Color Legend Role Template Key Business Process Flowcharting Standards Please use ONLY the symbols show below, following these guidelines: / / - Indicates point at which the process begins or ends. Does not represent any activity. A On-Page Connector - On-Page Connector. Used to avoid complex overlapping connector lines or to continue a process on a subsequent page. Connectors are labeled with UPPER CASE letters. Decision Decision - shows a decision point, such as yes/no. Each path emerging from the diamond must be labeled with one of the possible answers. Interface Interface Data conversion from one electronic system to another. System Activity System Task - Represents an individual step or activity in FI$Cal. Sub process Sub Process - Represents a separate process within Fi$Cal that occurs in a subsequent or interdependent process in the same or different P/S module. Manual Task Manual Task - Represents an individual step or activity in the process that is made out of FI$Cal. B Off-Page Reference Directs diagram flow between two separate flowchart diagrams or processes. Connectors are labeled with UPPER CASE letters. Documents Input Documents A paper document (or email) that is used for entering data in the process. Output Output Documents - An electronic document that is created by the process and can be printed (for example any kind of report). Flow Arrow Swim lanes are used to indicate which user role has primary responsibility for performing steps in the process. If an activity involves participation by more than one role, place it in the swim lane for the role with primary responsibility, or put it on the line that divides both roles. A B C D E F G On-Page Connectors containing alpha characters will use the above color format (Example: The alpha character A is the color green in all flow charts) for the fill color.
Department BI Processor Bill Requestor (Division) AR 2 Generate and Adjust s 3.1 Enter Billable Charges (Create ) 1. Submits request to bill charges 2. Receives billing request A B 3. Request accurate and complete? 4. Enter/Update billing 5. Enter accounting details 6. Save billing 7. Review bill and make necessary corrections 8. Generate Pro forma (Draft) 9. Review Pro forma 10. Changes needed? 11. Set invoice status to Ready 12. Send notification 3.7 Finalize an B 1 of 9
Department BI Processor Bill Requestor (Division) AR 2 Generate and Adjust s 3.2 Create Recurring Bills Template 1. Submits request to bill charges 2. Receive billing request c 3. Request accurate and complete? 4. Indicate frequency of bill 5. Enter billing 6. Enter accounting details 7. Review bill and make necessary corrections 8. Enter recurring billing schedule 9. Review auto - generated bill entries 10. Set status to Ready D 2 of 9
Department BI Processor AR 2 Generate and Adjust s 3.3 Create Recurring Bills D 11. Create recurring bills 12. Execute recurring bills 13. Verify recurring invoice(s) have generated 14. Generate invoice number? 15. Generate Pro forma (Draft) 16. Review Pro forma 17. Changes needed? 18. Set invoice to Ready 19. Send notification 3.7 Finalize an C 3 of 9
Billed Department Department BI Processor Billing Department AR 2 Generate and Adjust s 3.4 Create n-direct Transfer Bill (Enter Billable Charges - FI$Cal Department Billing FI$Cal Department) F 1. Enter n-direct Transfer Bill 2. Enter/Review accounting details 3. Save billing 4. Review bill summary info/ make necessary corrections 5. Generate Pro forma (Draft) 6. Review Pro forma 7. Changes needed? 8. Set invoice status to Ready 9. Send notification 3.7 Finalize an F Pre-requisite: is approved, finalized and distributed by Billing Department Billing Department Wave 1 Department Billing Wave 1 Department n Direct Transfer to Process Retrieves generated voucher linked to interagency invoice for Departmental and SCO approval Billing Department AR2 Generate and Adjust s Receives invoice AP2 Enter and Process Voucher AR 4 Process Payments (Flow in Development) 5 of 9
Function Department BI Processor Billing Department AR 2 Generate and Adjust s 3.5 Enter Billable Charges - FI$Cal Department Billing n-fi$cal Department G 1. Enter bill 2. Enter accounting details 3. Save billing 4. Review bill summary info/ make necessary corrections 5. Generate Pro forma (Draft) 6. Review Pro forma 7. Changes needed? 8. Set invoice status to Ready 9. Send notification 3.7 Finalize an G Wave 1 Department Billing Wave 1 Department n Direct Transfer to Process Pre-requisite: is approved, finalized and distributed by SCO (Billing Department) SCO (Billing Department) Retrieves generated voucher linked to interagency invoice for Departmental and SCO approval SCO (Billing Department) AR2 Generate and Adjust s Receives invoice AP2 Enter and Process Voucher AR 4 Process Payments (Flow in Development)
Department BI Processor Central BI Batch Processor (FI$Cal) AR 2 Generate and Adjust s 3.6 Interface Billing Transactions INFAR0004 Inbound Billable Charges 2. Inbound Billable Charges Interface File received 3. Load charges 4. Charges sent to billing staging tables 5. Process billing transactions 1. Receives SCO billing data to be interfaced 6. Review billable charges 7. Transactions in errors? 8. Correct errors 9. Sets invoice status to Ready 10. Send notification 3.7 Finalize an 7 of 9
Central BI Batch Processor (FI$Cal) Department BI AR 2 Generate and Adjust s 3.7 Finalize an (Send s to AR) Begin Finalize an 1. Run Pre-Process and Finalization of invoices 2. Review finalized invoice 3. Approved? A 4. Distribute/Print invoices to customer 5. Process billing and accounting entries s sent to AR to post Receivables 11. AR3 Enter and Maintain Receivables Batch Process sends interagency invoices to AP to create Vouchers 12. AP2 Create and Process Vouchers Sends Billing and Accounting entries to the General Ledger 13. GL1 Enter and Process Journals 6. Processing errors? 10. Post receivables 7. Process Budget Check 8. Budget Checking errors? 9. Load AR 8 of 9
Department BI Adjustment Processor Bill Requestor (Division) AR 2 Generate and Adjust s 3.8 Adjust s (Credit Memo/Rebill) 1. Identifies a need to adjust an invoice 2. Submits request to bill charges 3. Receives request to adjust invoice 4. Reviews invoice to be adjusted 5. Adjustment type? Specific Lines 5a. Select bill Lines for adjustment Credit Memo Full Credit 5b. Select Credit Only Bill adjustment action 6. Select Adjustment Reason 7. Route to BI Processor to complete adjustments A Rebill Full Credit and New Adjusted invoice 5c. Select Credit & Rebill adjustment 9 of 9