The billing module is a subsidiary ledger that updates the General Ledger via a batch or ad hoc process. Users of this module will have the ability to initiate bills, generate, and issue invoices to customers and sponsors for reimbursement of expenses incurred by the college, make use of inquiry panels to determine the status of a bill, order reports for management, and reconcile using delivered functionality.

Testing for the billing module includes bill creation, the billing approval process, how to finalize bills, generate an invoice, adjust a bill, print invoices, and various ways to review billing data using a central location called the Billing Work Center. The billing module is integrated with other modules in the following ways:

• Invoices from PeopleSoft Billing flows into PeopleSoft Receivables. Relevant accounting entries are sent to PeopleSoft Receivables.
• PeopleSoft Billing accounting entries are also sent to the General Ledger through the Journal Generator Application Engine process.
• Invoice data from Grants, Projects, and Contracts can pass through Billing and then into Receivables.

To use this UAT guide first review the business process flow diagram below, which outlines the various steps to complete the test activities.  Note that the business process flow diagram has distinct places where one can start testing this process, noted by a green 'Start' circle.  Use the diagram, following the arrows to each step that must be executed.  Use the Quick Reference Guide (QRGs) links, also below, to find the instructions on how to execute each step.  The Quick Reference Guides are numbered to match each box on the flow diagram to assistant testers with following the flow of the business process.  Once testing is complete for each box on the flow diagram, click the link in the Next Step (Tier 2) in the High Level UAT Framework section to access the next UAT Guide.

Printable View of FF.002.5 Process Billing Flow Diagram [VC18]

• FF.002.5.1 Create a Bill
  • Express Billing (Creating a One Time Bill)
  • Create a Standard Bill
  • Create a Recurring Non-Grant Bill
• FF.002.5.2 Approval Workflow
  • Submit a Billing Invoice for Approvals
  • Approve a Billing Invoice
• FF.002.5.3 Generate and Finalize Bill
  • Finalize Bills via Single Action Invoice
• FF.002.5.4 Billing Worksheet (Bills created from a Grant only)
  • Create a Billing Worksheet
  • Finalize Bill via Single Action
• FF.002.5.5 Adjust a Bill
  • Adjust a Bill
• FF.002.5.6 Reprinting an Invoice (Bill)
  • Reprinting an Invoice 
• FF.002.5.7 Delete a Bill
  • Delete Extract Bills
  • Delete Cancelled Bills
• FF.002.5.8 Review Billing Information
  • Using the Billing WorkCenter

• Create a Bill:
  • Create a bill within the billing module for a customer with multiple charges                                              
  • Attach supporting documentation to an existing invoice  
• Approval Workflow:
  • Create a bill and forward it to the supervisor for approval
• Generate and Finalize Bill:
  • Run Single Action Invoice
• Billing Worksheet (bills created from a Grant only):      
  • Review the billing worksheet to ensure accuracy                                                                                  
  • Process a bill from an external source (Grants)
• Adjust a Bill:
  • The user erroneously created the same bill twice for a given customer                              
  • The user put the wrong charges on the initial bill and must re-issue the correct bill            
  • There is one line on a recent invoice that is incorrect. The user must create a bill line adjustment to reverse the amount of the original line chosen.                                              
  • An adjustment on an existing bill is needed. The user will select the line to adjust and create a net adjustment.
• Delete a Bill:
• Old temporary bills that will never be invoiced to customers exist in the system. The billing specialist or supervisor decides to clean up the billing tables by deleting extracted bills that will not be utilized.
• Cancelled bills that will never be invoiced to customers exist in the system. The billing specialist or supervisor decides to delete all canceled bills from the billing tables. *Bills from contracts/projects are not retrieved during the search. The contract/project invoices must go through credit or credit/rebill for the contracts/projects information to be updated.

• Create a Bill:
  • Error Condition: • While creating a one-time bill, keep the fund chartfield blank in the accounting distribution for the charge (invoice is coded incorrectly)
    • Expected Behavior: There should be the following message: Chartfield Comination Errors in Revenue Distribution Line.
• Approval Flow:
  • Error Condition: The billing specialist is ready to submit the current bill for approval, but did not change the status on the bill from "New" to "Ready."  
    • Expected Behavior: The "Approvals" hyperlink at the bottom of the Billing General Page will not appear unless the bill is changed to "Ready" status.
• Billing Worksheet (for bills created from a Grant only)                      
  • Error Condition: While reviewing the billing worksheet, delete is chosen for a billing option (deletion should never be an option for an actual incurred cost)
    • Expected Behavior: You should get an error message: Making lines for deletion only allowed for Utilization, Withholding related rows.
• Adjust a Bill:
  • Error Condition: The billing specialist forgets to include the adjustment reason for each adjusted bill.
    • Expected Behavior:  The expected result is that you will not be able to save the adjusted bill.
• Review Billing Information:
  • Error Condition: In attempt to review bills recently processed, you realize that you are unable to access a link.
    • Expected Behavior:  You will need update your access by personalizing your page.

FF.002.3 Collect - Grant/Project Expenditures [VC01/VC027] (Part 2)

FF.002.6 Process AR [VC18] (Part 2)