ctcLink Reference CenterBilling Billing - 22Billing Process for Reimbursable Contracts

Billing Process for Reimbursable Contracts

Purpose:  Use this document to activate the billing process for Reimbursable Contracts/Grants.  (For Fixed Priced contracts there will be different instructions).

Audience:  Finance/Billing

This is the billing process for Reimbursable Contracts/Grants.  (For Fixed Priced contracts, there are different instructions).

Reminders
  • The Cost Collection process needs to be completed for Projects, these are nightly batch process.
  • If you believe that there are items that were processed after the nightly batch process you will need to wait until the next business day.
  • All sponsors are in PeopleSoft with the appropriate "bill to" information, including addresses.
  • The award is fully executed.  The contract has been reviewed, the bill plan finalized and the contract activated.
  • All invoices are generated from Active Contracts
  • Contracts that are "Fixed Price" will not have billable lines, invoices will be event (specific date and amount).
Run the Billing and Over the Limit Queries

You will want to run these Queries to verify that you have the data that you are expecting on your invoice before you being the billing process.

Review Billable Lines
  1. Navigate to:  Reporting Tools > Query > Query Viewer
  2. Enter the query name CTC_PR_BILLABLE in the search field.
  3. Click Search.  (The query appears in the Search Results).
Query Viewer page
  1. Select the method you want to run the query.
  2. Enter the criteria at the prompt.
  3. Review the billable rows.

Billable lines are created from actual expenses that have been incurred.  Only lines with the BIL analysis type will appear on the invoice. The Cost Collection Process will create billable rows from actual expenses. If you are missing Billable lines remember that the Cost Collection process runs nightly.

Review OLT Rows

This query is necessary to verify that your billing limit and your budget amounts match.  These amounts can be different if a contract amendment was not completed and budget amount was added.  Expenses will still be able to incur as your budget amount is set at the Grant however your billing limit is set at the Contract.  If your Contract has a lower billing amount then the items will not create billable lines in the system.

  1. Navigate to:  Reporting Tools > Query > Query Viewer
  2. Enter the query name in the search field.
  3. Click Search.
Query Manger page
  1. Select the method you want to run the query.
  2. Enter the criteria at the prompt.
  3. Review the over the limit rows.
  4. Go to the contracts with OLT rows and place the Bill Plan on hold for each contract until the rows can be fixed.
Run the Contracts to Billing Interface

The Grant Manager will follow the preceding steps with the Awards that can be billed for the billing cycle.

Navigation:  Customer Contracts > Schedule and Process Billing > Process as Incurred Billing

  1. If a run control already exists, select the Search button and select the appropriate run control from the list or create a new run control using the Add a New Value tab.
  2. Click Add.
  3. The Process as Incurred Billing page is displayed. You can use the Contact or Project option depending on your billing needs.
  4. Ensure that Process Always is selected in the Process Frequency drop down box.

Warning: The fields in the Contract Options group box limit the billing data that is included in the running of this process. The user has the option to filter by PeopleSoft Contract, (contracts) Business Unit, Contract Type, Sold to (customer), or Bill To (customer). If you leave all fields blank, the process picks up all available billing activity in PeopleSoft Contracts and in all schools. Because we have the colleges on different Business Unit, this is not recommended in this environment.

Warning: The fields in the Billing Options group box limit the billing data that are included in the run of this process. If you leave all fields blank, the process picks up all available billing activity in PeopleSoft Contracts and PeopleSoft Project Costing.

  1. Click Run.  (The Process Scheduler Request page will display)
Process As Incurred Billing page
  1. Check the Contracts to Billing Interface checkbox.
  2. Click OK.   (The Process As Incurred Billing page will display).
Process Scheduler Request page
  1. A process instance is displayed beneath the run button on the CA_BI_INTFC run control page.
  2. Click the Process Monitor link.  (The Process Monitor page will display).
Process As Incurred Billing page
  1. Select the Details hyperlink on the associated CA_BI_INTFC Process name that was run.  
Process List tab
  1. Click the Message Log hyperlink.  The Message Log page is displayed.
Process Detail page
Message Log page
  1. Write down the INTFC_ID.  This INTFC_ID will be required for the next procedure. If you do not find an INTFC_ID in the message log, do not rerun the process. Instead, correct the interface errors using the following navigation before proceeding to the next step.  
  2. When you create an INTFC_ID.  Note: When an INTFC_ID is created you will notice in the Project Resource Query that the BI Status has been changed.  There are three different Statuses that you will see P- Priced (this means it is ready to be billed), W- Worksheet (this means that it is in a billing worksheet) once the line is in the billing worksheet it will not appear on a different worksheet so you will need to release this for the worksheet if it was added incorrectly.  N- New / Not Distributed (this is usually a Budget item).  
Execute Billing Interface Process

Now that you have successfully run the Contract to Billing Interface, the Billing Interface must be run in order to convert staged data into actual temporary bills in the Billing module.

Navigation:  Billing > Interface Transactions > Process Billing Interface

  1. If a run control already exists, select the Search button and select the appropriate run control from the list or create a new run control using the Add a New Value tab.
  2. Click Add.
Find an Existing Value tab
  1. Enter into the From Interface ID and To Interface ID fields the INTFC_ID that was created and written down from the previous procedure (Contract to Billing Interface). Although other interface ID’s may be available for selection, the Billing Specialist should only select the interface ID related to the billing cycle they are currently processing. Otherwise, if they process all interface ID’s it will be more complicated for the other Billing Specialists to locate their respective bills.
  2. Click Run.  (The Process Scheduler Request page will display).
Process Billing Interface page
  1. Check the Billing Interface checkbox.
  2. Click OK.
  3. Click on the Process Monitor link to confirm that the BIIF0001 process finished with a Run Status of Success.  (NOTE:  The Details link contains further details on the number of Bills created).
    *Notice that there is one bill that has been created with two (2) Bill lines.
Message Log page
Review Billing Worksheet

The purpose of the Billing Worksheet is to allow a user to verify some of the information that would appear on an invoice before an invoice is generated. At this stage, the invoice is a temporary invoice and will have a prefix of TMP. In addition to this page PeopleSoft provides functionality that allows you to produce a Pro Forma invoice before approving the billing worksheet. This process allows you to produce an invoice for those individuals who may not have access to the billing worksheet or the ability to run billing processes. The pro-forma invoice shows how the real invoice will look and shows the demographic data that will appear on invoice.

The user can then return to the Billing Worksheet(s) on this page and either approve or delete each worksheet and save the page. After the page is saved, all Billing Worksheets that had an action value of Approved or Delete disappear from the page. The user will need to navigate to the Manage Contract/Project Bills. If the user needs to modify the temporary invoice, the invoice should be deleted and the billing process should be run from the beginning again to capture whatever changes occur within the PeopleSoft source systems once the changes are completed.  

Navigation:  Billing > Manage Billing Worksheet > Update Billing Worksheet

  1. Select the Set Filter Options link and confirm that "WAxxx" is populated in the Business Unit field.
Worksheet Headers tab
  1. Once the values have been populated, click Save Search.

Note:  Using the Set Filter Options page, the user can search for a specific Billing Worksheet or a group of worksheets to be reviewed. This is a one-time setup step. The other fields can be used (i.e Contract #) in the future on the ad hoc basis to filter the worksheets displayed.

Filter Options section
  1. Click Search.  
    The contracts that match the criteria entered on Set Filter Options page will appear in the Header Level Detail section of the page.
  2. Click on the Header Info 1 button to view the header information for a particular bill.  The Worksheet Header information for all awards that have expenses to be billed will be displayed.
  3. Review the fields and links on this page to identify any incorrect values for the Sponsor.  Click the Save button to save changes.  (This step is suggested on initial billings of a sponsor to ensure that the correct setup has occurred for both the sponsor and awards.  Any incorrect information can be updated from these pages; however the Billing Specialist should also update the Sponsor data as well as contact the Grants Manager for Award setup problems).
Worksheet Headers tab

NOTE:  Here is where you can change the invoice date and the Pay Terms if needed.  You can enter Header Notes on the Billing Header Info page.  Also notice the icons #1:  Pro Forma and #2:  Generate Invoice.

  1. Click the Return to Manage Billing Worksheet link to return to the worksheet page.
  2. Click on the Line Details tab.
Header Info 1 tab
  1. Select either Bill or Defer from the Billing Option drop down box.  (If the line is ready to be Billed select Bill, otherwise select Defer.  A Defer Date must be entered if Defer is selected.  Click on the calendar icon to select a date in the Defer Date field).
    NOTE:  The Lines Detail page shows all of the transaction lines to be billed that are associated with every Billing Worksheet that appeared on the previous page.  Click on the arrows in the above red box to scroll down through all of the lines.
  2. Click Save.
  3. Click on the Worksheet Headers tab.
  4. Click on the check box corresponding to the appropriate contract and select the Approve Now button.  Only approve the worksheet if you are sure that it is correct otherwise you should delete the worksheet and start the process over again.
  5. Click Save.
Generate Invoice

Navigation:  Billing > Mange Billing Worksheet > Review Contract/Project Bills

  1. Verify that WAxxx is populated in the Business Unit field.
  2. Enter appropriate values in any of the fields in the top portion of the page and click the Search button.  
    (NOTE:  Specifying multiple values will help you to limit the number of results returned).
  3. Select the invoice in the hyperlink.
  1. You can now verify that all of the items are entered correctly, and that the invoice is no longer in a temporary status with the actual invoice number.
Header Info 1 tab

**NOTE:  You will want to remember your invoice number for the next step.

Navigate to the following menu path:

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

Navigate to the Process Monitor.

Navigation:  Peopletools > Process Scheduler > Process Monitor

  1. Go to the Print Options tab.
  1. Make sure that under the Summarization Options section that the Print Both Summarized & Detail option is selected.
  2. Return to the Single Action tab.
  3. Select Run.
  4. Run and Select the process BIJOB03K and also verify that the type and format are set as shown below.
  5. Click OK.

Navigate to the Process Monitor.

Navigation:  Peopletools > Process Scheduler > Process Monitor

The Process List page is displayed.

Navigation:  Main Menu > Reporting Tools > Report Manager

The Reporting Manager page is displayed.

  1. Click on the Administration tab.
  1. Click on the BIXCLSUM-BIXCLSUM.pdf description hyperlink to view or print the invoice.

Items to Run Post Invoice

There are items that need to run to update and complete the billing process.  Contracts need to be updated.

  1. Navigation:  Billing > Generate Invoices > Utilities > Update Contracts/Project Data
Update Contract Projects Data page
  1. Navigate to the Process Monitor:
    Navigation:  Peopletools > Process Scheduler > Process Monitor
Process Scheduler Request page

The Project Resource Table needs to be updated:  This process updates the Projects module and the PROJ_RESOURCE table by changing the BIL lines to BLD and the Billing Distribution status from Billing Worksheet (W) to Distributed (D).

Navigation:  Project Costing > Revenue Collection > Retrieve Billing Items

The process is complete when it runs to Success.

Retrieve Billing Items page

0 Comments

Add your comment

E-Mail me when someone replies to this comment