1. AR353: Creating and Processing Billing Welcome to AR353: Creating and Processing Billing

2. AR353: Creating and Processing Billing Please set cell phones and pagers to silent Refrain from side discussions. We all want to hear what you have to say! Feel free to ask questions. If your question will be covered later in the class, we will note it to discuss later. If your question is off-topic, please enter it on an index card so we can get an answer back to you. Two breaks and a one hour lunch are planned Bathrooms / Snacks  First Things First

3. AR353: Creating and Processing Billing Name, Agency Name What is your Billing Role(s) at your agency? Favorite pastime. Getting to know you….

4. AR353: Creating and Processing Billing Training Materials Overview

5. AR353: Creating and Processing Billing Produced in Microsoft Word Contains key concepts, processes, and task information required to complete a user’s role in SMART Process flows and screenshots of the SMART system are included This is a great reference to use after training!  Participant Guide

6. AR353: Creating and Processing Billing Used to help the Trainer facilitate the course materials Produced in Microsoft PowerPoint Contains key content and graphics Generally used at the beginning or end of each Lesson  Concept Slides

7. AR353: Creating and Processing Billing Used to present the flow of either business processes or information within SMART  Business Process Flows

8. AR353: Creating and Processing Billing Produced in Microsoft Word Contains a scenario for each activity completed in the training database Provides data that you must enter for the exercise Organized by classrooms and users Take note of the user ID assigned to you  Activity Guide

9. AR353: Creating and Processing Billing Demonstration – instructor only (hands off) Walkthrough – instructor leads and participants complete exercise with instructor (hands on) Exercise – Participants complete on their own Challenge – Participants complete on their own  Activity Types

10. AR353: Creating and Processing Billing An online help tool that contains user procedures for completing tasks in SMART Used in training to perform a simulation of a SMART task or to be used during an activity as a help guide UPKs are also available after training on the SMART Training website UPKs are simulated to have the look and feel of SMART, but do not impact the production environment. It is a safe way to practice tasks that you perform in SMART.  User Productivity Kits (UPKs)

11. AR353: Creating and Processing Billing A short document that contains key concepts or steps involved in a course  Can be content or system related Available for all participants to use during training Used after training for quick reference from the Training Portion of the SMART website Referenced as often as possible during training to indicate the “handiness” of the material  Job Aids

12. AR353: Creating and Processing Billing Are conducted using the SurveyMonkey tool Please complete a course evaluations for each new course that you attend Trainers also complete a course evaluation at the end of each class  Course Evaluations

13. AR353: Creating and Processing Billing  Questions

14. AR353: Creating and Processing Billing  Course Objectives After completing this course, you will be able to: Explain the end-to-end process of billing including key terms and user roles Enter, create and research online bills Process and print Pro Formas and Invoices

15. AR353: Creating and Processing Billing Lesson 1

16. AR353: Creating and Processing Billing  Lesson Objectives In this lesson, you will learn: How to define key billing terms How to describe the end-to-end Billing process How to define Billing roles

17. AR353: Creating and Processing Billing  Defining Key Terms for Billing Standard Bill – A bill that is created by manual, online entry using the Standard Billing pages defined by Frequency as Once, Onetime bills, Installment bills, or Recurring bills; also known as a regular bill. Express Bill – The process of entering bills online quickly by adding or cloning existing bill lines in bulk Interface Bill – A bill that is automatically created from data interfacing from Project Costing Bill Type – A category of activity that should be grouped together on a particular bill

18. AR353: Creating and Processing Billing  Defining Key Terms for Billing (cont.) Bill by Identifier – This is also known as the Bill Type Identifier (Bill Type). SMART Billing uses the bill-by ID to define how to group billing activity on invoices when it is added to a bill through data interfacing from Project Costing. A bill-by ID that you define can appear as the default at the customer, bill source, bill type, and business unit levels. Revenue Distribution Code – Codes used to simplify the process generating accounting entries by defining a valid combination of ChartField values Open Item – Amounts that are billed to a customer but are not yet paid

19. AR353: Creating and Processing Billing  Key Billing Concepts Billing Offers: Real-time receivable and billing visibility, tracking and control for reporting and financial data Streamlined approach that enables you to bill your customers quickly and efficiently Reduction of duplicate entries and manual processing due to complete integration with other SMART modules

20. AR353: Creating and Processing Billing  End-to-End Billing Process

21. AR353: Creating and Processing Billing  Billing Roles The following roles are involved in the Billing process: Billing Administrator – This role is responsible for setting bills to "ready" status and running the process to finalize invoices, as needed. This role also maintains agency-configured values in the Billing module. Billing Processor – This role is responsible for creating new standard invoices and Pro Formas, copy single or groups of bills, reprint and review invoices, setting up and modifying installment schedules, creating new consolidated invoices, and printing invoices. Central BI Configurator – This role is responsible for maintaining centrally controlled BI configuration values such as Remit To Addresses and Billing Sources.

22. AR353: Creating and Processing Billing  Lesson 1 Summary In this lesson, you have learned: How to define key billing terms How to describe the end-to-end Billing process How to define Billing roles

23. AR353: Creating and Processing Billing Lesson 2

24. AR353: Creating and Processing Billing  Lesson 2 Objectives After completing this lesson, you will be able to: Enter online bills Enter revenue distribution information Enter express bills

25. AR353: Creating and Processing Billing  Online Bill Entry Online bill entry enables you to enter bills manually into SMART. Each bill that you enter must have a header and at least one line. The order of page data entry is as follows: Header – Info 1 Line – Info 1 Line – Info 2 page Acct. Rev Distribution

26. AR353: Creating and Processing Billing  Bill Header The Bill Header contains: bill source bill type customer information payment terms receivable information additional internal or printed notes that need to be included for the bill Header Info 1 is general information and Header Info 2 is additional information

27. AR353: Creating and Processing Billing  Line–Info 1 Page The Line-Info 1 Page contains: bill line general data bill Identifier Invoice number

28. AR353: Creating and Processing Billing  Line–Info 2 Page The Line-Info 2 Page contains: entry type reason code Purchase order number

29. AR353: Creating and Processing Billing  Revenue Distribution Codes Generate a combination of ChartFields for funding Created based directly on Entry Type and Reason Codes. If a distribution code is not selected, but Entry Type and Reason Codes are, ChartFields are NOT populated. Entry Types and Reason Codes must be selected so that a record of distribution information can be found in Accounts Receivable. Modifying ChartFields can only be done by selecting a different Revenue Distribution Code When a new code is selected all ChartField information is repopulated. You can change ChartFields within the defaults

30. AR353: Creating and Processing Billing  Note Pages Customer notes can be incorporated into Bill Headers or Bill Lines Customer notes can be for internal use only, or seen on the customer invoice There are two types of notes Standard – generally used repeatedly, are pre-defined notes created by agencies and must be associated with a Note Type Free-form – notes that are customer and/or scenario specific

31. AR353: Creating and Processing Billing  Questions

32. AR353: Creating and Processing Billing We will now complete Activity 1 in your Activity Guide

33. AR353: Creating and Processing Billing  Enter Express Bills SMART Express Billing combines the standard bill entry pages to reduce the number of pages that you need to access when entering bills online Express billing enables you to: Enter bills online quickly, especially when you have a large number of lines per bill Add and clone existing bill lines in bulk When entering data on the Add New Value page for Express Billing, SMART auto-populates the necessary information on the Header-Primary page It is best practice to verify that the information is correct before continuing to enter information on the Line List page

34. AR353: Creating and Processing Billing We will now complete Activity 2 in your Activity Guide

35. AR353: Creating and Processing Billing  Lesson 2 Review In this lesson you learned: How to enter online bills How to enter revenue distribution information How to enter express bills

36. AR353: Creating and Processing Billing We will now complete Activity 3 in your Activity Guide

37. AR353: Creating and Processing Billing  Questions

38. AR353: Creating and Processing Billing Lesson 3

39. AR353: Creating and Processing Billing  Lesson 3 Objectives After completing this lesson, you will be able to: Enter and copy an existing bill Enter copy group header and detail Run Bill copying group process

40. AR353: Creating and Processing Billing  Copying Individual Bills There may be situations when you need to enter a bill that is very similar to an existing bill. You can choose to copy the existing bill and update this bill as necessary. Copying bills can save data entry time and minimize the potential for errors You can copy any bill regardless of its status When you copy a bill, all bill information including notes and accounting distribution is copied from the original bill. The only information that does not copy from the original bill is the bill status, the invoice date, and the invoice number The newly copied bill has a status of NEW and a blank invoice date. The current system date is specified as the date on which the bill was created. After a bill has been copied, you can edit any field.

41. AR353: Creating and Processing Billing We will now complete Activity 4 in your Activity Guide

42. AR353: Creating and Processing Billing  Copying Groups of Bills cont’d You can copy the same copy group an unlimited number of times within the date range defined When using a copy group, you can select which templates are to be copied. When using a copy group, the invoice number is set by default to NEXT You can override the default and manually assign the invoice number (at the agency’s discretion) To copy groups of bills together in a group, you need to: 1.Define the copy group header information 2.Assign bills to the copy groups 3.Define the copy group details 4.Run the Bill Copy Group process (BICPYGRP)

43. AR353: Creating and Processing Billing We will now complete Activity 5 in your Activity Guide

44. AR353: Creating and Processing Billing  Copying Groups of Bills Continued

45. AR353: Creating and Processing Billing We will now complete Activity 6 in your Activity Guide

46. AR353: Creating and Processing Billing Lesson 4

47. AR353: Creating and Processing Billing  Lesson 4 Objectives After completing this lesson, you will be able to: Create a bill template Run the Generate Recurring Bills process

48. AR353: Creating and Processing Billing  Creating Bill Templates To create a recurring bill template: Enter a new bill that specifies a billing cycle ID with recurring bill parameters Set Recurring as the frequency, and complete the Recurring Bill Schedule page Recurring bills are created, according to the defined schedule established when the Recurring Bill Generation process is run Recurring bills cannot be created until the recurring bill template is set to the status of RDY

49. AR353: Creating and Processing Billing We will now complete a UPK simulation: Creating Recurring Bill Templates and Defining Schedules

50. AR353: Creating and Processing Billing  Running the Generate Recurring Bills Process Generate recurring bills after the bill template with bill schedule is created The bill template needs to be set to RDY Recurring bills are created when the Generate Recurring Bills process is run

51. AR353: Creating and Processing Billing We will now complete a UPK simulation: Running the Generate Recurring Bills Process

52. AR353: Creating and Processing Billing We will now complete Activity 7 in your Activity Guide

53. AR353: Creating and Processing Billing  Lesson 4 Review In this lesson you learned: How to create a bill template for recurring bills How to run the generate recurring bills process

54. AR353: Creating and Processing Billing  Questions

55. AR353: Creating and Processing Billing Lesson 5

56. AR353: Creating and Processing Billing  Lesson 5 Objectives After completing this lesson, you will be able to: Enter an installment bill Build an installment bill schedule Run the generate installment bill process

57. AR353: Creating and Processing Billing  Installment Bill Plan Billing plans can be created as equal installments, percentage installments, or custom installments Each installment-billing invoice carries its own information for accounting SMART copies the default information from the template for installment billing invoices to the individual installment invoices

58. AR353: Creating and Processing Billing We will now complete Activity 8 in your Activity Guide

59. AR353: Creating and Processing Billing  Installment Bill Plan Cont. Scheduling for installment bills can be customized based on customer requirements. Tasks in building a schedule include: Adding billing terms applied to the installment bills Generating a bill schedule based on an installment bill plan Installment bills can be generated after the bill template and the bill schedule are defined The status of the installment bill must be set to RDY (Ready) Installment bills are created when you run the Generate Installment Bills process Installment bills can be generated based on billing cycle ID, invoice ID, or customer ID

60. AR353: Creating and Processing Billing We will now complete Activity 9 in your Activity Guide

61. AR353: Creating and Processing Billing We will now complete Activity 10 in your Activity Guide

62. AR353: Creating and Processing Billing  Lesson 5 Summary In this lesson you learned how to: Enter an installment bill Build an installment bill schedule Run the generate installment bill process

63. AR353: Creating and Processing Billing Lesson 6

64. AR353: Creating and Processing Billing  Lesson Objectives After completing this lesson, you will be able to: Research non-invoiced bills Research non-invoiced bill lines

65. AR353: Creating and Processing Billing  Researching Bills Overview SMART Billing enables you to search for bills by specifying criteria You can search for 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 you to search for bills and lines not invoiced These pages enable you to modify billing information You can also use the Bill Search and Bill Line Search pages to search for any bill or bill lines, regardless of status With these pages, you can only view bill and bill line information

66. AR353: Creating and Processing Billing  Researching Non- Invoiced Bill Lines SMART enables you to search for bills and bill lines based on a search criterion When searching for a non-invoiced bill line, you can review and update information

67. AR353: Creating and Processing Billing We will now complete Activity 11 in your Activity Guide

68. AR353: Creating and Processing Billing  Researching Non-Invoiced Bills In SMART Billing, you can search for bills by specifying a search criterion. This enables you to review only those bills that meet your requirements When searching for a non-invoiced bill, you can review and update information

69. AR353: Creating and Processing Billing We will now complete Activity 12 in your Activity Guide

70. AR353: Creating and Processing Billing  Lesson 6 Review In this lesson you learned: Key concepts of researching bills How to research non-invoiced bill lines How to research non-invoiced bills

71. AR353: Creating and Processing Billing  Questions

72. AR353: Creating and Processing Billing Lesson 7

73. AR353: Creating and Processing Billing  Lesson 7 Objectives After completing this lesson, you will be able to: Process and print Pro Formas

74. AR353: Creating and Processing Billing  Process Pro Formas A Pro Forma is a preview of Billing invoice that can still be modified A Pro Forma is identical to an invoice except for two things: The word "Pro Forma" appears at the top of the page instead of "Invoice" The estimated due date is printed instead of the actual due date. You can generate a Pro Forma before or after bills are in the RDY state, since you are producing a "sample" invoice Printing Pro Formas enables you to review and correct errors before bills are invoiced The process of processing and printing consolidated and non- consolidated invoices is the same, except for the page navigation

75. AR353: Creating and Processing Billing We will now complete Activity 13 and Activity 14 in your Activity Guide

76. AR353: Creating and Processing Billing  Lesson 7 Review In this lesson you learned: How to process and print Pro Formas

77. AR353: Creating and Processing Billing Closing the Day

78. AR353: Creating and Processing Billing  Use the following resources SMART Training Website  http://da.ks.gov/smart/training.html http://da.ks.gov/smart/training.html SMART Training Team  Contact us at smarttraining@da.ks.govsmarttraining@da.ks.gov SMART materials  Review, Review, Review your SMART materials after training!!

79. AR353: Creating and Processing Billing  Questions

80. AR353: Creating and Processing Billing  Evaluation Please fill out the evaluation for today’s instructor led training session! http://www.surveymonkey.com/s/SMARTtrainingAR353

81. AR353: Creating and Processing Billing Thanks for coming and participating today!