Telus TPM Documentation

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__How the whole Deduction Process works.
__

Your ERP system most likely holds the information on all your open deductions with distributors.  If you can send a file of all your open deductions, then the Deduction Module within TELUS can help clear some.  

Here's why.

When you as the manufacturer set up deviated programs with operators, the distributor is the one who has to give the operator the case at a lower price they normally would.  The distributor wants their money for that "billback" so they deduct it from an invoice you sent them when the distributor buys products.

Those "billbacks" get entered into TELUS so with the Deduction Module you'll be able to see an open deduction and also see what "billback" is involved to close the deduction.

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__**DEDUCTION REBILL PROCESS**__

When a claim or portion of a claim is identified as invalid and actioned accordingly, the deduction status automatically moves to "Rebillable." Our comprehensive TPM tool enables manufacturers to: 
  * Track repayment requests efficiently
  * Store and monitor collected repayment amounts
  * Manage the deduction lifecycle within a single platform
  * Generate comprehensive reporting for all deduction activities

**REBILL PROCESS RESPONSIBILITY**

Once the deduction is labeled as rebillable or rebill sent, the responsibility of requesting repayment, tracking the rebill requests and following up is on the Manufacturer to manage.

**CRITICAL RECOMMENDATION: ESTABLISH A CONSISTENT WORKFLOW**

We strongly recommend that each manufacturer establishes and maintains a regular cadence for managing Rebillable and Rebill Sent deductions. Key considerations include:
  * Prevent Aging: Regular follow-up prevents deductions from reaching an uncollectable status due to age
  * Optimize Recovery: Timely action maximizes successful repayment collection
  * Resource Allocation: Focus most AR team efforts on active repayment requests and tracking through the application

**Best Practice** Implement a structured schedule for reviewing and following up on rebillable deductions to ensure optimal collection rates and maintain healthy cash flow.

**CLIENT DEFINED FIELD SETUP REQUIRED**

This setup is quick and easy to do within a matter of minutes.

__Important__: Administrative access to the Client Defined Field screen is required to complete this process. If you do not have the necessary permissions, please contact your designated Account Manager or internal TPM Super User to request field additions.

__Instructions__
  - From the Navigation Pane click on AdminClient SetupClient Defined Fields
  - To Add a new record, click the Add button on the bottom right of the screen.
  - Enter in the Client Defined Field Name, Client Defined Field Type, Data Type and check Active and then Click Save.
  - Once all Client Defined fields are saved, the Client Defined fields will be visible in the Deduction screen.

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**DEDUCTION REBILL LETTER SETUP**

The deduction rebill letter can be configured within the application using manufacturer-approved legal verbiage. The system automatically populates the letter with relevant deduction information, claim recalculations, and rejection details, clearly explaining why the deduction is invalid. This automation makes it simple to download and send the letter to the appropriate parties.

The process is efficient and user-friendly—once the letter template is saved, it becomes available for any deduction with a Complete or Rebillable status, ensuring consistent and professional communication across all rebill activities.

__Important__: Administrative access to the Client Defined Field screen is required to complete this process. If you do not have the necessary permissions, please contact your designated Account Manager or internal TPM Super User to request field additions.

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**DEDUCTION REPAY LETTER DOWNLOAD**

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**NEW ENHACEMENT-AUTOMATED REBILL LETTER**

There is now an option to send automated rebill letters to a specified contact email per company. 

This feature can be initiated by going to the Admin>Company screen. Locate the company number showing on the open deduction. Click on the company and add and email contact to the field named Deduction Repay Contact. Then click the SAVE button.

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Next, go to Admin>Client Settings and click on the Deduction tab. Locate the Repayment Request Frequency option and chose from the options of Daily, Weekly, Monthly or Bi-monthly. This will be the frequency for the rebill email to be sent. Then click the SAVE button.

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Emails will be automatically sent to the contact email for deductions that are coded as rebillable.

**DEDUCTION REBILL REPORT**

A comprehensive Rebill tracking report developed based on manufacturer feedback, the deduction rebill report addresses the need for efficient tracking of invalid deductions across all transactions. Our TPM tool generates a consolidated spreadsheet containing all rebillable deductions for streamlined distributor communication.

Why Use This Report:
  * Replace time-consuming individual letter downloads with one comprehensive file
  * Provide customers with an organized overview of all invalid deductions
  * Simplify the repayment request process through consolidated documentation
  * Enhance professional communication while reducing administrative overhead

This approach is highly recommended for distributor repayment requests, offering superior efficiency and clarity compared to traditional individual letter distribution.  

__HOW TO DOWNLOAD THE REPORT__

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__HOW TO READ THE DEDUCTION REBILL REPORT__

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**TPM REBILL REQUEST TRACKING UPDATES**

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__COMPLETE - REBILLABLE / REBILL SENT REBILL REQUEST UPDATES__

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__OPEN – REBILLABLE / REBILL SENT DEDUCTIONS__

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**UPDATING REBILL COLLECTED DATA**

__UPDATING REPAID AMOUNTS (SINGULAR DEDUCTION)__

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__UPDATING REPAID AMOUNTS (MULTIPLE DEDUCTIONS UNDER ONE CHECK)__

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**Note:** If the deduction cannot be found, it may have been closed in TPM after the repayment was applied, which would remove it from the 1050 deduction feed. See below for instructions on viewing closed deductions.

__VIEWING CLOSED DEDUCTIONS__

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**REBILL COLLECTED REPORTING**

The Deduction Rebill Collected Report helps identify collections on rebillable deductions and track repayment success rates.

__HOW TO RUN THE REPORT__

1. From the navigation pane go to the ReportingDeductionRebill Collected Report 

2. Apply Filters (Optional) You can run the report with no filters or use any combination of the following:
  * Check Number
  * Deduction Number
  * Deduction Company Number
  * Claimant Company Name
  * Deduction Invoice Number
  * Aged Days
  * Deduction State
  * Deduction Label
  * Contract Sequence (Contract ID#)
  * Contract Title

3. Click "Generate Report" to view the results

__UNDERSTANDING THE REPORT RESULTS__

Summary Tab

Provides high-level collection data including:
  * Deduction Company Name: The company associated with the deductions
  * Deduction Year: Year the deductions occurred
  * Total Rebill Collected: Sum of all collections for that company/year

Detail Tab

Contains comprehensive information for each deduction:

  * Identification: Deduction number, dates (created/closed), state, company details
  * Financial Data: Invoice numbers, check numbers, requested amounts, open amounts
  * Contract Information: Family ID, title, version ID
  * Collection Details: Rebill dollars collected, sent date, request number
  * Rebate Breakdown: Requested, allowed, and recalculated amounts
  * Additional Info: Aged days, deduction comments, claimant details

__Important Notes__

Data Population Requirements:

  * The report only shows collections when the "rebill collected" field is populated on the deduction screen
  * This field can be updated two ways:
1.	Manual Entry: Manufacturers can manually enter values on individual deductions

2.	Automated Feed: Via the 1057 Open Deduction CDF data feed

**Best Practice**: Ensure the rebill collection amounts are consistently recorded to maintain accurate reporting and tracking of your collection success rates.