Citi. Integrated Freight Processing for the U.S. Government. A powerful e-solution for managing and paying transportation-related expenses

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1 Citi Integrated Freight Processing for the U.S. Government A powerful e-solution for managing and paying transportation-related expenses

2 Finally a better way to receive, audit and pay freight invoices that improves efficiency, costs and financial controls and also meets the unique demands of the U.S. government 2

3 Citi Integrated Freight Processing. A web-based solution that automates transportation-related invoices and payments and can trim up to 10% off your transportation costs. It s no secret that managing transportation payments, even when you have a reliable system for managing shipping activities themselves, can be prone to costly errors, inefficiencies and risks unless you have an equally reliable and integrated solution for managing shipping invoices and payments, that is. Citi Integrated Freight Processing is that solution. Our U.S. government-approved and -deployed application streamlines the entire audit, approval and payment process for freight invoices, replacing cumbersome and costly manual activities with more reliable and efficient electronic ones. 3

4 Citi Integrated Freight Processing, for instance, helps mitigate the payment of fraudulent or duplicate invoices and avoids errors associated with allocating expenses to the wrong cost centers. In fact, studies show that automating manual processes can save as much as $5 per invoice and can trim up to 10 percent off overall transportation costs. Enhance operational efficiency, improve financial controls Citi Integrated Freight Processing consolidates multiple manual processes into a single automated stream, creating a host of operational benefits that include: Elimination of man-hours spent handling paperwork Elimination of hard costs associated with postage, check stock and late charges Real-time visibility into invoice, approval and payment status for all parties to a transaction Systematic and standardized prepayment audit procedures that ensure invoices meet payment criteria before they are posted, and that disputes are resolved quickly Automated, faster payment of invoices once audits are passed Creation of a full audit trail to ensure compliance with policies and regulatory requirements Standardization of electronic file and data formats and automated postings of expense allocations to your accounting systems, down to line items Around-the-clock access to a centralized online repository of transaction data and analytics Ability to electronically capture and store all invoice images and data in one location Our clients, public sector and private alike, are demanding that we help them digitize paper flows and leverage business intelligence to reap operational efficiencies and push down cost curves. Kevin Fitzgerald Head of Public Sector, North America Citi Global Transaction Services 4

5 Eliminate manual activities and audit findings, automate account coding No matter how simple or complex your freight and shipping activities are, Citi Integrated Freight Processing can consolidate, expedite and simplify your payment activities. Here s how it works: Transportation service providers submit invoices electronically to Citi Integrated Freight Processing Invoices are matched with bills of lading and prepayment audits are conducted based on your agency s specific audit rules The system automatically conducts prepayment audits that match invoices with bills of lading or purchase orders and that are based on your agency s specific audit rules and specified data fields Invoices that pass prepayment audits are paid automatically by Citi, with carriers receiving one payment daily for all of their approved invoices Invoices that do not meet prepayment criteria are flagged as exceptions and you are notified immediately so that you can resolve disputes and negotiate terms with your providers online Each month you receive a single monthly bill that consolidates all of your shipping invoices You and your carriers can log on to the system to run order, invoice and payment reports Audit Post Present Pay Shippers submit bills of lading Carriers submit invoices electronically to the system The system performs audits, matching key fields from bills of lading to carriers invoices Expenses are posted to your general ledger based on your chart of accounts and automated account coding rules Invoices are paid automatically via business rules, or are presented for your approval. All invoice resolution is done online and you have the ability to route invoices to multiple approvers Citi pays freight carriers daily via ACH for all of their approved invoices Your invoices are aggregated into one monthly invoice from Citi View and Analyze All parties have visibility into invoice, approval and payment status Analytic and reporting tools provide you with intelligence on transportation spend and trends Citi Integrated Freight Processing provides a single platform for simplifying and automating the entire audit, approval, payment and expense allocation process, end-to-end. 5

6 Gain more control over, and insight into, your freight and transportation expenses. 6

7 Citi Integrated Freight Processing offers you a one-stop solution and single platform for reducing margins of error on all your transportation invoices and payments. It also ensures timely, efficient settlement of invoices, allowing you to maximize vendor discounts and reduce the risk of late charges and post-audit fees. In addition, the system enables all parties to a transaction to access invoice, approval and payment status with just a few keystrokes a win-win for you and your transportation service providers. Citi, which operates one of the most comprehensive domestic and cross-border payment networks in the world, provides centralized processing for all your invoices and payments and fast, efficient electronic disbursements to 180 countries in over 130 currencies. Each month, you receive just one invoice for all your transportation expenses, for all carriers, modes of transportation and types of shipments, including household goods. Plus, you gain around-the-clock access to real-time payment details and general ledger assignments for all your transactions. A single window and one invoice for thousands of transportation providers More than 10,000 transportation service providers conduct business over the Citi Integrated Freight Processing platform, and new carriers can readily be added, ensuring standardized, centralized and easily auditable invoice and payments data for all of your providers no matter where you do business with them. 7

8 Streamline multiple work flows with one powerful end-to-end solution. 8

9 With Citi Integrated Freight Processing, everything from prepayment audits to expense allocations takes place online and automatically, which dramatically reduces the need for intervention from your personnel and simplifies workflows. Zero cost to procure, hassle-free implementation The Citi Integrated Freight Processing solution not only eliminates manual processes, lowers processing costs and increases control over cash flows, it can be procured free of charge and can typically be implemented in 60 to 90 days. Citi, as the prime transportation payments provider for the General Services Administration Office of Transportation Management through PayPort Express and processor of nearly 90 percent of the U.S. government s cross-border payments, is intimately familiar with the government s operating procedures, guidelines and various technology systems. Consequently, our solution is compliant with all federal data security systems and meets, for example, all of the GSA s pre- and post-audit requirements. GSA Audit considers Citi Integrated Freight Processing an approved system for pre-audit. Business intelligence that drives supply chain optimization and cost savings Citi Integrated Freight Processing is a commercial-grade, off-the-shelf solution that speeds and improves the entire freight pay and audit life cycle. What s more, it generates actionable logistics and expense data so that you can gain even more control over your transportation budgets and forecasts. Citi Integrated Freight Processing puts at your fingertips a wealth of business intelligence to help you achieve: Supply chain network optimization Procurement efficiencies Load consolidations Cost savings Transportation service provider management In addition, our solution is easy to implement, can be customized to meet your organization s specific needs and integrates with existing transportation management and enterprise resource planning systems. 9

10 Citi. Providing a powerful combination of government experience, technological know-how and global transaction management capabilities. 10

11 Citi understands the demands that government agencies face on a daily basis to deliver their services more efficiently and cost effectively. What s more, we have a proven track record of delivering services and insights to federal operations around the world that cut costs, add value and deliver results. Today, for example, we are a leading transaction services provider to the U.S. Treasury Department, the Department of State and the General Services Administration. In fact, we handle 90 percent of the federal government s cross-border payments, supporting 50 agencies in 100 countries. We also are the primary freight invoicing and payment services provider for the GSA Office of Transportation Management. The GSA program processes over 100,000 freight and household goods transactions and 20 million small-parcel transactions, providing federal agencies with access to 1,800 transportation service providers. Receive dedicated service and support From preimplementation planning to postimplementation support, our dedicated team of U.S. government specialists will ensure that your solution is up and running as quickly as possible and that your staff makes the most of its new tools and processes. 11

12 12

13 Partner with a trusted advisor and proven U.S. government service provider As a trusted advisor to the U.S. government for some of its most complex and demanding transaction and financial management needs, Citi can bring new levels of efficiency and performance to your operations. When you choose Citi to process your transportationrelated financial transactions, you re partnering with a provider that offers: Membership in 202 clearing networks and payments systems worldwide Cross-border ACH payments capabilities in 47 countries and 15 currencies Customer service in 22 languages Today s most advanced and comprehensive transportation payment processing platform Unrivaled global reach and on-the-ground presence in more than 100 countries Domestic and cross-border payment capabilities in 180 countries and in over 130 currencies 13

14 Learn more For a demonstration of, or more information about, Citi Integrated Freight Processing, contact your Citi account representative or visit our website at

15 Enhance the efficiency, reliability and cost-effectiveness of your transportation-related payments and gain more control over them. Citi Integrated Freight Processing

16 Global Transaction Services Citibank, N.A. All rights reserved. Citi and Citi and Arc Design are registered service marks of Citigroup Inc GTS /12

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