and payment month are selected.
- Commenting is allowed if one TA, Charge Type, and/or Path is selected.
- If multiple options are selected, comments will be visible, but users cannot input new comments.
- Comments are tied to the pipeline TSIN invoice number.
¶ OxOracle Associations
- Associations map the Pipeline and ETRM datasets together.
- The ETRM Charge Types association table allows users to link the Spec Charge Types to their ETRM Charge Types.
- For Pipeline Transportation Agreements ("TA"), the unique set of TA names is automatically added to the list as the TSIN data flows from EDI.
- Users can manually add records if they do not want to wait for the TSIN.
- For ETRM Transportation Agreements, as the ETRM data flows in from your API integration, the unique set of TA names from the request is automatically added to the ETRM Transportation Agreements list (name and ETRM pipeline association).
- Users can then map that record to the Pipeline TA Name (where the values in the drop-down come from the Pipeline Transportation Agreements list from above).
- Please note that if the user sets up the associations. Still, no corresponding ETRM Invoice data aligns with the Pipeline Invoice; the information will be displayed as “Unmapped” even though it is mapped in OxOracle.
For Example:
¶ Charge Indicator
Please note that by default, the “Pipeline Qty” and “ETRM Qty” aggregation excludes the quantity from the lower line item levels if the charge indicator is a receipt. Only delivery is taken into account. The user may choose to change this in the settings. Please note that this option is only available in the settings if the ETRM invoice has both receipt and delivery charges. If there is only delivery, then delivery will always be used by default.
¶ Daily Level vs Monthly Level Details
Please note that sometimes the Pipeline sends daily level details at the charge level, and sometimes they only send monthly level details. Sometimes, the ETRM sends daily level details, and sometimes, it sends monthly level details. Currently, the default aggregation on the “Pipeline Qty” is monthly, and the default aggregation on the “ETRM Qty” is daily. The user may choose to change this aggregation calculation.
Pipeline Qty:
ETRM Qty:
- Please note that if the user changes the “Pipeline Qty” aggregation to daily, the reconciliation screen will also show the discrepancies at the daily levels
¶ No Locations Path
Please note that the “Pipeline Qty” and “ETRM Qty” aggregation by default ignores “Qty” if it is under a “No Locations” path. The user may choose to enable a strikethrough option for display in settings to make it clear to the user that “No Locations Qty" has been excluded.
- The user may also turn off the toggle to exclude “No Location Qty” if the pipeline only sends information under a “No Location” path.
¶ Workflow Status
Please note that the user can set the workflow status for the ETRM invoice based on their reconciliation process. The options are “Not Started”, “Review”, “Reconciled”, and “Completed”. The default is “Not Started”. The user must select the “ETRM Invoice #” to view/update the workflow status. Please refer to the configurations section that explains the flush/fill process.
¶ Configurations
OxSettle configurations can be set by the Super User or Settlement Manager and are applied to all users in the company.
- The user can configure which workflow status sets the ETRM Invoice to a locked state. In the example above, the user indicated that if they put the workflow status to “Completed”, they intend to lock the ETRM Invoice preventing the API from making updates. We ensure that subsequent submissions of the ETRM Invoice do not overwrite the existing one in Eleox. The decision to flush and fill the criteria is based on the pipeline and paymentMonth derived from the paymentDate.
Here's an example to illustrate the process:
POST Event #1: Initially, you send your ETRM Invoice to Eleox.
| Pipeline | Payment Month | Invoice Number | Amount Due | Workflow Status |
|---|---|---|---|---|
| TGP | 12/2023 | 123 | $12.00 | Not Started |
The user then updates the Workflow Status on the page from "Not Started" to "Review."
| Pipeline | Payment Month | Invoice Number | Amount Due | Workflow Status |
|---|---|---|---|---|
| TGP | 12/2023 | 123 | $12.00 | Review |
POST Event #2: You send a new amount due, but the Workflow Status remains "Review" because it's the same invoice number for that pipeline and payment month. The ETRM Invoice is essentially overwritten and the workflowStatus carries over.
| Pipeline | Payment Month | Invoice Number | Amount Due | Workflow Status |
|---|---|---|---|---|
| TGP | 12/2023 | 123 | $10.00 | Review |
The user then updates the Workflow rStatus on the page from "Review" to "Completed."
| Pipeline | Payment Month | Invoice Number | Amount Due | Workflow Status |
|---|---|---|---|---|
| TGP | 12/2023 | 123 | $10.00 | Completed |
POST Event #3: If you send in a new amount, such as $7.00, the Workflow Status stays “Completed,” and the amount due would still be $10.00. Flush and Fill would not execute because the ETRM Invoice is locked. In the OxSettle configurations screen, the super user/settlement manager had set the option to lock the invoice if the workflow status is Completed.
| Pipeline | Payment Month | Invoice Number | Amount Due | Workflow Status |
|---|---|---|---|---|
| TGP | 12/2023 | 123 | $10.00 | Completed |
¶ Rejected Invoices
If an ETRM invoice is sent to OxSettle, but specific validations fail, it will sit under the rejected invoices section. The user may hover over the rejected reason to see the error. Typically, the user would need to make fixes in OxOracle since ETRM invoices get rejected if there are reference data problems. Once users make the appropriate fixes, they must select the rejected invoice and resubmit. They may choose to resubmit via Eleox or API. Please note that you must manually delete the rejected invoice record if you decide to resubmit via API.
¶ ETRM Invoice Submission Tool
The deal simulator can be downloaded to your local computer via:
- SharePoint link: OxSettle-InvoiceSubmissionTool v1.4.xlsm
- Email [email protected] to request access or the file emailed to you.
Please make sure to download the file to your local. Do NOT work on the file via the SharePoint link as other members have access to this file as well.
¶ Set Environment Variables
Go to the “Env” tab in the spreadsheet and update the following information:
- Member - Please use your counterparty name.
- Environment URL - Please use the https:// environment URL for the environment.
- Bearer Token - Please look at the screenshot below to fetch the id_token value from your web browser once logged into Eleox.
- The information should resemble the details below.
¶ Troubleshooting Invoice Submission Excel Tool
Once you download the Invoice Simulator, you will need to unblock it. You must navigate to the file location if it is stuck in editable mode.
- Navigate to where you downloaded the ESK tool
- Right-click the application, click Properties
- Once the menu opens make sure to check unblock
