9.2 Create a VPA (only) Express Bill

Purpose:  Use this document as a reference for creating VPA express bills in ctcLink. It is not to be used for non-VPA express bills.

Audience:  Billing/AR Specialists

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

  • ZD Billing Inquiry
  • ZZ Billing Entry
  • ZZ_AWE_BI_APPR_060
  • ZZ_AWE_BI_APPR_062
  • ZZ_AWE_BI_APPR_063
  • ZZ_AWE_BI_AAPR_064

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

This guide will walk you through how to create a VPA express bill.  Crucial additional guidance is available in SBCTC’s Accounting guide cLam (ctcLink Accounting Manual) for VPA processes.

Please see the Accounting and Business Services web page for more information on State Reimbursement Processes (VPA) and also QRG 9.2 Processing Payroll Vouchers.

Create a VPA (only) Express Bill

Navigation:  NavBar > Navigator > Billing> Maintain Bills> Express Billing

  1. The Express Bill Entry search page displays.
  2. Select the Add a New Value tab.
  3. Enter Business Unit.
  4. Enter Bill Type Identifier = "VPA".
  5. Enter Bill Source = "ONLBILLING".
  6. Enter Customer = "001000762", for State Reimbursement OST.
  7. Enter Invoice Date.
  8. Enter Accounting Date.
  9. Select Add.
  1. The Billing General page displays.
  2. Follow the steps if you have Billing Charge Codes set up for your college (Please see step 13 if you do not have Billing Charge Codes set up);
    1. Select Table = "ID", for Billing/Charge ID.
    2. Select Identifier. NOTE: this should start with "VPA" because you are creating a VPA bill.
    3. Optional to add a Description.
    4. Enter Quantity.
    5. Enter Unit Price.
  3. Select AR Account link under the AR Account column.
Billing General tab
  1. Follow the steps if you do not have Billing Charge Codes set up for each VPA Bill Line(s);
    1. Enter in a Description.
    2. Enter Quantity.
    3. UOM = EA for Each.
    4. Enter Unit Price.
    5. Select Save to generate the Invoice number.
  2. Select AR Account link under the AR Account column to navigate to add the Accounting Distribution(s).
  1. The Accounting Distributions tab displays. For each available Bill Line enter in the AR and Revenue Distributions.
  2. If available, select "VPA" from the Code pull down. If not available, enter in the AR Code "1010200" = Due from State Allocation.  This is very important, if you do not select this, the AR Distribution will default to an incorrect AR Control Account 1010100.
  3. Notice that in AR Distribution your account should be "1010200".
  4. The Revenue account should be the revenue for the specific VPA.  For the following example note Fund "841" matches account "4100010" which identifies the State fund as "001".
  5. Note the Revenue Distribution for all VPA express bills will be to designated operating unit, fund "841", Department "98499", Class "285", and State purpose "N".
  6. Select Save.
  7. Select the Billing General tab.

The Revenue Distribution coding should not be changed.  All VPA Express Bills will be to designated operating unit, Fund "841", Department "98499", Class "285", and State purpose "N".

Optional to add details such as a Bill Line Description, or use the navigation drop down menu to add a Bill Line Note and/or Header Note.

  1. The Billing General tab displays.
  2. Change Bill Status to "RDY" or "PND" to submit for approval.
  3. Select Save.

Select the Pro Forma icon to review the draft Invoice before finalizing the invoice.

  1. The Pro Forma or draft invoice displays. Review the details and if changes are needed, change the Bill Status back to NEW. Only invoices in RDY  status will be marked to be finalized.

Notice the optional features within the Billing Module to help identify your invoices: Bill Line Description, Line Note and Header Note.

  1. You are now ready to finalize this bill by running the Single Action Invoice process.
  2. Process complete.


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