Creating A Bill & Generating An Invoice€¦ · IMPORTANT • Record All Invoice Numbers You Create...
Transcript of Creating A Bill & Generating An Invoice€¦ · IMPORTANT • Record All Invoice Numbers You Create...
Creating A Bill & Generating An Invoice
Accounts Receivable
Organizer(s): David Guerra, Training Coordinator
Updated: 01/13/2020
IMPORTANT• Record All Invoice Numbers You Create
• Especially, those invoices you plan to use as recurring (see COPY SINGLE BILL)
• REMEMBER:• Revenue that is received by an outside customer for a service needs to be
recorded with an invoice.
• Please communicate to your customers; they have the option to pay by WIRE TRANSFER along with all other payment options.
• If your customer is interested in paying by Wire Transfer• The UTRGV Employee will email either [email protected] or
[email protected] and ask for a copy of the “WIRING INSTUCTIONS”. • The UTRGV Employee will email the “Wiring Instructions” to the customer.• Ensure that Customer REFERENCES the INVOICE # when payment is sent.
Navigation• Log in to PeopleSoft 9.2
• Fluid Tile: - Program Mgmt, Billing & AR - Billing - My Billing Invoices - Express Billing
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NavBar: Navigator > Financial > Billing > Maintain Bills > Express Billing
Enter A Bill• Express Bill Entry screen
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Add A New Value tab• Click Add a New Value tab• Enter
• Business Unit: UTRNS• Invoice: NEXT (defaults)
• Bill Type Identifier: (use the lookup icon if necessary)
• select from pop-up (i.e., D31)• Bill Source: ONL
• It will ALWAYS be ONL• Customer ID* (use lookup icon if necessary)
• select from pop-up (i.e., Rio Grande Regional Hosp)
• Invoice Date: (enter current date)• Accounting Date: (enter current date)
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* = see “WHAT IF” page at the end of this document
Enter A Bill
• Click Add button
• Billing General Page displays
• Review Content
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Enter A Bill
• Review Content• Address Info (Attention To* (contact person), Location*)
7* = see “WHAT IF” page at the end of this document
Enter A Bill
• Review Content ***DO NOT MAKE ANY CHANGES HERE***• Payment Information (REVIEW ONLY)
8* = see “WHAT IF” page at the end of this document
Enter A Bill
• Review Content ***DO NOT MAKE ANY CHANGES HERE***• Header Detail (modify ONLY if necessary)
9* = see “WHAT IF” page at the end of this document
Data Entry
• ENTER TRANSACTION INFO• Ensure you have appropriate number of Bill Lines
• If you need to add additional lines please use Lines To Add option• Using the Lines To Add + or – you can add addition bill lines (think line items)
• Default amount is 5• Adjust amount accordingly• Please note: + will ADD an
ADDITIONAL amount of lines tothe already existing amount
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Data Entry
• ENTER TRANSACTION INFO• Enter appropriate content into Bill Lines Section:
• in the Charge Details tab ONLY• Table: (use the lookup icon if necessary & select from list of values): typically use “ID”• Identifier: (use the lookup icon & select from list of values) (i.e., REV_RGV_DES31)
• Refer to BILL TYPE & IDENTIFIERS sheet for more info (see page 12)• Description: Add your unique information
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This reference document can be found in the Blackboard > UTRGV PeopleSoft Academy > Accounts Receivable & Billing > Training Documents > Training Resources folder
Bill Types & Identifiers
Bill Type DescriptionBill
SourcePeople Soft
Fund
Oracle Funding Source
People Soft Cost Center /
ProjectOracle Project # Identifier Description PS Account
Oracle Object Code Comments
D31 Designated Fund - 3100 ONL 3100 D1000 31XXXXXX 21XXXXXXX REV_RGV_DES31 Sales -Other 42306 43199 ** Need to enter Department, Cost Center & Function manually
D31 Designated Fund - 3100 ONL 3100 D1000 31XXXXXX 21XXXXXXX REV_RGV_DES31_CONT 42211 43005 ** Need to enter Department, Cost Center & Function manuallyD31 Designated Fund - 3100 ONL 3100 D1000 31XXXXXX 21XXXXXXX REV_RGV_DES31_PROG Program Fee 42209 43035 ** Need to enter Department, Cost Center & Function manually
D31 Designated Fund - 3100 ONL 3100 D1000 31XXXXXX 21XXXXXXX No IdentifierAll other Designated Rev Accounts Other Revenue ** Need to enter Department, Cost Center, Function & Account manually
D32 Designated Fund - 3200 ONL 3200 D2000 32XXXXXX 22XXXXXXX No Identifier ** Need to enter Department, Cost Center, Function & Account manually
AUX Auxiliary Fund ONL 4100 A3000 41XXXXXX 33XXXXXXX REV_RGV_AUX_SALES Sales -Other 42306 43899 ** Need to enter Department, Cost Center & Function manually
AUX Auxiliary Fund ONL No IdentifierAll other Auxiliary Rev Accounts
Other Rev -Auxiliary ** Need to enter Department, Cost Center, Function & Account manually
RES Restricted Fund ONL 5300 R4000 53XXXXXXXX 44XXXXXXX REV_RGV_GIFTS Gift Income 45100 44165 ** Need to enter Department, Cost Center & Function manually
RES Restricted Fund ONL 5400 R5000 54XXXXXXXX 45XXXXXXX REV_RGV_OTHERS Other Revenue Restricted 44451 44060 ** Need to enter Department, Cost Center & Function manually
RES Restricted Fund ONL 5400 R5000 54XXXXXXXX 45XXXXXXX NS_MISC_REV Other Revenue Restricted 44451 44060 ** Need to enter Department, Cost Center & Function manually
MSCMiscellaneous (All other types of revenue) ONL Need to enter all account detail manually
CNVConversion Invoices - Open Invoices converted from Oracle CNV These are invoices that were converted from Oracle
*** Note: Function should always be 999 updated 09/07/18
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Data Entry
• ENTER TRANSACTION INFO• Continue entering appropriate content into Bill Lines Section:
• in the Charge Details tab (continued)• Quantity: ###• UOM: (defaults to UNT but can be changed)• Unit Price: (enter known price)• Gross Extended: (skip as PeopleSoft will Auto-Sum)• scroll to the right (if necessary) until you see REVENUE ACCOUNT
• Click on the number link that appears below the words REVENUE ACCOUNT (i.e., 42306)
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Data Entry
REVENUE ACCOUNT (link)• ACCOUNTING DISTRIBUTIONS tab opens
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Data Entry
• Review Content on top of screen• Click on downward pointing
triangle next toAR DISTRIBUTION section
• The section will collapse.• There is no need for
data entry in that section
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Data Entry
• Scroll Down Until you see • REVENUE DISTRIBUTION section
• BI CREATES GL ACCT ENTRIES• Revenue
• Acctg Information
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Data Entry
• Acctg Information tab Enter your Department & Cost Center codes
• Account, Fund, Function field are pre-populated
• Please note, as you are working in this section the CODE content (first entry box) may disappear. If it does disappear, there is no need to re-enter the information. The application will continue to function.
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Data Entry
• REMAINING STRINGScorresponding to particular bill type (funding sources)
• Dept: enter if known or look up (i.e., 420450 or )• Cost Center: enter if known or look up (i.e., 31000211)
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Data Entry
• IF you are distributing the revenue to more than one Department or Cost Center then use the to add additional lines for the revenue distribution.
• Apply the respective Department and Cost Center information, as well as Account, Fund, and Function (999)
• ADDITIONALLY, use horizontal scroll to the right to ensure that distribution Percentage = 100.00% and Amount = Total invoice amount
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Data Entry
• To Add Notes to a Bill• Scroll down & Locate
‘Navigation’ section
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Data Entry
• To Add Notes to a Bill• Scroll down • Next to ‘Navigation’, click in box• Select HEADER - NOTE or
LINE-NOTE from drop down
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Data Entry
• To Add Notes to a Bill• Enter “NOTE TEXT” (in the box).
If necessary, click the + icon on the upper right.
• Repeat process for the other “Note” areas in the Navigation drop down
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Data Entry
• Click Save button
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Data Entry
• The invoice number is now generated at the top of the screen replacing the word NEXT.
• Click BILLING GENERAL tab
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Data Entry
• Hover your mouse over the paper icon with the $ sign on it
• To the right of Pretax Amt $$$.¢¢ USD
• Click PRO FORMA icon• To generate a sample of the invoice so
you can review and if necessary changes can be made.
• NOTE: This is the only time you have tomake edits. Once Invoice has been generated no edits can be made
• If the processing wheel stops and nothing happens check your Pop-Up Blocker
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Data Entry
• PRO FORMA appears in NEW browser tab
• Review content• If corrections need to be made
• Close current Pro Forma tab• Return to Express Billing tab• Make Your Adds, Deletions, or
Adjustments• Click SAVE button• You can click on Pro Forma icon to
create a new Pro Forma to review
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Data Entry
• Return to Billing General tab• If Bill is ready to be invoiced
• In Bill Status • Click Look Up icon• Change Bill Status
• from NEW to RDY (Ready to Invoice)
• Click Save button
(Ensure you have copied/save the invoice number for next step)
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STOPCopy/Save the invoice number for next step
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Navigation• At the top & to the right of the Pro Forma icon is the INVOICE icon
• Click on the Invoice Icon• You will see the follow message pop-up, read it & click OK.
• DO NOT CLICK ON THE INVOICE ICON MORE THAN ONE TIME!29
Navigation• Now, click on the Single Action Invoice link on the far left side
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Single Action Invoice
ONE TIME ACTION ONLY:• Click Add A New Value tab• Enter Control ID (create or find
existing)• SINGLE_ACTION_INVOICE
• Click Add button
***IF YOU HAVE PREVIOUSLY DONE THIS STEP PLEASE GO TO NEXT PAGE***
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Single Action Invoice
• Click on Find an Existing Value tab
• Click on Search button
• In Search Results click on SINGLE_ACTION_INVOICE
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Single Action Invoice
• Click on Process Monitor link ONLY• Do NOT click on anything else
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Data Processing
• Select PROCESS NAME• Press Refresh button (as necessary)• In Process List section notice when
• Run Status = SUCCESS • Distribution Status = POSTED
Distribution Status must say POSTED before proceeding. Press Refresh button if necessary
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Data Processing
• Notice VIEW PROCESS REQUEST FOR page appears displayingRun Status = Success & Distribution Status = Posted
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]
Data Processing
• Click Go back to Single Action Invoicelink
• Click on REPORT MANAGER link
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Data Processing
• Click on Administration tab
• Click on INVOICE link in description field:• BI_PRNXPN01 – BI_PRNXPN01.pdf
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Viewing Invoice
• INVOICE will appear in NEW browser window or tab of your browser
REMINDER: Please ENSURE POP-UPS are ENABLED for thisserver.
This will make viewing the INVOICE or other DOCUMENTSin PDF easier during training and practical use of thismodule.
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This Process Is Now Complete
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What If
• A Customer ID is not present?• Contact Name or Location is missing or needs to be updated?
• An invoice needs to be canceled?
Contact [email protected] regarding your issue and provide as much detail as possible. Note: you cannot proceed until you have received a message from Mariana Guerra stating it is OK to proceed.
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Contact us at:• Training Coordinator: [email protected]• Accounts Receivable: [email protected]
Accounts Receivable
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