2013 flex billing pt1- final version

FLEX BILLING & Dealer Statement

Contents of weekly reports packageFLEX Billing reportDealer StatementAdjusta Card reportMerchandise Control reportDepot Freight Reconciliation reportPartSource Invoice reportsSource Documents bundle

FLEX Billing

Billing Category 01Merchandise

FMA Invoices

StandardStandard plus shippingLive Goods

Standard FMA invoiceFMA (Foreign Merchandise Authorized) vendor invoices are

typically for merchandise that does not have a CTC SKU, and can not be ordered through Equity.

Charged on the FLEX with a 16% mark-up on vendor invoice subtotal

Confirm the invoice is yours – check store address & number.Confirm that what you’ve been billed for, is what you’ve received

– check your copy of the packing slip.For proof of delivery, or to report any invoicing discrepancies,

contact the vendor directlyFor incorrect store billing, contact the

FLEXINQUIRIES@cantire.com

FLEX Calculation

$344.95 Invoice subtotalX 0.16 16% mark-up= $55.19 Total mark-up applied

$344.95 Invoice subtotal+ $55.19 mark-up total= $400.14 FLEX total

Standard plus shippingSome vendors include a separate shipping charge on their

invoicesShipping only has the 5.3% mark-up appliedShipping field is sometimes used if the vendor applies a pallet

deposit, or casting charge to their invoices (we can not change the text on the FLEX). Refer to the invoice copy to confirm what the charge is for.

$11.00 Shipping totalX 5.3% 5.3 % mark-up

= $0.58Total mark-up applied

$11.00 Shipping total+ $0.58 mark-up total= $11.58 FLEX total

Live Goods• Similar to the standard FMA invoice, but the mark-up

applied is 5.3%

$291.90 Invoice subtotalX 5.3% 5.3 % mark-up= $15.47 Total mark-up applied

$291.90 Invoice subtotal+ $15.47 mark-up total= $307.37 FLEX total

Other Vendor Invoices

Tires

Petroleum

Keystone

Coca-Cola

Tire VendorsFLEX charge is based on the “A” Dealer value of the

tires, not a 16% mark-up.Check the vendor invoice for the SKU, check your

system to confirm “A” Dealer price.Follow the same process as FMA vendors for

discrepancies, except with regards to pricing – contact FLEX Inquiries with that issue.

NOTE – if tires were special ordered for a Deal, then credit for the difference will be adjusted separately – see Deal & Special Order Tire Rebate

PetroleumAt time of delivery of Bulk Oil, or Propane, a packing slip is

left with the store.Match the packing slip # to the # listed on the FLEX entry.Copies are available upon request.Bulk Oil costs are available upon request from Petroleum

Dept, updated quarterly.Propane costs are sent to stores weekly – see attached

example.

Keystone DepotLink & Special OrdersSimilar to the Standard FMA invoices, with the

following exceptionsInvoice copies are not sent to Home Office, so they are

not included in the FLEX package.Instead, a summary report, listing the invoice number

and the product/part number is provided. Copies of the packing slip/invoice are included with the delivery, and are available from Keystone.

Match the invoice copy to the report. Contact Keystone for reprints of the invoices. Contact FLEXINQUIRIES@cantire.com with any concerns.

Coca-ColaSimilar to the Standard FMA invoices, with the

following exceptionsInvoice copies are not sent to Home Office, so they are

not included in the FLEX package. Invoices are left at store with delivery of product, and are available upon request from your local distributor.

Invoice total is split, charging the taxable and non-taxable amounts separately.

5.3% mark-up is applied instead of 16%.

Interface Transactions

Totals from other systems, that are reflected on the FLEX. Each have a detailed reconciliation report, included with the FLEX package•Adjusta-Card Weekly Summary•Merchandise Control – Dealer Claims Weekly Summary•Price Adjustments•Environmental Fees•Transactions With PartSource•Depot Invoices (Special Orders)

Adjusta-card Weekly SummaryLists the Adjusting and Equity claims that have been processed for

your store.Compare the Grand Total of the A/C report to the Grand Total

of FLEX Billing Category 01 & 02 Adjusta-Card Weekly Summary entries. They should match

Occasionally, a credit is approved on the Adjusta-Card report, but doesn’t make it to the FLEX. In cases like this, the missing amount is added to the following week’s FLEX entry.

NOTE – Type 51 Adjusta-Cards are listed as part of Billing Category 01 on the A/C report, but they are processed in Billing Category 02 on the FLEX. This is why you compare the Grand totals of the two reports.

Merchandise Control – Dealer Claims Weekly SummaryLists the Overage and Shortage/Damage claims that

have been processed for your store. Match the report total to the FLEX Billing total. NOTE – the Merchandise Control report is a credit

based report, meaning the amounts listed with a negative sign should be taken as a charge. The amounts without, are credits.

NOTE – most of the time, the grand total of the Merchandise Control report is a credit, but it can be a charge, if the overages outnumber the credits.

Price AdjustmentsProcess used to change the “A” Dealer price invoiced,

for a variety of reasons.Audit Listing of Price Adjustment reports are mailed to

Dealer’s attention throughout the week.Match FLEX total to the grand total of all Audit Listing

of Price Adjustment reports issued during the week.Reasons for Price Adjustments include: Incorrectly

loaded “A” Dealer price, support for changed “A” Dealer price, individual (SPP) pricing errors, Deal Reorder adjustments.

Environmental FeesStores are charged weekly, based on Point Of Sale recordsThe FLEX Billing report will have an individual entry for

each Environmental Fee programThe Detailed audit listing is not included with the FLEX

paperwork – it is an online report accessible through the My CT Portal

Accessing the report on the My CT Portal Dealer logs in Go to “All Content Areas” Scroll down to the “Reports” section, under the “Financial” section Click on “Environment Fees – Flex Billing A prompt will appear asking whether user wants to save

or open the file. The Dealer should select the ‘Save’ option When saving, Dealers should save it in a location where they can keep the file for audit purposes. 

(This is optional, they may save it in one location from where they will view the file and then move it at their convenience to wherever they want to keep the copy for audit trail.)

Open Excel program Open the report .txt file in Excel.  Result: The report will have properly formatted data appearing under the right headings. Please note: Opening the report in Excel preserves formatting and will allow to filter and sort data. Opening the report in Wordpad just ensures the formatting is correct

Transactions with PartSourceAll orders placed through the PartsWatch system will generate a

charge to your store through FLEX.There will be a one line entry in FLEX Billing Category 01 for the

merchandise purchasedThere may also be charges in Category 02 for ECO fees, and

Category 04 for delivery surchargesYou will receive two reconciliation reports – an invoice summary

report to match to your FLEX, and an invoice detail report to match to your PartsWatch invoice

The PartSource Financial Settlement Guide is available on the My CT Portal – this includes a detailed description of the program and instructions on reconciliation.

Depot Invoices (Special Orders)These are charges for SORD (Special Order Receive &

Discrepancy) orders.Special Order of Product Classes 09 through 41, and 47

product that is out of stock or non stock at Canadian Tire Supply Chain, to satisfy the need of an individual consumer.

The store is billed when the SORD PO is received. An EAP Packslip is generated and faxed to the store overnight. The EAP Packslip number is referenced on the weekly Flex Billing statement.

Rebates

A variety of rebates from various programs are issued through the FLEX Billing. The Rebates Team either calculates the rebates, or will review all submissions to confirm accuracy, and to ensure that adequate back-up is available

•Deal & Special Order Tire rebate•Price Matching (sharing) Claims•Supported Markdown•Bike Assembly•Customer Relations

Deal & Special Order Tire RebatesCredit is for the difference between REG and Promo price on all

tires sold during a Deal. Rebate range covers tires sold from two weeks before the sale, up

to three weeks after the sale.Special Ordered tires (Michelin & Goodyear invoices) billed at

REGULAR “A” Dealer price are covered under this rebate.Reconciliation report lists the tires sold during the rebate range

for the Deal numbers listed in the FLEX description.

Price Matching (Sharing) ClaimsCredit for 50% of the difference applied to sales when

matching competitor pricesCredit for 50% of Redress rebate (if offered/claimed).A reconciliation report is included in the FLEX package,

listing the claim #’s and individual amounts that make up the FLEX total.

Match your copies of the claim forms to the reconciliation report.

Claim forms should be submitted weekly

Price Match Claims Batch #89104850

Store Control # Product # Total Credit

999 415120 68-0283 $ 9.60

999 415121 21-1443 $ 4.02

999 415121 35-2677 $ 75.00

Total $ 88.62

Supported MarkdownCredit is based on Point of Sale records for the products on

Supported Markdown (600 series) deals.Detailed report is included in the FLEX package. Report

total is marked-up by 5.3% will match the FLEX entry

Quarterly Bike Assembly RebateCredit to reimburse stores for the service of assembling bikesCredit is based on the following:$8.11 x units shipped x 39% for adult bikes$5.79 x units shipped x 39% for kids bikes

Customer Relations CreditsWhen stores call the Customer Relations department

with an issue, a reference number is assigned to it, and provided to the store.

A file should be created by the store, keeping copies of all relevant data to support the Customer Relation claim.

If a credit is offered to the store, it will appear on FLEX, listing the reference number and customer name. Match to your files, and confirm the amount issued is what you were expecting.

Miscellaneous Rebates & ChargesBilling Category 01 is where any non-standard type of

Merchandise related transaction can be processed.Submissions must be authorized by senior managementSubmission must include a description for the FLEX entry, plus

some form of back-up documentation. This can be a detailed file, or a simple spreadsheet

Should be accompanied by, or prefaced with a store communication (which could be hard copy, My CT portal, etc)

Any documents received by the store, that refer to an upcoming FLEX transaction should be kept in a Misc. folder in the FLEX Filing cabinet. Refer to these documents first, if there is a misc. entry on the FLEX.

If the FLEX entry contains someone’s E-mail address, they should be your first point of contact

Billing Category 02Store Expenses & Supplies

Interface Transactions

Adjusta-Card Weekly Summary

Merchandise Control – Dealer Claims Weekly Summary

FLEX Online Work Orders

Adjusta-Card Weekly SummaryNo different from the reconciliation process in Billing

Category 01Entries will be for 96 or 98 product class or for Type 51

(Repair) Adjusta-cards

Merchandise Control – Dealer Claims Weekly SummaryNo different from the reconciliation process in Billing

Category 01Not a lot of activity in Billing Category 02 for Merchandise

ControlAll transactions would be for 96 or 98 product class.

FLEX Online Work OrdersInternal billing process for orders of 96 & 98 product class items.Each work order document has a unique reference number. Copy

of the back-up document arrives with the load.Make note of any shipping discrepancies on this copy, and add to

file in the FLEX Billing cabinet (by reference number).Match the FLEX entry to the document with the same reference

number. Report any discrepancies to the FLEXINQUIRIES@cantire.com

Some items billed on work orders should be added to the asset list – refer to your asset list instructions for more info

CTDA Transactions

CTDA Education Assessment

General Programme Assessment

Miscellaneous Transactions

CTDA Education AssessmentDealer membership dues used to develop training programs

and manuals.Fee Structure: $25.00 per million of total sales (retail and

service centres)Quarterly charge

General Programme AssessmentDealer membership dues for the Canadian Tire Dealers

Association Fee Structure: $200 per store + $50 for each additional

$500,000 of total retail and service sales over $1.5 Million, less 20%

CTDA Miscellaneous TransactionsIdentified by the invoice number format: CTDA-XXXCharges & Credits for the various programs and contracts the

CTDA managesBack-up documents/information is provided to the stores

directly from the CTDA offices, possibly in advance of the billing

Other Transactions

Imported Vehicle Inspections

IBM invoices

IP Circuit Charges

Common Area Maintenance

Cars On Demand

Imported Vehicle Inspections Inspections performed on customer vehicles, to allow them to import the

vehicle into Canada. Each inspection performed is recorded on an Inspection Form (sometimes

called a work order). Each form has a unique reference number A reconciliation report, listing the reference numbers is included in the FLEX

package. Match paid inspections to the forms in your pending file in the FLEX filing

cabinet Report any unpaid inspections that go beyond 3 months. Record any inspections you are paid for, which do not belong to you (list the

inspection number, and the FLEX week you were paid for it) – when the correct store is determined, you will be charged on the FLEX, referencing the claim number.

IBM InvoicesMonthly lease charges for the IBM equipment in the storeIBM invoices are not provided to FLEX – just a data entry

spreadsheet.You will need to set up an online account with IBM to allow you

to view your invoicesCreate and maintain a list of all IBM equipment in the store.

Identify the type (printer, router, etc), the model name & number, the serial number, and the location in the store.

Refer to this list to ensure you are billed correctly from IBM for only the equipment you have in the store.

Some of the reference info on the invoice may not be clear, or match to your list of serial numbers – contact IBM to ensure you fully understand what they are billing you for.

IP Circuit ChargesCharge for the store communications network It is used to communicate between most of the Applications that

run in the store and the Canadian Tire Corporation Data Centre.Examples of systems covered: Equity, Debit and Credit,

Mainframe connection, Store to store lookup, My CT PortalThe cost to the store is calculated using a blended formula.    The

total cost of all of the stores /  total number of stores / 2.     Half is charged to the stores, half is paid by Canadian Tire Corporation.

Common Area MaintenanceCharge is for the upkeep, cleaning, and maintenance of areas

of shared propertyFurther details are available in the Rental Policy BookCharge is $0.20 per functional square foot, per month

Cars On DemandTraining program/resource for auto repairsCharged a fixed rate, as identified in the original letter to

Dealers at beginning of the programThere is not a monthly document to go along with FLEX

charge

Billing Category 03Advertising

These are the instructions from the My CT Portal:

1. Open the linked Dealer Advertising Rebate E-Claims Form. 2. Name and Save As the form to your hard drive.3. Complete, Save and close the form.4. Create an email message including your Store number and the name of your file in the subject field, attach the completed form and send it to localadvertising@cantire.com

For complete instructions, click on linked Dealer Advertising Rebate E-Claims Process.

For questions regarding this process, contact the Dealer Advertising Planner for your area:

Ontario and Atlantic Provinces 416-480-3636Quebec and Western Provinces 416-480-3407

Advertising Rebate Claims