Transcript E-Invoicing with IS

ICH Changes with SIS
2010 ICH UG
Thierry Cerpolet - IATA
Agenda
 Member Profile Data for ICH
 Claim Submission and Reporting
 Management of Duplicate Invoices
 Call Day Adjustment Update
 ICH Clearance Closure and Late Submissions
 ICH Late Adjustments and Protests
 New / Upgraded ICH notifications
 Upgraded ICH Reports
 ICH Reports Access from SIS
SIS ICHUG 2010 – ICH Changes with SIS
2
October 2010
Member Profile Data for ICH
 TODAY
 FUTURE
 All Member data is maintained in ICH
Systems
 SIS will act as the single source of
Member data with exception of
banking details information
 Members are requesting Contacts
updates from ICH via e-mail for
 ICH Contacts
 Members to update directly their
Contacts details in IS Member Profile
 Rules will apply to ensure at least
one contact will receive key
notifications e.g. Advice day
 so that they receive ICH clearance
e-mail notifications
 Interline Billing contacts
 Member Profile changes in SIS
relevant to ICH are synchronized with
the ICH System
 to maintain interline contact
information
SIS ICHUG 2010 – ICH Changes with SIS
3
October 2010
Agenda
 Member Profile Data for ICH
 Claim Submission and Reporting
 Management of Duplicate Invoices
 Call Day Adjustment Update
 ICH Clearance Closure and Late Submissions
 ICH Late Adjustments and Protests
 New / Upgraded ICH notifications
 Upgraded ICH Reports
 ICH Reports Access from SIS
SIS ICHUG 2010 – ICH Changes with SIS
4
October 2010
Claim Submission and Reporting
 TODAY (via ICH Web)
Closure Day
ICH Weekly Clearance
Advice Day
LS
ICH Web
Claim Transmission
Confirmation Msg
F1 / F3 Provisional
ICH Web Reports
Claim Not Received
Msg (if any)
Advice Day
Message
F1 / F3 Final
ICH Web Reports
F12 /
IS Web Manual
SIS ICHUG 2010 – ICH Changes with SIS
5
October 2010
Claim Submission and Reporting
 FUTURE (via SIS, from Go-live)
IS Submission
Deadline/
Closure Day
ICH Weekly Clearance
Advice Day
LS
SIS
F1 / F3 Provisional
ICH Web Reports
Claim Not Received
Msg (if any)
IS Submissions
(IS-IDEC, IS-XML, IS-WEB)
No Claim
Transmission
Confirmation
Message
F1 / F3 Final
ICH Web Reports
Claim Submission
Confirmation Msg
Provisional
Final
Check
IS Dashboard
SIS ICHUG 2010 – ICH Changes with SIS
Advice Day
Message
6
October 2010
Agenda
 Member Profile Data for ICH
 Claim Submission and Reporting
 Management of Duplicate Invoices
 Call Day Adjustment Update
 ICH Clearance Closure and Late Submissions
 ICH Late Adjustments and Protests
 New / Upgraded ICH notifications
 Upgraded ICH Reports
 ICH Reports Access from SIS
SIS ICHUG 2010 – ICH Changes with SIS
7
October 2010
Management of Duplicate Invoices
 TODAY
 FUTURE


From SIS go-live, risk exists of getting same
invoice via SIS and via ICH Web
 Members to take measures to minimize risk

ICH Ops will identify potential duplicates received
based on the criteria of
No check of duplicates by ICH Ops or by the
ICH System


with the exception of ICH Web manual entry
(invoice # check)
Members
 Can use F1 from Debtors Report to
identify potential duplicates
 Need to check with other airline directly
and ask for an adjustment if necessary
 Escalate as a protest if required
 Can initiate a rejection when receiving
paper invoices
SIS ICHUG 2010 – ICH Changes with SIS

8
Clearance Period , Billing Member, Billed Member,
Billing Category, Clearance Currency, Invoice
Number, DB/CR, Invoice Amount

Perfect criteria matching will trigger invoice
removal action from clearance managed by ICH
Ops

Near perfect criteria matches will be reported to
Member by ICH Ops
 No deletion of any invoice without Member
confirmation
 No feedback, no action
October 2010
Management of Duplicate Invoices (2)
 FUTURE
 Deleting identified duplicates
 Invoice originated from SIS is kept (legal
invoice)
 Invoice originated from ICH Web (non-SIS)
will be deleted by ICH Ops
 Duplicate Invoice Report (new) is created for
deleted invoices
 For Members
 E-mail sent to creditor Member with
Duplicate Invoice Report attached
 If deletion occurs during the Late Submission
phase, e-mail is also sent to debtor Member
with Duplicate Invoice Report
SIS ICHUG 2010 – ICH Changes with SIS
9
October 2010
Management of Duplicate Invoices (3)
 FUTURE
 From SIS go-live, validation of F12 via ICH
Web will be reinforced to check potential
duplicates
 Warning message: Identical invoice (Invoice
Number) received from SIS
 User will have option to cancel submission or
submit claim despite warning
SIS ICHUG 2010 – ICH Changes with SIS
10
October 2010
Agenda
 Member Profile Data for ICH
 Claim Submission and Reporting
 Management of Duplicate Invoices
 Call Day Adjustment Update
 ICH Clearance Closure and Late Submissions
 ICH Late Adjustments and Protests
 New / Upgraded ICH notifications
 Upgraded ICH Reports
 ICH Reports Access from SIS
SIS ICHUG 2010 – ICH Changes with SIS
11
October 2010
Call Day Adjustment Update
 TODAY
 FUTURE

ICH generates CDA invoices and inserts
them at F1 level on initialization of
Clearance Period 2

ICH will generate CDA invoices and will send an
IS-XML file (Charge Category: Service Provider /
Charge Code: CDA) on initialization of Clearance
Period 2

No supporting details are provided

IS-XML file will provide details of original invoices
included in the CDA


Members view the Call Day Adjustment
Summary Report for month of reference

CDA reporting e-mail notification is issued
reporting total CDA amounts created on
behalf of members

SIS will generate the CDA invoices to ICH and
CDA reporting e-mail will be issued by ICH

A new CDA invoice number format will be used

SIS ICHUG 2010 – ICH Changes with SIS
12
to ease reconciliation of CDA amounts and enable
allocation of adjustment to original invoices
"CD" + YY (invoice year) + MM (invoice month) +
XXXX (incremental number)
e.g. CD10080023 would identify the 23rd CDA
invoice generated for August 2010
October 2010
Agenda
 Member Profile Data for ICH
 Claim Submission and Reporting
 Management of Duplicate Invoices
 Call Day Adjustment Update
 ICH Clearance Closure and Late Submissions
 ICH Late Adjustments and Protests
 New / Upgraded ICH notifications
 Upgraded ICH Reports
 ICH Reports Access from SIS
SIS ICHUG 2010 – ICH Changes with SIS
13
October 2010
ICH Clearance Closure & Late Submissions
 TODAY
 FUTURE
 Clearance Closure Day timestamp at
1700 EST
 IS Submission Deadline timestamp at
1700 EST
 Late submissions are handled
manually by ICH Ops
 Invoices submitted after IS Submission
deadline will fall into Late Submission
(LS) process
 SIS invoices flagged for LS in Processing
Dashboard will be handled by ICH Ops
 As per ICH Regulations, late
submission fees may apply
 Invoice issued by ICH
 Late submission fees will apply
 Invoice will be issued through SIS
SIS ICHUG 2010 – ICH Changes with SIS
14
October 2010
Agenda
 Member Profile Data for ICH
 Claim Submission and Reporting
 Management of Duplicate Invoices
 Call Day Adjustment Update
 ICH Clearance Closure and Late Submissions
 ICH Late Adjustments and Protests
 New / Upgraded ICH notifications
 Upgraded ICH Reports
 ICH Reports Access from SIS
SIS ICHUG 2010 – ICH Changes with SIS
15
October 2010
ICH Late Adjustments
 Different type of Late Adjustments
IS Submission
Deadline
Advice Day
ICH Weekly Clearance
Late Submission
Simple
Adjustment
Protest
Simple Late
Adjustment
Emergency
Adjustment
SIS ICHUG 2010 – ICH Changes with SIS
16
October 2010
ICH Late Adjustments – Simple Adjustment
 TODAY
 FUTURE
Before Closure Day
Before IS Submission deadline

Billing entity can change or delete claim via
ICH Web as a web adjustment

No invoice / Credit Note that has passed
validation can be deleted or modified

Billing entity to issue an invoice or credit note
in paper format to reconcile the web
adjustment

Billing entity must submit a credit invoice in SIS
Note : Direct correction via ICH Web will be not
possible
e.g. Billing carrier (A) has invoiced (B) for
USD1,000 instead of USD 900 in F12 claim.





1. Carrier A enters a web adjustment of
USD -100 in ICH Web
2. Settlement is now USD 900
3. Carrier A to issue a paper credit note for
USD 100 for reconciliation
SIS ICHUG 2010 – ICH Changes with SIS

17
1. Carrier A enters a credit invoice with SMI = I
for USD -100
2. Credit invoice is passed to ICH, net settlement is
now USD 900
3. Credit invoice is received by Billed Member
through SIS
October 2010
ICH Late Adjustments – Simple Late Adjust.
 TODAY
 FUTURE
After Closure Day and before Advice
After IS Submission deadline and before
Advice Day
Day

Billing entity enters a web adjustment but
as a late claim it needs to be assigned
manually by ICH Ops
e.g. Billing carrier (A) has invoiced (B) for
USD1,000 instead of USD 900 in F12 claim.





1. Carrier A enters a web adjustment of
USD -100 in ICH Web
2. ICH Ops assign it
3. Settlement is now USD 900
4. A message is sent to both members advising
of a change to their Form 3
5. Carrier A to issue a paper credit note for
USD 100 for reconciliation
SIS ICHUG 2010 – ICH Changes with SIS

Billing entity must submit a credit invoice as a Late
Submission (LS) via IS Dashboard
Note: Direct correction via ICH Web will be not
possible

Late Adjustment will be treated as per LS process




18
1. Carrier contact ICH Ops
2. Carrier enters a credit invoice for USD -100 in IS
Web with SMI = I and confirms adjustment as LS
3. ICH Ops accepts
4. Credit invoice is passed to ICH, net settlement is
now USD 900
October 2010
ICH Emergency Adjust. before Advice Day
 TODAY
 FUTURE
Emergency: e.g. IT issue - impossible to
submit claims via F12
Emergency: e.g. IT issue impossibility to send IS
Formats (e.g. IS-XML)
 Billing entity must:
 Billing entity must:
 1. Contact ICH Ops and provide a F2
equivalent for its major interline
partners
 2. ICH Ops enter Total amount by Billed
member and Billing category at F2
level (No F1 entry level)
 1. Contact Billed entity and get approval to
submit proforma invoices at a summary level
 2. Submit invoices via IS-Web with SMI = I
 MISC Category with Charge Category
“Miscellaneous” / Code “Miscellaneous” , OR
 Billing / Charge Memo in PAX and Cargo
Category
 If no access to IS-Web, Billing Entity should
contact ICH Ops to enter proforma invoices on
their behalf
 Billed entity may ask for supporting
paper documents
 3. On next clearance period, create Credit
invoice for proforma invoices and submit
correct invoices
SIS ICHUG 2010 – ICH Changes with SIS
19
October 2010
ICH Emergency Adjust. after Advice Day
 TODAY
 FUTURE
 Billing entity must:
 Billing entity must:
 1. Contact ICH Finance who will
Review the request and the claims
involved
 2. ICH Finance contact the Billed
Member about situation.
 1. Contact ICH Finance as they cannot enter
invoices in SIS
 2. ICH Finance contact the Billed Member
about situation.
 If accepted, adjustment is entered directly
by ICH Finance at F2 level and settlement
amounts are modified.
 If accepted, adjustment is entered
directly by ICH Finance at F2 level and
settlement amounts are modified
 Both members are advised about new
balances by e-mail
 Both members are advised about new
balances by e-mail
SIS ICHUG 2010 – ICH Changes with SIS
 Billing Entity will need to submit an
adjustment invoice in the following period
with SMI = R (no settlement through ICH)
20
October 2010
ICH Protest
 TODAY
 FUTURE
 Billed Member protesting invoices or
claim must contact the Billing Member
copying ICH Finance
 Members disputing a wrong invoice during
the protest period will continue to get
adjustment for the settlement amount
managed by ICH Finance
 If no response from the Billing
Member, ICH Finance contact the
Billing Member
 For Audit trail purposes, as SIS
submissions will be closed for that period
 a Credit invoice with SMI = R will be required
from the Billing Member in the subsequent
period, linked to the previous invoice
 If agreement is reached ICH Finance
enter the protest and balances are
modified accordingly
 Credit invoice will
 not go to ICH due to SMI = R
 be submitted with the same Charge Category
/ Charge Code as the wrong original invoice
 If next period in different month, there may
be a difference in exchange to be posted
 Both members are advised of their
new position in clearance by e-mail
and F3 are automatically amended
SIS ICHUG 2010 – ICH Changes with SIS
21
October 2010
Agenda
 Member Profile Data for ICH
 Claim Submission and Reporting
 Management of Duplicate Invoices
 Call Day Adjustment Update
 ICH Clearance Closure and Late Submissions
 ICH Late Adjustments and Protests
 New / Upgraded ICH notifications
 Upgraded ICH Reports
 ICH Reports Access from SIS
SIS ICHUG 2010 – ICH Changes with SIS
22
October 2010
Claim not Received Message
 TODAY
 FUTURE
 To report on Closure Day if no claim is
received so far to alert Members
 To report on Closure Day if claim is not
received by Billing Category (PAX, CGO,
MISC, UATP)
 Message is based on historical data
regardless of billing category
 Message will be based on historical data
 If Member does not submit e.g. in Cargo, it
should never receive any message for this
billing category
 Will be based on either SIS or ICH Web
submissions
 In ICH Web, Members can notify
intention of not submitting claim for
current clearance period
 In ICH Web until cut off, Members will notify
intention of not submitting claim by Billing
Category in the current clearance period
SIS ICHUG 2010 – ICH Changes with SIS
23
October 2010
SIS ICHUG 2010 – ICH Changes with SIS
24
October 2010
Claim Transmission Confirmation Message
 TODAY
 FUTURE
 Claim Transmission Confirmation
message is sent just after reception of
claim submitted via F12 or an ICH
Web manual
 No Claim Transmission Confirmation
sent for any invoice submitted in SIS
 Replaced by a new message
Claim Submission Confirmation Message
 Total amount submitted by Billing
Member is provided by message
without any breakdown by billing
category
SIS ICHUG 2010 – ICH Changes with SIS
25
October 2010
Claim Submission Confirmation Message
 NEW
To confirm total amount presented for settlement to ICH, for invoices
originating from SIS and non-SIS with breakdown by billing category
 Will occur
 1. At IS Submission Deadline + processing time :
 Provisional message
2. After closure of the Late Submission (LS) period in SIS + processing time :
 Final message
 Sent to ICH Claims Confirmation contacts
 Members to set up the relevant contacts by billing category in IS-Member Profile
SIS ICHUG 2010 – ICH Changes with SIS
26
October 2010
Claim Submission Confirmation Msg Provisional
 “Provisional - Claim Submission Confirmation” message sent to
 ALL ICH Members having submitted for period at time of IS Submission deadline
 Message will provide total of invoices with breakdowns
 By amounts submitted “From SIS” and “From ICH-Web Transmission”,
 By billing category (Pax, Cargo, Misc, UATP and Total), and
 By currency of clearance (USD, EUR, GBP), as applicable
 Supporting reports for reconciliation
 New “F1 report”, detailing Claim Submission Confirmation Message amounts
 New “F1 report from Debtors”, detailing invoices submitted against Member for period
SIS ICHUG 2010 – ICH Changes with SIS
27
October 2010
Claim Submission Confirmation Msg –
Provisional (2)
 New “F1 Report” and “F1 Report from Debtors” will indicate
 Origin of invoices (SIS, non-SIS), Source (e.g. IS-XML, ICH Web…), Suspended
Invoices flag, as applicable
 ICH Members having an iiNET account will get the supporting reports
 in a zip file containing three formats : XML, CSV and HTML
 in two versions : Active and Suspended (for invoices submitted against suspended
members)
 ICH Members not having an iiNET account will run “F1 Report” and “F1 Report
from Debtors” directly as today from ICH Reports menu
SIS ICHUG 2010 – ICH Changes with SIS
28
October 2010
Claim Submission Confirmation Msg - Final
 “Final - Claim Submission Confirmation” message sent to
 ALL ICH Members after closure of the Late Submission phase
 Includes updates for Members having submitted during the LS period and those impacted by
any Member suspended during the LS phase will get new total amounts reported
 Message will provide same level of breakdown information (i.e. SIS / Non-SIS,
by billing category, by currency of clearance)
 Provide Final supporting “F1 Report” and “F1 Report from Debtors” reports
either via iiNET or queried by Member from ICH Web Reports menu
SIS ICHUG 2010 – ICH Changes with SIS
29
October 2010
Claim Submission Confirmation Msg Format
Subject header for initial sending AT END OF CLOSURE DAY (17:00 EST) :
- PER 01 OCT 2011 - PROVISIONAL CONFIRMATION OF TOTAL INVOICES PRESENTED FOR SETTLEMENT TO THE ICH
Subject Header
will change
Subject header for second sending AFTER CLOSURE OF LATE SUBMISSION PERIOD :
- PER 01 OCT 2011 - FINAL CONFIRMATION OF TOTAL INVOICES PRESENTED FOR SETTLEMENT TO THE ICH
WE CONFIRM THAT INVOICES FOR THE ABOVE MENTIONED CLEARANCE HAVE BEEN RECEIVED VIA ICH WEB
TRANSMISSION AND/OR VIA SIS AND ENTERED INTO THE CURRENT CLEARANCE.
THE TOTAL OF INVOICES CLAIMED IN CLEARANCE IS:
1. FROM ICH-WEB TRANSMISSION :
Dynamic
Representation of
currencies
USD
EUR
GBP
TOTAL
500,000
-
PAX
200,000
-
CARGO
-
MISC
300,000
-
UATP
-
TOTAL
700,000
400,000
-
PAX
-
CARGO
600,000
-
MISC
400,000
-
UATP
100,000
-
TOTAL
1,200,000
400,000
-
PAX
200,000
-
CARGO
600,000
-
MISC
300,000
400,000
-
UATP
100,000
-
2. FROM SIS
USD
EUR
GBP
3. TOTAL
To be made
readeable for
Blacberry/iPhones
USD
EUR
GBP
DETAILS OF INVOICES ARE AVAILABLE TO YOU FROM THE ICH WEB REPORTS AND FROM YOUR IINET ACCOUNT
AS APPLICABLE
SIS ICHUG 2010 – ICH
Changes
with
SISDISCREPANCY, PLEASE NOTIFY ICH30OPERATIONS URGENTLY .
IN CASE
THERE
IS ANY
THANK YOU.
October 2010
Agenda
 Member Profile Data for ICH
 Claim Submission and Reporting
 Management of Duplicate Invoices
 Call Day Adjustment Update
 ICH Clearance Closure and Late Submissions
 ICH Late Adjustments and Protests
 New / Upgraded ICH notifications
 Upgraded ICH Reports
 ICH Reports Access from SIS
SIS ICHUG 2010 – ICH Changes with SIS
31
October 2010
F1 & F1 from Debtors Reports
 UPGRADE
 Three new fields added
 Invoice Origin : SIS , NON-SIS
 Invoice Source: IS-XML, IS-IDEC, IS-WEB , F12, ICH-WEB
 Suspended Invoice : Yes or No
 New parameter options to select from ICH Web query screen
 Invoice Origin
 Invoice Source
 Suspended Invoice
 New XML reporting format available
SIS ICHUG 2010 – ICH Changes with SIS
32
October 2010
F1 & F1 Reports from Debtors
New Fields
New Fields
SIS ICHUG 2010 – ICH Changes with SIS
33
October 2010
F3 Suspended Report
 NEW
 Provides a Form 3 Report for invoices/claims by and against suspended
members and offer way for reconciliation over clearance periods
 User will select from ICH Web query screen
 Start Period and Ending Period
 A specific billing category or All
 Available in CSV and XLS formats
SIS ICHUG 2010 – ICH Changes with SIS
35
October 2010
F3 Suspended Report
Against the Creditor
SIS ICHUG 2010 – ICH Changes with SIS
By the Creditor
36
October 2010
Duplicate Invoice Report
 NEW
 Will provide visibility on the duplicate invoices from SIS and Non-SIS
SIS ICHUG 2010 – ICH Changes with SIS
37
October 2010
Agenda
 Member Profile Data for ICH
 Claim Submission and Reporting
 Management of Duplicate Invoices
 Call Day Adjustment Update
 ICH Clearance Closure and Late Submissions
 ICH Late Adjustments and Protests
 New / Upgraded ICH notifications
 Upgraded ICH Reports
 ICH Reports Access from SIS
SIS ICHUG 2010 – ICH Changes with SIS
38
October 2010
Access to ICH Reports from SIS
 Available to any user from IS-WEB having get an "ICH Report access" role
from IS-Super User
 Authentication of user will be performed via Single Sign On (SSO)
 ICH Reports menu page is displayed to IS user (equivalent to ICH Web Reports)
 Reminder:
Members cannot submit manual claims via IS-WEB
For non migrated categories, Members need to go to ICH Web until cut-off date
SIS ICHUG 2010 – ICH Changes with SIS
39
October 2010
ICH Reports Menu from SIS
SIS ICHUG 2010 – ICH Changes with SIS
40
October 2010
Q&A
SIS ICHUG 2010 – ICH Changes with SIS
41
October 2010
Thank you.
Email:
[email protected]
SIS Website:
www.iata.org/sis
SIS ICHUG 2010 – ICH Changes with SIS
42
October 2010