1. Statewide Financial System Program 1 BI 210 Creating and Processing Creating and Processing Billing BI 210 Creating and Processing Creating and Processing Billing 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, view, and modify bills.  Use express billing.  Adjust bills.  Generate invoices.  Work with the Billing interface.  Inquire on bills.  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 Bills Online  Using Express Billing  Adjusting Bills  Generating Invoices  Working with the Billing Interface  Inquiring on Bills  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 process changes.  Key SFS AR / BI ChartField values. SFS AR / BI Terms and Concepts

7. Statewide Financial System Program 7 SFS AR / BI Terms and Concepts Term / ConceptDefinition BillRecord of money owed for goods or services InvoiceFinalized bill detailing what the customer owes the agency Standard billA bill that is created by manual, online entry in SFS using the Standard Billing pages Express billA bill that is created using the Express Billing pages in SFS, usually for bills with many lines or to add or clone existing bill lines in bulk Interface billA bill that is created by interfacing data from an agency- system to SFS Key Terms and Concepts

8. Statewide Financial System Program 8 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. Key Terms and Concepts (Cont.)

9. Statewide Financial System Program 9 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.

10. Statewide Financial System Program 10 SFS AR / BI Terms and Concepts Process Changes – Generating Customer Billing (Cont.) Old ProcessNew Process Agencies maintain their own inter- agency/centralized customers. The Bureau of State Expenditures (BSE) 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.

11. Statewide Financial System Program 11 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).

12. Statewide Financial System Program 12 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

13. Statewide Financial System Program 13 Entering Bills Online In this lesson, you should learn:  How BI functions in SFS.  How customers are used in SFS.  Where does entering a bill fit in the Billing lifecycle?  How to enter, copy, and modify a bill online.  How to enter customer notes and communications.  How to view bill summary information.  How to upload supporting documentation

14. Statewide Financial System Program 14 Entering Bills Online How BI functions in SFS:  The BI module covers all activities related to processing bills.  Billing data can be entered directly in SFS or interfaced from an agency system.  After creating a bill, agencies can generate invoices for distributing to customers.  Finalizing an invoice automatically creates the receivable in the Accounts Receivable module and accounting entries in the General Ledger module.

15. Statewide Financial System Program 15 Entering Bills Online Customers  All customers are shared between the Accounts Receivable and Billing modules in SFS.  Customers are required in SFS for entering bills and receivables.  Customer record access is controlled by SetIDs, an SFS data field which follows the same format as General Ledger Business Units.  As an example, customers created under the Insurance SetID - SID01, will only be accessible to users who have security privileges to access the SID01 SetID.  SFS customers are broken into two categories: centralized customers maintained by a central governing entity and decentralized customers that agencies control.

16. Statewide Financial System Program 16 Entering Bills Online Entering bills online:  Online bill entry is the manual method of entering bill header and line information into SFS.  Bill headers contain the information that applies to the whole invoice, and bill line information applies to the specific items that are being billed.

17. Statewide Financial System Program 17 Entering Bills Online Transactions  Entering a bill  Copying a bill  Modifying AR chart of accounts distribution  Entering customer notes and communications  Viewing bill detail information  Uploading bill attachments

18. Statewide Financial System Program 18 Learning Exercise Entering a bill You have been asked to create a bill because your agency recently provided services to a customer.  You must enter a 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.

19. Statewide Financial System Program 19 Learning Exercise Copying a Bill You have been asked to create a bill for a customer. You recently created a similar bill. You must copy the existing bill and edit the bill to create the new bill.  You must copy, edit, and save a 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.

20. Statewide Financial System Program 20 Learning Exercise Viewing Bill Detail Information You recently created a bill, and your supervisor requested specific information regarding the bill. You must access the Bill Details and Bill Summary pages to verify the information  You must locate the bill and view summary information. 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.

21. Statewide Financial System Program 21 In this lesson, you should learn:  What is express billing?  Where does express billing fit into the Billing lifecycle?  How to create and enter an express bill. Using Express Billing

22. Statewide Financial System Program 22 Using Express Billing Express Billing:  Express billing combines the standard billing entry pages to allow an end-user to quickly enter required information without having to access multiple pages.  Express billing is a time saving tool.  With express billing, existing bill lines can be added or cloned in bulk to create new bills.

23. Statewide Financial System Program 23 Using Express Billing The flowchart below shows where express billing fits in to the SFS Billing process.

24. Statewide Financial System Program 24 Using Express Billing Transactions  Creating and entering an express bill

25. Statewide Financial System Program 25 Adjusting Bills In this lesson, you should learn:  What is a bill adjustment?  Where does adjusting bills fit into the Billing lifecycle?  How to update non-invoiced bills and bill lines.  How to credit, reverse, and rebill bills and bill lines.  How to define a copy group header and detail.  How to run the bill copy group process and amend a new bill.

26. Statewide Financial System Program 26 Adjusting Bills Adjusting bills:  Adjustments can be made on both non-invoiced and invoiced bills.  Any changes can be made to non-invoiced bills.  To adjust invoiced bills, the Adjust Bills function must be used.  The Adjust Bills function is used to make changes to a finalized customer invoice due to errors, such as an incorrect amount in price or quantity.  Adjusting accounting entries are automatically created when the adjustment is approved, and a new invoice can be sent to the customer.

27. Statewide Financial System Program 27 Adjusting Bills The flowchart below shows where adjusting bills fits in to the SFS Billing process.

28. Statewide Financial System Program 28 Adjusting Bills Transactions  Updating non-invoiced bills  Updating non-invoiced bill lines  Crediting an entire bill  Crediting an entire bill and rebill  Crediting a bill line and applying to an existing bill  Creating a net bill line adjustment  Creating a bill line reversal and rebill  Defining a copy group header and detail  Running the bill copy group process and amending a new bill

29. Statewide Financial System Program 29 Generating Invoices In this lesson, you should learn:  How invoices are created and used in SFS.  Where does invoicing fit into the Billing lifecycle?  How to generate an invoice and a pro forma invoice  How to perform min-max billing  How to correct bill accounting errors

30. Statewide Financial System Program 30 Generating Invoices Invoices  An invoice is a document that is sent to a customer requesting payment for goods, services provided, or both.  In SFS, when a bill is created, the default bill status is NEW. An invoice can be generated from a bill only if all the necessary header and line information is entered and the bill status is RDY (Ready).  Invoicing a bill contains several processes: finalizing and distributing an invoice, billing currency conversion, billing prepaid process, load GL interface process, and load AR pending item process. SFS performs each of these processes in batch for applicable bills.  If the bill is interagency, the generate AP vouchers process is also run.  The Single Action Invoice process is used to generate the invoice. All other processes will be run together in a batch program, schedule to run on a regular interval.

31. Statewide Financial System Program 31 Generating Invoices The flowchart below shows where generating invoices fits in to the SFS Billing process.

32. Statewide Financial System Program 32 Generating Invoices Transactions  Running the single action invoice process  Printing pro forma invoices  Performing min-max billing  Correcting an invoice combination edit error

33. Statewide Financial System Program 33 Learning Exercise Running the Single Action Invoice Process You have been asked to invoice a bill. To invoice the bill you must run the single action invoice process.  You must invoice a bill using the single action invoice process. 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.

34. Statewide Financial System Program 34 Working with the Billing Interface In this lesson, you should learn:  How the billing interface functions.  Where does the billing interface fit into the Billing lifecycle?  How to view the billing interface pending activity.  How to run the billing interface process.  How to view billing interface completions.  How to view and correct billing interface errors.

35. Statewide Financial System Program 35 Working with the Billing Interface The billing interface  The billing interface allows agencies maintaining their own billing system to load billing data into SFS.

36. Statewide Financial System Program 36 Working with the Billing Interface Transactions  Viewing the billing interface pending activity  Running the billing interface process  Viewing billing interface completions  Viewing and correcting billing interface errors

37. Statewide Financial System Program 37 Inquiring on Bills In this lesson, you should learn:  How billing inquiry functions in SFS.  How to research bills.  How to research bill lines.

38. Statewide Financial System Program 38 Bill Inquiry  SFS enables users to search for bills by specifying criteria. Bills can be searched using a single bill, a group of bills, a single bill line, or a group of bill lines.  Bill Search and Bill Line Search-Not Invoiced pages enable the search for bills and lines not yet invoiced. Using these pages, information can be modified on the bills and bill lines.  Bill Search and Bill Line Search pages enable the search for any bill or bill lines, regardless of status. With these pages, bill and bill line information can be viewed but not modified. Inquiring on Bills

39. Statewide Financial System Program 39 Transactions  Researching bills  Researching bill lines Inquiring on Bills

40. Statewide Financial System Program 40 Learning Exercise Researching Bills You have been asked to provide specific information regarding a bill to your supervisor. You must locate the bill and review the information.  You must research a bill to review the header and line information. 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.

41. Statewide Financial System Program 41 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.

42. Statewide Financial System Program 42 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 for Managers AR 315 Creating and Maintaining Deposits for Advanced Users

43. Statewide Financial System Program 43 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

44. Statewide Financial System Program 44 Summary Having completed this course, you should now be able to:  Enter, view, and modify bills.  Use express billing.  Adjust bills.  Generate invoices.  Work with the Billing Interface.  Inquire on bills.  Explain the scope of SFS BI training.  Locate additional training materials, job aids, and other useful information.

45. Statewide Financial System Program 45 Thank you for your participation! Conclusion

46. Statewide Financial System Program 46 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.

47. Statewide Financial System Program 47 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.

48. Statewide Financial System Program 48 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)