Cbs administrator training by Tommy Acklen Director of Central Billing Services

1. Network Information Services Technology Forum Cbs administrator trainingbyTommy AcklenDirector of Central Billing Services

2. Began in 1979 • Goodyear was the first National Account • Consistent Name Brand Pricing across the U.S. • Eliminate Goodyear’s auto part warehouses • Brief History of CBS

3. Advance Auto Parts • Asbury Automotive Group • AT&T • AutoZone • Goodyear (company-owned) • Goodyear Gemini (Independents) • Monro Muffler Brake & Service • Pep Boys • Transervice Leasing • Hertz • Midas • TBC Corporation • Tire Kingdom, NTB, Merchants, Big O Tire, Big O Tire franchisees National Account Customers

4. Because, “Them that don’t read have little advantage over those who….can’t!” Face the facts: • None of us like to read documentation • It’s easier to ask, than search for the answer • We often want to know just enough to get by • We really don’t think we have the time • Why are We Hosting Training?

5. Provide CBS a Nat. Account Location Identifier • Provide CBS with ADN Vendor & Part Number • Vary pricing by Product Line and Nat. Account • Provide a line item detail for Sales Tax & Freight • Provide a line item detail for Restocking Fees • Provide a line item detail for Labor Charges • Produce a standardized Member Billing File • Your Computer System Needs to:

6. Store or Garage Identifier • Most are 4 numeric characters • They can be duplicated between Nat. Accounts • AT&T Garage Numbers are alphanumeric • Asbury Dealerships are alphanumeric • CBS can cross-reference your Customer Number to a Nat. Account Store, Dealership, or Garage Identifier for you if necessary • National Account Location Identifier

7. ADN Vendors equate to Vendor Product Lines • Most ADN Vendors are edited for proper pricing • Some are non-edited because of local sources • ADN Vendors are 4 numeric characters except for TAX1, LAB1, RSF1, FRTN, FRTE • If your system can’t handle alpha characters, we will work out a solution for you to bill theseADN Vendors as necessary • ADN Vendors

8. 0004 MISC BELT/HOSE • 1003 MISC OIL • 2009 MISC TIRE VALVES • 2026 MISC ELECTRICAL • 2099 MISC SERVICE PARTS • 3011 MISC BATTERY • 4008 MISC EXHAUST • 5002 MISC WHEEL WEIGHTS • 7004 MISC SHOCK/STRUT • 9064 MISC BRAKE • 9182 MISC CHASSIS • Miscellaneous ADN Vendors

9. It’s just a simple text file with a bit of logic • View it with WordPad • Fixed length records • Sequentially numbered with no dupes or skips • Record types must be proper with none missing • Total Record has value of the file • Member Billing Files Have Integrity

10. $*$AAAD|1000|,|railroad B|000001|NATIONAL ACCOUNTS BILLING|1000|07052012|02 H1|000002|GDYR|1000|546585 |07022012|546585 |07052012|2671 |6688300 D1|000003|1|2136|213-912 | 1| 1| 3953| |329|74314 H1|000004|AAPD|1000|546588 |07022012|546588 |07052012|3960 |6600305 D1|000005|1||MU1657 | 1| 1| 30431| |310| H1|000006|AAPD|1000|546590 |07022012|546590 |07052012|3960 |6600305 D1|000007|2||MU1657 | 1| 1| 30431| |310| H1|000008|AAPD|1000|546593 |07022012|546593 |07052012|3730 |5881459 D1|000009|1||YH1767 | 1|1| 4940||706|3082124 H1|000010|GDYR|1000|546594 |07032012|546594 |07052012|2639 |8851731 D1|000011|1|9079|81260 | 2| 2| 3786||530| H1|000012|AAPD|1000|546583 |07022012|546583 |07052012|3870 |8732103 D1|000013|1|2049|61G | 1| 1| 2156||312|3076818 T|000014|AAAD TOTAL| 14835|+ $*$DIS • Here is a Sample Billing File

11. Manually from a PC using an FTP Client • The FTP Client software package is up to you • We can make FTP Professional available (free) • Drag & drop them one at a time or as a group • Automatically from your billing computer system • Usually automatic xfers done during the night • You can submit Billing Files 24/7/365 • Billing Files Submitted to FTP Server

12. Time for a FTP Demonstration

13. To make sure files are placed in proper folder • To make sure the files are accepted by the CBS • To make sure the files balance to your totals • To make sure files are approved for finalization • To make sure files don’t linger around in CBS • It Is Up To You To:

14. Determine if really a Member Billing File • Determine if a file has already been processed • Determine if there is actually billing in the file • Ensure all records are 80 characters & in order • Detect missing critical data • Detect duplicate Invoices & Credits • Line item total must match value in total record • Billing File Preliminary Edits

15. Every member has a CBS_OP e-mail inbox • The xxxx is the Master Member Number • Acceptance or rejection of their Billing Files • Finalization of their Billing Files • Informational e-mails to all CBS_OP addresses • Announcing new Vendors added to CBS • Procedural changes concerning the CBS • CBS_OP_xxxx E-mails

16. This is the way the CBS communicates with you • Our ADNHQ CBS Operator keeps you informed • Many members don’t bother reading them • Too much trouble to open a browser & get them • Don’t want to take the time to get them • Therefore, they are not very well informed • Perhaps this will give you an incentive • Facts About CBS_OP E-mails

17. CBS_OP E-mails to Your Inbox

18. CBS_OP E-mails to Your Inbox

19. CBS_OP E-mails to Your Inbox

20. Your local administrator can do this for you • Should work with Outlook & Outlook Express • Hopefully, these e-mails won’t be overlooked • You’ll be more informed on current events • You can save them in a CBS_OP_Email folder • Delete them & they go to your Deleted Items • Never have to log-in to Outlook Web App again • CBS_OP_xxxx E-mails

21. Let’s Look at E-mails for our Files

22. Validate Member Number • Validate Line Item Extensions not > $9,999.99 • Validate Document Dates not > 180 days old • Validate National Account IDs • Look for N/A Store/Garage mapping & swap ID • Validate National Account Store or Garage ID • Validate ADN Vendor Number • Test Edit does Extensive Edits

23. Validate Vendor can be sold to a Nat. Account • Validate right Vendor for specific transaction • Validate PO Number according to standards • Validate Quantity > zero if Exchange Extension • Validate only Core Extension present if T/C 5 • Validate only Core Extension present if T/C 8 • Validate all Extension and Quantity values are + • Extensive Edits Continued

24. ADN Vendor coded as Non-Edited • Where Quantity and Extensions are zero • Non-Edited Invoice Transaction Code 6 • Non-Edited Credit Transaction Code 7 • Dirty Core Credit Value on Transaction Code 5 • Dirty Core Charge Value on Transaction Code 8 • Be very careful with Dirty Core Values What are Non-Edited Transactions

25. Validate ADN Vendor/Part Number in CBS • Validate Exchange Price and Core Price • Use Original Document Date to find Prices in effect at time the item is ordered or credited • Use Original Document Date to find Discount in effect at time the item is ordered or credited • Warn about missing Exchange or Core Values • Other minor edits too numerous to mention • Member Billing File Optional Edits

26. Log-in to CBS to view errors & make corrections • Run Test Edit & make sure changes worked • Make sure all Fatal Errors are fixed or make sure IGNORE is in PO Number to skip them • Change Status of Member Billing File from a “W” to an “A” to signify approval • The CBS Operator will review the file and give it back to you if unacceptable for finalization • Correcting Billing Errors On-Line

27. Let’s Look at the Files we Uploaded

28. Finalizations occur at 10am, 2pm, & 4pm M-F • You should receive an e-mail confirming finalization of all Member Billing Files • Finalized transactions sent to Advance, Monro Muffler, & AT&T daily • All other National Accounts get their finalized transactions on Wednesdays Then What Happens Next?

29. RPT14011 Fatal Errors that have been dropped • RPT14012 Price Overrides By CBS • RPT14013 Non-Edited Transactions • RPT14014 Invoice/Credit List with Edited Differences to be used to make J/Es to your A/R transactions so payment will match • CBS Daily Reports

30. Disbursements once per month, per N/A • RPT14103 Cash Receipts Register by Invoice # • RPT14104 Cash Receipts Register by Store • Spreadsheet available to be used to post to your A/R – Contact Jan Larson if you want them • How do you get paid?

31. Accounts Receivable Inquiry • Member Billing Files Inquiry • Discount Inquiry • Item Master Inquiry • Item Price Inquiry • Member Maintenance • Other CBS Inquires Available

32. Questions?

33. THANK YOU! Network Information Services Technology Forum