statewide financial system program 1 bi 210 creating and processing creating and processing billing...

Statewide Financial System Program1

BI 210BI 210Creating and Processing Creating and Processing Billing

BI 210BI 210Creating and Processing Creating and Processing Billing

Welcome


Obey building safety rules and regulations

Silence cell phones and PDAs; Refrain from checking email

Ask Questions

Take breaks as needed

Ground Rules

Refrain from side conversations


Learning Objectives

After completing this course you should be able to: Enter, view, and modify bills. Use express billing. Adjust bills. Generate invoices. Work with the Billing interface. Inquire on bills. Explain the scope of SFS BI training. Locate additional training materials, job aids, and other useful

information.


Training Methodology

Training Steps Tell Me – Facts, Concepts, Terms, Definitions Show Me – Relevant Demonstrations of Process Steps Let Me – Hands-on practice in User Productivity Kit (UPK) Help Me – Facilitator Support

Training Materials Course Presentation UPK Simulations Training Exercises User Guide and Job Aids


Agenda

SFS AR / BI Terms and Concepts

Entering Bills Online

Using Express Billing

Adjusting Bills

Generating Invoices

Working with the Billing Interface

Inquiring on Bills

SFS AR / BI Learning Path and Resources


In this lesson, you should learn:

Key SFS AR / BI terms and concepts.

Key SFS process changes.

Key SFS AR / BI ChartField values.




Term / Concept Definition

Bill Record of money owed for goods or services

Invoice Finalized bill detailing what the customer owes the agency

Standard bill A bill that is created by manual, online entry in SFS using the Standard Billing pages

Express bill A bill that is created using the Express Billing pages in SFS, usually for bills with many lines or to add or clone existing bill lines in bulk

Interface bill A bill that is created by interfacing data from an agency-system to SFS

Key Terms and Concepts




Distribution code Value used to simplify the process of generating accounting entries by defining a valid combination of ChartField values.

The distribution code may be utilized to enter the AR Distribution accounting on the bill header, or to enter the revenue accounting on the bill line.

Charge code Value used to define a description, unit of measure, unit price, and revenue distribution code for a specific type of service or item.

The charge code is referred to as the Identifier on the bill line entry page.

Key Terms and Concepts (Cont.)



Process Changes – Generating Customer Billing

Old Process New Process

Customers are not tracked in CAS. Customers are tracked in SFS for billings, receivables, and revenue contracts that are in the Customer Contract module.

When entering a miscellaneous receipt in AR, associating a customer to that receipt is optional.

Agencies maintain their own customer files.

Agencies can either add or update decentralized customers online in the SFS.



Process Changes – Generating Customer Billing (Cont.)


Agencies maintain their own inter-agency/centralized customers.

The Bureau of State Expenditures (BSE) will create centralized customers in SFS and migrate them to every agency SetIDs for use.

These centralized customers include State agencies, Federal entities, and corporate customers for revenue contracts.

Agencies can update this customer information if necessary.



Process Changes – Interagency Billing


Interagency receivables and liabilities are not tracked in CAS.

SFS tracks interagency receivables and liabilities.

Payment of an interagency bill is manually entered in CAS.

The SFS AP voucher is automatically created upon interagency bill finalization.

Interagency billing is completed via a journal voucher in CAS.

Settlement of interagency billing occurs by accounting entry only (no check).



At the transactional level, the SFS Chart of Accounts is comprised of two elements:

General Ledger Business Unit (BU) – Defined for each entity that maintains and reports on its own transactional data.

ChartFields – Codes used to categorize financial and budget transactions.

• Statewide ChartField segments include Department, Program, Fund, Account (CAS Object code).

• Agency-specific ChartFields include Operating Unit and Product.

The SFS Chart of Accounts may be explored further in the GL 105: Introduction to Chart of Accounts course.

More details about the SFS Chart of Accounts may be obtained at:

http://www.sfs.ny.gov/programElements/coaMaterials.htm




How BI functions in SFS.

How customers are used in SFS.

Where does entering a bill fit in the Billing lifecycle?

How to enter, copy, and modify a bill online.

How to enter customer notes and communications.

How to view bill summary information.

How to upload supporting documentation



How BI functions in SFS:

The BI module covers all activities related to processing bills.

Billing data can be entered directly in SFS or interfaced from an agency system.

After creating a bill, agencies can generate invoices for distributing to customers.

Finalizing an invoice automatically creates the receivable in the Accounts Receivable module and accounting entries in the General Ledger module.



Customers

All customers are shared between the Accounts Receivable and Billing modules in SFS.

Customers are required in SFS for entering bills and receivables.

Customer record access is controlled by SetIDs, an SFS data field which follows the same format as General Ledger Business Units.

As an example, customers created under the Insurance SetID - SID01, will only be accessible to users who have security privileges to access the SID01 SetID.

SFS customers are broken into two categories: centralized customers maintained by a central governing entity and decentralized customers that agencies control.



Entering bills online: Online bill entry is the manual method of entering bill header and line

information into SFS.

Bill headers contain the information that applies to the whole invoice, and bill line information applies to the specific items that are being billed.



Transactions

Entering a bill

Copying a bill

Modifying AR chart of accounts distribution

Entering customer notes and communications

Viewing bill detail information

Uploading bill attachments


Learning Exercise

Entering a bill

You have been asked to create a bill because your agency recently provided services to a customer.

You must enter a bill.

15 min

Note: Please refer to your exercise sheet handouts which contain the data you

need to complete this activity. The job aid can be used to assist you.


Learning Exercise

Copying a Bill

You have been asked to create a bill for a customer. You recently created a similar bill. You must copy the existing bill and edit the bill to create the new bill.

You must copy, edit, and save a bill.

15 min




Learning Exercise

Viewing Bill Detail Information

You recently created a bill, and your supervisor requested specific information regarding the bill. You must access the Bill Details and Bill Summary pages to verify the information

You must locate the bill and view summary information.

15 min





What is express billing?

Where does express billing fit into the Billing lifecycle?

How to create and enter an express bill.




Express Billing:

Express billing combines the standard billing entry pages to allow an end-user to quickly enter required information without having to access multiple pages.

Express billing is a time saving tool.

With express billing, existing bill lines can be added or cloned in bulk to create new bills.



The flowchart below shows where express billing fits in to the SFS Billing process.



Transactions

Creating and entering an express bill


Adjusting Bills


What is a bill adjustment?

Where does adjusting bills fit into the Billing lifecycle?

How to update non-invoiced bills and bill lines.

How to credit, reverse, and rebill bills and bill lines.

How to define a copy group header and detail.

How to run the bill copy group process and amend a new bill.


Adjusting Bills

Adjusting bills:

Adjustments can be made on both non-invoiced and invoiced bills.

Any changes can be made to non-invoiced bills.

To adjust invoiced bills, the Adjust Bills function must be used.

The Adjust Bills function is used to make changes to a finalized customer invoice due to errors, such as an incorrect amount in price or quantity.

Adjusting accounting entries are automatically created when the adjustment is approved, and a new invoice can be sent to the customer.


Adjusting Bills

The flowchart below shows where adjusting bills fits in to the SFS Billing process.


Adjusting Bills

Transactions

Updating non-invoiced bills

Updating non-invoiced bill lines

Crediting an entire bill

Crediting an entire bill and rebill

Crediting a bill line and applying to an existing bill

Creating a net bill line adjustment

Creating a bill line reversal and rebill

Defining a copy group header and detail

Running the bill copy group process and amending a new bill


Generating Invoices


How invoices are created and used in SFS.

Where does invoicing fit into the Billing lifecycle?

How to generate an invoice and a pro forma invoice

How to perform min-max billing

How to correct bill accounting errors


Generating Invoices

Invoices An invoice is a document that is sent to a customer requesting

payment for goods, services provided, or both. In SFS, when a bill is created, the default bill status is NEW. An

invoice can be generated from a bill only if all the necessary header and line information is entered and the bill status is RDY (Ready).

Invoicing a bill contains several processes: finalizing and distributing an invoice, billing currency conversion, billing prepaid process, load GL interface process, and load AR pending item process. SFS performs each of these processes in batch for applicable bills. If the bill is interagency, the generate AP vouchers process is also

run. The Single Action Invoice process is used to generate the invoice.

All other processes will be run together in a batch program, schedule to run on a regular interval.


Generating Invoices

The flowchart below shows where generating invoices fits in to the SFS Billing process.


Generating Invoices

Transactions

Running the single action invoice process

Printing pro forma invoices

Performing min-max billing

Correcting an invoice combination edit error


Learning Exercise

Running the Single Action Invoice Process

You have been asked to invoice a bill. To invoice the bill you must run the single action invoice process.

You must invoice a bill using the single action invoice process.

15 min






How the billing interface functions.

Where does the billing interface fit into the Billing lifecycle?

How to view the billing interface pending activity.

How to run the billing interface process.

How to view billing interface completions.

How to view and correct billing interface errors.



The billing interface

The billing interface allows agencies maintaining their own billing system to load billing data into SFS.



Transactions

Viewing the billing interface pending activity

Running the billing interface process

Viewing billing interface completions

Viewing and correcting billing interface errors


Inquiring on Bills


How billing inquiry functions in SFS.

How to research bills.

How to research bill lines.


Bill Inquiry

SFS enables users to search for bills by specifying criteria. Bills can be searched using a single bill, a group of bills, a single bill line, or a group of bill lines.

Bill Search and Bill Line Search-Not Invoiced pages enable the search for bills and lines not yet invoiced. Using these pages, information can be modified on the bills and bill lines.

Bill Search and Bill Line Search pages enable the search for any bill or bill lines, regardless of status. With these pages, bill and bill line information can be viewed but not modified.

Inquiring on Bills


Transactions

Researching bills

Researching bill lines

Inquiring on Bills


Learning Exercise

Researching Bills

You have been asked to provide specific information regarding a bill to your supervisor. You must locate the bill and review the information.

You must research a bill to review the header and line information.

15 min






The SFS AR / BI training structure.

Where to find training materials and resources.



SFS AR and Billing Training Structure


Training Materials Location and Class Preparation


Location

ILT Course Materials http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=123:trainer-materials&catid=83:training-toolkit&Itemid=667

All Training Courses http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=127:training-courses&catid=83:training-toolkit&Itemid=662

Job Aids and Reference Materials

http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=124:job-aids-and-reference-materials&catid=83:training-toolkit&Itemid=668

Training Toolkit http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=116&Itemid=661


Summary

Having completed this course, you should now be able to: Enter, view, and modify bills. Use express billing. Adjust bills. Generate invoices. Work with the Billing Interface. Inquire on bills. Explain the scope of SFS BI training. Locate additional training materials, job aids, and other useful

information.


Thank you for your participation!

Conclusion


Slides for Agency Use (Arial, Font 36)

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Slides for Agency Use (Arial Headings, Font 36 for single line, 32 for double lines)

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Slides for Agency Use (Type Topic here)


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Agency Specific Key Terms and Concepts (Arial Font 24)

statewide financial system program 1 bi 210 creating and processing creating and processing billing...

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