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Introduction

Cargo Account Settlement Systems (CASS) is a system for billing and settling of accounts between airlines and freight forwarders. CASS files are generated monthy bei IATA and are available as hardcopy or electronic file (Excel-file or HOT-file). Through using CASS application it is not necessary to check the hardcopy manually. Instead Scope will check the CASS automatically and issue a voucher for accounts payable.

Description

CASS files (HOT-file) containing financial information from the airline can be imported into the Scope system using the CASS application (Finance - CASS). Estimated due-Carrier (like Airfreight, Fuel-/Security-Fee) will be resolved by a voucher (accounts payable)

Please note, it is necessary to request HOT-file at your IATA office.

Import

This action opens a file browser in order to select the files on the local computer or local network that is to be imported into Scope

Open

Opens the CASS file highlighted in the overview

Delete

Delete the CASS file highlighted in the overview

Settings

Opens the CASS parameters setup.

Refesh

Updates the index to ensure the latest CASS details are visible in the overview.

Configure parameters application

IATA partner

The name of the IATA partner. This is the vendor to whom CASS payments are made. This partner should be created in advance of entering the CASS settings. Partner needs the role vendor.

Create branch spanning invoices

When selected, a single voucher to the vendor will be created.  When not selected, the vouchers to the vendor will be on a per branch basis.   

Voucher per airline

This check box is used to indicate if there is one voucher per airline.

Create invoice per economic month

Vouchers will utilize the economic month of the shipments.  In the instance where the CASS vendor sends an additional charge or credit months after the shipment, the charge will be booked to the current economic month.  If not checked, then the charge will be booked to the economic month of the shipment. 

Always book for shipments actual agent

The shipment will be booked against the agent (branch) who originally registered the MAWB.  Thus if a MAWB registered by LAX is used by NYC, the shipment will be booked against LAX.

Skip bookings for unkown agent IDs

If the CASS hot file contains bookings for unknown agent IDs, these bookings will be skipped. 

For master AWB's; also resolve accruals on its houses

This can be left unchecked since accruals are always resolved to the house level when processing CASS charges.

Cass Other Charges Type

The charge code for the CASS other charges.  

Since the CASS file does not contain individual other charges such as Fuel and Security, but only a total of such charges, this CASS other charge code should be used to represent these charges.  Typically "OC" is used.  

Branches

All of the branches of the organization should be visible.  For each branch, administrative orders should be created. 

Administrative orders

From the "Finance" menu option of each branch, Administrative Orders should be selected.  Within this application, for each branch, a CASS administrative order should be defined.  The can be chosen freely and the appropriate cost center applied. A set of monthly positions for each order should be created so that monthly CASS figures can be applied to the appropriate administrative order.  This should be done in advance of applying CASS settings, so that there is a valid administrative order to select when finalizing settings. The purpose of administrative orders is so that unknown CASS charges can be stored in these orders and subsequently resolved by the user who will manually apply them to the correct shipments.   

CASS Charge Type

CASS consist of two amounts: AF (Airfreight) +  sum of Due-Carrier Other Charges. AF will be dissolved by the same charge type, all other charge type (e.g. Fuel, Security, DGR, X-ray) will be dissolved by the Due-Carrier Other Charges.

Pay attention while importing CASS

  • Import is only allowed with HOT-file
  • Settings must be set up correctly
  • Administrative order must be generated for each month

Pay attention after importing CASS

  • Check Warnings

    While importing CASS Warnings will be created if an error occured:

    Warning

    Meaning

    Unknown IATA code% 1 $ s% 2 $ s at AWB Booked on% 3 $ s from% 4 $ s

    The line item could be assigned to any branch (% 1 $ s is then the IATA code for which no suitable treasury agent was found).
    These amounts are recorded anyway, on the administrative order of the branch that carries out the CASS-Import .

    AWB Unknown% 1 $ s Booked on% 2 $ s% 3 $ s

    No shipment could be found for the AWB-number. It is therefore posted to the administrative order of the corresponding branch (IATA code could be assigned in the case of a branch.)

    Wrong AWB% 1 $ sf \ u00fcr% 2 $ s Program go \ u00f6rt% 3 $ s Booked on% 4 $ s% 2 $ s

    The IATA code was assigned to a branch, and the shipment of specified AWB was also found, but the shipment is not one of the assigned branch. It is then posted to the administrative order of the identified settlement

    Number of scanned records% s (% s) does not match the number specified in the footer (s%) agreed

    The checksum at the end of the file has not agreed. This warning has no effect.

    An AWB% s,% s, gives way to the specified tax amount (% s) from the expected (% s)

    The calculation of the VAT amounts are not in accordance with, or oppose the sum.

    An AWB% s has been found to be a cancellation (DCO / CCO), no edition (DCR / CCR). At AWB +% s has been found for a Revised (DCR / CCR) No cancellation (DCO / CCO).

    These warnings are usually created together:
    The previous CASS run had incorrect amounts  (eg, total 100, - USD, instead of 80, - USD, it would be).  The current CASS run corrects the amounts with a DCO with 100, - USD and a DCR of 80, - USD.
    If either the DCO or lacking the DCR is still recorded, with DCO - normal, DCR ' .

    In addition, a report is created as a CSV, which can be seen and checked in the documents tab of the CASS.
    The report will be generated if the sum of reserves is consistent with the amount of the CASS per shipment.


    The CSV has the following columns and is produced per branch:

    1. AWB-number
    2. Shipment Number
    3. charge code (AF or CASS-charge-code)
    4. Expected (total accruals amount)
    5. In fact (amount CASS)
    6. difference
    7. %
    8. Tax (VAT or FREE)
    9. Weight (CASS) (weight of the shipment in the CASS-file)
    10. Weight (self) (weight of the shipment in scope)

    The third document number is generated as follows:
    CASS <branch-code><zeitraum-start><zeitraum-ende>
    The data is in the format 'dd / mm / yyyy'
    So, for example, 'CASS-RSIDUS-01/03/2018-31/03/2018' . This number can be modified in the accounts payable program.

  •  Balance list

    Besides Warning list a second list will be created, called Balance list. You can use this list to check which accrual was not issued or issued incorrectly. This such case you have two possibilites: Acknowledgement of this amount or claim at CASS afterwards. Please note, CASS must be booked as received. It is possible to change the amounts after importing, but not advised.

  • Estimates / Accruals

    in Estimates application you can generate a report with all resolved accruals, so you can reconstruct how accruals (Airfreight and due-Carrier-charges) were resolved

  • Account payable

    CASS-voucher can be opened at accounts payable application and exported to xls-file to check the administrative orders