1. Statewide Financial System Program 1 BI 305 Billing Processes for Managers BI 305 Billing Processes for Managers Welcome

2. Statewide Financial System Program 2 Obey building safety rules and regulations Silence cell phones and PDAs; Refrain from checking email Ask Questions Take breaks as needed Ground Rules Refrain from side conversations

3. Statewide Financial System Program 3 Learning Objectives After completing this course you should be able to:  Enter Inter/Intra-Agency bills.  Manage recurring bills.  Manage installment bills.  Generate invoices.  Perform advanced billing transactions.  Explain the scope of SFS BI training.  Locate additional training materials, job aids, and other useful information.

4. Statewide Financial System Program 4 Training Methodology  Training Steps  Tell Me – Facts, Concepts, Terms, Definitions  Show Me – Relevant Demonstrations of Process Steps  Let Me – Hands-on practice in User Productivity Kit (UPK)  Help Me – Facilitator Support  Training Materials  Course Presentation  UPK Simulations  Training Exercises  User Guide and Job Aids

5. Statewide Financial System Program 5 Agenda  SFS AR / BI Terms and Concepts  Entering Inter/Intra-Agency Bills  Managing Recurring Billing  Managing Installment Billing  Generating Invoices  Advanced Billing Transactions  SFS AR / BI Learning Path and Resources

6. Statewide Financial System Program 6 In this lesson, you should learn:  Key SFS AR / BI terms and concepts.  Key SFS AR / BI process changes.  Key SFS AR / BI ChartField values. SFS AR / BI Terms and Concepts

7. Statewide Financial System Program 7 Key Terms and Concepts SFS AR / BI Terms and Concepts Term / ConceptDefinition BillRecord of money owed for goods or services Bill StatusStatus of the bill through invoice processing, including New, Ready, Hold, Pending, Cancelled, and Invoiced InvoiceFinalized bill detailing what the customer owes the agency

8. Statewide Financial System Program 8 Key Terms and Concepts SFS AR / BI Terms and Concepts Term / ConceptDefinition Distribution codeValue used to simplify the process of generating accounting entries by defining a valid combination of ChartField values. The distribution code may be utilized to enter the AR Distribution accounting on the bill header, or to enter the revenue accounting on the bill line. Charge codeValue used to define a description, unit of measure, unit price, and revenue distribution code for a specific type of service or item. The charge code is referred to as the Identifier on the bill line entry page.

9. Statewide Financial System Program 9 SFS AR / BI Terms and Concepts Term / ConceptDefinition Pro FormaA draft of a finalized invoice, usually for review, that includes "Pro forma“ at the top of the page instead of "Invoice" and an estimated due date instead of an actual due date Recurring BillType of bill reproduced on a schedule for goods or services purchased on a regular basis, such as rental agreements or monthly fees Installment BillType of bill used to invoice customers in segments, with the total amount due divided equally, by percentage, or according to an agency’s own definition Key Terms and Concepts (Cont.)

10. Statewide Financial System Program 10 SFS AR / BI Terms and Concepts Process Changes – Generating Customer Billing Old ProcessNew Process Customers are not tracked in CAS. Customers are tracked in SFS for billings, receivables, and revenue contracts that are in the Customer Contract module. When entering a miscellaneous receipt in AR, associating a customer to that receipt is optional. Agencies maintain their own customer files. Agencies can either add or update decentralized customers online in the SFS.

11. Statewide Financial System Program 11 SFS AR / BI Terms and Concepts Process Changes – Generating Customer Billing (Cont.) Old ProcessNew Process Agencies maintain their own inter- agency/centralized customers. The Centralized Customer Management Unit (CCMU) will create centralized customers in SFS and migrate them to every agency SetIDs for use. These centralized customers include State agencies, Federal entities, and corporate customers for revenue contracts. Agencies can update this customer information if necessary.

12. Statewide Financial System Program 12 SFS AR / BI Terms and Concepts Process Changes – Interagency Billing Old ProcessNew Process Interagency receivables and liabilities are not tracked in CAS. SFS tracks interagency receivables and liabilities. Payment of an interagency bill is manually entered in CAS. The SFS AP voucher is automatically created upon interagency bill finalization. Interagency billing is completed via a journal voucher in CAS. Settlement of interagency billing occurs by accounting entry only (no check).

13. Statewide Financial System Program 13 SFS AR / BI Terms and Concepts  At the transactional level, the SFS Chart of Accounts is comprised of two elements:  General Ledger Business Unit (BU) – Defined for each entity that maintains and reports on its own transactional data.  ChartFields – Codes used to categorize financial and budget transactions. Statewide ChartField segments include Department, Program, Fund, Account (CAS Object code). Agency-specific ChartFields include Operating Unit and Product.  The SFS Chart of Accounts may be explored further in the GL 105: Introduction to Chart of Accounts course.  More details about the SFS Chart of Accounts may be obtained at:  http://www.sfs.ny.gov/programElements/coaMaterials.htm

14. Statewide Financial System Program 14 Entering Inter/Intra-Agency Bills In this lesson, you should learn:  What are inter/intra-agency bills?  The inter/intra-agency flow.  How to process inter/intra-agency bills.

15. Statewide Financial System Program 15 Entering Inter/Intra-Agency Bills  Creating Interagency billing transactions is the process of a general ledger business unit billing another general ledger business unit for products or services provided. When this activity occurs, accounting entries must be made that reflect activity for the business units involved, but have no effect on the agencies as a whole.

16. Statewide Financial System Program 16 Entering Inter/Intra-Agency Bills Transactions  Entering inter/intra-agency bills

17. Statewide Financial System Program 17 Managing Recurring Billing In this lesson, you should learn:  Where recurring bills fit in to the Billing lifecycle.  What is recurring billing?  How to create a bill cycle to use for recurring billing.  How to create a recurring bill template and define a schedule.  How to run the generate recurring bills process.

18. Statewide Financial System Program 18 Managing Recurring Billing The flowchart below shows where recurring billing fits in to the SFS Billing process.

19. Statewide Financial System Program 19 Managing Recurring Billing Key Points:  Bills can be reproduced on a schedule for bills that occur on a regular basis, such as rental agreements or monthly fees.  After a recurring bill schedule is established, periodic bills can be generated by running the Generate Recurring Bills process. This process can be thought of as a time saving tool as it reduces the amount of data that must be entered each time.  The user controls exactly when and how often a recurring bill is generated by associating the recurring bill template with a predefined billing cycle ID.

20. Statewide Financial System Program 20 Managing Recurring Billing Transactions  Creating a bill cycle to use for recurring bills  Creating a recurring bill template and defining a schedule  Running the generate recurring bills process

21. Statewide Financial System Program 21 Learning Exercise Creating a Recurring Bill Template and Defining a Schedule You have been asked to create a recurring bill. Your agency provides a service each month to a customer, and the customer must be billed the first of each month.  You must create a recurring bill and define the schedule. 15 min Note:  Please refer to your exercise sheet handouts which contain the data you need to complete this activity.  The job aid can be used to assist you.

22. Statewide Financial System Program 22 Managing Installment Billing In this lesson, you should learn:  How to manage installment bills.  Where installment bills fit in to the Billing lifecycle.  What is installment billing?  Defining an installment bill plan.  Defining an installment surcharge.  Entering an installment bill.  Building an installment bill schedule.  Running the generate installment bill process.

23. Statewide Financial System Program 23 Managing Installment Billing The flowchart below shows where installment billing fits in to the SFS Billing process.

24. Statewide Financial System Program 24 Managing Installment Billing Key Points:  Installment bills can be used to invoice customers in segments, with the total amount due divided equally, by percentage, or according to an agency’s own definition.  Each installment invoice includes the installment number, the total number of installments, the installment amount due, and the total invoice amount.  A flat rate or percentage service charge can also be included.

25. Statewide Financial System Program 25 Managing Installment Billing Transactions  Defining an installment bill plan  Defining an installment surcharge  Entering an installment bill  Building an installment bill schedule  Running the generate installment bill process

26. Statewide Financial System Program 26 Learning Exercise Entering an Installment Bill You have been asked to create an installment bill. Your agency recently provided a service to a customer, and the customer must be billed for the service in installments at the end of each month.  You must enter and installment bill. 15 min Note:  Please refer to your exercise sheet handouts which contain the data you need to complete this activity.  The job aid can be used to assist you.

27. Statewide Financial System Program 27 Generating Invoices In this lesson, you should learn:  Where does generating invoices fit in to the Billing lifecycle?  How to describe the bill status change process.  How to change bill status for a group of bills.

28. Statewide Financial System Program 28 Generating Invoices The flowchart below shows where generating invoices fits in to the SFS Billing process.

29. Statewide Financial System Program 29 Generating Invoices Key Points:  When a bill is created, the default bill status is generally new. The bill status can be changed in two ways: manually changing the status of each bill or using the bill status change process.  An invoice can be generated when all the necessary header and line information has been entered and the bill status is RDY (ready).  Bill statuses can be changed individually or in groups.  Groups of bills with the status of New, Hold, Ready, Pending, or Canceled can be changed to New, Hold, or Ready.  To change the status for a group of bills includes the following steps: searching or knowing the bills that require a status change, running the status change process, and confirming the bill status change.

30. Statewide Financial System Program 30 Generating Invoices Transactions  Changing bill status for group of bills

31. Statewide Financial System Program 31 Advanced Billing Transactions In this lesson, you should learn:  What are some advanced billing transactions?  How to enter a bill with advanced discounts and surcharges.  How to create an express bill template.

32. Statewide Financial System Program 32 Advanced Billing Transactions Key Points:  Discount and surcharge information can be specified for a bill or bill line. In addition to entering a basic discount or surcharge using the table identifier, levels of discounts or surcharges can be added using the Discount/Surcharge page. The specified discounts and surcharges on the Discount/Surcharge page appear both on the Summary page and on the invoice.  Express billing is a feature in SFS that enables quick entry of bills online, especially when a large number of lines per bill exists. New lines can be added or existing lines can be cloned using one entry page. Express billing combines the standard bill entry pages to reduce the number of pages that must be accessed when entering bills. However, before express bills can be generated, an express bill template must be created.

33. Statewide Financial System Program 33 Advanced Billing Transactions Transactions:  Entering a bill with advanced discounts and surcharges  Creating an express bill template

34. Statewide Financial System Program 34 SFS AR / BI Learning Path and Resources In this lesson, you should learn:  The SFS AR / BI training structure.  Where to find training materials and resources.

35. Statewide Financial System Program 35 SFS AR / BI Learning Path and Resources SFS AR and Billing Training Structure AR / BI 101 Introduction to SFS Accounts Receivable and Billing AR 205 Creating and Maintaining SFS AR / BI Customers BI 210 Creating and Processing Billing BI 305 Billing Processes for Managers AR 215 Creating and Maintaining Receivables AR 220 Creating and Maintaining Deposits AR 310 Creating and Maintaining Receivables Managers AR 315 Creating and Maintaining Deposits for Advanced Users

36. Statewide Financial System Program 36 Training Materials Location and Class Preparation SFS AR / BI Learning Path and Resources Location ILT Course Materials http://www.sfs.ny.gov/index.php?option=com_content&view=article &id=123:trainer-materials&catid=83:training-toolkit&Itemid=667 All Training Courses http://www.sfs.ny.gov/index.php?option=com_content&view=article &id=127:training-courses&catid=83:training-toolkit&Itemid=662 Job Aids and Reference Materials http://www.sfs.ny.gov/index.php?option=com_content&view=article &id=124:job-aids-and-reference-materials&catid=83:training- toolkit&Itemid=668 Training Toolkit http://www.sfs.ny.gov/index.php?option=com_content&view=article &id=116&Itemid=661

37. Statewide Financial System Program 37 Summary Having completed this course, you should now be able to:  Enter Inter/Intra-Agency bills.  Manage recurring bills.  Manage installment bills.  Generate invoices.  Perform advanced billing transactions.  Explain the scope of SFS BI training.  Locate additional training materials, job aids, and other useful information.

38. Statewide Financial System Program 38 Thank you for your participation! Conclusion

39. Statewide Financial System Program 39 Slides for Agency Use (Arial, Font 36) Agency specific Heading (Arial font 24)  Topic 1. (Arial Font 20)  Topic 2.  Topic 3.  Topic 4.  Topic 5.

40. Statewide Financial System Program 40 Slides for Agency Use (Arial Headings, Font 36 for single line, 32 for double lines) In this lesson you should learn: (Arial font 24)  Topic 1. (Arial Font 20)  Topic 2.  Topic 3.  Topic 4.  Topic 5.

41. Statewide Financial System Program 41 Slides for Agency Use (Type Topic here) Term / ConceptDefinition Term / Concept name (Arial Font 18) Definition of Term / Concept (Arial Font 16) Agency Specific Key Terms and Concepts (Arial Font 24)