WIA Help Desk   General Information Whom do I contact for technical support? How does this site work? Why would I want to use this site? Is my information secure? Can I change my password? How do I do it? How long will it take for my invoice to process? Is there any way for me to check on my invoice status? What does this cost me? What kind of invoices can be processed using this application? Will my payment come electronically as well? I'm not sure how to fill out some of the fields in the Web Invoice application. Sign Up Information I've already signed up, but forgot my company ID and/or password. Should I register again? I have three people who do billing in my company. Do they each need to register? I need to change my registration information. How do I do this? I'm not sure how to fill out some of the fields in the Registration form. Contact Information Who do I call for more information?   General Information Whom do I contact for technical support? For technical support, contact Rail Customer Service. Or call Mike Ullrich or Alissa Catalan at 847-945-1000. How does this site work? 1. Contact your customer as listed on the Contact Info link. The customer will provide you with a "Customer Supplied Code" which you will need to include in your online registration. 2. Go to the Sign-Up page on this Web site, complete the registration and submit it. It takes approximately 2 days for the sign-up process to complete, after which time you will receive a company ID and password from Kleinschmidt (it's recommended that you change your password immediately so you have a unique, memorable code). 3. Once you've received your ID and password, you'll have secured access to send invoices. Just select the Doing Business link at the top of the page each time you wish to send an invoice, fill in the blanks, and submit it. 4. After submission, you may print off the completed invoice form for your internal records.Your invoice will be secured, sent to your customer and processed during their next invoice processing cycle (normally 1-2 days after submission). During processing, payment dates will be established in a manner consistent with the terms of the purchase order. Why would I want to use this site? Many companies set their payment terms from the date the invoice is received, not the invoice date itself. The Web Invoice Application eliminates the time the invoice is spent in the postal service and internal company mail systems. In addition, the application has several built-in features that help ensure data accuracy and completeness, reducing the chance that your invoice will be rejected by the customer. Is my information secure? Your invoice is sent in a secured e-mail format to Kleinschmidt, a Value Added Network provider. Value Added Networks (VANs) provide secure, reliable and traceable networks. Once your message reaches the VAN, it will safely remain in an electronic mailbox until it is picked up by your customer. Once your invoice is received by the customer, automated invoicing processes validate your information while eliminating any human hands which could mis-key your information. Your company ID and password are also important features of this process; none of the railroads have access to your password. (You are encouraged to change your password regularly. See how to do this in Can I change my password? How do I do it? below.) Can I change my password? How do I do it? You are encouraged to change your password immediately after receiving the initial password from Kleinschmidt, and periodically thereafter in order to maintain security. Contact Kleinschmidt at 847-945-1000 and ask for Mike Ullrich or Alissa Catalan. Indicate that you are a WIA customer and want to change your password. How long will it take for my invoice to process? Your invoice will be processed during the customer's normal accounts payable processing schedule, at which time the payment date will be set based on the terms agreed upon with the customer. Most accounts payable departments process their electronic invoices during non-business hours--in other words, after 5:00 p.m. and before 8:00 a.m. the next morning. Is there any way for me to check on my invoice status? Some companies have automated voice response inquiries or Internet inquiry applications that allow you to check on the status of an invoice once it is received in their accounts payable systems. Call your customer contact on the Contact Info list for more information. What does this cost me? Only the time it takes you to key in the information. The participating railroads pay all transmission and processing costs. What kind of invoices can be processed using this application? This application can be used to submit invoices for purchases of material which were made under a railroad purchase order. Invoices for material, lube oil or services can not be sent using this site. Because the purchase order number is one of the keys for processing these invoices, you must have one before attempting to send your invoice through this application. Will my payment come electronically as well? Electronic payment is established by the customer, and cannot be included on this site. Contact your customer for more information if you are interested in this feature. I'm not sure how to fill out some of the fields in the Web Invoice application. Each of the entries on the Web Invoice Application form is described below. Web Invoice Application Definitions Template The first time you use the WIA application, this drop-down menu will be empty. The WIA application allows you to save basic invoice information (addresses, delivery information, etc.) as a template to be used again for new invoices against the same railroad purchase order number. The "Save as Template" and "Delete Template" buttons are at the bottom of the invoice form. After you have filled out an invoice that contains information you want to use for future invoices, create a name for your template and click on the "Save as Template" button. The drop down Template field at the top of the form will then capture your template and make it available for future invoices. Invoice Number Your invoice number. Invoice Date Enter the date in CCYYMMDD (four-digit year, month, day) format. For example, December 31, 2001 would be 20011231. Invoice Type Use the radio buttons to select the type of invoice you are sending (new invoice, credit memo, or corrected invoice). Original Invoice Number Fill in this box with the original invoice number only when sending corrected invoices. Purchase Order Number This must be a valid purchase order number from the customer. This value is key to matching your invoice for payment. Addresses Three addresses are required: Remit To, Ship From, and Shipped To. Sometimes the "Remit To" and "Shipped From" addresses are the same; if so, you may use the checkbox to use the "Remit To" information for both addresses. Currency This is only required for non-U.S. funds. Payment Terms The terms discount percent represents the discount available to the purchaser if an invoice is paid on or before the terms discount due date. It must be entered in a percentage format; in other words, a 1% discount is entered as 1 or 1.0. "Days" and "Net Days" are the number of days from receipt of the invoice and are entered in whole numbers; for example, when entering terms of 1% 10, net 30, you would enter 10 in the "Days" field and 30 in the "Net Days" field. Freight Terms There are three options to choose from regarding freight. One must be selected: None or Prepaid: The freight is prepaid by the seller, or there is no freight to be charged. Collect: The freight is paid by the customer upon receipt. Prepay and Add: The freight is prepaid but charged to the customer. FOB Point Indicates where legal ownership of the material takes place. Shipped Via Indicates the type of carrier used for shipping. Several options are available: Barge, Customer Pickup, Motor (common) Carrier, Contract Carrier, Pipeline, and Rail. Reference Number The reference number associated with the shipment should be entered. Purchase Order Line Number The line number referenced on the original purchase order. Leading zeroes should be included. Customer Item Number This is the item number provided by the customer on the purchase order, and must be included if provided. Quantity Quantity invoiced. Must be greater than zero. Generally Net Gallons are used. Unit of Measure (UOM) This unit of measure must match the unit of measure referenced on the purchase order. Normally GA for gallons. Unit Price The pricing you are charging this customer, excluding any terms discounts. Description This field allows you to enter an item description, if desired. While not mandatory, it provides helpful information should questions arise. Supplier Part Number This field allows you to enter any internally-used item numbers. It will be used only for further clarification should questions arise regarding the invoice. Delivery Date The date the material was delivered, entered in CCYYMMDD format (see invoice date, above). This is a required field. Additional Charges The additional charge table allows you to identify the taxes and additional charges that need to be included on the invoice. Any charges other than those listed are not allowed to be sent using this application. Sign Up Information I've already registered, but forgotten my company ID and/or password. Should I register again? No. Call your railroad contact, who will provide you with your registration information. To expedite this process and ensure that your information remains secure, please be ready to provide a purchase order number that we can verify. I have three people who do billing in my company. Do they each need to register? No. Registrations are on a per-company basis. If you represent a large company that does its billing from separate locations, it is recommended that you discuss this situation with your customer contact. I need to update my registration information. How do I do this? Log on and use the "Update Registration Info" section at the bottom of the main page. I'm not sure how to fill out some of the fields in the Registration form. Each of the entries on the Application Registration form is described below. Application Registration Definitions Customer You Want to Invoice This is a drop-down menu from which you can select who you want to bill. If the company you're looking for is not on this menu, they are not yet offering this invoicing capability. Your E-mail Address The address to be used for exchanging of communication regarding your activity on this Web site. Company Name If multiple locations for billing exist, please indicate your billing location after the company name. Contact Name, Phone and Fax Numbers Where the customer can reach you for questions. Your Company Identification Code This is your 10-digit telephone number. Customer Assigned ID This is a code which the customer will provide you in order to complete your registration. Remit-To Information This is an optional table that allows you to enter where you want your payments to be sent. This data will be stored in your profile and will pre-populate the Remit To address on your invoices. It can be updated at any time. Please note that some railroads do not use this information for mailing payments; contact the appropriate railroad representative in Contact Info for their procedures. Contact Information Who do I call for more information? Click on Contact Info for names of railroad personnel who can answer your questions.