9.2 Fixed Priced Grant/Contract Billing

Purpose:  Use this document for the billing process for Fixed Contracts/Grants.  For reimbursable contracts, there are different instructions.

Audience:  Finance/Grants Fiscal Staff.

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

  • ZC Contracts Processing
  • ZZ Contract Maintenance
  • ZZ Contract Processing

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

Fixed Priced Billing

Reminders

  • All sponsors are in ctcLink with the appropriate “bill to” information, including addresses.
  • The award is fully executed.  The contract has been reviewed, the bill plan finalized and the contract activated.
  • All invoices are generated from Active Contracts.
  • Contracts that are “Fixed Price” will not have billable lines, invoices will by event (specific date and amount).
  • Use the generated PeopleSoft Invoice number as the grantor's invoice number.

Required Steps

1. Run the Contracts to Billing Interface

The Grant Manager will follow the preceding steps with the Awards that can be billed for the billing cycle.

Navigation: Customer Contracts > Schedule and Process Billing > Process Other Billing Methods

  1. The Process Other Billing Methods run control ID search page displays.
  2. If a Run Control ID already exists, select the Search button and select the appropriate run control from the list or create a new run control using the Add a New Value tab, then select Add.   In this example, we'll create a new run control ID.
  3. Select Add a New Value.
  4. Enter a meaningful Run Control ID.
  5. Select Add.
Process Other Billing Methods Add a New Value page
Find an Existing Value tab
  1. The Process Other Billing Methods page displays. The Contract option is used. Select the Business Unit and Contract. In the Billing Option select “Specify Date” in the Event Date Option and Invoice Date Option fields. Enter your Event Date and Invoice Date. Remember that when billing Fixed Price Contracts the invoice is determined by the event date found in the contract.
  2. Select 'Always' in the Process Frequency field.
  3. Select Run.

Warning:  The fields in the Contract Options group box limit the billing data that is included in the running of this process.  The user has the option to filter by Contract, (contracts) Business Unit, Contract Type, Sold to (customer), or Bill To (customer).  If you leave all fields blank, the process picks up all available billing activity in Contracts and in all schools.  Because we have the colleges on different Business Unit, this is not recommended in this environment.

Process Other Billing Methods page
  1. The Process Scheduler Request page displays.
  2. Check the Contracts to Billing Interface process checkbox.
  3. Select OK.
Process Scheduler Request page
  1. The Process Scheduler Request page disappears.  The updated Process Other Billing Methods page displays.  Note the Process Instance number.
  2. Select Process Monitor.  Refer to the Process Monitor QRG for instructions.
updated Process Other Billing Methods page
  1. In the Process Monitor page, select the Details hyperlink on the associated CA_BI_INTFC Process Name that was run.
  2. Select the Message Log hyperlink.
Process Detail page
  1. The Message Log page displays.
  2. Write down the INTFC_ID.
Message Log page

This INTFC_ID will be required for the next procedure.  The interface ID is located near the bottom of the message.  If you do not find an INTFC_ID in the message log, do not rerun the process.

Correcting Interface ID Errors

2. Execute Billing Interface Process

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.

Now that you have successfully run the Contract to Billing Interface, the Billing Interface must be run in order to convert staged data into actual temporary bills in the Billing module.

Navigation: Billing > Interface Transactions > Process Billing Interface

  1. Select Add a New Value tab.
  2. Enter in a Run Control ID.
  3. Select Add (once this is set up, you can use this run control again for Fixed Price Billing).
Process Billing Interface Run Control set up
  1. Enter into the From Interface ID and To Interface ID fields the INTFC_ID that was created and written down from the previous procedure (Contract to Billing Interface).

Although other interface ID’s may be available for selection, the Billing Specialist should only select the interface ID related to the billing cycle they are currently processing. Otherwise, if they process all interface ID’s it will be more complicated for the other Billing Specialists to locate their respective bills.

  1. Select the Run button.
From and To numbers on process billing interface page
  1. Select the Billing Interface checkbox.
  2. Select OK.
  3. Select the Process Monitor link to confirm that the BIIF0001 process finished with a Run Status of Success.
Process Scheduler Request page
3. Review Billing Worksheet

The purpose of the Billing Worksheet is to allow a user to verify some of the information that would appear on an invoice before an invoice is generated. At this stage, the invoice is a temporary invoice and will have a prefix of TMP. In addition to this page ctcLink provides functionality that allows you to produce a Pro Forma invoice before approving the billing worksheet. This process allows you to produce an invoice for those individuals who may not have access to the billing worksheet or the ability to run billing processes. The pro-forma invoice shows how the real invoice will look and shows the demographic data that will appear on invoice.

The user can then return to the Billing Worksheet(s) on this page and either approve or delete each worksheet and save the page. After the page is saved, all Billing Worksheets that had an action value of Approved or Delete disappear from the page. The user will need to navigate to the Manage Contract/Project Bills. If the user needs to modify the temporary invoice, the invoice should be deleted and the billing process should be run from the beginning again to capture whatever changes occur within the ctcLink source systems once the changes are completed.  

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: Billing > Manage Billing Worksheet > Update Billing Worksheet

  1. Select the Set Filter Options hyperlink and confirm that WAxxx is populated in the Business Unit field. Once the values have been populated, select the Save Search button.
Worksheet Headers tab
Filter Options page

Note:  Using the Set Filter Options page, the user can search for a specific Billing Worksheet or a group of worksheets to be reviewed. This is a one-time setup step.

The other fields can be used (i.e. Contract #) in the future on the ad hoc basis to filter the worksheets displayed.

  1. Select the Search button.
  1. The contracts that match the criteria entered on Set Filter Options page will appear in the Header Level Detail section of the page.
Worksheet Headers tab
  1. The Worksheet Header Information for all awards that have expenses to be billed will be displayed.
  1. Select the Header Info 1 icon to view the header information for a particular bill.
  2. Review the fields and links on this page to identify any incorrect values for the Sponsor.
  3. Select Save to save any changes.
  4. Select the Worksheet hyperlink to return the worksheet page.

This step is suggested on initial billings of a sponsor to ensure that the correct setup has occurred for both the sponsor and awards. Any incorrect information can be updated from these pages; however the Billing Specialist should also update the Sponsor data as well as contact the Grants Manager for Award setup problems.

Note:  Here is where you can change the invoice date, accounting date and the Pay Terms if needed, as shown below. You can enter Header Notes on the Billing Header Info page. 1. Also notice the Pro Forma icon which will give a preview of the invoice.

Header Info 1 tab
  1. Select the checkbox corresponding to the appropriate contract and select the Approve Now button. Only approve the worksheet if you are sure that it is correct otherwise you need to delete the worksheet and start the process over again.  If you do approve a worksheet in error the only way to correct the error is through the Grants Credit and Rebill process.
  2. Select Save.
Worksheet Headers tab

Review Contract/Project Bills

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

  • ZZ Billing Contracts
  • ZZ_AWE_BI_APPR_060
  • ZZ_AWE_BI_APPR_060_HI
  • ZZ_AWE_BI_APPR_062
  • ZZ_AWE_BI_APPR_063
  • ZZ_AWE_BI_APPR_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.

Navigation: Billing > Manage Billing Worksheet > Review Contract/Project Bills

  1. On the Find an Existing Value tab, verify that "WAxxx" is populated in the Business Unit field.
  2. Enter appropriate values in any of the fields in the top portion of the page and click the Search button.
  3. Select the Invoice hyperlink to review and verify all of the items are entered correctly and that the invoice is no longer in a temporary status and has an actual invoice number.
Review Contract Project Bills section
Header Info 1 tab

You will want to remember your invoice number for the next step

4. Generate Invoice / Run 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: Billing > Generate Invoices > Non-Consolidated > Single Action Invoice

  1. The Single Action Invoice page displays.
  2. Enter the desired criteria:
    1. Invoice Date Option:  Processing Date
    2. Posting Action:  Batch Standard
    3. Range Selection: Invoice ID
    4. Business Unit:  WAXXX
    5. To and From Invoice Number

Highly recommended to select Batch Standard as the Posting Action.  If Do Not Post is selected, the invoice will generate but not Post to the General Ledger.

Optional to select the folder icon to review what bills have been selected to process.

  1. Select Run.
Single Action Invoice tab
  1. The Process Scheduler Request page will display.
  2. Select the Single Action w/ Comm Control or BIJOB03K and also verify that the type and format are set as shown below.
  3. Select OK.
Process Scheduler Request page

Process Monitor

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

  • ZZ Former Employee
  • ZZ PeopleSoft User

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

Navigate to the Process Monitor: Peopletools > Process Scheduler > Process Monitor

  1. The Process List page is displayed.

Refresh the page until the process runs to success. Optional to select the Process Name hyperlink BIJOB03K to view the status of the invoice process or might be a good time to take a short break while this process runs.

Process List tab

Report Manager

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

  • ZD_DS_QUERY_VIEWER
  • ZZ Former Employee
  • ZZ PeopleSoft User

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

Navigate to the Report Manager: Reporting Tools > Report Manager

  1. The Reporting Manager page is displayed.
  2. Select the Administration tab.
  3. Select the BI PRNXPN01 - BI PRNXPN01.pdf description hyperlink to view or print the invoice.
Administration tab
  1. Sample Invoice below:

SBCTC recommends to use the PeopleSoft Invoice (i.e. CA-575 or CA-0000000575) number as your OBIS Invoice Number or G5 Drawdown description. This will help with month/year end reconciliation as well as future audits. For more information, please see SBCTC Memo_OBIS Invoice Number.

Invoice example
  1. Process is complete.
FPC Billing Checklist

After you understand the processes above, the following resource provides a quick 1 page checklist to print out or reference when running the Fixed Price Contract Billing process.

FPC Grant Billing Process

You are done. Great job!

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