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 invoice date needs to be modified
  • Edit the Invoice From and To Date
  • Header/Line note modification

The Grants Credit and Rebill Process is not recommended however, please submit a Service Desk ticket: ctcLink Support > Finance > Grants to discuss other options prior running this process.

Grants Credit and Rebill

You can only adjust a Bill once in ctcLink.

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: Billing > Locate Bills > Bills Invoiced

  1. The Bills Invoiced page displays.
  2. In the Bill To field, you can search by Customer or Contract.  (Example below is using the search criteria of Contract).
  3. Enter appropriate values in any of the fields in the top portion of the page.
  4. Select the Search button.
  5. The Bill Search Results section populates. Note the Invoice number(s).

Use the % or percent sign as a wild card to lookup the Contract ID number, i.e. 'CA%3950' or '%3950'.

Bills Invoiced lookup page
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: Billing > Maintain Bills > Adjust Entire Bill

  1. On the Adjust Entire Bill search page, enter or select the Business Unit.
  2. Enter or lookup the Invoice Number.
  3. Select Search.
  4. Select the Credit & Rebill radio button.
  5. 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.
  6. Enter "Return" in Adjustment Reason.
  7. Select Save.

Add a helpful prefix or ending to the Original Bill Invoice number. For example:

  • Original Billing ID = CA-0000014791
  • Credit = CR-CA-0000014791   OR   CA-0000014791-CR
  • Rebill = RB-CA-0000014791    OR   CA-0000014791-RB
Adjust entire bill page, add CR and REBILL prefixes
  1. Select the Header Info 1 link for the Rebill Bill. The Express Billing page will display in a new browser window.  

After you selected Save, notice that the Header Information for both the Credit and Rebill 'Header Info 1' links are now available to edit.  

Credit & Rebill links are created
  1. The Express Billing, Billing General page displays. Enter the Invoice Date within an open period.
  2. Modify the AR Account if needed. Note: Grant Invoices should default to the AR Control Account 1010100.
  3. Optional to add additional detailed information:
    • Header Note: from the Navigation drop down menu, select Header Note to add description of changes to the Rebill Invoice.
    • Attachments: select the Attachments link to add backup documents.
  4. After any adjustments are made, select Save.
make updates as need and resave
  1. Return to the Billing General tab.
  2. Change Bill Status to "RDY".
  3. Select Save.
RDY the Bill Status
Submit Rebill and Credit Invoices for Approval

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.

Depending upon your local business process, submit both the Rebill and Credit Invoices using QRG Submit Billing Invoices for Approval.

Finalize Invoice(s) Via Single Action w/ Commitment Control

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.

Depending upon your local business process, finalize both the Rebill Invoice and Credit Invoice using QRG Finalize Bills via Single Action 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.

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Video Tutorial Via Panopto

View the external link to Grants Credit and Rebill. This link will open in a new tab/window.

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