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April 13, 2015
t can be foun
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UBC Faculty of Medicine
FMS Billing Training Guide Page 1 of 84
TableofContentsPart 1: Overview of PeopleSoft Billing .......................................................................................................... 4
1.1 PeopleSoft Billing Default Hierarchy ................................................................................................... 4
1.2 Key Terms ............................................................................................................................................ 4
Part 2: Overview of Billing Screens ............................................................................................................... 5
2.1 Bill Header ........................................................................................................................................... 5
2.2 Bill Line ................................................................................................................................................ 5
2.3 Accounting Revenue Distribution ....................................................................................................... 5
Part 3: Creating a new bill ............................................................................................................................. 6
3.1 Entering a Regular one‐time New Standard Bill ................................................................................. 6
3.1.1 Add a New Value .......................................................................................................................... 6
3.1.2 Bill Entry home page and navigation options .............................................................................. 7
3.1.3 What is Page Series? .................................................................................................................... 7
3.1.4 USD Currency ............................................................................................................................... 8
3.1.5 Header‐ Info 1 page ..................................................................................................................... 9
3.1.6 Address Info page ...................................................................................................................... 10
3.1.7 Header‐Note page ...................................................................................................................... 11
3.1.8 Standard Notes .......................................................................................................................... 12
3.1.9 Internal Only Notes .................................................................................................................... 12
3.1.10 Header‐Misc Info page ............................................................................................................. 13
3.1.11 Line‐ Info 1 page ....................................................................................................................... 14
3.1.12 Line‐ Note page ........................................................................................................................ 15
3.1.13 Acctg‐ Rev Distribution page .................................................................................................... 16
3.1.14 Finalizing Invoice ...................................................................................................................... 17
3.2 Generating Recurring invoices .......................................................................................................... 18
3.2.1 When to set up a Recurring Invoice template ........................................................................... 18
3.2.2 Recurring Invoices Process ......................................................................................................... 18
3.2.3 Creating a Recurring Invoice Template ...................................................................................... 19
3.2.4 Creating a recurring bill schedule .............................................................................................. 20
3.2.5 View/Change the generated bill ................................................................................................ 22
UBC Faculty of Medicine
FMS Billing Training Guide Page 2 of 84
Part 4: Generating Installment Invoices.................................................................................................. 23
4.1 Creating an Installment Bill Template ........................................................................................... 23
4.2 Creating an Installment Bill Schedule ........................................................................................... 24
4.3 View/Change generated bill .......................................................................................................... 28
Part 5: Printing a Pro Forma Invoice ...................................................................................................... 29
5.1 Add a New Value ........................................................................................................................... 29
5.2 Pro Forma page ............................................................................................................................. 30
5.3 Process Scheduler Request page .................................................................................................. 31
5.4 Check/Click Process Monitor ........................................................................................................ 32
5.5 Process List page ........................................................................................................................... 32
5.6 Process Detail ................................................................................................................................ 33
5.7 View Log/ Trace ............................................................................................................................. 33
5.8 Select PDF file ................................................................................................................................ 33
Part 6: Finalizing invoices ........................................................................................................................ 34
Part 7: Reprinting an invoice ................................................................................................................... 35
7.1 Add a New Value ........................................................................................................................... 35
7.2 Select Invoice(s) to reprint ............................................................................................................ 35
7.3 Process Scheduler Request ........................................................................................................... 36
7.4 Select the Process Name ............................................................................................................... 37
7.5 Select Process Detail ..................................................................................................................... 37
7.6 Select the Action ........................................................................................................................... 37
Part 8: Generating an invoice register report ......................................................................................... 38
8.1 Add a New Value ........................................................................................................................... 38
8.2 Define parameters ........................................................................................................................ 38
8.3 Process Scheduler Request Page .................................................................................................. 39
8.4 Process List .................................................................................................................................... 40
Part 9: Adjusting Invoices ............................................................................................................................ 41
9.1 Creating a Credit Invoice ................................................................................................................... 41
Example #1: Incorrect invoice amount ............................................................................................... 41
Example #2: Adjust one bill line .......................................................................................................... 44
Example #3: Incorrectly charged GST ................................................................................................. 49
9.2 Viewing Adjustment History ............................................................................................................. 55
UBC Faculty of Medicine
FMS Billing Training Guide Page 3 of 84
9.3 Matching Process .............................................................................................................................. 57
9.3.1 Create Worksheet – Example #1 offsetting a credit bill with the original bill ........................... 60
9.3.2 Post the Worksheet batch ......................................................................................................... 62
9.3.3 Create Worksheet – Example #2 Offsetting a credit and rebill after a payment was posted ... 64
Part 10: Write‐off a small over/underpayment .......................................................................................... 65
Example #1: Customer short pays an invoice by <$50 ........................................................................... 65
10.1 Recording a short/over payment: ............................................................................................... 65
10.2 Create Worksheet to remove amount from A/R ........................................................................ 66
10.3 Review/Change Accounting Entries ............................................................................................ 70
10.4 Post Worksheet ........................................................................................................................... 71
10.5 JV the write‐off to the initiating Department/PG ....................................................................... 72
Example #2 – Customer overpays by <$50 ............................................................................................. 72
Part 11: Credit on Customer Account ......................................................................................................... 73
Appendix A: SpeedChart for A/R PGs .......................................................................................................... 74
Appendix B: Customer Request Form ......................................................................................................... 75
Appendix C: Requesting a new Item Identifier ........................................................................................... 76
Appendix D: System Process Overview ....................................................................................................... 77
7:00am Aging Process ............................................................................................................................. 77
2:00pm – Invoice batches processed ...................................................................................................... 77
4:30pm – A/R Update ............................................................................................................................. 78
7:30pm – General Ledger accounting entries created in A/R ................................................................. 78
10:00pm – Post to General Ledger ......................................................................................................... 78
Appendix E: Charging GST (VAT) manually ................................................................................................. 79
Follow these steps if your item is not in the list: ................................................................................ 79
Further Details and screenshots for VAT Info pages .......................................................................... 80
How to change the VAT manually on a bill: ........................................................................................ 82
Appendix F: Entering a Historical Bill .......................................................................................................... 83
Add a New Value ..................................................................................................................................... 83
Enter the Bill Header – Info ..................................................................................................................... 84
UBC Faculty of Medicine
FMS Billing Training Guide Page 4 of 85
Part1:OverviewofPeopleSoftBilling
1.1PeopleSoftBillingDefaultHierarchyA value defined at a lower level in the hierarchy overrides a value that is defined at a higher level in
hierarchy. Business units are on top of a hierarchy that facilitates both invoice entry and receivables
processing. Invoices sit at the bottom of the hierarchy; therefore, you are able to override all defaults
set at higher levels.
Figure: PeopleSoft Billing Hierarchy vs. PeopleSoft Payables Control Hierarchy
1.2KeyTermsBusiness Unit Controls processing default options
Bill Type Represents categories of billing activities that are grouped on a particular bill.
There are two Bill Types:
1. HIS: Historical Bill‐ used only for entering outstanding invoices as of March 31,
2015 and invoice date will be April 1, 2015. See Appendix F.
2. REG: Regular Bill
Bill Source Identifies the source of the information and defines the description and defaults
connected to those sources in the bill source pages.
For example, Cluster 1 has two Billing Specialists‐ Main and Backup. When a specialist
enters, he/she will select his/her role either Main or Backup. In the following day,
processed invoices will be emailed to the person defined in the Bill Source. Another
example is that Cluster 5 has two Billing Specialists‐ one is responsible for the
department of Paeds and the other is responsible for non‐Paeds.
Billing Bus Unit
Bill Type
Bill Source
Customer
Invoice
AP Business Unit
Origin
Control Group
Vendor
Voucher
UBC Faculty of Medicine
FMS Billing Training Guide Page 5 of 85
Customer The customer is the entity who is responsible for paying the invoice.
Contact The person to whom the invoice is addressed to.
Invoice the User creates a bill, which becomes the invoice once processed.
Part2:OverviewofBillingScreens
2.1BillHeaderThe bill header info applies to the entire invoice. It is the first page you will complete. See Step 3.1.5 for
details. This page will include:
Customer and Contact information
Currency
Payment Terms
Type of bill
Source of billing area
One bill header per invoice.
2.2BillLineBill line data contains a particular line of a bill. If you are entering the bill, you must specify all the line
data on these pages. See Step 3.1.11 for details. Bill line data includes:
Item codes and descriptions(what product is being sold)
Price and Quantity
VAT(after processing)
Line notes(a separate page)
2.3AccountingRevenueDistributionThis page is to identify which speedchart and account code will be used for each Bill line created above
to create the accounting journal entries in the General Ledger. You must have at least one Bill Line
Distribution for each bill line. You can split a bill line into multiple Bill Line Distributions. See Step 3.1.13
for details.
FMS Billin
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page to enter
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ltiple notes p
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stributionpies to go to A
the SpeedCh
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or each line. T
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in the correc
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lines must ag
on the invoic
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Page 16
are optional.
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plit an amoun
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ce you enter o
m the previou
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u want to spli
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or select a Sp
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eing added as
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then print th
approved to
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bill Line to go t
it it 50/50, typ
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atch email sh
to multiple sp
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a line and en
m the list you
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ation.
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ortly thereaft
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nter another s
u will notice t
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if it is prior to
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Page 17
by using the
Amount will
ombination:
egory Code th
m – this is du
can run the
. See Part 5.
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UBC Faculty of Medicine
FMS Billing Training Guide Page 18 of 85
Generate
Recurring Bills
Recurring Bill
Schedule
Billing Entry
Establish Schedule
Billing Cycle
Establishes bill frequency
Recurring Bill Parameters
Used as Template (Freq: Recurring)
Sets time range for generating recurring bills
*This time is approximate and depends on the batch schedule. The batches need to be spaced out so
your cluster could be somewhat later than 2:00pm.
3.2 Generating Recurring invoices
3.2.1 When to set up a Recurring Invoice template
Generate recurring bills to avoid data re-entry for billing activity such as rental invoices. If you have
regular invoicing (i.e. monthly, quarterly, etc.) in the same amount for the same customer, same bill
lines etc. then you can create a Recurring Invoice Template. Once you have set it up, the recurring
invoices will automatically be generated according to the schedule. If it continues next fiscal year, you
would have to set it up again each year.
3.2.2 Recurring Invoices Process
FMS Billin
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use it to g
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hat will bill ea
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urringInvobles you to re
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ll create a rec
e Cycle ID from
th the bill ent
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iceTemplateproduce bills
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oices.
ndard Billing,
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UBC Fa
he line:
aculty of Med
Page 47
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FMS Billin
You may w
will not sh
Once you
Click Save
ng Training Gu
wish to enter
how on the p
are satisfied
e.
uide
r an internal n
rinted bill. Cli
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note on the in
ick Save.
anges, Go to
nvoice such as
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s below. If yo
o 1 and chang
UBC Fa
ou select Inter
ge the invoice
aculty of Med
Page 48
rnal Only Flag
e status to RD
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The rebill
Customer
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credit and
Go to Bill
As in the p
the bill yo
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numbers.
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bill and it
other mod
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BOOKS_N
ng Training Gu
will process a
r.
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d rebill.
ing > Mainta
previous exam
ou want to ad
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hing process(s
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dification.
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mples, enter y
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ment Action w
ts will show t
o make a note
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we want to ch
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hange, so we
w window. Th
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that charged
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are selecting F
& Rebill. Selec
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he bills. The C
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will click the
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case, we need
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ck Save:
will be assigne
edit and the r
be a reversa
ce right away
xt to it, which
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we should hav
aculty of Med
Page 49
nd to the
d to perform
ing search, se
ed new invoic
rebill number
al of the origin
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h will open th
on the Line ‐
ve used the
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we can correc
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o review the
tly rebook th
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revenue acco
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to note the Q
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Qty and Unit P
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UBC Fa
Price. Also, we
so that when
aculty of Med
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e will need to
n we make th
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adding a n
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ng Training Gu
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them again as
delete the BO
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UBC Fa
s we will be d
OOKS_TAX line
hat we noted
aculty of Med
Page 51
deleting a line
e by clicking o
earlier:
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on
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Since we
Navigatio
Enter the
If there ar
Click Save
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the bill sta
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peat this proc
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select Heade
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bution. You ca
cess for the di
ore page befo
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aculty of Med
Page 52
an use the
ifferent bill lin
ore we can ch
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hange
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On the He
ng Training Gu
eader – Info 2
uide
2 tab, click on
the VAT Infoormation hypeerlink:
UBC Faaculty of Med
Page 53
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page:
Click on th
Now we c
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processed
it as Matc
ng Training Gu
ll Header VAT
he Go Back to
can change th
batch of invo
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o Bill Header
he status of th
ice processin
:00pm and th
al bill to the c
n page, click th
hyperlink and
he bill to RDY
g will now be
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and save.
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at 4:30pm the
ocedure (See
UBC Fa
efaults at the
nfo 1 tab.
l bill. Once th
en you must o
Section C)
aculty of Med
Page 54
e bottom of th
he batch has b
offset (PS ref
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been proc
9.2ViewAfter you
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6. Revie
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e billing trans
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wingAdjuadjust a bill,
the changes
up the credit
w the history
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page to view t
ing ‐> Review
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ustmentHiyou can:
and rebill inv
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ry details of a
the adjustme
wing Billing In
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ty does not sh
istory
voice number
nt for any inv
adjustment lin
nt history of
nformation ‐>
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how in Receiv
rs if you forgo
voice
nes for a part
any invoices:
> Adjustment
oice field, the
vables until af
ot to write the
ticular bill.
t History
en click Search
UBC Fa
fter the daily
em down
h
aculty of Med
Page 55
A/R update h
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has
FMS Billin
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INV Type
Use this p
Go to Bill
Use this p
Go to Bill
tab:
ng Training Gu
nt History wi
identifies the
page to review
ing ‐> Review
page to review
ing ‐> Review
uide
ll be shown (s
e original bill (
w a summary
w Billing Infor
w details for e
w Billing Infor
see screensho
(REG), the cre
of all the adj
rmation ‐> Re
each bill line,
rmation‐ > Re
ot):
edit (ACR) and
ustments tha
eview Line Hi
including all
eview Line Hi
d the rebill (A
at are made t
story
adjustments
story ‐> Selec
UBC Fa
ARB).
o a particular
that are mad
ct the Adjust
aculty of Med
Page 56
r bill line:
de to that line
tment Line Hi
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istory
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9.3MatFollowing
refers to t
and the cr
It will also
especially
You
matching
credit and
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In our exa
Enter Set
ng Training Gu
tchingProg a credit and
this as Match
redit invoice
o make the pa
y if they are fo
u should have
process to en
d rebill proces
ook at a custo
counts Receiv
ample, we wil
ID (ARBI), bu
uide
ocessrebill, a custo
) the credit to
will continue
ayment proce
or the same a
e the custome
nsure you are
ss, you can al
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ll be looking a
usiness unit, a
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to show on t
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amount!
er ID # and th
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so look it up
nt (Optional)
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at customer 0
and customer
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invoice. If th
the Customer
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e original inv
he correct inv
in the Custom
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ts > Custome
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r ID, and then
to be maintai
his step is not
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voices. If you d
mer Account:
count Overvie
r Information
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n click Search:
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ined to offset
done both th
s and also on
t to the wron
e credit # on
did not make
ew componen
n > Account O
stal Health.
:
aculty of Med
Page 57
t (PeopleSoft
he original inv
n the Aging Re
ng invoice in e
hand prior to
e a note in the
nt.
Overview.
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error
o the
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business u
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ng Training Gu
u must ensure
unit in the Un
h will build a
uide
e you select A
nit list.
page that loo
ARBI as the Se
oks like the fo
etID. The defa
ollowing:
ault is UBC, bu
UBC Fa
ut you will no
aculty of Med
Page 58
ot see your
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From this
As shown
rebill was
rebill num
with the s
This
Customer
Type ARB
Select a d
ng Training Gu
page, we can
here, we can
the same tot
mbers so you
second line cr
s screen only
r Information
BI for SetID, y
ate range the
uide
n click on the
n see an invoi
tal dollar amo
match the co
redit. The thir
shows invoic
>Payments.
our Business
en click Searc
Balance to d
ice, a credit, a
ount which is
orrect ones. In
rd line is our n
ce and credit a
Unit and Cus
h:
rill down to t
and another i
why it is reco
n this example
new rebill.
activity. To se
stomer ID.
the details:
invoice. In the
ommended to
e, we will be
ee payments,
UBC Fa
e credit and r
o make a not
offsetting the
, go to Accou
aculty of Med
Page 59
rebill example
te of the cred
e first line inv
nts Receivabl
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it and
voice
le>
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9.3.1CreTo match
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Click on th
On the W
workshee
Enter the
Click Build
ng Training Gu
eateWorkshthe credit an
counts Receiv
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orksheet Sele
et. Select Cust
Customer ID
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vable > Recei
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tomer Items a
and the Busi
ple#1offsel:
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you need to e
as the Custom
ness Unit, ch
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tenance > Ma
orksheet Busi
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mer Criteria.
eck the Acco
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aintenance W
iness Unit an
ation that will
unting Date i
UBC Fa
theoriginal
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d click Add:
l be used to b
s what you w
aculty of Med
Page 60
bill
Create Work
build your
want,
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ksheet
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After the
all open it
In this exa
credit was
ng Training Gu
worksheet bu
tems for the c
ample, we wa
s done during
uide
uilds, you wil
customer tha
ant to offset a
g a credit and
l be taken to
at we entered
an invoice ite
d rebill so the
the Workshe
d on the Work
m with a cred
credit will of
eet Applicatio
ksheet Select
dit item. They
ffset the origi
UBC Fa
on page. The i
ion page.
y are both $1
nal invoice.
aculty of Med
Page 61
tem list will h
1,000 as the
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have
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magnifyin
Note – th
Select the
Check the
Click Save
Now, click
9.3.2PosIn the mid
ng Training Gu
to select the
ng glass next t
ere is no reas
e 2 lines that w
e Balance at t
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k on the Work
sttheWorksddle box calle
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to the field an
son code nee
we are offset
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ksheet Action
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nd select Mat
ded for the M
tting by check
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n link near the
tion, Select B
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king the check
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atch Standard
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k box as show
st = Crs and th
the screen.
d as your Pos
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we are offsett
rd Match in t
wn here:
he net amoun
sting Action a
aculty of Med
Page 62
ting. Click on t
he field:
nt number = z
and click OK:
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zero.
FMS Billin
This offse
Once the
and look a
After the
We can ch
ng Training Gu
tting workshe
A/R update h
at the results
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hange the Sta
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has processed
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date, here is s
atus from Ope
osted with the
d the batch at
shown the rem
en to Closed,
e next Receiv
t 4:30pm, you
maining open
then click Se
vables Update
u can return t
n item for this
earch to see th
UBC Fa
e batch job.
to the Accoun
s customer ac
he 2 items th
aculty of Med
Page 63
nt Overview p
ccount:
at we offset:
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FMS Billin
9.3.3CrepostedPayment
the accou
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Following
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ng Training Gu
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unt after the p
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to follow the
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structions as
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but selecting
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mple #2 to po
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ustment. The
e Line 3. The c
3 items:
the credit an
ost.
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llafterapay
e short payme
credit(#34) an
nd rebill.
aculty of Med
Page 64
ymentwas
ent amount le
nd rebill(#35)
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was
FMS Billin
Part10There ma
(<$50). Th
by the A/R
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process a
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Th
10.1RecThe Cash
The amou
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the amou
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Go to the
will now p
ng Training Gu
0:Write‐oy be a situati
he effort it wo
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et. Conversely
g a cheque o
s it is done th
le#1:Cust
he invoice am
he customer
he amount re
cordingashoReceipts pers
unt populated
outstanding w
u must type in
nt of the che
n amount in t
Pay Amt field
post.
uide
offasmalon where a c
ould take to t
r you can sim
y, they may o
r even a cred
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tomersho
mount for FOM
pays $490.00
emaining is $1
ort/overpason will post t
d in the Pay A
which is $500
n the actual p
que and also
the Remainin
d and type in
lover/unustomer inad
try and collec
mply “write –o
overpay an inv
it note. This p
nd not in Billi
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M1‐15‐0012 i
0 with cheque
10.00
ayment:the short pay
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payment in th
the amount
g field shown
490.00. Noti
nderpaymdvertently sho
t that small a
off” the amou
voice by a sm
process is eas
ng.
ninvoiceb
s $500.00
e # 56789
yment.
e you select t
e Reference I
entered in th
n above‐ the p
ce the Remai
mentort pays an in
amount would
unt using the
mall amount a
sier and faste
by<$50
he Item ID wi
Information S
he Payment A
payment will
ining Amount
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nvoice by a sm
d not be wort
Receivables M
nd it would n
er than the cre
ill be the tota
Section Pay A
Amount Sectio
l not post.
t is now 0.00
aculty of Med
Page 65
mall amount
th it. If appro
Maintenance
not be worth
edit and rebil
al amount
Amt field whic
on Amount fie
and the paym
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ved
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ll
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eld. If
ment
FMS Billin
Continue
The cash
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Workshee
Enter you
ng Training Gu
to the Action
receipt perso
10.00 and pro
g Specialist ca
ateWorkshcounts Receiv
et ‐ >Add a N
r business nu
uide
n tab and click
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ovide the Cus
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ew Value
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k Batch Stand
ify the Billing
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dard to post.
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aining amoun
fromA/Rtenance ‐ > M
en click ADD.
A/R Coordin
date of payme
t by following
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UBC Fa
ator that an i
ent and amou
g the next ste
Worksheet ‐
aculty of Med
Page 66
invoice was s
unt.
eps:
> Create
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Select Cus
Select the
date:
ng Training Gu
stomer Items
e Customer an
uide
s from the Cus
nd the Busine
stomer Criter
ess Unit and t
ria drop down
the Accountin
n menu:
ng Date if you
UBC Fa
u want it othe
aculty of Med
Page 67
er than today’
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’s
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Now you
item outs
processed
the amou
Tick the b
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still a Deb
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can click the
tanding. Sinc
d yet (It happ
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box to select t
search icon u
bit amount in
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top of the scre
box next to t
e the Paymen
ens overnigh
ere would be
the row:
nder Type an
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een, the work
he Item Balan
nt entry done
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d select WOD
were an over
ksheet ID has
nce that you w
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re invoice am
remaining.
D (Write‐off a
rpayment you
s just been as
wish to adjus
ipts person to
mount shows
a Debit). It is a
u would selec
UBC Fa
ssigned.
st. In this case
oday that bat
here. If it we
a debit in this
ct Write‐off a
aculty of Med
Page 68
e there is only
tch has not be
re the next da
s case as ther
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ay,
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determine
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just delet
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attemptin
they will n
ng Training Gu
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u must ensure
es the accoun
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e that row by
row to make
e
only write off
ng to write off
need to conta
uide
n under Reas
e you select th
nt and PG wh
ou want to wr
y clicking on t
the entry add
the amount i
f an amount t
act IT to adjus
son and select
he correct Bu
ere the write
rite‐off, in this
he – button t
d to $500 as it
f it is <$50.00
that is less th
st your securi
t your busine
usiness Unit in
e‐off is allocat
s example it i
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t does not ta
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ity settings fo
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ted to.
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or Receivables
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he system cre
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unt a paymen
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ntact your A/
s Maintenanc
aculty of Med
Page 69
t is what
eates a new r
to help you b
t today for
d you are
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ce.
dicine
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row
by
or as
FMS Billin
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10.3RevBefore yo
default w
PG.
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ng Training Gu
re able to Sav
view/Changeou post, you h
ill put the wr
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ve successfull
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A/R PG. We w
ay take a few
on Worksheet
eview and Cha
want the writ
w seconds to p
t Action
ange the Acco
te‐off to go to
process.
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ounting Entri
o the initiatin
aculty of Med
Page 70
ies. The syste
ng departmen
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lso click on th
the Fund/De
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ecting Batch S
emoved from
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m A/R (once th
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uch as 46962
department t
he Action, the
he process ha
UBC Fa
enter the sp
have to re‐ty
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aculty of Med
Page 71
eedchart. Thi
pe the accou
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overnight)
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Page 72
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Page 73
invoice after t
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FMS Billin
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Page 75
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UBC Faculty of Medicine
FMS Billing Training Guide Page 76 of 84
AppendixC:RequestinganewItemIdentifierIf you would like to have your item added to the list*, please send a request to the A/R coordinator and
they will forward it to IT/Revenue Accounting who will need to make the change in the system.
Include in your request:
1. Item Code
2. Item Description
3. Sales Category
4. Account Code
5. Tax applicability
*Please note if may take several weeks to have your item loaded in the system as it must be done by
someone outside of the Faculty of Medicine(Revenue Accounting or Central Finance IT). The process
may be that they only make changes once per month.
UBC Faculty of Medicine
FMS Billing Training Guide Page 77 of 84
AppendixD:SystemProcessOverview
Business Processes
Change StatusPreprocess & Finalization
Print Invoices
Load GL
Prepare Accounting Entries for Journal Generatorto accept
Load AR
Create Pending Items in Accounts Receivable
Currency Conversion
Prepare all invoiced transactions for the
Load GL and Load AR
Receivable Update
Post Invoices and Credit Notes in AR
Business Process
Record payments and match to AR Items
Business Process
Maintain Accounts Receivable Items
Business Process
Credit, Collections, Inquiries and Reporting
Business Processes
Create New Invoices / Credit Notes
(Online) Pre-Load Process
Prepare for inheritance, combo edits and interunit
7:00amAgingProcessThe Aging process will run daily at 7am.This process puts the invoices into the various buckets (i.e. 30
days, 60 days etc.) therefore, the Aging Report will be up to date each morning for review and analysis.
2:00pm–InvoicebatchesprocessedInvoices are processed in batches at or around 2:00pm each business day. (May be staggered somewhat
to prevent parallel processing issues as there are 5 FOM business units and 12 sources/batches).
All invoices with Status = READY will be processed at this time. An email will be sent to the billing
specialist and the A/R Coordinator that are assigned to that business unit processing role. (To be added
to that role, please contact the Security Administrator for FOM which at the time of this document is
David Harrison)
Continues….
UBC Faculty of Medicine
FMS Billing Training Guide Page 78 of 84
4:30pm–A/RUpdateInvoices and payments saved and posted will be processed at end of business day. Any invoicing and
payment batches posted successfully will now be reflected in the A/R system. The Aging Report and
Customer accounts will now reflect all activity of the day.
7:30pm–GeneralLedgeraccountingentriescreatedinA/RThe entries resulting from the A/R activity for the day will be created at 7:30pm.
10:00pm–PosttoGeneralLedgerThe entries resulting from the A/R activity for the day will be posted to the General Ledger (G/L) at
10:00pm. i.e. the revenue will now show in the departments ledgers in nQuery.
FMS Billin
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The accou
not show
then remi
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have to go
select the
calculated
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processed
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uide
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tments ledge
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tifier code th
ill is processe
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the Receiver
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ther with VAT
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te the Line ‐ V
You will get m
orrectly until t
aculty of Med
Page 79
(Value Added
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PG). The GST
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that you neve
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many errors a
the invoice is
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ax applicabili
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the bill. (The
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t.
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UBC Fa
code does no
on page. If y
‐Other) you c
ou can run the
aculty of Med
Page 80
ot show on th
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can either typ
e Proforma
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he
hange
pe in
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Click Get V
VAT Deta
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ng Training Gu
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ollected.
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Taxable Applic
hows an Exem
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mpt
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MUST be BI_
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Page 81
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FMS Billin
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than BI_G
result in a
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wing is not re
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t select Taxab
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a CRA audit.
nt to change
ot notice any
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the descriptio
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he VAT Code
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cessed. This i
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lyonabill:
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set All VAT D
he invoice, i.e
s not recomm
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above steps
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etails section
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de and UBC’s
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r an item you
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the VAT Code
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tions section
se refer to th
an existing Ite
UBC Fa
milar item Id
u would select
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will be incorre
shown below
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aculty of Med
Page 82
dentifier inste
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Page 83
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aculty of Med
Page 84
ment prepare
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