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Finance Systems Training. Billing Fundamentals Rohin Whitford Training & User Support / Finance. Agenda. AR Overview NSF Overview NSF Menu walkthrough Bill Headers Bill Lines GST calculation Accounting Distribution Creating a single line bill Finalising your bill GST Rounding issues

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Finance Systems Training

Billing Fundamentals

Rohin Whitford

Training & User Support / Finance


Agenda

  • AR Overview

  • NSF Overview

  • NSF Menu walkthrough

  • Bill Headers

  • Bill Lines

  • GST calculation

  • Accounting Distribution

  • Creating a single line bill

  • Finalising your bill

  • GST Rounding issues

  • Copy Bill

  • Credit Adjustments

  • FX Invoices & hedging

  • Correcting bill errors

  • Checking payments

  • Customer Statements

  • AR help & forms


Accounts Receivable


Accounts Receivable

  • UNSW Payment Terms – 30 Days

  • Debtor Management

    • Monthly account statements

    • Chase overdue accounts

    • Agency referral

    • Business Unit Support

    • Aged Debt Analysis & Reporting

  • Controlled Entity Invoices

  • Credit Adjustments

  • Create & Update Customer Accounts


NS Financials

eProcurement

Asset

Management

Procurement

Card

Purchasing

Billing

General Ledger

Expenses

Accounts

Payable

Accounts

Receivable


Customer Accounts

To Create – Customer Requests

Request new customer accounts

To View - Customers

View and Requests updates to existing customer accounts


Customer Accounts


Customer Accounts


Accessing Billing

Create and Maintain Bills

Create & Copy

Generate Invoices

Reprint & Reports

Locate Bills

Search for Bills

Review Billing Information

Review bill summaries, billing detail (incl. single reprint), pending items, accounting entries.


Maintain Bills

  • Create / Update Bills

  • Copy Bills


Generate Invoices

  • Reports

  • Reprint invoices


Locate Bills

  • Search for bills that match a selected criteria.


Review Billing Information

  • Review bill summaries, billing detail (reprint single invoice), pending items or accounting entries.

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Billing Process

  • Identify your Business Unit

  • Identify the Customer

  • Confirm customer address

  • Quote PO or Contract number(s) (optional)

  • Add a header note (optional)

  • Add line(s)

  • Enter Accounting Distribution

  • Calculate Taxes

  • Add a line note (optional)


Exercise 1

The University Gymnasium is raising a bill to Tiny Tots Tennis for Tennis Court usage for the month of February (we are attaching a schedule for them to refer to with regard to dates and times they can use the court and make a comment in the line referring to the attachment).

Tennis court usage is for 8 hours of court usage @ $30 per hour (which is GSTable).

The revenue is to go to Fund code OP001 and department CEIC (there is no project id used in this exercise).


Billing Fundamentals

Adding a new bill


Billing Fundamentals


Billing Fundamentals

When adding leave this as NEXT and the next sequential number will be assigned to the bill


Billing Fundamentals

Most Faculties / Organisations have their own Bill Type Identifiers – the most commonly used is MSC


Billing Fundamentals

Not all business units have bill sources.


Billing Fundamentals

Search for and select the customer

“Tiny Tots Tennis”


Bill Header & Lines


Bill Header


Entering Bills

Page Series


  • Bill Header

  • Address Info (check)

  • Header Misc Info (optional)

  • Header Note (optional)

  • Header Info 2 (optional)

  • Line Info 1

  • Acctg Rev Dist

  • Line VAT Info

  • Line Note (optional)

  • Check your GST

  • Finalise your bill

Page Series Entry


Address Information


Header Misc Info

The use of this page is optional


Header Note

The use of this page is optional


Header – Info 2

The use of this page is optional


Line – Info 1


Acctg – Rev Distribution


VAT Page


Line – VAT Info


GST Codes


GST Codes


Line - Note

The use of this page is optional (enter the note referring to the attachment)


Finished!


Calculate Taxes


Calculate Taxes


Calculate Taxes


Calculate Taxes


Calculate Taxes


Informational Message

When saving you’ll receive an informational message asking you to check your GST.

Say yes to cancel saving and check your GST

Say no to continue Saving.


Finalising your Bill


Bill Status’


Ready to Bill


Print


Print

NOTE: Your invoice will not show on the General Ledger until the following day – budget check occurs during overnight process


Invoice

Header Note

Line Note


Remittance Advice


Over night Process - Collecting your Invoice

UPK

  • Ensure the invoice status is RDY.

  • Wait until the next morning and check your report manager.

  • Open the pdf and extract your invoice.

  • If you do not see your invoice in the report manager check for billing errors.

  • If you don't want your bill to be processed change the status of the bill to Hold 'HLD'.

//


Navigation Menu


Navigation Menu


GST Rounding


GST Rounding


GST Rounding


GST Rounding


Supporting Documentation


Supporting Documentation


Cancelling / Copying

Cancelling Bills

You can cancel a bill before it is invoiced – after it is invoiced it will need to be credited.

Credit Adjustment request form available on Finance Website at AR page –

http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Billing_Forms.html

Copying Bills

You can copy other bills to use as a “template” for the bill you are creating.


Copy Invoice


Copy Invoice


Copy Invoice

  • Are the revenue chartfields valid?

  • The revenue chartfields used on a prior invoice may not be a valid combination for the current budget period. Check to ensure your chart fields are valid.

  • Confirm tax

  • If you copy an invoice and change the customer or location details this may effect the VAT on your invoice.

  • Confirm currency

  • FX Invoice?

  • If copying an invoice issued in USD, GBP, EUR, SGD or CAD - confirm the correct account is showing at header info 1


Exercise 2

  • Exercise 2 – Create a multiple line invoice

  • Access the invoice you have created for Tiny Tot’s Tennis :

  • Add another line to the invoice for March Tennis Court Hire – 10 hours @ $30/hour.

  • Add a third line with an administrative fee of $20.00 (which is GST free)

  • Use the chartfield combination of Fund OP001 and Dept CEIC (we are not using a project id in this exercise).

  • Check your tax calculation and recalculate the taxes.

  • Finalise your bill.

//


FX Invoices


FX Invoices


FX Invoices – Bank Account


FX Invoices


Remittance Advice


FX Invoices – Hedge

In order to manage foreign exchange risks effectively, UNSW requires that revenue in foreign currency, which is greater than Australian Dollar equivalent of $50K, should be hedged with Treasury.

The application form is available upon request by emailing Deputy Treasurer Gavin Wallace - [email protected]

Hedging should be done prior to raising GRP invoices in FX.


Reprint Invoice

  • Single Invoice Reprint

Main Menu > Billing > Review Billing Information > Details

  • Reprint Invoices

Billing > Generate Invoices > Non-Consolidated > Reprint Invoices


Reprint Invoice


Exercise 3

Reprinting an Invoice

Reprint invoice SCTEC GRP0143726

  • Reprinting Invoices:

  • Access the invoice you want to print from the Review Billing Information menu (Details sub menu).

  • Press the Printer icon

  • Wait for your invoice to open in PDF format (be patient, it could take a minute or two).


Billing Workflows

Bills On Hold Workflow

If you place a bill on hold you will receive a periodic workflow e-mail asking if you intend to invoice this bill. You are not encouraged to leave bills on hold for a lengthy period of time.

Billing Errors Workflow *

If the process to pick up your bill and create an invoice fails you will receive a workflow e-mail. You will need to take action in order for your invoice to be generated.


Billing Errors

If you invoice has not successfully generated or if you have printed your invoice and it is not showing in the GL the following day


Billing Errors

Example of the settings of a bill that has passed all criteria to become an invoice


Billing Errors

Pre-Load Status – Not Done

Correct the Chartfield Combination Errors.

Budget Check Status – Not Valid

Correct the Budget Checking errors.

VAT Defaults Applied - Not Ticked

IF not ticked correct the VAT defaults on the bill and set the Bill Status to RDY

Invoice Printed - Not Ticked

Check the invoice layout connected to the bill.

Currency Converted - Not Ticked

Check the currency of the bill and exchange rate.

GL Entries Created – Not Ticked

See Pre-Load Status.

AR Pending Item Created – Not Ticked

See Budget Check Status.

*


Billing Errors

Pre-Load Status – Not Done

Correct the Chartfield Combination Errors.

Budget Check Status – Not Valid

Correct the Budget Checking errors.

VAT Defaults Applied - Not Ticked

IF not ticked correct the VAT defaults on the bill and set the Bill Status to RDY

Invoice Printed - Not Ticked

Check the invoice layout connected to the bill.

Currency Converted - Not Ticked

Check the currency of the bill and exchange rate.

GL Entries Created – Not Ticked

See Pre-Load Status.

AR Pending Item Created – Not Ticked

See Budget Check Status.


Billing Errors

Pre-Load Status – Not Done

Correct the Chartfield Combination Errors.

Budget Check Status – Not Valid

Correct the Budget Checking errors.

VAT Defaults Applied - Not Ticked

IF not ticked correct the VAT defaults on the bill and set the Bill Status to RDY

Invoice Printed - Not Ticked

Check the invoice layout connected to the bill.

Currency Converted - Not Ticked

Check the currency of the bill and exchange rate.

GL Entries Created – Not Ticked

See Pre-Load Status.

AR Pending Item Created – Not Ticked

See Budget Check Status.


Billing Errors

Pre-Load Status – Not Done

Correct the Chartfield Combination Errors.

Budget Check Status – Not Valid

Correct the Budget Checking errors.

VAT Defaults Applied - Not Ticked

IF not ticked correct the VAT defaults on the bill and set the Bill Status to RDY

Invoice Printed - Not Ticked

Check the invoice layout connected to the bill.

Currency Converted - Not Ticked

Check the currency of the bill and exchange rate.

GL Entries Created – Not Ticked

See Pre-Load Status.

AR Pending Item Created – Not Ticked

See Budget Check Status.


Billing Errors

Pre-Load Status – Not Done

Correct the Chartfield Combination Errors.

Budget Check Status – Not Valid

Correct the Budget Checking errors.

VAT Defaults Applied - Not Ticked

IF not ticked correct the VAT defaults on the bill and set the Bill Status to RDY

Invoice Printed - Not Ticked

Check the invoice layout connected to the bill.

Currency Converted - Not Ticked

Check the currency of the bill and exchange rate.

GL Entries Created – Not Ticked

See Pre-Load Status.

AR Pending Item Created – Not Ticked

See Budget Check Status.


Billing Errors

Pre-Load Status – Not Done

Correct the Chartfield Combination Errors.

Budget Check Status – Not Valid

Correct the Budget Checking errors.

VAT Defaults Applied - Not Ticked

IF not ticked correct the VAT defaults on the bill and set the Bill Status to RDY

Invoice Printed - Not Ticked

Check the invoice layout connected to the bill.

Currency Converted - Not Ticked

Check the currency of the bill and exchange rate.

GL Entries Created – Not Ticked

See Pre-Load Status.

AR Pending Item Created – Not Ticked

See Budget Check Status.


Billing Errors

Pre-Load Status – Not Done

Correct the Chartfield Combination Errors.

Budget Check Status – Not Valid

Correct the Budget Checking errors.

VAT Defaults Applied - Not Ticked

IF not ticked correct the VAT defaults on the bill and set the Bill Status to RDY

Invoice Printed - Not Ticked

Check the invoice layout connected to the bill.

Currency Converted - Not Ticked

Check the currency of the bill and exchange rate.

GL Entries Created – Not Ticked

See Pre-Load Status.

AR Pending Item Created – Not Ticked

See Budget Check Status.


Billing Errors

Pre-Load Status – Not Done

Correct the Chartfield Combination Errors.

Budget Check Status – Not Valid

Correct the Budget Checking errors.

VAT Defaults Applied - Not Ticked

IF not ticked correct the VAT defaults on the bill and set the Bill Status to RDY

Invoice Printed - Not Ticked

Check the invoice layout connected to the bill.

Currency Converted - Not Ticked

Check the currency of the bill and exchange rate.

GL Entries Created – Not Ticked

See Pre-Load Status.

AR Pending Item Created – Not Ticked

See Budget Check Status.

/


Checking if your invoice has been paid


Checking Payment

/


Customer Statements


Customer Statements


Customer Statements


Customer Statements


Reporting

  • Billing Reports

  • Billing / Generate Invoices / Reports

  • Query

  • FUP_AR_PAYMENT_ITEM

  • FUP_PROJECT_COMBINATION

  • FUP_BILLING_PROJECT

  • FUP_BI%


Finding your AR Contact

//


Other Training and Materials

  • Finance Web Site

    • Check the Training Section of the Finance Web site www.fin.unsw.edu.au

  • Online Training – UPK

    • Is available under Training on the Finance web site.


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