Welcome

1. Welcome Billing: Refresher Training Key Points

2. Agenda What’s Changed? Key Points to Emphasize Frequently Asked Questions Key UPK Topics Exercises SFS Billing Path and Learning Resources

3. What’s Changed – BI210 Key Updates (1 of 3)

4. What’s Changed – BI210 Key Updates (2 of 3)

5. What’s Changed – BI210 Key Updates (3 of 3)

6. What’s Changed – BI305 Key Updates (1 of 3)

7. What’s Changed – BI305 Key Updates (2 of 3)

8. What’s Changed – BI305 Key Updates (3 of 3)

9. Key Points to Emphasize – BI210 • A “bill” is a record of money owed for goods or services. In SFS, there are different types of bills: • Standard bill – a bill that is created by manual, online entry in SFS using the Standard Billing pages • Express bill – a bill that is created using the Express Billing pages in SFS; usually for bills with many lines, or used to add or clone existing bill lines in bulk • Interface bill – a bill that is created by interfacing data from an agency system to SFS • Online bill entry is the manual method of entering bill header and line information into SFS. • Bill headers contain the information that applies to the entire invoice. • Bill line information applies to the specific items that are being billed.

10. Key Points to Emphasize – BI210 The Accounts Receivable item accounting is assigned at the bill header level. The General Ledger revenue accounting is assigned at the bill line level. When a bill is created in SFS, the default bill status is “NEW”. An invoice can only be generated from a bill after all of the necessary header and line information is entered and the bill status is “RDY” (“Ready”). After creating a bill, agencies can generate invoices that can be distributed to customers, using the Single Action Invoice Process. Pro Forma invoices may be generated before a bill is in the “RDY” status, to allow the invoice to be previewed. Any information can be changed at the header or line level for a bill that is not in “RDY” status. If a bill has been invoiced, adjustment pages may be used to make updates. Bulk load billing data may be reviewed prior to interfacing the information into SFS Billing. Also, changes may be made in SFS if errors occur.

11. Key Points to Emphasize – BI305 • Interagency billing is the automated process of one agency billing another agency without issuing a check for payment. When this activity occurs, accounting entries must be made that reflect activity for the Business Units involved. The Interagency billing process generates transactions in SFS Billing, Accounts Payable, and Accounts Receivable. There are only two special steps required in SFS Billing: • Select an interunit customer when creating the bill header • Run the Generate AP Vouchers process • Recurring billing is used to reproduce bills that occur on a regular basis on a schedule. • Installment billing is used to invoice customers in segments. • Express billing is a feature in SFS that enables the quick entry of bills online. However, before this can be used, the express bill template must be set up.

12. Key Points to Emphasize – BI305 • Advanced discounts and surcharges using levels can be specified for a bill or bill line using the Discount/Surcharge page. Basic entry of discounts and surcharges is an alternative method of entering this information. • SFS calculates the discount and surcharge amounts when using the advanced method; however, the discount and surcharge information is not displayed in detail on the invoice. • If the basic method is used to enter the discount or surcharge, the user must manually calculate and enter the amount, however the discount and surcharge information will display in detail on the bill as individual bill lines. • From a manager perspective, taking advantage of the SFS features such as express billing, charge codes, installments, and recurring bills, can make the billing process more efficient and lessens the chance for data entry errors.

13. Frequently Asked Questions The FAQ’s from Train-the-Trainer sessions are located under ‘Resources for Trainers’: http://www.sfs.ny.gov/training/trainerMaterialsLibrary.htm

14. Key UPK Topics – BI210 • Entering a bill • Copying a bill • Entering an express bill • Adjustments • Crediting an entire bill • Crediting an entire bill and rebill • Running the single action invoice process • Working with the Billing Interface lesson (applicable only to bulkload agencies)

15. Key UPK Topics – BI305 Entering Inter/Intra-agency bills Creating a recurring bill template and defining a schedule Entering an installment bill Building an installment bill schedule

16. Exercises The following exercises should be performed during Refresher Training: Navigation Refresher Associating a bill to a revenue contract Crediting and rebilling an invoice, adding a Non-Sufficient Fund charge Creating an Interagency bill

17. SFS Billing Learning Path and Resources SFS AR and Billing Refresher Training Structure

18. SFS Billing Learning Path and Resources Location of Training Materials and Class Preparation Aids

19. Conclusion Thank you for your participation!

20. Learning Exercise 10 min Note: • Please refer to your exercise sheet handouts which contain the data you need to complete this activity. • The job aid can be used to assist you. Navigation Refresher You have been asked to find information about two invoices. You must search for the invoices and review bill header and line information.

21. Learning Exercise 30 min Note: • Please refer to your exercise sheet handouts which contain the data you need to complete this activity. • The job aid can be used to assist you. Associating a bill to a revenue contract You have been asked to create a bill that needs to be associated with a revenue contract. You must create the bill, associate the revenue contract, invoice the bill, and view the customer item information in Accounts Receivable.

22. Learning Exercise 30 min Note: • Please refer to your exercise sheet handouts which contain the data you need to complete this activity. • The job aid can be used to assist you. Credit and rebill an invoice; add a Non-Sufficient Fund (NSF) charge You have been asked to credit and rebill an invoice. A customer recently paid a bill, but the check did not clear at the bank. You must credit the invoice and create a rebill bill, and add a second line to the rebill bill to include a NSF charge.

23. Learning Exercise 30 min Note: • Please refer to your exercise sheet handouts which contain the data you need to complete this activity. • The job aid can be used to assist you. Entering an Interagency bill Your agency recently provided parking services for the Office for Technology. You need to create an interagency bill to invoice the OFT agency. You must create the Interagency bill. You also want to preview the invoice by creating a Pro Forma invoice.