Finance Systems
Training
Billing Fundamentals
Rohin Whitford
Training & User Support / Finance
Agenda
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AR Overview
NSF Overview
NSF Menu walkthrough
Bill Headers
Bill Lines
GST calculation
Accounting Distribution
Creating a single line bill
Finalising your bill
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GST Rounding issues
Copy Bill
Credit Adjustments
FX Invoices & hedging
Correcting bill errors
Checking payments
Customer Statements
AR help & forms
Accounts Receivable
Accounts Receivable
• UNSW Payment Terms – 30 Days
• Debtor Management
– Monthly account statements
– Chase overdue accounts
– Agency referral
– Business Unit Support
– Aged Debt Analysis & Reporting
• Controlled Entity Invoices
• Credit Adjustments
• Create & Update Customer Accounts
NS Financials
eProcurement
Procurement
Card
Asset
Management
Purchasing
Billing
General Ledger
Expenses
Accounts
Payable
Accounts
Receivable
Customer Accounts
To Create – Customer Requests
Request new customer accounts
To View - Customers
View and Requests updates to existing
customer accounts
Customer Accounts
Customer Accounts
Accessing Billing
Create and Maintain Bills
Create & Copy
Generate Invoices
Reprint & Reports
Locate Bills
Search for Bills
Review Billing Information
Review bill summaries, billing detail (incl.
single reprint), pending items,
accounting entries.
Maintain Bills
– Create / Update Bills
– Copy Bills
Generate Invoices
– Reports
– Reprint invoices
Locate Bills
– Search for bills that match
a selected criteria.
Review Billing Information
– Review bill summaries,
billing detail (reprint single
invoice), pending items or
accounting entries.
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Billing Process
1.
Identify your Business Unit
2.
Identify the Customer
3.
Confirm customer address
4.
Quote PO or Contract number(s) (optional)
5.
Add a header note (optional)
6.
Add line(s)
7.
Enter Accounting Distribution
8.
Calculate Taxes
9.
Add a line note (optional)
Exercise 1
The University Gymnasium is raising a bill to Tiny Tots
Tennis for Tennis Court usage for the month of February
(we are attaching a schedule for them to refer to with
regard to dates and times they can use the court and
make a comment in the line referring to the attachment).
Tennis court usage is for 8 hours of court usage @ $30
per hour (which is GSTable).
The revenue is to go to Fund code OP001 and
department CEIC (there is no project id used in this
exercise).
Billing Fundamentals
Adding a new bill
Billing Fundamentals
Billing Fundamentals
When adding leave
this as NEXT and the
next sequential
number will be
assigned to the bill
Billing Fundamentals
Most Faculties /
Organisations have
their own Bill Type
Identifiers – the most
commonly used is
MSC
Billing Fundamentals
Not all business units
have bill sources.
Billing Fundamentals
Search for and select
the customer
“Tiny Tots Tennis”
Bill Header & Lines
Bill Header
Entering Bills
Page Series
Page Series Entry
1.
2.
3.
4.
5.
6.
7.
8.
9.
Bill Header
Address Info (check)
Header Misc Info (optional)
Header Note (optional)
Header Info 2 (optional)
Line Info 1
Acctg Rev Dist
Line VAT Info
Line Note (optional)
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Check your GST
Finalise your bill
Address Information
Header Misc Info
The use of this
page is optional
Header Note
The use of this
page is optional
Header – Info 2
The use of this
page is optional
Line – Info 1
Acctg – Rev Distribution
VAT Page
Line – VAT Info
GST Codes
GST Codes
Line - Note
The use of this page is optional
(enter the note referring to the attachment)
Finished!
Calculate Taxes
Calculate Taxes
Calculate Taxes
Calculate Taxes
Calculate Taxes
Informational Message
When saving you’ll receive an informational
message asking you to check your GST.
Say yes to cancel saving and check your GST
Say no to continue Saving.
Finalising your Bill
Bill Status’
Ready to Bill
Print
Print
NOTE: Your invoice will not show on the General Ledger until the
following day – budget check occurs during overnight process
Invoice
Header Note
Line Note
Remittance Advice
Over night Process - Collecting your Invoice
UPK
1. Ensure the invoice status is RDY.
2. Wait until the next morning and check your report manager.
3. Open the pdf and extract your invoice.
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If you do not see your invoice in the report manager check for billing errors.
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If you don't want your bill to be processed change the status of the bill to Hold 'HLD'.
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Navigation Menu
Navigation Menu
GST Rounding
GST Rounding
GST Rounding
GST Rounding
Supporting Documentation
Supporting Documentation
Cancelling / Copying
Cancelling Bills
You can cancel a bill before it is invoiced – after it is invoiced it will need to be
credited.
Credit Adjustment request form available on Finance Website at AR page –
http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Billing_Forms.html
Copying Bills
You can copy other bills to use as a “template” for the bill you are creating.
Copy Invoice
Copy Invoice
Copy Invoice
– Are the revenue chartfields valid?
The revenue chartfields used on a prior invoice may not be a valid combination for the
current budget period. Check to ensure your chart fields are valid.
– Confirm tax
If you copy an invoice and change the customer or location details this may effect the VAT on
your invoice.
– Confirm currency
– FX Invoice?
If copying an invoice issued in USD, GBP, EUR, SGD or CAD - confirm the correct account is
showing at header info 1
Exercise 2
Exercise 2 – Create a multiple line invoice
Access the invoice you have created for Tiny Tot’s Tennis :
– Add another line to the invoice for March Tennis Court Hire – 10 hours @
$30/hour.
– Add a third line with an administrative fee of $20.00 (which is GST free)
– Use the chartfield combination of Fund OP001 and Dept CEIC (we are not using a
project id in this exercise).
Check your tax calculation and recalculate the taxes.
Finalise your bill.
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FX Invoices
FX Invoices
FX Invoices – Bank Account
FX Invoices
Remittance Advice
FX Invoices – Hedge
In order to manage foreign exchange risks effectively, UNSW requires
that revenue in foreign currency, which is greater than Australian
Dollar equivalent of $50K, should be hedged with Treasury.
The application form is available upon request by emailing Deputy
Treasurer Gavin Wallace - g.wallace@unsw.edu.au
Hedging should be done prior to raising GRP invoices in FX.
Reprint Invoice
• Single Invoice Reprint
Main Menu > Billing > Review Billing Information > Details
• Reprint Invoices
Billing > Generate Invoices > Non-Consolidated > Reprint Invoices
Reprint Invoice
Exercise 3
Reprinting an Invoice
Reprint invoice SCTEC GRP0143726
Reprinting Invoices:
1. Access the invoice you want to print from the Review Billing
Information menu (Details sub menu).
2. Press the Printer icon
3. Wait for your invoice to open in PDF format (be patient, it could take
a minute or two).
Billing Workflows
Bills On Hold Workflow
If you place a bill on hold you will receive a periodic workflow e-mail asking
if you intend to invoice this bill. You are not encouraged to leave bills on
hold for a lengthy period of time.
Billing Errors Workflow *
If the process to pick up your bill and create an invoice fails you will receive
a workflow e-mail. You will need to take action in order for your invoice to
be generated.
Billing Errors
If you invoice has not
successfully generated or if you
have printed your invoice and
it is not showing in the GL the
following day
Billing Errors
Example of the settings of a bill
that has passed all criteria to
become an invoice
Billing Errors
Pre-Load Status – Not Done
Correct the Chartfield Combination Errors.
Budget Check Status – Not Valid
Correct the Budget Checking errors.
VAT Defaults Applied - Not Ticked
IF not ticked correct the VAT defaults on the bill
and set the Bill Status to RDY
Invoice Printed - Not Ticked
Check the invoice layout connected to the bill.
Currency Converted - Not Ticked
Check the currency of the bill and exchange
rate.
GL Entries Created – Not Ticked
See Pre-Load Status.
AR Pending Item Created – Not Ticked
See Budget Check Status.
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Billing Errors
Pre-Load Status – Not Done
Correct the Chartfield Combination Errors.
Budget Check Status – Not Valid
Correct the Budget Checking errors.
VAT Defaults Applied - Not Ticked
IF not ticked correct the VAT defaults on the bill
and set the Bill Status to RDY
Invoice Printed - Not Ticked
Check the invoice layout connected to the bill.
Currency Converted - Not Ticked
Check the currency of the bill and exchange
rate.
GL Entries Created – Not Ticked
See Pre-Load Status.
AR Pending Item Created – Not Ticked
See Budget Check Status.
Billing Errors
Pre-Load Status – Not Done
Correct the Chartfield Combination Errors.
Budget Check Status – Not Valid
Correct the Budget Checking errors.
VAT Defaults Applied - Not Ticked
IF not ticked correct the VAT defaults on the bill
and set the Bill Status to RDY
Invoice Printed - Not Ticked
Check the invoice layout connected to the bill.
Currency Converted - Not Ticked
Check the currency of the bill and exchange
rate.
GL Entries Created – Not Ticked
See Pre-Load Status.
AR Pending Item Created – Not Ticked
See Budget Check Status.
Billing Errors
Pre-Load Status – Not Done
Correct the Chartfield Combination Errors.
Budget Check Status – Not Valid
Correct the Budget Checking errors.
VAT Defaults Applied - Not Ticked
IF not ticked correct the VAT defaults on the bill
and set the Bill Status to RDY
Invoice Printed - Not Ticked
Check the invoice layout connected to the bill.
Currency Converted - Not Ticked
Check the currency of the bill and exchange
rate.
GL Entries Created – Not Ticked
See Pre-Load Status.
AR Pending Item Created – Not Ticked
See Budget Check Status.
Billing Errors
Pre-Load Status – Not Done
Correct the Chartfield Combination Errors.
Budget Check Status – Not Valid
Correct the Budget Checking errors.
VAT Defaults Applied - Not Ticked
IF not ticked correct the VAT defaults on the bill
and set the Bill Status to RDY
Invoice Printed - Not Ticked
Check the invoice layout connected to the bill.
Currency Converted - Not Ticked
Check the currency of the bill and exchange
rate.
GL Entries Created – Not Ticked
See Pre-Load Status.
AR Pending Item Created – Not Ticked
See Budget Check Status.
Billing Errors
Pre-Load Status – Not Done
Correct the Chartfield Combination Errors.
Budget Check Status – Not Valid
Correct the Budget Checking errors.
VAT Defaults Applied - Not Ticked
IF not ticked correct the VAT defaults on the bill
and set the Bill Status to RDY
Invoice Printed - Not Ticked
Check the invoice layout connected to the bill.
Currency Converted - Not Ticked
Check the currency of the bill and exchange
rate.
GL Entries Created – Not Ticked
See Pre-Load Status.
AR Pending Item Created – Not Ticked
See Budget Check Status.
Billing Errors
Pre-Load Status – Not Done
Correct the Chartfield Combination Errors.
Budget Check Status – Not Valid
Correct the Budget Checking errors.
VAT Defaults Applied - Not Ticked
IF not ticked correct the VAT defaults on the bill
and set the Bill Status to RDY
Invoice Printed - Not Ticked
Check the invoice layout connected to the bill.
Currency Converted - Not Ticked
Check the currency of the bill and exchange
rate.
GL Entries Created – Not Ticked
See Pre-Load Status.
AR Pending Item Created – Not Ticked
See Budget Check Status.
Billing Errors
Pre-Load Status – Not Done
Correct the Chartfield Combination Errors.
Budget Check Status – Not Valid
Correct the Budget Checking errors.
VAT Defaults Applied - Not Ticked
IF not ticked correct the VAT defaults on the bill
and set the Bill Status to RDY
Invoice Printed - Not Ticked
Check the invoice layout connected to the bill.
Currency Converted - Not Ticked
Check the currency of the bill and exchange
rate.
GL Entries Created – Not Ticked
See Pre-Load Status.
AR Pending Item Created – Not Ticked
See Budget Check Status.
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Checking if your invoice has been paid
Checking Payment
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Customer Statements
Customer Statements
Customer Statements
Customer Statements
Reporting
Billing Reports
• Billing / Generate Invoices / Reports
Query
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FUP_AR_PAYMENT_ITEM
FUP_PROJECT_COMBINATION
FUP_BILLING_PROJECT
FUP_BI%
Finding your AR Contact
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Other Training and Materials
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Finance Web Site
– Check the Training Section of the Finance Web site
www.fin.unsw.edu.au
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Online Training – UPK
– Is available under Training on the Finance web site.
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