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Cbs administrator training by Tommy Acklen Director of Central Billing Services

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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Cbs administrator training by Tommy Acklen Director of Central Billing Services

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

  2. 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

  3. 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?

  4. 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

  5. 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

  6. 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

  7. CBS_OP E-mails to Your Inbox

  8. CBS_OP E-mails to Your Inbox

  9. CBS_OP E-mails to Your Inbox

  10. 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

  11. 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

  12. 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

  13. 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

  14. 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:

  15. 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:

  16. 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

  17. 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

  18. 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

  19. 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

  20. 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

  21. 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

  22. 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

  23. 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

  24. 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

  25. 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

  26. 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

  27. 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?

  28. 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

  29. 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

  30. 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

  31. 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

  32. 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

  33. 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

  34. 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

  35. 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

  36. 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

  37. 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

  38. 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

  39. 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

  40. 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

  41. 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

  42. 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

  43. 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

  44. 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

  45. 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

  46. 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?

  47. 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

  48. 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?

  49. 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?

  50. 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?

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