by Janet Zlokovich
Getting Started with submitting Electronic Billback Reporting for deviated billbacks . . .
Many distributors are unsure of where to begin. When I talk to them about sending a data file for their deviated billbacks rather than emailing a static report format, distributors are sometimes hesitant because they want to make sure one solution and the same file layout will satisfy every manufacturer trading partner’s requirements.
The good news is there are easy-to-adopt industry standards for claim submission.
Specifications are already in place for the EDI 867 Product Transfer and Resale Report – Foodservice Billback document. This industry standard document was developed through the efforts of the GS1 US Foodservice committee. We are currently receiving claim data from distributors who have used these guidelines for their development.
My role in Data Acquisition at Answers Systems is to promote electronic data transmissions for billback reporting. When we receive a data extract file, I perform the mapping alignment to our EclaimSM table where the data can be staged and synchronized for standardization. We have a dedicated group of IT professionals that manage the data files and load process. Whenever possible, automation is applied to streamline and expedite. The end result is a paperless workflow that can drive waste out of the supply chain. I am always ready to share my experiences on how I have worked with other distributors to transition to the EDI 867 while having minimal impact on effort, time and resources. Distributors who have used this document as the spec have been able to apply their own translation based on the data available from their internal rebate applications and financial systems. They are able to substantiate and support the goal of 1 standard file layout for all their claim data. Another advantage is being able to automate the transmission to the manufacturer so they can receive prompt payment for their billback invoice and have a positive impact cash flow.
Even through it’s our preference to receive the EDI 867-Billback, we are flexible and can accept other file types such as Text (delimited-character), CSV and Excel. The file transmission can be transmitted via FTP or email. My recommendation is to use FTP to our secure site to allow automation and tracking receipt for the file delivery. If you are interested in receiving more information, contact Janet Zlokovich at janet.zlokovich@answerssystems.com or call 727-639-2151.
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