9.2 Creating a Recurring Non-Grant Bill

Purpose:  Use this document as a reference for creating a recurring scheduled non-grant 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_060_HI
  • ZZ_AWE_BI_APPR_062
  • ZZ_AWE_BI_APPR_063
  • ZZ_AWE_BI_AAPR_064
  • ZZ_AW_BI_INV

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

This QRG is for non-grant recurring bills that are created in the Billing Module. Cost Reimbursable Contract Bills or often referred to As Incurred Bills are created in the Grants/Contracts Modules but the billing process initiates in the Customer Contract Module. For Grant Billing, please see the following 9.2 Reimbursable Grant Contract Billing within the ctcLink Reference Center.

Creating a Recurring Non-Grant Bill

Navigation:  NavBar > Navigator > Billing > Maintain Bills > Express Billing

  1. The Express Bill Entry page displays.
  2. Select Add a New Value.
  3. Enter Business Unit.
  4. If your school has a special designation for bill templates, enter it in the Invoice field.  If not, leave the default value of "NEXT".
  5. Select Add.
Express Bill Entry Add a New Value page
  1. The Billing General page displays.
  2. Enter Bill Type.
  3. In Bill Source, enter "ONLBILLING".
  4. Enter Customer.
  5. Change the value of Cycle ID to a cycle that is associated with a recurring schedule.
  6. Change the value of Frequency to "Recurring".
  7. Configure the Bill Lines as you would for a single bill:
    1. In Table, enter "ID".
    2. In Identifier, enter or select a Charge Code.
    3. Enter Quantity
    4. Enter a Unit Price.
  8. Select Save.
Billing General page
  1. The updated Billing General page displays.  Note the Invoice ID.
  2. Select the Go To Recurring Bill Schedule icon.
updated Billing General page
  1. The Recurring Bill Schedules page displays.
  2. Enter Start Date and End Date for the recurring bill period.
  3. Check the Pre-Assign Invoice Numbers box if you want the system to reserve a series of contiguous invoice numbers.
  4. Select Save.
  5. Select the Generate Rev. Rec. Schedule icon.
Recurring Bill Schedules page
  1. The updated Recurring Bill Schedules page displays.
  2. Select View All.
updated Recurring Bill Schedules page
  1. The updated Recurring Schedules page displays.  All scheduled billings display.
  2. Select Save.
  3. Select Return to Bill Entry.
Recurring Bill Schedules page
  1. The Billing General page displays.
  2. Change the Bill Status to "RDY".
  3. Select Save.
Billing General page

*Note that recurring bills will be invoiced only when the Create Recurring Bills process runs and scheduled bills are ready for invoicing.

  1. Process complete.

Next step in the process is to generate or finalize the bill into an invoice. Please follow the following QRG 9.2 Finalize Bills via Single Action Invoice w/ Commitment Control.

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