Online Invoice

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					06-19-08




      Online Invoice Service
            Manual Guide
Table of Contents
What Is Online Invoice Service? Product Features................... 1
Log In ................................................................................ 2
   Search by Invoice Number ............................................... 3
   Search by Invoice Type ................................................ 4–5
   Search by Invoice Date Range ...................................... 6–7
   Search by Bill-To Contact ............................................. 8–9
   Search by Dispute Tracking Number ............................... 10
   Search for Disputes Only, Policy Level Detail,
   Payment History Only .............................................. 11–16
Tab Functions ................................................................... 17
Account Summary ............................................................. 18
   Invoice Summary ......................................................... 19
   Invoice Detail............................................................... 20
   Download ............................................................... 21–22
   Print ...................................................................... 23–24
   Dispute .................................................................. 25–26
        Dispute Entire Invoice .............................................. 27
        Partial Dispute ................................................... 28–30
        Dispute Report ................................................... 31–32
   Payment................................................................. 33–39
   Online Payment History ............................................ 40–41
My Preferences ................................................................. 42
   Invoice Status .............................................................. 43
   Balance Summary ........................................................ 44
   Policy Detail Report ................................................. 45–46
   Sorting of Columns ....................................................... 47
   Subscriptions Pending Renewal ............................…….48–54
   Cover Letter ................................................................ 55
What Is Online Invoice
Service (OIS )?
OIS is an NCCI online application via ncci.com, which allows
customers to view, pay, dispute, print, and download their
invoices online. OIS was launched in April 2001.


Product Features Include
    Restriction/Group Authentication Access

    Invoice Summary vs. Invoice Detail Views

    Send Comments Functionality

    Invoice Information as Far Back as January of 2000

    Policy Level Detail Available (DM and POC fees)

    Cover Letter Display

    Online Subscription Cancellation with History




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                    1
Log In
From the NCCI Web site, ncci.com, log in and click OIS under MY Services.




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                                          2
Search by Invoice Number
Click the Search tab to begin your invoice search. Type the specific invoice
number in the Invoice Number field, hit the Enter key or click the Search button.
This search method will provide the specific invoice you want to view.




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                                        3
Search by Invoice Type
Click the Invoice Type drop-down box. Select the desired invoice type, hit the
Enter key or click the Search button. This search method allows you to search
specific invoice types such as Premium Based, Transaction Based and State
Mandated Activities Services



    Note:

     If you select Transaction Based, Premium Based or State
     Mandated Activities Services invoices as the Invoice Type, OIS
     will display 12 months of invoice history and all invoices not
     closed . To view additional invoice history, please use Invoice
     Date Range.




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                                       4
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                              5
Search by Invoice Date Range
Enter the desired date range, hit the Enter key or click the Search button. This
search method allows you to view invoices within the desired date range that is
specified in the fields.




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                                         6
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                              7
Search by Bill To Contact
Enter the Bill To Contact (e.g., Gary Gonzalez), hit the Enter key or click the
Search button .




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                                          8
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                              9
Search by Dispute Tracking Number
Enter the Dispute Tracking Number (obtained from a dispute confirmation) in the
appropriate field, hit the Enter key or click the Search button. This search method
will provide you with the invoice that matches a Dispute Tracking Number.




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                                        10
Search for Disputes Only
Check the box that says Disputes Only. Hit the Enter key or click the Search
button. This will provide you with one month’s listing of all disputed invoices. All
disputed invoices will display with a Dispute Report icon in the Account Summary
screen.




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                                         11
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                              12
Search for Policy Level Detail
Check the box that says Policy Level Detail. Hit the Enter key or click the Search
button. This will provide you with one month’s listing of all invoices that have
Policy Level Detail (also known as Policy Detail Report) available for download in
the Account Summary screen.




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                                         13
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                              14
Search for Payment History Only
Check the box that says Payment History Only. Hit the Enter key or click the
Search button. This will provide you with one month’s listing of all invoices that
have been paid in OIS with a credit card or ACH (Automated Clearing House).




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                                         15
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                              16
Tab Functions
You will notice blue tabs located at the top of the Account Summary screen. Each
tab consists of different functions to assist you with OIS.


Search
This tab brings you to the Search screen.

Account Summary
This tab brings you to the screen that displays all of your company’s invoices,
including the balance on account, unapplied credit, and unapplied cash on
account.

Invoice Summary
This tab allows you to view your invoices in a summarized format.

Invoice Detail
This tab allows you to view your invoices in a detailed format (e.g., Risk Name,
Risk ID, Policy Number, Policy Effective Date, Order Date).
Note: All NCCI invoices are mailed out in a summarized format.

About Your Bill
This tab provides you with invoice information such as Glossary of Terms, Pricing
Methodologies (Premium Based and Transaction Based), Payment Information,
and Frequently Asked Questions (FAQs).

Help
This tab brings you directly to the FAQs.

Contact Us
This tab enables you to send NCCI comments or questions regarding your
invoice(s). You may also use this feature to send any suggestions on OIS
improvements.

News for You
This tab provides you with new and upcoming features about OIS.

My Preferences
This tab gives you the option of receiving e-mail notifications when invoices are
generated.



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                                            17
Account Summary
The Account Summary screen displays current month activity and all invoices not
closed.




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                                       18
Invoice Summary
Viewing the invoices at the Invoice Summary level provides you with a
summarized version of the invoice. If there is more than one invoice selected,

you may click the buttons                                to move between
selected invoices.




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                                        19
Invoice Detail
Viewing the invoices at the Invoice Detail level provides you with a detailed
version of the invoice (e.g., Request Date, Risk Name, Policy Number, Rating
Effective Date, Risk ID Number). If there is more than one invoice selected, you

may click the buttons                                to move between selected
invoices.




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                                        20
Download
At the Account Summary screen, select the invoice(s) you would like to download,
and then click the         button. A pop-up-window appears asking if you would
like to download the invoice(s) in either Invoice Summary or Invoice Detail.

Note: You may select more than one invoice at a time for this function.




By selecting Invoice Summary, the selected invoice is downloaded in a
summarized format. Selecting Invoice Detail allows you to download the invoice in
a detailed format. Once you’ve selected the format you would like to download,
follow the instructions on the page. The file will be downloaded in an Excel
spreadsheet format.

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                                        21
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                              22
Print
At the Account Summary screen, select the invoice(s) you would like to print, and
then click the         button.

Note: You may select more than one invoice at a time for this function.




A pop-up-window appears asking if you would like to print the invoice(s) in either
Invoice Summary or Invoice Detail.




Select the format you would like to print your invoice(s).

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                                         23
         prints the invoice in the selected format, either Summary or Detail.


        prints the remittance portion of the invoice.

Invoices print in a PDF format.




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                                          24
Dispute
At the Account Summary screen, select the invoice you would like to dispute, and
then click the        button.




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                                       25
A pop-up-window appears asking if you would like to dispute the invoice in either
Invoice Summary or Invoice Detail.




The Invoice Summary option is chosen to dispute multiple invoice lines tied to one
product code (e.g., 2800).

The Invoice Detail option is chosen to dispute a single invoice line. After clicking
   , the next screen fields should be filled out accordingly.




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                                          26
There are two options for disputing invoices:

Dispute Entire Invoice
Option 1—Click the                     button if you wish to dispute all charges on
the invoice. A Dispute Confirmation screen appears and can be printed.




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                                        27
Partial Dispute
Option 2—Click the            button to select individual line items to
dispute.




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                               28
A pop-up-window appears that allows you to dispute the line item.




Select either the Quantity or Unit Price to dispute. If you change the quantity
and/or the unit price, click the Recalculate button and then click the Save
button. Notice that once you click the Recalculate button, the Adjusted Total
changes to reflect the new invoice total.




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                                       29
After disputing the line items, you must scroll down and click the
button. A Dispute Confirmation page appears and can be printed.




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                                        30
Dispute Report
Once an invoice has been disputed, it will automatically generate a Dispute Report
icon in the Account Summary screen. To view the Dispute Report, click the
icon. (NOTE: the INVOICE STATUS will change from Open to Disputed and the
invoice may not be disputed again until the status is back to Open)




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                                        31
The Dispute Report displays a history of the dispute(s) for the selected invoice. (If
the invoice is disputed multiple times, the most recent dispute will display at the
top.)




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                                         32
Payment
At the Account Summary screen, select your invoice(s) for payment (maximum of
eight at a time). Click the    button and select credit card or ACH
(Automated Clearing House) payment option.




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                                     33
In this example, the payment method is a credit card. Once you have selected the
payment type, payment can be applied either in full or partial format.

Click        to continue.




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                                       34
Another window appears for you to enter the necessary credit card payment

information. Once the fields have been completed, click the       button.




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                                        35
A confirmation page for the credit card payment appears and can be printed.




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                                       36
In this example, the payment method is by ACH. Once you have selected the
payment type, payment can be applied either in full or partial format.

Click        to continue.




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                                      37
Click the      button after filling in the ABA number, Bank Account Number,
Account Name, and Amount fields.




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                                      38
A confirmation page for the ACH payment request appears and can be printed.




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                                    39
Online Payment History
At the Account Summary screen, all invoices that have been paid through OIS
(full or partial) with a credit card or ACH will display the Online Payment History
icon. Select the    icon to view the credit card or ACH payment history summary.




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                                         40
For ACH payments, invoice payment history status will change from PENDING to
COMPLETE when funds are verified through your banking institution.




For credit card payments, invoice payment history status will be COMPLETE.




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                                       41
My Preferences
By selecting          , you have the option to receive e-mail notifications when
NCCI invoices are generated for you.




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                                        42
Account Summary Invoice Statuses:
     Open—An invoice that has an open or outstanding balance

      Closed—An invoice that has been paid or adjusted with no balance due
      amount

      Pending—An invoice that has been paid via OIS and is currently in process

      Disputed—An invoice that has been disputed and is currently in process

    Note:

     If the status of an invoice is “Disputed,” OIS will not allow you
     to dispute this invoice again until the status has changed back
     to Closed or Open.

     If the status of an invoice is “Pending,” OIS will not allow you to
     pay this invoice again until the status has changed back to
     Open.




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                                      43
Balance Summary
If an account has an outstanding balance, this section advises you of the Net
Balance Due on your account.

Within the Balance Summary, there are Unapplied Credits and Unapplied Cash
amounts displayed.

If you would like to apply your Unapplied Credits or Unapplied Cash to your
open invoices, please contact Credit Services at 561-893-4500.




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                                        44
Policy Detail Report
This report provides detail of your charges for POC (Proof of Coverage) and DM
(Data Management) fees. To view the Policy Detail Report, click the      icon.




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                                       45
After clicking the Policy Detail Report icon, click the link to download. Follow the
list of instructions to download or open the file. The file will be downloaded in an
Excel spreadsheet format.




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                                         46
Sorting of Columns
Most columns in the Account Summary screen can be sorted by clicking on them.
INVOICE NUMBER, INVOICE DATE, INVOICE TYPE, BILL-TO CONTACT,
INVOICE STATUS, INVOICE AMOUNT, and BALANCE DUE.




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                                      47
Subscriptions Pending Renewal
All subscription renewals are generated 60 days before the expiration date. This
feature provides you with an option to cancel your product subscription before the
expiration date and before the renewal subscription invoice is generated.

At the Account Summary screen, there is a link for Subscriptions Pending
Renewal. This link will indicate how many subscriptions are up for renewal.




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                                        48
Click the                link to cancel/view renewal subscriptions.




Select the subscription(s) to be cancelled and click the        button located on
the left-hand corner.

This will take you to the Cancellation Request screen. Click          to submit
your request.




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                                         49
If you wish to receive a confirmation of the cancellation transaction via an e-mail,
check the box for the e-mail confirmation. You may also add multiple e-mail
addresses if you wish to have more than one person receive the confirmation.
Select the reason from the menu and enter your comments. Then click the
        button.




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                                         50
A Cancellation Verification screen displays. Click




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                                          51
A confirmation screen appears and can be printed.




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                                       52
To view your company’s history of cancelled subscriptions submitted through OIS,

click the          link.




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                                       53
The list of cancelled subscriptions applies only to subscription cancellations
entered through OIS.




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                                          54
Cover Letter
Some invoices are mailed with cover letters that provide an overview explanation
of important highlights pertaining to the invoice. To view a copy of the letter, click
the                  icon, which will open up a PDF format file.




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