State of Connecticut Core-CT Continuing Education Initiative. Advanced Billing

Transcription

1 State of Connecticut Core-CT Continuing Education Initiative Advanced Billing 1

2 Course Goals To give students a greater understanding of their place in Core- CT, an integrated system. To instruct students in the Core-CT recommended approach to Billing. To help students maximize the capabilities of Billing and use their work time efficiently.

3 Agenda Overview Core-CT Overview Billing Roles and Responsibilities Billing Adjustment(s) to an Invoice Adjust Entire Bill Credit and Rebill Adjust Selected Bill Lines Recurring Invoices Creating Recurring Invoice Templates Generating Recurring Bills Editing Generated Bills 3

4 Agenda Installment Invoices Creating Installment Invoice Templates Generating Installment Bills Grant Transfers Billing Inquiries Adjustment History Review Summary Information Review Recurring Bill Schedules Review Entries by Invoice Updating Customer Information 4

5 State of Connecticut Core-CT Continuing Education Initiative Advanced Billing Table of Contents 1 Core-CT Overview Page 6 2. Billing Roles and Responsibilities Page Billing Adjustment(s) to an Invoice Page 11 a. Adjust Entire Bill Page 14 b. Adjust Selected Bill Lines Page Creating Recurring Invoices Page 37 a. Creating Recurring Templates Page 38 b. Generating Recurring Bills Page 48 c. Review Recurring Bill Schedules Page 55 d. Editing Generated Bills Page Creating Installment Invoices Page 62 a. Setting up Installment Plans Page 63 b. Creating Installment Templates Page 68 c. Generating Installment Bills Page 80 d. Review Installment Bill Schedules Page Grant Transfers Page Billing Inquiry Page 97 a. Review Line History Page 98 b. Adjustment History Review Page 100 c. Review Billing Information Page 102 d. Updating Customer Information Page Billing Information Page UPK Page 112 5

6 Core-CT Overview Core-CT is the State s central financial and administrative computer system. Financial Modules: General Ledger, Purchasing, eprocurement, Catalog Management, Accounts Payable, Accounts Receivable, Billing, Asset Management, Inventory, Project Costing, and Customer Contracts. 6

7 Core-CT Overview Human Resource Management System: modules for Payroll, Time and Labor, Human Resources, and Benefits. EPM: HRMS & Financials Reporting database Core-CT Financials uses PeopleSoft version State workers use Core-CT. Core-CT is based at the Department of Information Technology in East Hartford and managed by the Office of the State Comptroller and the Department of Administrative Services. 7

8 Core-CT Financials Overview Inventory Commitment Control Purchasing Project Costing Assets Contracts General Ledger eprocurement Billing Catalog Management Receivables Payables 8

9 Core-CT Benefits Single point of entry for HR, payroll, and financial data Improved ability to analyze both fiscal and HR information Eliminated redundant systems Ability to track statewide expenditures on a programmatic basis Continuous improvement in core system functionality 9

10 Roles and Responsibilities The Billing module provides State agencies with a common process for creating and recording customer bills. Billing Processor: This role is responsible for creating and maintaining bills and customers. This role includes the Billing Viewer/Report Maker role. Billing Viewer: (Billing Viewer / Report Maker): This role has access to Core-CT delivered billing reports and inquiries. EPM User: If the Billing Processor has access to the EPM (Enterprise Performance Management) module, this role can generate queries in billing and accounts receivable. Note: CTBIREPORTING and CTARREPORTING Roles are needed in order to view the EPM queries. The DOC Billing Processor has the same rights as other agency Billing Processors, but does not finalize and print invoices. 10

11 Invoice Adjustments 11

12 Adjust Invoiced Bills Overview Invoiced Bill Adjustments can only be accomplished by: Adjusting the Entire Bill OR Adjusting Selected Bill Lines Important: Invoiced Bills can only be adjusted one time. 12

13 Adjust Invoiced Bills Overview Reasons for Bill Adjustments: Invoices are coded incorrectly Invoices have the incorrect amount Invoices were billed to the wrong customer Invoices were duplicated 13

14 Adjust Entire Bill Navigation: Billing> Maintain Bills> Adjust Entire Bill Invoiced Bills can be adjusted in two ways: Credit Entire Bill and Credit and Rebill. In order to adjust a Bill it must be Invoiced and cannot have previous adjustments. On the Adjust Entire Bill, Find an Existing Value tab, search for the invoice to be adjusted. Click the Search button. 14

15 Adjust Entire Bill On the Adjust Entire Bill page the No Bill Action option is selected by default. This prevents creating adjustments in error. The Credit Entire Bill function creates a negative or credit invoice. Changes can not be made to the Credit Bill. The Credit & Rebill function creates a negative or credit invoice that can not be edited and also creates a new invoice to send to the customer. When editing an entire bill, some agencies have asked Core to set them up with the ability to duplicate the original invoice number and add CR to the end of the Credit invoice number and RB to the end of the Rebill invoice number. Most agencies allow Core-CT to auto generate the Credit Bill and Rebill numbers, in which case, the fields are grayed out and cannot be changed. 15

16 Adjust Entire Bill Select the Credit Entire Bill radio button to cancel an Invoice that will not be recreated to send to a customer. Select the Credit & Rebill Bill radio button to credit a customer and then create a corrected Invoice. In this example, select the Credit and Rebill radio button. Click the Save button. 16

17 Adjust Entire Bill The Credit Bill and Rebill Bill fields populate with the new invoice numbers. Also, the Header Info 1 hyperlinks will appear. If the Credit Entire Bill radio button was selected, the Credit Bill field will populate an Invoice ID and the Rebill Bill field will stay at NEXT. Select the first Header Info 1 link to view the Credit Bill that was created. Select the second Header Info 1 link to access make adjustments to the new bill. Click the Header Info 1 link next to the Credit Bill field to review the credit information. 17

18 Adjust Entire Bill The Header Info 1 page displays in a new window for the Credit Bill. The Pretax Amount is now a credit and the Status is RDY. DO NOT make changes on the Credit Bill. The Credit Bill reverses all original invoiced entries. Click the Line Info 1 tab or link to review the bill line information. 18

19 Adjust Entire Bill The Line Info 1 page displays and verifies that a credit has been created for this bill. 19

20 Adjust Entire Bill Modifying a Credit Bill will result in the error message above. 20

21 Adjust Entire Bill On the Adjust Entire Bill page, access the Rebill to make changes as necessary. Click the Header Info 1 link next to the Rebill Bill field in order to access the new bill to make adjustments. 21

22 Adjust Entire Bill The Header Info 1 page displays in a new window for the Rebill Bill. Notice that the Invoice number ET21228 carried forward to this screen and the Status is NEW. Adjustments can me made to the Customer on this page if the wrong Customer was entered on the original Invoiced Bill. In this scenario, click the Line Info 1 tab or link to adjust the amount. 22

23 Adjust Entire Bill On the Line Info 1 page, change the Unit Price to (Do not use a dollar sign when entering the Unit Price.) Click the Refresh button to populate the page with the updated information. 23

24 Adjust Entire Bill The Gross Extended, Net Extended and the Net Plus Tax have been updated to reflect the new amount. To make changes to the accounting distribution lines or verify that they are accurate and complete select the Accounting link. 24

25 Adjust Entire Bill In this example, the Bud Ref was changed to Go to the Header Info 1 page. 25

26 Adjust Entire Bill On the Header Info 1 page, change the Status from NEW to RDY (Ready to Invoice). Click the Save button. The Invoice is ready for Finalize and Print. 26

27 Adjust Entire Bill Adjust Entire Bill Summary Credit Entire Bill * One Credit Invoice created * Defaults to RDY Status * Can not modify Credit and Rebill * Two Invoices are created One Credit Invoice Defaults to RDY Status; can not modify One Rebill Invoice Defaults to NEW Status; can modify 27

28 Adjust Selected Bill Lines Navigation: Billing> Maintain Bills> Adjust Selected Bill Lines To adjust selected bill lines the Bill must be invoiced, cannot have previous adjustments and should contain multiple Bill Lines. On the Adjust Selected Bill Lines, Find an Existing Value tab, enter the invoice number of the bill to be adjusted. Click the Search button. 28

29 Adjust Selected Bill Lines The Adjust Selected Bill Lines page displays. The Adjustment field defaults to NEXT and can not be edited. Select the Adjust Selected Lines radio button, (the default is No Bill Action). The Add to Existing Bill message page displays. DO NOT select the Add to Existing Bill checkbox. Click OK to return to the Adjust Selected Bill Lines page. 29

30 Adjust Selected Bill Lines Select from the following in the Line Opt dropdown box: Create Net Adjustment Only: this functionality is not used in Core-CT. Create Reversal and Rebill: Reverses the selected lines, creates new lines which can be modified, and rebill the new line. Credit Line: Reverses the selected lines. (No adjustments can me made to the bill line. In this scenario, select Create Reversal and Rebill. 30

31 Adjust Selected Bill Lines Select the bill line to be reversed and rebilled. In this scenario, Line 1 is selected. Click the Save button. The Adjustment Credit Invoice Number populates in the Line Adjustment Results group box (FED16508). The Header Info 1 and Bill Line Info 1 links are now available. Click the Header Info1 link. The Header Info 1 page displays in a new window. 31

32 Adjust Selected Bill Lines The Status in the adjusted line bill will default in as NEW. The Pretax Amt will always be zero. Click the Line-Info 1 tab. 32

33 Adjust Selected Bill Lines On the Line Info 1 page, maximize this screen to see the credited amount. Click the Accounting link to view Chartfield information. 33

34 Adjust Selected Bill Lines In the Acct Rev Distribution page, review the information. Edit the information on the Rebill Line Distribution. In this scenario, change the Dept and update the Bud Ref. Click the Header Info 1 tab. 34

35 Adjust Selected Bill Lines The Header Info 1 page displays. Change the Status from NEW to RDY. Click Save. The bill is now ready to finalize and print. 35

36 Adjust Selected Bill Lines Adjust Selected Bill Lines Summary Credit Line * One Credit Invoice created * Defaults to NEW Status * Can not modify Credit and Rebill * One Credit Invoice is created Bill Line 1 Credit Line; can not modify Bill Line 2 Rebill Line; can modify 36

37 Creating Recurring Invoices 37

38 Creating Recurring Invoice Templates Navigation: Billing > Maintain Bills > Standard Billing Recurring bills are generally used for regularly occurring bills to the same customer for the same reason and amount whether monthly, biweekly, or another cycle. Create a recurring bill template for a customer Department of Information Technology. Recurring bill templates must be set up first in order to generate recurring bills. In the Add a New Value page, enter the Bill Type Identifier, Bill Source, and Customer. Click the Add button. 38

39 Creating Recurring Invoice Templates 1 2 The Header Info 1 page displays. To create a recurring bill template, first change the Cycle ID. In this example, BFMONTHLY25 is selected. This means that the monthly Invoice Date from each generated recurring bill will be on the 25 th of every month for the length of time specified. If billing takes place at the end of the month, use BFMONTHLY28 because every month has a 28 th, but not all months have a 29 th, 30 th, or 31 st. After the Cycle ID is selected, change the Frequency to Recurring. Recurring is the flag that identifies this bill as a template. Select the Line Info 1 tab. 39

40 Creating Recurring Invoice Templates Set up the Bill Line-Information. In the Table field choose ID (PS/Billing Charge Id). Select the Identifier (Charge Code) from the look-up for this bill. Once the Identifier is selected, the Description, Unit of Measure, and any Associated. Revenue Distribution Code chartfields will default. Manually enter the information if a Charge Code has not been created. Enter the Qty and Unit Price and click Refresh to calculate the amounts. 40 Select the Accounting link to view chartfield information.

41 Creating Recurring Invoice Templates The chartfield information from the Distribution Code CENTER displays. The Distribution Code was tied to the Charge code entered on the Line Info 1 page. If there was no Distribution Code associated with the Charge code select a preconfigured code here or enter the chartfields manually. Make any necessary updates to the chartfields on this tab. In this scenario, update the Bud Ref to Click the Header Info 1 tab. 41

42 Creating Recurring Invoice Templates On the Header Info 1 page, click the Save button. The Invoice field changes from NEXT to an assigned invoice number. In this example, ET Prior to saving this bill in RDY status a Recurring Bill Schedule must be set up. Click the Recurring Bill Schedule link. 42

43 Creating Recurring Invoice Templates Click the Generate Recurring Bill Schedule icon. On the Recurring Bill Schedule page, enter the Start Date and End Date. These dates reflect the period of time that this customer will be receiving recurring invoices. The Pre-Assign Invoice Numbers checkbox allows users the option to have Core-CT assign numbers to your recurring bills when the page is saved. It is recommended to leave the Pre-Assign Invoice Numbers checkbox unchecked. The invoice numbers will be assigned when each recurring bill is generated. After entering the Start and End Dates, click the Generate Recurring Bill Schedule icon to create the Bill Schedule for the cycles within the specified dates. 43

44 Creating Recurring Invoice Templates The Recurring Schedule group box populates all the recurring scheduled bills within the specified dates. The first two bills will display. Notice that the Invoice numbers are still set to NEXT and the Inv Generated is N. This means that no Invoices have been generated yet. The Invoice Date is populated from the Cycle ID selected on the Header Info 1 page, BFMNTHLY25. All Invoice Dates will reflect the 25 th of the month for the specified period. This is the date that will print on the final Invoice. The Generate Date is the earliest date that the bill will be created in Core-CT. The bill is always generated 5 days prior to the Invoice Date. This allows time to enter Header and Line notes, review the bill, and ensure the Status is set to RDY. The ProForma and Finalize and Print processes cannot be run for any invoice prior to the Generate Date. The Bill Header From and To Dates are populated from the Cycle ID selected on the Header Info 1 page. Click the View All icon to review future invoices. 44

45 Creating Recurring Invoice Templates 45

46 Creating Recurring Invoice Templates If everything is correct click save. The Re-Generate Recurring Bill icon will replace the Generate Recurring Bill icon. To extend or shorten the date range for generating the recurring bills, change the End Date. Then click the Re-generate Recurring Bill Schedule icon. The system will create a schedule of bills according to the value defined in the Cycle ID field on the Header-Info 1 page. Click the Return to Bill Entry link. 46

47 Creating Recurring Invoice Templates The Header Info 1 page displays. The Status of the bill must be set to RDY before running the Create Recurring Bills process. Click the Save button. Do not finalize and print Recurring Invoice Templates. 47

48 Generating Recurring Bills Navigation: Billing> Maintain Bills> Create Recurring Bills To generate the actual bills that were set up in the template ET21229 run the process of Creating Recurring Bills. Find an Existing or Add a Run Control ID. 48

49 Generating Recurring Bills The Generate Recurring Bills page displays. In the Range Selection group box there are different options for generating the Recurring Bills. The fields that display to the right of the Range Selection group box are dependent on the selection made. The All radio button defaults. Generate the Recurring Bills based on the Invoice ID. The From Invoice and To Invoice fields display. 49

50 Generating Recurring Bills Type the invoice number from the template in the From Invoice field. The To Invoice field will default. Click the Run button to initiate the process. 50

51 Generating Recurring Bills If Bill Cycle is selected in the Range Selection group box, the Cycle ID field will populate in the right. Enter the Cycle ID for the bills to be generated. In this scenario, enter BFMTHLY25 as the Cycle ID because it was selected in the Recurring Bill template. Click Save and Run. 51

52 Generating Recurring Bills The Process Scheduler Request page displays. The Server Name, Recurrence and Time Zone fields are left blank. Type should default to Web and Format should default to TXT. If it does not make the selections from the drop down menus. In the Process List group box, select the Generate Recurring Bills check box if it does not default. Click the OK button. 52

53 Generating Recurring Bills The Generate Recurring Bills page redisplays with the Process Instance Number. Click the Process Monitor link. 53

54 Generating Recurring Bills On the Process List page, click Refresh until the Run Status displays Success and the Distribution Status displays Posted. The bills are ready for Pro Forma and Finalize and Print. 54

55 Reviewing Recurring Bill Schedules Navigation: Billing> Review Billing Info> Recurring Bill Schedules After Recurring Bills have been generated, it is recommended to navigate to Recurring Bill Schedules to review schedules. If an Invoice was generated, verify the dates specified, and to obtain the new Invoice numbers. Recurring Bill Schedule are view only when navigating through the Recurring Schedule Inquiry. Enter the Invoice number to review. Click the Search button. 55

56 Reviewing Recurring Bill Schedules It is also possible to search by selecting Recurring Bill in the in the Template Invoice Flag dropdown. The system will search all recurring bills from the business unit. 56

57 Reviewing Recurring Bill Schedules On the Recurring Schedule Inquiry page, review the schedules. 57

58 Editing Generated Bills Navigation: Billing> Maintain Bills> Standard Billing After obtaining the new Invoice number, navigate to Standard Billing to edit the Invoice prior to Finalize and Print. The Header Info 1 page displays, notice that this invoice already has a Status of RDY. Add a Line Note to this invoice. It is recommended to use a Line Note that details the time frame this Recurring Bill is associated with. 58

59 Editing Generated Bills The Line Note page displays. In the Note Text box, type the note to appear on the bill. This particular note provides more detail about the amount due. Click the Refresh button. The Note Type field will populate with CUSTNOTE. Click the Header Info 1 page tab or link. 59

60 Editing Generated Bills Click Save. This bill is now ready to run the Pro Forma and/or Finalize and Print processes. 60

61 Recurring Bills Summary Recurring Bills Advantages Enter billing information once : customer, chartfields, and amount Recurring bill templates can be updated Reproduce bills and generate invoices using a template Control when and how often to produce bills 61

62 Installment Bill Templates 62

63 Set Up Installment Billing Plans Navigation: Set Up Financials/Supply Chain> Product Related> Billing> Setup> Installment Billing Installment Bills can be used whenever a customer is billed in amount segments. The total amount due can be divided by Equal Payments, Percentage, and According to Agreement. An Installment Billing Plan must be set up prior to creating the Installment Billing Template. This plan specifies how the total amount due will be paid. On the Installment Billing page, enter an Installment Plan ID. The Installment Plan IDs are limited to ten (10) characters. Enter a value that can be easily identified when creating the Installment Bill Template. For example, when entering a Billing Installment Plan that will be based on a percentage of the total due for 4 quarterly payments, use PER04 in the Installment Plan ID field. Once an Installment Billing Plan is saved, it can be used for multiple templates. 63 Click the Add button.

64 Set Up Installment Billing Plans The Installment Plan page displays. The Effective Date defaults to the current date. It is recommended to change this date to 1/1/1900 or to a date that represents the beginning of a fiscal period. The Status defaults to Active. Do not change it. Enter a Short Description for the plan. The recommended format is to use the same value that displays in the Installment Plan ID field. This field is limited to 10 characters. Enter a description of the plan in the Description field. This field is limited to 30 characters. 64

65 Set Up Installment Billing Plans The number of installments can be defined by selecting an Installment Plan Type. Your selection in this field will activate associated fields on this page. Custom: No associated fields will activate on this page. Create a schedule on the Installment Bill Schedule page of the template. Equal: The Installments field activates on this page. The total amount due is divided evenly by the number entered in this field. Percentage: The Percentage group box activates on this page. Each installment amount is based on a percentage of the total amount due. In this example, Percentage is selected. 65

66 Set Up Installment Billing Plans The Percentage group box activates. Click the Plus icon to add a row for each installment payment. 66

67 Set Up Installment Billing Plans Enter a Percentage for each row. The total of all rows must equal 100%. Click the Save button. 67

68 Creating Installment Bill Templates Navigation: Billing> Maintain Bills> Standard Billing Now that the Installment Billing Plan has been created, an Installment Bill Template must be created for the customer. Create a template for Peter Johnston Consulting Firm. Enter the Bill Type Identifier, Bill Source, and Customer. Click the Add button. 68

69 Creating Installment Bill Templates The Header Info1 page displays. To create a Installment Bill Template, first change the Cycle ID. Select QRTR15-MJSD. This means that the quarterly Invoice Date from each generated installment bill will be on the 15 th of March, June, September, and December. 69

70 Creating Installment Bill Templates After the Cycle ID is selected, change the Frequency to Installment. Installment is the flag that identifies this bill as a template. Click the Line Info 1 tab or link. 70

71 Creating Installment Bill Templates Set up the Bill Line-Information. In the Table field choose ID (PS/Billing Charge Id). Select the Identifier (Charge Code) from the look-up for this bill. Once the Identifier is selected, the Description, Unit of Measure, and any associated Revenue Distribution Code chartfields will default. Manually enter the information if a Charge Code has not been created. Enter the Qty and Unit Price and click Refresh to calculate the amounts. Select the Accounting link to view chartfield information. 71

72 Creating Installment Bill Templates The Accounting Revenue Distribution page displays. If there was no Distribution Code associated with the Charge code select a preconfigured code here or enter the chartfields manually. Click the Header Info 1 tab or link. 72

73 Creating Installment Bill Templates On the Header Info 1 link page, click the Save button and the Invoice field changes from NEXT to an assigned invoice number. In this example, DAS A Installment Bill Schedule must be set up to associate with the Cycle ID on all templates. Click the Installment Bill Schedule link. 73

74 Creating Installment Bill Templates On the Installment Bill Terms page, select the Installment Plan for this customer. In this scenario, PER04 is selected. Click the Installment Bill Schedule tab or link. 74

75 Creating Installment Bill Templates Click the Generate Installment Bill Schedule icon to create schedule. The Installment Bill Schedule page displays. This page defines when the invoice will be generated and the amount of each invoice. Type the Start Date. This dates reflects the actual date the invoices will begin to generate for this customer. The Pre-Assign Invoice Numbers checkbox allows users the option to have Core- CT assign numbers to your recurring bills when the page is saved. It is recommended that to leave the Pre-Assign Invoice Numbers checkbox unchecked. The invoice numbers will be assigned when each recurring bill is generated. After entering the Start Date, click the Generate Installment Bill Schedule icon to create the Bill Schedule for Equal and Percentage Bill Plan Types. If Custom Plan was selected on the Installment Plan tab, enter the Number, Generate Date and Installment Amount on this page. 75

76 Creating Installment Bill Templates The Installment Billing Schedule group box populates all the scheduled bills within the selected Installment Plan. Notice that the Invoice numbers are still set to NEXT. This means that no Invoices have been generated yet. The Generate Date is the date that the bill will be created in Core-CT. The bill is always generated 5 days prior to the Invoice Date. This allows you to have time to enter Header and Line notes, review the bill, and to change the Status to RDY. The ProForma and Finalize and Print processes will not be available to run prior to the Generate Date. The Installment Amount fields populate based on your Installment Plan selection. Click the Installment Billing Schedule 2 tab. 76

77 Creating Installment Bill Templates On the Installment Billing Schedule 2 page, the invoice dates and the period of time each invoice covers are displayed. The Invoice Date is populated from the Cycle ID selected on the Header Info 1 page. All Invoice Dates will reflect the 15th of each month for the specified period in the Installment Plan. This is the date that will print on the final Invoice. Leave the Accounting Date fields blank. Click the Installment Billing Schedule 3 tab. 77

78 Creating Installment Bill Templates On the Installment Billing Schedule 3 page, the invoices that have been generated display. Once an invoice has been generated, the Generated field will change to Y and the Generated Date will populate. Click the Save button. Click the Return to Bill Entry link. 78

79 Creating Installment Bill Templates Make a note of the Invoice Number assigned to the Installment Bill Template to review future generated invoices associated to this template. The Frequency drop down box was inactivated after saving the Installment Bill. The Status of the bill must be set to RDY, before any Installment Bills can be generated. Click the Save button. Do not finalize and print Installment Bill Templates. 79

80 Generating Installment Bills Navigation: Billing> Maintain Bills> Create Installment Bills To run the process of Creating Installment Bills find or add a new Run Control ID. 80

81 Generating Installment Bills The Generate Installments page displays. In the Range Selection group box, the All radio button defaults. There are different options for running this report. The fields that display to the right of the Range Selection group box are dependent on the selection made. Run the report for All Installments. Click the Run button. 81

82 Generating Installment Bills The Process Scheduler Request page displays. The Server Name, Recurrence and Time Zone fields are left blank. Type should default to Web and Format should default to TXT. In the Process List group box, select the Generate Installment Bills check box if it does not default. Click the OK button. 82

83 Generating Installment Bills Make a note of the Process Instance number to refer to later. Click the Process Monitor link. 83

84 Generating Installment Bills The Process List page displays. Click Refresh until the Run Status displays Success and the Distribution Status displays Posted. Running this process confirms that the file for generating installment bills was successfully created and posted. Select the Details link. 84

85 Generating Installment Bills On the View/Log Trace page select the Message Log link. The Message Log page displays the Template Invoice that was generated and informs users the number of installments that were generated. In this scenario, 1 installment bill was generated from a DASM1 Template Invoice DAS

86 Reviewing Installment Bill Schedules Navigation: Billing > Review Billing Info > Installment Bill Schedules After Installment Bills have been generated, it is recommended to navigate to Installment Bill Schedules to review schedules, verify that Invoices were generated on the dates specified, and to obtain the new Invoice numbers. The results of this inquiry are view only. 86

87 Reviewing Installment Bill Schedules Click the Installment Bill Schedule tab. 87

88 Reviewing Installment Bill Schedules On the Installment Bill Schedule page, review the schedule. In this example, the first installment invoice was generated on 09/10/

89 Grant Transfer 89

90 Grant Transfer OPM Receives Award from Federal Government OPM Notifies OSC and DOC OSC Creates APPROP and ALLOT Budgets for OPM DOC Receives Funds and Applies Payment to Bill OPM Creates Voucher to DOC DOC Bills OPM for Funds This is the general flow of documents and transactions from the beginning of the Grant Transfer to the end. This section only deals with Grant Transfers between State Agencies, regardless of funding source or method. The next slide addresses the bill created by the agency receiving the award. In this example, DOC will bill OPM for the grant award. 90

91 Grant Transfer On the Add a New Value page for Bill Entry, enter GT in the Bill Type Identifier. Always use the GT Bill Type Identifier when creating a bill for grant transfers. Enter the Bill Source and Customer number. Click the Add button. 91

92 Grant Transfer Go to the Line-Info 1 page. Enter the Table and Identifier in the Bill Line group box. The only two options for the Identifier is GT_47100 or GT_47200 because the Bill Type selected is GT. GT_47100 is used for federal awards GT_47200 is used for non-federal awards. Click the Refresh button to update the Description and UOM field. CFDA# will populate in the Description field. This will prompt users to insert the CFDA number. CFDA is the Catalog of Federal Domestic Assistance. When an agency receives a federal grant, they will receive a CFDA number from federal government. 92

93 Grant Transfer It is important to keep the Description in this format. The database will be queried against this field to create a Grant Transfer Report fro each fiscal year. Sources for CFDA numbers: 1. Your documentation from OPM 2. The Catalog of Federal Domestic Assistance 3. The CTGLR122 Federal Program Appropriations Report 4. Federal CFDA Program Listing book send to your agency as part of the SEFA reporting package. 93

94 Grant Transfer Enter the appropriate Chartfields in the Acct-Rev Distribution page. The only code that was saved in this distribution code is the Account. The account code defaults based on the GT Identifier chosen for the type of grant funding. Go to the Navigation dropdown and select Line-Note. 94

95 Grant Transfer The Line-Note page is optional. The text entered here will appear in the Finalized and Print Invoice. 95

96 Grant Transfer Grant Transfer Review Bill Type Identifier should always be GT. GT Identifier should always be GT_47100 for Federal and GT_47200 for Non-Federal. There are only two account codes that can be used: for Federal Restricted Grants for Non-Federal Restricted Grants The Description field in the Line Info 1 page should always start with CFDA #. 96

97 Billing Inquiries 97

98 Review Line History Navigation: Billing> Review Billing Information> Review Line History If the adjusted line bill has not gone through Finalize and Print, the Adjustment Line Summary will look like the top screenshot. Each line will have the Billed later comment. Once it is Finalized and Print, the Net Extended Amount fields will appear. 98

99 Review Line History The Adjustment Line History page displays the invoiced lines selected. It has the original invoice with the credit and rebill invoices. 99

100 Adjustment History Review Navigation: Billing> Review Billing Information> Adjustment History It is recommended to go to the Adjustment History page to review information regarding original invoices, credit invoices and rebill invoices after adjustments to the entire bill are completed. On the Adjustment History, Find an Existing Value tab, enter the invoice number and click the Search button. 100

101 Adjustment History Review The Adjustment History page is used to view adjustments for an invoice. The page displays the original invoice number and amount (Inv Type: REG), the credit invoice number and amount (Inv Type: AGR), and the rebill invoice number and amount (Inv Type: ARB). 101

102 Review Billing Information Navigation: Billing > Review Billing Information > Summary Summary inquiries are used to review bill summary information and the processes that have or have not been run. Summary Inquiry shows useful information for bills that have been invoiced. Enter Invoice number and click the Search button. 102

103 Review Billing Information The Bill Summary Info page displays summarized information on the invoice including Invoice Date, Customer Invoice Type, Bill Type, Bill Source, Bill Status and other specific date related information. Click the Bill Summary Info 2 tab or link. 103

104 Review Billing Information The invoice has been printed but not budget checked. The remaining Billing BATCH processes have not been run. 104

105 Review Billing Information This is an example of what the page looks like after an invoice has successfully run through all the billing batch processes. 105

106 Updating Customer Information Navigation: Customers> Customer Information> General Information On the Find an Existing Value page, enter the Customer ID and select the Correct History checkbox. Selecting this checkbox allows changes to the customer. Click the Search button. 106

107 Updating Customer Information Address Location Sequence 1 has been Inactivated for DPWM1, Customer 6 Address Location Sequence 2 was added and is the new Active Address for DPWM1, Customer 6 In the top screenshot, Address Location 1 has been inactivated. Click the Plus sign to add a new Address. The bottom screenshot shows that Address Location 2 has been created as the Active Address. The Effective Date on the new address location must be later than the Effective Date on the first inactivated address location. Uncheck the Primary checkboxes in Location 1. In Location 2, select the Bill To, Ship To, and Sold To checkboxes along with the Primary checkboxes. Select the Correspondence Address checkbox. 107

108 Updating Customer Information Locate all existing Bills and Bill Templates related to the Customer that was updated. On the Header Info 1 page, click the Address hyperlink to access to Address Info It is important to locate all existing bills and bill templates associated with that customer so that the customer information can be updated before generating the bills. Navigate to Standard Billing to display all open bills and bill templates for this Customer. Click the Address link to update the Address Location Sequence. 108

109 Updating Customer Information Address Location points to Inactive Address Location 1 Use the Look-Up Icon to choose the updated Address Location 2 - Note that the Address Info is populated Notice that the top screenshot has Address Location 1 and the Address Information is not populated because it was already inactivated for the Customer. The bottom screenshot displays the updated Address Location 2, which is the Active address. Once the Address Information has been updated on the bill, it will process successfully through the Finalize & Print process, and the bill will be sent to the proper address. 109

110 Billing Information EPM Reports for Billing CT_CORE_FIN_BI_ACCT_ENTRY Billing Account Entry CT_CORE_FIN_BI_AR_PNDITM Billing/AR Pending Items CT_CORE_FIN_BI_INVOICE Billing/AR Invoice CT_CORE_FIN_BI_PART_OPENBILL Billing Open Bill CT_CORE_FIN_BI_AR_EXPNDITURE Billing/AR Expenditures Catalog of Online Reporting: Catalog of Online reports are delivered or custom reports designed to provide real-time access to financial data. These reports are available within system modules according to user security profiles and roles. AR Pending Items Invoice Register by Invoice Number Invoice Register by Customer Name Billing Summary Pro-Forma 110

111 Billing Information Job Aids: Job aids contain the steps necessary to complete a task. Financial modules have job aids that are specifically created to assist users in their day to day processes. Accounts Receivable Billing Navigation Adjusting Selected Bill Lines Agency Direct Federal or Private Receivable Flow Agency Direct Federal Advanced or Private Advance Agency Direct Flow or Private Advanced Flow Billing Interface Errors and Resolutions Billing Reports Correcting Staged Account Errors Dunning Letter Process Generating Customer Statements Generating Installment Bills Generating Recurring Bills How to Run Billing Reports Pass Through Federal or Private Advanced Flow Pass Through Federal or Private Receivable Flow Pass Through Federal or Private Advance Funding Pass Through Federal or Private Receivable Funding Process Transfer Invoices Financials Bulletin No. 3 Reviewing Billing Interface Errors Set Up Billing Specialist Set Up Bill Inquiry Phone Numbers Set Up Business Categories Set Up Charge Codes Set Up Collectors Set Up Credit Analysts Set Up Installment Billing Plans Set Up Standard Notes Setting Up Distribution Codes in Billing Troubleshooting the Invoice Reprint Process 111

112 User Productivity Kit (UPK) UPK is the Core-CT s new online, animated training tool. It is an interactive learning environment. It portrays a simulated Core-CT environment. It allows learning for users by allowing them to perform the tasks. UPK also provide instructions along the way. The UPK link is on the Core-CT home page when logging into production. 112

113 Billing Information There are five modes available in UPK. Currently, we are using the first three modes. The fourth mode will be available soon. See It! Mode - Enables a user to learn by watching an animated demonstration of the steps for a task being performed in a simulated environment. There is no user interaction in this mode. Try It! Mode - This mode will let a user learn interactively in a simulated environment. It provides instructions as to what needs to be done while the user executes the steps in the topic. Know It! Mode - This mode is an assessment-type playback mode in which users are getting tested with no guide. Don t worry, the scores are not used for any reason. Do It! Mode - This mode will let a user learn interactively while in production. It is available when clicking the Help link in Core-CT. Print It! Mode This mode gives the option to print step by step instructions for each topic in Word format. 113