Billing

1. Billing GSA Training Module

2. Billing Training Module Overview Description: This training module will take you step-by-step through the Billing module in the Regional Business Application (RBA) Integrated Task Order Management System (ITOMS) component. Navigation:If the tutorial opens up in your web browser, simply click your mouse or your space bar to advance to the next slide. Use the “Backspace” key to go back. If the tutorial opens in the PowerPoint application, click on “F5” to view the tutorial. Use the spacebar or click your mouse to advance to the next slide. To go back, click on the “Backspace” key.

3. Billing Glossary

4. Billing Privileges

5. Within the Workflow Context Billing module allows users to view and modify existing billing records once bills are created. Bills are created when FSC certifies the invoice.

6. Billing History link on the Orders Navigation link / Fund Manager role Users can access the Billing History of an order by selecting an order and clicking the Billing History link on the Orders navigation link.

7. Billing History: ReBill / Fund Manager role The Billing History module does not display billing records for de-obligated, credit card, or direct orders Select a task item from the Task Item drop-down list to view bills for that task item only. Users can only perform billing history actions on one task item at a time. There are four main functions within the Billing History module: ReBill Credit Surcharge Bill Surcharge View All Bills Select an option to refresh the Billing History module with the appropriate view.

8. ReBill Process The ReBill process allows users to make corrections to existing bills. The amount of the original bill is credited back to the client’s citation and a new bill is created in its place. The ReBill process enforces that the amount credited to the original subtask(s) is the same amount debited from the ReBill subtask

9. ReBill Capabilities The ReBill process allows users to credit one or more subtasks but only allows the total credited amount to be debited from a single subtask. The single subtask can be an existing subtask on the order or a completely new subtask.

10. Billing History: ReBill / Fund Manager role When the ReBill option is selected the form displays information required to perform the ReBill (aka Credit-ReBill) process • Follow 3 steps to perform a ReBill on a task item: • Select the bill(s) to be credited from the Billing Information datagrid. • Select the subtask desired to be billed from the TOF Information datagrid. If the desired subtask is not displayed then click the Add Funds link to add a new subtask to the datagrid. • The form will automatically sum the Billed Amount values and Surcharge Amount values for each bill selected in step 1 and display the sums in the Amounts Information section. Click the Add Funds link to add citations to the order

11. Search for Funding via Add Funds link / Fund Manager role Search for a citation by using the Search By drop-down list, entering the beginning characters of the search value and clicking Go. Citations matching the search input will be displayed in the datagrid. Select the citation to bill the client fee against and click Apply Citation. A confirmation message will notify the user when funds are successfully added to the task item TOF datagrid. When finished applying funds to the task item, close the Search for Funding window and return to the Billing History module.

12. Billing History: ReBill / Bottom 2/2 of form / Fund Manager role Click ReBill to create corresponding credit bills and debit bills. ReBill records are automatically marked for transmission to NEAR.

13. Billing History: Credit Surcharge / Fund Manager role When the Credit Surcharge option is selected the form displays information required to credit a surcharge amount back to the client Select the bills to be credited back to the client. Users can select more than one bill. Enter the Previous Bill Number in the Previous Statement field The sum of the Surcharge Amount value for each bill selected in the Billing Information datagrid will automatically be populated in the Surcharge Amount field in the Amount to Credit section. Click Create Credit Bill to create a credit record for each selected bill. To transmit the billing record to NEAR check the Transmit checkbox

14. Billing History: Bill Surcharge / Fund Manager role When the Bill Surcharge option is selected the form displays information required to bill the client a surcharge amount independent of an invoice Select a subtask to bill the surcharge against The Task Item Summary section displays the task item Type, POP Dates, and the remaining surcharge obligation amount that can be billed for the task item

15. Billing History: Bill Surcharge / Bottom 2/2 of form / Fund Manager role Enter the amount of the new surcharge bill and the New Billed Amount will automatically be calculated Select a bill type option for the new bill. Bill type options are enabled / disabled depending on the task item type. Enter the Service Month/Year for the new bill as well as any comments Check the Transmit checkbox if the new billing record should be transmitted to NEAR. Then click the Create Bill button to generate the new billing record.

16. Billing History: View All Bills / Fund Manager role Select View All Bills to view all billing records for the selected Task Item. The default Task Item value is ‘All’ to display all bills for all task items on the order: fee-only task items as well as non-fee-only (regular) bills. Click here to open the Orders module in a new browser window loaded with this order Filter the billing records by Invoice Number The datagrid displays each billing record for the selected task item and invoice number

17. Questions & Support • For questions regarding AAS Policy please contact randy.matlack@gsa.gov, gale.greenwald@gsa.gov, or robert.niewood@gsa.gov. • For questions regarding the Billings RBA training module please contact RBA Support: helpdesk@gsarba.com