1. Express Billing Finance Business Solutions

2. Agenda  What is Express Billing?  Standard vs. Express Billing  Express Billing Set Up -Personalize Page Expand / Contract Page Sections Tab Order Preferences? - Saved Settings  Express Billing Entry -Invoice Entry: Header & Line Fields -Invoice Entry: Accounting Revenue Distribution -Invoice Entry: Header / Line Notes -Invoice Entry: Copy Down vs. Add Lines -Summary -Invoice Status  Add / Review Billing Documentation  Questions / Feedback / Support

3. What is Express Billing?  NS Financials delivered functionality - Streamlined invoice entry, same functionality as Standard Billing. Billing specialists have access to this menu item.  Most of the pages from the Standard Billing ‘page series’ are condensed onto one page.  Some Items are also displayed in a condensed format.  Adds functionality – Copy Down.  Hyperlinks on the page allow users to jump between Express / Standard Bill entry.

4. Standard Billing vs. Express Billing Bill Lines Bill Header Finalise Bill Header – Info 1 Address Info Header – Misc Info Header Note Header – Info 2 Line – Info 1 Rev Acctg Distribution VAT Info Line Note Header – Info 1 [Save] Bill Summary Info Header – Info 1 [Bill Status]

5. Bill General Header Note Standard Billing vs. Express Billing Bill Summary Info Acctg – Rev Distribution VAT Info Line Notes Bill Summary

6. Standard Billing vs. Express Billing Header Details: 1.Bill Status, Customer, Invoice Date, Cycle ID & Frequency Header Details: 2.Accounting Date, Pay Terms, Bank Account, Sales, Credit, Biller & Bill Inquiry Phone

7. Standard Billing vs. Express Billing Address Info: 3.Contact & Location Header – Misc Info: 4.PO reference & Contract

8. Standard Billing vs. Express Billing 5.Header – Note: Header – Info 2: 6.Billing Currency

9. Standard Billing vs. Express Billing 7.Line – Info 1: 8.Acctg – Rev Distribution:

10. Standard Billing vs. Express Billing 9.Header VAT: 10.Line VAT:

11. Standard Billing vs. Express Billing 11.Line – Note:

12. Standard Billing vs. Express Billing 12.Bill Summary Info:

13. Express Bill Entry

14. Menu Navigation Navigate to Billing > Maintain Bills > Express Billing

15. Page Set Up – Personalize Page The first time using Express Billing set up the page layout and tabbing behaviour by selecting Personalize Page

16. Page Set Up – Copy Settings Select Copy Settings Note: your own navigation personalization will override these settings

17. Page Set Up – UNSW_EXPRESS_ENTRY Use the look up to select a saved page settings [Note: set up in UAT NSF]

18. Billing General – Customer Info Tab through to each field to be completed/updated: Attention To, Location & Invoice Media

19. Billing General – Payment Information Select the icon to expand a panel if required. Payment Information includes fields to adjust the Pay Terms & Bank Account [requited if changing Bill Currency at Currency Information]

20. Billing General – Header Detail Enter / update Sales Person, Bill Inquiry Phone, Credit Analyst, Biller & PO Ref as required.

21. Billing General – Currency Information Update Bill Currency if required. Note: You will also need to update the Bank Account at Payment Information for USD, CAD, GBP, EUR, &SGD

22. Billing General – Projects/Contracts Update Contract if required. Note: A separate layout could be created for divisions who frequently use this field (or Bill Currency, Pay Terms, etc) and would prefer these panels to be expanded by default.

23. Billing General – Bill Lines Enter the initial Bill Line including the: Description, Quantity, UOM, & Unit Price. If entering a multi-line bill with Accounting Revenue Chartfields, Descriptions or Line Notes that are repeated, complete the Account & Line Note prior to adding further lines. Select Account or use the Navigation drop down.

24. Billing General – Navigation To access Header Notes, Line Notes, Revenue Accounts, VAT or Bill Summary use the blue hyperlinks or the Navigation drop down. Billers are also able to switch between Standard Entry & Express Entry using the blue hyperlinks.

25. Acctg - Rev Distribution Enter Revenue Bill Line Distribution and then Save. Select Line Notes from the Navigation drop down menu.

26. Line - Notes Enter Line Notes. Select Billing General to return to the main page, or use the Navigation drop down to select VAT, Header Note, etc.

27. Line - VAT Update VAT Defaults if required. Select Billing General to return to the main page.

28. Header - Notes Enter Header Notes. Select Billing General to return to the main page.

29. Copy Down vs. Add Lines Add further Bill Lines by selecting the icon at the end of each line or by entering the quantity and selecting Insert Bill Lines at Lines to Add. This will add new blank Bill Lines.

30. Copy Down vs. Add Lines Bill Line Copy Down copies all details from the first line (or selected line) including Description, Quantity, UOM, Unit Price, Revenue Distribution, VAT treatment and Line Notes. Enter a quantity at Lines to Add and select the icon add Bill Lines with copied details. Update any fields that require amendment.

31. Summary Before finalising an invoice select Summary to review.

32. Summary – Calculate Taxes Select Calculate Taxes. If the Total Due & Total VAT amounts are not as expected, return to Header Info 1 & then review Line VAT.

33. Billing General – Bill Status Change Bill Status to RDY and Save when you are ready to finalise the invoice.

34. Billing General – Invoice Select the icon to generate the invoice on the same day rather than waiting for the overnight process. Note: 1. If any billing errors occur these must be resolved the following date – e.g. Budget Check. 2. Payment cannot be made on the same day.

35. Supporting Documentation - Add Navigate to: Billing > Maintain Bills > Supporting Documentation

36. Supporting Documentation - Review Navigate to: Billing > Review Billing Information > View Supporting Documentation

37. Questions?  Accounts Receivable Enquiries may be directed to Financehelp@unsw.edu.auFinancehelp@unsw.edu.au  Accounts Receivable Team Contacts: http://www.fin.unsw.edu.au/InformationCentre/WhoCanHelp.html#2