What is Billing?
Page Series 2: Address Info
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Billing is what UNSW uses to produce invoices to our
customers.
Check that the address details for the invoice are
correct and correct if necessary.
Intermediate users can enter their bills manually,
however using Page Series to create your bill is the
easiest method of doing so. When you are in the
invoice you will see a Page Series button to the lower
right of your screen (see below). By scrolling through
the page series and completing the information it is not
necessary for you to remember what the minimum
mandatory information is for creating an invoice.
Press Next in the Page Series.
You can press the Refresh button at the bottom of the
screen before continuing to check the calculation of the
line.
Create a New Bill
Go to the Standard Billing Menu and select “Add a New
Value”.
If the customer has Purchase Order details or contract
details complete them on this page. If you do not wish
to use this functionality you can continue to the next
page.
If your bill is to have more than one line you add
additional lines on this page by pressing the add icon.
If you do so you must remember that each line of
the bill will have its own individual corresponding
Accounting, VAT and Note line (see Page Series 7, 8
and 9).
Press Next in the Page Series.
Press Next in the Page Series.
Page Series 4: Header Note
Page Series 7: Acctg Rev Dist
The use of this page is optional. If you wish to make
comments please enter them here. By using the
Internal Only Flag you can choose whether or not these
comments print on the invoice. If you have no
comments to make please continue to the next page.
Here is where you need to enter your chartfield
distribution accounting information.
Page Series 3: Header (Misc Info)
Press Next in the Page Series.
Page Series 5: Header Info 2
Enter the Business Unit for your invoice, select a Bill
Type and a Customer and initiate creating your bill by
pressing the Add button.
Page Series 1: Bill Header
Once you have initiated bill creation the first page you
are taken to is the Bill Header. On this page you need
to complete the following fields:
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—
—
—
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Invoice Date (the date of this invoice);
Sales (the sales person responsible for this invoice,
usually the invoice requestor);
Credit (the credit analyst responsible for this
invoice);
Collect (the person responsible for collection of
this invoice);
Biller (the person creating this invoice).
Press Next in the Page Series.
Unit Price (the price per qty for what you are
billing).
This is where you record an pre-payment information
pertaining to this invoice. If there are no pre-payments
you can leave this page blank.
Press Next in the Page Series.
Page Series 6: Line Info 1
This is the first line of your invoice. If you are using an
identifier complete the ID and Identifier fields and the
rest of the pages information will compile based on the
identifier (press the Refresh button if it doesn’t
immediately do so).
If you are not using an identifier complete the following
fields:
—
Description (this is a free text field which will print
on the invoice);
—
Qty (the quantity you are billing);
—
UOM (the unit of measure for the Qty, i.e., EA for
each);
You must complete the GL Account code, Department,
Fund, Program, Class and project id.
Press Next in the Page Series.
Page Series 8: Line VAT Info
Check the VAT calculation, if you are unsure whether or
not the VAT has calculated press the refresh button to
initiate a calculation. If you wish to change the VAT
code Press the Get VAT Details button, and expand the
VAT Details section and change the Transaction Type
code. The most commonly used codes for Australian
Customers are SALE (adds GST) and FREE (does not add
GST).
Press Next in the Page Series.
Page Series 9: Line Note
The use of this page is optional. Similar to the Bill
Header note here is where you would record any notes
that are specific to the line. You can use the Internal
Only Flag to control whether or not this note will print
on the invoice.
Press Next in the Page Series.
You have now been returned to the start of the page
series. Please save your invoice.
Check your GST Calculation
Before you finalise your bill it is important for you to
check the tax calculation.
From the Header Info 1 page click on the Summary
hyperlink at the bottom of the page and then press the
Calculate Taxes button.
Check your tax calculation and make any adjustments if
necessary.
If you are experiencing GST Rounding issues go to the
Header Info 2 page and click on VAT Information
hyperlink. Expand the VAT Controls section and round
the tax either up or down. When you are happy with
your GST Rounding recalculate the Taxes (see above).
Finalising your invoice
When you are ready for your bill to be invoiced set the
bill Status to RDY (ready).
Every evening a process runs which picks up all bills and
creates invoices. Since the process runs in the evening
you will need to wait until the next day before you can
collect your bill.
If you do not want your bill to be created you
must set the status to HLD (Hold).
Collecting your Bill
The day after you have created your invoice you should
check your Report Manager (under the Reporting Tools
menu) and look for a report called FUPBI002. Drill
down into this report to the PDF containing all invoices
generated from your business unit by the overnight
process. You should extract your invoice(s) from this
file and distribute them accordingly.
Generating an invoice same day
It is possible to generate an invoice on the same day if
you have an urgent bill to send out. Please note that
this is not the preferred way of generating invoices and
should be used as an exception only.
Please refer UPK topic of this title under Billing
Fundamentals for assistance on generating an invoice
on the same day.
Bill Errors
If for any reason your Bill could not be created by the
overnight process you will receive a workflow e-mail
letting you know and you need to check what the error
was so that you can take the necessary action to rectify
it.
To identify and resolve your Bill Errors please refer to
the documentation and/or UPK Topics available on that
subject.
Where to find Training
ONLINE TRAINING
Access to the Online Training Tool (UPK) from the
finance website, select “Training and Personnel” then
“Online Training Tool”.
CLASSROOM TRAINING
Classroom training schedules are posted on the finance
website, select “Training and Personnel” then “Training
Schedule and Enrolments”.
BILLING
Express Entry (Page Series)
Quick Reference Guide
Where to get help
PROCESSING HELP – Contact Accounts Receivable Help at
arhelp@unsw.edu.au.
TECHNICAL HELP - Contact your local IT support team, if it
cannot be resolved; contact the IT Service Desk x51333.
To access NSF and for all of the
University’s Financial Policies and
Guidelines, refer to the Finance Website:
www.fin.unsw.edu.au