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AR-BI 2: Billing Advanced. Objectives – Billing Advanced. Define terms Explain the relationship between Billing and AR Introduce the processes and features of Billing Advanced. Billing and Accounts Receivable Overview.

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ar bi 2 billing advanced
AR-BI 2:

Billing Advanced

objectives billing advanced
Objectives – Billing Advanced

Define terms

Explain the relationship between Billing and AR

Introduce the processes and features of Billing Advanced

billing and accounts receivable overview
Billing and Accounts Receivable Overview

SWIFT Billing and its sister module, Accounts Receivable, create a seamless system for:

  • Creating outgoing bills
  • Matching payments to invoices
  • Handling and applying payments correctly

Step 3: Customer pays invoice

Step 5: AR creates payment entry

Step 1:

Billing creates invoice

Step 6: AR applies payment record to the right account

Step 2:

Invoice is sent to customer

Step 4: AR matches payment & invoice

Legend

You do this

SWIFT process

AR Lifecycle

initial billing entry
Initial Billing Entry

Billing Data Enters SWIFT through:

Express Bill Entry

Standard Bill Entry

Billing Interface

Review Billing Information

Correct Errors

Legend

You do this

SWIFT process

Finalize Bills

AR Lifecycle

billing creating bills
Billing – Creating Bills

The Billing module offers several options for bill creation:

  • Manual entry
    • Standard/Express
      • Individual bills
      • Recurring bills set up
      • Installment bills set up
      • Inter-Agency bills
  • Billing interface
    • From internal modules (GM, AM, etc.)
    • From external systems, bill information uploaded through interface
standard bill entry
Standard Bill Entry

Inter-Agency

Bill

Copy a Single Bill

Installment

Bill

Create a

Pro Forma*

Recurring

Bill

Legend

You do this

SWIFT process

* A pro forma is a printable sample invoice used to review a bill.

AR Lifecycle

lesson 2 creating bills terms
Lesson 2: Creating Bills - Terms

Standard Bill Entry (SBE) - manual entry of bill(s)

Express Bill Entry - a streamlined way to enter a bill manually

Inter-Agency Bill – created via SBE when one agency bills another for goods or services provided

Installment Bill – via SBE, invoice customer in segments

Recurring Bill – through SBE, reproducing bills or portions of bills to generate invoices

lesson 2 creating bills terms other features
Lesson 2: Creating Bills Terms – Other Features

Create a Pro Forma -- creates a sample of an invoice to review

Review Billing Information – allows viewing of billing information entered. No changes can be made here.

lesson 2 creating bills terms copying
Lesson 2: Creating Bills Terms - Copying

Copying a Bill - use when a new bill needs to be created with all or most of the same information as an existing bill with similar data. Reduces redundancy in data entry.

Copying a Group of Bills - use when multiple new bills need to be created that contain similar data to existing bills.

lesson 2 creating bills terms other features1
Lesson 2: Creating Bills Terms – Other Features
  • Processing Loans using Billing - when an agency processes a loan using SBE. Similar to an Installment bill. The difference is:
    • Choose Loan for the Bill Type
    • It hits a Loan Receivable account rather than an AR account.
  • Approving Bills - Billing Workflow is determined and set at the business-unit level. Approvers use a SWIFT Worklist to review, approve or reject the bill.
lesson 3 working with billing interface
Lesson 3: Working with Billing Interface

Module / External system downloads bill data

Billing Interface

Loads interface bills into

Staging Table

Process bills on

Staging Table

Run query to check for errors

Correct

Errors

Legend

You do this

SWIFT process

External Action

lesson 3 working with billing interface1
Lesson 3: Working with Billing Interface

Loading Interface Files (external) – files are picked up on mainframe by AppWorx and loaded into staging tables

Processing Bills on Staging Tables – job that runs and edits files sent. Moves files and creates new bills on the SBE in SWIFT

Running Query to Check for Errors – see if data sent did not pass edits

Correcting Invoice Errors – enables you to correct errors to complete the billing process

lesson 4 processing non consolidated bills terms
Lesson 4: Processing Non-consolidated Bills -- Terms

Non-consolidated Bill: an individual bill

lesson 4 processing non consolidated bills
Lesson 4: Processing Non-consolidated Bills

Make

corrections

Re-run any

necessary

processes

Yes

RDY status to create invoices

Any Errors?**

Invoice

ready to

mail

No

Single Action Invoice Process

Legend

You do this

** Reviewing Invoice Errors

SWIFT process

AR Lifecycle

lesson 4 processing non consolidated bills1
Lesson 4: Processing Non-consolidated Bills
  • If needed, these processes can be run individually to
    • Correct errors or
    • Replace the Single Action Invoice Process.
  • However, they MUST be run separately and in the exactorder shown from left to right.

Run Invoice Finalization and Print

Run Currency Conversion

Run Preload Process

Run Load GL*

Run Budget Check

Load Invoices to AR

Legend

You do this

*Creates accounting entries for bills

SWIFT process

AR Lifecycle

lesson 5 adjusting bills
Lesson 5: Adjusting Bills
  • Use Adjusting Bills functions to make changes to an invoice AFTER it’s been sent to the customer.
  • Adjust a bill three ways:
    • Credit entire bill
    • Credit entire bill and re-bill (example: wrong customer was invoiced)
    • Select certain lines to re-bill – change certain lines on a bill