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GRANT/CONTRACTS FPC BILLING:
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Fixed Price Contracts will not have billable lines, invoices will be by event (specific date and amount)
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1. RUN THE CONTRACTS TO BILLING INTERFACE
CA_BI_INTFC
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Navigation > Customer Contracts > Schedule & Process Billing > Process Other Billing Methods
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Enter Run Control ID: PROCESS_OTHER_BILLING_METHODS and SEARCH
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Date Option: Accounting Date
INTFC_ID
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Invoice Date:
can be a range TO and FROM
[hint: selecting CA# will include
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CA OPTIONSEnter Business Unit
Select CONTRACT# or PROJECT#
all Projects under the CA# ]
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BILLING OPTIONS
Billing Business Unit, Billing Method EVENT, Enter the EVENT DATE and INVOICE DATE
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RUN - to success
click DETAILS to view message log. Write down INTFC_ID
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2. EXECUTE BILLING INTERFACE PROCESS
PR_BIL_INTFC
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Navigation > Billing > Interface Transactions > Process Billing Interface
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Enter From Interface ID
type in 'INTFC_ID'
To Interface ID
type in 'INTFC_ID'
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RUN - Select Billing Interface checkbox, then click OK
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Process Monitor --> confirm that BIIF0001 ran to success.
Creates a Temp-Invoice
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NOTE: The details hyperlink will list the number of BIL Lines created.
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3. REVIEW BILLING WORKSHEET
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Navigation > Billing > Manage Billing Worksheet > Update Billing Worksheet (make sure to select your college Business Unit)
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Click on the Project or Contract that you are billing
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Header-Info 1 Tab:
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ACCOUNTING DATE & INVOICE DATE will be blank, it's ok. The system will default to the CURRENT DATE.
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Optional to Navigate to enter HEADER NOTE: add Grant name, date range of expenses, chart string, and Contract#
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**A/R HEADER DISTRIBUTION: per SBCTC Accounting Team,
NOTE:
If need to delete worksheet for any reason,
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Do not chnage from the default i.e. 1010100 = AR CONTROL
go to Update Billing Worksheet
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SAVE - go out to search results and back into Update Billing Worksheet
Select the invoice and delete
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Select the WORKSHEET hyperlink or use navigation:
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Navigation > Billing > Manage Billing Worksheet > Update Billing Worksheet
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Lines Details --> click on the TMP-Invoice hyperlink to view lines
(Defer lines to the next day or week to capture next billing cycle)
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SAVE. Review Pro-forma invoice
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Navigation > Billing > Manage Billing Worksheet > Update Billing Worksheet If invoice is correct, select APPROVE NOW and SAVE
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(OR Submit your invoice for Approval if AWE is in place. Then return to complete the Billing process)
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Select the Manage Contract/Project Bills hyperlink or use navigation:
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Navigation > Billing > Manage Billing Worksheet > Review Contract/Project Bills
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Verify that all items are entered in correctly. Remember Invoice #
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4. SEARCH, SELECT, PRINT PRO FORMA, or GENERATE INVOICE
Single Action w/ Comm Cntl for BIJOB03K
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Navigation > Billing > Generate Invocies > Non-Consolidated > Single Action Invoice
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Enter the Range Selection => Invoice ID, Enter Business Unit, Enter data 'From Invoice# to Invoice#'
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Set Posting Action to Batch Standard
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Tip: Select the folder icon to review what bills are to be processed
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SAVE then RUN
CREATES AN INVOICE; Edit header/invoice
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On Process Scheduler Request, choose Single Action w/ Comm Cntl
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Navigation > Peopletools > Process Scheduler > Process Monitor
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Wait until run to success
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Navigation > Reporting Tools > Report Manager
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Select the Administration tab
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Click on BI_PRNXPN01-BI PRNXPN01.pdf description hyperlink to view, then save or print invoice.
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Billing complete.
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