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      Creating breach disputes and leakage actions - automatically and manually

      Spend alerts generated by the software need to be disputed/actioned to deliver the benefit of Audit

      About breach disputes and leakage actions

      Once the software has run the various Audit checks and generated spend alerts, these appear in the software on the Process spend alerts tab in the Audit spend section. These will then need to be processed to either request a credit from the provider or forward on to the relevant people ready for any contract renegotiations.

      Depending on the spend alert type, processing will mean creating a Breach Dispute or a Leakage Action. There are different types as some spend alerts represent an anomaly against the actual contract the customer has with their Logistics Service Provider (LSP); these can be disputed for credit or a corrected invoice. Whereas, some spend alerts represent spend leakage (e.g. lanes not on the rate card) and so need processing by the Logistics team to decide how to realise the benefits.

       

       

      Automatic disputing

      The 7bridges software can automatically process breach disputes and leakage actions. This is done using a rules system that each customer can control.

      Prerequisites

      When the software automatically creates a breach dispute or leakage action it then sends it to the disputes contact for that Provider account.

      Customers will need to make sure the disputes contact is added to each Provider account before configuring the automated disputing rules

       To set the disputes contact, simply:

      1. Open the Providers section.
      2. Select the account you would like to add/update the disputed email address
      3. Scroll to the Contacts sectionScreenshot of Contacts section from Provider Accounts page
      4. Click the Edit next to the Disputes contact
      5. Add (or update) the applicable fields and click Save. Note, the following fields are mandatory:
        1. Name
        2. Company
        3. Email
        4. Street address 1
        5. City
        6. Country
      6. The contact details will now be displayed:Disputes contact screenshot
      7. Return to the Providers list of accounts and repeat the process for any remaining accounts.

      Creating automated disputing rules

      Only users with the permission role Admin or Optimise can adjust the automated disputing rules.

      MAY 2025 UPDATE: Please be aware that the rollout of automated disputing rules is being managed by your Customer Success Manager on a per customer basis.

      A new Settings menu can be accessed in the top-right corner of the Audit spend section. Here you will see the Automated disputing panel where you can create and manage 2 types of automated disputing rules:

      Default settings

      These options control the overall behaviour of which Audit check outputs should be automatically disputed. Whichever Audit checks are selected will be automatically disputed.

      Automated dispute rules - default settings

      Provider account specific rules

      This section gives you the chance to control automated disputing down to a provider or account level and per Audit check type:

      Automated dispute rules - Provider account specific

      The provider account specific rules will override any default rules, therefore, all applicable options must be selected.

       

       

      How the automated disputes/actions work

      1. Every night at midnight the 7bridges software analyses all the spend alerts that have not been disputed or actioned
      2. Breach disputes/leakage actions are created only when all charges on an invoice have been processed successfully for a given Audit check type. For example, if there are 5 charges on an invoice then for the duplicate charge Audit check to be disputed, then all 5 of these charges will need to have generated a spend alert or been passed by that duplicate charge Audit check.
      3. Once the software deems that an Audit check is complete for all charges on an invoice then a breach dispute/leakage action is created with any spend alerts. 
      4. This draft dispute/action is held for 2 business days (Mon-Fri) before sending to the disputes contact for that provider account. 
      5. During this holding time, the customer can choose to cancel or delete this dispute/action or direct it elsewhere.
      6. Once the dispute/action has been sent, any provider responses will need to be dealt with manually to process through to resolution.

      Automated disputes are created on a per invoice, per Audit check type basis. i.e. a dispute for invoice number A12345 and Audit check type incorrect rate.

       

       

      Manually creating disputes/actions

      To create a Breach Dispute or Leakage Action follow these steps:

      1. Navigate to the Audit spend section
      2. Go to the Process spend alerts tab
      3. Use the filters to view spend alerts by spend alert type and invoice number
      4. Select the spend alerts you want to dispute/action
      5. Click the Dispute/action selected button - this will open a new Breach Dispute or Leakage Action
      6. You can now use the messaging system to send the dispute/action either to the LSP contact or to any other email address.