February 2007 Version 3.0 Range Billing Module

Range Billing Introduction to the Session 3.2.1

Range Billing Introduction to the Session 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 Introduction to the Session Session Pre-requisites:  An Orientation to MoF Business Applications  Module 1.1 Overview of FTA/ESF  Module 3.1 Range Tenure Management If you have NOT completed the pre-requisite training requirements, you may find sections of this training confusing

Range Billing Introduction to the Session TopicTime Introduction to Session5 min Topic 1: Understanding the Range Billing Process5 min Topic 2: Setting-up Rates & Fees5 min Topic 3: Preparing Range Tenure Billing Instructions15 min Topic 4: Generating the Pre-Billing Report5 min Topic 5: Approving & Processing Billing10 min Topic 6: Understanding Post Billing Tasks10 min Wrap-Up5 min Training Session Duration1 hour

Range Billing Introduction to the Session 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:  

Range Billing Introduction to the Session FTA Website: Contains: Communication Training Links to FTA Application

Range Billing Introduction to the Session Participant Guide = On the Job Resource  Contains: Additional topic details Additional information Step by step summaries  Download: MoFR Online Classroom  Link via FTA Website  QRC also available for future reference 3.2.7

Range Billing Introduction to the Session 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 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 Topic #1: Understanding the Range Billing Process 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

Range Billing Topic #1: Understanding the Range Billing Process Range Billing Steps StepResponsibility 1Setting-Up Rates and FeesHeadquarters (Range) 2Preparing Billing Instructions and Previewing Invoices District 3Generating the Pre-Billing Report District 4Approving & Processing Billing Headquarters (Revenue) 5Understanding Post Billing Tasks District

Range Billing Topic #1: Understanding the Range Billing Process 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

Range Billing Topic #2 Setting-Up Rates & Fees

Range Billing Topic #2: Setting-Up Rates & Fees Understand How To Set Up Rates & Fees Topic Objectives

Range Billing Topic #2: Setting-Up Rates & Fees 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

Range Billing Topic #2: Setting-Up Rates & Fees 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

Range Billing Topic #3: Preparing Range Tenure Billing Instructions

Range Billing Topic #3: Preparing Billing Instructions Topic Objectives Learn:  How to preview an invoice  Who prepares Range Tenures for billing  How to prepare Range Tenures for billing

Range Billing Topic #3: Preparing Billing Instructions 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 Topic #3: Preparing Billing Instructions 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 Topic #3: Preparing Billing Instructions CodeMeaningDescription CCancelledOnly valid for tenures which have an invoice # for the year specified NDo NOT BillUse if you do NOT want to prepare an invoice for the year specified RReplace Existing Invoice Only valid for tenures which have an invoice # for the year specified RIReplacement Issuance Fee Only valid for tenures which have an invoice # for the year specified YReady to BillUsed to prepare an invoice for the year specified which does NOT include issuance fees YIReady to Bill with Issuance Fee Used to prepare an invoice for the year specified which includes issuance fees

Range Billing Topic #3: Preparing Billing Instructions 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 Topic #3: Preparing Billing Instructions 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 Topic #3: Preparing Billing Instructions 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 Topic #3: Preparing Billing Instructions 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 Topic #3: Preparing Billing Instructions 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 processed  Do not prepare the same billing instruction for this tenure a second time  The billing instruction will not be picked up by HQ’s upon their Approval Submission the second time  You may change the billing instruction for a tenure after it has been billed

Range Billing Topic #3: Preparing Billing Instructions 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 #3: Preparing Billing Instructions 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

Range Billing Topic #4 Generating the Pre-Billing Report

Range Billing Topic #4: Generating the Pre-Billing Report Topic Objectives Understand:  Who generates the Pre- Billing Report  How to generate the Pre- Billing Report

Range Billing Topic #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

Range Billing Topic #4: Generating the Pre-Billing Report Generating the Report  Use the FTA685-Pre-Billing Report Submission page  Report is a PDF file Ensure you have Adobe Acrobat Reader

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

Range Billing Topic #5: Approving & Processing Billing

Range 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

Range Billing Topic #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

Range Billing Topic #5: Approving & Processing 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

Range Billing Topic #5: Approving & Processing Billing The Billing Timeline

Range Billing Topic #5: Approving & Processing 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

Range Billing Topic #5: Approving & Processing 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

Range Billing Topic #5: Approving & Processing 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

Range Billing Topic #6: Understanding Post Billing Tasks

Range Billing Topic #6: Understanding Post Billing Tasks Topic Objectives: Understand:  How to generate the Post Billing Report  When to archive tenures

Range Billing 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

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

Range Billing Topic #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

Range Billing Wrap-Up

Range Billing Wrap-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

Range Billing Wrap-Up Data Flow 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-Up Additional Resources  FTA Training Website  District Business Champions  On-Line Help  Business Application Support Center  Range Tenure Information

Range Billing Wrap-Up Thank you for attending the Range Billing Training Session

Range Billing