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Network Information Services Technology Forum. Cbs administrator training by Tommy Acklen Director of Central Billing Services. Advance Auto Parts Asbury Automotive Group AT&T AutoZone CARS Protection Plus Goodyear (company-owned) Goodyear Gemini (Independents)

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national account customers

Advance Auto Parts

  • Asbury Automotive Group
  • AT&T
  • AutoZone
  • CARS Protection PlusGoodyear (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
slide3

Because, “Them that don’t read

have little advantage over those who….cain’t!”

Face the facts:

  • Not grammatically correct but true
  • 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
  • Why are We Hosting Training?
slide4

About E-mail Communications from CBS

  • About Details of how Central Billing works today
  • About Member Administrative Responsibilities
  • About Controls to make sure the ship is upright
  • About Features you may have never tried
  • About New Features for the near future
  • About Future of the CBS and the Member’s role
  • We Hope This Will Enlighten You
slide5

Every Member has a CBS_OP E-mail account

  • Accessed via Outlook Web App in a browser
  • Acceptance or rejection of Member Billing Files
  • Finalization of their Member 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
slide6

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 the following will give you an incentive
  • Facts About CBS_OP E-mails
slide10

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
slide11

Member Billing File Tested - F*A*T*A*L Errors Found

Date : Thursday 05/23/2013 @ 06:11:39 A.M.

Process : File Load and Initial Test Edit

Member B/F Name : 7300-05-23-2013-01.ALL

Master Member : 7300

Billing File # : 162631

Total L/I Processed : 188

Member Billing Amount $ 5,580.66

Edited Billing Amount $ 5,115.96

----------

Difference $ 464.70-

  • Successful Billing File Load E-mail
slide12

This Member Billing File has a Filename that has already been processed on 05/21/13

Member Billing Amount of THAT file was $394.78

Member Billing Amount of THIS file is $485.26

DUPLICATE FILENAME with different amounts REJECTED

Date : Tuesday 05/21/2013 @ 02:40:02 P.M.

Process : File Load and Initial Test Edit

Member B/F Name : 9200-05-20-2013-01.GDYR

Master Member : 9200

Billing File # : Not yet assigned

Load process aborted

  • Failed Billing File Load E-mail
slide13

Not a standard CBS Member Billing File

  • Member number conflicts within the file
  • Out of balance according to the Trailer Record
  • Records wrong length or the file is empty
  • Record duplicated, missing, or out of sequence
  • Duplicate Invoices previously processed
  • Multiple PO or Original Document Numbers
  • Reasons for Failure
slide14

To make sure files are placed in FTP properly

  • To make sure the files are accepted by the CBS
  • To make sure the files balance to your totals
  • To make sure all FATAL ERRORS are corrected
  • To make sure files are approved for finalization
  • To make sure you confirm files are finalized
  • To make sure files don’t linger around in CBS
  • It Is Up To You To:
slide15

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:
slide16

15 or more unique business computer systems

  • Programming needed for those systems
  • Somebody had to pay to get that done
  • Prisms are impossible for anyone to modify
  • Member billing file format frozen in time
  • Could not include additional data as needed
  • Nobody wants to pay for more programming
  • Sounds Simple, but Not So
slide17

Nat. Account Store, Shop, or Garage Identifier

  • Majority are 4 numeric characters
  • But there are exceptions and complications
  • They can be duplicated between Nat. Accounts
  • AT&T Garage Numbers are 6 alphanumeric
  • Asbury Dealerships are 9 alphanumeric
  • Some business systems could not handle alphanumeric characters in Location Identifiers
  • National Account Location Identifier
slide18

ADN Vendors equate to Vendor Product Lines

  • Some are contained in a single ADN Vendor
  • Some are broken out into several ADN Vendors:
    • Goodyear Belts
    • Goodyear Hoses
    • Goodyear Timing Components
    • Goodyear Tensioners
    • Goodyear Caps & Thermostats
  • ADN Vendors
slide19

Member Line Codes to ADN Vendor Numbers

  • Sometimes that’s easy when it’s 1-to-1
  • Sometimes a Line Code can’t be split-up
  • CBS can offer assistance to correct ADN Vendor
  • ADN Vendors are typically 4 numeric characters
  • Exceptions are TAX1, LAB1, RSF1, FRTN, FRTE
  • Some business systems could not handle translation to an alpha-numeric ADN Vendor
  • ADN Vendors
slide20

2601 MISC ALTS & STARTS

  • 3011 MISC BATTERY
  • 9985 MISC BEARINGS & SEALS
  • 0004 MISC BELT/HOSE
  • 9064 MISC BRAKE
  • 9182 MISC CHASSIS
  • 6992 MISC CHEM/LUBRICATION
  • 6991 MISC CHEMICALS
  • 9983 MISC CV SHAFTS
  • Miscellaneous ADN Vendors
slide21

9981 MISC DRIVE TRAIN

  • 2026 MISC ELECTRICAL
  • 2602 MISC ENGINE PARTS
  • 4008 MISC EXHAUST
  • 2603 MISC FILTERS
  • 2604 MISC FUEL INJ & PUMPS
  • 2605 MISC IGNITION & EMISSION
  • 2609 MISC LIGHTING
  • 1003 MISC MOTOR OIL
  • Miscellaneous ADN Vendors
slide22

2099 MISC SERVICE PARTS

  • 7004 MISC SHOCK/STRUT
  • 9982 MISC STEER & SUSPEN
  • 2606 MISC TEMP CONTROL
  • 2009 MISC TIRE VALVES
  • 2607 MISC WATER PUMPS
  • 5002 MISC WHEEL WEIGHTS
  • 2608 MISC WIPER PRODUCTS
  • 9984 MISC RACK & PINION
  • Miscellaneous ADN Vendors
slide23

NetIntell provides answers to Billing File issues

  • It generates Member Billing Files automatically
  • It combines all central billing into a single file
  • It submits Member Billing Files automatically
  • It directs your Line Codes to ADN Vendors
  • It provides consistent mapping to ADN Vendors
  • AND provides easy capture of missed billings
  • AND Then Came NetIntell
slide24

GAT  Gates Rubber  Gates 

0010 GATES HOSES

0014 GATES BELTS

0040 GATES RACING PRODUCTS

2057 GATES TENSIONERS

2068 GATES TIMING COMPONENTS

2154 GATES TEMP CONTROL

2301 GATES WATER PUMPS

  • Line CodeSTD MFGADN Vendor
slide25

Successful Member Billing File Creation-9500-02-20-2013-01.ALL

Date                : Wednesday 02/20/2013 @ 10:54:54 A.M.

Process             : Member Billing File Creation

Member B/F Name     : 9500-02-20-2013-01.ALL

Master Member       : 9500

N/A ID   # INV/CM       Dollar Value

GDYR            3              37.50-

GDEO           10             425.00

AAPD          22             102.50

BSTC          150           1,584.12

Member Billing Amount   $   2,074.12

  • NetIntell E-Mail About File Creation
slide26

Member Billing File Tested - F*A*T*A*L Errors Found

Date : Wednesday 02/20/2013 @ 10:55:32 A.M.

Process : File Load and Initial Test Edit

Member B/F Name : 9500-02-20-2013-01.ALL

Master Member : 9500

Billing File # : 162631

Total L/I Processed : 188

Member Billing Amount $ 2,074.12

Edited Billing Amount $ 1,950.96

----------

Difference $ 123.16-

  • Successful Billing File Load E-mail
slide27

Not using NetIntell? - contact Jeff Manning

  • He will walk you through implementation
  • If you are already a user, you’re almost there
  • You’ve mapped your Line Codes to STD MFGs
  • Should map Nat. Account special Line Codes
  • Tag your Nat. Account Customers in NetIntell
  • NetIntell Member Billing Files begin next day
  • How Do I Get on the Bandwagon?
slide28

It’s just a simple text file with a bit of logic

  • View it best with WordPad
  • Fixed length 80 character 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
slide29

Naming convention NNNN-MM-DD-YYYY-SS NNNN-MM-DD-YYYY-SS.ALL NNNN-MM-DD-YYYY-SS.gdyr

$*$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| |ACD|74314

H1|000004|AAPD|1000|546588 |07022012|546588 |07052012|3960 |6600305

D1|000005|1|2121|MU1657 | 1| 1| 30431| |ACD|

H1|000006|AAPD|1000|546590 |07022012|546590 |07052012|3960 |6600305

D1|000007|2|2121|MU1657 | 1| 1| 30431| |ACD|

H1|000008|AAPD|1000|546593 |07022012|546593 |07052012|3730 |5881459

D1|000009|1|2121|YH1767 | 1|1| 4940||ACD|3082124

H1|000010|GDYR|1000|546594 |07032012|546594 |07052012|2639 |8851731

D1|000011|1|9079|81260 | 2| 2| 3786||SPE|

H1|000012|AAPD|1000|546583 |07022012|546583 |07052012|3870 |8732103

D1|000013|1|2049|61G | 1| 1| 2156||ACP|3076818

T|000014|AAAD TOTAL| 14835|+

$*$DIS

  • Here is a Sample Billing File
slide30

Connect to the CBS FTP Server

  • FTP Client software is your choice
  • Manually drag & drop into Billing_Files directory
  • Drop into our FTP Server from business system
  • Usually automatic drops occur during the night
  • Submit Billing Files 23/7/365
  • CBS is down from 11 - 12pm CDT for backup
  • Billing Files Submitted to CBS
slide31

NetIntell generates Member Billing Files for you

  • Consistently at a pre-set time each day
  • To ensure all NetIntell inbound feeds processed
  • All Nat. Account billings since last file created
  • Normally should contain just previous day
  • Files are named & submitted automatically
  • E-mail will confirm value by Nat. Account
  • NetIntell’s Submission to CBS
slide32

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
slide33

E01 - INVALID TRANSACTION MEMBER ID

  • E02 - INVALID STORE ID (Garage, Shop, etc.)
  • E03 - INVALID VENDOR NUMBER
  • E04 - INVALID PART NUMBER
  • E05 - INVALID TRANSACTION CODE
  • E06 - EXCHANGE EXT EXCEEDS $9,999.99
  • E07 - CORE EXT EXCEEDS $9,999.99
  • Fatal Edit Error Codes
slide34

E09 - INVALID ACCOUNT ID

  • E10 - HISTORICAL - DON'T BILL/CREDIT
  • E11 - NO PRICE AVAILABLE
  • E12 - INVALID ORIGINAL DOCUMENT DATE
  • E13 - ZERO QTY WITH EXTENDED VALUE
  • E14 - NEGATIVE AMOUNTS NOT ALLOWED
  • E15 - INVALID INVOICE/CREDIT DATE
  • Fatal Edit Error Codes Continued
slide35

E16 - PHONE # DOES NOT MATCH

  • E17 - INVALID ATI OR PO NUMBER
  • E18 - INVALID JOB NUMBER FOR AT&T
  • E19 - INVALID PURCHASE ORDER NUMBER
  • E20 - INVOICE HAS MULT JOB/PO #'S
  • E21 - DIRTY CORE VENDOR S/B 6999
  • E22 - NOT AUTHORIZED TO SELL
  • Fatal Edit Error Codes Continued
slide36

E23 - SHIPPING SHOULD BE VEND FRTN

  • E24 - RESTOCKING FEE S/B VEND RSF1
  • E25 - LABOR SHOULD BE VENDOR LAB1
  • We will not finalize a billing file with fatal errors
  • You either have to fix them or tell us to IGNORE
  • Retest a billing file after all changes
  • Make sure no fatal errors before approving file
  • If we find a fatal error w/o IGNORE, we’ll give it back to you
  • Fatal Edit Error Codes Continued
slide37

AutoZone:

    • 7 digits > 4900000 without commas or spaces
    • Credits require a Credit PO Number
  • Monro Muffler:
    • 4 digit shop number must match shop being billed
    • A dash followed by
    • A 1-5 digit number with or without leading zeros
    • Each shop has their own number beginning with 1
    • Credits do not require a PO Number
  • Purchase Order Number Standards
slide38

Advance Auto Parts:

    • A 3 - 12 digit number
    • Credits require an ATI number of same format
  • CARS:
    • 1 character - either a B, M, or R followed by
    • 2 digit year, 2 digit month, 2 digit day followed by
    • A 3 digit number with leading zeros
  • Purchase Order Number Standards
slide39

AT&T uses PO & Job Number interchangeably

  • AT&T downloads new Numbers daily @ 5:00am
  • Those created from previous D/L - 5:00 cutoff
  • Those created after 5:00am come next day
  • Normal format NNNN-YYMMDD
  • MM+50 if a “System-Generated P/M Order”
  • MM+17 if a “System-Generated Stock Order”
  • AT&T PO/Job Number Standards
slide40

Must be assigned to UIC (vendor) Code PP103A

  • If not, have D/M reassign or get a new Number
  • Electronic orders – must have a Number
  • FAX orders – must have a Number
  • Phone orders – must have a Number
  • Ask for it ---- no exceptions!!!, no excuses!!!
  • Good Numbers eliminate many payment delays
  • AT&T PO/Job Difficulties
slide41

W00 - +/- 50% DIFFERENCE IN PRICE

  • W01 - CORE CHARGE NOT EXCHANGE
  • W02 - CORE PRICE ERROR
  • W03 - EXCHANGE PRICE ERROR
  • W04 - NEEDS EXCHANGE $
  • W05 - NEEDS CORE $
  • W06 - CORE AND EXCH PRICE ERROR
  • Warning Edit Error Codes
slide42

W07 - NO PART NUMBERS - JUST TAXES

  • W08 - NO PART NUMBERS - JUST FREIGHT
  • W09 - NO PART NUMBERS - JUST R/S FEE
  • W10 - NO PART NUMBERS - JUST LABOR
  • Retest a billing file after all changes
  • We will finalize a billing file with warning errors
  • If you snooze---you lose!!!
  • Stay on top of your files & don’t forget about them
  • Warning Edit Error Codes Continued
slide43

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
slide44

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
slide45

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
slide46

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?

slide47

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
slide48

Some just ignore them---NOT A GOOD IDEA!!!

  • Some waste trees to print them & store them
  • Some think the FTP Server is an archive forever
  • Wrong---we keep them only 30 days
  • Some complain about always getting 4 reports
  • RPT14011 often has nothing to report---GOOD!
  • RPT14013 is useless to anyone
  • What Should You Do With Them?
slide49

I’d set up a folder on my PC & download them

  • I’d open them and see what’s being reported
  • I’d make sure RPT14011 had nothing to report
  • If it did, I’d make sure it was appropriate
  • I’d e-mail RPT14012 to pricing manager
  • I’d review RPT14013 to reduce non-edited
  • I’d e-mail RPT14014 to A/R for J/E input
  • What Would I Do With Them?
slide50

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?
slide51

Accounts Receivable Inquiry

  • Member Billing Files Inquiry
  • Discount Inquiry
  • Item Master Inquiry
  • Item Price Inquiry
  • Member Maintenance
  • Other CBS Inquires Available
slide52

Internet Explorer is only certified browser for Oracle

Internet Explorer 6, 7, 8, 9, & 10 constantly updated

Windows XP, 7, & 8, 8.1 or 8.2 constantly updated

JAVA 6.1 - 6.43, 7.1 – 7.17 constantly updated

IE 6 & 7 with Oracle’s jInitiator------------not a problem

IE 8 early ver. needs ?config=jpi on url to use JAVA

IE 8 later versions can use Oracle’s jInitiator

IE 9 can use Oracle’s jInitiator with a patch applied

  • CBS Connection Issues
slide53

Google & Yahoo Toolbars in browser cause problems

Windows 7 can build a Virtual XP computer inside it

That’s what I use for everything.

Windows 7 & IE 9 use jInitiator with a patch applied

I’ve tried using this and it appears to work okay.

IE 8, 9 & 10 seems to work with JAVA 6.20 or lower

http://adn.networkhq.org:7778/forms/frmservlet?config=jpi

http://adn.networkhq.org:7778/forms/frmservlet

  • CBS Connection Issues Continued
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Technology Forum

slide57

2601 MISC ALTS & STATS

  • 3011 MISC BATTERY
  • 9985 MISC BEARINGS & SEALS
  • 0004 MISC BELT/HOSE
  • 9064 MISC BRAKE
  • 9182 MISC CHASSIS
  • 6992 MISC CHEM/LUBRICATION
  • 6991 MISC CHEMICALS
  • 9983 MISC CV SHAFTS
  • 9981 MISC DRIVE TRAIN
  • 2026 MISC ELECTRICAL
  • 2602 MISC ENGINE PARTS
  • 4008 MISC EXHAUST
  • 2603 MISC FILTERS
  • Miscellaneous ADN Vendors
slide58

2604 MISC FUEL INJ & PUMPS

  • 2605 MISC IGNITION & EMISSION
  • 2609 MISC LIGHTING
  • 1003 MISC MOTOR OIL
  • 9984 MISC RACK & PINION
  • 2099 MISC SERVICE PARTS
  • 7004 MISC SHOCK/STRUT
  • 9982 MISC STEER & SUSPEN
  • 2606 MISC TEMP CONTROL
  • 2009 MISC TIRE VALVES
  • 2607 MISC WATER PUMPS
  • 5002 MISC WHEEL WEIGHTS
  • 2608 MISC WIPER PRODUCTS
  • Miscellaneous ADN Vendors
slide62

Validate Member Number

  • Validate Document Dates not > 180 days old
  • Validate National Account IDs
  • Validate National Account Store or Garage ID
  • Validate ADN Vendor Number
  • Validate Vendor can be sold to a Nat. Account
  • Validate right Vendor for specific transaction
  • Test Edit does Extensive Edits
slide63

Validate PO Number according to standards

  • Validate only Core Extension present if T/C 5, 8
  • Validate all Extension and Quantity values are +
  • Extensive Edits Continued