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

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS2 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

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS3 Integrated Settlement Overview Billed Entity Integrated Settlement Billing Entity Overall Processes Billing & Invoicing Processes Central Repository “Digital Signature” Company Overall Processes Settlement Processes ICHACH Processes at time of Sales NFP engine ARC COMPASS™ Prorate Engine IS-WEB IS-XML IS-IDEC Usage File IS-WEB IS-XML IS-IDEC

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS4 IS Overview – One Level Down IS-XML IS-IDEC Billing Record DB Supp. Doc. Usage File ATPCO Invoice PDF Billing Outward IS-WEB IS-XML IS-IDEC Supp. Doc. Supp. Doc. Digital Signature Validation & Correction (IS-WEB) Billing Carrier Billing Value Confirmation ATPCOATOS Interface ACH Interface ICH IS-WEB Validation Supp. Doc. Value Determination & Auto-Billing Digital Signature

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS5 Member Administration

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS6 Member Administration  Users & Roles  Contacts  Member Profile  Locations Options selected via Member Administration affect every part of your experience with Integrated Settlement

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS7 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

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS8 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

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS9 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

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS10 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!

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS11 Inputting Receivables

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS12 Inputting Your Receivables  IS-IDEC, IS-XML  IS-WEB  Conceptual Example Invoice Billing Entity Prorate Engine IS-WEB IS-XML IS-IDEC Usage File

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS13 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

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS14 Conceptual IS-XML Invoice Structure Invoice Invoice Header Line Item Tax Details Line Item Detail Attachment Aircraft Details

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS15 Validation

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS16 Validation  Importance Of Validation  Effect Of Validation  Online Correction

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS17 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 –

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS18 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)

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS19 Online Correction  If a file or invoice fails validation, an 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)

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS20 Supporting Documents

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS21 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

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS22 Linking Supporting Documents  Attachments will be associated with invoices or records (Pax/Cargo only) 1.Attachments can be uploaded one-by-one via IS-WEB 2.A zip file with many attachments can be uploaded to IS and: 1.Manually associated via screens on IS-WEB 2.Contain attachments in a defined folder structure so that IS can automatically associate the attachments 3.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

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS23 Web Analysis & Reporting

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS24 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

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS25 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

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS26 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

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS27 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

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS28 Sponsored & Aggregated Members

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS29 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 Sponsored (#2)Sponsored (#3)Sponsored (#4) Sponsoring (#1)  Web analysis reports executed here will include invoices from participants #1 - 4  Web analysis reports executed here show only own invoices

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS30 Closure

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS31 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 Billing & Invoicing Processes Central Repository “Digital Signature” Company Settlement Processes ICHACH

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS32 View/Download Payables

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS33 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)

ATH – 28/29 Oct 2009SIS – ICHUG09 – Invoicing with IS34 Q&A SIS Website: 