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CLAIMS NOTIFICATION v. 2.1

Problem Statement

Collaborative Receipt Settlement (CRS) is the process of rendering payment for goods received based upon quantity received and synchronized pricing records without having to exchange an invoice from a seller to a buyer.   This process models Evaluated Receipts Settlement (ERS) with the introduction of greater collaboration.  There were unresolved issues identified with ERS, and the concept of CRS is to eliminate those issues.   Data synchronization will be leveraged, new supporting transactional messages, an Advanced Remittance Notice (ARN), and a Claims Notification (CN) will be developed and a collaborative approach will be used in the implementation for CRS.   This process is based upon a Trading Partner Agreement (TPA) that will include specific details of the seller and buyer agreed upon responsibilities.  The implementation of CRS would not alter the need for country specific accounting regulation compliance controls within each organization.

Objective

To supply the detail design of the Claims Notification business transaction needed to meet the requirements of the Collaborative Receipt Settlement BRAD(s).

Audience

Stakeholders are identified as retailer buying offices, logistics and financial services that interact with the Accounts Payable (A/P) process.  Stakeholders identified for suppliers are sales, logistics and financial services that interact with the Accounts Receivable (A/R) process.

Business Context

Industry: All
Geopolitical: Global
Product: All (Goods shipped/goods received)
Process: Payment and collaboration of shipped/received goods
System Capabilities: GS1 System
Official Constraints: None

Business Transaction View
This section identifies business requirements and functions for Settlement.  This section of the document will walk through the Settlement use case analysis.

Use Case Scenario

Business Transaction Use Case Diagram
Use Case Diagram

Use Case Description
Use Case ID UC-1
Use Case Name Perform Collaborative Receipt Settlement Process
Use Case Description Collaborative Receipt Settlement
Actors (Goal) Buyer (Retailer):  The retailer is the party that orders, receives goods and makes payment for goods.  The retailer is also the buyer in the EAN.UCC Trade of Goods and Services Model.  Within the Global Data Synchronization Network the retailer may be identified with the role of data recipient.
 
Seller (Supplier): The supplier is the party that receives orders, delivers goods and receives payment for goods.  The supplier is also the seller in the EAN.UCC Trade of Goods and Services Model.  Within the Global Data Synchronization Network the supplier may be identified with the role of data source.
 
Third Party (Factor):  The factor is a financial institution that represents the supplier in matters related to receipt of payment and adjustments to payment.  The factor is also a third party in the EAN.UCC Trade of Goods and Services Model.
Performance Goals To perform and execute the Collaborative Receipt Settlement process.
Preconditions Master Data alignment and item, party and price synchronization
Post conditions Buyer submits the final remittance to the seller or the third party.
Scenario Begins when purchase order is generated either by the buyer or seller. 
Continues with...
 
Step # Actor Activity Step
1 Seller Sends Despatch Advice (DA) or Advanced Ship Notice (ASN) to the Buyer
2 Buyer Receives the DA or ASN
3 Seller Ships the product with the Bill of Lading (BoL)
4 Buyer Receives the product with BoL
5 Buyer Checks receipt of goods (quantity received) to the shipping document (ASN, DA, and/or BoL) to quantity received.
6 Buyer Analyse if there are any discrepancies or if reconciliation is needed.
6A Buyer If discrepancy or reconciliation is needed, proceed to step 7
6B Buyer If there is no discrepancy or reconciliation needed, Sends ARN proceed to step 8
7 Buyer Analyse if the reconciliation can be fulfilled in the ARN.
7A Buyer If reconciliation can be fulfilled in ARN, Send ARN proceed to step 8
 
7B Buyer If reconciliation cannot be fulfilled in the ARN, then Buyer sends ARN and CN and proceed to step 9.
8 Seller/ Third Party Receives ARN
9 Seller/ Third Party Receives ARN & CN.
10 Seller Analyse if there are any discrepancies or if reconciliation is needed
10A Seller If discrepancy or reconciliation is needed, proceed to step 11
10B Seller If there is no discrepancy or reconciliation needed, proceed to End Scenario 1.
11 Seller Sends CN
12 Buyer / Third Party Receives CN
13 Buyer Analyse if there are any outstanding discrepancies
13A Buyer If there are outstanding discrepancies, proceed to step 14
13B Buyer If there is no outstanding discrepancy, proceed to step 16
14 Buyer Sends CN and initiates manual resolution process.
15 Seller / Third Party Receives CN, and collaborates with Buyer to reach manual resolution on claim.  End Scenario 3.
16 Buyer Sends Payment/Remittance with reference to all previous ARN and CN
Ends when... Seller or Third Party receives Final Payment / Remittance End Scenario 2.
Alternative Scenario The three ending scenarios are listed above in step 10B, 15, and Ends.
Related Requirements No related requirements
Related Rules No related rules.


Business Transaction Activity Diagram

Activity Diagram
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Date of Publication: June 2007
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