Cbs administrator training by Tommy Acklen Director of Central Billing Services

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?