Breakout Session Wrap-up
James Shannon, IATA
Your questions have shaped the:
IS Participation Guide
SIS website (www.iata.org/sis)
This presentation (not all questions answered here, clarifications, more details, etc)
General & Key Takeaways
IS Participation Guide
SIS P3 – RA43 – Breakout Session Wrapup 2 September 2009
The Big Green Box
Interface Interface Validation
ICH ACH Supp.
IS-XML Billing Billing
Outward Record DB Supp.
Digital Billing Value Validation & Value Determination Usage
Signature Confirmation Correction (IS-WEB) & Auto-Billing
ATOS ATPCO Billing Carrier ATPCO
SIS P3 – RA43 – Breakout Session Wrapup 3 September 2009
Will existing RA systems be able to provide the file formats required for
Not without system changes.
Is SIS replacing my RA system?
No. It is our policy that we don’t replace any RA system. Even IS-WEB
is a complement to an RA system, not a replacement.
What will I be charged for _______?
The charges are listed in the Airline Business Case, on the IS website.
SIS P3 – RA43 – Breakout Session Wrapup 4 September 2009
When will __________________ be available?
As part of the IS Participation Guide (ISPG) end October.
IS-XML is an ongoing development – from now onwards (job of E-
Invoicing WG and E-Invoicing Manager).
Other record structures will be finalized by release of ISPG.
NO modifications to ISPG because a carrier finds it “difficult” to make
necessary changes to support SIS.
Working practices and best practices might change. Wording might
change. No material changes, though.
SIS P3 – RA43 – Breakout Session Wrapup 5 September 2009
Will there be a special general meeting called to discuss IS implementation?
The SIS team will be planning the next phase soon, and this is part of
the agenda. The RAWG will make the decision.
Tools for migration
We’re investigating the best way to assist in your migration, such as a
website that will perform file validations and provide a list of errors
SIS P3 – RA43 – Breakout Session Wrapup 6 September 2009
“Old” IDEC processes (sending & receiving) during the migration period will be
exactly the same as today:
Same schedule (once per month, not once per week as IS-IDEC)
Training & Help
IS Participation Guide is an IT implementation document
Business processes are discussed where these intersect with IT
IS User Guide to be released
Online help provided to IS-WEB users based on the current page
SIS P3 – RA43 – Breakout Session Wrapup 7 September 2009
When is the mandate date?
The IATA Board of Governors and FinCom support a mandate date.
But no specific date until IS launches and is proven to be usable, with
sizable volumes going through Integrated Settlement.
SIS estimates that this will be Sept 2012.
Why can’t we just have a single go-live/mandate period (“big bang”)?
The WGs discussed this and realized it’s not feasible for the industry.
SIS P3 – RA43 – Breakout Session Wrapup 8 September 2009
SOX & Auditing Controls
IS will be an invoicing system, not an accounting system
Any controls you have in place today will have to reviewed during
SIS will take into consideration publishing a document detailing our
IS and the RAM
IS follows, and will follow in the future, RAM rules
For example, IS has no check on # of iterations of correspondence –
this is not in the RAM
Should the RAM be updated in the future, IS will be updated
SIS P3 – RA43 – Breakout Session Wrapup 9 September 2009
How will suspensions and late submissions work with IS?
These processes have been discussed extensively with the Miscellaneous WG
and the ICH Ops WG
More details will be shared in Athens (the ICH UG meeting)
SIS P3 – RA43 – Breakout Session Wrapup 10 September 2009
IS & UATP & ATCAN
Same as today.
ATCAN will submit to IS on your behalf if you choose to use ATCAN.
Otherwise you submit directly to IS.
Use IS-XML (IS-WEB). Specific charge category and charge code defined.
Still a “U” billing category. Not displayed/analyzed with M invoices in IS.
Not like today’s IDEC
Doesn’t stop after the first error
Provides summary information
SIS P3 – RA43 – Breakout Session Wrapup 11 September 2009
Maximum amount for BMs & CMs (billing memos & credit memos)?
Despite example of max amount for pax prime billings ($99,999), no
max amount for BMs & CMs.
Technical limitations (record structure) limits a BM or CM to 9 digits
Daily Submission of Files
We will ensure we allow enough invoices to support separate
invoices for primes, RMs, etc., every day
SIS P3 – RA43 – Breakout Session Wrapup 12 September 2009
Deletion of files before re-uploading, automatic resubmission of invoices
You must delete a file via IS-WEB before re-uploading
You must manually submit an invoice
There are control issues here. These are legal invoices. WG members
have said they want these actions to be conscious decisions, not
something that might happen accidentally.
The IS Member Profile
You can post-date changes
You can view the audit trail of what was changed, when, and by whom
SIS P3 – RA43 – Breakout Session Wrapup 13 September 2009
10 alphanumeric invoice number
Invoice number in IS will be 10 alphanumeric
This is mandatory, but can be padded with blanks (e.g. “54321 ”)
Increased to ensure any future enhancements:
Invoice number blocks for non-IS, pax, cargo, misc, UATP
Can handle daily settlement (no plans for daily settlement at this
IS will be 24x7
Some processes will take x hours. Some will happen at a certain time
(such as ICH settlement).
SIS P3 – RA43 – Breakout Session Wrapup 14 September 2009
In case of original FIM billings, linked coupon numbers will not be
provided as a breakdown – but supporting documents will be attached
A FIM is a prime billing, in and of itself
Received File Choices
Predetermined by your carrier (in the airline profile)
Defined at billing transaction level (Pax prime, pax rejection, etc)
Everything available via IS-WEB
Member Profile Permissions for “Aggregated” Carriers (e.g. LH/LH Cargo)
One account per designator/accounting code, separate accounts
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Failed invoices can be rolled over within a given month; potential currency
conversions prevent it from being useful in the following month
Coupons are in currency of listing. Converted to currency of billing at invoice
level. IS will validate the math is correct, but not the rate used.
Reject Memo Breakdowns
RM Reason Code affects validation done
For some reason codes (e.g. ISC Reclaim), a coupon breakdown is required. For
others (e.g. Incorrect Sample Constant), it’s not.
If tax breakdown was provided on the original prime coupon billing, and that
coupon is rejected, the coupon and its attached tax breakdown records must be
SIS P3 – RA43 – Breakout Session Wrapup 16 September 2009
Is IS designed for daily settlement?
No action has been taken by ICH/ACH toward daily settlement.
However, IS has been designed with this possibility in mind.
Can I send an invoice to IS for ICH or ACH settlement?
Yes. You can specify which clearinghouse will be used. This will be
You can also specify “B” (bilateral) to send the invoice to the other party
and skip the clearinghouse.
What do we have to attach to a RM?
This will be defined in the RAM. SIS will not check this.
SIS P3 – RA43 – Breakout Session Wrapup 17 September 2009
Can a non-IDEC carrier migrate directly to IS-IDEC?
Is it possible that I’ll receive two IDEC files from a given airline in a single
Yes. One IS-IDEC (weekly) and one old IDEC (monthly) (e.g. Pax
primes in one, RMs in another).
Can a carrier migrate in the middle of the month?
Yes. At the beginning of any period.
There will be some notice required.
SIS P3 – RA43 – Breakout Session Wrapup 18 September 2009
After I’ve migrated, can I choose to received old IDEC?
No. (This would minimize the primary benefits of using IS.)
What you will receive on IS-IDEC versus old IDEC will depend on the
migration status of your interline partners.
Can I migrate only Pax?
Yes. But at some point before the mandate date, you need to migrate
Will a migrated billing carrier be required to send paper for a given period of
time? How long?
The RAWG expects that this will be 3 months. See RA43 Agenda Item
There are no plans for discussion or change of the 3 month timeframe.
SIS P3 – RA43 – Breakout Session Wrapup 19 September 2009
How will the billing carrier know who has migrated?
The billing carrier shouldn’t care. It can submit IS-IDEC for any record
type it is able, to any billed carrier.
How will the billed carrier know who has migrated?
The billed carrier will be able to search for invoices and see which have
been received via IS.
The ICH will show all settled invoices and differentiate the IS invoices
from the non-IS (F12) invoices.
The ACH will show total values, and, as today, this must be reconciled
as invoices come in (via IS or via mail).
SIS P3 – RA43 – Breakout Session Wrapup 20 September 2009
Airline-by-airline Migration Schedule
SIS would not be able to support all airlines signing up in a single month, but we
believe this is a low risk, as it is unlikely that all airlines will be ready at the same
A migration manager will be part of the project in order to schedule migrations
and manage bottlenecks
We intend to accommodate airlines as much as possible to ensure there are no
delays due to SIS issues
Migration of Miscellaneous Invoices
Practically, the Misc WG expects that all Misc invoices will be migrated at the
Technically, there is no structure to migration – you can migrate any charge
category/charge code at the same time, or you can submit some of the same
charge codes via F12/Recap Sheet and some via IS
SIS P3 – RA43 – Breakout Session Wrapup 21 September 2009
Will IS provide a way to download RMs for non-migrated carriers?
(or any other billing type)
Yes. But in a displayable format (HTML, PDF, etc), not in a structured-
data (machine-readable) format.
After migration, can I submit things that I received before migration?
Yes. After you’ve migrated then all processes can go through IS.
If an item is in correspondence, then I migrate, do I have to upload all
No. This is a choice made by the carrier entering correspondence onto
SIS P3 – RA43 – Breakout Session Wrapup 22 September 2009
If we receive a billing via IS, but haven’t migrated, do we have to reject via
This would be similar to the rule for RMs – an RM received via IS has to
be rejected via IS.
But, no, there is no rule that a prime has to be rejected via IS. The rules
will be defined in the RAM.
Does the structured approach of migration (migrate primes, then RMs, etc)
apply to Cargo, too?
SIS P3 – RA43 – Breakout Session Wrapup 23 September 2009
IS Participation Guide
How will the ISPG be distributed?
It’ll be available publicly on the SIS website.
A bulletin will be sent out to announce it.
What do we do if we have questions?
There will be a series of instructional webcasts with Q&As after the
There is always the SIS website which has the ability to email the team.
SIS P3 – RA43 – Breakout Session Wrapup 24 September 2009
E-Invoicing & File Uploads
IS will not be a legal archive.
If you need to archive invoices/attachments/digital signatures/etc, then
you will need to download these and archive them yourself.
IS will offer an optional service to archive your invoices.
Will you check if we apply VAT correctly?
Do we still get the Forms 1, 2, and 3?
You will still get the Form 1 (Summary of Invoices) report and the
Form 3 (Statement of Balances).
No Form 2.
SIS P3 – RA43 – Breakout Session Wrapup 25 September 2009
E-Invoicing & File Uploads
Will the reconciliation process change?
No. You can download or print the invoices from SIS. And you still get the Form 3
from ICH. The difference is you don’t have to wait for the paper to arrive.
Do the supporting documents have to be electronic?
Yes. Supporting documents to billings through IS must go via IS and be in an
SIS P3 – RA43 – Breakout Session Wrapup 26 September 2009
E-Invoicing & File Uploads
There can be exceptions to the “neutral file format” rule.
A participant can unilaterally choose (via the profile) to accept additional
file types from all other participants.
We attach a large volume of supporting documents today. Will we have to
scan all of these?
The RAM is being re-written to minimize the need for supporting documents (no
copies of the paper coupon, for example). This is driven by RAWG. With
electronic RAM, the rule changes could be made before end of 2010.
Most of what you attach are in your system to begin with. Don’t print them just to
scan them. The system can create a PDF or a CSV file.
SIS P3 – RA43 – Breakout Session Wrapup 27 September 2009
Linking Supporting Documents
Attachments will have to be associated with invoices or records
1. Attachments can be uploaded one-by-one via IS-WEB
2. A zip file with many attachments can be uploaded to IS and:
1. Manually associated via screens on IS-WEB
2. Contain attachments in a defined folder structure so that IS can automatically
associate the attachments
3. Contain an index file that matches attachments to records so that IS can
automatically associate the attachments
SIS, Kale, and the Working Groups analysed potential options and the
above were chosen as the easiest ways to attach considering existing
systems and scanners
SIS P3 – RA43 – Breakout Session Wrapup 28 September 2009
Linking Supporting Documents
Documents can be uploaded before or after the billings are uploaded
You can specify that a billing or invoice should have supporting document in
the IS-IDEC record
This will make it easy to search for and upload documents via IS-WEB
SIS P3 – RA43 – Breakout Session Wrapup 29 September 2009
SIS P3 – RA43 – Breakout Session Wrapup 30 September 2009