9.2 Create a Standard Bill

Purpose:  Use this document as a reference for how to create a standard bill in ctcLink.

Audience:  Finance/Billing.

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

  • 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.

Standard Bill

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

  1. Select the Add a New Value tab.
  2. Enter valid value in Business Unit field.
  3. Leave the Invoice field at the default of "Next".
  4. Select the Add button.

Optional to enter in values on 'Add a New Value' page. When you done so, the Header Info - 1 page will populate the entered information.

Bill Entry Add A New Value tab

A standard bill contains at least one Bill Header and one Bill Line.

Use the Header - Info 1 page to specify bill header information including data about:  

  • Where the bill came from
  • Where the bill is going
  • When the bill will be sent to the customer
  • How the bill should be formatted

Use the Line - Info 1 page to specify bill line information.

  • Multiple lines can be created to reflect the number of items needed on the invoice.
  1. On the Header - Info 1 page, enter or search for the appropriate data to be entered into the Header fields.
    1. Status: Initially "New" is automatically populated. When bill information is entered, the Status should be changed to "RDY" (Ready).
    2. Invoice Date: Current date will automatically populate. Invoice date is the date on which the invoice was entered into ctcLink.
    3. Cycle ID: Enter or look up. (May automatically populate once Type is selected.)
    4. *Type: Enter or look up. (Required) Once the Type is selected, many fields within the page will automatically populate.
    5. Source: Enter or look up.
    6. *Frequency: Leave at default of "Once". The Frequency field explains how often a bill will be created. Frequency of regular online invoices should remain as "Once". (Required)
    7. *Customer: Enter or look up. (Required)
    8. *Invoice Form: Enter or look up. This field displays the format of the bill. (Required)
    9. From Date: Enter or use calendar look up. Date reflects the start of the invoice period and used to determine the service start date. The From Date displays on the invoice.
    10. To Date: Enter or use calendar look up. Date reflects the end of the invoice period and is used to determine the service end date. The To Date displays on the invoice.
    11. Accounting Date: Usually Accounting Date and Invoice Date are the same but may be different. Accounting Date reflects the date the transaction is recognized versus  the date the transaction is actually entered into ctcLink.
    12. Pay Terms: Enter or look up the options of "IMMED" (Due Immediately) or "NET30" (Due in 30 Days). (May automatically populate once Type is selected.)
    13. Pay Method: The default is "Check" but other pay methods are available. (May automatically populate once Type is selected.)
    14. Remit To: Enter or look up. (May automatically populate once Type is selected.)
    15. Bank Account: Enter or look up. This field is associated with the Remit To field. (May automatically populate once Type is selected.)
    16. Sales: Enter or look up. (May automatically populate once Type is selected.)
    17. Bill Inquiry Phone: Enter or look up. This field is based on the Business Unit options. Phone contact information displays on the invoice. (May automatically populate once Type is selected.)
    18. Credit: Enter or look up. (May automatically populate once Type is selected.)
    19. Collector: Enter or look up. (May automatically populate once Type is selected.)
    20. Billing Specialist: Enter or look up. This information will display next to the Bill Inquiry Phone on the invoice. (May automatically populate once Type is selected.)
    21. Billing Authority: Enter or look up. (May automatically populate once Type is selected.)
  2. Select the Save button.
Header Info 1 tab

NOTE - Once the Header information has been saved, the Invoice information at the top of the page changes from "NEXT" to and Invoice number.

  1. Select the Notes link to be directed to the optional Header - Note page.
Header - Info 1 tab Notes link highlighted
  1. Enter any notes that should be printed on the invoice.
    1. Header Notes appear the "Bill To" information on the invoice.
Header Notes tab
  1. Select the Line - Info 1 tab.
  2. Enter the appropriate information in the fields. Many fields will be automatically populated.
    1. Max Rows: Change information if necessary. Field determines maximum number of bill lines (rows) that will be available in the scroll area of a single page.
    2. Seq (Sequence): Automatically populated.
    3. Table: Enter or look up. To select predefined Identifiers (Charge Codes) in the next step, select the "ID - PS/Billing Charge ID" option.
    4. Identifier (Charge Code): If Table was selected, a list of Identifiers has been configured and become available. Identifiers describe the type of charge.
      1. If Table was NOT selected, manually enter appropriate information.
    5. Description: Automatically populates after Identifier is selected.
    6. Quantity: Enter quantity
    7. Unit of Measure: Automatically populates after Identifier is selected.
    8. Unit Price: May be automatically populated after Identifier is selected.
    9. Gross Extended: Automatically calculated. (Quantity * Unit of Measure)
    10. From Date: The From Date from the Header - Info 1 page is automatically entered. The Bill Line From and To dates do not print on the invoice.
    11. To Date: The To Date from the Header - Info 1 page is automatically entered. The Bill Line From and To dates do not print on the invoice.
    12. Line Type: Leave as default of "REV" (Revenue).
    13. Tax Code: Select the appropriate tax code according to the city.
    14. Accumulate: If this box is checked it refers to the accumulation of tax amounts per line, if tax was included.
    15. Tax Exempt: Select this box if applicable.
    16. Exempt Certificate: Enter or look up if Tax Exempt was selected.
  3. Select the [+] Plus sign to add additional lines if necessary.
  4. Select the Save button.
  5. Select the Notes link to be directed to the optional Line - Note page.
Line - Info 1 tab
  1. Enter any notes that should be printed on the invoice.
    1. Line Notes appear under the related line on the printed invoice.
  2. Select the Accounting hyperlink toward the bottom of the page.
Line - Note page

The Chart of Accounts is made of informational fields that provide the basic structure to separate and categorize transactional and budget data. Each Chart of Accounts field is called a ChartField. ChartFields are data fields that record financial transactions within the General Ledger. Multiple ChartFields allow for more detailed reporting accounting information. These fields are set up behind the scenes.

ChartFields are entered on the Revenue Distribution tab. They may be automatically poulated if a Table "Charge Code" (Identifier) was entered on the Line - Info 1 page. If this was not done, the Distribution Code can be entered to populate the ChartFields.

  1. Enter appropriate information into the fields on the Accounting Information tab.
    1. Use the scroll bar to view and enter information that is out of view.
Accounting Information tab
  1. The Reference Information tab contains the Journal Line Reference field that will be automatically populated when the bill is processed.
Reference Information tab
  1. To change the Customer Location (Optional) and or Add a Contact (Optional) use the Navigation drop-down list to select the appropriate page.
    1. Select a different customer Location.
    2. Accept the default Contact Name or manually enter Contact Name. The name will appear on the Invoice in the Bill To address.
    3. Select the Save button.
Address Info page
  1. To create a courtesy copy of the invoice for a different customer, the Courtesy Copy Address option should be selected from the Navigation drop-down list.
    1. Enter or look up Customer ID.
    2. Enter or look up Location.
    3. Accept the Invoice Media field default of "Print Copy".
    4. Select the Save button.
Courtesy Copy Address page
  1. View a Pro Forma (For XMLPUB Format Invoices only) (Optional).

A Pro Forma is a "sample" copy of an invoice. Viewing a Pro Forma will help you to identify errors that can be corrected before bills are invoiced. It is especially helpful when you have a bill that contains a large number of lines.

The Pro Forma will display when the invoice Status is anything except "Invoiced" or Cancelled". The Pro Forma process should ONLY be used internally and does not result in a receivable item being created on the customer's account. The following instructions are fro XML formatted invoices only.

  1. Select the Header - Info 1 tab.
  2. Select the Pro Forma icon at the top right of the page.
    1. The Pro Forma displays in a new window.
Header - Info 1 page Pro Forma highlighted
  1. Prior to fiinalizing bill information, review the Pro Forma and make necessary changes to the bill.
    1. All changes should be completed prior to setting the bill Status to "RDY" (Ready to Invoice). Edits to the bill cannot be made after the bill has a Status of "Invoiced".
  2. Change the Status of the bill to "Ready to Invoice" by navigating to the Header - Info 1 page.

WARNING - Do not change the Status of the bill to "Ready to Invoice" before the bill is ready to be processed. This practice will prevent the bill from being run by the Single Action Invoice process before the bill information has been finalized.

  1. Select the Status field lookup icon and select the "RDY" option to change the Status to "Ready to Invoice".
  2. Select the Save button.
Header - Info 1 page Status RDY highlighted
  1. After successfully running the Single Action Invoice process the invoice will be ready for printing.
    1. Use the Finalize Bills via Single Action Invoice QRG to run the Single Action Invoice process.
Attaching Supporting Documentation

Navigation:  NavBar > Navigator > Billing > Maintain Bills > Supporting Documentation

  1. Enter the applicable billing invoice search criteria, the minimum being Business Unit and Invoice.
  2. Select Search.
  3. Select the applicable billing invoice record from the list of search results.
Supporting Documentation search page
  1. Use the Header Documentation tab to link supporting documentation at the invoice header level.
  2. Select the Internal Only checkbox if the supporting documentation is intended to only be viewed by internal staff (i.e. not customers); leave Internal Only checkbox unchecked if the supporting documentation is intended to be viewed by internal staff as well as by the applicable customer.
  3. Select the Upload button to initiate the process of selecting and attaching the applicable document.
Header documentation tab
  1. Select the Browse button in the File Attachment box. The system displays the name of the attached document on the page.  
  2. Highlight the applicable document in Windows Explorer and select the Open button.
  3. Select the Upload button in  the File Attachment box. The system displays the name of the attached document on the page.  
  4. Add a document description (optional).
  5. Select the Plus button to insert additional supporting documents to the billing invoice header.  (Select the Minus button to delete applicable supporting document from the billing invoice header).
File Attachment pagelet
  1. Select the Line Documentation tab to link supporting documentation at the invoice line level.
  2. Select Edit Supporting Documents on the applicable billing invoice line.  
Line Documentation tab
  1. The system opens the Edit Supporting Documents window, which displays the applicable business unit, invoice ID and invoice line sequence number.
  2. Select Internal Only if supporting documentation is intended to only be viewed by internal staff and not customers.
  3. Select the Upload button to initiate the process of selecting and attaching the applicable document.
  4. Follow the same process as listed in steps 7 - 11 above.
  5. Select the OK button on the Edit Supporting Documents window once all supporting documents have been attached to the applicable billing invoice lines.
Edit Supporting Documents pagelet
  1. Back on the Line Documentation page, select Save.
  2. Process complete.

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