1. Statewide Financial System Program 1 Billing: Refresher Training Key Points Billing: Welcome

2. Statewide Financial System Program 2 Agenda  What’s Changed?  Key Points to Emphasize  Frequently Asked Questions  Key UPK Topics  Exercises  SFS Billing Path and Learning Resources

3. Statewide Financial System Program 3 Key Updates (1 of 3) Old:New: Two new topics were added to BI210 New topics: “Uploading bill attachments” (“Entering Bills Online” lesson) “Correcting an invoice combination edit error” (“Generating Invoices lesson”) The “BI 210 Overview” topic provides definitions of the distribution code and charge code. The topic was update to clarify both definitions. Notably, the charge code is called the Identifier on the bill line entry page. Basic information was provided about the Remit To fields in the bill header, as explained in the “Entering a bill” topic. New information was added to the explanation of the Remit To fields: The Remit To fields are governed by bank security. The Remit To fields may default based on BU, Bill Type, or customer. The sole custody customization uses the Remit To fields; if a sole custody bank account is selected, special fund chartfield values must be entered on the bill line accounting. What’s Changed – BI210

4. Statewide Financial System Program 4 Old:New: Use the add new row button to add a new bill line to the bill. When adding a new bill line: Use the Add a new row button: Not the Add button: The “Modifying AR chart of accounts distribution” topic indicates all chartfield values may be updated on the AR distribution. The topic has been updated: the Fund may not be updated by the user. The Fund value will be inherited based on Fund values entered on the bill line accounting. The configuration topic “Creating charge codes for bill entries” was included in the “Entering Online Bills” lesson. This topic was moved to a new course that focuses on Billing setup functions. “Entering an express bill” topic does not address how an express bill template is selected. The concept pane and description on the Bill Type field were updated. An express bill template needs to be associated with a Bill Type. This is performed by a Billing Setup user. The Bill Type selected in the bill header will determine what express template is displayed for bill line entry. What’s Changed – BI210 Key Updates (2 of 3)

5. Statewide Financial System Program 5 Old:New: The “Entering a bill with basic discounts and surcharges” was included in BI210. This topic has been moved to the BI305 course. The Generating Invoices topic emphasized min-max billing as the first topic, and “Running the Single Action Invoice” process was last. This lesson was reorganized. “Running the Single Action Invoice” is now the first topic. “Performing min-max billing” is now the last topic. “Running the single action invoice process” and “Performing min-max billing” topics showed navigation required to access the generated invoice PDF. The navigation steps have changed for access the generated invoice PDF. The topics were updated to show the new steps. “Printing pro forma invoices” This topic was rerecorded. The process used to run pro forma has changed. Navigation to the invoice was also updated. All topics in the “Working with the Billing Interface” lesson use the Interface ID to locate records. All four topics have been update to note that the Interface ID is provided in the IDL report. This report is generated during the bulkload process. What’s Changed – BI210 Key Updates (3 of 3)

6. Statewide Financial System Program 6 Key Updates (1 of 3) What’s Changed – BI305 Old:New: The “BI 305 Overview” topic provides definitions of the distribution code and charge code. The topic was update to clarify both definitions. Notably, the charge code is called the Identifier on the bill line entry page. The “Entering Inter/Intra-agency bills” topic did not include a process flow. The process flow for Phase 1 agency billing a Phase 1 agency was added to the lesson level concept pane. “Entering Inter/Intra-agency bills” showed navigation required to access the generated invoice PDF. The navigation steps have changed for access the generated invoice PDF. The topic was updated to show the new steps. The Remit To bank fields default to show a General Checking Account in the “Entering Inter/Intra-agency bills” topic. The Remit To bank information should default when an interunit customer is selected. The placeholder bank fields are 99999/9999. In the “Entering Inter/Intra-agency bills” topic, the resulting receivables item is viewed in the Accounts Receivable View/Update Item Details page. When an item originating from Billing is displayed on this page, additional information is displayed and a link may be used to drilldown to billing header and line information.

7. Statewide Financial System Program 7 Key Updates (2 of 3) What’s Changed – BI305 Old:New: Basic information was provided about the Remit To fields in the bill header, as explained in the “Creating a recurring bill template and defining a schedule” topic and the “Entering an Installment bill” topic. New information was added to the explanation of the Remit To fields: The Remit To fields are governed by bank security. The Remit To fields may default based on BU, Bill Type, or customer. The sole custody customization uses the Remit To fields; if a sole custody bank account is selected, special fund chartfield values must be entered on the bill line accounting. Several topics existed that were applicable only to users who perform a Billing setup role. The following topics were moved to the Billing setup course: Creating a Bill Cycle to Use for Recurring Bills Defining an Installment Bill Plan Defining an Installment Surcharge Creating an Express Bill Template

8. Statewide Financial System Program 8 Key Updates (3 of 3) What’s Changed – BI305 Old:New: BI 210 contained a topic on entering a basic discount and surcharge; BI 305 contained the topic on using the advanced method. Both discount and surcharge topics have been combined into one lesson in BI 305: “Applying Discounts and Surcharges.”

9. Statewide Financial System Program 9 Key Points to Emphasize – BI210  A “bill” is a record of money owed for goods or services. In SFS, there are different types of bills:  Standard bill – a bill that is created by manual, online entry in SFS using the Standard Billing pages  Express bill – a bill that is created using the Express Billing pages in SFS; usually for bills with many lines, or used to add or clone existing bill lines in bulk  Interface bill – a bill that is created by interfacing data from an agency system to SFS  Online bill entry is the manual method of entering bill header and line information into SFS.  Bill headers contain the information that applies to the entire invoice.  Bill line information applies to the specific items that are being billed.

10. Statewide Financial System Program 10 Key Points to Emphasize – BI210  The Accounts Receivable item accounting is assigned at the bill header level.  The General Ledger revenue accounting is assigned at the bill line level.  When a bill is created in SFS, the default bill status is “NEW”. An invoice can only be generated from a bill after all of the necessary header and line information is entered and the bill status is “RDY” (“Ready”).  After creating a bill, agencies can generate invoices that can be distributed to customers, using the Single Action Invoice Process. Pro Forma invoices may be generated before a bill is in the “RDY” status, to allow the invoice to be previewed.  Any information can be changed at the header or line level for a bill that is not in “RDY” status. If a bill has been invoiced, adjustment pages may be used to make updates.  Bulk load billing data may be reviewed prior to interfacing the information into SFS Billing. Also, changes may be made in SFS if errors occur.

11. Statewide Financial System Program 11 Key Points to Emphasize – BI305  Interagency billing is the automated process of one agency billing another agency without issuing a check for payment. When this activity occurs, accounting entries must be made that reflect activity for the Business Units involved. The Interagency billing process generates transactions in SFS Billing, Accounts Payable, and Accounts Receivable. There are only two special steps required in SFS Billing:  Select an interunit customer when creating the bill header  Run the Generate AP Vouchers process  Recurring billing is used to reproduce bills that occur on a regular basis on a schedule.  Installment billing is used to invoice customers in segments.  Express billing is a feature in SFS that enables the quick entry of bills online. However, before this can be used, the express bill template must be set up.

12. Statewide Financial System Program 12 Key Points to Emphasize – BI305  Advanced discounts and surcharges using levels can be specified for a bill or bill line using the Discount/Surcharge page. Basic entry of discounts and surcharges is an alternative method of entering this information.  SFS calculates the discount and surcharge amounts when using the advanced method; however, the discount and surcharge information is not displayed in detail on the invoice.  If the basic method is used to enter the discount or surcharge, the user must manually calculate and enter the amount, however the discount and surcharge information will display in detail on the bill as individual bill lines.  From a manager perspective, taking advantage of the SFS features such as express billing, charge codes, installments, and recurring bills, can make the billing process more efficient and lessens the chance for data entry errors.

13. Statewide Financial System Program 13 Frequently Asked Questions The FAQ’s from Train-the-Trainer sessions are located under ‘Resources for Trainers’:  http://www.sfs.ny.gov/training/trainerMaterialsLibrary.htm http://www.sfs.ny.gov/training/trainerMaterialsLibrary.htm

14. Statewide Financial System Program 14 Key UPK Topics – BI210  Entering a bill  Copying a bill  Entering an express bill  Adjustments  Crediting an entire bill  Crediting an entire bill and rebill  Running the single action invoice process  Working with the Billing Interface lesson (applicable only to bulkload agencies)

15. Statewide Financial System Program 15 Key UPK Topics – BI305  Entering Inter/Intra-agency bills  Creating a recurring bill template and defining a schedule  Entering an installment bill  Building an installment bill schedule

16. Statewide Financial System Program 16 Exercises The following exercises should be performed during Refresher Training:  Navigation Refresher  Associating a bill to a revenue contract  Crediting and rebilling an invoice, adding a Non-Sufficient Fund charge  Creating an Interagency bill

17. Statewide Financial System Program 17 SFS Billing Learning Path and Resources  SFS AR and Billing Refresher 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 for Managers AR 315 Creating and Maintaining Deposits for Advanced Users

18. Statewide Financial System Program 18 SFS Billing Learning Path and Resources Location of Training Materials and Class Preparation Aids Location ILT Course Materials http://www.sfs.ny.gov/training/trainerMaterialsLibrary.htm All Training Courses http://www.sfs.ny.gov/training/trainingCourses.htm Job Aids and Reference Materials http://www.sfs.ny.gov/training/jobAidsandReferenceMaterials.htm Training FAQs http://www.sfs.ny.gov/training/trainerMaterialsLibrary.htm

19. Statewide Financial System Program 19 Thank you for your participation! Conclusion

20. Statewide Financial System Program 20 Learning Exercise Navigation Refresher You have been asked to find information about two invoices.  You must search for the invoices and review bill header and line information. 10 min 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.

21. Statewide Financial System Program 21 Learning Exercise Associating a bill to a revenue contract You have been asked to create a bill that needs to be associated with a revenue contract.  You must create the bill, associate the revenue contract, invoice the bill, and view the customer item information in Accounts Receivable. 30 min 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. Statewide Financial System Program 22 Learning Exercise Credit and rebill an invoice; add a Non- Sufficient Fund (NSF) charge You have been asked to credit and rebill an invoice. A customer recently paid a bill, but the check did not clear at the bank.  You must credit the invoice and create a rebill bill, and add a second line to the rebill bill to include a NSF charge. 30 min 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.

23. Statewide Financial System Program 23 Learning Exercise Entering an Interagency bill Your agency recently provided parking services for the Office for Technology. You need to create an interagency bill to invoice the OFT agency.  You must create the Interagency bill. You also want to preview the invoice by creating a Pro Forma invoice. 30 min 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.