PowerGrid User Guide (Internal)

⚠️ Purpose & Proper Use

PowerGrid is an external-facing client tool designed for:

• Exception handling
• Invoice visibility
• Reporting and analytics

✅ Use PowerGrid to:

• Review shipment and invoice data
• Investigate exceptions (HOLD, NEED BACKUP, EDI REJECT)
• Approve or manage payment workflows
• Analyze spend and performance trends

🚫 Do NOT use PowerGrid to:

• Maintain or act as the system of record for invoices
• Perform internal invoice updates or corrections outside established workflows
• Replace internal billing systems

PowerGrid supports invoice workflows but is not a system of record for invoice maintenance.

 

🔐 Logging Into PowerGrid

• Navigate to: https://my.afs.net
• Enter your assigned username and password
• Select the PowerGrid icon if not automatically redirected

 

👤 Access Levels

Below are the standard user access levels in PowerGrid:

• SADMIN – Standard Admin
  Standard data entry access with IT privileges; no management report access
• SDATAE – Standard Data Entry
  Read/write access for assigned location(s) with associated reporting rights
• RREADA – Read Admin (No GL Coding)
  All screens visible for assigned location(s); read-only access with no GL coding
• SREADA – Standard Read Access
  Read-only access for all screens within assigned location(s), including reporting
• AADMIN – Application Admin
  Full, unrestricted access to all screens, functions, and management reports for all locations

Note: Most admins use the SADMIN level

• SRRATE – Standard Rating Only
  Access limited to rating tools only
• SREPRT – Report Access
  No system screen access; can receive standard reports and communications
• Charts (Dashboard & Analytics) – Spend visibility and performance insights
• Payment Approval – Review and manage invoice exceptions
• Queued Bills – View invoices in process or awaiting payment
• Online Reporting & Query Builder – Generate standard and custom reports
• Account Maintenance & Help – Manage settings and access support resources

 

🧭 Navigation Overview

PowerGrid includes a variety of tools and features accessible through the side navigation panel.

The most commonly used sections include:

 

📊 Dashboard & Analytics

PowerGrid provides built-in analytics for monitoring spend and performance.

Dashboard

Displays high-level metrics:

• Year-to-date (YTD) spend
• Shipment counts
• Historical spend comparisons
• Savings
• Average cost per shipment and per pound

Analytics

Provides deeper insights into:

• Spend by carrier
• Cycle time
• Lane analysis
• Origin and destination trends

Spend Trends

Analyze:

• Top carriers and locations
• Accessorial usage
• Service mix
• Shipment cost variance

Detail Reports

View line-level shipment and invoice data based on applied filters.

What-If Analysis

Model pricing scenarios to estimate potential savings.

💡 Tip: Save frequently used filters as bookmarks for quick access.

 

🔍 Searching for Records

Use the search toolbar to locate records by:

• PRO Bill Number (PRO#)
• BOL Number
• Check Number
• SCAC
• Invoice Number

Tips:

• Use wildcards (*) for partial searches
• Click “VIEW” under IMG to view invoice images
• Click underlined PRO/BOL numbers to open details

 

✏️ Editing Records (Admin Only)

⚠️ Editing should support exception handling workflows only — not ongoing invoice maintenance.

• Click the underlined ProBillNo
• Update fields such as:
  • Client comments (reference only)
  • Paid amounts (if relevant to exception handling)
  • GL coding (as needed within workflow)

Editing Line Items:

• Click Edit next to a line item
• Make updates
• Click Update, then Save

⚠️ Client comments do not notify AFS

 

✅ Payment Approval

✅ This is the primary exception handling workflow in PowerGrid

Access via:

• ✔ icon in left toolbar
• Menu → Admin → Payment Approval

⏰ Complete approvals before 10:00 AM EST on production day

 

Bill Statuses

HOLD

• Triggered by client-defined business rules
• Requires user review

Actions:

• ✅ Approve (pay as issued)
• ❌ Deny (do not pay)
• 🚫 Reject (requires carrier correction)

 

NEED BACKUP

• Missing required documentation (e.g., BOL)

Options:

• Approve as-is
• Wait for carrier resubmission

 

EDI REJECT

• Failed validation (e.g., missing/invalid data)

Options:

• Approve as-is
• Wait for corrected submission

 

⚠️ Approval Actions & Impact

• Approved → Moves to Queued status
• Denied/Rejected → Requires reason entry
• Denial/rejection details are shared with carriers on a schedule
• Denied invoices cannot be revisited or edited

💡 Invoice details may include identified savings from audit adjustments

 

🔧 Filtering for Efficiency

• Click Add Filter
• Apply filters (e.g., SCAC, location)
• Select criteria (e.g., Equals)

Batch processing:

• Select multiple invoices
• Apply Approve / Deny / Reject

 

📦 Viewing Queued Bills

Queued bills are:

• In processing workflows OR
• Waiting for production/payment

Access via:

• Grid icon in toolbar
• Menu → Admin → View Queued Bills

View by:

• Due date
• Carrier
• Location

 

🔎 Batch Bill Lookup

Quickly search up to 500 ProBill numbers at once.

Returns:

• Status
• Paid amount
• Savings
• Payment details (e.g., check number, ACH info)

 

📊 Online Reporting

Access via Menu (☰) → Online Reporting

Standard Reports

• Client Reports: Spend by location
• Carrier Reports: Spend by carrier
• Account Reports: Spend by GL code

📌 Reports can be run by:

• Ship Date
• Paid Date (= processed date, not payment date)

 

🛠️ Query Builder (Advanced Reporting)

Use Query Builder to create custom reports.

Steps:

• Name your query (Private or Public)
• Select tables and columns
• Apply filters (e.g., origin city, carrier)
• Choose output format and run

✅ Queries can be saved and reused

📎Related Article: How do I use query builder?

 

🚚 Carrier & Data Tools

Carrier Listing

View all active carriers tied to an account

Batch Reporting Options Include:

• Batch Bill Lookup
• Custom queries
• Trend analysis tools

 

📦 Parcel Reporting

Available report types:

• Address Corrections
• Carrier Invoice Summary
• Carrier Performance
• Refund/Credit Reporting

 

⚠️ Rating Tool

The legacy rating tool is being phased out.
👉 Contact your Account Manager for current alternatives

 

🔑 Account Maintenance

To update your password:

• Open Menu (☰)
• Select Account Maintenance → Password Maintenance

 

❓ Help Resources

Available in the Help section:

• Status reason definitions
• Data dictionary (for Query Builder)
• Accessorial codes
• SCAC lookup
• Additional reference guides

 

💡 Best Practices

• Use PowerGrid for visibility and exception handling only
• Do not treat PowerGrid as a system of record
• Use filters to streamline invoice review
• Refresh screens after updates
• Standardize searches using ZIP codes
• Carefully review before denying invoices (irreversible)
• Save frequently used reports and queries

 

✅ Summary

PowerGrid is a client-facing audit, exception handling, and analytics platform that enables visibility into freight invoices and spend — while supporting controlled approval workflows.

It should always be used in conjunction with internal systems, not as a replacement.

 

📎Related Articles:

How do I setup a Client User in PowerGrid?

How do I update a User password in PowerGrid?

How do I show my client where to find backup to the AFS parcel service audit invoices?

How do I use query builder?