Creating A Bill & Generating An Invoice

Accounts Receivable

Organizer(s): David Guerra, Training Coordinator

Updated: 01/13/2020

IMPORTANT• Record All Invoice Numbers You Create

• Especially, those invoices you plan to use as recurring (see COPY SINGLE BILL)

• REMEMBER:• Revenue that is received by an outside customer for a service needs to be

recorded with an invoice.

• Please communicate to your customers; they have the option to pay by WIRE TRANSFER along with all other payment options.

• If your customer is interested in paying by Wire Transfer• The UTRGV Employee will email either treasury@utrgv.edu or

accountsreceivable@utrgv.edu and ask for a copy of the “WIRING INSTUCTIONS”. • The UTRGV Employee will email the “Wiring Instructions” to the customer.• Ensure that Customer REFERENCES the INVOICE # when payment is sent.

Navigation• Log in to PeopleSoft 9.2

• Fluid Tile: - Program Mgmt, Billing & AR - Billing - My Billing Invoices - Express Billing

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NavBar: Navigator > Financial > Billing > Maintain Bills > Express Billing

Enter A Bill• Express Bill Entry screen

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Add A New Value tab• Click Add a New Value tab• Enter

• Business Unit: UTRNS• Invoice: NEXT (defaults)

• Bill Type Identifier: (use the lookup icon if necessary)

• select from pop-up (i.e., D31)• Bill Source: ONL

• It will ALWAYS be ONL• Customer ID* (use lookup icon if necessary)

• select from pop-up (i.e., Rio Grande Regional Hosp)

• Invoice Date: (enter current date)• Accounting Date: (enter current date)

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* = see “WHAT IF” page at the end of this document

Enter A Bill

• Click Add button

• Billing General Page displays

• Review Content

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Enter A Bill

• Review Content• Address Info (Attention To* (contact person), Location*)

7* = see “WHAT IF” page at the end of this document

Enter A Bill

• Review Content ***DO NOT MAKE ANY CHANGES HERE***• Payment Information (REVIEW ONLY)

8* = see “WHAT IF” page at the end of this document

Enter A Bill

• Review Content ***DO NOT MAKE ANY CHANGES HERE***• Header Detail (modify ONLY if necessary)

9* = see “WHAT IF” page at the end of this document

Data Entry

• ENTER TRANSACTION INFO• Ensure you have appropriate number of Bill Lines

• If you need to add additional lines please use Lines To Add option• Using the Lines To Add + or – you can add addition bill lines (think line items)

• Default amount is 5• Adjust amount accordingly• Please note: + will ADD an

ADDITIONAL amount of lines tothe already existing amount

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Data Entry

• ENTER TRANSACTION INFO• Enter appropriate content into Bill Lines Section:

• in the Charge Details tab ONLY• Table: (use the lookup icon if necessary & select from list of values): typically use “ID”• Identifier: (use the lookup icon & select from list of values) (i.e., REV_RGV_DES31)

• Refer to BILL TYPE & IDENTIFIERS sheet for more info (see page 12)• Description: Add your unique information

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This reference document can be found in the Blackboard > UTRGV PeopleSoft Academy > Accounts Receivable & Billing > Training Documents > Training Resources folder

Bill Types & Identifiers

Bill Type DescriptionBill

SourcePeople Soft

Fund

Oracle Funding Source

People Soft Cost Center /

ProjectOracle Project # Identifier Description PS Account

Oracle Object Code Comments

D31 Designated Fund - 3100 ONL 3100 D1000 31XXXXXX 21XXXXXXX REV_RGV_DES31 Sales -Other 42306 43199 ** Need to enter Department, Cost Center & Function manually

D31 Designated Fund - 3100 ONL 3100 D1000 31XXXXXX 21XXXXXXX REV_RGV_DES31_CONT 42211 43005 ** Need to enter Department, Cost Center & Function manuallyD31 Designated Fund - 3100 ONL 3100 D1000 31XXXXXX 21XXXXXXX REV_RGV_DES31_PROG Program Fee 42209 43035 ** Need to enter Department, Cost Center & Function manually

D31 Designated Fund - 3100 ONL 3100 D1000 31XXXXXX 21XXXXXXX No IdentifierAll other Designated Rev Accounts Other Revenue ** Need to enter Department, Cost Center, Function & Account manually

D32 Designated Fund - 3200 ONL 3200 D2000 32XXXXXX 22XXXXXXX No Identifier ** Need to enter Department, Cost Center, Function & Account manually

AUX Auxiliary Fund ONL 4100 A3000 41XXXXXX 33XXXXXXX REV_RGV_AUX_SALES Sales -Other 42306 43899 ** Need to enter Department, Cost Center & Function manually

AUX Auxiliary Fund ONL No IdentifierAll other Auxiliary Rev Accounts

Other Rev -Auxiliary ** Need to enter Department, Cost Center, Function & Account manually

RES Restricted Fund ONL 5300 R4000 53XXXXXXXX 44XXXXXXX REV_RGV_GIFTS Gift Income 45100 44165 ** Need to enter Department, Cost Center & Function manually

RES Restricted Fund ONL 5400 R5000 54XXXXXXXX 45XXXXXXX REV_RGV_OTHERS Other Revenue Restricted 44451 44060 ** Need to enter Department, Cost Center & Function manually

RES Restricted Fund ONL 5400 R5000 54XXXXXXXX 45XXXXXXX NS_MISC_REV Other Revenue Restricted 44451 44060 ** Need to enter Department, Cost Center & Function manually

MSCMiscellaneous (All other types of revenue) ONL Need to enter all account detail manually

CNVConversion Invoices - Open Invoices converted from Oracle CNV These are invoices that were converted from Oracle

*** Note: Function should always be 999 updated 09/07/18

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Data Entry

• ENTER TRANSACTION INFO• Continue entering appropriate content into Bill Lines Section:

• in the Charge Details tab (continued)• Quantity: ###• UOM: (defaults to UNT but can be changed)• Unit Price: (enter known price)• Gross Extended: (skip as PeopleSoft will Auto-Sum)• scroll to the right (if necessary) until you see REVENUE ACCOUNT

• Click on the number link that appears below the words REVENUE ACCOUNT (i.e., 42306)

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Data Entry

REVENUE ACCOUNT (link)• ACCOUNTING DISTRIBUTIONS tab opens

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Data Entry

• Review Content on top of screen• Click on downward pointing

triangle next toAR DISTRIBUTION section

• The section will collapse.• There is no need for

data entry in that section

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Data Entry

• Scroll Down Until you see • REVENUE DISTRIBUTION section

• BI CREATES GL ACCT ENTRIES• Revenue

• Acctg Information

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Data Entry

• Acctg Information tab Enter your Department & Cost Center codes

• Account, Fund, Function field are pre-populated

• Please note, as you are working in this section the CODE content (first entry box) may disappear. If it does disappear, there is no need to re-enter the information. The application will continue to function.

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Data Entry

• REMAINING STRINGScorresponding to particular bill type (funding sources)

• Dept: enter if known or look up (i.e., 420450 or )• Cost Center: enter if known or look up (i.e., 31000211)

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Data Entry

• IF you are distributing the revenue to more than one Department or Cost Center then use the to add additional lines for the revenue distribution.

• Apply the respective Department and Cost Center information, as well as Account, Fund, and Function (999)

• ADDITIONALLY, use horizontal scroll to the right to ensure that distribution Percentage = 100.00% and Amount = Total invoice amount

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Data Entry

• To Add Notes to a Bill• Scroll down & Locate

‘Navigation’ section

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Data Entry

• To Add Notes to a Bill• Scroll down • Next to ‘Navigation’, click in box• Select HEADER - NOTE or

LINE-NOTE from drop down

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Data Entry

• To Add Notes to a Bill• Enter “NOTE TEXT” (in the box).

If necessary, click the + icon on the upper right.

• Repeat process for the other “Note” areas in the Navigation drop down

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Data Entry

• Click Save button

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Data Entry

• The invoice number is now generated at the top of the screen replacing the word NEXT.

• Click BILLING GENERAL tab

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Data Entry

• Hover your mouse over the paper icon with the $ sign on it

• To the right of Pretax Amt $$$.¢¢ USD

• Click PRO FORMA icon• To generate a sample of the invoice so

you can review and if necessary changes can be made.

• NOTE: This is the only time you have tomake edits. Once Invoice has been generated no edits can be made

• If the processing wheel stops and nothing happens check your Pop-Up Blocker

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Data Entry

• PRO FORMA appears in NEW browser tab

• Review content• If corrections need to be made

• Close current Pro Forma tab• Return to Express Billing tab• Make Your Adds, Deletions, or

Adjustments• Click SAVE button• You can click on Pro Forma icon to

create a new Pro Forma to review

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Data Entry

• Return to Billing General tab• If Bill is ready to be invoiced

• In Bill Status • Click Look Up icon• Change Bill Status

• from NEW to RDY (Ready to Invoice)

• Click Save button

(Ensure you have copied/save the invoice number for next step)

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STOPCopy/Save the invoice number for next step

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Navigation• At the top & to the right of the Pro Forma icon is the INVOICE icon

• Click on the Invoice Icon• You will see the follow message pop-up, read it & click OK.

• DO NOT CLICK ON THE INVOICE ICON MORE THAN ONE TIME!29

Navigation• Now, click on the Single Action Invoice link on the far left side

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Single Action Invoice

ONE TIME ACTION ONLY:• Click Add A New Value tab• Enter Control ID (create or find

existing)• SINGLE_ACTION_INVOICE

• Click Add button

***IF YOU HAVE PREVIOUSLY DONE THIS STEP PLEASE GO TO NEXT PAGE***

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Single Action Invoice

• Click on Find an Existing Value tab

• Click on Search button

• In Search Results click on SINGLE_ACTION_INVOICE

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Single Action Invoice

• Click on Process Monitor link ONLY• Do NOT click on anything else

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Data Processing

• Select PROCESS NAME• Press Refresh button (as necessary)• In Process List section notice when

• Run Status = SUCCESS • Distribution Status = POSTED

Distribution Status must say POSTED before proceeding. Press Refresh button if necessary

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Data Processing

• Notice VIEW PROCESS REQUEST FOR page appears displayingRun Status = Success & Distribution Status = Posted

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]

Data Processing

• Click Go back to Single Action Invoicelink

• Click on REPORT MANAGER link

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Data Processing

• Click on Administration tab

• Click on INVOICE link in description field:• BI_PRNXPN01 – BI_PRNXPN01.pdf

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Viewing Invoice

• INVOICE will appear in NEW browser window or tab of your browser

REMINDER: Please ENSURE POP-UPS are ENABLED for thisserver.

This will make viewing the INVOICE or other DOCUMENTSin PDF easier during training and practical use of thismodule.

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This Process Is Now Complete

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What If

• A Customer ID is not present?• Contact Name or Location is missing or needs to be updated?

• An invoice needs to be canceled?

Contact Mariana.Guerra@UTRGV.edu regarding your issue and provide as much detail as possible. Note: you cannot proceed until you have received a message from Mariana Guerra stating it is OK to proceed.

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Contact us at:• Training Coordinator: David.Guerra@utrgv.edu• Accounts Receivable: AccountsReceivable@utrgv.edu

Accounts Receivable

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