Express Billing

Finance Business Solutions

Agenda What is Express Billing? Standard vs. Express Billing Express Billing Set Up

- Personalize Page

Expand / Contract Page Sections

Tab Order

Preferences? - Saved Settings

Express Billing Entry- Invoice Entry: Header & Line Fields

- Invoice Entry: Accounting Revenue Distribution

- Invoice Entry: Header / Line Notes

- Invoice Entry: Copy Down vs. Add Lines

- Summary

- Invoice Status

Add / Review Billing Documentation Questions / Feedback / Support

What is Express Billing?

NS Financials delivered functionality - Streamlined invoice entry, same functionality as Standard Billing. Billing specialists have access to this menu item.

Most of the pages from the Standard Billing ‘page series’ are condensed onto one page.

Some Items are also displayed in a condensed format.

Adds functionality – Copy Down.

Hyperlinks on the page allow users to jump between Express / Standard Bill entry.

Standard Billing vs. Express Billing

Bill Lines

Bill Header

Finalise Bill

Header – Info 1

Address Info

Header – Misc Info

Header Note

Header – Info 2

Line – Info 1

Rev Acctg Distribution

VAT Info

Line Note

Header – Info 1 [Save]

Bill Summary Info

Header – Info 1 [Bill Status]

Bill General

Header Note

Standard Billing vs. Express Billing

Bill Summary Info

Acctg – Rev Distribution

VAT Info

Line Notes

Bill Summary

Standard Billing vs. Express BillingHeader Details:

1. Bill Status, Customer, Invoice Date, Cycle ID & Frequency

Header Details:

2. Accounting Date, Pay Terms, Bank Account, Sales, Credit, Biller & Bill Inquiry Phone

Standard Billing vs. Express BillingAddress Info:

3. Contact & Location

Header – Misc Info:

4. PO reference & Contract

Standard Billing vs. Express Billing5. Header – Note:

Header – Info 2:6. Billing Currency

Standard Billing vs. Express Billing7. Line – Info 1:

8. Acctg – Rev Distribution:

Standard Billing vs. Express Billing9. Header VAT:

10. Line VAT:

Standard Billing vs. Express Billing

11. Line – Note:

Standard Billing vs. Express Billing

12. Bill Summary Info:

Express BillEntry

Menu Navigation

Navigate to Billing > Maintain Bills > Express Billing

Page Set Up – Personalize Page

The first time using Express Billing set up the page layout and tabbing behaviour by selecting Personalize Page

Page Set Up – Copy Settings

Select Copy Settings

Note: your own navigation personalization will override these settings

Page Set Up – UNSW_EXPRESS_ENTRY

Use the look up to select a saved page settings [Note: set up in UAT NSF]

Billing General – Customer Info

Tab through to each field to be completed/updated:Attention To, Location & Invoice Media

Billing General – Payment Information

Select the icon to expand a panel if required.

Payment Information includes fields to adjust the Pay Terms & Bank Account [requited if changing Bill Currency at Currency Information]

Billing General – Header Detail

Enter / update Sales Person, Bill Inquiry Phone, Credit Analyst, Biller & PO Ref as required.

Billing General – Currency Information

Update Bill Currency if required.

Note: You will also need to update the Bank Account at Payment Information for USD, CAD, GBP, EUR, &SGD

Billing General – Projects/Contracts

Update Contract if required.

Note: A separate layout could be created for divisions who frequently use this field (or Bill Currency, Pay Terms, etc) and would prefer these panels to be expanded by default.

Billing General – Bill Lines

Enter the initial Bill Line including the:

Description, Quantity, UOM, & Unit Price.

If entering a multi-line bill with Accounting Revenue Chartfields, Descriptions or Line Notes that are repeated, complete the Account & Line Note prior to adding further lines.

Select Account or use the Navigation drop down.

Billing General – Navigation

To access Header Notes, Line Notes, Revenue Accounts, VAT or Bill Summary use the blue hyperlinks or the Navigation drop down.

Billers are also able to switch between Standard Entry & Express Entry using the blue hyperlinks.

Acctg - Rev Distribution

Enter Revenue Bill Line Distribution and then Save.

Select Line Notes from the Navigation drop down menu.

Line - Notes

Enter Line Notes. Select Billing General to return to the main page, or use the Navigation drop down to select VAT, Header Note, etc.

Line - VAT

Update VAT Defaults if required.

Select Billing General to return to the main page.

Header - Notes

Enter Header Notes.

Select Billing General to return to the main page.

Copy Down vs. Add Lines

Add further Bill Lines by selecting the icon at the end of each line or by entering the quantity and selecting Insert Bill Lines at Lines to Add.

This will add new blank Bill Lines.

Copy Down vs. Add Lines

Bill Line Copy Down copies all details from the first line (or selected line) including Description, Quantity, UOM, Unit Price, Revenue Distribution, VAT treatment and Line Notes.

Enter a quantity at Lines to Add and select the icon add Bill Lines with copied details. Update any fields that require amendment.

Summary

Before finalising an invoice select Summary to review.

Summary – Calculate Taxes

Select Calculate Taxes. If the Total Due & Total VAT amounts are not as expected, return to Header Info 1 & then review Line VAT.

Billing General – Bill Status

Change Bill Status to RDY and Save when you are ready to finalise the invoice.

Billing General – Invoice

Select the icon to generate the invoice on the same day rather than waiting for the overnight process.

Note: 1. If any billing errors occur these must be resolved the following date – e.g. Budget Check. 2. Payment cannot be made on the same day.

Supporting Documentation - Add

Navigate to:Billing > Maintain Bills > Supporting Documentation

Supporting Documentation - Review

Navigate to: Billing > Review Billing Information > View Supporting Documentation

Questions?

Accounts Receivable

Enquiries may be directed to Financehelp@unsw.edu.au

Accounts Receivable Team Contacts:

http://www.fin.unsw.edu.au/InformationCentre/WhoCanHelp.html#2