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ICH Changes with SIS

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

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ICH Changes with SIS

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

  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 SIS ICHUG 2010 – ICH Changes with SIS

  3. 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 Member Profile Data for ICH SIS ICHUG 2010 – ICH Changes with SIS 3

  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 SIS ICHUG 2010 – ICH Changes with SIS

  5. Claim Submission and Reporting • TODAY (via ICH Web) Closure Day Advice Day ICH Weekly Clearance LS ICH Web Claim TransmissionConfirmation Msg F1 / F3 Provisional ICH Web Reports Claim Not Received Msg (if any) Advice DayMessage F1 / F3 Final ICH Web Reports F12 / IS Web Manual SIS ICHUG 2010 – ICH Changes with SIS

  6. Claim Submission and Reporting IS Submission Deadline/ Closure Day • FUTURE (via SIS, from Go-live) Advice Day ICH Weekly Clearance LS SIS F1 / F3 Provisional ICH Web Reports Claim Not Received Msg (if any) Advice DayMessage F1 / F3 Final ICH Web Reports IS Submissions (IS-IDEC, IS-XML, IS-WEB) Claim Submission Confirmation Msg No Claim Transmission ConfirmationMessage Provisional Final Check IS Dashboard SIS 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 SIS ICHUG 2010 – ICH Changes with SIS

  8. 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 Management of Duplicate Invoices SIS ICHUG 2010 – ICH Changes with SIS 8

  9. 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 Management of Duplicate Invoices (2) SIS ICHUG 2010 – ICH Changes with SIS 9

  10. 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 Management of Duplicate Invoices (3) SIS ICHUG 2010 – ICH Changes with SIS 10

  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 SIS ICHUG 2010 – ICH Changes with SIS

  12. 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 Call Day Adjustment Update SIS ICHUG 2010 – ICH Changes with SIS 12

  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 SIS ICHUG 2010 – ICH Changes with SIS

  14. 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 ICH Clearance Closure & Late Submissions SIS ICHUG 2010 – ICH Changes with SIS 14

  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 SIS ICHUG 2010 – ICH Changes with SIS

  16. ICH Late Adjustments • Different type of Late Adjustments IS Submission Deadline Advice Day ICH Weekly Clearance Late Submission Protest Simple Adjustment Simple Late Adjustment Emergency Adjustment SIS ICHUG 2010 – ICH Changes with SIS 16

  17. 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 FUTURE Before 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 ICH Late Adjustments – Simple Adjustment SIS ICHUG 2010 – ICH Changes with SIS 17

  18. 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 FUTURE After 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 ICH Late Adjustments – Simple Late Adjust. SIS ICHUG 2010 – ICH Changes with SIS 18

  19. 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 ICH Emergency Adjust. before Advice Day SIS ICHUG 2010 – ICH Changes with SIS 19

  20. 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) ICH Emergency Adjust. after Advice Day SIS ICHUG 2010 – ICH Changes with SIS 20

  21. 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 ICH Protest SIS ICHUG 2010 – ICH Changes with SIS 21

  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 SIS ICHUG 2010 – ICH Changes with SIS

  23. 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 Claim not Received Message SIS ICHUG 2010 – ICH Changes with SIS 23

  24. SIS ICHUG 2010 – ICH Changes with SIS

  25. 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 anewmessage Claim Submission Confirmation Message Claim Transmission Confirmation Message SIS ICHUG 2010 – ICH Changes with SIS 25

  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 : Provisionalmessage2. 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

  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 SIS 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 SIS 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 SIS ICHUG 2010 – ICH Changes with SIS

  30. Claim Submission Confirmation Msg Format Subject Header will change Dynamic Representation of currencies To be made readeable for Blacberry/iPhones SIS 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 SIS 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 SIS ICHUG 2010 – ICH Changes with SIS

  33. F1 & F1 Reports from Debtors New Fields New Fields SIS ICHUG 2010 – ICH Changes with SIS

  34. 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. F3 Suspended Report Against the Creditor By the Creditor SIS ICHUG 2010 – ICH Changes with SIS

  36. Duplicate Invoice Report • NEW • Will provide visibility on the duplicate invoices from SIS and Non-SIS SIS ICHUG 2010 – ICH Changes with SIS

  37. 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. 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. ICH Reports Menu from SIS SIS ICHUG 2010 – ICH Changes with SIS

  40. Q&A SIS ICHUG 2010 – ICH Changes with SIS

  41. Thank you. Email: sis@iata.org SIS Website: www.iata.org/sis SIS ICHUG 2010 – ICH Changes with SIS 42

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