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Interchange Report

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This can be used when you are obtaining more than a single Interchange Report. ... to pay it is based on the information provided on the submitted A/R data file. ... – PowerPoint PPT presentation

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Title: Interchange Report


1
Interchange Report Alert System
  • This tutorial has been created to assist you in
    using the BPCA Interchange Report Alert System.
  • Pages will advance automatically. To Exit the
    tutorial, press the Escape key on your
    keyboard. Thank you for viewing

2
  • What BPCA Brings To You
  • Web based Reporting System
  • Saving you time in making credit approvals.
  • State of the art data processing technology
  • Automation of data processing
  • The most current data possible
  • Ease of Use
  • Simple search and report retrieval
  • Search by
  • Name and/or DBA
  • Phone Number
  • Address
  • City and/or State or Zip
  • More Analytics
  • Providing you the
  • most reliable
  • information on the
  • BPCA Interchange
  • report
  • Easy customer search
  • member aging
  • industry specific data
  • Easily merge DBA and Customer Name onto a single
    report
  • access to other industry data
  • Alerts only on your customers

3
Interchange Alerts Login Page
Get to this page by going to www.industrycreditgro
ups.com and click on Reporting System.
Login using your e-mail address and password (get
beginning password by calling BPCA (636-294-5775)
or e-mailing service_at_bpca.org. As soon as you
login change the password to the password of your
choosing)
4
Step 1 - CHANGE YOUR PASSWORD
Cick on My Account and then on Profile. Type
in any information that is missing and select a
new PASSWORD. Verify your new password in the
proper box and click on Save at the bottom.
(See the next screen for step by step help)
5
Updating Your ProfileChanging Your Password
  • How to update your profile
  • Click on My Account and then on Profile
  • Make certain the information showing is yours and
    it is correct (fill in blank information fields).
  • Type your new password (remember this for using
    the system from now on), Confirm your Password
  • Click on Save

6
Obtaining an Interchange Report
  • How To Search for the Customer
  • You are able to search by
  • Name
  • DBA
  • Phone
  • Address
  • Enter the customer name (because of the various
    ways people abbreviate, use only the first
    couple letters of the second name Concho
    Business Solutionsgt enter concho bus) You may
    enter a DBA name also.
  • To narrow your search, enter the State
  • Click on Search

7
Searching for the Customer
  • Searching for the Customer
  • If you did not come up with the customer you are
    looking for, modify your search and try using the
    address or phone number. (Note Using the address
    has some drawbacks because some members may use a
    Bill To address and another use a Ship To address
    you may get any accounts that would qualify for
    the customer. Try more than one way for best
    results.)
  • Another attempt to locate the customer is to
    enter only the first part of the company name.
  • Click on Search again.
  • If necessary try using a method you did not use
    the first time.

8
Merging Duplicate Companies
  • When the Search gives you more than one account
  • The above box shows that when searching for
    Concho Business Solutions (search by name only
    concho bus)
  • Four companies appear. If all 4 were part of
    the customer you are looking for, click the box
    by Select All in the blue header line.
  • If only 1, 2 or 3 are the report you are
    looking for, check the individual boxes for each.
  • (In this example, 3 are in Texas and 1 in
    Illinois, by clicking ong the name of the
    Illinois account, we find that this is the same
    location, but invoices go to their buying group,
    so we determined all 4 should be merged)
  • After selecting, click on Generate Report

9
Save and/or Print the Interchange Report
  • Saving Printing the Interchange Report
  • To Print or Save a report, click on the Adobe
    Logo Print PDF at the top right of
    the report. Clicking on this will allow you to
    Save or Print the report.
  • You will be asked if you want to Open Save or
    Cancel the document. Select Open and after
    the .pdf document opens, you can use the icons at
    the top of the document to either Save or
    Print.

10
Save and/or Print the Interchange Report
Continued from page10 -
  • If you only want a hard copy of the report,
    click on Open and then select the printer icon
    at the top of the .pdf document (Interchange
    Report) to print the full report.
  • If you have electronic files on your customers,
    click on Open, and then select click the save
    icon at the top of the .pdf document (Interchange
    Report) and rename it with the customer name and
    date of the report. If a printed copy of the
    report is required at a later date, bring up the
    saved report and select the print icon to print a
    hard copy.
  • This may be a good time to let you know that
    you can always go back and review the reports you
    have obtained in the past (see how when we get to
    My Account in Using Your Options).
  • Using Your Options
  • The above picture shows all the tools at your
    finger tips. We will start at the far left
    Reports.
  • Clicking on Reports you will have the options
    for Credit or Alerts.
  • Choosing Credit you will get the Search screen
    you previously had. This can be used when you
    are obtaining more than a single Interchange
    Report. After getting the first report (while it
    is still on your screen) use this function to
    bring up the Search screen for your next report.

11
Tools Available to You
  • Using Your Options
  • Still on the Report button
  • Selecting the Alerts button will give you two
    options Report or Submit
  • Report will bring up all Alerts entered by
    members of BPCA in chronological order. You are
    able to sort the Alerts by the following Date
    Sector (industry) Customer Name Address City
    State Zip or Alert Type).
  • Using Submit will allow you to enter any
    Alert you have. You are encouraged to add ALL
    of your Alerts for actions you have taken (no
    future action strictly history except for
    Collection Service Letters (CSL)
  • When you click on Submit, there is the Search
    screen to bring up the customer (including any
    duplicate accounts). This is the same customer
    Search used for an Interchange Report.

12
Submitting Alerts
  • Still on Submitting Alerts Contd
  • Merge any duplicate customer accounts so your
    Alert is on all of the accounts for that
    customer.
  • Following your successful Search and Merge, you
    will get the above screen.
  • Click on the drop down arrow by Alert Type and
    all of the allowable Alerts will appear.
  • Select the Alert you want to enter, and click on
    Save
  • Many of you will be greatly pleased with the
    Alert program as you are able to tell the system
    what Alerts you want to receive e-mail
    notification about and it will only be on
    customers you sell. (Members THIS SHOULD BE
    ANOTHER INCENTIVE FOR YOU TO SUBMIT YOUR A/R
    DATA FILE EACH MONTH.) We will cover where you
    can indicate the Alerts you want notification on
    when we explore the tab My Company tab.

13
Tools Available to You
  • Using My Account
  • When you click on My Account you are given
    two selections, History and Profile.
  • You used the Profile or should have used it
    when you first logged in to change your
    password. Make sure you have changed your
    Password from the original Password you were
    provided. (Review by going back to page 5.)
  • The History option allows you to view all
    reports you have pulled. You are able to reprint
    or view these reports at no additional charge
    (remember, these have the same information that
    were on the report when you first obtained it).
    You are able to verify your quarterly invoice for
    reports billed to you at this function.

14
Tools Available to You
  • Using My Company
  • When you click on My Company you are given
    four options.
  • Alert Settings It is your account
    Administrator (usually the head of the Credit
    Department) who has been made your Administrator
    and is able to determine the following
  • Recipients Who in your department should be
    receiving e-mail notification of Alerts.
  • Type The type of Alerts you want every
    authorized staff member to receive. The default
    for this is set to ALL Alerts. This is the
    recommended setting. Whatever you change here
    will affect all of the Alerts sent via e-mail
    notification.
  • On the next slide we will address more of the My
    Company options.

15
Tools Available to You
  • Using My Company (Continued)
  • Report Settings This screen enables you to
    establish how you want your Interchange Reports.
  • Default Show A/R Allows you to signify if you
    want the Experience Summary (13-month History)
    of the report to show in dollars () or percents
    () in the aging buckets of this section.
  • Type The type of Alerts you want every
    authorized staff member to receive. (The default
    is set to ALL Alerts. This is the recommended
    setting.) Whatever you change here will affect
    all of the Alerts sent via e-mail notification.
  • (continued on next slide)

16
Tools Available to You
  • Using My Company (Continued)
  • Report Settings This screen enables you to
    establish how you want your Interchange Reports
    continued from previous page.
  • View the following Industries Allows you to
    select the industries you want included on your
    report. The default has been set to ALL, and
    does not have any effect on getting the BPCA
    Group information .
  • Industry to track Days to Pay in report graph
    You will want to select BPCA Group (or Office
    Products whichever is on the list).
  • Rating Tracking (months) Allows you to set
    the desired Rate compilation to be from 1 to 13
    months. Since credit is a NOW item, we recommend
    the setting of 3 months, but not more than 6
    months.
  • (continued on next slide)

17
Tools Available to You
  • Using My Company (Continued)
  • Rating Companies Allows you to determine how
    many lines of experience you want on the report
    to create a Rating. Default is set to 1 this
    is recommended.
  • Default Chart Type You decide if you want a
    Line or Bar chart on your reports.
  • Display Risk Score On Credit Report This box
    is clicked so Risk Score shows on your reports,
    but you are able to remove that from your report
    by UN-clicking the box.
  • The Following Alerts Will Cause Risk Score To Be
    0 The default on this has no Alerts checked.
    It is recommended you click on both Bankruptcy
    alerts as these will prevent a score of 0. If
    there are certain other Alerts you do not want to
    include in computing a Risk Score, place a check
    mark by them, too.
  • After you have made your decision and are ready
    to save your selections, click on the Update
    button.

18
Tools Available to You
  • Using My Company (Continued)
  • Users This tab will bring up of all your
    users that are entitled to pull reports and enter
    alerts for your Company (see display below). The
    Administrator (indicated by the green check mark
    ) is able to edit all Users, and add or delete as
    necessary. The Administrator is the person that
    has the authority to make any and all changes as
    you need. This also shows the last time any of
    your Company Users have been on the system.
    (BPCA hopes they are on the system daily.)

19
Last Segment of Tools Available to You
  • Using My Groups
  • Under this tab you will see the various Industry
    Groups you are registered in. Even though you
    are in more than one Group, you only pay one
    annual membership fee (except if you belong to
    the Compliance Logistics Group formerly
    Deduction Group). You are able to print the
    different Rosters for the Industry Groups of
    which you are members.
  • Also, when you click on your Industry Group, you
    will get a roster of members.

20
Reading the Interchange Report
1
  • Reading the Interchange Report is basically
    simple, however there may be a few items you are
    not familiar with or are unsure what is meant. I
    will only be showing various parts of the report
    and put a definition of that item.
  • Adobe logo Click on this logo to print or save
    the report.

21
Reading the Interchange Report
2
3
  • Rating Score - The rating is the average
    monthly balance and average days to pay for the
    rating period determined by your Administrators
    settings. 510K-75 represents an average monthly
    balance of 510,000 with an average days to pay
    of 75 days. If you forget what this means, there
    is a question mark (?) next to it that will give
    you an explanation.
  • Risk Score - Low Risk gt(greater than) 87
    Medium Risk (between) 86 71 High Risk lt (less
    than) 70. Use this scale to determine the Risk
    Score for the customer. (On this screen we did
    not have the Risk Score turned on.) Again, there
    is a question mark (?) next to it that will give
    you an explanation should you not remember when
    you view a report.   

22
Reading the Interchange Report
4
  • Historic 13 Months The information in
    this box gives you the averages over the latest
    13-months for the customer.
  • Average Days to PAY based on 13 months.
  • Average Monthly Balance averaged over the
    past 13-months
  • High Balance this is the highest balance
    over the past 13-months
  • Total Cos Reporting Shows how many Vendors
    have reported selling this customer during the
    13-month time period.

23
Reading the Interchange Report
5
6
  • 2 Alerts Available If any Alerts have been
    entered on this customer, they will appear in
    this area.
  • Address List This box will provide you with
    all the address of the duplicate reports that
    were merged by you when you pulled this report.
    When merging report, be certain to look at each
    potential customer to make certain they should be
    merged. (BPCA cannot issue credit for reports
    you pulled if you did not merge all accounts and
    had to pull a second report to get the complete
    information or you merged a company that should
    not have been included.)

24
Reading the Interchange Report
8
7
  • BPCA Credit Groups These are the
    experiences provided by members of BPCA that
    submit their monthly A/R data files. (Submitting
    your A/R files is extremely secure, and it is
    impossible for any member or non-member to obtain
    the total A/R data file as it is sent to us.
    Call Dave Schmucker 636-294-5775 for more
    information and file format.)
  • DTP (Days to Pay) column lets you know the
    average days it takes this customer to pay it
    is based on the information provided on the
    submitted A/R data file.

25
Reading the Interchange Report
9
  • Experience Summary Gives you 13-months of
    History, showing the number of members submitting
    information, total balance and the aging buckets
    as you decided you wanted to have it in My
    Company / Profile ( or ). Shown is in
    percents.
  • On the next slide you will be able to view two
    graphs that are created on the Interchange Report.

26
11
Reading the Interchange Report
10
  • Reading the Interchange Report
  • Balance Shows you how the total owing
    (reported by members) ran for the last 13-months.
  • These are Line Graphs because that is what we
    selected when we set up our Reports under the tab
    My Company. Each of these graphs will give you
    two lines if more than two industries have
    reported on the customer. You can have these
    graphs in Line or Bar formats.
  • Days to Pay Shows you how many Days to Pay
    were reported each of the last 13-months.

27
Reading the Interchange Report
12
13
14
  • 13 Month Experience Summary Indicates the
    balances and aging by Industry Group that has
    been reported by members during the last
    13-months. (In this screen print, Other is for
    the BPCA Group. This will be changed shortly.)
  • Inquiries Shows who has recently requested
    a report on this customer.
  • News If there are any News stories or Press
    Releases from this customer that was sent to a
    newspaper, it will be displayed here. Thereby
    keeping you fully informed of what is going on
    with your customer.

This should be of great assistance to you before
or during your use of the Interchange Reports of
BPCA. If you have any questions, please dont
hesitate to contact any of us at BPCA
(636-294-5775).
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