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www.lufthansa.com
SIS @ LH - Project Setup
ICH UG KUL, 22.10.2010
Michael UebberDirector Global Financial Clearing,Closings & Group Functions
2SIS @ LH - Project Setup
ICH UG KUL, 22.10.2010
SIS @ LH – focus of this presentation
How did we set up our project to cover all involved business areas?
What were the essential questions that needed an answer?
How many process design needs to be done before we can start developing?
What is still unclear from our perspective?
3SIS @ LH - Project Setup
ICH UG KUL, 22.10.2010
SIS project is part of several e-Invoicing initiatives
eInvoicingOverall initiative
eInvoicingExternal suppliers
eBilling LH-internal
e-Invoicing
LIBEROtechnical basis
eInv/eBill AirlSIS
One overall initiative to coordinate and streamline all e-Invoicing activities, exchange of experiences
SIS @ LH
eInv/eBill AirlM, U
ICH SettlementClearing, AP, AR
SIS Rev. Acc.P
SIS project @ LH coordinates all SIS activities for relevant Group Companies and all Billing Categories
4SIS @ LH - Project Setup
ICH UG KUL, 22.10.2010
LH‘s approach, 1st step - how do the processes work today?
ICH
ATPCO
(incl F&F pre IDECValidation)
BilledEntity
BillingEntityCargo IDEC File (monthly)
Pax IDEC File (monthly)
F12 – (weekly)F1 – net amounts of inv
F2 - summary
Cargo IDEC File (monthly)
Pax IDEC File (monthly)
F3– (weekly)
Paper invoices, with coupon listing, coupons, rejects, supporting documents(monthly)
AIA F&FF&F: receives NFP value
ARC-Compass(NFP storage)
Previously released sales record
prorateengine prorate
engine
GDSsBSPs
ACHRecap sheets - weeklySettlement sheets –
(weekly)
AccountsPayable AccountsReceivableLH- LH-
First we got an overview of all today’s processes that are part of the „airline accounting“, divided into Accounts Payable and Accounts Receivable…
5SIS @ LH - Project Setup
ICH UG KUL, 22.10.2010
ICH
ATPCO
(incl F&F pre IDECValidation)
BilledEntity
BillingEntityCargo IDEC File (monthly)
Pax IDEC File (monthly)
F12 – (weekly)F1 – net amounts of inv
F2 - summary
Cargo IDEC File (monthly)
Pax IDEC File (monthly)
F3– (weekly)
Paper invoices, with coupon listing, coupons, rejects, supporting documents(monthly)
AIA F&FF&F: receives NFP value
ARC-Compass(NFP storage)
Previously released sales record
prorateengine prorate
engine
GDSsBSPs
ACHRecap sheets - weeklySettlement sheets –
(weekly)
AccountsPayable AccountsReceivableLH- LH-
…and then got a close look at both processes, including posting on GL accounts, posting on AP and AR accounts, transmission to ICH, preparation of invoices etc.
70
HS
70
HS
ICH
ATPCO
BillingEntity
LHCargo IDEC File (monthly)
Pax IDEC File (monthly)
F3 – (weekly)
Papierrechnungen, Coupons, Anlagen, etc. (monatlich)
Technik, Cargo-MISC, LFT, Systems, etc.
100011110101110111000010111110
100011110101110111000010111110
100011110101110111000010111110
U-Konten
150150
HS
150150
HS
P-Konten
7070
HS
7070
HS
C-Konten
3030
HS
3030
HS
30 M
10 C
50 T
90
HS
30 M
10 C
50 T
90
HS
M-Konten
30M
10C
50T
HS
30M
10C
50T
HS
7/6er-Konten
340
HS
340
HS
EFO-Konto
6er-Konten HAM DP
30
HS
30
HS
150
HS
150
HS
LCAG/VERB
RA/R-O
ICH
ATPCO
BilledEntity
LH
Cargo IDEC File (monthly)
Pax IDEC File (monthly)
F12 – (weekly)F1 – net amounts of inv
F2 - summary
Papierrechnungen, Coupons, Anlagen, etc. (monatlich)
Technik, Cargo-MISC, LFT, Systems, etc.
100011110101110111000010111110
Cargo File-Input
Passage File-Input
UATP File-Input
100011110101110111000010111110
100011110101110111000010111110
U-Konten
150100
50
HS
150100
50
HS
P-Konten
7070
HS
7070
HS
C-Konten
3030
HS
3030
HS
9030 M
10 C
50 T
HS
9030 M
10 C
50 T
HS
M-Konten
10 C
50 T
10 C
50 T
HS
10 C
50 T
10 C
50 T
HS
6er-Konten
150 P 70 C
30 U
90 M
HS
150 P 70 C
30 U
90 M
HS
AFO-Konto
U12
Accounts Receivable
Accounts Payable
LH‘s approach, 1st step - how do the processes work today?
6SIS @ LH - Project Setup
ICH UG KUL, 22.10.2010
LH‘s approach, 2nd step – what do we need to change for SIS?
We tried to paint the „big picture“ for each AP and AR of what the future process could look like, assigned the processes to the sub-project teams and each team worked on the following questions to define the new process:
BilledEntity
LH
Cargo IDEC File
Pax IDEC File
Technik, Cargo-MISC, LFT, Systems, etc.
MISC
100011110101110111000010111110
Cargo File-Input
Passage File-Input
UATP File-Input
100011110101110111000010111110
100011110101110111000010111110
U-Konten
150100
50
HS
150100
50
HS
P-Konten
7070
HS
7070
HS
C-Konten
3030
HS
3030
HS
9030 M
10 C
50 T
HS
9030 M
10 C
50 T
HS
M-Konten
10 C
50 T
10 C
50 T
HS
10 C
50 T
10 C
50 T
HS
6er-Konten
150 P 70 C
30 U
90 M
HS
150 P 70 C
30 U
90 M
HS
AFO-Konto
SIS&
ICH
100011110101110111000010111110
100011110101110111000010111110
IS-XML
IS-XML
IDECsund XMLs
Bestätigung
Settlement e-InvoicingCombination
Rev. Acc.
7SIS @ LH - Project Setup
ICH UG KUL, 22.10.2010
LH’s approach – Questions Accounts Receivable I
Who will be authorized to send data to SIS and who enters the postings on the accounts? Different solutions for different billing categories possible?
All decentralized processes seemed to be a problem (access rights, posting on accounts, archiving of legal documents)
When do we enter the postings on our accounts? Before or after the invoice was generated within SIS?
How do we cope with dual processes during migration phase?
8SIS @ LH - Project Setup
ICH UG KUL, 22.10.2010
LH’s approach – Questions Accounts Receivable II
How can we produce the xml-files? Is the system capable and can the system manage supporting documents?
What needs to be changed within data flow (e.g. no F12 anymore)?
How can we guarantee for unique invoice numbers considering all involved LH group companies?
How can we organize the obligation to send paper copies for 3 months after implementation (need to print all invoices that are produced by SIS)?
9SIS @ LH - Project Setup
ICH UG KUL, 22.10.2010
LH’s approach – Questions Accounts Payable
How do we distribute incoming invoices to the respective departments / group companies? – there is no reliable criterion for us
How can we transfer maximum information from the IS-xml automatically into our internal approval and posting system?
How do we cope with dual processes during migration phase?
How can we archive all documents (legally compliant)?
Are all invoices compliant with German legislation, especially German Tax Law?
10SIS @ LH - Project Setup
ICH UG KUL, 22.10.2010
LH’s approach – General Questions
How can group companies participate?
Who needs which instruments (Dashboard, User Administration, Member Profile) along the process, who owns the „master rights“?
Error handling during the whole process
What internal controls do we need on the SIS system (e.g. do we receive all outgoing invoices or do we miss some?)
How can we manage to use the „IATA IS XML Invoice Standard“ for all eInvoices from/to LH?
11SIS @ LH - Project Setup
ICH UG KUL, 22.10.2010
LH’s approach – Conclusion
1st step: analyze the WHOLE process as it is today
2nd step: develop a new SIS process
3rd step: determine the necessary process changes
4th step: develop, change or purchase system
Throughout the whole process: get familiar with the eInvoicing regulations in your country
Most important: Design the internal process before start thinking about IT-system design!