ctcLink Reference Center9.2 Finance9.2 FIN - BillingBilling Adjustments and Corrections9.2 Separate Processes to Run for a Corrected Bill (When No Other Activity is Activated in Single Action)

9.2 Separate Processes to Run for a Corrected Bill (When No Other Activity is Activated in Single Action)

Purpose:  Use this document to correct a billed invoice when no other activity is activated in single action in ctcLink.

Audience:  Finance/Billing.

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.

Warning:  Running the four following processes is not the normal practice.  Normally, a Single Action will include all four of these processes.  The example below is when the invoice is created but no other process has been run.  This process is used in situations where the Single Action run was interrupted; or a bill hit an error.

Caution:  these processes must be run in the proper order as listed.

Step 1:  Currency Conversion

Navigation: Billing > Generate Invoices > Non-Consolidated > Convert Currency Amounts

  1. The Currency Conversion run control ID search page displays.
  2. 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., WA010_CONVERT_CURR (College, Process).
  3. The Convert Currency Amounts page displays. Enter Business Unit.
  4. In the Range Selection, select Invoice ID (or whichever range selection is appropriate). If applicable, enter or lookup From Invoice and To Invoice invoice numbers.
  5. Select the Save button.
  6. Select the Run button.
Convert Currency Amounts page
  1. The Process Scheduler Request page displays. Select the OK button to run the process.
  2. The Process Scheduler Request page disappears.  The updated Convert Currency Amounts page displays. Note the Process Instance number. Select Process Monitor link. Please refer to the Process Schedule Request steps for further instructions.

You can review your run process under the hyperlink “Process Monitor”.  It is complete when the Run Status says “Success” and the Distribution Status says “Posted”.

Select Process monitor link
  1. End of Step 1.
Step 2:  Pre-Load Process

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

  • ZZ AR Interfaces
  • 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: Billing > Generate Invoices > Non-Consolidated > Pre-Load Process

  1. The Pre-Load Process run control ID search page displays.
  2. 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_PRELOAD_PROCESS (College, Process).
  3. The Pre-Load Process page displays. Enter Business Unit.
  4. In the Range Selection, select Invoice ID (or whichever range selection is appropriate). If applicable, enter or lookup From Invoice and To Invoice invoice numbers.
  5. Select the Save button.
  6. Select the Run button.
Billing Pre-Load Process page
  1. The Process Scheduler Request page displays. Select Billing Pre-Load Process (process name BIPRELD).
  2. Select the OK button.
Process Scheduler Request page
  1. The Process Scheduler Request page disappears. The updated Pre-Load Process page displays. Note the Process Instance number. Select Process Monitor link. Please refer to the Process Schedule Request steps for further instructions.

You can review your run process under the hyperlink “Process Monitor”.  It is complete when the Run Status says “Success” and the Distribution Status says “Posted”.

Select the process monitor link to review process status
  1. End of Step 2.
Step 3:  Load AR Pending Items

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.

Navigation: Billing > Generate Invoices > Non-Consolidated > Load Invoices to AR

  1. The Load AR Pending Items run control ID search page displays.
  2. 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_LOAD_INV_TO_AR (College, Process).
  3. The Load Invoices to AR page displays. Enter Business Unit.
  4. Select Invoice ID (or whichever range selection is appropriate).
  5. If applicable, enter From Invoice and To Invoice invoice numbers.
  6. Select Save.
  7. Select Run.
Load Invoices to AR page
  1. The Process Scheduler Request page displays.
  2. Select Load AR Pending Items.
  3. Select OK.
Process Scheduler Request page
  1. The Process Scheduler Request page disappears.  The updated Load Invoices to AR page displays.  Note the Process Instance number.
  2. Select Process Monitor.  Refer to the Process Monitor QRG for instructions.

You can review your run process under the hyperlink “Process Monitor”.  It is complete when the Run Status says “Success” and the Distribution Status says “Posted”.

updated Load Invoices to AR page
  1. End of Step 3.
Step 4:  Load GL Accounting Entries

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.

Navigation: Billing > Generate Invoices > Non-Consolidated > Create Accounting Entries

  1. The Load GL Acctng Entries run control ID search page displays.  Create a new run control ID or use an already created run control ID.
  2. If the run control ID exists, select Search then select the appropriate Run Control ID.  If not, select Add a New Value, enter a meaningful Run Control ID, then select Add.  In this example, we'll create a new run control ID.
  3. The Create Accounting Entries page displays.
  4. Enter Business Unit.
  5. Select Invoice ID (or whichever range selection is appropriate).
  6. If applicable, enter From Invoice and To Invoice invoice numbers.
  7. Select Save.
  8. Select Run.
Create Accounting Entries page
  1. The Process Scheduler Request page displays.
  2. Select Load GL Interface.
  3. Select OK.
Process Scheduler page
  1. The Process Scheduler Request page disappears.  The updated Create Accounting Entries page displays.  Note the Process Instance number.
  2. Select Process Monitor.  Refer to the Process Monitor QRG for instructions.

You can review your run process under the hyperlink “Process Monitor”.  It is complete when the Run Status says “Success” and the Distribution Status says “Posted”.

updated Create Accounting Entries page
  1. End of Step 4.
  2. Process complete.

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