9.2 Adjusting an Invoiced Bill Through Billing

Purpose: Use this document as a reference for adjusting invoiced bills in ctcLink.

Audience: Billing/AR Specialists

This guide will walk you through adjusting invoiced bills. We will step through the following processes:

  • Adjust entire bill
  • Single action invoice
  • Adjust specific bill lines

For additional details about information required by your college, please refer to local business process policy and documentation.

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.

Adjusting Entire Bill

Navigation:  NavBar > Navigator > Billing > Maintain Bills > Adjust Entire Bill

  1. The Adjust Entire Bill search page displays.
  2. Enter Business Unit.
  3. Enter Invoice.
  4. Select Search.
Adjust Entire Bill search page
  1. The Adjust Entire Bill page displays.
  2. Select Credit Entire Bill.
  3. Enter Credit Bill = CR-XXXXXX (the invoice number you want to adjust).
  4. Enter Adjustment Reason.
  5. Select Save.
Adjust Entire Bill page
  1. The updated Adjust Entire Bill page displays.
  2. Select the Credit Bill Header Info 1 link.
updated Adjust Entire Bill page
  1. The Billing General tab displays.
  2. Enter Bill Status = "RDY".
  3. Enter Invoice Date.
  4. In the bottom-center of the page, select Navigation = "Header AR Distribution".
Billing General tab
  1. The AR Distribution tab displays.
  2. Enter Account.
  3. In the bottom-center of the page, select Navigation = "Billing General".
A R Distribution tab
  1. The Billing General page displays.
  2. Select Bill Status = "RDY".
  3. Select Save.
Billing General tab

Note:  The generated Credit bill has a Bill Status = "RDY" by default.  Both bills are now ready to be invoiced.

  1. Section complete.
Single Action Invoice

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

There are multiple options from which you can select when on the Single Action Invoice page.  In this QRG, we demonstrate how to process it using the select All under the “Range Selection” section on the Run control ID to capture all invoices that may be ready to be processed.

  1. The Single Action Invoice run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
Single Action Invoice Add a New Value tab
  1. The Single Action Invoice page displays.
  2. Select the Posting Action to Batch Standard.
  3. Select Range Selection = "All" or select Invoice ID to select a specific Invoice Number.
  4. Enter the Business Unit.
  5. Select the Bills To Be Processed icon.
  1. The Bills To Be Processed window displays.  Review it.
  2. Select Return.
Bills To Be Processed page
  1. The Bills To Be Processed page disappears. Select the Process Monitor link to track the progress.
  2. Select Run.
  1. The Process Scheduler Request page displays.
  2. Select Single Action w/Comm. Cntl.
  3. Select OK.
Process Scheduler Request page
  1. The Process Scheduler Request page disappears.
  2. Please refer to the Process Scheduling QRG for further instructions.
  3. Section complete.
Adjust Specific Bill Lines

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:  NavBar > Navigator > Billing > Maintain Bills > Adjust Selected Bill Lines

  1. The Adjust Selected Bill Lines search page displays.
  2. Enter Business Unit.
  3. Enter Invoice.
  4. Select Search.
Adjust Selected Bill Lines Search Page
  1. The Adjust Selected Bill Lines page displays.

You can also use this page to select the bill to which an adjustment is to be added and to select an adjustment action for the bill lines.

  1. Select the Add to Existing Bill option to add the adjustment lines to an existing bill.
  2. The system displays this field if you elect to add to an existing bill. Enter the invoice number of the existing bill to which you want to add the lines.
  3. If you elect to add to an existing bill but there are no existing bills available, select No Bill Action, reselect Adjust Selected Lines, and clear Add to Existing Bill.

Warning! Adjusted Project Costing and Contracts lines should never be added to non-Project Costing or Contracts bills.

  1. In the Add to Bill field that now appears in the Line Adjustment Results section of the page, enter the invoice to add the adjustment to.
  2. Use the Line Opt list to select one of three options by which to adjust the bill line:
    1. Create Net Adjustment Only: Creates one adjustment line.
    2. Create Reversal and Rebill: Creates two new lines; one that credits the original line chosen, and one that reflects the adjustment.
    3. Credit Line: Creates one line with a reversal of the amounts from the original line chosen.
  3. For this first example, specify that you want to create one line with a reversal of the amounts from the original line chosen.
  4. Select the Credit Line list item.
  5. Select the Adjustment Reason Default field and choose the appropriate reason.
  6. Select the line item to adjust.
  7. Select Save.
Adjust Selected Bill Lines
  1. Select the Header Info 1 link.
Header Info 1 Link Selection
  1. Use the Bill Lines section to enter required charge information, such as product, quantity, and price.
  2. Add any additional lines if necessary to the invoice. Review the Proforma to ensure the invoice exhibits the adjustments as desired.
  3. If other adjustments are needed, close the Proforma and make them accordingly.
  4. If not, close the Proforma and change the Bill Status to "RDY". 
  5. Select Save.
Billing General Tab
  1. You have successfully credited a bill line and applied it to an existing bill.
  2. For the second example, specify that you want to create a net adjustment only.

Navigation:  NavBar > Navigator > Billing > Maintain Bills > Adjust Selected Bill Lines

  1. Enter the desired information in the Invoice field and select Search.
  2. You are now on the Adjust Selected Bill Lines page.
  3. Select the Adjust Selected Lines radio button.  
  4. Select Create Net Adjustment Only in the Line Opt drop-down menu.
  5. In the Line Adjustment Results section of the page, enter the invoice to add the adjustment to. You can add ADJ at the beginning of the invoice to clearly acknowledge the invoice is an adjustment, e.g. ADJ-MSC-XXXXXXX.
  6. Select the Adjustment Reason Default field and enter the desired information.
  7. Choose the line item to adjust.
  8. Select Save.
Adjust Selected Bill Lines Page
  1. Select the Header Info 1 link.
Header Info 1 Link
  1. This will take you to the Billing General page.
  2. Select the Header Detail tab.
  3. Clear the Hold Until Date, unless the invoice needs to be on hold.
  4. Use the Bill Lines section to enter required charge information, such as product, quantity, and price.
  5. Add any additional lines if necessary to the invoice. Review the Proforma to ensure the invoice exhibits the adjustments as desired.
  6. If other adjustments are needed close the Proforma and make them accordingly.
  7. If not, close the Proforma and change the Bill Status to "RDY".
  8. Select Save.
Header Detail Tab
  1. Process complete.

0 Comments

Add your comment

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.