9.2 Adjust or Credit an Entire Bill or Bill Line

Purpose:  Use this document as a reference for Adjusting an Entire Bill, Crediting an Entire Bill and creating a Rebill, Crediting a Bill Line and Applying to an Existing Bill, or Creating a Bill Line Adjustment in ctcLink.

Audience:  Billing staff.

CREDIT INVOICE vs. WRITE OFF

CREDIT INVOICES: Credit Invoices are created to offset an existing invoice that is created from billing. You can create other credit invoice manually to offset an entire invoice if you want the revenue to be reversed.

WRITE OFFS: Write offs are generally used to write off bad debt or small invoice amounts that are in collections and never be paid. The following QRG can assist in writing off these types of invoices. In this case the revenue is not reversed. Please see QRG Writing an Item Off.

Adjusting Bill and Bill Lines

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

Crediting an Entire Bill

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.

Navigation: Billing > Maintain Bills > Adjust Entire Bill

  1. The Adjust Entire Bill search page displays.
  2. Enter Business Unit.
  3. Enter Invoice.
  4. Select Search.
  5. The Adjust Entire Bill page displays.
  6. In the Select Bill Adjustment Action section, select Credit Entire Bill.
  7. In the Adjustment Results section, enter "CR-" plus the original invoice (for example: CR-MSC-0000021037 or MSC-0000021037-CR). Optional to leave the Credit Bill as NEXT to auto generate the next available invoice number.
  8. Enter Adjustment Reason.
  9. Select the Save button.
Ajust Entire Bill page
  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 has 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.

Credit Bill header link is visible

Optional to select the Header Info 1 link to review and/or submit for Approval the newly created Credit Bill. Note: Please leave the Invoice and Accounting Dates 'blank' for the system will these generate dates in an 'open' or current month.

Review Credit Bill
  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.

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 Credit an Entire Bill. This link will open in a new tab/window.

Crediting an Entire Bill and Rebill

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.

Navigation:  Billing > Maintain Bills > Adjust Entire Bill

  1. The Adjust Entire Bill search page displays. Enter Business Unit.
  2. Enter or lookup Invoice.
  3. Select Search.
  4. The Adjust Entire Bill page displays.
  5. In the Select Bill Adjustment Action section, select Credit & Rebill.
  6. In the Adjustment Results section, optional to enter "CR-" & "RB-" plus the original invoice.
    • 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-0000021799 (OR MSC-0000021799-CR) 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-0000021799 (OR MSC-0000021799-RB) for the Rebill Bill.
  7. Enter Adjustment Reason.
  8. Select Save.
Select Credit and Rebill
  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. In the Adjustment Results section, select the Rebill Bill Header Info 1 link.

The Credit Bill automatically sets to 'RDY' status. It is ready to process on the next 'Single Action Invoice' process 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.

Select the Rebill Bill Header Info 1 link
  1. The new Rebill invoice 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 the Invoice Date.
  2. Adjust the Bill Lines information, Accounting Distribution, and/or Header/Line notes as needed.
  3. Select the Save button to save changes.

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.

Adjust lines as needed and save

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.

Sample Pro Forma Invoice
  1. The updated Billing General page displays. Select Bill Status = "RDY" or "PND" depending upon your college business practice decision submit for Approval.
  2. Select Save.
Select status to RDY and save
  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 Credit an Entire Bill and Rebill.  This link will open in a new tab/window.

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: Billing > Maintain Bills > Adjust Selected Bill Lines

  1. The Adjust Selected Bill Lines search page displays. Enter Business Unit.
  2. Enter or lookup Invoice.
  3. Select Search.
  4. The Adjust Selected Bill Lines page displays.
  5. Select the Adjust Selected Lines radio button.
  6. Select the checkbox Add to Existing Bill. If this option is selected, in the Line Adjustments Results section enter or lookup Add to Bill.
  7. 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.
  8. Enter the Adjustment Reason Default = RETURN.
  9. Select the checkbox of the line you're adjusting.
  10. Select the Save button.
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.

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 COMING SOON!

Video Tutorial Via Panopto

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

Creating a Bill Line Adjustment

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.

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.

Navigation: Billing > Maintain Bills > Adjust Selected Bill Lines

  1. The Adjust Selected Bill Lines search page displays. Enter Business Unit.
  2. Enter or lookup Invoice.
  3. Select the Search button.
  4. The Adjust Selected Bill Lines page displays.
  5. Select the Adjust Selected Lines radio button.
  6. 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.
  7. Enter Adjustment Reason Default = RETURN.
  8. Check the Select box for the line item you're adjusting.
  9. Select the Save button.
Adjust selected lines and save
  1. The updated Adjust Selected Bill Lines page displays.
  2. Notice that the Line Adjustments Results field is populated with a new Bill Line Invoice ID, i.e. MSC-0000022199.
  3. Select the Bill Line Info 1 link.
Select the Bill Line Info 1 link
  1. The Billing General page displays in a new window.
  2. Adjust the Bill Lines information as necessary.
  3. Select the Bill Status to RDY.
  4. Select the Save button.
Set to RDY and save
  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 COMING SOON!

Video Tutorial Via Panopto

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

Approved or Ready Credit Bills in 'RDY' Status will need to be finalized. Please refer to the QRG Finalize Bills via Single Action Invoice w/ Commitment Control.

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

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