Finance ServicesBillingReference Booklet

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UNSW Sydney – Finance Version 2019.ReleasedContact : fti@unsw.edu.au

Process Overview

• Billing is the process when UNSW issues an invoice to receive payment from its external customers.

• The "Customer" referred to in the Billing form is the External Customer; the party to whom UNSW has provided service for them to pay. The Customer in your CASD ticket is a UNSW staff requesting you to create invoice for them.

• The “Sales” is the UNSW Staff who is charging the external customer for payment.

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Photos by Unknown Author is used in this presentation, licensed under CC BY-SA

Receive Request• The request comes as a CASD ticket with category:

FinServ.UNSW Payments.Request an invoice to be created;

• The requestor could have written the information on the ticket itself, as an email or by attaching a form.

• Review the CASD resources if you are not familiar with CASD.

Process Overview

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CASD Step 1 Receiving a Ticket(duration 1:19)

CASD Ticketing System

Preparation/Pre-Check• At pre-checking stage:

1. Check if the External Customer already registered or not (see the video)Sometimes we need to lookup based on their ABN.

Check if its details are correct.If not; request Update to AR team to update the customer’s detail,if okay; continue.

2. Check if the invoice already exist; to avoid double invoicing, Check if the invoice was already created by someone else; search using Customer ID, look for similar invoices.If found duplicate; contact the requester to confirm,if clear; continue to raise the Invoice

Billing Preparation(duration 3:45)

Process Overview

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Raising Invoice in NSF• It is recommended to use the Express Billing; instead of the

Standard Billing; Both billing are essentially the same. However…

• Express Billing, will provide you a single page with most common and crucial fields preselected and pre-filled in one place. Giving easier access and faster process for you.

• Standard Billing, will ask you to fill in page by page covering all aspect of billing process.

• Based on Business Unit, Bill Type, Bill Source and Customer ID; NSF will pre-filled some of the header details.

• Leave any pre-filled information as is• If you find that you need to override any pre-filled

information, consider to update the pre-filled information.

• Follow the instruction video and complete the form.

Raising Express Billing(duration 07:24)

Process Overview

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Attention!Bill Lines - Description• Problem: The description field is left empty when filling in the Bill Lines.

• Explanation: This field actually is critical because the information in it, will be used in Management Reports, e.g. the project financial reports produced by Calumo. If you leave the field empty, that management report will show an item without name since it cannot pull out the Line Notes.

• The Description Field must be filled (maximum of 30 characters)

Process Overview

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Raising Express Billing(duration 07:24)

Consequence:

• Missing information at the Management Report.

• Causing extra effort and time spent to look for the missing information or inaccurate reporting.

Attention!Unused Fields should be Unused• Problem: Some of the unused field is used to hold other information.

• Explanation: there are quite a number of fields that FST will not need to use. If those fields are then used by FST to hold other information, then the original purpose of that field might be disrupted. This could happen else or in the future.

• An unused field should not be used, even for temporary.

Process Overview

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Raising Express Billing(duration 07:24)

Consequence:

• Additional information can confuse other staff member or automated system elsewhere.

• It is difficult to anticipate what problem it can cause since anyone and any future development can make assumption to use that field.

Check with Team Leader• If you are new to the billing process,

please notify your FST Team Leader before changing the invoice status to Ready; allowing them to review the invoice you raised, and make any correction (if needed).

• Put your CASD ticket on “On Hold” status while you are waiting for your team leader’s confirmation.

• Proceed when you were notified that everything is OK.

Process Overview

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Bill preview is a new function which allows a user to preview the invoice image prior to raising it as INV. When you enter the billing entry and would like to see what the invoice might look like before finalising the invoice, you can use this function

Attention! Bill Preview Process Overview

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Ready, Printing & Correction• When all completed,

• Change the status of the invoice to “READY”This will produce the invoice number.

• Send the invoice to the customer/requestor as required.

Note: Instruction on how to print the invoice is in the video [at 07:10]

Process Overview

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Raising Express Billing(duration 07:24)

Closing & Notify Customer• NSF will not automatically send any notification,

because we have selected “Print Copy” option for invoice media; you need to compose an email and attached the invoice to the External Customer and CC the CASD Requester.

• Close the CASD Ticket. If you are not familiar, see the CASD Step 3 Closing a Ticket.

CASD Step 3 Closing a Ticket(duration 0:28)

CASD Ticketing System

Process Overview

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