Invoicing with IS

1. Invoicing with IS 2009 ICH User Group – Breakout Session James Shannon, IATA

2. Invoicing with IS • Integrated Settlement Overview • Member Administration • File Formats, IS-XML, and Conceptual Invoice Example • Validation • Supporting Documents • Web Analysis & Reporting • Sponsored & Aggregated Members • Closure • Receiving Your Payables SIS – ICHUG09 – Invoicing with IS

3. Settlement Processes ICH ACH Central Repository Processes at time of Sales NFP engine ARC COMPASS™ Integrated Settlement Overview Integrated Settlement IS-WEB IS-WEB Billed Entity Billing Entity “Digital Signature” Company IS-XML IS-XML Overall Processes Overall Processes Billing & Invoicing Processes IS-IDEC IS-IDEC Prorate Engine Usage File SIS – ICHUG09 – Invoicing with IS

4. IS Overview – One Level Down ICH ACH IS-WEB Interface ICH Interface ACH Validation IS-WEB Supp. Doc. Invoice PDF Supp. Doc. IS-XML Billing Outward IS-IDEC Billing Record DB IS-XML Supp. Doc. IS-IDEC Supp. Doc. Digital Signature Billing Value Confirmation Validation & Correction(IS-WEB) Value Determination & Auto-Billing Usage File Digital Signature Billing Carrier ATOS ATPCO ATPCO SIS – ICHUG09 – Invoicing with IS

5. Member Administration SIS – ICHUG09 – Invoicing with IS

6. Member Administration • Users & Roles • Contacts • Member Profile • Locations Options selected via Member Administration affect every part of your experience with Integrated Settlement SIS – ICHUG09 – Invoicing with IS

7. Users & Roles • Every participant is set up with a master account, which has permissions to do everything on Integrated Settlement and create other user accounts • There will be a handful of default roles that users can be assigned to, e.g.: • Passenger Officer can do X, Y, and Z • Passenger Manager can do X, Y, Z, plus A, B, and C • Users with appropriate permissions can also create new roles with customized permissions, e.g.: • “Custom Role #1” can do X, Z, and A • “Custom Role #2” can do only Y • All IS users will be in one or more roles SIS – ICHUG09 – Invoicing with IS

8. Contacts • Revenue accounting and clearing houses involve a number of contacts, e.g.: • Financial Contact, Passenger Interline Contact, etc • Integrated Settlement adds more contacts, e.g.: • Validation Failure Contact • Users and contact information are shared, a single person can be assigned to any number of contact positions • Alternatively, a generic contact can be set up (such as “RA Passenger Inquiries”) • Contacts can be searched for on Integrated Settlement and displayed, or downloaded SIS – ICHUG09 – Invoicing with IS

9. Member Profile • Each Integrated Settlement participant has a group of configurable elements which make up a profile • The profile includes settings such as: • Contact Roles • Legal invoice information, such as address, VAT registration number, etc (see E-Invoicing breakout session) • Integrated Settlement preferences, such as how validation errors are handled • Third party preferences, such as settings applicable to ACH, ICH, or AIA • Users at the participant can update profile elements where applicable SIS – ICHUG09 – Invoicing with IS

10. Locations • Some participants will have separate entities that need to send or receive invoices, such as a separate cargo entity or an office in another country (for VAT purposes) • Via the Member Administration section on IS-WEB, participants can set up multiple locations, each with different reference information (address, VAT Registration #, etc) • Not every physical location (ie each airport) should be set up as a location! • There will be a default location, or invoices can be sent to “XX123 Location #2” and IS will fill in the relevant information Specifying a different location will not affect the routing of the invoice, just the reference information that is added! SIS – ICHUG09 – Invoicing with IS

11. InputtingReceivables SIS – ICHUG09 – Invoicing with IS

12. Inputting Your Receivables • IS-IDEC, IS-XML • IS-WEB • Conceptual Example Invoice IS-WEB Billing Entity IS-XML IS-IDEC Prorate Engine Usage File SIS – ICHUG09 – Invoicing with IS

13. IS-IDEC, IS-XML, and IS-WEB • File formats: IS-IDEC and IS-XML • Generated by your Revenue Accounting or Financial systems • Uploaded via secure FTP • IS-IDEC is similar to today’s IDEC format, and is available for Pax and Cargo billings* • IS-XML is an XML standard, available for Pax, Cargo, Misc, and UATP billings* • Web Interface: IS-WEB • Online entry via Integrated Settlement’s website • Available for Pax, Cargo, Misc, and UATP billings* • Your RA or Financial system doesn’t need file creation and upload ability; you don’t even need a system • IS-WEB is also used for other things (e.g. Correspondence, Audit Trail, Reporting) * With some exceptions – see the Airline Business Case SIS – ICHUG09 – Invoicing with IS

14. Conceptual IS-XML Invoice Structure Invoice Invoice Header Line Item Line Item Detail Line Item Line Item Detail Line Item Line Item Detail Tax Details Attachment Aircraft Details Attachment Aircraft Details Tax Details Aircraft Details Tax Details SIS – ICHUG09 – Invoicing with IS

15. Validation SIS – ICHUG09 – Invoicing with IS

16. Validation • Importance Of Validation • Effect Of Validation • Online Correction SIS – ICHUG09 – Invoicing with IS

17. Importance of Validation • One of the primary problems with IDEC today is the almost absolute lack of validation of the submitted file • Carriers upload all manner of incorrect files and values • It becomes the responsibility of the billed carrier to reconcile these values, or to create an application to fix the incoming values from airline XX, and another application to fix the incoming values from airline YY, etc • Validation will be a key principle of Integrated Settlement – It will be the billing party’s responsibility to upload valid data – SIS – ICHUG09 – Invoicing with IS

18. Effect of validation • Validation is one of the first steps that occur when a file is submitted • When entering via IS-WEB, validation will occur whenever data is saved • Validation will occur on a number of levels, including: • Mandatory Fields • Reference Data (e.g. airport code is correct) • Conditional Fields (e.g. “if field A is ‘Y’ then field B must have a value”) • Total rows equal the sum of child rows • Failed validation will cause the invoice or entire file to be rejected (depending on the participant’s preference) SIS – ICHUG09 – Invoicing with IS

19. Online Correction • If a file or invoice fails validation, an email is sent to the billing entity • The errors can be corrected online (depending on participant preference) • Only fields not containing values can be corrected • Unless the error is in a value field, in which case the invoice or file must be re-uploaded • If the errors haven’t been corrected by period closure, the invoice or file will not be submitted for clearance (but can be corrected and submitted in the following period) SIS – ICHUG09 – Invoicing with IS

20. Supporting Documents SIS – ICHUG09 – Invoicing with IS

21. Attaching Supporting Documents • The need for supporting documents in SIS is being minimized wherever possible (See JPSC Agenda item P14) • Where sensible, rules will be rewritten to make supporting documents optional • Where supporting documents are mandatory, they might be made part of the record structure • Supporting documents come from two main sources • Pieces of paper (coupons, receipts, etc)  These need to be scanned • Digital files (ETs, extracts from contracts, etc)  These only need to be converted to a valid format – no scanning! • Supporting documents which are uploaded will need to be in a neutral format such as .txt, .csv, .pdf, .jpg, .etc • Participants can explicitly accept other document types SIS – ICHUG09 – Invoicing with IS

22. Linking Supporting Documents • Attachments will be associated with invoices or records (Pax/Cargo only) • Attachments can be uploaded one-by-one via IS-WEB • A zip file with many attachments can be uploaded to IS and: • Manually associated via screens on IS-WEB • Contain attachments in a defined folder structure so that IS can automatically associate the attachments • Contain an index file that matches attachments to records so that IS can automatically associate the attachments  SIS, Kale, and the Working Groups analyzed potential options and the above were chosen as the easiest ways to attach considering existing systems and scanners SIS – ICHUG09 – Invoicing with IS

23. Web Analysis &Reporting SIS – ICHUG09 – Invoicing with IS

24. Web Analysis Reports • Reports designed for specific purposes and available via IS-WEB • Can be configured by choosing criteria (e.g. Settlement Method = ICH) and sorting • After running the report, results can be downloaded into a CSV file SIS – ICHUG09 – Invoicing with IS

25. Web Analysis Reports • Interline Billing Summary • Shows outward and inward billing values by billing category and net difference for all categories • Grouped by other IS participant • Interline Payable Analysis • Shows net billing values for a given period and the average for the 5 earlier months • Grouped by other IS participant SIS – ICHUG09 – Invoicing with IS

26. Web Analysis Reports • Pending Invoices • Shows all outgoing invoices which are pending in IS due to errors • These invoices will not be settled or billed until the errors are corrected • Where allowed, invoices can be selected for correction • No grouping – each invoice is shown separately • Suspended Invoices • Shows outgoing invoices that were sent to a carrier in suspension and thus no settlement was done • Offers the opportunity to resubmit the invoice to the clearing house after reinstatement • No grouping – each invoice is shown separately SIS – ICHUG09 – Invoicing with IS

27. Web Analysis Reports • Misc Charge Summary • Shows the incoming Misc charges • Grouped by other IS Participant and Charge Category/Charge Code • Especially useful to identify participants that are putting too many charges into Miscellaneous Charge Codes, preventing you from automatically posting SIS – ICHUG09 – Invoicing with IS

28. Sponsored & Aggregated Members SIS – ICHUG09 – Invoicing with IS

29. Sponsored & Aggregated Members • Sponsored and aggregated members will continue to work the same way in the ICH insofar as settlement is concerned • In SIS: • The invoices submitted by the sponsored or aggregated member will be included in reports run by somebody at the sponsoring or aggregating member level  Web analysis reports executed here will include invoices from participants #1 - 4 Sponsoring (#1)  Web analysis reports executed here show only own invoices Sponsored (#2) Sponsored (#3) Sponsored (#4) SIS – ICHUG09 – Invoicing with IS

30. Closure SIS – ICHUG09 – Invoicing with IS

31. Settlement Processes ICH ACH Central Repository Closure • After closure Integrated Settlement will (where applicable): • Create invoices • Submit invoices to a third party for digital signature • Submit invoice amounts to the ICH or ACH • Settlement will occur as today, including deadlines and calendars, protests, fees, etc • Prepare files for billed participant “Digital Signature” Company Billing & Invoicing Processes SIS – ICHUG09 – Invoicing with IS

32. View/Download Payables SIS – ICHUG09 – Invoicing with IS

33. View/Download Payables • Billing data can be downloaded in the format that you choose • IS-XML or IS-IDEC (via secure FTP) • and/or via IS-WEB  The billing entity’s upload choice does not affect the billed entity • There is only one legal invoice available • PDF file, human-readable • Downloaded via FTP or from IS-WEB • May include digital signature (see the Legal Aspects presentation) SIS – ICHUG09 – Invoicing with IS

34. Q&A Email: sis@iata.org SIS Website: www.iata.org/sis SIS – ICHUG09 – Invoicing with IS