Service Form Control Mechanism
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Service charge form inputs are where the information about the given services that will be charged is input along with the service amounts, so it is very crucial to have the correct information input in order to prevent any under charging or over charging occasions.
Although Celebris supplies numerous reports where any inconsistency resulting from data input can be identified, it also supplies a Service Form Control Mechanism where the service charge form input information is controlled and approved and all the changes to it after approval are reported by email and logged in a work flow .
Celebris lets authorized control clerks be defined at the following screen per airport:
When a service charge form is first created at the system, it is in In Progress status. When the data input for that form is complete, the responsible employee changes its status to Completed state. It is the job of the control clerks to check the data of the forms that are in the Completed state, and change their state into Approved.
The state of all service charge forms included in a prepared potential invoice should be Approved before invoice generation, except for some accounting users which have a special authorization to be able to generate invoices from the forms that are in Completed state. The potential invoice screen, potential invoice headers part shows the number of service charge forms included in the invoice according to their states. If there are forms that are still in the Completed state that are included in that potential invoice, the screen displays a warning sign and does not allow the invoice to be generated when attempted if the user does not have a special authorization for it.
On the above image, the exclamation marks imply that the forms included in the potential invoices have not been approved yet.
The accounting clerk can request the unapproved forms to be approved by just clicking a button and the system generates two types of automatic e-mail:
1- An e-mail to be prepared and sent separately to each responsible employee of the forms that are included in that specific potential invoice. The e-mail lists all the forms of that responsible employee that are included in that potential invoice.
2- An e-mail to be sent to the control clerks of the related airports that lists all the forms waiting to be approved with the responsible employees of the forms in that potential invoice.
If a form in the Approved state needs to be altered, it has to be taken back to a previous state and made Completed after applying the changes, so that these later changes can also be controlled and approved by the control clerks and the state can be made Approved by them.
In some cases the normal work flow might need to be bypassed, for example when an accounting clerk realizes a need for a change in a form just before the invoice generation process. Then he/she can alter the form while it is still in Approved state, but all the changes to the form will then be logged in the system and an e-mail explaining the changes made to the form will automatically be generated by the system and will be sent to the responsible employees and the control clerks of the altered service charge form. The e-mail is specially formatted in html and contains hyperlinks.
The below image shows a snapshot from the header part of a sample audit trail mail:
The below image shows a snapshot from the detail part of a sample audit trail mail:
When a service in a service charge form is invoiced, the system does not let further changes (that might have an affect on service price) to be saved on the service charge form. If a change is required after the invoice is generated, first the invoice has to be canceled in the system, then the changes can be applied on the form and another invoice can be generated with the applied changes.