2. Miscellaneous Advertising entries
As with all other sections of the FLEX, there can be misc.
entries (rebates or charges) processed.
If back-up documents are provided, they will be included in
the FLEX package.
In some cases, as with this example, there is nothing to send
out, so the contact person’s e-mail address is provided any
inquiries
In some cases, entries will be based on information you have
access to in your system – with this example, the rebate is
for the number of coupon # 198-0732 that were scanned at
your store.

4. Billing Category 04
Reclaimed Statement Discount (Freight)

5. Various Freight Transactions
Warehouse/Direct Ship Bills of Lading
Depot Freight Charges
Purolator Invoices
Other carrier invoices
Consolidated Dealer Return
Quarterly Short Shipment Rebate

6. Warehouse & Direct Ship
Bills of Lading
Charge for the freight on Warehouse/Direct Ship invoices
BL number listed on the FLEX matches the number printed on the
summary sheet of the invoice, and the reference number on the
actual Bill of Lading document.
Charge is based on the “A” Dealer value of the load of
merchandise (listed under the quantity column) multiplied by the
store’s freight rate (listed as the “Discount Rate” in the FLEX
description).’
NOTE – invoices with an “A” Dealer value of $100,000 or more
will have a split charge for the freight – the quantity column is 5
digits only, so the charge won’t fit.

11. Depot Freight Charges
Freight charges for Depot Invoices
Calculated the same way as the Warehouse/Direct Ship B/L
charges
Depot Freight charge reconciliation report included with
FLEX package allows you to match the FLEX charge to the
Depot invoice (the Source Document number is the link
between the two reports)

16. Purolator Invoices
Invoices are not laid out in a format that allows us to
send copies in the FLEX package
All FLEX entries will include the Purolator PIN
number. You can check on the shipment at
www.Purolator.com to determine delivery date, and
receiver’s signature
Purolator shipments should be billed directly to your
own account – to help ensure this is done, please point
out when placing an order that the shipment should be
sent Purolator COLLECT.

18. Other carrier invoices
Charged the same way as an FMA invoice, but without mark-
up applied.
Copy of packing slip left at time of delivery should be enough
to match to the FLEX charge
Copies of the invoices are available upon request

20. Consolidated Dealer Return – Credit
Transportation
Charge for freight on the return of merchandise to
Adjusting (credit transportation means it’s a credit to the
Transportation Department)
Charge is for the return of Casting items, Line Review
Recalls, and certain Authorized Returns (Adjusting rep
to determine).
Calculated the same way as the BL charges
The total “A” Dealer value is reported on the Adjusta-
Card report (same week as the FLEX), in the far right
hand column (called the “DLR $ Charged” column).

23. Quarterly Short Shipment Rebate
 When there is a short shipment on a Direct Ship or a Warehouse invoice, and
you file a shortage claim, you receive a credit for the missing products on the
Merchandise Control report.
 However, when you were charged for the freight on the original shipment, it
was based on the “A” Dealer value of the products listed on the invoice, not
based on what you actually received.
 On a quarterly basis, the Transportation Department generates a credit for the
freight charged on all short shipped products.
 The credit is calculated the same way as the original freight charges: “A” Dealer
value of the products multiplied by your store’s freight rate.
 Currently no reconciliation report available, aside from reviewing the quarter’s
Merchandise Control report. Options are being explored for better back-up.

25. Billing Category 05
Garage Equipment & Fixtures

26. Vendor Invoices
Similar to the FMA invoices, but
without corporate mark-up
applied
Instead, a consulting fee is
charged (billed as a separate line
item) according to the following
schedule
Copy of Purchase Order
retained by store – match to
invoice & FLEX transaction

31. Billing Category 06
Store Equipment & Fixtures

32. Fixture PO Vendor Direct
Based on store receipt packets received at the store for all Active
fixtures and POP.
No copy of the purchase order or vendor invoice will be issued
with the flex bill. Copies are printable at the store. See attached
instruction sheet.
FLEX charge will be a summarized amount for all active products
on the invoice
Stores should use receiving reports to reconcile their flex bill (link
Inv. Ref# with specific products).

33. Fixture PO Vendor Direct
To print the receiving report BEFORE posting to inventory (PREFERRED):
 From the master menu, select 05/01, Work with invoices.
 In the "Opt" field beside the appropriate invoice #, type the number 6 and press Enter. The report will print on
the main store printer.
 File the report and then reconcile it with the Flex bill when it arrives.
To print the receiving report AFTER posting to inventory:
 From the master menu, select 05/05, Display Receipt History.
 Press F9.
 Beside "Show only invoice number", type the appropriate invoice #, press Field + and then press Enter.
 Press Print and then press Page Down. This prints the contents of the screen on the main store printer.
 Repeat step 4 for each screen displaying that invoice number.
 File these pages and then reconcile with the Flex bill when it arrives.

36. Custom Fixtures
A copy of the P.O. should be retained by the store when the
order is placed
A copy of the packing slip should be added to the P.O. copy
when the load is received
This should allow you to match to the FLEX entry.
Further back-up is available upon request (not currently
printable at the store)

39. Vendor Invoice
Should be little activity of this sort, but still possible
Same process for reconciliation as in Category 05 above, but
there is no Consulting Fee or corporate mark-up applied.

42. Billing Category 07
Display

43. FLEX Online Work Order
Exactly the same as in Billing Category 02, but for Display
items only

46. Fixture PO Vendor Direct
Exactly the same process as in Category 06, but for Display
specific fixtures

47. Miscellaneous Manual transactions
Billing Category 07 is where any other type of non-standard
Display related transaction could be processed.
As with all manual transactions, if back-up is not included
with the FLEX, you can check the My CT Portal for
information, consult with the contact person named in the
FLEX entry or get in touch with us at FLEXINQUIRIES@cantire.com

49. Billing Category 08
Insurance

50. Marsh Canada Invoices
No back-up documents provided to the FLEX Billing
department, due to confidentiality issues.
Invoices are mailed to the Dealers directly from Marsh
Canada.
Copies or information available from Marsh Canada upon
request.
All adjustments must be directed to Marsh Canada as well

52. Billing Category 09
Rent

53. Real Estate Rental
Total from Monthly Rental Statement is listed on the FLEX for
collection purposes
Match Rental Statement total to the FLEX.
Report any issues to FLEXINQUIRIES@cantire.com – requests
will be forwarded to the appropriate contact within the Real
Estate Department to resolve
NOTE – The Rental Charge is often applied to the Dealer
Statement on the same week as the balance from CTAL. This will
result in a larger than average grand total being collected for that
week. This sometimes causes concern at the store, with the
assumption being that there must be a billing error for the totals
to be that high. Refer to the Rental Statement & Dealer
Statement to confirm totals

55. Billing Category 10
Interest

56. Interest Charges
• The only time a transaction will appear in this category, is if
interest must be charged to a store due to an NSF issue.
• A detailed back-up document will be provided to the Dealer
well in advance of any transaction being processed through
this category

57. Billing Category 11
Coupons

58. Coupons Order
Store retained coupon requisition form, with reference
number
FLEX entry lists the reference number
Match FLEX total to form total, report any discrepancies to
FLEXINQUIRIES@cantire.com

61. Coupon Fee
Charged 0.5% on value of coupon orders – handling fee
Confirm calculation based on the coupons total billed on the
same FLEX

63. Return Coupons
Credit for the coupons returned to Home Office
Based on return form, copy of which is retained by the store
Match the FLEX credit amount to the amount listed on your
form

66. Some final tips
 Tip #1 – the Flex Billing process run without you!
 Although it is essential that you fully understand and monitor your Flex Billing reports,
you do not have to be an expert on the day you take over your store
 There is no time limit for making inquiries or reporting errors
 If there is a staff member at your store doing the Flex reconciliation, rely on their
expertise the first weeks
 Get involved and stay involved to ensure that your Flex is being reviewed to your
satisfaction
 Tip #2 – create and maintain a Flex Billing filing cabinet
 Have a folder for every type of transaction processed on the Flex (vendor
invoices/packing slips, work orders, Auto Depot invoices, etc.)
 Create a memo describing the transaction, listing the type of back up document to
expect and any other notes you may need to perform the reconciliation
 In each folder, keep any back up documents you may receive prior to the Flex billing
report; match these to the entries on the Flex
 These folders should be your first source

67. Tips…
 Tip #3 – Yearly Checklist
 Some stores have found it helpful to create and maintain a list of transactions that appear
on the Flex monthly, quarterly or annually
 This allows you to easily monitor these transactions, record what the entry is for, and
appropriately plan for the charge or credit
 Examples include quarterly short shipment rebate, yearly service contracts, monthly
supported markdown rebate, etc.
 List the transaction name, the frequency, the amount and the Flex week number it
appears on. Also include any notes you may require to explain what the transaction is
for and what type of back up to expect
 Tip #4 – Special Orders
 When ordering for a customer ensure that you are quoted the cost in Canadian funds
and that the shipping costs (if any) are included
 Be sure to add in the corporate mark up (16%) before calculating the charge to the
customer
 Chances are that you are going to receive the item before you are flex billed for it so
make sure you are not short changed!

68. Tips…
 Tip #5 – Adjusta-card Report Discrepancies
 The totals listed for Billing Category 01 and 02 on the last page of the Adjusta-Card report
sometimes do not match the totals listed for the Adjusta-Card report on the Flex Billing
 Not as big of a problem as it sounds like…
 Could be Type 51 Adjusta-Cards (repairs)—the card totals are listed in Category 01 on the
Adjusta-Card report, but they show up as part of the amount in Category 02 on the Flex. If the
grand total on both reports match-up, this is what has happened. No adjustment is required
 Sometimes credits are rejected on Flex due to systemic issues. If this happens, the amount is
automatically added to the following weeks Adjusta-Card credit on the Flex. Check next weeks
Flex to ensure that it is overstated by the missing amount
 Tip #6 – Gift Certificates
 Try to get the outgoing Dealer to pay you for the total of all outstanding Gift Certificates
 This way, when a Gift Certificate is eventually cashed and you are billed for it, you already have the
funds to cover the transaction
 Otherwise, it is up to you to contact the outgoing Dealer every time you are charged for a G/C
they sold. The outgoing Dealer is required to pay you for it
 CTC Corp does not track the migratory patterns of retired Dealers, so make sure you know how to
contact them!

69. Tips…
 Tip #7 – CTDA Transactions
 Canadian Tire Dealer’s Association utilizes the Flex Billing to process credits and charges to stores for a variety of
reasons
 Some are CTDA dues, others are related to leases or service agreements, others are payments for service
providers
 All transactions have associated back-up paperwork. This is sent to the stores directly from the CTDA offices,
sometimes before the Flex transaction
 You should maintain a CTDA folder in your Flex Billing filing cabinet and refer to it for back-up documents or
explanations for the charges.
 Tip #8 – Imported Vehicle Inspections
 Track the inspection form numbers and the date you submitted them. Check them off your list as they are
processed on your Flex
 If a form goes for 3 months without being paid, contact us. If you are paid for a claim that isn’t yours, contact us
as well
 Adjustments will be made as soon as a store notifies us
 Note: The claim forms are manually keyed, so: MAKE SURE YOUR STORE NUMBER IS CLEAR—the number
one cause of missing credits is an unclear store number on the form

70. Tips…
 Tip #9 – IBM
 You are charged monthly for the lease of your IBM equipment
 When you take over the store, conduct an audit of all IBM equipment, listing the serial number, make and model
number, description of the equipment (scanner, printer, etc.) and the location of the equipment in the store
 Review the IBM invoices (available on the IBM website) that you have been FLEX billed for, and ensure that you
are not being charged for equipment you do not have.
 Call IBM with any discrepancies—their number is listed on the invoice
 Tip #10 – Purolator
 You will be billed for various Purolator shipments on your own Purolator account and on Flex Billing
 There is no way to determine the contents of a Purolator package based on the records available to Purolator or
Home Office
 Many stores maintain a log book of incoming Purolator packages, listing the Bill of Lading or PIN number, the
date and a description of the contents (after opening the package.) This is made available to your store’s office
staff
 Purolator can be instructed to deliver to one specific location in the store (receiving, customer service desk) to
make this task easier

71. Tips…
 Tip #11 Double Charge for Warehouse B/L’s?
 Stores are charged for freight based on the “A” Dealer value of a load multiplied by your store’s
freight rate
 On the Flex Billing, the “A” Dealer value is listed in the quantity column
 We only have 5 digits to work with in the quantity column
 If the “A” Dealer value of the load is $100,000 or more, we have to split the charge
 The BL number is listed twice, so this looks like a double billing
 Tip #12 – Warehouse Invoice Discrepancies (including Direct Ship and Auto Depot
Invoices)
 DO NOT INVOLVE THE VENDOR!
 If you receive an over shipment or a short shipment, simply file the appropriate claim through
Merchandise Control
 If you need to return product from one of these invoices, use the appropriate Adjusta-Card
 Trying to resolve these issues any other way does not work—you will not receive the full credit
or the reporting bonus you are entitled to
 Contact the Returns & Warranty department if you are unsure of the correct process to follow.

72. DEALER STATEMENT

73. Dealer Statement
The Dealer Statement is a high level, weekly summary report
It lists all of your store’s transactions in an easy to follow format
The report is divided into five sections:
Dealer Cash Flow Report
Present Position Statement By Week Due
New Entries
Items Due For Payment Now
Balance Due Summary

74. Dealer Cash Flow Report

76. Dealer Cash Flow Report
This lists the exact dates and specific amounts that will be
withdrawn from your bank account.
This information is made available on the My CT Portal
every Saturday
These totals can be confirmed by reviewing the
Present Position By Week Due section on the Dealer
Statement.

78. Dealer Cash Flow Report
The reference numbers for each collection will appear on
your bank statement.
They will also show on the following weeks Dealer
Statement as confirmation that these totals were cleared
from your A/R.

80. Present Position by Week Due

82. Present Position by Week Due
This section shows the total amount your store currently
owes for Merchandise & Non-Merchandise purchases.
The first line lists last week’s Placing & Promotion balance,
which will not have been collected by the time this Dealer
Statement is generated.
The second line lists the current week’s balance due, as
previously shown.
The remaining lines show a running total of all future dated
collections. These totals are based on data listed on the
Summary Pages of your Warehouse/Direct Ship invoices.

84. New Entries

87. New Entries
This section lists all new activity for this week, including all
Warehouse and Direct Ship invoices as well as this week’s FLEX
billing (note – each FLEX Billing Category is considered to be it’s
own separate invoice)
The entire amount due for each of these invoices is listed here
Invoices will only appear here once, the first week they are new
No withdrawals are processed based on the totals in the new
entries section
The last part of the New Entries section shows the dispersal of
new entries by week due
NOTE - The monthly CTAL Statement balance will also appear
on your Dealer Statement (back-up is provided separately, from
CTAL)

89. Due For Payment

90. Due For Payment
These are the amounts that have now come due
As we’ve seen, these are the totals listed on each invoice’s
summary page

96. 5% discount
All invoices on the Dealer Statement receive a 5% discount
This discount is applied on the sub-total of the Due For
Payment section

98. Balance Due Summary

100. Balance Due Summary
This is a very high level summary of the activity that has
occurred on your statement over the past week

103. The best way to contact us is via E-mail at:
FLEXINQUIRIES@cantire.com
You can also contact me directly at:
Dave.Simpson@cantire.com
Contact Information