Create an Express / One-Time Bill

Purpose: Use this document as a reference for creating an Express or a one-time bill in ctcLink.

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 creating a one-time bill. For additional details about what information your school requires, please refer to local business process policy and documentation.

Creating a One-time or Express Bill

Bill Header & Lines

Navigation: Billing > Maintain Bills > Express Billing

  1. The Express Bill Entry search page displays. Select the Add a New Value tab.
  2. If the Business Unit does not default, enter enter Business Unit.
  3. Keep Invoice value as 'NEXT'.
  4. Enter or lookup valid field values:
    1. Enter Bill Type Identifier.
    2. Enter Bill Source.
    3. Enter Customer.
    4. Enter Invoice Date. If left blank, it will default to current date.
    5. Enter Accounting Date. If left blank, it will default to current date.
  5. Select the Add button.
Add new value
  1. The Billing General page displays and is populated with the entered information.
  2. In the Bill Lines section, for each Bill Line(s):
    1. Enter Table = "ID" which stands for PS/Billing Charge id. Select a Charge Code by using the lookup button next to the Identifier field or if you do not have Charge Codes set up, you will need to enter in the Revenue Distribution manually.
    2. Enter a Description.
    3. Enter a Quantity.
    4. Enter a Unit Price.
  3. To add additional Bill lines, use the scroll bar to scroll to the far right to select the plus [+] icon.
  4. Select the Save button.

The Identifier lookup references a Charge Code which are similar to speed types or item types. They can be set up by your college to reference frequently used ChartStrings. Please see QRG Create a Bill Charge Code for setup configuration.

Add description and pricing

Upon saving the page, a unique Bill or Invoice number has been generated and the Gross Extended amount has been updated.

Invoice number is generated and amount updated
  1. To add additional information, select the Header Notes link and/or the Attachments link.
Select Header Notes and Attachments link to add information

1.  HEADER NOTES: Use the Header - Note or Line - Note to add additional information in regards to the reason for the Billing.

Header or Line Notes

2.  ATTACHMENTS: Use the Attachments functionality to upload backup documentation. However, attachments saved in Billing, will remain in the Billing Module and not carry forward onto Accounts Receivable when the payment is received/applied.

Add attachments
  1. Select the Save button to save changes.
Accounting Distributions
  1. Under the Bill Lines section, select the Accounting Distribution link to open the Accounting Distributions page.
Select the Accounting Distribution link
  1. The AR and Revenue Distribution sections display. If the AR Distribution or AR Offset is left blank, the Account will default to AR Control account.
  2. For each Bill Line, enter or lookup valid field values for the Revenue Distribution ChartString such as:
    1. Account.
    2. Oper Unit.
    3. Fund.
    4. Department.
    5. Class.
    6. State Purpose.
  3. Select the Save button.

If you entered the Identifier Code (or Charge Code) on the Billing General page, the Revenue Distribution automatically populates.

Add accounting information
Summary Review & Pro Forma
  1. At the bottom left of the page, select the Summary link at the bottom of the page to review the Billing Summary Info pages.
Select the Summary link
  1. The Bill Summary pages display and review information as needed;
    • Bill Summary Info - Provides overall general summary and Calculate Taxes button.
    • Bill Summary Info 2 - Provides the process, budget status, and other details.
  2. From either the Bill Summary or Billing General page, select the Pro Forma icon

A Pro Forma is a "sample" copy of an invoice. Viewing a Pro Forma will help identify errors that can be corrected before bills are invoiced.

Billing Summary pages
  1. The Pro Forma or draft invoice will open in a new window. Review as needed. Optional to go back and edit/update draft invoice.
Pro Forma Invoice
  1. Close out the window to return to the Express Billing main page.
  2. Change the Bill Status to "RDY" = Ready to Invoice.
  3. Select the Save button.
Select Bill STatus to Ready or RDY and save

Next step is to Submit Bill for Approval or finalize the bill by running the Single Action Invoice process.

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 Create an Express / One-Time Bill. This link will open in a new window.


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