1. Billing Processes for Managers
Welcome
BI 305
Billing Processes for Managers

2. Ground Rules Silence cell phones and PDAs; Refrain from checking email
Ask Questions
Refrain from side conversations
Take breaks as needed
This slide sets the ground rule expectation for the classroom.
Obey building safety rules and regulations

3. Learning Objectives
After completing this course you should be able to:
Enter Inter/Intra-Agency bills.
Manage recurring bills.
Manage installment bills.
Generate invoices.
Perform advanced billing transactions.
Explain the scope of SFS BI training.
Locate additional training materials, job aids, and
other useful information.
This slide introduces the learning objectives of the course, as defined in the course outlines.

4. 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
This slide introduces the class to the highly interactive training methodology used in each of the SFS courses. Briefly describe the content of the available training materials. The location of these materials will be provided at the end of the lesson.

5. Agenda SFS AR / BI Terms and Concepts
Entering Inter/Intra-Agency Bills
Managing Recurring Billing
Managing Installment Billing
Generating Invoices
Advanced Billing Transactions
SFS AR / BI Learning Path and Resources
This agenda slide introduces the class to the lessons included in the course.

6. SFS AR / BI Terms and Concepts
In this lesson, you should learn:
Key SFS AR / BI terms and concepts.
Key SFS AR / BI process changes.
Key SFS AR / BI ChartField values.
This slide lists the topics to be explored in this lesson.

7. SFS AR / BI Terms and Concepts
Key Terms and Concepts
Term / Concept
Definition
Bill
Record of money owed for goods or services
Bill Status
Status of the bill through invoice processing, including New, Ready, Hold, Pending, Cancelled, and Invoiced
Invoice
Finalized bill detailing what the customer owes the agency
This slide describes some key terms essential for an understanding of AR / BI.

8. SFS AR / BI Terms and Concepts
Key Terms and Concepts
Term / Concept
Definition
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.
This slide describes some key terms essential for an understanding of AR / BI.

9. SFS AR / BI Terms and Concepts
Key Terms and Concepts (Cont.)
Term / Concept
Definition
Pro Forma
A draft of a finalized invoice, usually for review, that includes "Pro forma“ at the top of the page instead of "Invoice" and an estimated due date instead of an actual due date
Recurring Bill
Type of bill reproduced on a schedule for goods or services purchased on a regular basis, such as rental agreements or monthly fees
Installment Bill
Type of bill used to invoice customers in segments, with the total amount due divided equally, by percentage, or according to an agency’s own definition
This slide describes some key terms essential for an understanding of AR / BI.

10. SFS AR / BI Terms and Concepts
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.
This slide describes some key terms essential for an understanding of AR / BI.

11. SFS AR / BI Terms and Concepts
Process Changes – Generating Customer Billing (Cont.)
Old Process
New Process
Agencies maintain their own inter-agency/centralized customers.
The Centralized Customer Management Unit (CCMU) 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.
This slide describes some key terms essential for an understanding of AR / BI.

12. SFS AR / BI Terms and Concepts
Process Changes – Interagency Billing
Old Process
New Process
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).
This slide describes some key terms essential for an understanding of AR / BI.

13. SFS AR / BI Terms and Concepts
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:

14. Entering Inter/Intra-Agency Bills
In this lesson, you should learn:
What are inter/intra-agency bills?
The inter/intra-agency flow.
How to process inter/intra-agency bills.
This slide lists the topics to be explored in this lesson.

15. Entering Inter/Intra-Agency Bills
Creating Interagency billing transactions is the process of a general ledger business unit billing another general ledger business unit for products or services provided. When this activity occurs, accounting entries must be made that reflect activity for the business units involved, but have no effect on the agencies as a whole.
This slide lists the Key Points in this lesson.

16. Entering Inter/Intra-Agency Bills
Transactions
Entering inter/intra-agency bills
This slide lists the transactions to be demonstrated using the UPK tool. Go to UPK now to explore these transactions.

17. Managing Recurring Billing
In this lesson, you should learn:
Where recurring bills fit in to the Billing lifecycle.
What is recurring billing?
How to create a bill cycle to use for recurring billing.
How to create a recurring bill template and define a schedule.
How to run the generate recurring bills process.
This slide lists the topics to be explored in this lesson.

18. Managing Recurring Billing
The flowchart below shows where recurring billing fits in to the SFS Billing process.

19. Managing Recurring Billing
Key Points:
Bills can be reproduced on a schedule for bills that occur on a regular basis, such as rental agreements or monthly fees.
After a recurring bill schedule is established, periodic bills can be generated by running the Generate Recurring Bills process. This process can be thought of as a time saving tool as it reduces the amount of data that must be entered each time.
The user controls exactly when and how often a recurring bill is generated by associating the recurring bill template with a predefined billing cycle ID.
This slide lists the Key Points in this lesson.

20. Managing Recurring Billing
Transactions
Creating a bill cycle to use for recurring bills
Creating a recurring bill template and defining a schedule
Running the generate recurring bills process
This slide lists the transactions to be demonstrated using the UPK tool. Go to UPK now to explore these transactions.

21. Learning Exercise
Creating a Recurring Bill Template and Defining a Schedule
You have been asked to create a recurring bill. Your agency provides a service each month to a customer, and the customer must be billed the first of each month.
You must create a recurring bill and define the schedule.
15 min
Use the job aid handout for step-by-step instructions for completing the activity.
Use the data sheet handout for specific values to enter into the system.
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.

22. Managing Installment Billing
In this lesson, you should learn:
How to manage installment bills.
Where installment bills fit in to the Billing lifecycle.
What is installment billing?
Defining an installment bill plan.
Defining an installment surcharge.
Entering an installment bill.
Building an installment bill schedule.
Running the generate installment bill process.
This slide lists the topics to be explored in this lesson.

23. Managing Installment Billing
The flowchart below shows where installment billing fits in to the SFS Billing process.

24. Managing Installment Billing
Key Points:
Installment bills can be used to invoice customers in segments, with the total amount due divided equally, by percentage, or according to an agency’s own definition.
Each installment invoice includes the installment number, the total number of installments, the installment amount due, and the total invoice amount.
A flat rate or percentage service charge can also be included.
This slide lists the Key Points in this lesson.

25. Managing Installment Billing
Transactions
Defining an installment bill plan
Defining an installment surcharge
Entering an installment bill
Building an installment bill schedule
Running the generate installment bill process
This slide lists the transactions to be demonstrated using the UPK tool. Go to UPK now to explore these transactions.

26. Learning Exercise Entering an Installment Bill 15 min
You have been asked to create an installment bill. Your agency recently provided a service to a customer, and the customer must be billed for the service in installments at the end of each month.
You must enter and installment bill.
15 min
Use the job aid handout for step-by-step instructions for completing the activity.
Use the data sheet handout for specific values to enter into the system.
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.

27. Generating Invoices In this lesson, you should learn:
Where does generating invoices fit in to the Billing lifecycle?
How to describe the bill status change process.
How to change bill status for a group of bills.
This slide lists the topics to be explored in this lesson.

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

29. Generating Invoices Key Points:
When a bill is created, the default bill status is generally new. The bill status can be changed in two ways: manually changing the status of each bill or using the bill status change process.
An invoice can be generated when all the necessary header and line information has been entered and the bill status is RDY (ready).
Bill statuses can be changed individually or in groups.
Groups of bills with the status of New, Hold, Ready, Pending, or Canceled can be changed to New, Hold, or Ready.
To change the status for a group of bills includes the following steps: searching or knowing the bills that require a status change, running the status change process, and confirming the bill status change.
This slide lists the Key Points in this lesson.

30. Generating Invoices Transactions
Changing bill status for group of bills
This slide lists the transactions to be demonstrated using the UPK tool. Go to UPK now to explore these transactions.

31. Advanced Billing Transactions
In this lesson, you should learn:
What are some advanced billing transactions?
How to enter a bill with advanced discounts and surcharges.
How to create an express bill template.
This slide lists the topics to be explored in this lesson.

32. Advanced Billing Transactions
Key Points:
Discount and surcharge information can be specified for a bill or bill line. In addition to entering a basic discount or surcharge using the table identifier, levels of discounts or surcharges can be added using the Discount/Surcharge page. The specified discounts and surcharges on the Discount/Surcharge page appear both on the Summary page and on the invoice.  
Express billing is a feature in SFS that enables quick entry of bills online, especially when a large number of lines per bill exists. New lines can be added or existing lines can be cloned using one entry page. Express billing combines the standard bill entry pages to reduce the number of pages that must be accessed when entering bills. However, before express bills can be generated, an express bill template must be created.
This slide lists the Key Points in this lesson.

33. Advanced Billing Transactions
Entering a bill with advanced discounts and surcharges
Creating an express bill template
This slide lists the transactions to be demonstrated using the UPK tool. Go to UPK now to explore these transactions.

34. SFS AR / BI Learning Path and Resources
In this lesson, you should learn:
The SFS AR / BI training structure.
Where to find training materials and resources.
This slide lists the topics to be explored in this lesson.

35. SFS AR / BI Learning Path and Resources
SFS AR and Billing Training Structure
AR / BI 101
Introduction to SFS Accounts Receivable and Billing
AR 205
Creating and Maintaining SFS AR / BI Customers
BI 210
Creating and Processing Billing
BI 305
Billing Processes for Managers
AR 215
Creating and Maintaining Receivables
AR 220
Creating and Maintaining Deposits
AR 310
Creating and Maintaining Receivables Managers
AR 315
Creating and Maintaining Deposits for Advanced Users
This slide shows the course training sequence. You have just completed the highlighted course.

36. SFS AR / BI Learning Path and Resources
Training Materials Location and Class Preparation
Location
ILT Course Materials
All Training Courses
Job Aids and Reference Materials
Training Toolkit
This slide contains a link to additional resources.

37. Summary Having completed this course, you should now be able to:
Enter Inter/Intra-Agency bills.
Manage recurring bills.
Manage installment bills.
Generate invoices.
Perform advanced billing transactions.
Explain the scope of SFS BI training.
Locate additional training materials, job aids, and
other useful information.
This slide lists the summary learning objectives of the course.

38. Thank you for your participation!
Conclusion
Thank you for your participation!
Thank you!

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