Breakout Session Wrap-up

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Breakout Session Wrap-up

• RA43
• James Shannon, IATA

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Thank you.

• Your questions have shaped the
• IS Participation Guide
• SIS website (www.iata.org/sis)
• Future webcasts
• This presentation (not all questions answered
  here, clarifications, more details, etc)
• Agenda
• General Key Takeaways
• In-depth IS
• Migration
• IS Participation Guide
• E-Invoicing

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The Big Green Box
ACH
ICH
IS-WEB
Interface ACH
Interface ICH
Validation
IS-WEB
Supp. Doc.
Invoice PDF
Supp. Doc.
IS-XML
Billing Outward
IS-IDEC
Billing Record DB
IS-XML
Supp. Doc.
IS-IDEC
Supp. Doc.
Validation Correction (IS-WEB)
Billing Value Confirmation
Value Determination Auto-Billing
Digital Signature
Usage File
Digital Signature
Billing Carrier
ATPCO
ATPCO
ATOS
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General

• Will existing RA systems be able to provide the
  file formats required for SIS?
• Not without system changes.
• Is SIS replacing my RA system?
• No. It is our policy that we dont replace any RA
  system. Even IS-WEB is a complement to an RA
  system, not a replacement.
• What will I be charged for _______?
• The charges are listed in the Airline Business
  Case, on the IS website.

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General

• When will __________________ be available?
• Further details
• Record structures
• Validated fields
• As part of the IS Participation Guide (ISPG) end
  October.
• IS-XML is an ongoing development from now
  onwards (job of E-Invoicing WG and E-Invoicing
  Manager).
• Other record structures will be finalized by
  release of ISPG.
• NO modifications to ISPG because a carrier finds
  it difficult to make necessary changes to
  support SIS.
• Working practices and best practices might
  change. Wording might change. No material
  changes, though.

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General

• Will there be a special general meeting called to
  discuss IS implementation?
• The SIS team will be planning the next phase
  soon, and this is part of the agenda. The RAWG
  will make the decision.
• Tools for migration
• Were investigating the best way to assist in
  your migration, such as a website that will
  perform file validations and provide a list of
  errors

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General

• Old IDEC processes (sending receiving) during
  the migration period will be exactly the same as
  today
• Same schedule (once per month, not once per week
  as IS-IDEC)
• Same reports
• Same validation
• iiNet
• Training Help
• IS Participation Guide is an IT implementation
  document
• Business processes are discussed where these
  intersect with IT implementation
• IS User Guide to be released
• Online help provided to IS-WEB users based on the
  current page

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General

• When is the mandate date?
• The IATA Board of Governors and FinCom support a
  mandate date.
• But no specific date until IS launches and is
  proven to be usable, with sizable volumes going
  through Integrated Settlement.
• SIS estimates that this will be Sept 2012.
• Why cant we just have a single go-live/mandate
  period (big bang)?
• The WGs discussed this and realized its not
  feasible for the industry.

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General

• SOX Auditing Controls
• IS will be an invoicing system, not an accounting
  system
• Any controls you have in place today will have to
  reviewed during migration
• SIS will take into consideration publishing a
  document detailing our internal controls
• IS and the RAM
• IS follows, and will follow in the future, RAM
  rules
• For example, IS has no check on of iterations
  of correspondence this is not in the RAM
• Should the RAM be updated in the future, IS will
  be updated

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General

• How will suspensions and late submissions work
  with IS?
• These processes have been discussed extensively
  with the Miscellaneous WG and the ICH Ops WG
• More details will be shared in Athens (the ICH UG
  meeting)

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In-depth IS

• IS UATP ATCAN
• Same as today.
• ATCAN will submit to IS on your behalf if you
  choose to use ATCAN.
• Otherwise you submit directly to IS.
• Use IS-XML (IS-WEB). Specific charge category and
  charge code defined.
• Still a U billing category. Not
  displayed/analyzed with M invoices in IS.
• Error Reporting
• Not like todays IDEC
• Robust
• Doesnt stop after the first error
• Provides summary information

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In-depth IS

• Maximum amount for BMs CMs (billing memos
  credit memos)?
• Despite example of max amount for pax prime
  billings (99,999), no max amount for BMs CMs.
• Technical limitations (record structure) limits a
  BM or CM to 9 digits (999,999,999)
• Daily Submission of Files
• We will ensure we allow enough invoices to
  support separate invoices for primes, RMs, etc.,
  every day

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In-depth IS

• Deletion of files before re-uploading, automatic
  resubmission of invoices
• You must delete a file via IS-WEB before
  re-uploading
• You must manually submit an invoice
• There are control issues here. These are legal
  invoices. WG members have said they want these
  actions to be conscious decisions, not something
  that might happen accidentally.
• The IS Member Profile
• You can post-date changes
• You can view the audit trail of what was changed,
  when, and by whom

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In-depth IS

• 10 alphanumeric invoice number
• Invoice number in IS will be 10 alphanumeric
• This is mandatory, but can be padded with blanks
  (e.g. 54321 )
• Increased to ensure any future enhancements
• Invoice number blocks for non-IS, pax, cargo,
  misc, UATP
• Can handle daily settlement (no plans for daily
  settlement at this time)
• Availability
• IS will be 24x7
• Some processes will take x hours. Some will
  happen at a certain time (such as ICH settlement).

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In-depth IS

• FIM Billings
• In case of original FIM billings, linked coupon
  numbers will not be provided as a breakdown but
  supporting documents will be attached
• A FIM is a prime billing, in and of itself
• Received File Choices
• Predetermined by your carrier (in the airline
  profile)
• Defined at billing transaction level (Pax prime,
  pax rejection, etc)
• Everything available via IS-WEB
• Member Profile Permissions for Aggregated
  Carriers (e.g. LH/LH Cargo)
• One account per designator/accounting code,
  separate accounts

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In-depth IS

• Validation
• Failed invoices can be rolled over within a given
  month potential currency conversions prevent it
  from being useful in the following month
• Coupons are in currency of listing. Converted to
  currency of billing at invoice level. IS will
  validate the math is correct, but not the rate
  used.
• Reject Memo Breakdowns
• RM Reason Code affects validation done
• For some reason codes (e.g. ISC Reclaim), a
  coupon breakdown is required. For others (e.g.
  Incorrect Sample Constant), its not.
• If tax breakdown was provided on the original
  prime coupon billing, and that coupon is
  rejected, the coupon and its attached tax
  breakdown records must be provided.

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In-depth IS

• Is IS designed for daily settlement?
• No action has been taken by ICH/ACH toward daily
  settlement.
• However, IS has been designed with this
  possibility in mind.
• Can I send an invoice to IS for ICH or ACH
  settlement?
• Yes. You can specify which clearinghouse will be
  used. This will be validated.
• You can also specify B (bilateral) to send the
  invoice to the other party and skip the
  clearinghouse.
• What do we have to attach to a RM?
• This will be defined in the RAM. SIS will not
  check this.

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Migration

• Can a non-IDEC carrier migrate directly to
  IS-IDEC?
• Yes.
• Is it possible that Ill receive two IDEC files
  from a given airline in a single period?
• Yes. One IS-IDEC (weekly) and one old IDEC
  (monthly) (e.g. Pax primes in one, RMs in
  another).
• Can a carrier migrate in the middle of the month?
• Yes. At the beginning of any period.
• There will be some notice required.

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Migration

• After Ive migrated, can I choose to received old
  IDEC?
• No. (This would minimize the primary benefits of
  using IS.)
• What you will receive on IS-IDEC versus old IDEC
  will depend on the migration status of your
  interline partners.
• Can I migrate only Pax?
• Yes. But at some point before the mandate date,
  you need to migrate Cargo.
• Will a migrated billing carrier be required to
  send paper for a given period of time? How long?
• The RAWG expects that this will be 3 months. See
  RA43 Agenda Item P16.
• There are no plans for discussion or change of
  the 3 month timeframe.

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Migration

• How will the billing carrier know who has
  migrated?
• The billing carrier shouldnt care. It can submit
  IS-IDEC for any record type it is able, to any
  billed carrier.
• How will the billed carrier know who has
  migrated?
• The billed carrier will be able to search for
  invoices and see which have been received via IS.
• The ICH will show all settled invoices and
  differentiate the IS invoices from the non-IS
  (F12) invoices.
• The ACH will show total values, and, as today,
  this must be reconciled as invoices come in (via
  IS or via mail).

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Migration

• Airline-by-airline Migration Schedule
• SIS would not be able to support all airlines
  signing up in a single month, but we believe this
  is a low risk, as it is unlikely that all
  airlines will be ready at the same time
• A migration manager will be part of the project
  in order to schedule migrations and manage
  bottlenecks
• We intend to accommodate airlines as much as
  possible to ensure there are no delays due to SIS
  issues
• Migration of Miscellaneous Invoices
• Practically, the Misc WG expects that all Misc
  invoices will be migrated at the same time
• Technically, there is no structure to migration
  you can migrate any charge category/charge code
  at the same time, or you can submit some of the
  same charge codes via F12/Recap Sheet and some
  via IS

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Migration

• Will IS provide a way to download RMs for
  non-migrated carriers?(or any other billing
  type)
• Yes. But in a displayable format (HTML, PDF,
  etc), not in a structured-data (machine-readable)
  format.
• After migration, can I submit things that I
  received before migration?
• Yes. After youve migrated then all processes can
  go through IS.
• If an item is in correspondence, then I migrate,
  do I have to upload all previous attachments?
• No. This is a choice made by the carrier entering
  correspondence onto IS-WEB.

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Migration

• If we receive a billing via IS, but havent
  migrated, do we have to reject via IS?
• This would be similar to the rule for RMs an RM
  received via IS has to be rejected via IS.
• But, no, there is no rule that a prime has to be
  rejected via IS. The rules will be defined in the
  RAM.
• Does the structured approach of migration
  (migrate primes, then RMs, etc) apply to Cargo,
  too?
• Yes.

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IS Participation Guide

• How will the ISPG be distributed?
• Itll be available publicly on the SIS website.
• A bulletin will be sent out to announce it.
• What do we do if we have questions?
• There will be a series of instructional webcasts
  with QAs after the release.
• There is always the SIS website which has the
  ability to email the team.

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E-Invoicing File Uploads

• IS will not be a legal archive.
• If you need to archive invoices/attachments/digita
  l signatures/etc, then you will need to download
  these and archive them yourself.
• IS will offer an optional service to archive your
  invoices.
• Will you check if we apply VAT correctly?
• No.
• Do we still get the Forms 1, 2, and 3?
• You will still get the Form 1 (Summary of
  Invoices) report and the Form 3 (Statement of
  Balances).
• No Form 2.

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E-Invoicing File Uploads

• Will the reconciliation process change?
• No. You can download or print the invoices from
  SIS. And you still get the Form 3 from ICH. The
  difference is you dont have to wait for the
  paper to arrive.
• Do the supporting documents have to be
  electronic?
• Yes. Supporting documents to billings through IS
  must go via IS and be in an electronic format.

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E-Invoicing File Uploads

• There can be exceptions to the neutral file
  format rule.
• A participant can unilaterally choose (via the
  profile) to accept additional file types from all
  other participants.
• We attach a large volume of supporting documents
  today. Will we have to scan all of these?
• Probably not.
• The RAM is being re-written to minimize the need
  for supporting documents (no copies of the paper
  coupon, for example). This is driven by RAWG.
  With electronic RAM, the rule changes could be
  made before end of 2010.
• Most of what you attach are in your system to
  begin with. Dont print them just to scan them.
  The system can create a PDF or a CSV file.

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Linking Supporting Documents

• Attachments will have to be associated with
  invoices or records
• Attachments can be uploaded one-by-one via IS-WEB
• A zip file with many attachments can be uploaded
  to IS and
• Manually associated via screens on IS-WEB
• Contain attachments in a defined folder structure
  so that IS can automatically associate the
  attachments
• Contain an index file that matches attachments to
  records so that IS can automatically associate
  the attachments
• ? SIS, Kale, and the Working Groups analysed
  potential options and the above were chosen as
  the easiest ways to attach considering existing
  systems and scanners

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Linking Supporting Documents

• Documents can be uploaded before or after the
  billings are uploaded
• You can specify that a billing or invoice should
  have supporting document in the IS-IDEC record
• This will make it easy to search for and upload
  documents via IS-WEB

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Last Questions?

• Email
• sis_at_iata.org
• SIS Website
• ?www.iata.org/sis