ICH Changes with SIS 2010 ICH UG Thierry Cerpolet - IATA.

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


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













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



FUTURE (via SIS, from Go-live)


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












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


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


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












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












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












ICH Late Adjustments

Different type of Late Adjustments

16


IS Submission Deadline

Advice Day

Late Submission Protest

Simple Adjustment

Simple Late Adjustment

Emergency Adjustment


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


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


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


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


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












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



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


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


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


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


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


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












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


F1 & F1 Reports from Debtors

New Fields

New Fields


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


F3 Suspended Report

Against the Creditor By the Creditor


Duplicate Invoice Report

NEW

Will provide visibility on the duplicate invoices from SIS and Non-SIS












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


ICH Reports Menu from SIS


Q&A


Thank you.

Email:

[email protected]

SIS Website:

www. t .oria a g.sis

mailto:[email protected]

http://www.iata.org/s

http://www.iata.org/s

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ICH Changes with SIS 2010 ICH UG Thierry Cerpolet - IATA.

Documents