Third Party Billing

Training Material

Data Entry Process

Third Party Billing –Data Entry Process
Introduction
/ The Third Party Billing Department addresses specific billing practices for 3rd party billings to the USA.
Purpose
/ The purpose of this document is to explain how to:
  • Check Duplicates
  • Check for additional Bills
  • Check Customer Account information
  • Check 3PB Database to confirm all fields are filled out
  • Fill out Data Entry required fields to Populate Macro
  • Pass completed documents to Post Entry Department

Workflow
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Checking for Duplicates
/ This step in the process is triggered by the receipt of documents from the Research department. Once received, the data entry group must first check for duplicates
Tools Needed
/
  • Printed copy of documentation
  • Access to OARS (One Accounts Receivable System)

Reviewing Documents
/ The below steps detail how the Data Entry department checks for duplicate billings
Step / Action
1 / Sign into OARS with your User ID and Password
2 / Put all documentation in order by the Customer.
Note: This will make it easy for the process to be completed as most customers have the same type of reference number that will need to be keyed in order to determine if there are any duplicate billings already done.
3 / Once you have signed in, go to the Referencenumber field and type in the Housebill number, invoice number, etc.
Note: You may have to try several numbers on the document to make sure that you do not find a duplicate billing in OARS.
Note: For all MEX shipments, Type MX and then the Factura number in the Referencefield. If the Factura number is more than 5 characters, use the last 5 characters of the number.
4 / If you receive a match of the reference number in OARS, confirm that it is not for the same customer.
5 / If it is for the same customer, you must find out who billed them.
Note: If we billed them you must pull the file to see if the charges are the same. If charges are not the same you return to the research department for them to confirm if we should bill out the additional charges. If they are the same then you update the 3PB Database.
Note: If we did not bill them then give back to research department to let them know to go to the station to see if they will need to bill additional charges or do we need to bill those charges for them.
6 / Repeat steps until all documents have been checked for duplicates

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Determining if All Documents are Received
/ Now you must determine if you have indeed received all the necessary documents to process the 3PB.
Tools Needed
/
  • Printed Documentation
  • Work Instruction

Required Documents
/ Air Shipments / Ocean Shipments
Housebill and Export Invoice with Printed Charges / Bill of Lading and an Ocean Invoice with Printed Charges
Commercial Invoice / Commercial Invoice
Authorization from Control Station / Authorization from Control Station
Other documents may come with the printed documents but the above are the mandatory documents that must be received in order to process the
billing. If all mandatory documents have not been received, pass the documents back to the research department for action.
Work Instruction Verifications
/ The below steps details to complete the Research Process
Step / Action
1 / If all Mandatory documents have been received, check the Work Instructions to verify if there are other documents needed in order to satisfy the customers’ expectations.
Note: If you are missing documents that are required by the customer, request those documents immediately.
2 / Confirm that the following information on the back of the documentation does match the information found in the work instruction for that customer.
  • Customer’s Billing Account Number
  • Customer Rates (Processing Fee and Exchange Rate Percentage)
  • Any special instructions that the Data Entry group will need to process the billing.

3 / Check to see if this customer needs approval by a DM or your supervisor or manager. If so, pass the file to them and update the 3PB Date by filling out the 3PB File record column.

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Rate of Exchange
/ Most invoices will be billed in USD however there are some invoices that are billed in other currencies. If this is true we must complete the rate of exchange process for that invoice.
Tools Needed
/
  • Rate of Exchange spreadsheet
  • Printed documentation
  • LOGIS Air
  • ETA Report spreadsheet

Converting
to USD
/ The below steps detail how to convert invoices to USD for billing.
Step / Action
1 / Go to the Rate of Exchange spreadsheet
2 / Look up rate based on the ship date or executed date for Air shipments and the Bill of Lading date for Ocean shipments
3 / Look for currency on the Housebill or Invoice
Note: When currency is not found on the List, sign into LOGIS Air and go to the CUR screen. Type in the currency code and press enter. Note the standard currency rate and make a screen print for your records.
4 / Type the total amount that you want to exchange. Type in the uplift percentage and then write down the total amount on the invoice.
Note: Anything over 10,000.00 USD has to be approved by a Supervisor or Manager. Make sure you update the 3PB file record column in the 3PB Database with the High Dollar amount and which Supervisor or manager you gave the file to.
5 / Repeat steps until all files have been converted.
6 / Go to the ETA report spreadsheet
7 / Do a CTRL+FIND and search for the Invoice, Housebill or Reference number
Note: If you did not find a match, move to next file
Note: If you found a match, make sure the amount is covered in USD that you plan to bill. Adjust your invoice if it is less than $25.00 USD that needs to be adjusted.
Note: If you find a Invoice for that file on the ETA report but not in your documents, give the file back to the research department for them to approve the additional billing

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Updating
3PB Database
/ The Database is a record keeping tool which contains a list of all the documents received.
Tools Needed
/
  • MS Excel
  • Printed Documentation from emails
  • Status Code List

Logging Documents into Database

/ The below steps detailhow to access the 3PB database as well as what fields need to be completed by the Research department.
Step / Action
1 / From your desktop Click My Computer
2 / Under Network Drives, Click DB 3PB
3 / Locate the excel spreadsheet entitled 3PB Database and click it to open the spreadsheet.
Note: In the upper left corner of the spreadsheet you will see the name of the document. Next to the name you should see the word SHARING in parenthesis. If you do not, close the spreadsheet and reopen it. Do not work on the spreadsheet if the word sharing is not visible as part of the spreadsheets name.
Note: The Data Entry Department is responsible for making sure that columns A to Z are filled out.
4 / Click CTRL + F and search for the Housebill number or the Invoice number.

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Logging Documents into Database(continued)
Step / Action
5 / Proof the data in fields A to Z to make sure they have been properly filled out and key the following fields
Column / Data Entered
/ Type in the Housebill or Invoice number of the file (Must be 7 Characters only)
/ Type in the Customer’s account number to be billed.
/ Type in the account number of the country that billed us. Example: for HK type 123HK
/ Type in the Rate of Exchange amount that you wrote down. Decimals must be used in this field.

/ Check the Work Instruction or the back of the documentation for any special charges. Type charges without any decimals. If there are no special instructions, put the original amount, but without decimals, in FDO.
/ Type the Processing fee found in the work instruction or on the back of the documentation. Type without any decimals. If you don’t have a fee make sure you tab to this field and hit the delete key.
/ Type in any additional information or special instructions in this field. If nothing is required always type N/A.

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Logging Documents into Database(continued)
Step / Action
5 (continued) / Column / Data Entered
/ Update this field with the Supervisor/Manager name when documents are given to them for approval
/ Confirm that this field has been completed
/ Enter today’s date
6 / After keying 10 entries, save the document.

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Transferring Documents toPost Entry Department

/ Once all documents have been properly logged into the 3PB database for billing it is now safe to hand over all documents to the Post Entry department.

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High Dollar Billing

/ High Dollar billings are done via LOGIS Air using the Supplementary 203 Billing process. Please consult with the Americas Systems Training Team to schedule a web conference training.

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