Miscellaneous Advertising entriesAs with all other sections of the FLEX, there can be misc.

entries (rebates or charges) processed.If back-up documents are provided, they will be included in

the FLEX package.In some cases, as with this example, there is nothing to send

out, so the contact person’s e-mail address is provided any inquiries

In some cases, entries will be based on information you have access to in your system – with this example, the rebate is for the number of coupon # 198-0732 that were scanned at your store.

Billing Category 04Reclaimed Statement Discount (Freight)

Various Freight Transactions

Warehouse/Direct Ship Bills of Lading

Depot Freight Charges

Purolator Invoices

Other carrier invoices

Consolidated Dealer Return

Quarterly Short Shipment Rebate

Warehouse & Direct Ship Bills of LadingCharge for the freight on Warehouse/Direct Ship invoicesBL number listed on the FLEX matches the number printed on the

summary sheet of the invoice, and the reference number on the actual Bill of Lading document.

Charge is based on the “A” Dealer value of the load of merchandise (listed under the quantity column) multiplied by the store’s freight rate (listed as the “Discount Rate” in the FLEX description).’

NOTE – invoices with an “A” Dealer value of $100,000 or more will have a split charge for the freight – the quantity column is 5 digits only, so the charge won’t fit.

Depot Freight ChargesFreight charges for Depot InvoicesCalculated the same way as the Warehouse/Direct Ship B/L

chargesDepot Freight charge reconciliation report included with

FLEX package allows you to match the FLEX charge to the Depot invoice (the Source Document number is the link between the two reports)

Purolator InvoicesInvoices are not laid out in a format that allows us to

send copies in the FLEX packageAll FLEX entries will include the Purolator PIN

number. You can check on the shipment at www.Purolator.com to determine delivery date, and receiver’s signature

Purolator shipments should be billed directly to your own account – to help ensure this is done, please point out when placing an order that the shipment should be sent Purolator COLLECT.

Other carrier invoicesCharged the same way as an FMA invoice, but without mark-

up applied.Copy of packing slip left at time of delivery should be enough

to match to the FLEX chargeCopies of the invoices are available upon request

Consolidated Dealer Return – Credit TransportationCharge for freight on the return of merchandise to

Adjusting (credit transportation means it’s a credit to the Transportation Department)

Charge is for the return of Casting items, Line Review Recalls, and certain Authorized Returns (Adjusting rep to determine).

Calculated the same way as the BL charges The total “A” Dealer value is reported on the Adjusta-

Card report (same week as the FLEX), in the far right hand column (called the “DLR $ Charged” column).

Quarterly Short Shipment Rebate  When there is a short shipment on a Direct Ship or a Warehouse invoice, and

you file a shortage claim, you receive a credit for the missing products on the Merchandise Control report.

However, when you were charged for the freight on the original shipment, it was based on the “A” Dealer value of the products listed on the invoice, not based on what you actually received.

On a quarterly basis, the Transportation Department generates a credit for the freight charged on all short shipped products.

The credit is calculated the same way as the original freight charges: “A” Dealer value of the products multiplied by your store’s freight rate.

Currently no reconciliation report available, aside from reviewing the quarter’s Merchandise Control report. Options are being explored for better back-up.

 

Billing Category 05Garage Equipment & Fixtures

Vendor InvoicesSimilar to the FMA invoices, but

without corporate mark-up applied

Instead, a consulting fee is charged (billed as a separate line item) according to the following schedule

Copy of Purchase Order retained by store – match to invoice & FLEX transaction

Billing Category 06Store Equipment & Fixtures

Fixture PO Vendor DirectBased on store receipt packets received at the store for all Active

fixtures and POP.No copy of the purchase order or vendor invoice will be issued

with the flex bill. Copies are printable at the store. See attached instruction sheet.

FLEX charge will be a summarized amount for all active products on the invoice

Stores should use receiving reports to reconcile their flex bill (link Inv. Ref# with specific products).

Fixture PO Vendor Direct To print the receiving report BEFORE posting to inventory (PREFERRED):

From the master menu, select 05/01, Work with invoices.

In the "Opt" field beside the appropriate invoice #, type the number 6 and press Enter. The report will print on the main store printer.

File the report and then reconcile it with the Flex bill when it arrives.

To print the receiving report AFTER posting to inventory:

 From the master menu, select 05/05, Display Receipt History.

Press F9.

Beside "Show only invoice number", type the appropriate invoice #, press Field + and then press Enter.

Press Print and then press Page Down. This prints the contents of the screen on the main store printer.

Repeat step 4 for each screen displaying that invoice number.

File these pages and then reconcile with the Flex bill when it arrives.

Custom FixturesA copy of the P.O. should be retained by the store when the

order is placedA copy of the packing slip should be added to the P.O. copy

when the load is receivedThis should allow you to match to the FLEX entry.Further back-up is available upon request (not currently

printable at the store)

Vendor InvoiceShould be little activity of this sort, but still possibleSame process for reconciliation as in Category 05 above, but

there is no Consulting Fee or corporate mark-up applied.

Billing Category 07Display

FLEX Online Work OrderExactly the same as in Billing Category 02, but for Display

items only

Fixture PO Vendor DirectExactly the same process as in Category 06, but for Display

specific fixtures

Miscellaneous Manual transactionsBilling Category 07 is where any other type of non-standard

Display related transaction could be processed.As with all manual transactions, if back-up is not included

with the FLEX, you can check the My CT Portal for information, consult with the contact person named in the FLEX entry or get in touch with us at FLEXINQUIRIES@cantire.com

Billing Category 08Insurance

Marsh Canada InvoicesNo back-up documents provided to the FLEX Billing

department, due to confidentiality issues.Invoices are mailed to the Dealers directly from Marsh

Canada.Copies or information available from Marsh Canada upon

request.All adjustments must be directed to Marsh Canada as well

Billing Category 09Rent

Real Estate RentalTotal from Monthly Rental Statement is listed on the FLEX for

collection purposesMatch Rental Statement total to the FLEX.Report any issues to FLEXINQUIRIES@cantire.com – requests

will be forwarded to the appropriate contact within the Real Estate Department to resolve

NOTE – The Rental Charge is often applied to the Dealer Statement on the same week as the balance from CTAL. This will result in a larger than average grand total being collected for that week. This sometimes causes concern at the store, with the assumption being that there must be a billing error for the totals to be that high. Refer to the Rental Statement & Dealer Statement to confirm totals

Billing Category 10Interest

Interest Charges• The only time a transaction will appear in this category, is if

interest must be charged to a store due to an NSF issue.• A detailed back-up document will be provided to the Dealer

well in advance of any transaction being processed through this category

Billing Category 11Coupons

Coupons OrderStore retained coupon requisition form, with reference

numberFLEX entry lists the reference numberMatch FLEX total to form total, report any discrepancies to

FLEXINQUIRIES@cantire.com

Coupon FeeCharged 0.5% on value of coupon orders – handling feeConfirm calculation based on the coupons total billed on the

same FLEX

Return CouponsCredit for the coupons returned to Home OfficeBased on return form, copy of which is retained by the storeMatch the FLEX credit amount to the amount listed on your

form

Some final tips  Tip #1 – the Flex Billing process run without you! Although it is essential that you fully understand and monitor your Flex Billing reports,

you do not have to be an expert on the day you take over your store There is no time limit for making inquiries or reporting errors If there is a staff member at your store doing the Flex reconciliation, rely on their

expertise the first weeks Get involved and stay involved to ensure that your Flex is being reviewed to your

satisfaction  Tip #2 – create and maintain a Flex Billing filing cabinet Have a folder for every type of transaction processed on the Flex (vendor

invoices/packing slips, work orders, Auto Depot invoices, etc.) Create a memo describing the transaction, listing the type of back up document to

expect and any other notes you may need to perform the reconciliation In each folder, keep any back up documents you may receive prior to the Flex billing

report; match these to the entries on the Flex These folders should be your first source

Tips… 

Tip #3 – Yearly Checklist Some stores have found it helpful to create and maintain a list of transactions that appear

on the Flex monthly, quarterly or annually This allows you to easily monitor these transactions, record what the entry is for, and

appropriately plan for the charge or credit Examples include quarterly short shipment rebate, yearly service contracts, monthly

supported markdown rebate, etc. List the transaction name, the frequency, the amount and the Flex week number it

appears on. Also include any notes you may require to explain what the transaction is for and what type of back up to expect

  Tip #4 – Special Orders When ordering for a customer ensure that you are quoted the cost in Canadian funds

and that the shipping costs (if any) are included Be sure to add in the corporate mark up (16%) before calculating the charge to the

customer Chances are that you are going to receive the item before you are flex billed for it so

make sure you are not short changed! 

 

 

 

 

 

Tips… Tip #5 – Adjusta-card Report Discrepancies The totals listed for Billing Category 01 and 02 on the last page of the Adjusta-Card report

sometimes do not match the totals listed for the Adjusta-Card report on the Flex Billing Not as big of a problem as it sounds like… Could be Type 51 Adjusta-Cards (repairs)—the card totals are listed in Category 01 on the

Adjusta-Card report, but they show up as part of the amount in Category 02 on the Flex. If the grand total on both reports match-up, this is what has happened. No adjustment is required

Sometimes credits are rejected on Flex due to systemic issues. If this happens, the amount is automatically added to the following weeks Adjusta-Card credit on the Flex. Check next weeks Flex to ensure that it is overstated by the missing amount

  Tip #6 – Gift Certificates Try to get the outgoing Dealer to pay you for the total of all outstanding Gift Certificates This way, when a Gift Certificate is eventually cashed and you are billed for it, you already have the

funds to cover the transaction Otherwise, it is up to you to contact the outgoing Dealer every time you are charged for a G/C

they sold. The outgoing Dealer is required to pay you for it CTC Corp does not track the migratory patterns of retired Dealers, so make sure you know how to

contact them!

Tips…  Tip #7 – CTDA Transactions Canadian Tire Dealer’s Association utilizes the Flex Billing to process credits and charges to stores for a variety of

reasons Some are CTDA dues, others are related to leases or service agreements, others are payments for service

providers All transactions have associated back-up paperwork. This is sent to the stores directly from the CTDA offices,

sometimes before the Flex transaction You should maintain a CTDA folder in your Flex Billing filing cabinet and refer to it for back-up documents or

explanations for the charges.  Tip #8 – Imported Vehicle Inspections Track the inspection form numbers and the date you submitted them. Check them off your list as they are

processed on your Flex If a form goes for 3 months without being paid, contact us. If you are paid for a claim that isn’t yours, contact us

as well Adjustments will be made as soon as a store notifies us Note: The claim forms are manually keyed, so: MAKE SURE YOUR STORE NUMBER IS CLEAR—the number

one cause of missing credits is an unclear store number on the form 

Tips…  Tip #9 – IBM You are charged monthly for the lease of your IBM equipment When you take over the store, conduct an audit of all IBM equipment, listing the serial number, make and model

number, description of the equipment (scanner, printer, etc.) and the location of the equipment in the store Review the IBM invoices (available on the IBM website) that you have been FLEX billed for, and ensure that you

are not being charged for equipment you do not have. Call IBM with any discrepancies—their number is listed on the invoice  Tip #10 – Purolator You will be billed for various Purolator shipments on your own Purolator account and on Flex Billing There is no way to determine the contents of a Purolator package based on the records available to Purolator or

Home Office Many stores maintain a log book of incoming Purolator packages, listing the Bill of Lading or PIN number, the

date and a description of the contents (after opening the package.) This is made available to your store’s office staff

Purolator can be instructed to deliver to one specific location in the store (receiving, customer service desk) to make this task easier

Tips… Tip #11 Double Charge for Warehouse B/L’s? Stores are charged for freight based on the “A” Dealer value of a load multiplied by your store’s

freight rate On the Flex Billing, the “A” Dealer value is listed in the quantity column We only have 5 digits to work with in the quantity column If the “A” Dealer value of the load is $100,000 or more, we have to split the charge The BL number is listed twice, so this looks like a double billing  Tip #12 – Warehouse Invoice Discrepancies (including Direct Ship and Auto Depot

Invoices) DO NOT INVOLVE THE VENDOR! If you receive an over shipment or a short shipment, simply file the appropriate claim through

Merchandise Control If you need to return product from one of these invoices, use the appropriate Adjusta-Card Trying to resolve these issues any other way does not work—you will not receive the full credit

or the reporting bonus you are entitled to Contact the Returns & Warranty department if you are unsure of the correct process to follow.

DEALER STATEMENT

Dealer StatementThe Dealer Statement is a high level, weekly summary reportIt lists all of your store’s transactions in an easy to follow formatThe report is divided into five sections:

Dealer Cash Flow ReportPresent Position Statement By Week DueNew EntriesItems Due For Payment NowBalance Due Summary

Dealer Cash Flow Report

Dealer Cash Flow ReportThis lists the exact dates and specific amounts that will be

withdrawn from your bank account.This information is made available on the My CT Portal

every SaturdayThese totals can be confirmed by reviewing the

Present Position By Week Due section on the Dealer Statement.

Dealer Cash Flow ReportThe reference numbers for each collection will appear on

your bank statement. They will also show on the following weeks Dealer

Statement as confirmation that these totals were cleared from your A/R.

Present Position by Week Due

Present Position by Week DueThis section shows the total amount your store currently

owes for Merchandise & Non-Merchandise purchases.The first line lists last week’s Placing & Promotion balance,

which will not have been collected by the time this Dealer Statement is generated.

The second line lists the current week’s balance due, as previously shown.

The remaining lines show a running total of all future dated collections. These totals are based on data listed on the Summary Pages of your Warehouse/Direct Ship invoices.

New Entries

New Entries This section lists all new activity for this week, including all

Warehouse and Direct Ship invoices as well as this week’s FLEX billing (note – each FLEX Billing Category is considered to be it’s own separate invoice)

The entire amount due for each of these invoices is listed hereInvoices will only appear here once, the first week they are newNo withdrawals are processed based on the totals in the new

entries sectionThe last part of the New Entries section shows the dispersal of

new entries by week dueNOTE - The monthly CTAL Statement balance will also appear

on your Dealer Statement (back-up is provided separately, from CTAL)

Due For Payment

Due For PaymentThese are the amounts that have now come dueAs we’ve seen, these are the totals listed on each invoice’s

summary page

5% discountAll invoices on the Dealer Statement receive a 5% discountThis discount is applied on the sub-total of the Due For

Payment section

Balance Due Summary

Balance Due SummaryThis is a very high level summary of the activity that has

occurred on your statement over the past week

The best way to contact us is via E-mail at:FLEXINQUIRIES@cantire.com

You can also contact me directly at: Dave.Simpson@cantire.com

Contact Information