ich changes with sis 2010 ich ug thierry cerpolet - iata
TRANSCRIPT
ICH Changes with SIS
2010 ICH UG
Thierry Cerpolet - IATA
October 2010SIS ICHUG 2010 – ICH Changes with SIS 2
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
October 2010SIS ICHUG 2010 – ICH Changes with SIS 3
Member Profile Data for ICH TODAY
All Member data is maintained in ICH Systems
Members are requesting Contacts updates from ICH via e-mail for ICH Contacts
so that they receive ICH clearance e-mail notifications
Interline Billing contacts to maintain interline contact
information
FUTURE
SIS will act as the single source of Member data with exception of banking details information
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
Member Profile changes in SIS relevant to ICH are synchronized with the ICH System
3
October 2010SIS ICHUG 2010 – ICH Changes with SIS 4
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
October 2010SIS ICHUG 2010 – ICH Changes with SIS 5
Claim Submission and Reporting
TODAY (via ICH Web)
F12 / IS Web Manual
Claim TransmissionConfirmation Msg
F1 / F3 Provisional ICH Web Reports
Claim Not Received Msg (if any)
ICH Weekly Clearance
Closure Day Advice Day
LS
Advice DayMessage
F1 / F3 Final ICH Web Reports
ICH Web
October 2010SIS ICHUG 2010 – ICH Changes with SIS 6
Claim Submission and Reporting
FUTURE (via SIS, from Go-live)
ICH Weekly Clearance
IS Submissions (IS-IDEC, IS-XML, IS-WEB)
IS Submission Deadline/ Closure Day Advice Day
Check
IS Dashboard
Claim Submission Confirmation Msg
LS
ProvisionalNo Claim
Transmission Confirmation
Message
F1 / F3 Provisional ICH Web Reports
Claim Not Received Msg (if any)
Advice DayMessage
F1 / F3 Final ICH Web Reports
SIS
Final
October 2010SIS ICHUG 2010 – ICH Changes with SIS 7
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
October 2010SIS ICHUG 2010 – ICH Changes with SIS 8
Management of Duplicate Invoices TODAY
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
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
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
8
October 2010SIS ICHUG 2010 – ICH Changes with SIS 9
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
9
October 2010SIS ICHUG 2010 – ICH Changes with SIS 10
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
10
October 2010SIS ICHUG 2010 – ICH Changes with SIS 11
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
October 2010SIS ICHUG 2010 – ICH Changes with SIS 12
Call Day Adjustment Update TODAY
ICH generates CDA invoices and inserts them at F1 level on initialization of Clearance Period 2
No supporting details are provided 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
FUTURE
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
IS-XML file will provide details of original invoices included in the CDA
to ease reconciliation of CDA amounts and enable allocation of adjustment to original invoices
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 "CD" + YY (invoice year) + MM (invoice month) +
XXXX (incremental number) e.g. CD10080023 would identify the 23rd CDA invoice generated for August 2010
12
October 2010SIS ICHUG 2010 – ICH Changes with SIS 13
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
October 2010SIS ICHUG 2010 – ICH Changes with SIS 14
ICH Clearance Closure & Late Submissions TODAY
Clearance Closure Day timestamp at 1700 EST
Late submissions are handled manually by ICH Ops
As per ICH Regulations, late submission fees may apply Invoice issued by ICH
FUTURE
IS Submission Deadline timestamp at1700 EST
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
Late submission fees will apply Invoice will be issued through SIS
14
October 2010SIS ICHUG 2010 – ICH Changes with SIS 15
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
October 2010SIS ICHUG 2010 – ICH Changes with SIS 16
ICH Late Adjustments
Different type of Late Adjustments
16
ICH Weekly Clearance
IS Submission Deadline
Advice Day
Late Submission Protest
Simple Adjustment
Simple Late Adjustment
Emergency Adjustment
October 2010SIS ICHUG 2010 – ICH Changes with SIS 17
ICH Late Adjustments – Simple Adjustment TODAY Before Closure Day
Billing entity can change or delete claim via ICH Web as a web adjustment
Billing entity to issue an invoice or credit note in paper format to reconcile the web adjustment
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
FUTUREBefore IS Submission deadline
No invoice / Credit Note that has passed validation can be deleted or modified
Billing entity must submit a credit invoice in SIS
Note : Direct correction via ICH Web will be not possible
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
17
October 2010SIS ICHUG 2010 – ICH Changes with SIS 18
ICH Late Adjustments – Simple Late Adjust. TODAY
After Closure Day and before Advice 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
FUTUREAfter IS Submission deadline and
before Advice Day
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
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
18
October 2010SIS ICHUG 2010 – ICH Changes with SIS 19
ICH Emergency Adjust. before Advice Day TODAY
Emergency: e.g. IT issue - impossible to submit claims via F12
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)
Billed entity may ask for supporting paper documents
FUTURE
Emergency: e.g. IT issue impossibility to send IS Formats (e.g. IS-XML)
Billing entity must: 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
3. On next clearance period, create Credit invoice for proforma invoices and submit correct invoices
19
October 2010SIS ICHUG 2010 – ICH Changes with SIS 20
ICH Emergency Adjust. after Advice Day TODAY
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.
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
FUTURE
Billing entity must: 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. Both members are advised about new
balances by e-mail
Billing Entity will need to submit an adjustment invoice in the following period with SMI = R (no settlement through ICH)
20
October 2010SIS ICHUG 2010 – ICH Changes with SIS 21
ICH Protest TODAY
Billed Member protesting invoices or claim must contact the Billing Member copying ICH Finance
If no response from the Billing Member, ICH Finance contact the Billing Member
If agreement is reached ICH Finance enter the protest and balances are modified accordingly
Both members are advised of their new position in clearance by e-mail and F3 are automatically amended
FUTURE
Members disputing a wrong invoice during the protest period will continue to get adjustment for the settlement amount managed by ICH Finance
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
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
21
October 2010SIS ICHUG 2010 – ICH Changes with SIS 22
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
October 2010SIS ICHUG 2010 – ICH Changes with SIS 23
Claim not Received Message TODAY
To report on Closure Day if no claim is received so far to alert Members
Message is based on historical data regardless of billing category
In ICH Web, Members can notify intention of not submitting claim for current clearance period
FUTURE
To report on Closure Day if claim is not received by Billing Category (PAX, CGO, MISC, UATP)
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 until cut off, Members will notify intention of not submitting claim by Billing Category in the current clearance period
23
October 2010SIS ICHUG 2010 – ICH Changes with SIS 24
October 2010SIS ICHUG 2010 – ICH Changes with SIS 25
Claim Transmission Confirmation Message TODAY
Claim Transmission Confirmation message is sent just after reception of claim submitted via F12 or an ICH Web manual
Total amount submitted by Billing Member is provided by message without any breakdown by billing category
FUTURE
No Claim Transmission Confirmation sent for any invoice submitted in SIS
Replaced by a new message
Claim Submission Confirmation Message
25
October 2010SIS ICHUG 2010 – ICH Changes with SIS 26
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
October 2010SIS ICHUG 2010 – ICH Changes with SIS 27
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
October 2010SIS ICHUG 2010 – ICH Changes with SIS 28
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
October 2010SIS ICHUG 2010 – ICH Changes with SIS 29
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
October 2010SIS ICHUG 2010 – ICH Changes with SIS 30
Claim Submission Confirmation Msg Format
TOTAL PAX CARGO MISC UATPUSD 500,000 200,000 - 300,000 -EUR - - - - -GBP - - - - -
TOTAL PAX CARGO MISC UATPUSD 700,000 - 600,000 - 100,000EUR 400,000 - - 400,000 -GBP - - - - -
TOTAL PAX CARGO MISC UATPUSD 1,200,000 200,000 600,000 300,000 100,000EUR 400,000 - - 400,000 -GBP - - - - -
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
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.
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
THE TOTAL OF INVOICES CLAIMED IN CLEARANCE IS:
THANK YOU.
DETAILS OF INVOICES ARE AVAILABLE TO YOU FROM THE ICH WEB REPORTS AND FROM YOUR IINET ACCOUNT
IN CASE THERE IS ANY DISCREPANCY, PLEASE NOTIFY ICH OPERATIONS URGENTLY .
1. FROM ICH-WEB TRANSMISSION :
2. FROM SIS
3. TOTAL
AS APPLICABLE
Subject Header will change
Dynamic Representation of
currencies
To be made readeable for
Blacberry/iPhones
October 2010SIS ICHUG 2010 – ICH Changes with SIS 31
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
October 2010SIS ICHUG 2010 – ICH Changes with SIS 32
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
October 2010SIS ICHUG 2010 – ICH Changes with SIS 33
F1 & F1 Reports from Debtors
New Fields
New Fields
October 2010SIS ICHUG 2010 – ICH Changes with SIS 35
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
October 2010SIS ICHUG 2010 – ICH Changes with SIS 36
F3 Suspended Report
Against the Creditor By the Creditor
October 2010SIS ICHUG 2010 – ICH Changes with SIS 37
Duplicate Invoice Report
NEW
Will provide visibility on the duplicate invoices from SIS and Non-SIS
October 2010SIS ICHUG 2010 – ICH Changes with SIS 38
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
October 2010SIS ICHUG 2010 – ICH Changes with SIS 39
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
October 2010SIS ICHUG 2010 – ICH Changes with SIS 40
ICH Reports Menu from SIS
October 2010SIS ICHUG 2010 – ICH Changes with SIS 41
Q&A
October 2010SIS ICHUG 2010 – ICH Changes with SIS 4242
Thank you.
Email:
SIS Website:
www. t .oria a g.sis