February 2007 Version 3.0 Range Billing Module. Range Billing Introduction to the Session 3.2.1.

February 2007 Version 3.0

Range Billing Module

Range Billing

Introduction to the SessionIntroduction to the Session

3.2.1

Range Billing


Session Objectives Understand the Range Billing Process Use FTA to:• Set up Rates & Fees• Prepare Range Tenure Billing Instructions• Generate the Pre-Billing Report• Approve & Process Billing• Complete Post Billing Tasks

3.2.2

Range Billing


Session Pre-requisites: An Orientation to MoF Business

Applications Module 1.1 Overview of FTA/ESF Module 3.1 Range Tenure Management

3.2.3

If you have NOT completed the pre-requisite training requirements, you may find sections of this training confusing

Range Billing


3.2.4

Topic Time

Introduction to Session 5 min

Topic 1: Understanding the Range Billing Process 5 min

Topic 2: Setting-up Rates & Fees 5 min

Topic 3: Preparing Range Tenure Billing Instructions 15 min

Topic 4: Generating the Pre-Billing Report 5 min

Topic 5: Approving & Processing Billing 10 min

Topic 6: Understanding Post Billing Tasks 10 min

Wrap-Up 5 min

Training Session Duration 1 hour

Range Billing


Online Classroom Basics Eliminate distractions Time is allowed for Q & A Use “Raise Hand” function for questions Keep text chat to a minimum Only 1 person can speak at a time Technical Support Contact:

[email protected] 250-475-0808

3.2.5

Range Billing


3.2.6

FTA Website:

http://gww.for.gov.bc.ca/his/fta/

Contains:

• Communication

• Training

• Links to FTA Application

Range Billing


Participant Guide = On the Job Resource Contains:• Additional topic details• Additional information• Step by step summaries

Download: • MoFR Online Classroom

http://www.learningestore.com/bcmof

• Link via FTA Website QRC also available for future reference

3.2.7

Range Billing


Topic Wrap-Up Use On-Line Help first before calling

Help Desk• Useful initial resource to answer questions

3.2.8

Range Billing

Topic #1:

Understanding the Range Billing Process

Range Billing

Topic #1: Understanding the Range Billing ProcessTopic #1: Understanding the Range Billing Process

Topic Objectives

Understand: What Range Billing is The steps to take to

complete the billing process

The parties involved in the billing process

3.2.9

Range Billing


Range Billing = Billing for use of Crown Land Billing is based on Range Tenure Range Tenures are issued at the District• District is responsible for ensuring billing

process is fulfilled• District & Headquarters work together• FTA allows billing process to be completed

electronically

3.2.10

Range Billing


Range Billing Steps

3.2.11

Step Responsibility

1 Setting-Up Rates and Fees Headquarters (Range)

2 Preparing Billing Instructions and Previewing Invoices

District

3 Generating the Pre-Billing Report

District

4 Approving & Processing Billing

Headquarters (Revenue)

5 Understanding Post Billing Tasks

District

Range Billing


Topic Wrap-Up Both District and Headquarters Staff have

responsibilities for Range Billing During today’s session you will learn about

the 5 steps involved in the billing process

3.2.12

Range Billing

Topic #2

Setting-Up Rates & Fees

Range Billing

Topic #2: Setting-Up Rates & FeesTopic #2: Setting-Up Rates & Fees

Understand How To Set Up Rates & Fees

3.2.13

Topic Objectives

Range Billing


Setting up Rates & Fees = Range Headquarters Task Entered in FTA Annually FTA699-Rates and Fees Maintenance

page• Usage (AUM) Rates are calculated based on

the price of beef• Issuance Fees are prescribed in Section 13 of

the Range Regulation

District users do NOT have access to this function in FTA 3.2.14

Range Billing


Topic Wrap-Up Setting up rates & fees is completed

once per year• Responsibility = Headquarters Staff

Knowing the rates & fees in advance will make this task efficient in FTA

3.2.15

Range Billing

Topic #3:

Preparing Range Tenure Billing Instructions

Range Billing

Topic #3: Preparing Billing InstructionsTopic #3: Preparing Billing Instructions

Topic Objectives

3.2.16

Learn: How to preview an invoice Who prepares Range Tenures

for billing How to prepare Range

Tenures for billing

Range Billing


3.2.17

Preview an Invoice District or Headquarters Staff may

preview any invoice in FTA Use the preview function when you

require invoice information prior to submitting the invoice to be billed

Invoices must be sent out December 01

Range Billing


3.2.18

Preparing Range Tenures for Billing District Staff is responsible for the

preparation of Range Tenures for billing• Occurs annually• Set tenure billing instructions

Instructions communicate which invoices are ready for billing

Tenures which do not appear on the list (i.e. are not active) or those which you set to N or C will not be billed

Range Billing


3.2.19

Code Meaning DescriptionC Cancelled Only valid for tenures which have an invoice #

for the year specified

N Do NOT Bill Use if you do NOT want to prepare an invoice for the year specified

R Replace Existing Invoice

Only valid for tenures which have an invoice # for the year specified

RI Replacement Issuance Fee

Only valid for tenures which have an invoice # for the year specified

Y Ready to Bill Used to prepare an invoice for the year specified which does NOT include issuance fees

YI Ready to Bill with Issuance Fee

Used to prepare an invoice for the year specified which includes issuance fees

Range Billing


3.2.20

Understanding Batch Billing Use FTA680-Tenure Billing Instructions

page to prepare instructions for one, many, or all tenures in a district• Recommend you prepare instructions for all

tenures within a district at the same time• Next few slides provide tips to keep in mind

if all tenures within a district cannot be prepared at the same time

Range Billing


3.2.21

Scenario A Display all tenures for your district• Tenures have never had billing instructions

set

Set instructions and click the Prepare button

All tenures will be picked up by the HQ’s Approval Submission upon notification

Range Billing


3.2.22

Scenario B You have completed Scenario A and

realize you have made an error on the instruction for a single tenure

You may modify a single tenure’s billing instruction if you have not notified HQ’s to begin their Approval Submission• Only display the specific tenure (on the

FTA680-Tenure Billing Instructions page) when you modify the instruction

Range Billing


3.2.23

Scenario C You prepare instructions for a batch of

tenures, which have no previous instructions prepared, and notify HQ’s to complete the Approval Submission

You wish to set instructions for a second batch of tenures. You must ensure that:• HQ’s has completed their Approval

Submission for your original batch of tenures• You notify HQ’s of the second batch

awaiting their Approval Submission

Range Billing


3.2.24

Warning Do not prepare the same billing

instruction twice in the same year for the same tenure

For example:You prepare the billing instruction for a tenure and

it has been processedDo not prepare the same billing instruction for this

tenure a second timeThe billing instruction will not be picked up by HQ’s

upon their Approval Submission the second timeYou may change the billing instruction for a tenure

after it has been billed

Range Billing


3.2.25

FTA680-Tenure Billing Instructions Page Set billing instructions• For all invoices for your district• For a single invoice for your district

Modify billing instructions• For a tenure, if you have prepared these

instructions but you have not asked HQ’s to approve the tenure billing submission

Range Billing


Topic Wrap-Up District & Headquarters Staff may both

preview an invoice

District Staff set billing instructions

Once instructions are set, do NOT modify data for that tenure• If you modify the data, you must modify the

billing instructions

Modifying billing instructions can only be completed if instructions have NOT yet been approved

3.2.26

Range Billing

Topic #4

Generating the Pre-Billing Report

Range Billing

Topic #4: Generating the Pre-Billing Report Topic #4: Generating the Pre-Billing Report

Topic Objectives

Understand: Who generates the Pre-

Billing Report How to generate the Pre-

Billing Report

3.2.27

Range Billing

Topic #4: Generating the Pre-Billing ReportTopic #4: Generating the Pre-Billing Report

Understanding Responsibilities District Staff generate Pre-Billing Report• Generate report after tenure billing instructions are

set• Verify all tenure billing instructions have been set

appropriately

3.2.28

Range Billing


Generating the Report Use the FTA685-Pre-Billing Report

Submission page Report is a PDF file• Ensure you have Adobe Acrobat Reader

3.2.29

Range Billing


Topic Wrap Up District staff generate Pre-Billing Report Closely examine report for accuracy

prior to asking Headquarters Staff to approve billings

A sample of the report is in Appendix A of the Participant Guide

3.2.30

Range Billing

Topic #5:

Approving & Processing Billing

Range Billing

Topic #5: Approving & Processing Billing Topic #5: Approving & Processing Billing

Topic Objectives

Understand: Who is responsible for approving

Range Billings How Range Billings are approved The outcomes of the Range Billing

Batch Process including reports

3.2.31

Range Billing

Topic #5: Approving & Processing BillingTopic #5: Approving & Processing Billing

Understanding Responsibilities District Staff are responsible for notifying

Headquarters Staff that Range Tenures are ready to be billed• Billing instructions are prepared• Pre-billing Report is generated and verified to

be accurate Revenue Headquarters Staff must approve

billing submissions• HQ’s is approving these billings for submission

to finance• HQ’s is not examining each individual invoice

3.2.32

Range Billing


How are Range Tenures Billing Approved? Range Tenure Billings are approved on the

FTA690-Tenure Approval Submission page Only users with Headquarter Status will be

able to use this page

3.2.33

Range Billing


The Billing Timeline

3.2.34

Range Billing


Understanding Batch Reports Two Batch Reports are automatically

generated: • Tenure Approval Batch Report• Tenure Approval Batch Summary Report

Reports are available to select individuals only

3.2.35

Range Billing


Linking to the General Billing System (GBS) Invoice data is transferred to GBS

• Invoices await posting• GBS is a separate system

Posting of invoices is completed by GBS Staff• Allow 1 business day• Users who have access to GBS may examine invoices• The FTA680-Prepare Range Tenure Billing Instructions page

has a GBS button

3.2.36

Range Billing


Topic Wrap-Up District Staff notify Headquarters Staff

that billings are ready for approval• No tenure data should be modified

Headquarters Staff approve billings Billings must successfully pass the

Tenure Approval Batch Process Batch Reports are generated Invoices are posted to GBS

3.2.37

Range Billing

Topic #6:

Understanding Post Billing Tasks

Range Billing

Topic #6: Understanding Post Billing TasksTopic #6: Understanding Post Billing Tasks

Topic Objectives:

Understand: How to generate the Post

Billing Report When to archive tenures

3.2.38

Range Billing

Topic #6: Understanding Post Billing Tasks Topic #6: Understanding Post Billing Tasks

The Post Billing Report Used by District Staff to verify billings• Generate one day after approval of

submission• Verify all billings are accurate• A sample is available in Appendix B of the

Participant Guide

3.2.39

Range Billing

Topic #6: Understanding Post Billing Tasks Topic #6: Understanding Post Billing Tasks

Archiving Tenures Districts should archive tenures

annually• Expired tenures can be archived• Revisit Module 3.1: Range Tenure

Management if your require a refresher on archiving

3.2.40

Do NOT archive tenures prior to this point in the Range Billing Process

Range Billing

Topic #6: Understanding Post Billing TasksTopic #6: Understanding Post Billing Tasks

Topic Wrap-Up District Staff generate the Post Billing

Report• Verify all billings are accurate

Generate report one day after approval of the submission has been completed by Headquarters Staff

Do NOT archive tenures until batch processing is complete

3.2.41

Range Billing

Wrap-Up

Range Billing

Wrap-UpWrap-Up

Learning Objectives Achieved Understand the Range Billing Process Use FTA to:• Set up Rates & Fees• Prepare Range Tenure Billing Instructions• Generate the Pre-Billing Report• Approve & Process Range Billing• Complete Post Billing Tasks

3.2.42

Range Billing

Wrap-UpWrap-Up

Data Flow

3.2.43

Client data comes into FTA via CLIENT System

FTA feeds billing data to the General Billing System (GBS)

FTA feeds data to the Corporate Reporting System (CRS) to allow additional reports to be run on Range related data

Range Billing

Wrap-UpWrap-Up

Additional Resources FTA Training Website• http://gww.for.gov.bc.ca/his/fta

District Business Champions On-Line Help Business Application Support Center • 250-387-8888

Range Tenure Information• [email protected]

3.2.44

Range Billing

Wrap-UpWrap-Up

Thank you for attending theRange Billing Training Session

3.2.45

Range Billing

February 2007 Version 3.0 Range Billing Module. Range Billing Introduction to the Session 3.2.1.

Documents

Transcript of February 2007 Version 3.0 Range Billing Module. Range Billing Introduction to the Session 3.2.1.