9.2 Adjusting a Bill

Purpose:  Use this document as a reference for adjusting or crediting a bill in ctcLink.

Audience:  Billing staff.

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

  • ZZ Grant Processing

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

Adjust a Bill

You can adjust a bill header or bill line ONLY ONCE.

Crediting an Entire Bill

Navigation:  NavBar > Navigator > Billing > Maintain Bills > Adjust Entire Bill

  1. The Adjust Entire Bill search page displays.
  2. Enter Business Unit.
  3. Enter Invoice.
  4. Select Search.
  1. The Adjust Entire Bill page displays.
  2. In the Select Bill Adjustment Action section, select Credit Entire Bill.
  3. In the Adjustment Results section, enter "CR-" plus the original invoice (example below: CR-MSC-0000009162). Optional to leave the Credit Bill as NEXT to auto generate the next available invoice number.
  4. Enter Adjustment Reason.
  5. Select Save.
  1. The updated Adjust Entire Bill page displays.
  2. In the Adjustment Results section, the Credit Bill field displays the new link "Header Info 1" of the new credit invoice and will be sitting in RDY status.

A Credit Bill have a status of "RDY" or Ready and needs to be processed through billing to create an AR item. Once in Receivables, the credit invoice needs to be matched to the outstanding invoice to cancel each other out.

Note: Please leave the Invoice and Accounting Dates blank for the system will these generate dates in the 'open' or current month.

  1. To generate this readied Credit Bill into a finalized invoice, use the following QRG 9.2 Finalize Bills via Single Action Invoice w/ Commitment Control.
  2. Section complete.

Please see the QRG 9.2 Applying Debits to Credits to follow the process how to match up or zero out the original and credit invoice.

Crediting an Entire Bill and Rebill

Navigation:  NavBar > Navigator > Billing > Maintain Bills > Adjust Entire Bill

  1. The Adjust Entire Bill search page displays.
  2. Enter Business Unit.
  3. Enter Invoice.
  4. Select Search.
  1. The Adjust Entire Bill page displays.
  2. By default, the No Bill Action option is selected. This is to prevent you from performing adjustments by mistake.  Select Credit & Rebill.
  3. In the Adjustment Results section:
    • You many leave NEXT in the Credit Bill field and the system will assign an invoice number to the adjustment, or, if business practices support a naming standard, you can enter your own unique number, such as CR-MSC-0000008448 for the Credit Bill.
    • You many leave NEXT in the Rebill Bill field and the system will assign an invoice number to the new invoice, or, if business practices support a naming standard, you can enter your own unique number, such as RB-MSC-0000008448 for the Rebill Bill.
  4. Enter Adjustment Reason.
  5. Select Save.
  1. The updated Adjust Entire Bill page displays.
  2. Notice that new invoice numbers are generated in the Credit Bill and Rebill Bill fields.
  3. The credit invoice is set to 'RDY' so that it is ready to process on the next run of creating bills. This invoice will be processed into Receivables where it will matched with the bill being adjusted to cancel out the old invoice.
  4. In the Adjustment Results section, select the Rebill Bill Header Info 1 link.
  1. The Billing General page displays in a new window.

Use the Billing General page to specify bill header information including data about:

  • Where the bill came from
  • Where the bill is going
  • When the bill will be sent to the customer
  • How the bill should be formatted
  1. Enter Invoice Date.
  2. Adjust the Bill Lines information as needed.
  3. Select Save.

Select the Pro Forma icon to double check/review the draft invoice prior finalizing the Rebill Invoice. Note you can only change an Invoice once.

The Pro Forma invoice displays in another window. Note the Rebill Invoice lists both the Original and Prior Adjustment Invoice. Review draft invoice and then close the window.

  1. The updated Billing General page displays.
  2. Select Bill Status = "RDY".
  3. Select Save.
  1. Close the Billing General window.

Please see the QRG 9.2 Applying Debits to Credits to follow the process how to match up or zero out the original and credit invoices.

  1. Section complete.
Crediting a Bill Line and Applying to an Existing Bill

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

  • ZZ Billing Processing
  • ZZ Grant Processing

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

Navigation:  NavBar > Navigator > Billing > Maintain Bills > Adjust Selected Bill Lines

  1. The Adjust Selected Bill Lines search page displays.
  2. Enter Business Unit.
  3. Enter Invoice.
  4. Select Search.
Adjust Selected Bill Lines search page
  1. The Adjust Selected Bill Lines page displays.
  2. Select Adjust Selected Lines.
  3. Select Add to Existing Bill.
  4. 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
  5. Enter Adjustment Reason Default.
  6. Enter Add To Bill.
  7. Check the Select checkbox of the line you're adjusting.
  8. Select Save.
Adjust Selected Bill Lines page
  1. The updated Adjust Selected Bill Lines page displays.
  2. Select Header Info 1.
updated Adjust Selected Bill Lines page
  1. The Billing General page displays in a new window.
  2. Use the Bill Lines section to enter required charge information, such as product, quantity, and price.
  3. Select Save.
Billing General page
  1. Close the Billing General window.
  2. Section complete.
Creating a Bill Line Adjustment

Navigation:  NavBar > Navigator > Billing > Maintain Bills > Adjust Selected Bill Lines

  1. The Adjust Selected Bill Lines search page displays.
  2. Enter Business Unit.
  3. Enter Invoice.
  4. Select Search.
Adjust Selected Bill Lines search page
  1. The Adjust Selected Bill Lines page displays.

Use the Adjust Selected Bill Lines page to select invoice lines to adjust, the bill to which the adjustment is to be made, and the adjustment action for the lines.  If an item was on the invoice by mistake, you can adjust the bill lines for the item.

  1. Select Adjust Selected Lines.
  2. You can use the Add to Existing Bill check box to add the adjustment lines to an existing bill.
  3. 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
  4. Enter Adjustment Reason Default.
  5. Check the Select box for the line item you're adjusting.
  6. Select Save.
Adjust Selected Bill Lines page
  1. The updated Adjust Selected Bill Lines page displays.
  2. Notice that the Adjustment field is populated with a new invoice ID.
  3. Select Bill Line Info 1.
updated Adjust Selected Bill Lines page
  1. The Billing General page displays in a new window.
  2. Adjust the Bill Lines information as necessary.
  3. Select Save.
Billing General page
  1. Close the Billing General window.
  2. Process complete.

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