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AR354: Advanced Billing
Welcome to AR354:
Advanced Billing
AR354: Advanced Billing
Please set cell phones and pagers to silent
Refrain from side discussions. We all want to hear what you have to say!
Feel free to ask questions. If your question will be covered later in the class, we will note it to discuss later. If your question is off-topic, please enter it on an index card so we can get an answer back to you.
Two breaks and a one hour lunch are planned
Bathrooms / Snacks
First Things First
AR354: Advanced Billing
Name, Agency Name
What is your Billing Role(s) at your agency?
Favorite pastime.
Getting to know you….
AR354: Advanced Billing
Training Materials Overview
AR354: Advanced Billing
Produced in Microsoft Word
Contains key concepts, processes, and task information
required to complete a user’s role in SMART
Process flows and screenshots of the SMART system are
included
This is a great reference to use after training!
Participant Guide
AR354: Advanced Billing
Used to help the Trainer facilitate the course materials
Produced in Microsoft PowerPoint
Contains key content and graphics
Generally used at the beginning or end of each Lesson
Concept Slides
AR354: Advanced Billing
Used to present the flow of either business processes or
information within SMART
Business Process Flows
AR354: Advanced Billing
Produced in Microsoft Word
Contains a scenario for each activity completed in the training
database
Provides data that you must enter for the exercise
Organized by classrooms and users
Take note of the user ID assigned to you
Activity Guide
AR354: Advanced Billing
Demonstration – instructor only (hands off)
Walkthrough – instructor leads and participants complete
exercise with instructor (hands on)
Exercise – Participants complete on their own
Challenge – Participants complete on their own
Activity Types
AR354: Advanced Billing
An online help tool that contains user procedures for completing
tasks in SMART
Used in training to perform a simulation of a SMART task or to
be used during an activity as a help guide
UPKs are also available after training on the SMART Training
website
UPKs are simulated to have the look and feel of SMART, but do
not impact the production environment. It is a safe way to
practice tasks that you perform in SMART.
User Productivity Kits (UPKs)
AR354: Advanced Billing
A short document that contains key concepts or steps involved
in a course
Can be content or system related
Available for all participants to use during training
Used after training for quick reference from the Training Portion
of the SMART website
Referenced as often as possible during training to indicate the
“handiness” of the material
Job Aids
AR354: Advanced Billing
Are conducted using the SurveyMonkey tool
Please complete a course evaluations for each new course that
you attend
Trainers also complete a course evaluation at the end of each
class
Course Evaluations
AR354: Advanced Billing
Questions
AR354: Advanced Billing
Course Objectives
After completing this lesson, you will be able to:
Define key Billing terms, processes, roles
Finalize and Print Bills
Create and Print Consolidated Bills
Maintain Bills
AR354: Advanced Billing
Lesson 1
AR354: Advanced Billing
Lesson Objectives
After completing this lesson, you will be able to:
Define advanced billing terms
Explain the end-to-end Billing process
Explain advanced Billing roles
AR354: Advanced Billing
Key Terms
Non-Consolidated – Individual bills or invoices to customers
Consolidated – You may have customers who want to receive multiple
invoices grouped together, or consolidated, for ease in processing. With
SMART Billing, you can consolidate billing by customers. To consolidate
bills, you:
Create a consolidated bill header
Attach individual bills to the consolidated bill header
AR354: Advanced Billing
End-to-End Billing Process
From other SMART
modulesReceive bill data
Create bills
Validate and review bills
(create updates if necessary)
Finalize bills and print invoices
Adjust invoices
Invoices loaded into Accounts
Receivable and General Ledger
Yes
Create and enter customers and
contacts
No
Do errors exist?
Invoices sent to customer
AR354: Advanced Billing
Billing Roles
The following roles are involved in the Advance Billing process
Role DescriptionBilling Administrator This role is responsible for setting bills to
"ready" status and running the process to finalize invoices, as needed. This role also maintains agency-configured values in the Billing module.
Billing Processor This role is responsible for creating new standard invoices and Pro Formas, copy single or groups of bills, reprint and review invoices, setting up and modifying installment schedules, creating new consolidated invoices, and printing invoices.
Central BI Configurator This role is responsible for maintaining centrally controlled BI configuration values such as Remit To Addresses and Billing Sources.
AR354: Advanced Billing
Lesson 2
AR354: Advanced Billing
Lesson Objectives
After completing this lesson, you will be able to:
Process Invoices
Create a consolidated bill header
Attach a bill to a consolidated bill
Finalize and print consolidated invoices
Review the load of pending items into Accounts Receivable
AR354: Advanced Billing
Process Invoices You create invoices from the bills in the billing system There are a number of actions that you must perform to generate invoices.
Enter all necessary header and line information Change the status of the bill to RDY (Ready). Finalize the bill Print one or more copies or create an invoice, and send it to the customer.
The Finalize and Print multi-process job runs the following process: Preprocess and Finalization: Runs the actual bill finalization process, which
produces an invoice Finalization changes the bill status from RDY to INV (Invoiced) for consolidated bills Once the invoice status is INV, you can load the invoice information into tables for
subsequent processing by Accounts Receivable or General Ledger
AR354: Advanced Billing
We will now complete a UPK simulation:Researching Invoiced Bill Lines
AR354: Advanced Billing
Researching Bills Overview
SMART Billing enables you to search for bills by specifying criteria
You can search for a single bill, a group of bills, a single bill line, or a
group of bill lines
You can also use the Bill Search and Bill Line Search pages to search
for any bill or bill lines, regardless of status
With these pages, you can only view bill and bill line information
AR354: Advanced Billing
We will now complete a UPK simulation:Researching Invoiced Bills
AR354: Advanced Billing
Processing and Printing Consolidated Bills A consolidated bill groups individual bills for ONE customer into a single bill. Consolidated bills can be sent to different locations, if required. A consolidated bill consists of the consolidated bill header and attached bills.
The consolidated bill header acts as the “glue” for the attached bills You can pre-process, finalize, and print consolidated invoices Consolidated bills can be finalized and invoices printed after the bill status is
changed to RDY The Consolidated Finalize and Print process performs the following actions:
Pre-processes and finalizes the specified consolidated bills Prints portrait formatted invoices Prepares invoice information to move to Accounts Receivable
It is best practice to return to the Address page to verify the address information is
correct
AR354: Advanced Billing
Processing and Printing Consolidated Bills
AR354: Advanced Billing
We will now complete a UPK simulation:Processing and Printing
Consolidated Bills
AR354: Advanced Billing
We will now complete Activity 1 in your Activity Guide
AR354: Advanced Billing
Review Accounts Receivable Load
An automatic (batch) process loads invoice information into AR pending
items after invoices have been generated, or after the bills are in INV
status.
There is no user action required.
Verification of a successful load of pending items into AR is
necessary.
AR354: Advanced Billing
We will now complete Activity 2 in your Activity Guide
AR354: Advanced Billing
Lesson Review
In this lesson, you have learned to:
Create a consolidated bill header
Attach a bill to a consolidated bill
Process Invoices
Research Bills and Bill lines
Finalize and print consolidated invoices
Review the load of pending items into Accounts Receivable
AR354: Advanced Billing
We will now complete Activity 3 in your Activity Guide
AR354: Advanced Billing
Lesson 3
AR354: Advanced Billing
Lesson Objectives
After completing this lesson, you will be able to:
Credit a bill and create a rebill
Credit a bill line and apply to an existing bill
Credit a bill line reversal and rebill
Credit a net bill line adjustment
AR354: Advanced Billing
Key Concepts
When adjusting bills you can
Associate new entry types, reasons, and distribution codes within the bills
Calculate new totals
You can adjust a bill header or line only once
Rebill – You may need to credit an entire bill and rebill. For example, you
discover a shipment was sent to the wrong customer
Bill Line Reversal – You may need to adjust bill lines after invoices are
generated. For example, if a customer returns items shipped on an order or if
the original bill line has incorrect information, you can adjust the bill line
Net Bill Line Adjustment – This is used to create an adjustment for a
particular bill line.
Example: a customer has been overcharged for an item
AR354: Advanced Billing
Key Concepts cont’d
To adjust bills and bill lines, SMART provides the Adjust Bills function.
Use this function when you must make invoice changes.
You can credit entire bills and rebill with one action, or select only certain
lines to rebill.
You can also add lines of activity and rebill, associate new entry types and
reasons with the bills, associate new distribution codes, and calculate new
totals
Once the new bill has been created, you can then make the necessary
corrections
You can adjust any bill in the system except consolidated bill headers
However, if the bill originated from an external source, you can initiate
the adjustment directly from Billing
AR354: Advanced Billing
We will now complete Activity 4 in your Activity Guide
AR354: Advanced Billing
We will now complete Activity 5 in your Activity Guide
AR354: Advanced Billing
We will now complete Activity 6 in your Activity Guide
AR354: Advanced Billing
We will now complete Activity 7 in your Activity Guide
AR354: Advanced Billing
We will now complete Activity 8 in your Activity Guide
AR354: Advanced Billing
We will now complete Activity 9 in your Activity Guide
AR354: Advanced Billing
Lesson Review
In this lesson you learned:
How to credit a bill and create a rebill
How to credit an entire bill and rebill
How to credit a bill line and apply it to an existing bill
How to create a bill line reversal and rebill
How to create a net bill line adjustment
AR354: Advanced Billing
Closing the Day
AR354: Advanced Billing
Use the following resources
SMART Training Website http://da.ks.gov/smart/training.html
SMART Training Team Contact us at [email protected]
SMART materials Review, Review, Review your SMART materials after
training!!
AR354: Advanced Billing
Questions
AR354: Advanced Billing
Evaluation
Please fill out the evaluation for today’s instructor led training session!
http://www.surveymonkey.com/s/SMARTtrainingAR354
AR354: Advanced Billing
Thanks for coming and participating
today!