9.2 Credit and Rebill in a Current Month

Purpose:  Use this document to apply credit to a Bill and Re-Bill in a current month in ctcLink.

Audience:  Billing Specialist.

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.

This process will create a 'Credit' of the original 'Invoiced Bill' and create a 'New Bill (Rebill)' that you are able to modify the Amounts and/or Accounting ChartString. Note the Credit and Rebill will be created in the current month. The following naming convention will help to retain history;

  • Original:   MSC-0000001234
  • Credit:      CR-MSC-0000001234
  • Rebill:       RB-MSC-0000001234

Use the QRG 9.2 Applying Debits to Credits to match or zero out the Original and Credit Bill.

Credit and Rebill in a Current Month

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.
Adjust Entire Bill search page
  1. The Adjust Entire Bill page displays.
  2. Select the radio button Credit & Rebill.
  3. Select the radio button Retain Original Invoice Value.
  4. In the Adjustment Results section, enter the new name for the Credit Bill and the Rebill Bill.  A suggested naming convention is to prefix the original invoice with "CR-" for the credit bill and "RB-" for the rebill.  The naming convention for credits and rebills is a college business decision.
  5. Select Adjustment Reason.
  6. Select Save.
Adjust Entire Bill page
  1. Notice a Header Info 1 hyperlink displays alongside the credit bill and rebill bill fields.  These hyperlinks are there so changes can be made to the new documents you are creating.
  2. Select the Credit Bill Header Info 1 hyperlink.
Adjust Entire Bill page
  1. The Billing General page displays in a new window.  Generally, you should not have to do anything on this page.  We are just confirming that the credit's Bill Status = "RDY".
  2. Select Save.
  3. Close the Billing General window.
Billing General page
  1. Select the Rebill Bill Header Info 1 hyperlink.
Adjust Entire Bill page
  1. The Billing General page displays in a new window.
  2. For the Rebill portion of the credit rebill, the Bill Status = "NEW" and the dollar amounts are the old prior amounts.
  3. Invoice Date defaults to today.  Adjust as needed.
  4. Adjust the dollar amounts for Unit Price and Gross Extended as needed.
  5. Select Bill Status = "RDY".
  6. Select Save.
  7. Close the Billing General window.
Billing General page
  1. Navigate to single action.  This single action picks up the credit and the rebill. You can use the QRG for Single Action Invoice Processes.
  2. Process complete.

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