9.2 Grants Credit and Rebill
Purpose: Use this document to generate a corrected invoice in ctcLink.
Audience: Finance/Grant Fiscal Staff.
You must have at least one of these local college managed security roles:
- ZD Billing Inquiry
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
This process is needed when you have created an invoice containing erroneous grants or Project Costing-related charges, and you want to generate a corrected invoice to reflect the original billing activity, as well as the adjustment information.
The credit bill reverses the charges on the original invoice; the rebill initially contains the same information as the original bill. Billing creates billing adjustment line analysis type (BAJ) to represent the credit and rebill invoices in the Project Resource Table.
Examples of changes that you can make to a bill:
- The AR distribution account needs to be edited
- The invoice date needs to be modified
- Edit the Invoice From and To Date
Finding an Invoice Number
You must have at least one of these local college managed security roles:
- ZD Billing Inquiry
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Navigation: NavBar > Navigator > Billing > Locate Bills > Bills Invoiced
- Enter or select the Business Unit.
- In the Bill To Field, you can search by either Customer or Contract. The example below is using the search criteria of Contract.
- Enter the Contract Number (or Customer Number if searching by Customer) in ID.
- Select Search.
- Write down or copy the Invoice Number and Invoice Date.

If you have an invoice number, start process here.
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: NavBar > Navigator > Billing > Maintain Bills > Adjust Entire Bill
- On the Adjust Entire Bill search page, enter or select the Business Unit.
- Enter or select the Invoice Number.
- Select Search.

- Select Credit & Rebill.
- Enter the Invoice Number for the Credit Bill and Rebill Bill, in this example we have used the same invoice number but changed the prefix to designate the credit or rebill invoice. If you decide to leave this with NEXT then the system will automatically assign invoice numbers.
- Enter "Return" in Adjustment Reason.
- Select Save.

After you select Save, notice that the Header information for both the credit and rebill are now available to edit. Tip: You can adjust a bill header or line only once.
- Select the Header Info 1 link for the Rebill Bill. The Express Billing page will display in a new browser window.

- On the Express Billing page, enter the Invoice Date.
- Select Save.
- Modify the AR Account if needed.
- After any adjustments are made, select Save.

- Return to the Billing General tab.

- Change Bill Status to "RDY".
- Select Save.

You must have at least one of these local college managed security roles:
- ZZ Billing Entry
- 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: NavBar > Navigator > Billing > Generate Invoices > Non-Consolidated > Single Action Invoice
- On the Single Action Invoice search page, find an existing value or add a new Run Control ID.
- Select Add. The Single Action Invoice page will display.

- On the Single Action Invoice page, enter or select the Business Unit.
- Enter the From Invoice.
- Enter the To Invoice.
- Adjust other run parameters as needed.
- Select Run. The Process Scheduler Request page will display.

- Select the checkbox for Single Action w/ Comm Cntl.
- Select OK.

- After Run Status = "Success", go to the Report Manager.

- Notice the Invoice number, this is the credit invoice number.
- The invoice also references the Original Invoice number.


This is the new Invoice. Notice the new invoice number and also the Original Invoice and the Prior Adjustment are referenced on this new invoice.
After you finalize the credit and rebill invoices, you can run the Billing to Project Costing/Contracts Interface process (BIPCC000) to update the Project Resource table.
(This process also runs overnight in a batch process, so if the update is not needed immediately it will update after the batch process runs.)
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 > Generate Invoices > Utilities > Update Contract/Projects Data
You must have at least one of these local college managed security roles:
- <there are no college-assignable roles>
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Navigation: Project Costing > Revenue Collection > Retrieve Billing Items

- After both process runs to Success, the project resource table will be updated.
- You should now notice that the Project Resource has analysis types of BAJ (billing adjustment) for those lines on the above invoice.
- Process complete.
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