Welcome

1. Welcome BI 305 Billing Processes for Managers

2. Ground Rules Ask Questions Silence cell phones and PDAs; Refrain from checking email Refrain from side conversations Take breaks as needed Obey building safety rules and regulations

3. Learning Objectives • After completing this course you should be able to: • Enter Inter/Intra-Agency bills. • Manage recurring bills. • Manage installment bills. • Generate invoices. • Perform advanced billing transactions. • Explain the scope of SFS BI training. • Locate additional training materials, job aids, and • other useful information.

4. Training Methodology • Training Steps • Tell Me – Facts, Concepts, Terms, Definitions • Show Me – Relevant Demonstrations of Process Steps • Let Me – Hands-on practice in User Productivity Kit (UPK) • Help Me – Facilitator Support • Training Materials • Course Presentation • UPK Simulations • Training Exercises • User Guide and Job Aids

5. Agenda • SFS AR / BI Terms and Concepts • Entering Inter/Intra-Agency Bills • Managing Recurring Billing • Managing Installment Billing • Generating Invoices • Advanced Billing Transactions • SFS AR / BI Learning Path and Resources

6. SFS AR / BI Terms and Concepts • In this lesson, you should learn: • Key SFS AR / BI terms and concepts. • Key SFS AR / BI process changes. • Key SFS AR / BI ChartField values.

7. SFS AR / BI Terms and Concepts • Key Terms and Concepts

8. SFS AR / BI Terms and Concepts • Key Terms and Concepts

9. SFS AR / BI Terms and Concepts • Key Terms and Concepts (Cont.)

10. SFS AR / BI Terms and Concepts • Process Changes – Generating Customer Billing

11. SFS AR / BI Terms and Concepts • Process Changes – Generating Customer Billing (Cont.)

12. SFS AR / BI Terms and Concepts • Process Changes – Interagency Billing

13. SFS AR / BI Terms and Concepts • At the transactional level, the SFS Chart of Accounts is comprised of two elements: • General Ledger Business Unit (BU) – Defined for each entity that maintains and reports on its own transactional data. • ChartFields – Codes used to categorize financial and budget transactions. • Statewide ChartField segments include Department, Program, Fund, Account (CAS Object code). • Agency-specific ChartFields include Operating Unit and Product. • The SFS Chart of Accounts may be explored further in the GL 105: Introduction to Chart of Accounts course. • More details about the SFS Chart of Accounts may be obtained at: • http://www.sfs.ny.gov/programElements/coaMaterials.htm

14. Entering Inter/Intra-Agency Bills • In this lesson, you should learn: • What are inter/intra-agency bills? • The inter/intra-agency flow. • How to process inter/intra-agency bills.

15. Entering Inter/Intra-Agency Bills • Creating Interagency billing transactions is the process of a general ledger business unit billing another general ledger business unit for products or services provided. When this activity occurs, accounting entries must be made that reflect activity for the business units involved, but have no effect on the agencies as a whole.

16. Entering Inter/Intra-Agency Bills • Transactions • Entering inter/intra-agency bills

17. Managing Recurring Billing • In this lesson, you should learn: • Where recurring bills fit in to the Billing lifecycle. • What is recurring billing? • How to create a bill cycle to use for recurring billing. • How to create a recurring bill template and define a schedule. • How to run the generate recurring bills process.

18. Managing Recurring Billing • The flowchart below shows where recurring billing fits in to the SFS Billing process.

19. Managing Recurring Billing • Key Points: • Bills can be reproduced on a schedule for bills that occur on a regular basis, such as rental agreements or monthly fees. • After a recurring bill schedule is established, periodic bills can be generated by running the Generate Recurring Bills process. This process can be thought of as a time saving tool as it reduces the amount of data that must be entered each time. • The user controls exactly when and how often a recurring bill is generated by associating the recurring bill template with a predefined billing cycle ID.

20. Managing Recurring Billing • Transactions • Creating a bill cycle to use for recurring bills • Creating a recurring bill template and defining a schedule • Running the generate recurring bills process

21. Learning Exercise • Creating a Recurring Bill Template and Defining a Schedule • You have been asked to create a recurring bill. Your agency provides a service each month to a customer, and the customer must be billed the first of each month. • You must create a recurring bill and define the schedule. 15 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. Managing Installment Billing • In this lesson, you should learn: • How to manage installment bills. • Where installment bills fit in to the Billing lifecycle. • What is installment billing? • Defining an installment bill plan. • Defining an installment surcharge. • Entering an installment bill. • Building an installment bill schedule. • Running the generate installment bill process.

23. Managing Installment Billing • The flowchart below shows where installment billing fits in to the SFS Billing process.

24. Managing Installment Billing • Key Points: • Installment bills can be used to invoice customers in segments, with the total amount due divided equally, by percentage, or according to an agency’s own definition. • Each installment invoice includes the installment number, the total number of installments, the installment amount due, and the total invoice amount. • A flat rate or percentage service charge can also be included.

25. Managing Installment Billing • Transactions • Defining an installment bill plan • Defining an installment surcharge • Entering an installment bill • Building an installment bill schedule • Running the generate installment bill process

26. Learning Exercise • Entering an Installment Bill • You have been asked to create an installment bill. Your agency recently provided a service to a customer, and the customer must be billed for the service in installments at the end of each month. • You must enter and installment bill. 15 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.

27. Generating Invoices • In this lesson, you should learn: • Where does generating invoices fit in to the Billing lifecycle? • How to describe the bill status change process. • How to change bill status for a group of bills.

28. Generating Invoices • The flowchart below shows where generating invoices fits in to the SFS Billing process.

29. Generating Invoices • Key Points: • When a bill is created, the default bill status is generally new. The bill status can be changed in two ways: manually changing the status of each bill or using the bill status change process. • An invoice can be generated when all the necessary header and line information has been entered and the bill status is RDY (ready). • Bill statuses can be changed individually or in groups. • Groups of bills with the status of New, Hold, Ready, Pending, or Canceled can be changed to New, Hold, or Ready. • To change the status for a group of bills includes the following steps: searching or knowing the bills that require a status change, running the status change process, and confirming the bill status change.

30. Generating Invoices • Transactions • Changing bill status for group of bills

31. Advanced Billing Transactions • In this lesson, you should learn: • What are some advanced billing transactions? • How to enter a bill with advanced discounts and surcharges. • How to create an express bill template.

32. Advanced Billing Transactions • Key Points: • Discount and surcharge information can be specified for a bill or bill line. In addition to entering a basic discount or surcharge using the table identifier, levels of discounts or surcharges can be added using the Discount/Surcharge page. The specified discounts and surcharges on the Discount/Surcharge page appear both on the Summary page and on the invoice.   • Express billing is a feature in SFS that enables quick entry of bills online, especially when a large number of lines per bill exists. New lines can be added or existing lines can be cloned using one entry page. Express billing combines the standard bill entry pages to reduce the number of pages that must be accessed when entering bills. However, before express bills can be generated, an express bill template must be created.

33. Advanced Billing Transactions • Transactions: • Entering a bill with advanced discounts and surcharges • Creating an express bill template

34. SFS AR / BI Learning Path and Resources • In this lesson, you should learn: • The SFS AR / BI training structure. • Where to find training materials and resources.

35. SFS AR / BI Learning Path and Resources • SFS AR and Billing Training Structure

36. SFS AR / BI Learning Path and Resources • Training Materials Location and Class Preparation

37. Summary • Having completed this course, you should now be able to: • Enter Inter/Intra-Agency bills. • Manage recurring bills. • Manage installment bills. • Generate invoices. • Perform advanced billing transactions. • Explain the scope of SFS BI training. • Locate additional training materials, job aids, and • other useful information.

38. Conclusion • Thank you for your participation!

39. Slides for Agency Use (Arial, Font 36) • Agency specific Heading (Arial font 24) • Topic 1. (Arial Font 20) • Topic 2. • Topic 3. • Topic 4. • Topic 5.

40. Slides for Agency Use (Arial Headings, Font 36 for single line, 32 for double lines) • In this lesson you should learn: (Arial font 24) • Topic 1. (Arial Font 20) • Topic 2. • Topic 3. • Topic 4. • Topic 5.

41. Slides for Agency Use (Type Topic here) • Agency Specific Key Terms and Concepts (Arial Font 24)