Fixed Priced Billing

Purpose:  Use this document for the billing process for Fixed Contracts/Grants.  (For reimbursable contracts, there are different instructions).

Audience:  Finance/Billing/Grants Manager

Reminders
  • 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 by event (specific date and amount).
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:  Main Menu > Customer Contracts > Schedule and Process Billing > Process Other Billing Methods

  1. If a Run Control ID 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, then select Add.
Find an Existing Value tab
  1. The Process Other Billing Methods page is displayed. The Contract option is used.  In the Billing Option you will want to enter the Event date that you are billing for. Remember that when billing Fixed Price Contracts the invoice is determined by the event date found in the contract.
Process Other Billing Methods page
  1. 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 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 Contracts and in all schools. Because we have the colleges on different Business Unit, this is not recommended in this environment.

  1. Select the Run button in the upper right hand corner of the page.
  2. The Process Scheduler Request page is displayed.
  3. Check the Contracts to Billing Interface process checkbox.
  4. Select the OK button.
  5. A process instance number is displayed beneath the Run button on the CA_BI_INTFC run control page.
  6. Go to the Process Monitor by clicking the Process Monitor hyperlink.
Process List tab
  1. Select the Details hyperlink on the associated CA_BI_INTFC Process Name that was run.
  2. Select the Message Log hyperlink.
Process Detail page
Message Log page
  1. Write down the INTFC_ID.

 

This INTFC_ID will be required for the next procedure.  The interface ID is located near the bottom of the message.  If you do not find an INTFC_ID in the message log, do not rerun the process.

Correcting Errors

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:  Main Menu > Billing > Interface Transactions > Process Billing Interface

  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.

  1. Click the Run button.
  2. Select the Billing Interface checkbox.
  3. Select OK.
  4. Select the Process Monitor link to confirm that the BIIF0001 process finished with a Run Status of Success.
Process Scheduler Request 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 ctcLink 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 ctcLink source systems once the changes are completed.  

Navigation:  Main Menu > Billing > Manage Billing Worksheet > Update Billing Worksheet

  1. Select the Set Filter Options hyperlink and confirm that WAxxx is populated in the Business Unit field. Once the values have been populated, select the Save Search button.
Filter Options page

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.

  1. Select the Search button.

The contracts that match the criteria entered on Set Filter Options page will appear in the Header Level Detail section of the page.

The Worksheet Header Information for all awards that have expenses to be billed will be displayed.

  1. Select the Header Info 1 icon to view the header information for a particular bill.
  2. Review the fields and links on this page to identify any incorrect values for the Sponsor.
  3. Click Save to save any changes.
  4. Select the Worksheet hyperlink to return the worksheet page.

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.

Note:  Here is where you can change the invoice date, accounting date and the Pay Terms if needed, as shown above. You can enter Header Notes on the Billing Header Info page. 1. Also notice the icon Pro Forma which will give a preview of the invoice.

  1. Select 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 need to delete the worksheet and start the process over again.  If you do approve a worksheet in error the only way to correct the error is through the credit and rebill process.
  2. Select Save.
Generate Invoice

Navigation:  Main Menu > Billing > Manage Billing Worksheet > Review Contract/Project Bills

  1. On the Find an Existing Value tab, 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.
  3. Select the Invoice hyperlink.
  4. 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.

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

Single Action Invoice tab
  1. Run and Select the Process BIJOB03K and also verify that the type and format are set as shown below.
  2. Select OK.
Process Scheduler Request page
Process Monitor

Navigate to the Process Monitor: Peopletools > Process Scheduler > Process Monitor

The Process List page is displayed

Process List tab
Report Manager

Navigate to the Report Manager:  Main Menu > Reporting Tools > Report Manager

The Reporting Manager page is displayed

  1. Select the Administration tab
  2. Select the BI PRNXPN01 - BI PRNXPN01.pdf description hyperlink to view or print the invoice
Administration tab

Example Invoice below

Invoice example
Items to Run Post Invoice

Navigation:  Billing > Generate Invoices > Utilities > Update Contracts/Project Data

Update Contract Projects Data section

Navigate to the Process Monitor:  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 adding the Fixed Price Billing (FPB) to the table along with the invoice number associated to the contract.

Navigation:  Project Costing > Revenue Collection > Retrieve Billing Items

Retrieve Billing Items section

This process is complete when it runs to Success.

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