Vendor Invoice Line Items

Vendor Invoice line items are read directly off of the vendor invoice PDF as part of the OCR Extraction Process. Each line item is classified, coded, and audited for accuracy using a proprietary "allocation" method of auditing. In the Discovery allocation audit method, the "All In Cost" for each core service is uncovered, and compared to that service's specific fee structure to determine if the charges are valid.

More information can be learned about the origination of vendor invoice line items by reviewing the Inbound Vendor Invoice Process article.

Key Attributes

Each line item contains standard data points, such as description, unit price, quantity, and line total values. A line item also has the following unique values as part of its existence within Discovery:

  • Type
  • Service
  • Vendor Fee (for Extraneous and Allocatable fees only)
  • Category

Line Item Type

A line item's type determines how it is processed and audited. Discovery's trained machine learning will determine the Type based upon the line item's specific attributes, including text descriptions, quantity, unit price, and line total. Each line item must be one of the following types in order to proceed through the vendor invoice process:

  • Commercial Service
  • Rolloff per Haul
  • Rolloff per Ton
  • Extraneous Charge
  • Allocatable Fee
  • Allocatable Service Fee

A Line Item may have a type listed above with the preface 'Incomplete'. This indicates that the system was unable to properly identify a Service Level or Vendor Fee, but the Type of the line item is known.

Auditing

Line items, including allocatable line items, may be audited against the contractual rates found on the Vendor Service and/or Vendor Contract Fees.

Per-Unit fees compare the Vendor Invoice Line Item's Unit Price to the appropriate rate. If the unit price is incorrect, the correct unit price will be multiplied against the line item's Quantity, arriving at a new Line Total.

Per-Occurrence fees compare the Vendor Invoice Line Item's Line Total to the appropriate rate. If the line total is incorrect, the correct line total will be put in its place.

Allocatable line items are audited in the order in which they are applied, per the vendor's custom order of operations for their fees. If incorrect, the adjustment will be visible in the Final Allocation and ultimately the Audited Line Items.

Allocation

The system determines the core service charges by using the line item's Type. Core service charges are all Types exclusive of Allocatable Fees and Allocatable Service Fees.

Secondary service charges are line items who have a Type of Allocatable Fee or Allocatable Service Fee. These line items are proportioned across the Core service charges using the Cost Basis for each line item. These charges are progressively applied according to that vendor's specific billing method until the All In Cost is arrived at for each Core service charge.

It is important to note that the line items have an Initial and Final allocation, which allows the user to view data before the line items are audited against the vendor contract (Initial), and after the automated audits have taken place (Final).

Audited Line Items

These represent the line items after auditing from the vendor contract or manual override in the Final Allocation. The sum of these values are available on the Vendor Invoice as the Adjusted Total Current Charges, which can be less or greater than the original Total Current Charges.