Central Billing Procedures for Processing Invoices

Overview  UMB’s Central Billing System was developed to provide a mechanism to bill and collect from non-University users for goods and services provided from State, Auxiliary Enterprise, or Revolving Fund activities. The System was recently revised in order to allow users direct access to their billing and collection information (see policy). This presentation will hopefully familiarize you with the screens and list the procedures on how to use them.policy  This system must be downloaded onto your computer. For further instructions on how to do this, please contact Sheree Daugherty

Central Billing System Invoice Processing  If you do not already have access to the new Central Billing System, you must contact Sheree Daugherty at for access and further instructions.  Open your CBS Client Program and log in. Click the Plus Sign (+) button to insert a new invoice. Tab down to customer name and click on Look Up Customer button to see if the customer has already been entered. If so, click on the customer’s name, and the address information will automatically appear. If the customer has not been entered, click Cancel and manually enter the customer name and address. Once completed, click the Check Mark ( ✔ ) button to post.  You will see the bottom portion of the screen appear. You can begin to enter the detail portion of the invoice by clicking on the Plus Sign (+) button on the second toolbar. Enter today’s date, description, account # (Central Billing is only for 02-0, 02-1, and 02-3 account numbers), and amount. When complete, click the Check Mark ( ✔ ) button on the second toolbar to post. Next, submit the invoice to Central Billing by clicking on the Edit ( ▲ ) button on the first toolbar. Then, change the invoice status from “invoice pending” to “invoice status”. Then, click on the Check Mark ( ✔ ) button on the first toolbar to post. You can also submit to Central Billing by clicking on “Yes” when you receive the message “Submit to Central Billing?”

The CBS User Interface First toolbar Second toolbar

Invoice Print Preview Interface

Troubleshooting  If you make an error while keying an invoice and you have not yet clicked on the Check Mark ( ✔ ) button to post, you can click on the Cancel Invoice Edits (X) button. This function is the equivalent to “undo”.  If you make an error while keying an invoice and you have already posted by clicking the Check Mark ( ✔ ) button, and you have not submitted to Central Billing, you can click the Delete Invoice or Delete Detail Item (-) button, depending on which part of the invoice you are keying.  If you have already submitted the invoice to Central Billing and you realize that you made an error, you must contact Sheree Daugherty for assistance at the same day you make the error.  If an error is made and the invoice has been posted to FAS, Quality Assurance must be contacted in order to correct the error.