ctcLink Reference CenterBilling Billing - 22Adjusting an Invoiced Bill Through Billing - 22j

Adjusting an Invoiced Bill Through Billing - 22j

Purpose: Use this document as a reference for adjusting invoiced bills in ctcLink.

Audience: Billing/AR Specialists

This guide will walk you through adjusting invoiced bills. We will step through the following processes:

  • Adjust entire bill
  • Single action invoice
  • Adjust specific bill lines

For additional details about information required by your school, please refer to local business process policy and documentation.

Adjusting Entire Bill

Navigation: Main Menu > Billing > Maintain Bills > Adjust Entire Bill

  1. On the Adjust Entire Bill page, enter the Invoice Number to be credited and rebilled.
  2. Select Search.
  3. On the Adjust Entire Bill page, in Select No Bill Action.
  4. In the Adjustment Results section:
    • Change NEXT in the Credit Bill field to CR-XXXXXX (the invoice number you want to adjust).
  1. Select the Save button.
  1. When performing the Credit Entire Bill process, the user should select the Header Info 1 link, next to Credit  Bill (see screenshot above) to review the information with the bill to ensure accuracy.
  2. The bill status should already be set to RDY.
  3. The invoice date should be filled in or it will default to the current date.
  1. Scroll down and select Billing General in the Navigation field.

This should take you back to the Billing General page.

  1. Change Bill Status to Ready.
  2. Scroll down and select the Save button.

Note:  The generated Credit bill has a Bill Status of RDY by default.  Both bills are now ready to be invoiced

Single Action Invoice

Navigation:  Billing > Generate Invoices > Non-Consolidated > Single Action Invoice

There  are multiple options a user can select when on the Single Action Invoice page.  In this QRG, we demonstrate how to process it using the select All under the “Range Selection” section on the Run control ID to capture all invoices that may be ready to be processed.

  1. The user can view all of the invoices ready to be processed by selecting icon at the top right corner next to the Run button as shown in the screenshot below.
  1. After the range selection has been made, select Save and Run. The Process Scheduler Request page opens.
  2. Choose Single Action w/Comm. Cntl.
  3. Select Ok.

Next we will review how to adjust specific bill lines.

Adjust Specific Bill Lines

Navigation:  Main Menu > Billing > Maintain Bills > Adjust Selected Bill Lines

  1. Select and enter the desired information into the Invoice field if known.
  2. Select the Search button.
Adjust Selected Bill Lines Search Page

Use the Adjust Selected Bill Lines page to select invoice lines for adjustment.

You can also use this page to select the bill to which an adjustment is to be added and to select an adjustment action for the bill lines.

  1. Select the Add to Existing Bill option to add the adjustment lines to an existing bill.

The system displays this field if you elect to add to an existing bill. Enter the invoice number of the existing bill to which you want to add the lines.

*If you elect to add to an existing bill but there are no existing bills available, select No Bill Action, reselect Adjust Selected Lines, and clear Add to Existing Bill.

Warning! Adjusted Project Costing and Contracts lines should never be added to non-Project Costing or Contracts bills.

In the Add to Bill field that now appears in the Line Adjustment Results section of the page, enter the invoice to add the adjustment to.

Use the Line Opt list to select one of three options by which to adjust the bill line:

  • Create Net Adjustment Only: Creates one adjustment line.
  • Create Reversal and Rebill: Creates two new lines; one that credits the original line chosen, and one that reflects the adjustment.
  • Credit Line: Creates one line with a reversal of the amounts from the original line chosen.

For this first exercise, specify that you want to create one line with a reversal of the amounts from the original line chosen.

  1. Select the Credit Line list item.
  2. Select the Adjustment Reason Default field and choose the appropriate reason.
  3. Select the line item to adjust.
  4. Select the Save button.
  1. Select the Header Info 1 menu.

Use the Bill Lines section to enter required charge information, such as product, quantity, and price.

*Add any additional lines if necessary to the invoice. Review the Proforma to ensure the invoice exhibits the adjustments as desired.

If other adjustments are needed, close the Proforma and make them accordingly.

  1. If not, close the Proforma and change the Bill Status to RDY (Ready).
  2. Select the Save button.

You have successfully credited a bill line and applied it to an existing bill.

For the second exercise, specify that you want to create a net adjustment only.

Navigation:  Main Menu > Billing > Maintain Bills > Adjust Selected Bill Lines

  1. Enter the desired information in the Invoice field and select Search.

You are now on the Adjust Selected Bill Lines page.

  1. Select the Adjust Selected Lines radio button.  
  2. Select Create Net Adjustment Only in the Line Opt drop down menu.
  3. In the Line Adjustment Results section of the page, enter the invoice to add the adjustment to. (One can add ADJ at the beginning of the invoice to clearly acknowledge the invoice is an adjustment, ie. ADJ-MSC-XXXXXXX).
  4. Select the Adjustment Reason Default field and enter the desired information.
  5. Choose the line item to adjust.
  6. Select the Save button.
  1. Select the Header Info 1 link.

This will take you to the Billing General page.

  1. Select the Header Detail tab.
  2. Take out the Hold Until Date, unless the invoice needs to be on hold.

Use the Bill Lines section to enter required charge information, such as product, quantity, and price.

*Add any additional lines if necessary to the invoice. Review the Proforma to ensure the invoice exhibits the adjustments as desired.

If other adjustments are needed close the Proforma and make them accordingly.

  1. If not, close the Proforma and change the Bill Status to RDY (Ready).
  2. Select the Save button.
Header Detail Tab

You have successfully credited a bill line and applied it to an existing bill.

End of Procedures.

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