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Billing for Departmental Users

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Presentation on theme: "Billing for Departmental Users"— Presentation transcript:

1 Billing for Departmental Users
PEOPLESOFT BILLING Billing for Departmental Users

2 Course Goals Overview of UVM Billing Business Processes
Overview of Billing in PeopleSoft Online Bill Entry by Departmental Billers Review Tools for Collection Efforts and Reporting

3 Topics to Be Covered Overview of Billing Business Processes at UVM
Basic Navigation in PeopleSoft Overview of Billing in PeopleSoft PeopleSoft Setup Specific to UVM Entering a Bill Online Inquiry Pages Copy Feature Billing Adjustments

4 Basic Navigation in PeopleSoft
Logging in to the System PeopleSoft Navigation Tools

5 (portal to PeopleSoft)
Enter your UVM Net ID and Password

6 Log out of the system rather than simply closing your browser.
Click on Home to return to the home page for the application. Click on Sign out to exit an application. The Worklist is an organized list of work items requiring your attention as a result of automated workflows. This is where you would find items requiring your approval. Favorites are similar to standard browser bookmarks for frequently accessed folders and content. Important Notes: Always use the PeopleSoft directional navigation; NEVER use your browser back button. Log out of the system rather than simply closing your browser. PeopleSoft uses a Navigation Pagelet to display a hierarchical menu that you use to navigate to various application pages. 7

7 UVM Invoicing Business Process
Bills are entered in PeopleSoft manually for non-student, non- individuals. Bills are marked as ‘Ready’ to be billed. Monthly billing process is run by University Financial Services (details on next slide). Units monitor customer accounts.

8 UFS Billing Business Process
The Invoicing Process consists of the following: Customer accounts are updated with the receivable information. Revenue is recorded for the billing unit as per the chart string(s) on the bill. Invoices are printed on standard forms displaying the billing unit’s name, address and phone number. Invoices with a remittance stub are printed, stuffed and mailed centrally.

9 Payment and Payment Application Processes
Payments are (ideally) mailed to the bank by customers. Bank sends UVM file with payment information. UVM applies payments to receivables based on the Invoice ID. For payments sent to the cashier’s office (or to department and then cashier’s office), cashiers record payments manually.

10 PeopleSoft Setup for UVM
At UVM, each department is going to be a Business Unit. There is also one Bill Type for one department/unit. Every department is going to have a Business Unit and Bill Type of its own. Invoice IDs are associated with Bill Type and start with the Bill Type.

11 PeopleSoft Setup for UVM – cont’d.
Charge Codes – to be set up for the most frequent charges for which we bill the customer(s). Distribution Codes – the accounting distribution for the bills. These setup items will be maintained by General Accounting. A request form similar to the customer request will be available.

12 Customer Setup This is another setup that plays an important role in Billing and Receivables. Defaults that are very specific to the customer can be set up here. The Actual Setup will be done by General Accounting. Access to request form – will be available from a particular web address (similar to the cash transmittal form). There are a lot of options available to us with the customer set up:- 1) Remit from customer 2) Courtesy copy 3) More than one address – eg. Various departments of one customer can be billed with the same customer ID but different addresses 4) Assign a specific payment predictor method – eg. Fletcher Allen

13 Customer Request Form - DRAFT
The above form is only for Non-individual, non student customers.

14 Preparing a Bill Online
This is the most basic and important step in the billing process. All details are entered into the system in the order shown below.

15 Step 1 - Navigation – Billing > Maintain Bills > Standard Billing > Add a New Value
These are the parameters required for creating an invoice, all the defaults setup at the business unit, bill type and customer level will be pulled into the bill that will be created when we hit the Add button. The invoice Id will be created automatically when the bill is saved. The customer and the bill source need not necessarily be entered at this point but if not entered the defaults do not come in. The business unit, bill type and the customer are required fields. Also the business unit can be selected from the drop down if it doesn’t default in.

16 Step 1 - Navigation – Billing > Maintain Bills > Standard Billing > Header Info 1
As you must have noticed the fields that are automatically filled in were the defaults that we saw in the Business Unit/Bill type/Customer. Important points – Cycle – monthly; invoice format; bill inquiry number; frequency; The invoice format for the University – working on it.

17 Step 1 Navigation – Billing > Maintain Bills > Standard Billing > Line Info 1
All the fields entered here will appear in the invoice. Also using the blue plus sign, we can add a number of lines. Charge codes – very commonly used charges can be defined here and can be selected from the identifier field, that also gives the distribution code.

18 Step 1 - Navigation – Billing > Maintain Bills > Standard Billing > Accounting - Rev Distribution Distribution code – To be defined based on the mostly common used distributions

19 Step 1 - Navigation – Billing > Maintain Bills > Standard Billing > Line Note
Please note the internal only Flag, also a different spot for the HEADER Note. There is also a place to enter discounts, Customer PO information etc.

20 Step 2 – Readying the Bill for Invoicing
The invoicing process picks up only those invoices that are in RDY status. The status is to be changed after the bill details are entered. The various statuses in which changes can be made are highlighted below: Talk about the various options available.

21 Step 2 – Readying the Bill for Invoicing – cont’d.
A Bill Cycle will be run monthly for non-sponsored projects billing. All bills that you would like to go out in that month’s cycle should be marked as Ready before the cutoff date.

22 Preparing a Bill Online
Refer to the Finance Job Aids Finance Job Aids can be located under Help Printable Job Aids on the CATalyst web site.

23 The Invoicing Process

24 Viewing the Status of Bills - the Results of the Invoicing Process
Navigation – Billing > Review Billing Information > Summary > Find an Existing Value There are a lots of places from where invoices can be viewed. This is one of them.

25 Refer to the Finance Job Aids
Viewing a Bill Correcting a Bill – Before Invoicing Process Finance Job Aids can be located under Help Printable Job Aids on the CATalyst web site.

26 Customer Payment Information
The payment information from the customer – the check number, payment date. The other information that we would be able to view would be the invoice that the payments have been matched with, the invoices that have not been paid and the number of days for which it has been pending. Also, the customer’s overall activity – any information of sales from other departments, etc.

27 Viewing Customer Payment Information
Navigation – Accounts Receivable > Customer Accounts > Customer Information > Payments

28 Viewing Payments Rec’d But Not Posted to Customer’s Account
Navigation - Accounts Receivable > Customer Accounts > Customer Information > Outstanding Payments

29 Customer Account – Viewing Option
Navigation – Accounts Receivable > Customer Accounts > Customer Information > Breakdown Balances Clicking on the balance (encircled in Red) will lead us to the following slide.

30 Customer Account – Viewing Option – cont’d.
Navigation – Accounts Receivable > Customer Accounts > Customer Information > Breakdown Balances The transactions are downloadable into XL. Any of the statuses can be selected to view particular items.

31 Bill Copy Feature in PeopleSoft
Copying a Single Bill: Select the bill you want to copy and perform the copy action. The user has the option of changing the details in the bills. The date of the invoice will generally be the date on which the invoicing process is run and the due date will be calculated from that date.

32 Refer to the Finance Job Aids
Copy a bill, make changes and save with RDY status. Finance Job Aids can be located under Help Printable Job Aids on the CATalyst web site.

33 Copy Bill Group PeopleSoft requires that the bill group be defined first. The next step would be to associate invoice IDs for copying. The third step would be the actual copy process. The copy process is not automatic; it must be initiated from the process page every time a set of bills is copied.

34 Adjustments – Entire Bill or a Bill Line
Entire Bill Adjustment – Reverses the whole bill and creates a brand new bill with the same information. The changes can be made to the new bill. Adjusting a Particular Line – the selected line is reversed in the bill and is available for change. The bill line adjusted can be added as a new bill all by itself or as a part of an existing bill.

35 Refer to the Finance Job Aids
Entire Bill Credit and Re-Bill Billing Adjustment of a Particular Line and Re-Bill Crediting a Bill Line and Applying to an Existing Bill (optional) Finance Job Aids can be located under Help Printable Job Aids on the CATalyst web site.

36 Billing Adjustment - Summary
Adjustment can be made for an entire bill or a particular line in a bill. The adjustments can be made only on INVOICED bills. When a particular line is to be adjusted, it can either be added to an existing un-invoiced bill or created as a separate bill by itself.

37 Billing Adjustment – Summary – cont’d.
The adjusted bills are referenced to the original bill to preserve the trail and they will be categorized as an “Adj” or “Reg w/Adj.” An adjusted bill cannot be further adjusted and a credit bill created from the above process cannot be reversed again.

38 Presentation Summary We Have Covered:
Creating a bill online and readying it for invoicing Viewing the invoiced bills and payments Copying a bill or a group of bills Making adjustments to bills/invoices

39 Post Training . . . A list of customers to be sent to us, if you don’t use BANNER. A list of charges and the accounts that you frequently use, plus any taxes and discounts that you use. Your bill inquiry number. Department description to appear on the bill. Any other relevant information you would like to send. Contact Information: Sudha Ramaswami, phone: Susan Skalka, phone:

40 Support: Online Job Aids UPK (User Productivity Kit) Online Training
Help Desk Contact Sudha Ramaswami or Susan Skalka with any questions / comments / concerns


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