Correcting Billing Errors and Exceptions

Purpose:  Use this document as a reference for how to correct billing errors and exceptions using the Billing WorkCenter in ctcLink.

Audience:  Finance/Billing.

You must have at least one of these local college managed security roles:

  • ZZ Billing Entry
  • ZZ Billing WorkCenter

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

If your Billing WorkCenter is not setup yet, please see QRG Using Billing WorkCenter for step-by-step instructions and training video.

Links displayed within the Billing WorkCenter:

  • Blue indicate active links that have items requiring action.
  • Black indicate active links, but no items in that link require action.

Processing Items in My Work

Processing Invoices Not Integrated to AR

You may have received this processing error if the Single Action process does not complete to success or process a particular invoice.

Navigation: Billing > Billing WorkCenter   OR   Billing > Generate Invoices > Non-Consolidated > Load Invoices to AR

  1. The Billing WorkCenter displays.
  2. On the Main tab under the My Work section, select the Invoices Not Integrated to AR link.
  3. The Invoices Not Integrated to AR displays on the right or the Transaction area.
  4. Select the invoice(s) checkbox and set the Actions drop down arrow to *Load AR Process.
  5. Select the GO button to run the process.
Select the invoices and set the Actions to Load AR Process and select GO
  1. A message window displays, 'The Currency Convert, Preload and Load AR Job was scheduled'. Select the OK button. Optional to monitor the process by navigating to the Process Monitor. For more information please see QRG Process Scheduler/Process Monitor.
Read message and select ok
  1. Back on the Billing WorkCenter, select the refresh icons to see the invoices are no longer on the Invoices Not Integrated to AR page.
  2. Process complete.
Processing Invoices Not Integrated to GL

You may have received this processing error if the Single Action process does not complete successfully or process a particular invoice. Previously, we saw invoice print process error out and these processes had to be run manually through the Billing WorkCenter or individual navigations.

Invoices tagged as Invoices Not Integrated to GL but have the Pre-Load Status = Done and Budget Status = Valid will be processed via the nightly batch process and removed off of this list the following business day.

Navigation: Billing > Billing WorkCenter    OR    Billing > Generate Invoices > Non-Consolidated > Create Accounting Entries

  1. The Billing WorkCenter displays.
  2. On the Main tab, select the drop-down menu for Exceptions.
  3. Select Invoices Not Integrated to GL hyperlink to display the Invoices in the Transaction area.
  4. Please select the following scenarios depending upon the Pre-Load and Budget Statuses;
Pre-Load Status = 'Pending' and Budget Status = 'Blank'
  1. From the Billing Invoice List section, select the checkbox next to the Invoice with Pre-Load Status = Pending and Budget Status = Blank.
  2. From the Actions drop-down menu arrow, select *Create Accounting Entries.
  3. The message window displays 'The Currency Convert, Preload and Load GL job was scheduled.'
  4. Select the Process Scheduler/Process Monitor to review the status and output.

Depending upon your security roles, you may have *Create Accounting Entries (AR role) and/or *Finalized Invoices to Journal (AR and GL roles). Optional to select Finalize Invoices to Journal to create the sub system journal.

Invoices Not Integrated to GL page
  1. Section complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to *Create Accounting Entries. This link will open in a new tab/window.

Pre-Load Status = 'Done' and Budget Status = 'Not Budget Checked' or 'Blank'
  1. From the Invoices Not Integrated to GL page, make note or copy the Invoice number(s) with the Pre-Load Status of 'Done' and Budget Status of 'Not Budget Checked' or 'Blank'.
  2. Select the Reports/Queries main tab of the Billing WorkCenter.
Invoices Not Integrated to GL
  1. From the Reports/Processes section, expand the Month-End Activities section to select Request Budget Check.
  2. The Request Budget Check search page displays.
  3. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA040_REQUEST_BUDGET_CK (Business Unit, Process).
  4. The Budget Check Account Entries page displays.
  5. Under the Budget Check Accounting Entries Range Section, enter the following valid field values;
    1. Enter your college Business Unit.
    2. In the Range Selection, select the desired criteria, i.e. Invoice ID or All Invoiced Bills.
  6. Select the Run button.
Request Budget Check
  1. The Process Scheduler Request page displays. Select OK. Please see the Process Scheduler/Process Monitor for more information.
  2. Refresh the page until processed to success.
  3. Return to the Invoices Not Integrated to GL pagelet of the Billing WorkCenter to view the Invoice has an updated status of Pre-Load Status = Done and Budget Status = Valid. Invoices in this status will be posted during the overnight batch process.
  4. Section complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Request Budget Check. This link will open in a new tab/window.

Correcting Exceptions

Correcting Billing Interface Errors

Interface Errors happen to TMP or Grant-related draft invoices. You may have received this error due to an invalid customer or customer address. However, there could be several messages related to this error. For more information please see QRG Correcting Interface Errors.

Navigation: Billing > Interface Transactions > Correct Interface Errors 

  1. The Review Interface-Errors search page displays. Enter or lookup the Interface ID.
  2. Optional to enter additional criteria to refine your results, such as:
    • Interface Line Number.
    • Transaction Type = "Chargeable Line".
  3. Select the Search button.
Review interface errors search page
  1. The Billing Interface-1 tab displays. Optional to select the second Billing Interface - 1 tab for additional information.
  • Use the PS_INTFC_BI page to review and fix bill header and bill line information.
  • Notice that the Load Status field displays an error message describing the issue.
  • Next, correct the error by entering the correct data.
  • Refer to the Billing Interface Error Codes QRG for further instructions.
Billing Interface-1 tab
  1. Select the second Billing Interface - 1 tab to review additional error details. Use the scroll bar to scroll to the right to add corrections as needed.
Second Billing Interface-1 tab
  1. Select the Save button to save your changes.
  2. Navigate to re-run the Interface ID on the Process Billing Interface page; Navigation: Billing > Interface Transactions > Process Billing Interface and continue with the Grant Billing process. Depending upon the kind of Bill, please refer to:
  3. Process complete.
Correcting Billing Budget Check Errors

You may have received this error due to an invalid ChartString.

Navigation: Billing > Billing WorkCenter    OR    Billing > Maintain Bills > Correct Budget Check Errors

  1. The Billing WorkCenter displays. On the Main tab under My Work section, select the expand arrow next to Exceptions.
  2. Select the Budget Check Errors hyperlink to display in the Budget Check Errors on the right or the Transaction area.
  3. Select the line in 'Error in Budget Check' to correct.
  4. In the Actions box use the drop-down arrow to select Correct Budget Errors.
  5. Select GO.
Correct Budget Errors go
  1. The Commitment Control Correction window opens and defaults to the Acctg Entries Summary tab. Review error as needed.
  2. Note how many lines are within the Invoice. Select the Revenue tab.

Warning! You can only correct a Bill once, be sure to review all lines.

Select the Revenue tab
  1. The Revenue tab displays. Make necessary changes to all the Bill Lines (verify ChartString/Account, etc.).
  2. Select the Apply Correction button.

Reminder: You can only correct a bill ONCE.

Update chartstring as needed and select Apply Correction
  1. The Commitment Control Correction page refreshes and the Budget Error disappears.
  2. Close the window or Return to Search to return to the Billing WorkCenter.
Select return to search
  1. The Budget Check Errors transaction page displays. Select the Refresh icon under My Work or on the Budget Check Errors pagelet to see the Budget Check Errors has been cleared.
Refresh the pagelet or Budget Check Errors
  1. Process complete.
Correcting Billing Invoices in Error Status

You may have received this error because of the 'Accounting Date' is in a closed period.

Navigation: Billing > Billing WorkCenter 

  1. The Billing WorkCenter displays. On the Main tab, select the drop-down menu for Exceptions.
  2. Select the Invoices in Error Status hyperlink.
  3. The Invoices in Error Status information will display in the Transaction area.
  4. Select the Invoice ID link.
Select the Invoice ID link
  1. The Express Bill Entry page displays.
  2. Update the Invoice Date to the current date or a date within an open period.
  3. Expand the Header Detail section, to update the Accounting Date to the current date or a date within an open period.
  4. Scroll down to the bottom of the page and select Save.
Update any dates
  1. The Billing WorkCenter main page displays.
  2. Depending upon your college Billing Invoice approval process, follow steps to Submit for Invoice Approval and/or run the Finalize Bills via Single Action w/ Commitment Control.

The process of running the Single Action Invoice w/ Commitment Control clears out this Billing Error and removes it from the Invoice in Error Status list.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Correcting Billing Invoices in Error Status. This link will open in a new tab/window.

Correcting Combo Edit Errors

You may have received this error due to an invalid GL Account Code due to a rule change after the invoice was created during the Single Action process.

Navigation: Billing > Billing WorkCenter OR Billing > Maintain Bills > Correct Staged Acctg Errors

  1. The Billing WorkCenter displays. On the Main tab under My Work section, select the drop-down menu for Exceptions.
  2. Select the Combo Edit Errors hyperlink. The Invoices in Error Status information will display in the Transaction area.
  3. Select the Invoice ID check box.
  4. Select the Actions dropdown box to 'Correct Staged Acct Errors' and select the GO button.
Combo Edit Errors link
  1. The Staged Attg Entry Correction window displays. Review the Error Status and note how many lines in error.
  2. Use the ...More navigation dropdown arrow to navigate to the item in error. In the following example, we will select the Acctg - AR Offset page.
Select the ...More link to navigate to the item in error
  1. The AR - Line page displays. Select the View All/View 1 link to view all lines in error (this example has 4 lines).
  2. Enter or lookup the correct Account for each line in error (this example changes from Account 1010180 to Account 1010100).
  3. Once all lines have been corrected, select the Apply Correction button. The page automatically saves.
  4. Select the 'X' to close out the window and return to the Billing WorkCenter.
Update accounts and select apply correction.
  1. Back on the Billing WorkCenter, select the refresh icons to see the combo edit error has disappeared.
  2. Navigate to Processing Invoices Not Integrated to GL and follow the steps to create accounting entries process.
  3. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. This video includes audio and closed captioning.  Select the play button to start the video.

VIDEO COMING SOON!

Video Tutorial

View the external link to access the Billing Errors & Exceptions training session. This link will open in a new tab/window.

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