ar354: advanced billing welcome to ar354: advanced billing

AR354: Advanced Billing

Welcome to 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


Name, Agency Name

What is your Billing Role(s) at your agency?

Favorite pastime.

Getting to know you….


Training Materials Overview


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


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


Used to present the flow of either business processes or

information within SMART

Business Process Flows


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


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


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)


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


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


Questions


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


Lesson 1


Lesson Objectives


Define advanced billing terms

Explain the end-to-end Billing process

Explain advanced Billing roles


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


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


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.


Lesson 2


Lesson Objectives


Process Invoices


Attach a bill to a consolidated bill

Finalize and print consolidated invoices

Review the load of pending items into Accounts Receivable


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


We will now complete a UPK simulation:Researching Invoiced Bill Lines


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


We will now complete a UPK simulation:Researching Invoiced Bills


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


Processing and Printing Consolidated Bills


We will now complete a UPK simulation:Processing and Printing

Consolidated Bills


We will now complete Activity 1 in your Activity Guide


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.


Lesson Review

In this lesson, you have learned to:


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


Lesson 3


Lesson Objectives


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


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


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


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


Closing the Day


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!!


Questions


Evaluation

Please fill out the evaluation for today’s instructor led training session!

http://www.surveymonkey.com/s/SMARTtrainingAR354


Thanks for coming and participating

today!

ar354: advanced billing welcome to ar354: advanced billing

Documents