FLEXI IT completely covers the customer service process from signing a contract to issuing an invoice. At the same time, it has integrated commodity accounting, which enables to post individual documents and match payments.
FLEXI IT completely covers the customer service process from signing a contract to issuing an invoice. At the same time, it has integrated commodity accounting, which enables to post individual documents and match payments. The system input is master data, which contains basic and necessary information intended for invoicing, payment matching and management of its balance account. Other input data is information on consumption at individual points of delivery (PDT), which are stored in the system from OTE, or from other external sources (Local Distribution System - LDS, meter reading lists, etc.).
The Customer module (VO - industrial consumer segment, SO - medium customer segment, MO - retail customer segment, Dom - household segment) concentrates information about the customer: type (person, business), credit worthiness, addresses, contact details, actions that have been performed with the customer. In parallel, financial information is kept under the customer profile, which we concentrate in the contractual account. These pieces of information specify what types of payment transactions will be made between the customer and the supplier, in what currency, in what way (SIPO - direct debit of multiple payments via Czech Post’s system, bank transfer, slip, etc.).
Inputting contracts (in various segments) is possible from the web interface or in the FLEXI IT solution. Contracts are maintained under a specific Customer and define the scope of "services" and products that the supplier has undertaken to supply to the customer. These contracts can be printed or sent out electronically to customers. Within the customer, all documents are stored in one place, as well as can be mass-generated and sent directly from our solution.
At the time of signing the contract, the process is transferred to the Advances module, where, according to the information on the contract, advances are generated for customers, including the payment calendar. Advances can be generated in bulk, edited or set individually according to the type of customer. The invoicing process is based on incoming meter readings, which are then calculated into the so-called settlement - the basis for invoicing designated for checking by the Back Office. Settlement contains the basic elements - business components, distribution, environmental tax, consumption load profile. The settlement issued in this way will then be checked and it is then possible to issue invoices in bulk.
Communication with OTE is performed in the OTE Messages module and supports two processes, namely meter reading and supplier switch. In general, communication with OTE is based on server-server and XML messaging. These messages are stored in a centralized place, where according to the type of message, the message is subsequently processed. In the case of meter reading reports, they are transferred and checked for a customer's consumption data, and subsequently settlement and invoices are issued.
The Supplier Switch module enables the operator to effectively and collectively manage the process of switching the supplier according to the type of given contract. Batch processing and direct communication with OTE ensures timely and legislative support of these processes. In our solution, these switch processes are controlled by Workflow, which offers service in the next steps of the given scenario/types of supplier switch (without transfer, with transfer, etc.).
Payment Reminders are controlled by a separate module that contains all customers who have their documents issued past the due time. According to the selected payment reminders scenario, the system then runs individual steps (e.g. sending first payment reminder to email, by letter or contacting by call centre). At the same time, you can set the possibility of penalty and fees for issued reminders.
The definition of products and price lists is very flexible in our solution. In the context of strong administration, it allows the key user to set product parameters and prices. In the case of the price list, this is a very trivial procedure of copying the previous price list, adjusting prices and then defining the validity. As far as distribution price lists are concerned, they are the responsibility of our company within the framework of legislative supervision.
In the context of external business networks, our solution works with the logic of the commission model. Each external entity (merchant, network) works with the so-called Partner Portal, where they see their customers and commissions that have been recognized. The logic of calculating commissions is individual for each supplier as well as the frequency of their payment. Our solution enables different commission scheme scenarios depending on the life cycle of the contract, customer, etc. The output is the commission roll to partner networks.
FLEXI has a payment matching logic where payments are expected on issued documents. After the bank statement is imported into the system, posting is performed, and then payments are automatically matched. There are about 10 methods for recognizing and assigning a payment to a given document, while the system works with the most probable, thus gradually amortizes the bank statement balance. The output is the matched payments to individual documents, and in case of unexplained payments the system helps trace the payment or document through the Unexplained Payments module.
Within our solution there is integrated accounting of commodities, where we take over the account code matrix of the supplier's operating accounting and according to it, individual accounting operations are performed. All transfers in analytical accounts are subject to check and fall under the so-called Secondary General Ledger. At the same time, it is possible to generate individual documents for VAT payment, environmental tax statements, LDS statements, etc. from the system. Only accumulated records of individual commodities are entered in the operating accounting.
FLEXI IT has an internal mathematical model that enables to calculate unbilled consumption for individual segments, customers, or commodities. The basis is the so-called plan, which is derived from the input data and load profiles, then from the reality of consumption statistics in the time period. The conclusion is an overview of issued invoices for individual segments.
FLEXI IT is a modular system that covers various processes across the supplier company. Thanks to robust Workflow, it enables processes to be automated and to check their correctness. The definition of workflow and its conditions fall into the level of administrator access, while all system or user activities are logged.
The input to the Web Portal is the registration of the customer in several steps. The supplier's existing customer then obtains access data via various communication channels. After logging in, the user is allowed to track their invoices, consumptions, consumption statistics, balance, paid invoices, enter meter self-reading or requests for reserved capacity.
