Creating a Bill Charge Code

Purpose:  Use this document as a reference for how to create a Billing Charge Code (Billing Speed Type) in ctcLink.

Audience:  Finance/Billing.

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

  • ZD Billing Local Config Inq
  • ZZ Billing Local Config

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

A Speed Type is another word for a valid ChartString filled with valid Chartfield values. In the HCM pillar, there's Combo Codes that hold payroll data. In the CS pillar, there's Item Types that hold student-related tuition and fees. In Finance, there's Billing Charge Codes and AR Speed Types. All these different terms really say the same thing: the ChartString. These are the values are what hold the financial part of our pillars together. In Finance, setting up Billing Charge Codes and AR Speed Types can reduce errors and expedite processes by auto-filling pre-approved ChartStrings.

Creating a Bill Charge Code

Navigation: Setup Financials/Supply Chain > Product Related > Billing > Setup > Charge Code 

  1. Select the Add a New Value tab.
  2. In the SetID field, enter the college Business Unit.
  3. Enter the Billing Currency USD.
  4. Create a new Billing Charge ID.
  5. Select the Add button.

Check with your local college business practices for a naming convention. Some colleges use their Business Unit as part of the Billing Charge ID, i.e. 220-RS = WA220 Running Start. Others have opted to use specific Department number as their Billing Charge ID: 01007 = Running Start Department.

Add a new value
  1. The Charge Code page displays.
  2. Enter an Effective Date.
  3. Enter a Unit of Measure.
  4. Enter a Description and (optional) Long Description.
  5. Select Save.
  1. Select the New Window hyperlink.
  2. A 'duplicate' window displays.

Make note the Effective Date and Charge ID name for the following next steps when setting up the ChartString Distribution.

Select New Window link

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

  • ZZ AR Local Setup
  • ZZ Billing Local Config

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

Navigation: Setup Financials/Supply Chain > Common Definitions > Distribution Accounting > Distribution Code 

  1. The Distribution Code Search page displays.
  2. Select the Add a New Value tab.
  3. In the SetID field, enter the Business Unit.
  4. In the Distribution Code field, enter the Charge ID name that was just created.
  5. Select the Add button.
  1. The Distribution Code definition page displays.
  2. Enter the Effective Date.
  3. Enter a Description.
  4. Optional to enter a Short Description.
  5. Enter or use the drop down arrow to select the Distribution Type.
  6. In the ChartField Values section, enter valid values.
  7. Select Save.

Note: The Distribution Type and GL Account Number should be in sync or matching. For example, the following example of Revenue Type was selected with the Running Start Revenue GL Account number 4021067 per the SBCTC Accounting and Business Services web page. Please check with your local college business practices or with the SBCTC Accounting Team if you have questions.

Distribution Code setup page
  1. Select or Toggle back over to the other open window labeled Charge Code.
  2. In the Distribution Code section, enter or look up the Distribution Code.
  3. Select Save.
Adding new dist code to charge code page
  1. Process complete.

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 Creating a Bill Charge Code. This link will open in a new tab/window.

Updating an Existing Charge Code -  work in process

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