Correcting Billing Errors

Purpose:  Use this document as a reference for how to correct billing errors in ctcLink.

Audience:  Finance/Billing.

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

  • ZZ Billing Entry

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

Correcting Billing Interface Errors

Navigation: Billing > Interface Transactions > Correct Interface Errors 

  1. The Review Interface-Errors search page displays.
  2. Enter Interface ID.
  3. Enter Interface Line Number.
  4. Enter Transaction Type = "Chargeable Line".
  5. Enter additional Search Criteria to identify your transaction.
  6. Select Search.
Review Interface Errors search page
  1. The Billing Interface-1 tab displays.
  • Use the PS_INTFC_BI page to review and fix bill header and bill line information.
  • Notice that the Load Status field displays an error message describing the issue.
  • Next, correct the error by entering the correct data.
  • Refer to the Billing Interface Error Codes QRG for further instructions.
  1. Enter correct data.
  2. Select Save.
Billing Interface 1 tab
  1. Process complete.
Correcting Billing Budget Check Errors

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

  • ZZ Billing Workcenter

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

Navigation: Billing > Billing WorkCenter 

  1. The Billing WorkCenter displays.
  2. On the Main tab, select the drop-down menu for Exceptions.
  3. Select Budget Check Errors hyperlink.
  4. The Budget Check Errors information will display in the Transaction area.
Budget Check Errors page
  1. Select the line in 'Error in Budget Check' to correct.
  2. In the Actions box use the drop-down arrow to select Correct Budget Errors.
  3. Select GO.
Correct Budget Errors go
  1. The Commitment Control Correction window opens and defaults to the Acctg Entries Summary tab. Review as needed.
  2. Note how many lines are within the Invoice. Select View All.
  3. Select the Revenue tab.

Warning! You can only correct a Bill once, be sure to review all lines.

Select the Revenue tab
  1. The Revenue tab displays.
  2. Make necessary changes to the Bill Lines (verify ChartString, Accounts, etc.)
  3. Select Apply Correction.

Reminder: You can only correct a bill ONCE.

Enter Oper Unit value
  1. The Commitment Control Correction page refreshes and the Budget Error disappears.
  2. Close the window or Return to Search to return to the Billing WorkCenter.
Select Return to Search
  1. The Budget Check Errors transaction page displays. Refresh the page(s) to see the Budget Check Errors has been cleared.
Refresh icon and updated result
  1. Process complete.
Correcting Billing Invoices in Error Status

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

  • ZZ Billing Workcenter

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

Navigation: Billing > Billing WorkCenter 

  1. The Billing WorkCenter displays.
  2. On the Main tab, select the drop-down menu for Exceptions.
  3. Select Invoices in Error Status hyperlink.
  4. The Invoices in Error Status information will display in the Transaction area.
  5. Select the Invoice ID link.
  1. The Express Bill Entry page displays.
  2. Update the Invoice Date to the current date or a date within the open period.
  3. Expand the Header Detail section, to update the Accounting Date to the current date or a date within the open period.
  4. Scroll down to the bottom of the page and select Save.
  1. The Billing WorkCenter main page displays.
  2. Depending upon your college Billing Invoice approval process, follow steps to Submit for Invoice Approval and/or run the Finalize Bills via Single Action w/ Commitment Control.

The process of running the Single Action Invoice w/ Commitment Control clears out this Billing Error and removes it from the Invoice in Error Status list.

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 Correcting Billing Invoices in Error Status. This link will open in a new tab/window.

Correcting Invoices Not Integrated to GL

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

  • ZZ Billing Workcenter

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

Invoices tagged as Invoices Not Integrated to GL but have the Pre-Load Status = Done and Budget Status = Valid will be processed via the nightly batch process and removed off of this list the following business day.

Navigation: Billing > Billing WorkCenter 

  1. The Billing WorkCenter displays.
  2. On the Main tab, select the drop-down menu for Exceptions.
  3. Select Invoices Not Integrated to GL hyperlink.
  4. The Invoices Not Integrated to GL information will display in the Transaction area.
  5. Please select the following scenarios depending upon the Pre-Load and Budget Statuses;
Pre-Load Status = 'Pending' and Budget Status = 'Blank'
  1. From the Billing Invoice List section, select the checkbox next to the Invoice with Pre-Load Status = Pending and Budget Status = Blank.
  2. From the Actions drop-down menu arrow, select *Create Accounting Entries.
  3. The message window displays 'The Currency Convert, Preload and Load GL job was scheduled.'
  4. Select the Process Scheduler/Process Monitor to review the status and output.

Depending upon your security roles, you may have *Create Accounting Entries (AR role) and/or *Finalized Invoices to Journal (AR and GL roles). Optional to select Finalize Invoices to Journal to create the sub system journal.

  1. Section 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.

View the external link to *Create Accounting Entries. This link will open in a new tab/window.

Video Tutorial Via Panopto

Pre-Load Status = 'Done' and Budget Status = 'Not Budget Checked'
  1. From the Invoices Not Integrated to GL page, make note or copy the Invoice number(s) with the Pre-Load Status of 'Done' and Budget Status of 'Not Budget Checked'.
  2. Select the Reports/Queries main tab of the Billing WorkCenter.
Invoices Not Integrated to GL
  1. From the Reports/Processes section, expand the Month-End Activities section to select Request Budget Check.
  2. The Request Budget Check search page displays.
  3. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA040_REQUEST_BUDGET_CK (Business Unit, Process).
  4. The Budget Check Account Entries page displays.
  5. Under the Budget Check Accounting Entries Range Section, enter the following valid field values;
    1. Enter your college Business Unit.
    2. In the Range Selection, select the desired criteria, i.e. Invoice ID or All Invoiced Bills.
  6. Select the Run button.
Request Budget Check
  1. The Process Scheduler Request page displays. Select OK. Please see the Process Scheduler/Process Monitor for more information.
  2. Refresh the page until processed to success.
  3. Return to the Invoices Not Integrated to GL pagelet of the Billing WorkCenter to view the Invoice has an updated status of Pre-Load Status = Done and Budget Status = Valid. Invoices in this status will be posted during the overnight batch process.
  4. Section 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 Request Budget Check. This link will open in a new tab/window.

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