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

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: Billing > Maintain Bills> Adjust Entire Bill

  1. The Adjust Entire Bill search page displays. Enter Business Unit.
  2. Enter Invoice.
  3. Select Search.
  4. The Adjust Entire Bill page displays.
  5. Select the radio button Credit & Rebill.
  6. Select the radio button Retain Original Invoice Value.
  7. In the Adjustment Results section, manually 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.
  8. Select Adjustment Reason.
  9. Select the Save button.
Adjust Entire Bill page
  1. Notice a Header Info 1 hyperlinks 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. The Credit Bill is a copy of the original with a negative Total Amount and will be in a 'RDY' status. Optional to select the Credit Bill Header Info 1 to Review or Submit for Approval depending upon your local college business process.
  3. Select the Rebill Bill Header Info 1 hyperlink.
Select the Header Info 1 tab
  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. The Invoice Date defaults to blank and will default to current date. Adjust as needed.
  4. Adjust the dollar amounts for Unit Price and Gross Extended as needed.
  5. Optional to select the Header Notes link to navigate to Header Note page and add revised invoice details.
  6. Select the Pro Forma icon to preview the Rebill Invoice.
Adjust Rebill invoice as needed and select Pro Forma icon
  1. The Pro Forma or draft invoice displays on a new page. Review as needed. Close out to return to Billing General page.

Note the Original and Prior Adjustment bill numbers are displayed on Rebill. Also the Header Note has been adjusted to read 'Revised Invoice'.

Review the Pro Forma invoice
  1. Select the Bill Status to "RDY"= Ready to Invoice OR "PND" = Pending Approval. For more information on Billing Approvals, please refer to QRG Submit Billing Invoices for Approval.
  2. Select the Save button.
  3. Close the Billing General window.
  4. Process complete.
Set Rebill to RDY status

Next step is the process is run the Single Action process to finalize both the Credit and the Rebill invoices. Please refer to the Finalize Bills via Single Action Invoice w/ Commitment Control.

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 and Rebill in a Current Month. This link will open in a new tab/window.


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