CASS – Local Procedures

CASS – Local Procedures
IATA Nordic & Baltic
November 2007
English
CARGO
CASS Nordic operates a system aiming at simplifying and rationalisation of sales
reporting, billing and administration of Air Waybills issued in Denmark, Norway,
Sweden , Finland, Latvia, Estonia and Lithuania.
This manual contains all the information relevant to the administration and
procedures governing the participation of IATA Airlines / IATA Cargo agents and
CASS Associates in the operation of CASS Nordic. The Manual conforms to the
requirement of:
IATA Resolution 851re
IATA Resolution 805zz
Section 2 of IATA Resolution 801re
Any other decision taken by the IDFS Management in consultation with
the Local Customer Advisory Group
CASS management maintains close contacts with its customers / users in the Local
Customer Advisory Group, LCAG, for discussion and advice.
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SECTION 1
TABLE OF CONTENTS
1.1 SECTION DETAILS
SECTION 1
TABLE OF CONTENTS.
SECTION 2
LIST OF CASS NORDIC AIRLINES
SECTION 3
GLOSSARY OF CASS TERMS
SECTION 4
OUTLINE OF CASS
4.1 Operation of CASS.
4.2 Working process in CASS.
4.3 Responsibilities arising from the CASS system.
SECTION 5
ADMINISTRATIVE FORMS AND PROCEDURES.
5.0 Introduction
SECTION 6
OUTPUT DOCUMENTATION
6.0 Introduction
6.1 Cargo Sales Invoice / Adjustment
6.2 Export Billing Statement - Agent
6.3 Export Billing Statement - Airline
SECTION 7
SETTLEMENT PROCEDURES
7.0
7.1
7.2
7.3
7.4
7.5
Introduction
Billing Frequency
Settlement / Payment Date
Billing Discrepancies
Billing Disputes
Reporting, Billing and Remittance Schedule
SECTION 8
NOTIFICATION OF CHANGES
SECTION 9
CASS MANAGEMENT CONTACTS
SECTION 10
REPORTING TIMETABLE
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SECTION 2
LIST OF CASS PARTICIPATING AIRLINES / GSA´S / IATA AGENTS / ASSOCIATES
The CASS office keeps updated lists of the following members.
Billing ParticipatingAirline members – As per Appendix A
GSA members– As per appendix A
Agents – Available on requests
Associates - Available on requests
For updated lists, please contact the CASS office.
The membership airlines list is attached but also this list can change monthly.
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SECTION 3
GLOSSARY OF CASS TERMS
3.1
Accountable Transactions
Transactions for which Air Waybills are issued by an Agent or CASS Associate;
the term also includes Cargo Charges Correction Advices (CCA) and Debit
Credit Memo (DCM) of the relevant shipment and received by the Settlement
Office.
3.2
Agent/Forwarder/Intermediary
Cargo Agent(s) whose name(s) is (are) entered on the Cargo Agency list.
Agent's CASS Code will be the normal IATA 7-digit code plus four extra
numbers - the additional first three numbers will identify the agent's issuing
office whereas the fourth will be a check digit
3.3
Air Waybill Transmittal (AWT)
An AWT consists of a covering report form, which is supported by a specified file
including the relevant information identical to that reflected on the documents to
be billed.
3.4
Billing
The statement issued in respect of each Agent or CASS Associate by the
settlement Office indicating the net amount due, which is either reported by the
airline/GSA to the CASS Settlement Office in respect of accountable transactions
(normally on the 10th of the month) remitted by the agent on the last day of the
month or a date advised by the CASS Manager.
3.5
Billing Participant
An air carrier/GSA, which submits to the CASS Settlement Office, Air Waybill
data by means of an electronic file.
3.6
Billing period
The time period covered by the billing. Reporting and billing period to be monthly
and in accordance with the CASS Production Time Schedule. (See attached)
3.7
CASS Associate
Any company, other than an IATA Cargo Agent, who has executed an
agreement for participation in CASS Nordic. Non-IATA accredited agents shall
hold any valid licence as required by local law. The CASS Associate's Code will
be a 7-digit unique code plus 4 extra numbers - whereas the fourth will be a
check digit.
3.8
CASS Airline or GSA
An airline or General Saes Agent participating in CASS Nordic.
3.9
CASS Nordics
CASS Manager / Cargo Service Manager/CASS Management
Effective Nov 2007
5
A person appointed by IATA to be responsible for the administrative
management, and responsible to the IATA-IDFS Management
3.10
Charges correction advise / Debit Credit Memo (CCA - DCM)
The advice by a CASS Airline to adjust the amount entered by the Agent or
CASS Associate resulting from a revision to the charges set out on an Air
Waybill.
3.11
Export billing statement – airline/agent
Summary comprises a set of Cargo Sales Invoice and Adjustments, which
indicate in numerical sequence the details of Air Waybills issued during the
reporting periods covered by the billing.
3.12
Full Participant (Not applicable in CASS Nordic)
A CASS Airline participating in CASS submitting the Air Waybills, for manual
input to the CASS system, (documents) under cover of an AWT to the
Settlement Office.
3.13
Issuing Airline
The Airline who’s Air Waybill is issued for the transportation of a consignment.
3.14
Local Customer Advisory Group, LCAG and ALWG
A group of airline and agent association representatives, participating in a
CASS, nominated with the objective to provide advice to the Local CASS
Management on market related issues.
3.15
Production and Distribution date
The date for CASS production and distribution of invoices and statements to
agents and associates (normally before the 15th of the month)
3.16
Remittance
Remittance is made to the bank account (hinge account) advised by the CASS
Management. Remittance shall be made well in advance if transferred from
another bank or made manually. Direct debit through autogiro automatically
remits payment on time. No checks or cash is accepted.
3.17
Payment date and time (Remittance)
The date decided by the annual CASS Production Time Schedule and by which
the Agent's or CASS Associate's payment in respect of the appropriate billing is
given value to the CASS bank account. To ensure that the value date is correct
payment must be in possession of the CASS bank on the date assigned, no later
than 11:00 hrs.
3.18
Reporting period
The date or time span within a billing period for which at least one AWT, or
electronic file must be submitted to the Settlement Office in accordance with the
CASS Production Time Schedule.
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3.19
Settlement Office
The Settlement office consists of the Cargo Service Manager and the Data
Processing Centre performing data processing/delivering services to CASS
participating parties. The Cargo Service manager supervises the process
including:
Receiving accountable transactions (documents) under cover of AWT's from
Full Participants
Receiving accountable transactions in an electronic file from Billing
Participants.
Forwarding billings to Agents and CASS Associates
Receiving remittances from Agents and CASS Associates via the banks
Making payments to CASS Nordic member Airlines,/GSA´s ia the banks
Monitor list of files uploaded in CASSLink (Airline is responsible for the
upload of the file)
3.20
Submission date
The latest date by which the electronic files with accountable transactions related
to a particular billing period are to be uploaded in CASSLink. (See reporting
schedule)
3.21
CASSLink
Window based system for processing of data delivered via files fom the billing
participants. The system is available through Internet with a password and userID.
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SECTION 4
WORKING-PROCESS IN CASS
4.1
Flowchart
Agent/
Associate
AWB/
FWB
Airline/
Billing
File upload and validation
Data
Processing
Invoice/
Statement
Invoice/
Statement
Statement/
Invoice
Hingeaccount
Agent
Validation
In CASSLink
Remittance
Airline
Settlement
Clearing
Bank
.
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4.2
Deliverance of AWT / AWB and DCM.
Billing Participants will upload AWT/AWB/DCM information on electronic file in the
CASSLink system, not less than once a month, covering the period of a month. The file
must be loaded no later than the dates in the annual CASS reporting calendar. AWBs
received later will be processed in the following month.
Files can be loaded daily with a total number of 99 files per month. Each file shall have a
unique sequence number
Please contact the CASS office for file specification if needed.
4.2.1
File contents
A file must contain one Airline, only. (The CASS system rejects files with
transaction regarding other Airlines than the one mentioned in the header record
As each country is processed separately each file may contain only invoicing data for
one country.
In respect of a GSA, one file may contain more than one airline file per country
The file(s) on a diskette may be compressed using PKZIP per file. The file shall be
available with a name and the extension ZIP: When more than 5,000 AWBs are filed
on one diskette we suggest the files to be compressed. Files from GSAs should be
compressed.
The file must be named as follows:
AAAMMPF.CCT
Where
AAA
MM
P
F
=
=
=
=
CC
T
=
=
Airline code i.e. 117 = SAS
Cycle i.e. 01, 02, 03, 04, 05, 06, 07, 08, 09, 10, 11, 12
Period number 1 (only one period for Nordic)
File number per period which will be 1 unless there is more
more than one file submitted.
Country the file is for i.e. SE = Sweden
Type of file Import = I, Export = E (only Export in Nordic)
Example: 1170511.SEE – SAS, May, period , file 1. Sweden, export
4.3
Validation of indata
If data are not accepted, because of errors in contents or format, the system
produces an irregularity report, which is produced at the time of upload in CASSLink.
The airlines shall correct transaction(s) before processing during the period 10th –15th,
if possible. If not, the transaction(s) will be rejected and must be processed in the
following month. For certain errors the system advises a “warning” but processing still
continues.
4.4
Ordinary processing
Ordinary processing - will take place before the 15th in the month following the sales
month. Transactions being made earlier will be labelled “LT” (Late).
The output can be retrieved from CASSLink via the Internet connection. The
Settlement Office will also forward a mail informing that the output is available to
Agents /Associates / Airlines/GSA´s
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Cargo Sales Invoices / Adjustments
Billing Statements
The Cargo Service Manager will access the reports from CASSLink via Internet.
Adjustments, Invoices, Statements
Management statistics
Hinge Account information
Credit control information
Credit levels per agent
CASS Management will prepare the clearing of accounts with the banks on the basis
of the hinge account no later than two working days before the clearing.
Clearing of accounts takes place on the last day of the month, or if this is a non
working day, the day advised by the CASS Manager. CASS Management directs
the banks by means of a hinge account, electronically transmitted
To receive monies on the CASS account from the Agents and Associates.
To make payments to Airlines / GSA's or Agents via CASS Nordic.
The CASS Manager is responsible that correct procedures are applied and
settlements are made in accordance with relevant resolutions and decisions by the
IDFS management
4.5
Error Correction
The Agent/Associate submits all copies of Air Waybills directly to the
Handling Carrier when delivering consignments ready for carriage.
Error(s) discovered by the Agent/or an Airline in the charges area of an Air Waybill or
in the CASS invoice/statement are to be advised to the agent or issuing carrier.
Subject to agreement the issuing carrier will raise a standard Cargo Charges
Correction Advice (CCA) or a Debit/Credit Memo (DCM) to be included in the next
months reporting to CASS. The CCA/DCM will be processed the month after the billing
month.
Exceptionally errors can be corrected within the actual billing period provided
The transaction(s) is more than 5% of the agents monthly turnover or
The transaction exceeding 100,000 SEK (or equivalent sum in DKK/NOK/FIM))
4.6
Settlement Office functions/responsibilities
Each CASS participating airline retains direct communication with its appointed
agent or CASS Associate with regard to reporting and settlement of AWB
transactions. CASS Participants continue to control their Agent's Air Waybill
issuance activities and to take direct corrective action where necessary.
4.7
CASS Local Customer Advisory Group, LCAG.
Composed of representatives nominated by IATA air carriers participating in CASS
Nordic who issue Air Waybills in Scandinavia. LCAG gives advice/guidance
As a user forum on all local matters presented to it concerning the local operation
of CASS
To the local manager on the establishment of local CASS business requirements
and enhancements, especially where differences from worldwide policy and
standards are sought
Market place activities and development opportunities and other local/area needs
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To assist the LCAG to perform the task allotted them, a number of ad-hoc Liaison
Committees can/have been created to assist with specific specialist tasks.
4.8
Agents Liaison Working group, ALWG
ALWG is a forum composed of representatives from the forwarding associations of
Denmark, Norway, Sweden and Finland. In particular this group shall ensure that any
enhancements or modifications to the system, affecting the agents interest have been
discussed and have attracted a broad consensus, prior to implementation of them.
4.8.1
Meetings
The ALWG and the LCAG members meet jointly after the European Agency Cargo
Programme implementation. The meeting shall be held at a minimum of once per year.
4.9
Responsibilities arising from the CASS system
Each of the parties participating in a CASS has a particular responsibility of ensuring
the smooth and secures flow of Air Waybills and billing files. These responsibilities are
outlined below:
4.9.1
Local CASS Management
Overall control of document distribution
Receipt and security control of statistical reports
Investigating remittance and settlement discrepancies
Timely payment to CASS Airlines of remittances received from Agents and
Associates
Timely payment to Agents and Associates of funds due to them as a result of
a billing creating a due Agent balance
4.9.2
Agents
Safe keeping and correct issue of Air Waybills and administrative forms
Receipt and timely payment of the Settlement office's billings
4.9.3
CASS Associates
Safe keeping and correct issue of Air Waybills and administrative forms
Receipt and timely payment of the Settlement Office's billings.
4.9.4
Airlines in CASS
Submission of net/net billing value
Respond immediately to and action Agent and Associate billing queries
Raise appropriate CASS Documentation, CCA's, DCM's etc.
To submit documents for processing in accordance with the agreed reporting
schedule
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SECTION 5
ADMINISTRATIVE FORMS AND PROCEDURES
5.0
Introduction
This section will describe the following administrative forms and the procedure to be
adopted when completing such forms:
Air Waybill Transmittal (AWT)
Debit / Credit Memo (DCM)
5.0.1
Air Waybill Transmittal (AWT)
Billing Participants submit AWTs to the Settlement Office. The AWT is used to report
Accountable transactions.
5.0.2. Debit / Credit Memo (DCM)
This form is used by the airlines to orrect charges and/or the method of payment on an
Air Waybill, and is effective for correction of Air Waybill. Amount used on DCM are
net/net.
Distribution of DCM:
1 copy to the CASS Manager –
1 copy to the Agent –
1 copy to the Airline.
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SECTION 6
OUTPUT DOCUMENTATION
6.0
Introduction
This section will describe the following CASS outputs and identify the information thereon.
6.1 Cargo Sales Invoice / Adjustment
6.2 Export Billing Statement - Agent
6.3 Export Billing Statement - Airline
6.1
Cargo Sales Invoice / Adjustment (EU Member States) - Explanations of
entries
1/1A
1B
1C
2/2A
2B
2C
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
Agent full name and address
IATA numeric code - 7-digit agent IATA code and 4 digits CASS address code
VAT registration number
Full name and address of issuing carrier
3 digit Airline Numeric Code
VAT registration number
Invoice no. - Sequence Number
Currency - 3 alpha code of currency of settlement
Date of issue of Cargo Sales Invoice / adjustment
Billing period - Day - Month - Year
Page numbering per Cargo Sales Invoice / adjustment
AWB serial number
Special indicator - AD=DCM addition. DL=DCM deletion. VD=Void AWB. LT= Late.
SR=Service AWB. NC=Non-Commercial
Prepaid Weight Charges and valuation charge amount
Prepaid other charges due airline amount
Charges collect weight charges amount
Charges collect other charges due agent amount
Origin and destination codes
Date of AWB execution
Gross weight
Amount of commission payable
Amount of sales incentive payable
Net / net due amount payable
VAT % in respect of prepaid weight & valuation charge - Prepaid charges due carrier
- Charges collect due agent - Discount (if any)
Agents information as capture from the AWB or DCM number against an adjustment entry
Recapitulation form (Only on the last page of the Cargo Sales Invoice / Adjustment
(A)
(B)
(C)
(D)
(E)
(F)
(G)
(H)
(I)
Prepaid charges due airline - Total of column 10 and 11
Total Commissionable Sales - Total of column 10 and 12
Commission due agent - Amount of Commission at percentage 'x' on total 10 + total 12 payable to
agent
Other charges due agent - Total of column 13
Discount - Total of column 18
Total deductions
Total payable prior VAT
VAT collectable by Airline - Total of column 20
VAT payable to agent - VAT % on commission (EU-cargo)
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(J)
Net/net settlement amount payable due airline
6.2
Export Billing Statement - Agent - Explanation of entries
1/1A
Name & Address of Agent
2
IATA numeric Code and CASS Address
3
Data of billing - Date of issue of Statement
4
Billing Period - Day - Month - Year
5
Currency code - 3 Alpha code of settlement currency
6
Page number in the statement
7
Airline Name and 3 digits IATA Code
Prepaid
8
Weight charge - Total of column 11 of Cargo Sales Invoice / Adjustment
9
Other charges due Airline - Total of column 12 of Cargo Sales Invoice / Adjustment
Collect
10
Weight charge - Total of Column 13 of Cargo Sales Invoice / Adjustment
11
Other charges due Agent - Total of column 14 of Cargo Sales Invoice / Adjustment
12
Commission due Agent - Brought forward from Recapitulation area of C. S. Invoice /
Adjustment
Discounts - Total of columns 18 of Cargo Sales Invoice / Adjustment
13
14
VAT - Balance of total of column 19 of C.S. Invoice / Adjustment (VAT due Airline) and
VAT due Agent from recapitulation area of C.S. Invoice / Adjustment
15
Net amount due Airline - Total of Columns 8, 9, 14
16
Net amount due Agent - Total of columns 11 12, 13
17
Notes - For Agent's use
18
Net amount due Airline / Agent - Balance of column 16 less column 17. Amount
receivable from Settlement Office
6.3
Export Billing Statement - Airline - Explanation of entries
1/1A
Name & Address of Airline
2
Airline Code - 3 Numeric Airline Code
3
Data of billing - Date of issue of Statement
4
Billing Period - Day - Month - Year
5
Currency code - 3 Alpha code of settlement currency
6
Page number in the statement
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7
Agent Name / Code - Agent's abbreviated name, Digits 7 IATA Code and 4 digits CASS
Address Code
Prepaid
8
Weight charge - Total of column 11 of Cargo Sales Invoice / Adjustment
9
Other charges due Airline - Total of column 12 of Cargo Sales Invoice / Adjustment
Collect
10
Weight charge - Total of Column 13 of Cargo Sales Invoice / Adjustment
11
Other charges due Agent - Total of column 14 of Cargo Sales Invoice / Adjustment
12
Commission due Agent - Brought forward from Recapitulation area of C. S. Invoice /
Adjustment
13
Discounts - Total of columns 18 of Cargo Sales Invoice / Adjustment
14
VAT - Balance of total of column 19 of C.S. Invoice / Adjustment (VAT due Airline) and
VAT due Agent from recapitulation area of C.S. Invoice / Adjustment
15
Net amount due Airline - Total of Columns 8, 9, 14
16
Net amount due Agent - Total of columns 11 12, 13
17
Notes - For Agent's use
18
Net amount due Airline / Agent - Balance of column 16 less column 17. Amount
receivable from the Settlement Office
CASS Nordics
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SECTION 7
SETTLEMENT PROCEDURES
7.0
Introduction
This section deals with the 'Code of Conduct' procedure followed by Agents / CASS
Associates when settling CASS Billings.
7.1
Billing Frequency
For each calendar month period, IATA Agents and CASS Associates will receive one
billing:
Available no later than the 15th the following month. AWB´s executed on or before
the 30/31 of the current month and so far processed, plus
Credit/Debit notes from current & previous billing periods
An Export Billing Statement detailing the billing period
7.2
Settlement / Payment dates
Settlement banks used by CASS Nordic:
Danske Bank, Denmark
Danske Bank, Norway
Plusgirot Bank, Sweden
Nordea, Finland
Hansabank, Estonia
Hansabank, Latvia
Vilniaus Bankas, Lithuania
7.2.1
By Direct Debit
To be actioned by the CASS Manager on the CASS Account on payment day, if the
Agent / Associate opened an account and arranged with the CASS settlement Bank.
(See note 7.5).
7.2.2
Bank Transfer
To be available on the CASS Account in the CASS Settlement Bank, no later than
11:00 Hours on payment day (See note 7.5).
7.2.3
Amounts Due to an Agent / CASS Associate as a result of the clearing
In all circumstances, settlement will be made by Bank Transfer which will be available
to the Agent / CASS Associate last day of the month.
7.3
Billing Discrepancies
Where IATA Agents or CASS Associates identify errors in billings, the following
procedures shall apply.
Contact the Airline directly
When the discrepancies are resolved, the Airline will issue a Debit / Credit memo
(with a copy to the CASS Manager) which will appear on the next billing.
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Adjustments, received by the CASS Manager after dispatch of the Cargo Sales
Invoice /Adjustment, exceeding per AWB 5% DKK/SEK/NOK/EUR of the total
monthly invoice amount, but minimum 1000 SEK or equivalent in NOK/DKK/EUR,
will be corrected within the period provided payment is made by means of direct
debiting.
The CASS Manager will always correct amounts of adjustments higher than
100.000 SEK, or equivalent in NOK/DKK/EUR, within 7 days. Individual
corrections beyond
above to be judged separately by the CASS Manager.
The CASS Manager will then, when the Debit / Credit memo received, authorize a
payment adjustment or correct the billing in the forthcoming clearing.
7.4
Billing Disputes
When agreement cannot be reached between an Airline and the IATA Agent /
Associate, the following procedure shall apply:
The IATA Agent / Associate and / or the Airline must provide written details to the
CASS Manager by urgent means (Letter, fax, telex, sita, etc.) The CASS Manager
will consider the facts and following discussion with both parties and make a
recommendation.
Should such recommendation not be accepted it is for the parties to solve the dispute
themselves.
7.5
Reporting, Billing and Remittance Schedule
A reporting, Billing and Remittance Schedule for CASS Nordic will be issued by the
CASS Manager in November of each year for the following year and will appear in a
CASS Nordic Bulletin, or a separate mail, at that time.
A copy of the Remittance Schedule appears at the end of this Manual.
Notes: Payments last day of the month is no later than 11:00 hours. Where any specified
days fall on a weekend or official holiday, the next working day will apply.
LATE PAYMENTS WILL RESULT IN AN ADMINISTRATIVE CHARGE OF SEK 2.000
PLUS INTEREST (OR EQUIVELENT AMOUNT IN OTHER CURRENCY).
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SECTION 8
NOTIFICATION OF CHANGES
8.1
Change of Ownership, Legal status, Name and Address.
Agents / CASS Associates are reminded of their obligations under their respective
Cargo Agency and CASS Associate Agreement to notify any:
Changes of Ownership
Changes of Legal Status
Changes of Name
Changes of Address
Changes of E-mail, Tel., Fax
prior to any such changes taking place.
IATA in Geneva must be informed, with a copy to the local CASS office, in case of
an
IATA approved agent
The local CASS office must be informed in case of a CASS Associated agent
8.2
Advice of new AWB issuing office.
Agents / CASS Associates having new AWB issuing offices should also notify the
CASS Management Office in order that an appropriate CASS Location Code may be
allocated to the new issuing office.
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SECTION 9
CASS MANAGEMENT CONTACTS
9.0
Cargo contact
IATA Local Office
IATA Nordic & Baltic
Cargo Service Manager: Ulla Nilson
P O Box 1242 (Centralvägen 12, 5th floor)
SE-171 24 SOLNA (Stockholm), Sweden
Telephone:
+46 8 470 02 00
Telefax:
+46 8 470 02 20
Customer Service
+46 8 5199 2462
E-mail:
[email protected]
Internet:
www.iata.se
Customer Service and Accreditation
International Air Transport Association - European Service Centre
Torre Europa Paseo de la Castellana, 95 28046 Madrid SPAIN
Any matters that need to be referred to the CASS Management Office should be addressed as
above.
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SECTION 10
REPORTING TIMETABLE
Attached
CASS Nordics
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