Billing setup and processes - NDUS CTScts.ndus.edu/wp-content/uploads/2012/06/Billing.pdf ·...
Transcript of Billing setup and processes - NDUS CTScts.ndus.edu/wp-content/uploads/2012/06/Billing.pdf ·...
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Billing setup and processes
Explanation of process:
While PeopleSoft billing processes are not capable of separating out currently enrolled students and
non-students/prior year students, we have a customized process to create paperless invoices for
currently enrolled students and paper invoices for non-students/prior year students.
Some campuses also have a separate billing request for particular student groups. You should run any
billing requests for particular student groups or other criteria first. You would set your bill by option to
N (Bill Range) and then you would want to pick your corresponding billing ID which specifies your billing
criteria.
Once you have completed your specific billing requests, and you want to separate out currently enrolled
students from non-students, you can run the customized process to place a service indicator (SF6) on
currently enrolled students. Then you would complete your billing request and generate invoices for
non-students. This run will not bill currently enrolled students because of the service indicator on the
account. Then you would run the process to remove the service indicator from currently enrolled
students. Then you can complete your billing request and generate invoices to pick up all enrolled
students.
If you do not need to separate out your customer bills, you can create a single billing request and select
the “Bill all not yet billed” value. This will pick up all customers and you can generate and print invoices
for the one billing request.
Whether you are printing bills or loading ebills, the processes are the same with the exception of the
output on the print invoice process.
Billing Steps:
1. Complete specific billing runs by billing particular student groups or other specified criteria on
the billing request ID setup
2. Run NDU process to assign NOBILL service indicator to all enrolled students
3. Complete Bill All Not Yet Billed run to generate bills for non-students
4. Run NDU process to remove NOBILL service indicator from enrolled students
5. Complete Bill All Not Yet Billed run to generate bills for enrolled students
Note: If you do not need to separate out your billing runs, you may just run one billing process of Bill All
Not Yet Billed to pick up all customer accounts
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Billing setup
Billing Standard Request
The setup of the billing standard request will define the criteria for which students you want to generate
a bill.
Navigation: Setup SACR > Product Related > Student Financials > Billing > Billing Standard Request
NOTE: When creating a billing ID, do not put a space in your Billing ID code. We have had issues with
the billing process stopping when it hits a space and bills do not generate correctly.
Type of Request: Select student for customer bills or Organization for external organization bills
Last Name Selection: To generate a bill for all students leave the From field blank and enter all Z’s in the
To field. You can also define a range of students for which you want to generate a bill.
Balance Selection: Enter the credit balance above which you want to generate a bill, enter as a negative
number. Enter the debit balance above which you want to generate a bill, enter as a positive number.
Miscellaneous Selection: Set the Zero Bill Handling field to Update Zero Bills. This will set a flag
indicating the account has been billed, but does not generate a bill, the system ignores flagged zero
amounts, thereby increasing performance. Leave the Not Bill Since field blank.
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Billing Type: Select the corresponding billing type
Invoice Option: Select the create account statements button, the system will generate bills even for
accounts with no new activity. The invoice option generates for accounts with new activity only.
Prior Invoice Calc Option: Select the Account Balance Method, with this option account statements will
reference the amount of the previous invoice but will not indicate the previous invoice ID on new bills.
Campus Select: Enter your institution and campus
Invoice ID Number: Enter in your institution
Billing Scan Line Definition: Leave this field blank
Service Impact: Enter in the service impact to exclude from billing those students or corps with a service
indicator associated with the selected service impact.
Print Schedule of Classes: Check this box to print each student’s schedule of classes
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Select the Create Communications Records box to create a communication record during the bill
generation process
Academic Institution: Enter your academic institution
Administrative Function: Enter SFBI
Communication Category: Enter the type of communication record to create
Communication Context: Enter the context of the communication record to create
Bill Comm Flag: Select to produce a duplicate bill for the parent or guardian of each student affected by
the billing standard request. The system uses the parent or guardian that you specify on the
Relationships page within Campus Community
Letter Code: Specify the letter code
NOTE: We do not currently use Relationships
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Select All Careers to generate a bill for all students regardless of academic career.
Select Use Records to filter billed students based on career, program, or plan.
Select Use Admissions to filter billed students based on admissions program status.
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Use the Academic Selections 2 tab to further define your billing criteria. Leave these fields blank to bill
all students.
Use the messages tab to add text or spacing that you want to appear on your bills.
Messages first need to be defined. Navigation: Setup SACR > Product Related > Student Financials >
Billing > Billing Messages.
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Use the Student Groups tab to only bill students assigned to particular student groups. If you choose
student groups, you’ll also want to check the Current Table Entries Only box, this will exclude any
students with a future-dated active status in a student group.
Use the Account Selections tab to only bill specified account types, choose all Accounts to bill all account
types.
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For corporate billing requests, leave the from field blank and enter all Zzz’s in the To field to pick up all
corporations.
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Invoice layout setup
The setup of the invoice layout will define how you want to present the invoice data to students and
external organizations.
Navigation: Setup SACR > Product Related > Student Financials > Billing > Invoice Layout
Select Status of Active
Enter the description and short description
Location Code: Enter the location where invoices recipients should mail their payments
Anticipated Aid Detail and Include Anticipated Aid Total: Select to print, on the invoice, a detailed
summary and the total amount of the financial aid that you expect the student to receive. If you do not
select either of these options, no anticipated financial aid information appears on the invoice.
Term Summary: Select the terms for which information appears in the term summary section of the
invoice.
XML Publisher Related: Complete this section only if you are using XML Publisher
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Note: We use XML Publisher for the corporate third party contract billing. We do not use XML yet for
student bills or regular corporate bills.
The bill sort fields determine the sort order of the invoices in a given billing run. The sort order that you
choose determines the order in which the systems prints the invoices.
The transaction sort fields determine how transaction details are sorted on an individual invoice. You do
not have to populate all sort fields. Select Subtotal to print a subtotal of the transactions on the invoice.
The summarization fields summarize billing information on the printed invoices rather than printing all
the billing details. Use these two fields to summarize transactions so the invoice will no longer show
transaction detail.
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Billing Processes
NOTE: If you do not need to bill enrolled students separately from non-students, you can skip steps 1
and 5 to place the billing service indicator and to remove the billing service indicator.
1. NDU Process to place service indicator on enrolled students
NDU Applications > NDU Student Financials > Process > NDU Place Billing Service Ind
Institution: Enter your institution
Department: Enter the department to be associated with the service indicator, most likely your
business office department
Term: Enter the term for which you want enrolled students to have the indicator
Service indicator Cd: Enter SF6, your no bill service indicator
Service Ind Reason Code: Enter ENRL to designate these students as enrolled
Click Save, Click Run
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Click OK
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2. Create Billing Request
Student Financials > Bill Customer > Student Bills > Create Billing Request
Go to Add a New Value to set up a new billing request
There are 3 bill options:
Bill One ID: bill one specific empl ID
Bill Range: bill students meeting the criteria of the billing standard request that you select
Bill All Not Yet Billed: all students for whom you have not already generated bills
Billing ID: Enter the billing standard request you want to link to this billing request
Invoice Date: Enter the date that you want to establish as the date of the invoice creation. This should
be the current day’s date.
ID: If you are creating a billing request for a single student, select the student ID. This field is only
available if you select the Bill One ID option.
Due Date: Set a default due date that you want to assign to charges without a due date when you
create the bill
Due Days: Set the default due date as a function of the date that you generate the bill, enter the
number of days that the system adds to the invoice date to determine a due date
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Item Due Info: You can use the fields in this group box in conjunction with the fields in the Due
Date/Days group box. If you want charges from a previous term to be due sooner, you can use these
fields to establish a separate due date for charges in a specific term. The system assigns the due date in
the Due Date/Days group box to any charges falling outside that term.
Term: Select the specific term with the charges to which you want to assign a due date
Due Date: Enter the specific due date you want to assign to charges without a due date in the term
specified
Due Days: Enter the number of days that the system adds to the invoice date to determine a due date
Note: The due date and due days field are mutually exclusive. If you enter a value in both fields, the
system will keep only the most recently added value after you refresh the page.
Bill Term: Select the term or terms for which you want to generate bills
From Term and To: If you enter one term in the bill term field, enter the term(s) for which you want to
bill
Invoice Layout: Enter the invoice layout to print invoices
Output format: Set this to Other Bill(SQR)
Aid Term From and To: Set the range of terms to print anticipated financial aid detail on the invoices
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Address Usage: Select the address usage the system uses to select the addresses printed on the bill
Output File Directory: leave this blank
Address not required: Select to print invoices even if the process finds no address
DO NOT click on Generate Invoice
Save your billing request and a billing request ID will display at the top.
This is now your billing request number that you will use to generate and print invoices.
3. Generate invoices
Student Financials > Bill Customers > Student Bills > Generate Invoice.
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Enter your business unit and billing request number, information from your billing request will populate
onto the page. Click Run
Click OK
4. Print Invoices
Student Financials > Bill Customers > Student Bills > Print Invoices
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You can choose to print invoice by billing request number, one customer ID, invoice date or invoice
range
You also have the option to override your billing request layout settings.
Note: This page does not Save your settings
Click Run
Select the following settings to generate a PDF for which you can print to your printer.
Select the following settings to write a file to the Sophie server for Ebills to be loaded to TouchNet.
Output destination:
\\sophie.cnd.nodak.edu\home\touchnet\eBill\und01\und0104292014.txt
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Note: Enter your campus in the highlighted areas. There can be no spaces in the file name. Make sure
to put some sort of date in the filename, so we know which date the file is from. Also, if you are running
more than one file of statements a day, make sure to put an a, b, c, etc. after each file. A file with the
same name will overwrite the previous file on Sophie. You will need to change the file name each time
you run this process.
Once the process has run, a text file will go out to Sophie. After you’ve run the process, you’ll need to
submit a help ticket stating that your ebills need to be loaded. Campus Solutions will then load your
ebills in TouchNet. Once the ebills are loaded, students will receive an email that they have a balance
due on Campus Connection.
5. Run the NDU process to remove service indicators
NDU Applications > NDU Student Financials > Process > NDU Remove SF Service Ind
Institution: Enter your institution
Term: Enter the term for which you want the indicator removed
Department: Enter the department to be associated with the service indicator, most likely your
business office department
Service indicator Cd: Enter SF6, your no bill service indicator
Service Ind Reason Code: Enter ENRL
Click Save, Click Run
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Click OK
6. Repeat steps 2-4 to bill enrolled students
Note: You can only bill a student once per day with the same transactions, if the student has new
charges on the same day, you can bill him/her again that day and the new charges will be picked up.
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Organization Bills
To produce bills for org accounts, you also need to create a billing request ID, generate the invoices, and
print the invoices. The steps are the same as the student billing process. The navigation to those links
are below.