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

Grants Credit and Rebill

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

  1. Enter or select the Business Unit.
  2. In the Bill To Field, you can search by either Customer or Contract.  The example below is using the search criteria of Contract.
  3. Enter the Contract Number (or Customer Number if searching by Customer)  in ID.  
  4. Select Search.
  5. Write down or copy the Invoice Number and Invoice Date.
Bills Invoiced 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: NavBar > Navigator > Billing > Maintain Bills > Adjust Entire Bill

  1. On the Adjust Entire Bill search page, enter or select the Business Unit.
  2. Enter or select the Invoice Number.
  3. Select Search.
Find an Existing Value tab
  1. Select Credit & Rebill.
  2. 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.
  3. Enter "Return" in Adjustment Reason.
  4. Select Save.
Adjust Entire Bill page

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.

  1. Select the Header Info 1 link for the Rebill Bill. The Express Billing page will display in a new browser window.  
Adjust Entire Bill page
  1. On the Express Billing page, enter the Invoice Date.
  2. Select Save.
  3. Modify the AR Account if needed.
  4. After any adjustments are made, select Save.
Billing General tab on the Express Billing page
  1. Return to the Billing General tab.
AR Distribution tab
  1. Change Bill Status to "RDY".
  2. Select Save.
Billing General tab on the Express Billing page

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

  1. On the Single Action Invoice search page, find an existing value or add a new Run Control ID.
  2. Select Add.  The Single Action Invoice page will display.
Single Action Invoice search page Add a New Value tab
  1. On the Single Action Invoice page, enter or select the Business Unit.
  2. Enter the From Invoice.
  3. Enter the To Invoice.
  4. Adjust other run parameters as needed.
  5. Select Run.  The Process Scheduler Request page will display.

 

Single Action Invoice page and tab
  1. Select the checkbox for Single Action w/ Comm Cntl.
  2. Select OK.
Process Scheduler Request
  1. After Run Status = "Success", go to the Report Manager.
Run Status section
  • Notice the Invoice number, this is the credit invoice number.  
  • The invoice also references the Original Invoice number.
Report List section
Example report

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.)

Example report

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

Update Contracts/Projects Data page

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

Review Billing Items page
  • 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.
  1. Process complete.

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