Bill Back. 1. Accurate monitoring of approved purchase orders against expenditure incurred.

Transcription

1 Bill Back Contents 1. Benefits 2. Objective 3. Process 4. Customer service and reports 5. Flow Diagram Benefits of Bill Back The immediate benefits of using Bill Back are as follows: 1. Accurate monitoring of approved purchase orders against expenditure incurred. 2. Timeous payments to accommodation establishments of authorized expenditure. 3. Setting the frequency of payments. 4. Detailed online remittance advices. 5. Online access to outstanding vouchers/purchase orders for accrual and monitoring purposes. 6. Viewing of payment reconciliations online. 7. Aggregate spend per accommodation establishment for rate negotiation purposes. 8. No long term contracts. The object of the Bill Back system: The Bill Back automated system is designed to match the customer s authorized permission to incur costs ( the purchase order ) with: 1) The travel agent s generated hotel /property voucher ( the voucher ) ; and 2) The invoice/charges levied by the accommodation establishment ( the Invoice ); and 3) Ensure the accommodation establishment invoices are paid timeously. The process of events / transactions: 1. The purchase order initiates the sequence. 2. On receipt of the purchase order, the travel agent will generate a voucher stipulating precisely the charges that the accommodation establishment may levy, subject to a maximum amount per traveller per day for the duration of their stay at the accommodation establishment.

2 3. The Invoice would typically include but is not limited to the following entries: 3.1 Daily rate; 3.2 Duration of stay; 3.3 Meals charge per day; 3.4 Parking fees; 3.5 Transport / transfers; 3.6 Telephone charges; 3.7 Laundry charges; 3.8 Sundry / Additional charges. 4. Anything in excess of the maximum amount stated in the voucher would have to be settled directly by the traveller on check-out. 5. The voucher might comprise various permutations, for example where all costs incurred by the traveller are covered on a voucher or where only specific designated costs are covered by the voucher and excesses must be settled directly. 6. The Bill Back automated system will: 6.1 Receive the purchase order, voucher and invoice electronically (electroniccally); 6.2 Each purchase order, voucher and invoice will be matched electronically by means of a unique purchase order and voucher number which is generated by the system per booking. 6.3 The item limits imposed on the voucher (if applicable) are inserted into a staging platform. 6.4 The invoice is identified by the unique booking number that is matched to the voucher. 6.5 Lines are extracted from the invoice per items charged and the charges are inserted into the staging platform for comparison. 6.6 Where the charges levied are less than or equal to the authorized limits, these will be authorised for payment and the Invoice will be settled. However, where such charges exceed the limits imposed in the voucher, only the authorised amount will be settled. Examples: A Purchase Order # matched from PO and Voucher. Voucher number matched to hotel invoice Item Rate Days Voucher limit Item Rate Days Hotel Inv Variance Amount paid Voucher # Acc2415 Voucher # Acc2415

3 Daily rate , Daily rate , , Breakfast Breakfast Dinner Dinner Parking Parking Telephone Total 2, , Accommodation Establishment Payment: 7. Bill Back ensures that only authorized incurred expenditure is settled directly by us. The onus rests on the accommodation establishment to ensure that their charges are correctly levied. On departure (check-out) the traveller must directly settle that amount by which the actual charges exceed the authorised charges in terms of the voucher limitations. 8. After correct calculation of the costs, the amount is staged in an accommodation establishment platform to be matched against the accommodation establishment statement. The statement is received in an electronic format weekly/fortnightly/monthly as agreed by each accommodation establishment and matched by invoice number to the statement. 9. The calculated amount is paid to the accommodation establishment and any/all variances will be communicated to them. In so doing, we ensure that there are no delays in payment to the accommodation establishment, thereby ensuring that their account is always current (ie up to date). B Bill Back's Calculation Accommodation Establishment Statement Date Voucher # Inv # Amount Date Inv # Voucher # Amount Variance Payment 2013/02/15 Acc2415 J , /02/16 J17563 Acc2415 2, , /02/14 Acc2410 J , /02/14 J17321 Acc2410 2, , /01/31 Acc2051 J , /02/01 J17089 Acc2051 6, , /12/05 Acc1984 J1595 2, , /12/05 J1595 Acc1983 2, , /01/20 J , , Total 13, , , ,627.00

4 10. A detailed reconciliation of each accommodation establishment account and remittance advice will be transmitted to each such establishment on settlement of their statement. A creditors clerk will contact each establishment to advise of and discuss any variance identified. Customer Invoice Payment 11. Flowing from the calculation in table A, the invoice detail will be copied to another staging platform per customer. 12. A Bill Back invoice is generated to each customer matching the accommodation establishment invoice and either including on the invoice or on a separate invoice the administration charge. 13. The invoice details are listed and aggregated. 14. The total is loaded onto a debit order run, which will be executed as per customer agreement on a daily/weekly/ fortnightly/monthly basis. 15. A detailed remittance advice will be transmitted to each customer itemising the invoice number, date and amount to enable easy reconciliation by the customer of each payment. 16. Each debit order is loaded against a specific bank account which is company/branch/cost centre specific. This is driven from the cost centre and number on the purchase order, thus making the tracking of charges per cost centre easy and reliable. 17. A customer remittance advice can be constructed per customer agreement by company, cost centre, etc. C Customer Remittance Advice Date Company Cost Centre PO # Hotel Inv # Bill Back Inv # Amount 2013/02/15 ABC Limited GE J17563 BB , /02/14 ABC Limited GE J17321 BB , /01/31 ABC Limited GE J17089 BB , /12/05 ABC Limited GE J1595 BB , Total debit 13, All information is stored and accessible online to each customer and accommodation establishment. 19. The information is stored separately per Customer and according to each accommodation establishment, thus allowing each user to drill down from an overview to a specific invoice, if required. 20. All documents (ie. purchase order, voucher, invoice/ Bill Back invoice/ Remittance advice) relating to each bill back will be stored and attached to each payment for access and audit purposes.

5 Customer Service 1. Each customer will receive their unique login to the Bill Back system in order to download, view or print information, i.e. Outstanding vouchers for accrual purposes. Accommodation establishment invoices and charges. Bill Back Invoices and administration charges. Reconciliation of payments. Accommodation charges per establishment and aggregated spend. Audit packs of all charges incurred. Online approval if required for items not pre-authorized on the voucher. 2. Customer specific reports will be sent daily/weekly/monthly/quarterly as requested. 3. On log-in, each customer will view their in-box and out-box and have access to search queries. 4. All queries can be sent to from the log-in page, whereby a response will be guaranteed within 24 hours. Our call centre contact number is 0861 XXX-XXXX.. All responses are monitored accordingly. 5. All invoices and payments can be integrated into our customers' financial systems.

6 Travel Agent as Billback Client Corporate as Billback Client