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_062
  • ZZ_AWE_BI_APPR_063
  • ZZ_AWE_BI_AAPR_064

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 Reimbursable Grant/Contract Billing within the ctcLink Reference Center.

Creating a Recurring Non-Grant Bill

Navigation: Billing > Maintain Bills > Express Billing

  1. On the Express Bill Entry page, select the Add a New Value tab.
  2. Enter or look up Business Unit field.
  3. Leave the Invoice field at the default of "Next".
  4. Enter or lookup values to populate the Header Info - 1 page:
    1. Bill Type Identifier.
    2. Bill Source.
    3. Customer.
    4. Invoice Date.
    5. Accounting Date (current date recommended or within an open period).
  5. Select the Add button.

Adding the initial field values on the Bill Entry page will auto populate various Bill Header field values. Optional to change and/or update fields on the Header or Lines pages when the Bill is in 'NEW' status.

Express Bill Entry
  1. The Billing General page displays. Change the value of Cycle ID to a cycle that is associated with a recurring schedule:
    • DAILY: Daily Recurring.
    • MTH-RECUR: Monthly Recurring
    • ON-DEMAND: On Demand (system default).
    • QTR-RECUR: Quarterly Recurring.
  2. Change the value of Frequency to "Recurring".
  3. In the Bill Lines section, enter the information 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.
  4. Select Save. The updated Billing General page displays.  Note the Invoice ID.
Billing General page
  1. Select the Go To Recurring Bill Schedule icon.
detail of the Recurring icon
  1. The Recurring Bill Schedules page displays. Enter Start Date and End Date for the recurring bill period.
  2. Check the Pre-Assign Invoice Numbers box if you want the system to reserve a series of contiguous invoice numbers.
  3. Select the Save button.
  4. Select the Generate Rev. Rec. Schedule icon.
Recurring Bill Schedules page
  1. The updated Recurring Bill Schedules page displays.
  2. Select the View All / View 2 link to display all scheduled recurring bills.
  3. Select the Save button to generate the Pre-Assigned Invoice Numbers.
  4. Select Return to Bill Entry.
Updated Recurring Bill schedules with Bill numbers
  1. The Billing General page displays. Change the Bill Status to "RDY".
  2. Select Save.
Set bill to Ready status and save

*Note that recurring bills will be invoiced only when the Create Recurring Bills process runs and scheduled bills are ready (in RDY status) 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 Finalize Bills via Single Action Invoice w/ Commitment Control.

Video Tutorial

The video below demonstrates the process actions described in 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 link to Creating a Recurring Non-Grant Bill.  This link will open in a new tab/window.


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