ADVANTAGEII Billing Document

Verifying Available Funds Before Direct Billing an Account........................................................1ORG2 – Organization Table...........................................................................................................3APP2 – Appropriation Inquiry.........................................................................................................5

II Document Preparation..............................................................................................................6

Document Entry Screen..............................................................................................................7

Completing the II When Direct Billing an Agency/Org.................................................................8Seller View....................................................................................................................................8Using the Find Code Feature.........................................................................................................9Buyer View..................................................................................................................................14

Edit Process..............................................................................................................................15

Approving the II.........................................................................................................................17

Processing the II........................................................................................................................19

Before Billing Against a PO

Verify Open PO Line Amounts..................................................................................................21OPOH – Open Purchase Order Header Inquiry............................................................................23OPOL – Open Purchase Order Line Inquiry.................................................................................25

Completing the II When Referencing a PO...............................................................................26Seller View..................................................................................................................................26Buyer View..................................................................................................................................27

Inserting Lines on an II..............................................................................................................28

Deleting Lines on an II...............................................................................................................30

Arizona State University Comptroller's Office 10/1/98

Interdepartmental Billings

Billing Departments for Goods & Services

Servicing Departments provide goods and/or services to user departments at Arizona State University. This provides a convenient means for campus departments to acquire goods or services that would otherwise have to be obtained off-campus.

Interdepartmental Billings are used by Servicing Departments to charge for the goods or services that they provide. Intra-institutional vouchers (II’s) are the documents used to record revenue to the provider of the goods or services and expense to the purchaser of the goods or services. In Advantage there are two ways in which the intra-institutional voucher (II) document is used: for direct billing of an account or for billing against an Internal Purchase Order.

The II document is used to directly charge an account when the department has not encumbered the money for the good or service via an Internal Purchase Order. For example, when a Quick Turnaround Form (without reference to an Internal Purchase Order) or a Debit Card is used in the Bookstore, an II billing document is prepared and the agency/org to be charged is specified in the document.

The II document is also used for billing a department which has previously submitted an Internal Purchase Order. Whenever an on-campus purchase is for $500 or more, an Internal Purchase Order must be used and the billing will reference the PO document.

Select Revenue Source Codes

To complete a billing document, it is necessary to determine which sources of revenue and sub revenue are being received. Revenue source codes can be found in COM Policy 308-02 or via the on-line Find Code feature when entering the II document.

Verify Available Balances and Object Codes

Before completing an II document to directly charge against an account, verify that the agency/org to be billed has funds available to pay for the goods or services requested using the ORG2 and APP2 tables.

Before billing against an Internal Purchase Order, verify that the PO is still open and determine which lines need to be billed against. The OPOH table will indicate whether or not the PO is still open, and the OPOL table will indicate the existing lines and the dollar amount available to be billed on each.

Complete the Billing Document

After preliminary codes and information are obtained, complete the billing document according to the appropriate directions. The document must be free of errors, approved by the designated person in your department, and processed before the user department will see the results of the billing.

Additional Information

COM Policy 407 contains billing guidelines, e.g., that billing should take place within 30 days of the completion of the order or by the cutoff deadline at fiscal year end.

II Billing Document 10/1/98 1

Verifying Available Funds for a Direct BillingWhen billing an agency/org directly, you will need to confirm that there are sufficient funds available to pay for the items or services before you begin the II document. To view the available balance for a particular account, you will need to access the APP2 table from the Budget Status Information Window.

To access the Budget Status Information Window from the Custom Desktop:

Click on the Business Area drop-down menu.

Select Budget Status Information.

The Budget Status Information window will appear.

To access Appropriations information from the Budget Status Information window:

Click on the button.

The Organization (ORG2) table will appear. The ORG2 is the starting point for accessing the APP2 table.

Organization Table (ORG2)

At the ORG2 table enter the following information for the account you wish to bill:

Type the FISCAL YEAR CODE (e.g., 99) in the FISCAL YEAR field.

Type the AGENCY CODE (e.g., WV1) in the AGENCY field.

Type the ORG CODE (e.g., 1003) in the ORGANIZATION field.

Toolbar Key Menubar

Click on: F4 DISPLAY: BROWSE DATA

Organization Table (ORG2)

The information for the requested agency/org will appear.

To access the APP2 table:

Click on the button at the bottom of the screen.

Appropriation Inquiry Table (APP2)

The Appropriation Inquiry table (APP2) will appear with information for the selected account.

Check the Uncommitted Amount field to verify that there is enough money available to cover the cost of the goods or services being billed.

II Document Preparation

To access an II Document from the Business Functions Documents Window:

Click on the button.

II Document Entry

The Document Entry Screen for Internal Voucher (II) documents will appear.

Document Entry Screen

Verify that Document Type is Internal Voucher. Click on Document ID.

Type your three character AGENCY CODE (e.g., BD2) in the first box after Document ID.

Type your three character AGENCY CODE, ii, and a # (e.g., BD2ii#) in the second box after Document ID (for automatic numbering). Do not use spaces between characters in this box.

Click on Automatic Document Numbering (for automatic numbering).

Ensure that New is marked. (If not, click the New button)

Click on the button.

Completing the II – When Direct Billing an Agency/OrgThe II Document will appear in the Seller View. The following example is used to illustrate the process for completing an II which is directly charging an agency/org:

The Comptroller’s Office bought some miscellaneous art and office supplies, totaling $117.45, from the Bookstore using a Quick Turnaround Form with no Internal Purchase Order reference. You need to directly bill their account for this merchandise using an II document which you have started at the Document Entry Screen.

II Document – Seller View

Complete per the following instructions.

Enter data in the following fields only:DATE OF RECORD System Generated during the Run process.

DOCUMENT TOTAL Type the amount of the entire billing.

AGENCY Type the service department’s agency code.

ORGANIZATION / SUB Type the service department’s org code. Type the service department’s suborg code, if applicable.

ACTIVITY Type the service department’s reporting category code, if applicable.

REVENUE SOURCE / SUB

Type the service department’s revenue and sub-revenue source codes. If necessary, use the Find Code feature illustrated on the following pages.

***Note: “Seller” refers to the department providing the goods or services.

Finding Codes with the Find Code FeatureIf you do not know the appropriate codes to fill in a particular field, you may use the Find Code feature. The following example illustrates how to use Find Code icon to search for Revenue and Sub-Revenue Source Codes.

To find the Revenue Source Code for this document:

Click in the Revenue Source field.

Click on the button at the top of the screen.

Find Code Feature

The Revenue Source Code table will appear in the Find Code Window.

To select a Revenue Source Code:

Click on the Revenue Source code you want.

Click on the button at the bottom of the screen.

OR

To view additional Revenue Source codes:

Click on the button at the bottom of the screen.

Find Code Feature

After selecting a Revenue Source code, Advantage will return you to the document and place the selected code in the Revenue Source field.

To find the Sub-Revenue Source Code for this document:

Click in the Sub-Revenue Source field.

Click on the button at the top of the screen.

Find Code Feature

The Sub-Revenue Source Code table will appear in the Find Code Window.

To select a Sub-Revenue Source Code:

Click on the Sub-Revenue Source code you want.

Click on the button at the bottom of the screen.

OR

To view additional Sub-Revenue Source codes:

Click on the button at the bottom of the screen.

Find Code Feature

After selecting a Sub-Revenue Source code, Advantage will return you to the document and place the selected code in the Sub-Revenue Source field.

Click on to move to the Buyer view.

Direct Billing II Document – Buyer ViewThe screen will refresh to show the II document in the Buyer View.

Complete per the following instructions.

Perform the Edit process, as directed on page 15.

Enter data in the following fields only:***Buyer Line Information:LINE Type a number to distinguish this line from all others on this document.

Start with 01.AGENCY Type the user department’s agency code.

ORGANIZATION / SUB Type the user department’s organization code. Type the user department’s sub-organization code, if applicable.

OBJECT / SUB Type the object and sub-object codes that best describe the item or service. If necessary, use the Find Code feature illustrated on pages 9-11.

AMOUNT Type the total cost of this line of the document.

DESCRIPTION Type a description of what is being billed on this line.

***Note: “Buyer” refers to the department requesting the goods or services.

Editing an II Document

To Edit the document:

Toolbar Key Menubar

Click on: F7 PROCESS: EDIT

Editing an II DocumentThe document will appear on your screen with any error messages that need to be corrected before approvals should be applied and processing can occur. After all errors have been corrected, the document will be ready for approval.

Confirm the message “READY FOR APPROVAL 1”.

Close the document window for later approval.

OR Approve and process the document on-line.

Approving an II Document

To approve the document:

Toolbar Key Menubar

Click on: F12 PROCESS: APPROVE

Approving an II Document

The screen will refresh with messages relating to the approval.

Confirm the message “APPROVAL 1 APPLIED”.

Process the document.

Processing an II Document

To process the document:

Toolbar Key Menubar

Click on: F8 PROCESS: RUN

Processing an II Document

After processing, the screen will refresh and display the following message box:

Verify the message “The document has been accepted. Do you want to close the document?”. This indicates the document was processed successfully.

Click on to exit this screen.

Before Billing Against a PO - Verify Open Line AmountsBefore billing against an Internal Purchase Order, you must verify that the order is still open and that there is enough money on each line that you wish to bill against to cover the charges. To verify the PO document, you will need to access the OPOH and OPOL tables from the Open Tables Window.

To access the Open Tables Window from the Custom Desktop:

Click on the Business Area drop-down menu.

Select Open Tables.

Verifying Open PO Line AmountsThe Open Tables window will appear.

To access Open PO Line information:

Click on the button.

Verifying Open PO Line Amounts

The Open Purchase Order Header Inquiry table will appear.

To browse for the document you wish to bill against:

Type NONE in the VENDOR field.

Type the DOCUMENT ID in the PO NUMBER field.

Toolbar Key Menubar

Click on: F4 DISPLAY: BROWSE DATA

Verifying Open PO Line AmountsThe document header will appear on your screen. The OPOH window will appear smaller than a full screen. You may wish to maximize the window for easier viewing.

What to verify on the OPOH: Check the PO CLOSING DATE field. If there is a date showing, the

Internal Purchase Order is closed and cannot be billed against. Check the OUTSTANDING AMT field. This is the total amount available for

billing on this document. (In the above example, $60.00 is available for billing.)

To view the PO line information from the OPOL table:

Click on the button at the bottom of the screen.

Verifying Open PO Line AmountsThe information from the first line of the document will appear on your screen:

What to verify on the OPOL table:

Determine the FUND code under which this PO was encumbered.

Check the OUTSTANDING AMOUNT field for this line. This is the total dollar amount available for billing on this line of the document.

***NOTE: Checking to see if the end user has put multiple lines on their Internal Purchase Order and billing against each individual line is important. If all the lines of the Internal Purchase Order are not billed against correctly, the Internal Purchase Order will stay open, and the money will remain encumbered.

To check for and view additional lines on this document:

Toolbar Key Menubar

Click on: F5 DISPLAY: MORE DATA

OR

To close the open windows and return to the Business Functions Window:

Click on the button at the bottom of the screen.

Completing the II – When Referencing a POThe following example is used to illustrate the process for completing an II document with a PO Reference:

Abbott Phillips and Ruby Brown attended a MS Word class your department offered. Their department encumbered the funds on PO WV109001537. You have verified the PO information on OPOH and OPOL and now need to bill against the PO with an II document that you have started at the Document Entry Screen.

II Document – Seller View

Complete per the following instructions.

Click on to move to the Buyer view.

Enter data in the following fields only:***Seller Account Information:DATE OF RECORD System Generated at the time the document is processed. TYPE Select INVOLVES DIFFERENT FUNDS if the PO is encumbered under a

different Fund than the Seller’s Account Fund. (This is the default choice.)

Select INVOLVES SAME FUND if the PO Fund and the Seller Account Fund codes are the same.

DOCUMENT TOTAL Type the amount of the entire billing.

AGENCY Type the service department’s agency code.

ORGANIZATION / SUB Type the service department’s org code. Type the service department’s suborg code, if applicable.

REVENUE SOURCE / SUB

Type the service department’s revenue and sub-revenue source codes. If necessary, use the Find Code feature illustrated on pages 9-11.

***Note: “Seller” refers to the department providing the goods or services.

II with PO Reference – Buyer ViewThe screen will refresh with the II document in the Buyer View.

Complete per the following instructions.

Insert additional lines for each line of the PO you wish to bill. (See the following page for directions on inserting lines.)

Enter data in the following fields only:Line Information:LINE Type a number to distinguish this line from all others on this document.

Start with 01.REFERENCE NUMBER Type PO for Purchase Order and the User Department’s eleven character

Internal Purchase Order document number, e.g., WV109001537.

LINE Type the 2-digit line number you are billing against from the User’s Internal PO, verified from the OPOL table.

AMOUNT Type the total amount you wish to bill against this line of the PO.

DESCRIPTION Type a description of what is being billed on this line.

PARTIAL / FINAL IND Leave at Default except when you are final billing this line for less than the open amount. Selecting FINAL in this field will allow you to finalize the billing amount on this line for less than the open amount. The difference in amounts will be released back to the user’s agency/org uncommitted balance.

When a line is expended for the full amount, the ADVANTAGE system automatically finalizes and closes that line.

***Note: “Buyer” refers to the department requesting the goods or services.

Inserting Lines on an IIWhen you are billing more than one line of a PO or you need to bill multiple accounts on the same II, you will need to insert additional lines on the II document.

To insert a line:

If your cursor is not already on the line, click on the line you want to insert the new line after.

Toolbar Key Menubar

Click on: Ctrl + F12 EDIT: INSERT LINE AFTER

Inserting Lines on an II DocumentThe screen will refresh and an additional blank line will appear:

Complete the necessary fields according to the directions on page 27.

Insert additional lines as necessary.

When finished inserting and completing all lines:

Perform the Edit process. Close the document for later approval OR

Approve and Process the document on-line.

Deleting Lines on an IIThe following example is used to illustrate the process for deleting lines on an II document:

Yesterday, you began an II to bill Zoology (WR5 1001) for some software packages they purchased using their department’s debit card. Today, they returned the FreezeFrame software. When you look on the Suspense File, you see that the II is on hold and has not been approved. Retrieve the document and delete the line for the returned software.

II Document – Seller View

Tab to the DOCUMENT TOTAL field and correct the total to reflect the deletion of lines.

Click on to move to the Buyer view.

Deleting Lines on an II DocumentThe screen will refresh with the II document in the Buyer View.

Click on the line that you wish to delete. Use the scroll bar to the right to move between lines if necessary.

Toolbar Key Menubar

Click on: --- Ctrl + R EDIT: REMOVE LINE

Deleting Lines on an II DocumentThe screen will refresh and display the following message box:

The message “Do you really want to delete the selected lines?” will appear.

Click on to exit this screen.

Continue deleting lines as needed.

Perform the Edit Process.

Close the document window

OR

Approve and Process the document on-line.