*Please refer to the Admin procedures for further information regarding Submitter assignment **Always go to Opus to get the most current documentation

Variable Billing System – “Submitter” Role Application

A Submitter is a role within the Variable Billing System (VBS tool) that is the responsibility of the field/site representative to enter accurate billing transactions. A Submitter will be assigned by Area Services Management. Each Managed Services site location will have at least one dedicated Submitter. Once a Submitter assignment is established by Area Services Management, the Submitter list is then provided to the VBS Admin to complete site set up within the VBS tool. Only a VBS Admin will have VBS tool access to enter updates or site assignments. A Submitter will only have access to accounts to which they are assigned. A Submitter will only be able to view and submit transactions for those accounts.

It is a Submitter’s responsibility for capturing all variable billing transaction at the site; ensuring that the billing transactions are accurate and complete according to the language, terms and conditions of the fully executed (Ricoh & Customer signatures) agreement(s).

1. Variable items include, but are not limited to: a. Overtime b. Additional Labor c. Postage d. Supplies e. Mileage f. Bindery g. For additional examples of variable items, please refer to the reference guide

Submitters are also to verify that the billing transactions data entered abides by the fully executed (Ricoh & Customer Signatures) agreements. Billing transactions are input monthly, throughout the cycle period. Count items, such as copy center clicks, are to be entered within the last 5 days of the current cycle period.

Any negative billing transactions input into the VBS tool are required to follow the company O-15 policy. Please reference the O-15 Policy located in OPUS.* Attached OPUS document dated April 1, 2015. Ensure following current policy as updated in OPUS.

https://rworld.ricoh-usa.com/community/customer_administration/opus

O-15 Approval Limits - Accounts Rec effect

As a Submitter, it is the responsibility to maintain and review the Inbox to ensure all billing transactions are submitted for approval. The Inbox screen displays any Saved or Rejected billing transactions that are outstanding for the selected Project Number.

Any billing transactions not submitted for approval within the cycle period will not be billed. All billable lines must be submitted and approved within the last 5 days of the current cycle period. If billing transactions are not submitted during the cycle period, those charges will not be invoiced within Oracle R12 until the following cycle period.

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Approvals/Escalations The following are the different statuses within the VBS tool related to submitter role. All billing

transactions are set for line level approval.

Saved – This will be the default status when users add billing transactions in the VBS tool through the New Transaction screen. Users who are logged into the VBS tool have the ability, through the Inbox screen, to edit Saved billing transactions.

Approved – Once the VBS Approver approves the billing transaction details, the billable line will move to this status. The line with this status will be visible only from Approver screen. This billing transaction will be editable for the Approver from the Inbox screen.

Rejected – This status indicates the Approver rejects the billing transaction details from approve transaction screen. The status with this billing transaction will be visible only in a Submitter’s Inbox screen.

Submitted – This status indicates when a billing transaction was submitted by Submitter and sent to Approver for approval.

Total Transactions – this indicates a count of all billing transactions per project.

Reports The Report Section allows a Submitter to run a report for all billing transactions submitted solely by

a Submitter, by Project Number, for a specified time frame or status. These reports should be used to audit accounts.

Reports screen – This screen is available for all users (roles: Submitter, Approver, Admin) to generate reports

o A Submitter has visibility only to the billing transaction details of the Project Number that is assigned and based on user logged in VBS tool.

Submitters have the ability to download the billing transaction based on different parameters:

Status, Project Number, Transaction Date, and Approved By. The selection and defaulting values in these fields will be based on job role of the user who logged in VBS tool. The output file will default as “.csv” file and may be saved as an “.xls” file.

Project Number Field - a Submitter can only download the billing transaction data for the project numbers that they are assigned. The Project Number assignment is determined by Area Service Management and loaded into VBS tool via the mapping table.

Status – Identifier for Saved and Rejected billing transactions.

Transaction Date – The date in which the billing transaction occurred may be a different date than the date entered into the VBS tool.

Submitted By – a Submitter can only download data which they submitted. Username of a Submitter should default based on login.

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Contents

Variable Billing System - Submitter Application ........................................................................................ 1

Submitter Procedures – Accessing the Variable Billing System ................................................................. 4

Submitter Procedures – Entering Variable Transactions ........................................................................... 8

Submitter Procedures – Entering Count ................................................................................................. 14

Submitter Procedures – Submitting Saved Transactions ......................................................................... 16

Submitter Procedures – Validating, Submitting and Deleting Rejected Transactions .............................. 18

Submitter Procedures – Reporting and Attachment Retrieval ................................................................ 21

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Submitter Procedures – Accessing the Variable Billing System

1. Log into Oracle, select the RAC Variable Billing System responsibility.

2. Once the Responsibility is selected, you will be directed to the VBS Tool a. If logging in from outside the Ricoh network, please follow the multi-authentication

process

Azure Multi-Factor Authentication_Apr30

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3. In the Inbox screen, select “All”

4. The All button from the home screen will permit a Submitter to see all billing transactions either saved or rejected in any given time frame and only per the Project Number selected.

5. Select the desired Project Number to view previously Saved or Rejected billing transactions.

a. The only billing transactions that have been saved or submitted by a current user logged in as Submitter will be visible.

b. All other billing transactions relevant to the Project Number, but submitted by other Submitters, will not be visible.

a.

b.

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6. Once the Project Number is selected, verify the project name is correct. a. If not correct, contact your Integrated Account Manager (IAM) and/or Contract Billing

Specialist.

7. The current cycle period is reflected under the project name section

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8. Each of the colored boxes reflects the status of all billing transactions entered in the VBS tool by a Submitter.

9. Clicking on the colored boxes will generate a report for that status, providing all the billable information entered by a Submitter

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Submitter Procedures – Entering Variable Transactions

1. The New Transaction screen

a. Main Category must be selected first, then the Sub Category and then Transaction Code. b. No future date can be selected in the date transaction field c. The Physical Location can be changed by hitting the “x”, placing your cursor in the box and hitting the

space bar until the list of Physical addresses appears. d. The Department, cost center and PO number are all optional fields however; they must be filled out if

the invoicing options were selected for those views. e. When inputting the Qty/ Hours, ensure that a (-) negative sign is put in this field if a credit is being

done. Please reference the Submitter Process for the O-15 Policy to ensure proper approvals. f. Margin % can be adjusted from the defaulted 30%. g. Invoice Comments are to be input for any notes that need to be printed on the Customer Invoice. h. Comments to the Approver and Internal notes, are for internal use only and will not be displayed on

the Customer Invoice.

a.

b.

c.d.

e.

f.g.

h. i.

d.

J.

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i. To add an attachment, select the “Browse” button, locate your file and hit “open” This will take you back to the transactions screen, and then select “Upload.” You can add up to 3 attachments per transaction.

j. Select “Save” when inputting transactions throughout the month to view at a later date. To Submit transactions into the Approver’s queue, select “Submit.”

2. To enter a billing transaction, from Inbox screen select “New Transaction” tab.

3. Once the New Transaction window appears, ensure that you select the appropriate Project Number from the drop down box.

4. When adding a transaction, start at the “Main Category Item” and go from left to right and

down.

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a. Before “Sub Category Item” is selected, you must first click the “Main Category Item” and select from drop down then continue to the Transaction Code.

b. In Order to select another address from the Physical Location section i. Click the “x” in the corner ii. Place your cursor in the Physical Location box and hit the space bar

iii. A list of addresses will then be available to select for the transactions iv. To select appropriate address from drop down by click on address

c. Department Code, Cost Center and/or PO are customer provided data fields and maybe customer invoicing requirement.

i. The required data fields will be identified by a red asterisk such as *

d. When entering the quantity and cost, please note that the Margin will be defaulted to 30%. Adjust Margin as dictated by the contract and/or by your IAM.

i. type over the 30 with the appropriate Margin percentage

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e. If a Vendor Invoice number is available, enter invoice number or reference into required Vendor Invoice cell. The billing transactions will be rejected if Vendor Invoice # field is not used properly. This is MANDATORY for:

i. All supply purchase that are billed back to the client ii. All BIS and/or Overflow work produced offsite

iii. All other purchases billed back to the client as contractually required

f. If an Invoice Comment will be provided by two sources: customer or Contract Billing Specialist, enter the text into the Invoice Comment section.

i. Specific rules dictate when Invoice Comments will print on the Oracle R12 invoice.

ii. The Contract Billing Specialist will be able to assist with Invoice Comments process

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g. The “Comment to Approver” field will only be viewed by the Approver. Comments to Approver will NOT print on the invoice.

i. Comment to Approver is a communication tool to provide additional information to the Approver as it relates to the specific billable line.

h. Internal Notes may be used to track internal Ricoh information such as job name, vendor information, or other project specific information.

i. Attachments may be required if the following billing types are submitted:

i. Customer executed Overtime Authorization forms ii. Credit approval by OA, ADO, FOM, RDO, etc…

iii. Vendor invoices passed through to the client for billing iv. BIS invoices for overflow/offsite work v. Non-contracted rate approvals – ie. fees not otherwise mentioned in the

contract, including 3rd party non-contracted supplies vi. Any other back up as required by the Contract Billing Specialist

j. To attach a file, select the browse button, choose a file from user computer, then select Upload

i. Up to 3 separate files can be uploaded per billing transaction ii. If more files are required, the system will accept a compressed file as a single

upload k. Once a New Transaction entry is

complete, a Submitter may choose to “Save” the billing transaction for a later date’s submission, “Cancel”,

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or “Submit” the billing transaction for approval.

l. Once a New Transaction has been Saved or Submitted, the following notification will be shown

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Submitter Procedures – Entering Count

Summary: Count is the method for billing copy center machines which are not invoiced by meter, but rather by job. Count is also the method for billing Mileage, hourly labor, and all other count labeled billing transactions which are pre-loaded into the VBS tool.

The section for entering the count will be enabled 5 days before the end of the cycle period of the corresponding fixed contract.

A Submitter may enter count only once during each cycle period. Once billing transactions have been submitted, the count function will be grayed out for that cycle period.

The count should be entered at individual line level, as pre-determined in the VBS tool. i.e. Serial level (BW/COLOR/TOTAL counters), Mileage per vehicle.

Enter count will be AS A TOTAL USAGE – DO NOT calculate overages. Oracle and the invoicing module will account for allowanced items.

1. Select the Count Details tab, and choose the Project Number in which to enter count

a. The Count Details tab will not be visible until 5 days prior to the end of the cycle period

2. Identify the Serial/Item Category, enter TOTAL count for each line item under the Count header

a. Fractions and/or decimals are not allowed in the Count module – Enter whole numbers only

b. If Count entry cannot be completed at one time entry maybe saved by selecting Save Button but all lines must have entry prior to cycle end date.

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c. Once all Count lines are entered select Submit. i. An error message will indicate if any lines are missing data entry. Zero Count

must reflect zero digit ii. Successfully Submitted note will be present once Count has moved to invoicing

queue d. Once Count has been successfully submitted, cells will no longer be available for editing e. Submitted Count billing transaction move straight to Invoicing and is NOT REVIEWED BY

AN APPROVER. For this reason, it is imperative the Count is 100% accurate prior to submission

f. If a Count is entered incorrectly, a Credit and Rebill of the Oracle R12 invoice will be required

g. If a Submitter is unsure of the Count entered, please reach out to the local Contract Billing Specialist for guidance

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Submitter Procedures – Submitting Saved Transactions

1. Review and submit Saved transactions and/or reconcile all Rejected transactions prior to the end of the cycle date

1. Select Saved items from the Filter by Status drop down noted below, or identify which transactions are Saved by finding the Blue status indicator

a. Review all Saved items, then select toggle buttons for each billable line to be submitted for Approval, and click Submit

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b. The following Pop-Up window will appear. Select “OK” if ready to submit for Approval

c. Once transactions are submitted for Approval, the following note will appear on the Submitter Inbox screen

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Submitter Procedures – Validating, Submitting and Deleting Rejected Transactions Summary: Rejected Transactions are transactions submitted for approval, but which the Approver has rejected and returned to the Submitter for further information and/or clarification

2. To find Rejected Transactions, select “Rejected” from the Filter by Status drop down menu, or identify which transactions are rejected by finding the Red status indicator

3. Select the eye icon under the View header, to review the transactions and the Approver’s rejection comments

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4. Settle the Rejection Comment as described by the Contract Billing Specialist and then add comments within the Comments to Approver field where appropriate

5. Once action and comments are completed, resubmit the transaction for Approval

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6. To delete a rejected transaction, select the toggle for the transaction to be deleted, then select the delete button on the bottom of the screen.

7. The following Pop-Up will appear. If ready to delete the transaction, select “OK” a. Once a transaction is deleted, it cannot be retrieved. b. If the transaction was deleted in error, a new transaction will need to be entered for the

billable item.

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Submitter Procedures – Reporting and Attachment Retrieval

Summary: A Submitter may run reports for specific Project Numbers or by status. The reporting can be for a specific time frame, or for all billing transactions submitted for that Project Number and limited by the logged in Submitter. A Submitter will only be able to view report detail for billing transactions in which they have submitted.

1. Select the Reports Tab

2. Enter Project Number, select the Status in which the report should present a. Add additional criteria as needed

3. Select “Generate Reports” button

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4. A CSV file will open to reveal the report matching the criteria selected. a. The report will ONLY reflect the billable items entered by the logged in Submitter

b. There are 23 columns on this report which are defined below:

Project Number Project number of the account to which the billable line belongs Transaction Code EDP code chosen for the billable line Oracle Contract Number R12 Contract Number assigned to the billable line and project Transaction Status Saved, Submitted, Approved, Rejected, Submitted for Oracle R12, Invoiced Attachment Number of attachments associated with billable line Quantity Number of billed items associated to billable line Cost Cost of billable line Margin % uplift passed to the client Revenue (Quantity*Cost)+Margin=Revenue Submitted By Field representative who submitted the billable line for approval Submitter Internal Notes Notes entered by Field representative Vendor Invoice Number Added to billable line by Field representative Approved By First Initial and last name of Approver Approver Internal Notes Notes entered by Approver Rejected By First Initial and last name of Approver who rejected the billable line Rejection Comments Notes entered by Approver who rejected the billable line Transaction Date Date billable line occurred - entered by Field Representative Entered Date Date submitter entered the billable line into the VBS tool Submitted Date Date submitted for approval Approved Date Date approved by approver Rejected Date Date rejected by approver Oracle Submission Date Date submitted to Oracle for invoicing Oracle Invoice Number Invoice # generated by Oracle which represents the billable line

5. To view archived attachments, select the Project Number, then select the “Show Attachments” button

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6. Double click on the Attachment link to view the uploaded attachment