PantherSoft Financials Smart Internal Billing

1. PantherSoft FinancialsSmart Internal Billing Office of the Controller

2. Agenda • Benefits • Security and User Roles • Workflow • Defining/Modifying Items • Creating an Invoice • Using the Smart Gadgets • Approving/Denying an Invoice • Queries Office of the Controller

3. Benefits Smart Internal Billing is an electronic invoicing tool that facilitates revenue collection from internal customers. Benefits include: • Improved revenue collection • Reduction of data-entry errors • Automated workflow process • System generated journal after approval process has been completed Office of the Controller

4. Benefits Are you a Customer or Seller? As a Customer, you will contact the appropriate department to purchase goods or services for your area. The Customer’s (Receiving) Department PI, Manager, Director etc., will have the authority to approve the purchase of any goods or services. The Selling (Billing) Department will provide the goods or services and initiate the billing process. This department will have to define the items in the system prior to creating an invoice. Office of the Controller

5. Security and User Roles Expense Managers, whether their department is the Seller or the Customer, will have access to approve automatically. Others users are granted access as requested via the Access Request Form (ARF), by organizational department approvers. Access is granted to the range of departments you input on the ARF form. User roles are the following: • Smart Billing - Bill Creator – User is allowed to create/modify invoice. (ARF # 017) • Smart Billing - Item Creator – User is allowed to create new items & update existing items. (ARF # 018) Office of the Controller

6. Security & User Roles Definitions Billing Activity (Seller): Activity Number that provided the goods or services; benefitting department. • Note: Invoices are always initiated by Billing Department. • Bill Creator: User from Billing Department who creates the invoice; may also be an approver. • Bill Approver: User in Billing Department responsible for approving outgoing invoices. Receiving Activity (Customer): Activity Number that received the goods or servicesand needs to pay billing department. • Note: Billing Department needs the Receiving Activity Number prior to creating an invoice. • Receiving Approver: User in Receiving Department responsible for approving incoming invoices. Office of the Controller

7. Workflow Process Office of the Controller

8. Defining Items Items: The product or service offered by a department for a fee. Items must be defined prior to creating a bill. Benefits of defining items prior to billing include: • Consistent pricing for all services. • Reduced labor costs by eliminating double entry. • Unique item list for every department. Office of the Controller

9. Defining Items Office of the Controller

10. Defining Items 1003330001 Office of the Controller

11. Defining Items Type a description of the item. Golf Cart Safety Training Golf Cart Safety Training Note: Make sure the status is set to Active and the Effective Date is set to 01/01/1901. DO NOT CHANGE THIS DATE! Office of the Controller

12. Defining Items Office of the Controller

13. Defining Items 10.00 Office of the Controller

14. Defining Items Note: If the Billing Account is set to Revenue, then only revenue accounts will be displayed and vice versa. The Billing Account is the “crediting” account for the seller. Office of the Controller

15. Defining Items Note: The Customer Account is the “debiting” account. If using Educational & General (E&G) it is Expense to Expense. Office of the Controller

16. Defining Items 0000003133 Note: Once the Item is saved, a sequential number will be assigned automatically and the item definition is completed. Office of the Controller

17. Modifying an Existing Item Note: Sometimes modifying an existing item is necessary. For example, a price change or a change in accounting information. Office of the Controller

18. Modifying an Existing Item Note: Once you add a new row for an item, the Effective Date field will populate with the current date. The tool will use the latest changes for invoices created after the new date. Office of the Controller

19. Creating an Invoice Office of the Controller

20. Creating an Invoice 1003330001 1564020001 Note: Only those Activity Numbers in which you have been granted Billing access will be displayed. Billing Department needs the Receiving Activity Number prior to creating an invoice. Office of the Controller

21. Creating an Invoice Optional Note: All fields with an asterisk* must be filled. Repeated items cannot be on the same invoice. Office of the Controller

22. Creating an Invoice Next

23. Creating an Invoice Office of the Controller

24. Creating an Invoice Account Distribution: The user will be able to see the speedtype and the corresponding departmental information such as the fund, pcs fund, etc. for the Billing Activity. Item Details: The user will be able to see the accounting information for the items being billed. Office of the Controller

25. Creating an Invoice Once the invoice is ready to be submitted for approval, the workflow process is initiated by clicking on the button on the main invoice page. Then click on the submit button. The approvers will then receive an email message. Office of the Controller

26. Creating an Invoice The Bill Status and the Workflow Status are both interrelated i.e. the bill status dictates the workflow status. The relationships below exist between both statuses: Office of the Controller

27. Using the Smart Gadgets Save: Allows user to save any changes on the invoice. Copy: Allows user to retrieve a previously saved invoice. Collaborate: Allows user to comment on the invoice. Attach: Allows the user to attach files to the invoice. Workflow: Allows the user to submit an invoice for workflow and start the approval process. Cancel: Allows the user that created the invoice or an approver for the billing activity to cancel or void an invoice. Office of the Controller

28. Using the Smart Gadgets If a department bills similar invoices frequently then it is recommended that the user creates a template in order to reduce data entry. To create a template: • After creating the invoice that you would like to save as a template hover the mouse around the Save button and click on the Save a Template button. Office of the Controller

29. Using the Smart Gadgets • Select a Template Type from the drop down menu. • Type a Template Name and a Description in the appropriate fields. Click on the Ok button. Office of the Controller

30. Using the Smart Gadgets Follow these steps to retrieve a template: • From the Smart Internal Billing page, hover over the Copy button and click on Copy From Template. • Select the template you would like to use by searching through the available templates and then click Ok. Office of the Controller

31. Using the Smart Gadgets The Collaborate tool allows users to comment on individual invoices for other users to view and comment. Follow these steps to “collaborate” on an invoice: • From the Smart Internal Billing page, click on the button. • In the collaboration screen write comments and click on the Submit button. • The user can also reply, edit and delete a comment by clicking on the following icons: • Once all comments have been entered click on the OK button to return to the Smart Internal Billing page and save the invoice. • Note the collaborate button will change Office of the Controller

32. Using the Smart Gadgets The Attaching an item tool allows users to attach supporting documentation to the invoice: • From the Smart Internal Billing page, click on the link. • The File Attachments screen will now be displayed. Click on the to attach a file. • Click on the button to open the Windows file explorer. Search for the file you would like to attach, select it and click open. • Click on the upload icon and then Save the invoice. Then icon will change to • To view attachments click on the button and click on the icon to open the documents. Office of the Controller

33. Using the Workflow Gadget The Workflow gadget is arguably the most important of all gadgets. It is used to submit an invoice into the approval process necessary to ultimately generate the journal that is posted into the general ledger. Office of the Controller

34. Approving/Denying an Invoice Benefits of the Workflow Process: • Reduces the time it takes to approve the invoice • Reduces unnecessary paper work • Approvers will be receiving email notifications informing them to approve invoices Office of the Controller

35. Approving an Invoice A user must first retrieve the invoice in order to approve it. There are a couple of ways in which the invoice can be retrieved: • The easiest way to approve an invoice is by creating a Pagelet which will allow you to go into the Approval inbox directly. If you choose to navigate to the Approval inbox link and not use the Pagelet function, the navigation is the following: Smart Solutions > Smart Document > Smart Workflow > Transaction Approval > Approval Inbox. Office of the Controller

36. Approving an Invoice Office of the Controller

37. Approving an Invoice • Secondly, by searching for the invoice directly. The navigation to search for the invoice is the following: Smart Solutions > Smart Document > Smart Internal Billing Folder> Smart Internal Billing. Click on the “Find and Existing Value” tab and search for the invoice. Office of the Controller

38. Approving an Invoice Office of the Controller

39. Approving an Invoice All invoices must be approved by the billing activity approver first and then by the receiving activity approver. To approve an invoice: • Retrieve the invoice and review it • Click on the “Workflow” link • Click on the “Approve” button to approve the invoice. • An email notification is sent to the user who created the invoice. Office of the Controller

40. Denying an Invoice Denying an invoice should only be done when any one of the approvers does not agree with the contents of the invoice. To deny an invoice: • Search for the invoice through any of the ways explained in the Approving an invoice section. • Click on the Workflow button and approvers must then comment on why the invoice is being denied on the comment box. Then click on Deny. Office of the Controller

41. Smart Internal Billing Supporting Documentation Requirements All Smart Internal Billing invoices over $10,000 should have backup documentation, such as the following: • E-mails from the department requesting or approving the services • Quote or Invoice from the department providing the service • Any Contract or agreement entered into between departments for services

42. Departments That Do Not Use SIB These departments use the Internal Transfer Request forms: • Police Department • Athletics • FIU One Card Office • Construction

43. Transfer Request Forms Transfer Request Forms are still used by all departments for: • Smart Internal Billing corrections including refunds • Reclassifications, corrections or adjustments of Revenue/Expenses • Corrections on deposits

44. Reporting • Internal_Billing_Item_Details : This query allows the user to view the latest item information per activity number. • Smart_Internal_Billing: This query can be used to track information on entered invoices. Office of the Controller

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