Finance Systems Training Billing Fundamentals Rohin Whitford Training

Finance Systems Training Billing Fundamentals Rohin Whitford Training & User Support / Finance

Agenda • • • AR Overview NSF Menu walkthrough Bill Headers Bill Lines GST calculation Accounting Distribution Creating a single line bill Finalising your bill • • 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 e. 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

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. /

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 OP 001 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) - 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

Line - Note The use of this page is optional (enter the note referring to the attachment)

Finished!

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. – If you do not see your invoice in the report manager check for billing errors. – If you don't want your bill to be processed change the status of the bill to Hold 'HLD'. //

Navigation Menu

GST Rounding

Supporting Documentation

Cancelling / Copying Cancelling Bills You 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/Our. Services/Financial. Operations_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 – 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 – 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 OP 001 and Dept CEIC (we are not using a project id in this exercise). Check your tax calculation and recalculate the taxes. Finalise your bill. //

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 $50 K, 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 GRP 0143726 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. *

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. /

Checking if your invoice has been paid

Checking Payment /

Customer Statements

Reporting Billing Reports • Billing / Generate Invoices / Reports Query • • FUP_AR_PAYMENT_ITEM FUP_PROJECT_COMBINATION FUP_BILLING_PROJECT FUP_BI%

Finding your AR Contact //

Other Training and Materials • Finance Web Site – Check the Training Section of the Finance Web site www. fin. unsw. edu. au • Online Training – UPK – Is available under Training on the Finance web site.

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