state of connecticut core-ct continuing education initiativecore-ct continuing education initiative...

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State of ConnecticutCore-CT

Continuing Education Initiative

Introduction to Billing

Course Goals

�To give students a greater understanding of their place in Core-CT, an integrated system.

�To instruct students in the Core-CT recommended approach to Billing.

�To help students maximize the capabilities of Billing and use their work time efficiently.

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�Overview• Core-CT Overview

• Billing Roles

• Billing Overview

�Bill Set Up• Add Customers

• Set Up Distribution Codes

• Set Up Charge Codes

• Tie Distribution Codes to Charge Codes

• Using Bill Type Identifiers

in various situations

Agenda

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Agenda

�Creating a Bill• Create an Online Bill

• Generate Pro Formas

• Finalize and Print Invoices

• Invoice Register Reports

• Bills Not Invoiced

• Bills Invoiced

• Copy an Existing Bill

�Catalog of Online

Reports/EPM Reports

�Job Aids

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State of ConnecticutCore-CT

Continuing Education Initiative

Introduction to Billing

Table of Contents

1. Core-CT Overview Page 6

2. Roles and Responsibilities Page 10

3. Billing Overview/Introduction Page 11

a. Add Customers Page 12

b. TableSet Customer Report Page 27

c. Set Up Distribution Codes Page 36

d. Set Up Charge Codes Page 40

4. Creating an Online Bill Page 43

5. Generate a Pro Forma Page 60

6. Finalize and Print Invoices Page 71

7. Bill Life Cycle Page 86

8. Invoice Register Reports Page 87

9. Bills Not Invoiced Page 92

10. Bills Invoiced Page 94

11. Copy An Existing Bill Page 96

5. Billing Information Page 104

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� Core-CT is the State’s central financial and administrative computer system.

� Financial Modules: General Ledger, Purchasing, eProcurement, Catalog Management, Accounts Payable, Accounts Receivable, Billing, Asset Management, Inventory, Project Costing, and Customer Contracts.

Core-CT Overview

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� Human Resource Management System: modules for Payroll, Time and Labor, Human Resources, and Benefits.

� EPM: HRMS & Financials Reporting database

� Core-CT Financials uses PeopleSoft version 8.9.

� 8100 State workers use Core-CT.

� Core-CT is based at the Department of Information Technology in East Hartford and managed jointly by the Office of the State Comptroller, the Department of Administrative Services, the Office of Policy and Management, and the Department of Information Technology.

Core-CT Overview

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Core-CT Financials Overview

Purchasing

General Ledger

ProjectCosting

Payables

Catalog

Management

eProcurement

Commitment

Control

Assets

Inventory

Billing

Receivables

Contracts

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�Single point of entry for HR, payroll, and financial data

�Eliminated redundant systems

�Improved ability to analyze both fiscal and HR

information

�Ability to track statewide expenditures on a

programmatic basis

�Continuous improvement in core system functionality

Core-CT Benefits

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Roles and Responsibilities

Billing Processor: This role is responsible for creating and maintaining bills and customers. This role includes the Billing Viewer/Report Maker role.

Billing Viewer: (Billing Viewer / Report Maker): This role has access to Core-CT delivered billing reports and inquiries.

EPM User: If the Billing Processor has access to the EPM (Enterprise Performance Management) module, this role can generate queries in billing and accounts receivable. Note: CTBIREPORTING and CTARREPORTING Roles are needed in order to view the EPM queries.

• The DOC Billing Processor has the same rights as other agency Billing Processors, but does not finalize and print invoices.

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Billing Overview

Enter Bills OnlineReview Pro Forma

for ErrorsGenerate a Pro

Forma

Change Bill

Information,

if Needed

Finalize &

Print

Invoices

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Overview

• A customer is one that purchases goods or services from a

State Agency.

• Customer Information must be entered before entering bills, or

processing receivables.

• Customers in Core-CT are State agencies, Federal agencies,

or external customers.

• The Billing Processor can add and modify external customers

and view all customer information. This role can also run

customer reports.

Add Customers

• Entering Customer Information generally involves entering information on the following pages:

1. The General Info page.

2. The Bill To Options page.3. The Notes page.

• There is no central review of customers. Each agency has its own customer file.

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Navigation: Customers> Customer Information> General Information

Add Customers

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•Confirm that the customer is new by searching the customer table. The customer

name in this scenario is Peter Johnston Consulting Firm.

• Select the Find an Existing Value tab to search by Customer ID, Name 1,

Telephone, City, State or Postal Code.

• In the Name 1 drop down box, select “contains” and type Johnston. Customer names that contain Johnston will be listed in the search results.

• If the search returns “No matching values were found.”, select the Add a New

Value tab to enter information regarding the new customer.

Add Customers

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Add Customers

• Enter the agency SetID if it does not default.

• The Customer ID will default as NEXT. Agencies have the option to use their own number system, however, it is recommended to let Core-CT generate the Customer ID when adding a new customer.

• Select the Add button.

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• The General Info page displays. The screenshot above shows the top half of the

page.

• The Customer Status default is Active and should not be changed.

• In the Roles group box, the Corporate Customer checkbox must remain selected.

Add Customers

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Add Customers

• The Date Added and Since fields default to the current date. Core-CT

recommends changing the dates to 01/01/1900. If this field is not edited, payments that may have been received prior to the current date will not be associated with this customer. (Any date prior to the current date, such as fiscal year beginning or

the beginning of the open period may be used also.)

•When editing the Date Added field to 01/01/1900 a warning message will appear.

• Select the Yes button to continue.

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Add Customers

• The information entered in the Name 1 field will appear on the bill. The Name 1

field can be used as a search key in the Billing and Accounts Receivable modules.

• Currency Code and Rate Type are required fields.

• Enter USD in the Currency Code field. (USD is the only option).

• Enter CRRNT in the Rate Type field. (CRRNT is the only option).

• In the Roles group box always select Bill to Customer. This role allows invoices to be processed for this customer. The Correspondence Customer and Remit From Customer checkboxes default when the Bill To Customer checkbox is

selected.

• Select the Ship To Customer and Sold To Customer checkboxes.

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Add Customers

• This screenshot shows the lower half of the General Info page.

• In the Support Teams group box Core-CT created several default options for the Team

Code field:-MISC - Miscellaneous Receivables for Non-State customers and Non-Federal

agency customers.-STPAY - State Inter-Unit Transfers for all State agency customers.

-FEDREC - Federal Receivables for Federal agency customers.

• Valid values are different for each agency. Support Team Codes can be created at each

agency depending on the Customer.

• Select the MISC Team Code.

• Select the Default check box.

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Add Customers

•In the Address Locations group box type the street address of the new customer in the Description field. This information will appear on the TABLESET CUSTOMER report.

• Select the Bill To, Ship To and Sold To checkboxes along with the Primary checkboxes. This sets the address as the one to send all bills, correspondence, etc.

• Select the Correspondence Address checkbox.

• Select primary for the Bill To address, and it will default to the invoice when the bill is created.

• Complete the Address, City, State and Postal Fields.

• Select the View Phone Information link to enter the telephone and fax number ofthe customer.

•Select the More… hyperlink.

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Add Customers

• The More Customer Info page displays.

• Note Information will appear on the invoice when it is printed. All invoices for this

customer will contain the same note until it is changed.

• Select the Notes link.

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Add Customers

• Select the Note field lookup to see the Standard Note Codes available for the SetID

• GIRO is a payment between State agencies. This option should never be

selected because Core-CT adds all state agency information for inter-agency billing.

• REMITTANCE is payment to the State from an external customer.

• Select REMITTANCE.

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Add Customers

• The Remittance message will appear on all invoices that are sent to this customer.

• Select the hyperlink to go back to the General Info page.

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Add Customers

• Select the Bill To Options tab to enter more billing and payment information.

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Add Customers

• The required fields on this page are Credit Analyst and Collector. These two fields are both

carried from the Billing module to the Accounts Receivable module.

• A Credit Analyst is responsible for maintaining open receivable Items. Individuals and/or units may be configured as the Credit Analyst. The Credit Analyst is tied specifically to the Customer. Aging Reports can be run using a specific Credit Analyst as search criteria.

• A Collector is responsible for the receivables for each customer. Individuals and/or units may

be configured as the Collector. The Collector is tied specifically to the Customer, and will show as the contact on Customer Statement and Dunning Letter (an overdue invoice letter) reports.

• Agencies are allowed to add their own Credit Analysts and Collectors. Core-CT configured the default options because it is a required field and some agencies do not wish to configure their

own. Credit Analyst and Collector options are based on the SetID.

• Billing Processors and/or Receivable Processors are responsible for entering and maintaining new Credit Analysts and Collectors.

• Click Save.

• Return to the General Info page.

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Add Customers

• The Customer ID has changed from NEXT to 4.

• Adding this customer is complete.

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Navigation: Accounts Receivable> Customer Accounts> Customer Reports> Customer by SetID

•Run this report to generate a list of an agency's customers by SetID.

Tableset Customers Report

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• Enter a Run Control ID on the Customers by SetID, Add a New Value tab. A Run Control ID is an identification code that represents a set of selection criteria for a

report or process. Once created, it can be used repeatedly.

• Use an underscore to connect more than one word or eliminate the spacing in a Run Control ID.



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• Enter the Business Unit if it does not default.

• The remainder of the category options can be selected to narrow down the search parameters.

• The Sort Option drop down list gives the option to sort the report in numeric order, by Customer ID, or alphabetically by Customer Name.

• Click Save.

• Click the Run button.


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• Accept the defaults on the Process Scheduler Request page and click the OK button.

• The format for this report can also be changed to run in Excel.


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• Record the Process Instance number that displays on the Customer by SetID page.

• Select the Process Monitor link to view the status of the report.


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• Click the Refresh button until the Run Status displays Success and the Distribution Status displays Posted.

• Select the Details link that corresponds with the Process Instance number recorded.


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• On the Process Detail page select the View Log/Trace link.


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• Select the PDF link to view and/or print the report.


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• This report displays information entered in the Add Customers section.

• The new customer, Peter Johnston Consulting Firm, is listed in the report.

• The Address Description (100 Blank Street) entered in the Add a Customer page displays in this report. In the past, “Main” was input into this field.


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Set Up Distribution Codes

Navigation: Set Up Financials/Supply Chain> Common Definitions> Distribution

Accounting> Distribution Code

• Distribution Codes simplify adding information to a bill. They allow State agencies

to set up Chartfield strings, assign them a logical name, tie them to a Charge Code, and use them to populate fields on a bill. It is recommended to add Distribution

Codes for Chartfield strings that are used repeatedly for bills.

• Billing Processors are responsible for adding new Distribution Codes and maintaining existing Distribution Code information.

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• On the Add a New Value tab, enter a value that will easily identify the Distribution Code, (up to 10 letters).

• Create a Distribution Code for the DAS Learning Center using CENTER as

the identifier.


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•Enter 01/01/1900 in the Effective Date field to ensure the Distribution Code will be picked up before the defaulted current date.

• The Status field defaults to Active and should not be changed.

• Enter a description for the Distribution Code. The description is added to the Distribution Code look-up results.

• The Short Description field will automatically populate with the first 10 characters in the Description field. Edit the Short Description to read the Distribution Code identifier CENTER.

• Always use Revenue as the Distribution Type.

• Do not use the Deferred Distribution Code field.

• Select or type the appropriate Chartfield values for the Distribution Code in the

Chartfield Values group box. Check with the agency’s Budget Office to determine the proper chartfields to enter. The Account code is the only required value.

• Select Save to add the new Distribution Code.

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Update Distribution Codes

• Distribution Codes can be updated at any time.

• In the beginning of the Fiscal Year, some Chartfield values are deactivated and replaced with new ones by Core-CT. The agency must update their deactivated distribution codes with the new values.

• To update a Distribution Code, make sure the Distribution Code has a

Distribution Type of Revenue. Core-CT has set up Distribution Codes with Distribution Type AR.

• It is not recommended that you change the original Chartfield values in the first row. You must add a new row. Scroll to the right and click on the Add button to

add a new row.

• Change the Effective Date to a more recent date than in the original Chartfield.

• Click Save to update the Distribution Codes.

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Navigation: Set Up Financials/Supply Chain> Product Related> Billing> Setup> Charge Code

• Charge Codes populate information on the Line-Info 1 page of a bill.

• When creating a bill for a customer use a predefined Charge Code to populate the fields for the description, unit of measure, unit price, and

Revenue Distribution for a specific type of service or item.

• Some Charge Codes have been preconfigured for each agency. Billing Processors are responsible for adding new Charge Codes and maintaining existing Charge Code information.

• Core-CT recommends that Charge Codes with associated Distribution Codes be utilized for repeat bills.

Set Up Charge Codes

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• On the Add a New Value tab, enter the SetID and USD in the Billing Currency field.

• Enter a Billing Charge ID that will easily identify the Charge Code (up to

eighteen characters). CENTER will be used in this example to tie it to the previously set up Distribution Code.


Set Up Charge Codes

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Set Up Charge Codes

• On the Charge Code page, enter 01/01/1900 in the Effective Date field.

• The Status field defaults to Active and should not be changed.

• Enter the Unit of Measure, Description, and Long Description.

• Enter a List Price unless the list price changes with each use.

• Use the look-up icon to search for a Revenue Distribution Code. Select the “CENTER” Revenue Distribution Code previously created.

• The Tax Group, Transaction Type, Transaction Sub Type and VAT Group fields are not used.

• Click the Save button.

• This charge Charge Code will be available to use when creating a bill and the associated Revenue Distribution Code will populate the chartfields.

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Creating an Online Bill

Navigation: Billing> Maintain Bills> Standard Billing

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• On the Add a New Value tab, enter the Business Unit if it does not default.

• Select the Bill Type Identifier lookup.

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• Bill Type Identifiers are configured by Core-CT based on agency requirements. These are the most commonly used Bill Types:

ET - Expenditure Transfer Invoice is used when billing State agencies to reimburse an expenditure account. Only account codes beginning with 5 or 2 are valid values.

• Bill State agencies to credit current year expenditures.• Expenditures only, no revenue coding

EXT - External: Non-Federal and Non-State customers

FED - Federal Billing is used to bill the Federal government

GT - Grant Transfer is used when agencies bill to receive a grant from another

State agency regardless of the funding source. Only 47100 and 47200 (Federal Customer and Non-Federal Customer) account codes are valid values.

ST - Service Transfer is used for billing State agencies that generate revenue for

goods or services. Only account codes beginning with 4 or 2 are valid values.• Revenues only, no expenditures coding

Note: Other Bill Types may be configured based on agency requests.

• Select ET in this example.

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• Select the Bill Source lookup icon.

• MISC is the bill source used for all online bills.

• Project Costing and Customer Contracts agencies should also use MISC when creating online bills. The CONTRACTS and PROJECTS options are only used when bills are generated through the interface process.

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• Select the Customer lookup to locate the customer to be billed.

• Select Customer ID ITD001, Department of Information Technology.


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• The Header- Info 1 page is used to create a header on an invoice. Notice that many of the fields are populated as a result of the Business Unit, Bill Type, and Customer Selections.

• The Invoice Date will populate when the bill is finalized (unless specified otherwise).

• The Accounting Date will populate with the current date when the bill is saved in

RDY status.

• Do not change the Account field on this page. The Account field will default based on the Bill Type.

• Never change the Remit To and Bank Account fields.

• Select the Line-Info 1 tab.

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• The Line-Info 1 page is used to identify the products and/or services sold, the quantities sold and the unit of measure of the product or services being billed. This information will appear on the Invoice.

• Line Type is always REV.

• The Table and Identifier fields allow the Billing Processor to use a pre-

configured Charge Code for the bill.

• ID PS/Billing Charge Id is the only valid value for the Table field.

• Once the Table field is populated, the Charge Code can be selected from theIdentifier field lookup. Select CENTER.

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• Select the Refresh button to update page fields.

• The Description, Unit of Measure and Unit Price fields populate with the CENTER Charge Code information.

• If a Charge Code is not selected the information can be input manually.

• Select the Accounting link to go to the Accounting Revenue Distribution page.

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• The Accounting Revenue Distribution page is used to associate a Revenue Distribution accounting string to each bill line. If distribution information does not

default from the Charge Code selected on the Line-Info 1 page, manually enter distribution information or select a Distribution Code if one has been predefined.

• In this scenario, a Distribution Code is associated with a Charge Code so the agency's predefined values default.

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• The Department ID and Program Code were not set up in this Distribution Code and must be entered manually.

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• Accounting information can be split by adding distribution rows. There is no limit to the number of distribution rows within one bill line.

• If there is more than one distribution row, the Fund, Dept, and SID must all be the same in each distribution row. The three codes cannot be changed. Make sure the

percentage equals one hundred percent and the Amount equals the Gross Extended.

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• If users attempt to create bills using Bill Type ST and/or ET with incorrect account coding, the above error message will display.

• This message prevents users from creating and saving bills unless they contain the proper coding.

• ST Bill Type account codes begin with a 4.

• ET Bill Type account codes begin with a 5.

• If this error message appears, select OK to return to the Accounting Rev

Distribution page and correct the value(s), or go to the Bill Header page and select the correct bill type.

• Once the information is corrected, select the Line- Info1 tab to return to the Bill Line group box to add more bill lines, if necessary.

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• It is optional to reference a PO number on an invoice. Select the Navigation dropdown menu arrow and the Select Header– Misc Info page.

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• Enter the PO number in the PO field (up to 30 characters).

• PO is a text field. Enter an MOU number, lease number, PSA number, master agreement number or a location; whatever is meaningful to users and the customer.

Entering information here can make applying payments easier.

• Agencies utilizing the Customer Contracts module may enter contract information in the contract fields.

• Select the Navigation drop down listing and select Line - Note to add a note to the body of the invoice.

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• Enter the note in the Note Text box and click the Refresh button.

•The Note Type populates with CUSTNOTE.

• Entering Note Text is optional.

• Select the Header-Info 1 tab or link.

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• In the Status field, Select RDY (Ready to Invoice) from the list. The Status types most used are:

• NEW – Default status each time a new bill is created.• CAN – Cancel to start over and create a new bill.• RDY – Ready to finalize and print.

• Click the Save button.

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• The Status changes to RDY.

• The Invoice number changes from NEXT to ET21152.

• The Accounting Date populates at this point. The Invoice Date does not populate until the final invoice is printed.

• The process is complete.

• The next step is to generate a Pro Forma invoice for review prior to creating the

finalized version of the invoice.

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Generate a Pro Forma

Overview

• A Pro Forma is a sample invoice produced for review or

approval before finalizing the bill and generating

invoices.

• The Billing Processor can make any necessary

adjustments to the invoice prior to running the Finalize

and Print Invoice process.

• The Pro Forma process is optional. Once a Billing

Processor is comfortable with the billing process, this

procedure can be omitted.

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Navigation: Billing> Generate Invoices> Non-Consolidated> Print Pro Forma


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• It is recommended that Agency users generate Pro Forma invoices until

comfortable with creating invoices.

• Pro Forma invoices can be generated from bills in the RDY or NEW status.

• Generating a Pro Forma invoice does not change the status of the invoice.

• Pro Forma invoices can be generated more than once.

• Enter a Run Control ID and select Add.

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Select the Bills to be

Processed Icon

• The Pro Forma tab displays the Selection Parameters group box.

• The Range Selection group box lists different criteria for running this report. The fields displayed to the right of the Range Selection group box are dependent on the Range Selection

choice.

• Select the Invoice ID radio button.

• Enter the Business Unit in the From Business Unit. The To Business Unit defaults to the same

value.

• Enter the invoice number in the From Invoice field, (in this example, ET21152). The To Invoice field will populate with the same number. To print a range of invoices change the To Invoice number.

• Select the Bills to be Processed Icon to verify the parameters.

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• The Bills To Be Processed page displays the Business Unit, Invoice number,

Status, Customer ID, and information on the format of the report.

• If a range of invoices was entered on the previous screen they would all be listed.

• Select the Return button to return to the Pro Forma page.

• Select the Run button on the Pro Forma page to initiate the process to generate a Pro Forma invoice.

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• Do not change the defaults on the Process Scheduler Request page.

• Select OK.

• The Pro Forma page returns as seen in the lower screen shot.

• Make a note of the process instance number. It will be referred to later.

• Select the Process Monitor link.

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• Select Refresh until the Run Status displays Success and the Distribution Status displays Posted.

• Select on the BIJOBP01 link in the row of the recorded Instance number.

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• On the Process Detail page, verify that the Main Job Instance number matches the Process Instance number.

• Always select the BIIVCPN Success link on this page. In this scenario,

156 – BIIVCPN Success.

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• Select the View Log/Trace link.

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• Select the PDF link.

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• Print and/or review the invoice information for accuracy. If the information is correct, proceed to Finalize and Print.

• The Line Note “Diversity class on 5/5/2009” appears in the Bill Line of the invoice.

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Overview

Running the Finalize and Print Invoice process allows

the Billing Processor to print the invoice that will be

sent to the customer.

The bill must be in Ready status in order to finalize

and print an invoice.

Once a bill has been finalized, it can no longer be

changed. Finalized bills that are in error must be

adjusted.

Finalize and Print Invoices

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Navigation: Billing> Generate Invoices> Non-Consolidated> Finalize and Print Invoices


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• On the Finalize and Print page, select the Add a New Value tab and enter a Run Control ID. (In our example, we are using Finalize_Print).


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Select the Bills to be Processed Icon

• In the Range Selection group box of the Finalize and Print page, invoices can be printed by Business Unit, by a range of Invoice IDs, or by Bill Type. In this

scenario, select Invoice ID.

• Enter the Business Unit in the From Business Unit. The To Business Unit will default.

• In the From Invoice field, enter the invoice number to be finalized. The To Invoice Field will default.

• Select the Bills to be Processed Icon.

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• In this screen shot, the Bills To Be Processed page displays the Business Unit, Invoice number, Status of the bill, the Customer ID, and information that will appear on the invoice(s).

• If the bill does not appear on the list of Bills to be Processed, check to see that it has been set to RDY status.

• Once a bill has been finalized and generated, it will not appear on the Bills to be Processed page.

• Select the Return button to return to the Finalize and Print page.

• Select the Run button on the Pro Forma page to initiate the process to generate final invoice.

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• On the Process Scheduler Request page, Select the Finalize and Print check box.

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Email Invoices

• To email an invoice to a customer, select Email under Type and PDF for Format. Click the

Distribution link to enter the customer’s email address.

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Email Invoices

• Enter email address in the Email Address List and click the OK button.

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• On the Finalize and Print page, make a note of the Process Instance Number.

• Select the Process Monitor link.

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• On the Process List page, click Refresh.

• When the Run status displays “Success” and the Distribution Status displays“Posted”, select the BIJOB01 link in the row of the Instance number recorded.

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• On the Process Detail page, verify that the Main Job Instance number matches the

Process Instance number recorded earlier.

• Select the BIIVCPN link.

BIJOB01 runs all other processes on this list. The last in this list is Print Portrait Invoices.

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• Select the View Log/Trace link on the Process Detail page.

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• Select the BIIVCPN link with the PDF extension on the View Log/Trace page.

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• This is the finalized bill. The Pro Forma title has been changed to Invoice. The

Status/Type category printed on the Pro Forma has been eliminated.

• This invoice will be emailed to the customer. If the email option was not selected, print and mail the invoice to the customer address in the Bill To section of the invoice.

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• After the bill is finalized, the Invoice Date will default.

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BIJOB01Finalize andPrint Invoice

BICURCNVConvert Currency

Amounts

BIPRELDPre-Load Process

BILDGL01Create Accounting

Entries

FS_BPRequest Budget

Check

BILDAR01Load Invoices to AR

ARUPDATEPS/AR Receivables

Update

CTARB272AR Revenue

Reversal

FS_JGENGenerate Journals

Bill Life Cycle

• After the Bill is finalized and Invoiced, it is ready for the following batch processes in Core-CT. The Billing BATCH processes run three times a day: 10AM, 2PM, and nightly.

• BIJOB01 – This is processed by the user at any time. Once the Invoice Status is INVOICED, the BI BATCH processes will pick it up from there.

• BICURCNV – Runs the currency conversion process for regular invoices.

• BIPRELD – Billing preload process.

• BILDGL01 – Load GL interface. Creates accounting entries for GL.

• FS_BP – Commitment Control budget check.

• BILDAR01 – This is a Receivables BATCH Process. It makes the bill an Open Item in AR.

• CTARB272 – (Revenue Reversal) Creates accounting entries for MOD_CASH ledger, reversing those in MOD_ACCRL.

• FS_JGEN – Creates journals in both MOD_ACCRL and MOD_CASH ledgers.

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Invoice Register

Navigation: Billing> Generate Invoices> Reports> Invoice Register

• The Invoice Register generates a report of invoiced bills by customer name or invoice number. It also gives an option to sort by a particular Bill Type.

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Invoice Register

• Create a Run Control ID on the Add a New Value tab.

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Invoice Register

• Enter the Business Unit if it does not default.

• The Bill Type Identifier helps narrow down a search by Selecting a Bill Type.

• The Final Date Range Selection creates a report that lists invoices generated between the Start Date and End Date parameters.

• The Bill Cycle Range Selection creates a report that lists invoices by how the invoice is billed – monthly, bi-monthly, annually, etc.

• Select Final Date Range.

• Select Save to save the Run Control ID .

• Select Run.

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Invoice Register

•The Invoice Register Report has two process Instances.

•When the report Run Status is Success, select the first Process Instance to open the Invoice Register By Customer Name report.

• This report displays information regarding the date range requested, in this example, 06/01/2009 – 06/16/2009. Only one Invoice was processed within the time frame.

• It also displays the Business Unit, Customer Name and Number (ID), Invoice Number,

Date of Invoice, Bill Source, and Type.

• The IType refers to the Invoice Type: Regular (REG), Credit (ACR), or Rebill (ARB).

• The Final Date refers to the date the bill was Finalized and Printed. In most cases, it

will be equal to Invoice Dt unless the user backdates this field.

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Invoice Register

• To view the same report by Invoice ID, select the second Process Instance.

• The information displayed on this report is categorized in a different order than the Invoice Register by Customer Name report, (providing there’s more than one bill on the report).

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Navigation: Billing> Locate Bills> Bills Not Invoiced

Bills Not Invoiced

• In this section bills that have not been invoiced will be searched by Customer ID.

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Bills Not Invoiced

• On the Bill Search page, enter the Customer ID or use the lookup to find the customer. In this example, select ITD001.

• Select the Search button to display the bills not yet invoiced for this customer.

• The Bill Search Results group box displays the Bill Type, Bill Status, Bill Source, PO

information, Invoice # and Invoice Amount.

• For more detailed information about a particular invoice, select the appropriate check box. Then select any of the links at the bottom of the page and more information about that invoice will display.

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Bills Invoiced

Navigation: Billing> Locate Bills> Bills Invoiced

• Search for bills that have been invoiced.

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Bills Invoiced

• The Bill Search page lists all invoiced bills for an agency.

• Enter the Customer ID, if known, or use the lookup to find the customer. In this

case, select ITD001

• Select the Search button to display a list of bills invoiced for this customer.

• The Bill Search Results group box displays the Bill Type, Bill Status, Bill Source, PO information, Invoice #, Invoice Amount.

• For more detailed information about a particular invoice, select the appropriate check

box.

• Select any of the links at the bottom of the page to display further

information about the invoice.

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Copy An Existing Bill

• The Copy Single Bill page is used to copy individual bills that can be used to

generate new bills for on-demand needs.

• Users can choose to copy an existing bill and then make any modifications to

the copied bill.

Advantages

• individual bills can be copied to generate new bills for on-demand needs.

• Make any modifications to the copied bill.

• The Customer information, accounting codes, Bill

Line(s) are the same.

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• On the Copy Single Bill, Find an Existing Value page, search for the bill to be copied by Invoice Number, Bill Status, Customer or Contract.

• Enter the invoice number ET21152.

• Select Search.

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• In the Copy Results group box, the Copy Bill defaults to NEXT – indicating that Core-CT will assign the next invoice number available to the new bill.

• This process will copy all bill information except the Bill Status and the Invoice Date to

the new bill, including all surcharges, notes, and accounting distributions.

• In the Select Bill Action group box, the No Bill Action radio button defaults when the page displays to prevent copying a bill prematurely.

• Select the Copy Bill radio button.

• Select the Save button.

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• The Copy Bill field displays the invoice number assigned to the new bill.

• Select the Go To Bill Header – Gen. Info link to navigate to the pages to make

changes to the new bill.

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• Invoice has a NEW status confirming that is a new bill.

• Changing the Bill Type on this page will eliminate the accounting distributions copied

from the old bill. In that case, new distribution information must be added manually on the Accounting page.

• Select the Line - Info 1 tab or link.

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• Change information for the new bill on this tab. In this scenario, change the

quantity (QTY) from 4 to 2. Select the Refresh button to update the amounts.

• Select the Accounting link.

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• The Acctg – Rev Distribution page displays with the new invoice amount.

• Select the Header - Info 1 tab or link.

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• Change the Status field from NEW to RDY.

• Select Save.

• The bill has been successfully copied and saved.

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EPM Reports for Billing

• CT_CORE_FIN_BI_ACCT_ENTRY Billing Account Entry

• CT_CORE_FIN_BI_AR_PNDITM Billing/AR Pending Items

• CT_CORE_FIN_BI_INVOICE Billing/AR Invoice

• CT_CORE_FIN_BI_PART_OPENBILL Billing Open Bill

• CT_CORE_FIN_BI_AR_EXPNDITURE Billing/AR Expenditures

Billing Information

www.core-ct.state.ct.us/reports/

Catalog of Online Reporting: Catalog of Online reports are delivered or custom reports designed to provide “real-time” access to financial data. These reports are available within system modules according to user security profiles and roles.

• AR Pending Items

• Invoice Register by Invoice Number

• Invoice Register by Customer Name

• Billing Summary Pro-Forma

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Billing Information

www.core-ct.state.ct.us/user/finjobaids/bi.htm

Job Aids: Job aids contain the steps necessary to complete a task. Financial

modules have job aids that are specifically created to assist users in

their day to day processes.

• Accounts Receivable – Billing Navigation

• Adjusting Selected Bill Lines

• Agency Direct Federal or Private Receivable Flow

• Agency Direct Federal Advanced or Private Advance

• Agency Direct Flow or Private Advanced Flow

• Billing Interface Errors and Resolutions

• Billing Reports

• Correcting Staged Account Errors

• Dunning Letter Process

• Generating Customer Statements

• Generating Installment Bills

• Generating Recurring Bills

• How to Run Billing Reports

• Pass Through Federal or Private Advanced Flow

• Pass Through Federal or Private Receivable Flow

• Pass Through Federal or Private Advance Funding

• Pass Through Federal or Private Receivable Funding

• Process Transfer Invoices – Financials Bulletin No. 3

• Reviewing Billing Interface Errors

• Set Up Billing Specialist

• Set Up Bill Inquiry Phone Numbers

• Set Up Business Categories

• Set Up Charge Codes

• Set Up Collectors

• Set Up Credit Analysts

• Set Up Installment Billing Plans

• Set Up Standard Notes

• Setting Up Distribution Codes in Billing

• Troubleshooting the Invoice Reprint Process

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UPK (User Productivity Kit

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