What is Billing?
Billing is what UNSW uses to produce invoices to our
customers.
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.
in the list please request these be added to the customer
before continuing (please contact the Finance Help Desk
for assistance on customer amendments). It is important
that the customer location and customer contact on the
bill is accurate.
Page Series 3: Header –
Misc Info
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.
Press Next in the Page Series.
Page Series 4: Header Note
Create a New Bill
Go to the Standard Billing Menu and select Add a New
Value.
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: Header – Info 1
Once you have initiated bill creation the first page you are
taken to the Bill Header. On this page you need to
complete the following fields:
—
—
—
—
—
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.
Page Series 2: Address Info
Check that the Address details for the bill are correct,
change the Location if necessary and select a customer
Contact for the bill. If you can’t find a location or contact
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.
Press Next in the Page Series.
Page Series 5: Header – Info
2
This is where you record a pre-payment information
pertaining to this invoice. If there are no pre-payments
you can leave this page blank.
If you would like to raise foreign currency Invoice, you
need to make 2 changes:
1.
2.
Press VAT Information in the middle of the page.
You can Expand All Sections, and under VAT
Treatments, select Exports on Treatment Group,
and Save.
Press Change Bill Currency under Currency
Information. Enter the foreign currency in New
Currency Code. Then Click OK.
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);
Quantity (the quantity you are billing);
Unit of Measure (the unit of measure for the Qty, i.e.,
EA for each);
Unit Price (the price per qty for what you are billing).
You can press the Refresh button at the bottom of the
screen before continuing to check the calculation of the
line.
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.
Page Series 7: Acctg – Rev
Dist
Here is where you need to enter your chartfield
distribution accounting information. (Please View All if you
have more than 1 line of bill).
You must complete the GL Account code, Department,
Fund, Program, Class and project id for individual line.
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.
Finalising your Bill
Where to get help
The most commonly used codes for Australian Customers
are SALE (adds GST) and FREE (does not add GST).
When you are ready for your bill to be invoiced set the bill
Status to RDY (ready).
The most commonly used codes for Foreign Customers is
EXPT (Export).
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.
Visit the Finance Knowledge Base to find more
information on Billing including reference guides, user
manuals and training videos.
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 individual line. You can use the Internal
Only Flag to control whether or not this note will print on
the invoice. Please press the View All link if your bill has
more than one line.
Press Next in the Page Series.
Back to Page Series 1
You have now been returned to the start of the page
series. Please save your invoice, and the system will then
generate an invoice number.
Check the 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).
If you do not want your bill to be created you must
set the status to HLD (Hold).
Contact the Finance Help Desk if you need assistance or
have any questions at financehelp@unsw.edu.au or call
x53330.
For questions on this guide or to request it be updated
please
contact
Finance
Training
Information
fti@unsw.edu.au
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.
Billing Basics
(Page Series Entry)
Quick Reference Guide
For all of the University’s Financial
Policies and Guidelines, refer to the
Finance Website: www.fin.unsw.edu.au