Miscellaneous Advertising entriesAs with all other sections of the FLEX, there can be misc.
entries (rebates or charges) processed.If back-up documents are provided, they will be included in
the FLEX package.In some cases, as with this example, there is nothing to send
out, so the contact person’s e-mail address is provided any inquiries
In some cases, entries will be based on information you have access to in your system – with this example, the rebate is for the number of coupon # 198-0732 that were scanned at your store.
Billing Category 04Reclaimed Statement Discount (Freight)
Various Freight Transactions
Warehouse/Direct Ship Bills of Lading
Depot Freight Charges
Purolator Invoices
Other carrier invoices
Consolidated Dealer Return
Quarterly Short Shipment Rebate
Warehouse & Direct Ship Bills of LadingCharge for the freight on Warehouse/Direct Ship invoicesBL number listed on the FLEX matches the number printed on the
summary sheet of the invoice, and the reference number on the actual Bill of Lading document.
Charge is based on the “A” Dealer value of the load of merchandise (listed under the quantity column) multiplied by the store’s freight rate (listed as the “Discount Rate” in the FLEX description).’
NOTE – invoices with an “A” Dealer value of $100,000 or more will have a split charge for the freight – the quantity column is 5 digits only, so the charge won’t fit.
Depot Freight ChargesFreight charges for Depot InvoicesCalculated the same way as the Warehouse/Direct Ship B/L
chargesDepot Freight charge reconciliation report included with
FLEX package allows you to match the FLEX charge to the Depot invoice (the Source Document number is the link between the two reports)
Purolator InvoicesInvoices are not laid out in a format that allows us to
send copies in the FLEX packageAll FLEX entries will include the Purolator PIN
number. You can check on the shipment at www.Purolator.com to determine delivery date, and receiver’s signature
Purolator shipments should be billed directly to your own account – to help ensure this is done, please point out when placing an order that the shipment should be sent Purolator COLLECT.
Other carrier invoicesCharged the same way as an FMA invoice, but without mark-
up applied.Copy of packing slip left at time of delivery should be enough
to match to the FLEX chargeCopies of the invoices are available upon request
Consolidated Dealer Return – Credit TransportationCharge for freight on the return of merchandise to
Adjusting (credit transportation means it’s a credit to the Transportation Department)
Charge is for the return of Casting items, Line Review Recalls, and certain Authorized Returns (Adjusting rep to determine).
Calculated the same way as the BL charges The total “A” Dealer value is reported on the Adjusta-
Card report (same week as the FLEX), in the far right hand column (called the “DLR $ Charged” column).
Quarterly Short Shipment Rebate When there is a short shipment on a Direct Ship or a Warehouse invoice, and
you file a shortage claim, you receive a credit for the missing products on the Merchandise Control report.
However, when you were charged for the freight on the original shipment, it was based on the “A” Dealer value of the products listed on the invoice, not based on what you actually received.
On a quarterly basis, the Transportation Department generates a credit for the freight charged on all short shipped products.
The credit is calculated the same way as the original freight charges: “A” Dealer value of the products multiplied by your store’s freight rate.
Currently no reconciliation report available, aside from reviewing the quarter’s Merchandise Control report. Options are being explored for better back-up.
Billing Category 05Garage Equipment & Fixtures
Vendor InvoicesSimilar to the FMA invoices, but
without corporate mark-up applied
Instead, a consulting fee is charged (billed as a separate line item) according to the following schedule
Copy of Purchase Order retained by store – match to invoice & FLEX transaction
Billing Category 06Store Equipment & Fixtures
Fixture PO Vendor DirectBased on store receipt packets received at the store for all Active
fixtures and POP.No copy of the purchase order or vendor invoice will be issued
with the flex bill. Copies are printable at the store. See attached instruction sheet.
FLEX charge will be a summarized amount for all active products on the invoice
Stores should use receiving reports to reconcile their flex bill (link Inv. Ref# with specific products).
Fixture PO Vendor Direct To print the receiving report BEFORE posting to inventory (PREFERRED):
From the master menu, select 05/01, Work with invoices.
In the "Opt" field beside the appropriate invoice #, type the number 6 and press Enter. The report will print on the main store printer.
File the report and then reconcile it with the Flex bill when it arrives.
To print the receiving report AFTER posting to inventory:
From the master menu, select 05/05, Display Receipt History.
Press F9.
Beside "Show only invoice number", type the appropriate invoice #, press Field + and then press Enter.
Press Print and then press Page Down. This prints the contents of the screen on the main store printer.
Repeat step 4 for each screen displaying that invoice number.
File these pages and then reconcile with the Flex bill when it arrives.
Custom FixturesA copy of the P.O. should be retained by the store when the
order is placedA copy of the packing slip should be added to the P.O. copy
when the load is receivedThis should allow you to match to the FLEX entry.Further back-up is available upon request (not currently
printable at the store)
Vendor InvoiceShould be little activity of this sort, but still possibleSame process for reconciliation as in Category 05 above, but
there is no Consulting Fee or corporate mark-up applied.
Billing Category 07Display
FLEX Online Work OrderExactly the same as in Billing Category 02, but for Display
items only
Fixture PO Vendor DirectExactly the same process as in Category 06, but for Display
specific fixtures
Miscellaneous Manual transactionsBilling Category 07 is where any other type of non-standard
Display related transaction could be processed.As with all manual transactions, if back-up is not included
with the FLEX, you can check the My CT Portal for information, consult with the contact person named in the FLEX entry or get in touch with us at [email protected]
Billing Category 08Insurance
Marsh Canada InvoicesNo back-up documents provided to the FLEX Billing
department, due to confidentiality issues.Invoices are mailed to the Dealers directly from Marsh
Canada.Copies or information available from Marsh Canada upon
request.All adjustments must be directed to Marsh Canada as well
Billing Category 09Rent
Real Estate RentalTotal from Monthly Rental Statement is listed on the FLEX for
collection purposesMatch Rental Statement total to the FLEX.Report any issues to [email protected] – requests
will be forwarded to the appropriate contact within the Real Estate Department to resolve
NOTE – The Rental Charge is often applied to the Dealer Statement on the same week as the balance from CTAL. This will result in a larger than average grand total being collected for that week. This sometimes causes concern at the store, with the assumption being that there must be a billing error for the totals to be that high. Refer to the Rental Statement & Dealer Statement to confirm totals
Billing Category 10Interest
Interest Charges• The only time a transaction will appear in this category, is if
interest must be charged to a store due to an NSF issue.• A detailed back-up document will be provided to the Dealer
well in advance of any transaction being processed through this category
Billing Category 11Coupons
Coupons OrderStore retained coupon requisition form, with reference
numberFLEX entry lists the reference numberMatch FLEX total to form total, report any discrepancies to
Coupon FeeCharged 0.5% on value of coupon orders – handling feeConfirm calculation based on the coupons total billed on the
same FLEX
Return CouponsCredit for the coupons returned to Home OfficeBased on return form, copy of which is retained by the storeMatch the FLEX credit amount to the amount listed on your
form
Some final tips Tip #1 – the Flex Billing process run without you! Although it is essential that you fully understand and monitor your Flex Billing reports,
you do not have to be an expert on the day you take over your store There is no time limit for making inquiries or reporting errors If there is a staff member at your store doing the Flex reconciliation, rely on their
expertise the first weeks Get involved and stay involved to ensure that your Flex is being reviewed to your
satisfaction Tip #2 – create and maintain a Flex Billing filing cabinet Have a folder for every type of transaction processed on the Flex (vendor
invoices/packing slips, work orders, Auto Depot invoices, etc.) Create a memo describing the transaction, listing the type of back up document to
expect and any other notes you may need to perform the reconciliation In each folder, keep any back up documents you may receive prior to the Flex billing
report; match these to the entries on the Flex These folders should be your first source
Tips…
Tip #3 – Yearly Checklist Some stores have found it helpful to create and maintain a list of transactions that appear
on the Flex monthly, quarterly or annually This allows you to easily monitor these transactions, record what the entry is for, and
appropriately plan for the charge or credit Examples include quarterly short shipment rebate, yearly service contracts, monthly
supported markdown rebate, etc. List the transaction name, the frequency, the amount and the Flex week number it
appears on. Also include any notes you may require to explain what the transaction is for and what type of back up to expect
Tip #4 – Special Orders When ordering for a customer ensure that you are quoted the cost in Canadian funds
and that the shipping costs (if any) are included Be sure to add in the corporate mark up (16%) before calculating the charge to the
customer Chances are that you are going to receive the item before you are flex billed for it so
make sure you are not short changed!
Tips… Tip #5 – Adjusta-card Report Discrepancies The totals listed for Billing Category 01 and 02 on the last page of the Adjusta-Card report
sometimes do not match the totals listed for the Adjusta-Card report on the Flex Billing Not as big of a problem as it sounds like… Could be Type 51 Adjusta-Cards (repairs)—the card totals are listed in Category 01 on the
Adjusta-Card report, but they show up as part of the amount in Category 02 on the Flex. If the grand total on both reports match-up, this is what has happened. No adjustment is required
Sometimes credits are rejected on Flex due to systemic issues. If this happens, the amount is automatically added to the following weeks Adjusta-Card credit on the Flex. Check next weeks Flex to ensure that it is overstated by the missing amount
Tip #6 – Gift Certificates Try to get the outgoing Dealer to pay you for the total of all outstanding Gift Certificates This way, when a Gift Certificate is eventually cashed and you are billed for it, you already have the
funds to cover the transaction Otherwise, it is up to you to contact the outgoing Dealer every time you are charged for a G/C
they sold. The outgoing Dealer is required to pay you for it CTC Corp does not track the migratory patterns of retired Dealers, so make sure you know how to
contact them!
Tips… Tip #7 – CTDA Transactions Canadian Tire Dealer’s Association utilizes the Flex Billing to process credits and charges to stores for a variety of
reasons Some are CTDA dues, others are related to leases or service agreements, others are payments for service
providers All transactions have associated back-up paperwork. This is sent to the stores directly from the CTDA offices,
sometimes before the Flex transaction You should maintain a CTDA folder in your Flex Billing filing cabinet and refer to it for back-up documents or
explanations for the charges. Tip #8 – Imported Vehicle Inspections Track the inspection form numbers and the date you submitted them. Check them off your list as they are
processed on your Flex If a form goes for 3 months without being paid, contact us. If you are paid for a claim that isn’t yours, contact us
as well Adjustments will be made as soon as a store notifies us Note: The claim forms are manually keyed, so: MAKE SURE YOUR STORE NUMBER IS CLEAR—the number
one cause of missing credits is an unclear store number on the form
Tips… Tip #9 – IBM You are charged monthly for the lease of your IBM equipment When you take over the store, conduct an audit of all IBM equipment, listing the serial number, make and model
number, description of the equipment (scanner, printer, etc.) and the location of the equipment in the store Review the IBM invoices (available on the IBM website) that you have been FLEX billed for, and ensure that you
are not being charged for equipment you do not have. Call IBM with any discrepancies—their number is listed on the invoice Tip #10 – Purolator You will be billed for various Purolator shipments on your own Purolator account and on Flex Billing There is no way to determine the contents of a Purolator package based on the records available to Purolator or
Home Office Many stores maintain a log book of incoming Purolator packages, listing the Bill of Lading or PIN number, the
date and a description of the contents (after opening the package.) This is made available to your store’s office staff
Purolator can be instructed to deliver to one specific location in the store (receiving, customer service desk) to make this task easier
Tips… Tip #11 Double Charge for Warehouse B/L’s? Stores are charged for freight based on the “A” Dealer value of a load multiplied by your store’s
freight rate On the Flex Billing, the “A” Dealer value is listed in the quantity column We only have 5 digits to work with in the quantity column If the “A” Dealer value of the load is $100,000 or more, we have to split the charge The BL number is listed twice, so this looks like a double billing Tip #12 – Warehouse Invoice Discrepancies (including Direct Ship and Auto Depot
Invoices) DO NOT INVOLVE THE VENDOR! If you receive an over shipment or a short shipment, simply file the appropriate claim through
Merchandise Control If you need to return product from one of these invoices, use the appropriate Adjusta-Card Trying to resolve these issues any other way does not work—you will not receive the full credit
or the reporting bonus you are entitled to Contact the Returns & Warranty department if you are unsure of the correct process to follow.
DEALER STATEMENT
Dealer StatementThe Dealer Statement is a high level, weekly summary reportIt lists all of your store’s transactions in an easy to follow formatThe report is divided into five sections:
Dealer Cash Flow ReportPresent Position Statement By Week DueNew EntriesItems Due For Payment NowBalance Due Summary
Dealer Cash Flow Report
Dealer Cash Flow ReportThis lists the exact dates and specific amounts that will be
withdrawn from your bank account.This information is made available on the My CT Portal
every SaturdayThese totals can be confirmed by reviewing the
Present Position By Week Due section on the Dealer Statement.
Dealer Cash Flow ReportThe reference numbers for each collection will appear on
your bank statement. They will also show on the following weeks Dealer
Statement as confirmation that these totals were cleared from your A/R.
Present Position by Week Due
Present Position by Week DueThis section shows the total amount your store currently
owes for Merchandise & Non-Merchandise purchases.The first line lists last week’s Placing & Promotion balance,
which will not have been collected by the time this Dealer Statement is generated.
The second line lists the current week’s balance due, as previously shown.
The remaining lines show a running total of all future dated collections. These totals are based on data listed on the Summary Pages of your Warehouse/Direct Ship invoices.
New Entries
New Entries This section lists all new activity for this week, including all
Warehouse and Direct Ship invoices as well as this week’s FLEX billing (note – each FLEX Billing Category is considered to be it’s own separate invoice)
The entire amount due for each of these invoices is listed hereInvoices will only appear here once, the first week they are newNo withdrawals are processed based on the totals in the new
entries sectionThe last part of the New Entries section shows the dispersal of
new entries by week dueNOTE - The monthly CTAL Statement balance will also appear
on your Dealer Statement (back-up is provided separately, from CTAL)
Due For Payment
Due For PaymentThese are the amounts that have now come dueAs we’ve seen, these are the totals listed on each invoice’s
summary page
5% discountAll invoices on the Dealer Statement receive a 5% discountThis discount is applied on the sub-total of the Due For
Payment section
Balance Due Summary
Balance Due SummaryThis is a very high level summary of the activity that has
occurred on your statement over the past week
The best way to contact us is via E-mail at:[email protected]
You can also contact me directly at: [email protected]
Contact Information