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--- eclaim_processes [2020/01/16 13:59] – created lisa.maloney
+++ eclaim_processes [2020/06/22 11:24] (current) – lisa.maloney
@@ Line 2: / Line 2: @@
 This section of help will explain how to load an eclaim using the eclaim template, and the checks the system performs to prevent duplicate eclaim loads.
+Another feature of the eclaim process is the ability to have eclaims Auto Submit and/or Auto Approve.  This setting is done at the company level and companies with this setting enabled will flow through the eclaim process automatically.
+Auto Submit: if a company has this enabled, any eclaim loaded for this claimant will move from draft to submitted and then into a Pend, Hold, Evaluation status.
+Auto Approve: if a company has this enabled, any eclaim loaded for this claimant will be auto approved once the claim is submitted (either via auto submit or manually).
+Settings at the company level:
+{{:pasted:20200622-112349.png}}
 -----
@@ Line 28: / Line 37: @@
 Use a 4-digit year for all dates.
-__Invoice_header:__
+__**Invoice_header:**__
   * **//__File_name__//** – this is the exact name of the file that came in that you are going to input into the template, include the file type extension.
@@ Line 48: / Line 57: @@
   * **//__Invoice_type__//** – billback (for invoiced to distributors) or operator billback (for invoices paid to operators)
-__Invoice_product:  (the below required fields are only if the invoice is sku based)__
+__**Invoice_product:**  (the below required fields are only if the invoice is sku based)__
-claimant_company_name – this should be the same as the first worksheet, who is the invoice for, this is the claimant company name (i.e USF CORPORATE)
+  * **//__claimant_company_name__//** – this should be the same as the first worksheet, who is the invoice for, this is the claimant company name (i.e USF CORPORATE)
-claimant_invoice_number - this should be the same as the first worksheet, the invoice number that should be used to load the claim, if none if given use the Dot Foods DE number or the month/year.
+  * **//__claimant_invoice_number__//** - this should be the same as the first worksheet, the invoice number that should be used to load the claim, if none if given use the Dot Foods DE number or the month/year.
-distributor_invoice_number – The purchase invoice number, the PO #
+  * distributor_invoice_number – The purchase invoice number, the PO #
-distributor_invoice_date – The distributor’s delivery date for that line item.  If this one is not filled out the invoice end date will be used
+  * **distributor_invoice_date** – The distributor’s delivery date for that line item.  If this one is not filled out the invoice end date will be used
-claimant_distributor_number – An ID # provided on the invoice for that line item distributor.  This is required if the distributor_name below is present.  You can use the distributor_name in this field as well if the id is not provided.
+  * **claimant_distributor_number** – An ID # provided on the invoice for that line item distributor.  This is required if the distributor_name below is present.  You can use the distributor_name in this field as well if the id is not provided.
-distributor_name – The line item distributor name
+  * **distributor_name** – The line item distributor name
-distributor_product_sku – The sku the distributor is using for the manufacturers sku.  If not provided use the manufacturer sku for this field as well.  Required for sku based invoices.
+  * **//__distributor_product_sku__//** – The sku the distributor is using for the manufacturers sku.  If not provided use the manufacturer sku for this field as well.  Required for sku based invoices.
-distributor_product_description – The words used to describe the product for that line item
+  * distributor_product_description – The words used to describe the product for that line item
-operator_product_sku – this is the id provided for an operator HQ claim for a given sku, this is not very common as most operator claims provide the distributor product sku.
+  * operator_product_sku – this is the id provided for an operator HQ claim for a given sku, this is not very common as most operator claims provide the distributor product sku.
-manufacturer_product_sku – this is the manufacturer sku provided.  Required for sku based claims.
+  * **//__manufacturer_product_sku__//** – this is the manufacturer sku provided.  Required for sku based claims.
+  * product_gtin – product GTIN number, rarely provided
-product_gtin – product GTIN number, rarely provided
+  * product_upc – product UPC code
-product_upc – product UPC code
+  * **//__delivery_date__//** – Line item delivery date, copy the data from the distributor invoice date field here
-delivery_date – Line item delivery date, copy the data from the distributor invoice date field here
+  * **//__rebate_uom__//** – Cases or Pounds
-rebate_uom – Cases or Pounds
+  * **//__quantity_sold__//** – quantity of cases for that line item
-quantity_sold – quantity of cases for that line item
+  * **rebate_requested_rate** – rate per case being requested, only required if the amount is not provided
-rebate_requested_rate – rate per case being requested, only required if the amount is not provided
+  * **//__rebate_rate_type__//**  - RATE or PERCENT (must be in all CAPS)
-rebate_rate_type  - RATE or PERCENT (must be in all CAPS)
+  * **rebate_requested_amount** – total amount being requested for that line item (qty x rate), only required if the rate is not provided
-rebate_requested_amount – total amount being requested for that line item (qty x rate), only required if the rate is not provided
+  * package_quantity – pack size if provided for the sku
-package_quantity – pack size if provided for the sku
+  * package_unit_of_measure – pack UOM if provided for the sku
-package_unit_of_measure – pack UOM if provided for the sku
+  * unit_price – price paid per case
-unit_price – price paid per case
+  * extended_price – price paid times the qty
-extended_price – price paid times the qty
+  * **//__claimant_contract_name__//** – this will appear in the claim's contract hint
-claimant_contract_name – this will appear in the claim tag
+  * distributor_customer_number – unit level operator company number
-distributor_customer_number – unit level operator company number
+  * location_name – unit level operator company name
-location_name – unit level operator company name
+  * location_address1 – unit level operator address1
-location_address1 – unit level operator address1
+  * location_address2 – unit level operator address2
-location_address2 – unit level operator address2
+  * location_city – unit level operator city
-location_city – unit level operator city
+  * location_state – unit level operator state
-location_state – unit level operator state
+  * location_zip – unit level operator zip
-location_zip – unit level operator zip
+  * location_country_code – unit level country CA or US
-location_country_code – unit level country CA or US
-__invoice_lumpsum:   (the below required fields are only if the invoice is lumpsum)__
-claimant_company_name – this should be the same as the first worksheet, who is the invoice for, this is the claimant company name
+__**invoice_lumpsum:**   (the below required fields are only if the invoice is lumpsum)__
-claimant_invoice_number - this should be the same as the first worksheet, the invoice number that should be used to load the claim, if none if given use the Dot Foods DE number or the month/year.
+  * **//__claimant_company_name__//** – this should be the same as the first worksheet, who is the invoice for, this is the claimant company name
-lumpsum_description – the words used to describe the event being claimed, this will get mapped to an event bucket
+  * **//__claimant_invoice_number__//** - this should be the same as the first worksheet, the invoice number that should be used to load the claim, if none if given use the Dot Foods DE number or the month/year.
-amount_requested – amount being requested for that lump sum event
+  * **lumpsum_description** – the words used to describe the event being claimed, this will get mapped to an event bucket
-claimant_contract_name – this will appear in the claim tag
+  * amount_requested – amount being requested for that lump sum event
+  * **//__claimant_contract_name__//** – this will appear in the claim’s contract hint
+-----
+__Process to name the file and save it to the FTP__
+Once the file is created save it as “1072_inbound_ claim_(manufacturer name)_(initials and date file is being saved to the ftp)
+  * Example:  1072_inbound_claim_PIN_tmm11142016.xlsx
+Save the template to the specific clients FTP under the from Files\Inbound\From Distributors.
+Manufacturer name use:  MFG (Manufacturer) where MFG is the 3 letter abbreviation followed by manufacturer name
+If you create more than one file a day then add a _1 at the end of the file name, increasing the number by 1 each time.
+**IMPORTANT:  Also, save the original documents to the FTP as well.  Make sure to save then with the exact file name noted in the File_name field on the excel document so the process can match it up to the claim created.
+FTP Login choose your client**
+FTP Login choose your client
+{{:pasted:20200116-142418.png}}
+FTP save under Files, Inbound, From_Distributor
+{{:pasted:20200116-142434.png}}
+-----
+**__Eclaim Load Duplicate Checking__**
+Process to determine duplicates - Eclaim Load:
+. Check for possible Duplicate based on Header information (checks against both what is in the eclaim import tables and what is in the system for claims)
+  * Claimant
+  * Claimant Name
+  * Invoice Number
+  * Start Date
+  * End Date
+  * Total lines (Note: this is rarely if ever loaded as everything is calculated based on lines loaded)
+  * Total Requested Amount (Note: this is rarely if ever loaded as everything is calculated based on lines loaded)
+. Check line level for duplicates for those header rows that have been determined to be possible duplicates
+  * Each line is checked for duplicates within eclaim import to prevent loading of duplicates  - it requires that all lines match exactly to be considered a duplicate
+. Exact Duplicates are tagged and ignored preventing the load of the invoice from progressing any further
+Recap:  If we load (2) files they contain the same invoice, but they are not exact matches at the header level, they will not be flagged as a possible duplicate, add into that the change of the claimant to the invoice that you are doing, the second file would not see a possible duplicate in the system either because the claimant being loaded is not the one on the invoice that it should see as a duplicate.  Everything for eclaim is based at INVOICE level not claim level.
+-----

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