integrated settlement interfaces and validation ra42 breakout session sis – simplified interline...

Integrated Settlement Interfaces and Validation

RA42 Breakout Session

SIS – Simplified Interline Settlement

September 2008SIS – Materials – RA42 Breakout Interfaces & Validation 2

Overview of this Presentation Introduction & Scope of Presentation

Input Formats Overview Files (IS-IDEC & IS-XML) Web Interface (IS-WEB) Validation Supporting Documents

Questions & Answers


IDEC WG Members Terry Palmer, BA (chair) Kevin Sams, AA Gilles Clochette, AF Raj Bhavnani, EK Cho YoonHyun, KE Astrid Schorfheide, LH Vera Fidalgo, TP Joe Rochford, VS

Terry Delaney, IATA Gianna Monsch, IATA


IDEC WG Members - RAWGRepresenting the Revenue Accounting Working Group: Gilles Clochette, AF


WG Meetings February – Europe (2 days) April – Canada (2 days) May – Europe (2 days) June – Canada (2 days)

Additional sub-meetings for File Validation 3 further conference calls and homework due each

meeting


Interline Settlement - Now

ICH

ATPCO

(incl F&F pre IDECValidation)

BilledAirline

BillingAirlineCargo IDEC File (monthly)

Pax IDEC File (monthly)

F12 – (weekly)F1 – net amounts of inv

F2 - summary

Cargo IDEC File (monthly)

Pax IDEC File (monthly)

F3– (weekly)

Paper invoices, with coupon listing, coupons, rejects, supporting documents(monthly)

AIA F&FF&F: receives NFP value

All: May receive sales records

ARC-Compass(NFP storage)

Previously released sales record

prorateengine prorate

engine

GDSsBSPs

ACHRecap sheets - weeklySettlement sheets –

(weekly)


SIS – General Overview

BilledAirline

Integrated Settlement

BillingAirline

Ove

rall

Proc

esse

s

Billing & Invoicing ProcessesCentralRepository

“DigitalSignature”Company

Ove

rall

Proc

esse

sSettlement Processes

ICH ACH

Processes at time of SalesNFP

engineARC COMPASS™

ProrateEngine

IS-WEB

IS-XML

IS-IDEC

Usage File

IS-WEB

IS-XML

IS-IDEC


Input FormatsThis presentation applies to Passenger, Cargo, and Miscellaneous.

Files (upload & download) IS-IDEC IS-XML

IS-WEB Others – Usage File for Pax

All contain same fields for a given record type Billing carrier can use any format at any time (“input combination”) Billing carrier’s choice doesn’t affect billed carrier (“format conversion”) Available formats depend on functionality (see other sessions)


File Formats – IS-IDEC No longer data exchange file, but rather used to create

an invoice and settlement file Similar to IDEC, with enhancements:

Existing fields made mandatory (source codes, etc) New records added (Rejection Memos, tax breakdowns, etc) New fields added (for e-billing, additional info, etc) Unnecessary records / fields removed (batch total records, etc)

400 byte records (instead of 160 byte)


File Formats – IS-IDEC Every carrier will need system enhancements to support

IS-IDEC IS-IDEC vs. IS-XML is an IT decision – it is immaterial to

the RA department Potential Benefits

Relatively little system development for carriers with a sophisticated IDEC solution in place already

IS-IDEC format is more efficient (processing, storage, and internet bandwidth) than IS-XML for a permanent record structure


File Formats – IS-XML New XML format for Integrated Settlement Based on IATA Aviation Invoice Standard, developed by

the Airport Invoice Task Force (AITF) and currently used by IATA InvoiceWorks

Identical fields and validation requirements to IS-IDEC


File Formats – XML Every carrier will need to make system enhancements to

support IS-XML IS-IDEC vs. IS-XML is an IT decision – it is immaterial to

the RA department Potential Benefits

IS-XML format is more flexible and thus better than IS-IDEC for non-permanent record structure (like Miscellaneous billings)


IS-WEB Record Structure Web-based user interface to create and receive invoices

and records Identical fields and validation requirements to IS-IDEC

and IS-XML Validation in real-time minimizes possibility of later validation

errors

Download records created via IS-WEB in an excel file

Not an alternative to a Revenue Accounting system


IS-WEB Potential Benefits

The web interface is hosted by IATA, so no system development is required by carriers

Potential Negatives More internet bandwidth will be required than file formats, and

the connection will have to be stable


IS-WEB Additional Features Same system as for other web-based services

Audit Trail Airline profile updates

Discussed in other presentations

View and print invoices in a standard format Extensive user access controls (administrator grants

view/edit and upload of supporting documents per user per area)


Breakdown Records Breakdown Records have been added where necessary

to provide for detailed, possibly repeating, data and to provide for large amounts of text

E.g., a coupon can have 0 or more tax breakdown records, each detailing a tax type and amount

Examples Coupon Prime Billing breakdown records:

Tax, VAT breakdown Breakdown records for Rejection, Billing, Credit Memos:

Reason Breakdown, Coupon Breakdown (with Tax & VAT)


Example Breakdowns (Pax Rejection Memo)

Rejection Memo(SFI = 21)

Reason Breakdown(SFI = 31)Reason Breakdown

(SFI = 31)

Coupon Breakdown(SFI = 32)Coupon Breakdown

(SFI = 32)Coupon Breakdown(SFI = 32)

Tax Breakdown(SFI = 33)Tax Breakdown

(SFI = 33)Tax Breakdown(SFI = 33)

VAT Breakdown(SFI = xx)VAT Breakdown

(SFI = xx)VAT Breakdown(SFI = 34)


Validation


Validation Validation will be necessary in the Integrated Settlement

environment as quality data is essential: No paper invoice or “back up” to determine what the electronic

data means Uploaded data is no longer a data exchange file in support of a

paper invoice, but rather the base for invoicing and settlement

Some existing fields will continue to be passed through the system without validation for use on a bilateral basis


Examples of Validation Format Rules

Ensures data types (e.g. numeric/alphanumeric), length, etc as defined Correct Values

e.g. Settlement method cannot be “ACH” if both airlines are ICH members

Mandatory Fields Source Code, Ticket Issuing Airline, Coupon Number, etc

Rejection & Correspondence Timeframes and Order Enforced 1st RM 2nd RM 3rd RM Correspondence

Mandatory Breakdown Records Are Present Tax breakdown records are present if coupon tax is populated and the

breakdown record sums match the tax field


Results of Validation Timeline

Will occur within a maximum of 6 hours after submission Will also occur after closure if the file was submitted on time (but

failures can’t be fixed in that period) Notification of validation results sent to submitting carrier Success

Files go on to next step of IS (e.g. e-invoicing & settlement) Failure (options and permissions to be set in profile)

Invoice or entire file is held until corrected Web Correction (IS-WEB interface) Delete (then, optionally, resubmit)


Other Features Of File Formats 20 character “airline’s own use” field (only for Pax) Value signs (+/-) where appropriate


Supporting Documents


Supporting Documents Supporting documents can be attached to most record

types (including Pax Prime Billings, Cargo, Miscellaneous)

Two types of supporting documents: Electronic Presentation - Supporting document that is digital

but not in a defined and structured format. The document might be a PDF file or an image that a computer can read but not extract data from.

E-Electronic Document – Supporting document that is in a defined and structured format which can be parsed by a computer. Example formats are IDEC, XML, or CSV.


Supporting Documents – With IS

BilledAirline

Integrated Settlement

BillingAirline

Enab

ling

Proc

esse

s

Billing & Invoicing ProcessesCentralRepository

“DigitalSignature”Company

Enab

ling

Proc

esse

s

Settlement Processes

ICH ACH

Processes at time of SalesNFP

engineARC COMPASS™

ProrateEngine

IS-WEB

IS-XML

IS-IDEC

Usage File

IS-WEB

IS-XML

IS-IDEC

TBDTBD

Batch Transfer

e.g. FTPBatch Transfer

e.g. FTP


Central Repository & Supporting Docs What?

Any type of supporting document (image, PDF, IS-XML, etc)

How long? As long as the data is operationally required

When? Before or after the associated record is uploaded (with “pending

attachments” flag, which allows for notifications if not uploaded)

How? To be determined in the next phase with the help of the supplier


Uploading Supporting Documents Manually Via IS-WEB

Search for or browse to a billing and upload single documents

Automatically via a batch upload (to be determined by vendor) IS-XML – Multiple supporting documents could be embedded in

the XML format Other transfer protocols (e.g. FTP) – Supporting documents

uploaded in a batch format


Uploading Supporting DocumentsPotential Issues PC-attached single-document scanners very inefficient RA system might not have capability to attach scanner Matching supporting documents and billings could cause

errors


Uploading Supporting DocumentsPotential Solution

1. Batch Header produced (printed from RA system or created manually)

2. Documents compiled in batches with batch header

3. All documents scanned into one single PDF document

4. IS or software at carrier could split PDF, remove batch headers, and attach documents to their respective billings


Thank you.

Email:

[email protected]

SIS Website:

www.iata.org/whatwedo/finance/clearing/sis/index.htm

integrated settlement interfaces and validation ra42 breakout session sis – simplified interline...

Documents

idec slide

idec usage file

settlement slide

file validation

settlement file similar

af slide

iata slide

byte slide