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Introduction to the Session

Introduction to the Session. 3.2.1. Introduction to the Session. Session Objectives Understand the Range Billing Process Use FTA to: Set up Rates & Fees Prepare Range Tenure Billing Instructions Generate the Pre-Billing Report Approve & Process Billing Complete Post Billing Tasks. 3.2.2.

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Introduction to the Session

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  1. Introduction to the Session 3.2.1

  2. Introduction to the Session • Session Objectives • Understand the Range Billing Process • Use FTA to: • Set up Rates & Fees • Prepare Range Tenure Billing Instructions • Generate the Pre-Billing Report • Approve & Process Billing • Complete Post Billing Tasks 3.2.2

  3. Introduction to the Session • Session Pre-requisites: • An Orientation to MoF Business Applications • Module 1.1 Overview of FTA/ESF • Module 3.1 Range Tenure Management If you have NOT completed the pre-requisite training requirements, you may find sections of this training confusing 3.2.3

  4. Introduction to the Session 3.2.4

  5. Introduction to the Session • Online Classroom Basics • Eliminate distractions • Time is allowed for Q & A • Use “Raise Hand” function for questions • Keep text chat to a minimum • Only 1 person can speak at a time • Technical Support Contact: • david.he@tmnewmedia.com • 250-475-0808 3.2.5

  6. Introduction to the Session • FTA Website: • http://gww.for.gov.bc.ca/his/fta/ • Contains: • Communication • Training • Links to FTA Application 3.2.6

  7. Introduction to the Session • Participant Guide = On the Job Resource • Contains: • Additional topic details • Additional information • Step by step summaries • Download: • MoFR Online Classroom • http://www.learningestore.com/bcmof • Link via FTA Website • QRC also available for future reference 3.2.7

  8. Introduction to the Session • Topic Wrap-Up • Use On-Line Help first before calling Help Desk • Useful initial resource to answer questions 3.2.8

  9. Topic #1: • Understanding the Range Billing Process

  10. Topic #1: Understanding the Range Billing Process • Topic Objectives • Understand: • What Range Billing is • The steps to take to complete the billing process • The parties involved in the billing process 3.2.9

  11. Topic #1: Understanding the Range Billing Process • Range Billing = Billing for use of Crown Land • Billing is based on Range Tenure • Range Tenures are issued at the District • District is responsible for ensuring billing process is fulfilled • District & Headquarters work together • FTA allows billing process to be completed electronically 3.2.10

  12. Topic #1: Understanding the Range Billing Process • Range Billing Steps 3.2.11

  13. Topic #1: Understanding the Range Billing Process • Topic Wrap-Up • Both District and Headquarters Staff have responsibilities for Range Billing • During today’s session you will learn about the 5 steps involved in the billing process 3.2.12

  14. Topic #2 • Setting-Up Rates & Fees

  15. Topic #2: Setting-Up Rates & Fees • Understand How To Set Up Rates & Fees Topic Objectives 3.2.13

  16. Topic #2: Setting-Up Rates & Fees • Setting up Rates & Fees = Range Headquarters Task • Entered in FTA Annually • FTA699-Rates and Fees Maintenance page • Usage (AUM) Rates are calculated based on the price of beef • Issuance Fees are prescribed in Section 13 of the Range Regulation • District users do NOT have access to this function in FTA 3.2.14

  17. Topic #2: Setting-Up Rates & Fees • Topic Wrap-Up • Setting up rates & fees is completed once per year • Responsibility = Headquarters Staff • Knowing the rates & fees in advance will make this task efficient in FTA 3.2.15

  18. Topic #3: • Preparing Range Tenure Billing Instructions

  19. Topic #3: Preparing Billing Instructions • Topic Objectives • Learn: • How to preview an invoice • Who prepares Range Tenures for billing • How to prepare Range Tenures for billing 3.2.16

  20. Topic #3: Preparing Billing Instructions • Preview an Invoice • District or Headquarters Staff may preview any invoice in FTA • Use the preview function when you require invoice information prior to submitting the invoice to be billed • Invoices must be sent out December 01 3.2.17

  21. Topic #3: Preparing Billing Instructions • Preparing Range Tenures for Billing • District Staff is responsible for the preparation of Range Tenures for billing • Occurs annually • Set tenure billing instructions • Instructions communicate which invoices are ready for billing • Tenures which do not appear on the list (i.e. are not active) or those which you set to N or C will not be billed 3.2.18

  22. Topic #3: Preparing Billing Instructions 3.2.19

  23. Topic #3: Preparing Billing Instructions • Understanding Batch Billing • Use FTA680-Tenure Billing Instructions page to prepare instructions for one, many, or all tenures in a district • Recommend you prepare instructions for all tenures within a district at the same time • Next few slides provide tips to keep in mind if all tenures within a district cannot be prepared at the same time 3.2.20

  24. Topic #3: Preparing Billing Instructions • Scenario A • Display all tenures for your district • Tenures have never had billing instructions set • Set instructions and click the Prepare button • All tenures will be picked up by the HQ’s Approval Submission upon notification 3.2.21

  25. Topic #3: Preparing Billing Instructions • Scenario B • You have completed Scenario A and realize you have made an error on the instruction for a single tenure • You may modify a single tenure’s billing instruction if you have not notified HQ’s to begin their Approval Submission • Only display the specific tenure (on the FTA680-Tenure Billing Instructions page) when you modify the instruction 3.2.22

  26. Topic #3: Preparing Billing Instructions • Scenario C • You prepare instructions for a batch of tenures, which have no previous instructions prepared, and notify HQ’s to complete the Approval Submission • You wish to set instructions for a second batch of tenures. You must ensure that: • HQ’s has completed their Approval Submission for your original batch of tenures • You notify HQ’s of the second batch awaiting their Approval Submission 3.2.23

  27. Topic #3: Preparing Billing Instructions • Warning • Do not prepare the same billing instruction twice in the same year for the same tenure • For example: • You prepare the billing instruction for a tenure and it has been processed • Do not prepare the same billing instruction for this tenure a second time • The billing instruction will not be picked up by HQ’s upon their Approval Submission the second time • You may change the billing instruction for a tenure after it has been billed 3.2.24

  28. Topic #3: Preparing Billing Instructions • FTA680-Tenure Billing Instructions Page • Set billing instructions • For all invoices for your district • For a single invoice for your district • Modify billing instructions • For a tenure, if you have prepared these instructions but you have not asked HQ’s to approve the tenure billing submission 3.2.25

  29. Topic #3: Preparing Billing Instructions • Topic Wrap-Up • District & Headquarters Staff may both preview an invoice • District Staff set billing instructions • Once instructions are set, do NOT modify data for that tenure • If you modify the data, you must modify the billing instructions • Modifying billing instructions can only be completed if instructions have NOT yet been approved 3.2.26

  30. Topic #4 • Generating the Pre-Billing Report

  31. Topic #4: Generating the Pre-Billing Report • Topic Objectives • Understand: • Who generates the Pre-Billing Report • How to generate the Pre-Billing Report 3.2.27

  32. Topic #4: Generating the Pre-Billing Report • Understanding Responsibilities • District Staff generate Pre-Billing Report • Generate report after tenure billing instructions are set • Verify all tenure billing instructions have been set appropriately 3.2.28

  33. Topic #4: Generating the Pre-Billing Report • Generating the Report • Use the FTA685-Pre-Billing Report Submission page • Report is a PDF file • Ensure you have Adobe Acrobat Reader 3.2.29

  34. Topic #4: Generating the Pre-Billing Report • Topic Wrap Up • District staff generate Pre-Billing Report • Closely examine report for accuracy prior to asking Headquarters Staff to approve billings • A sample of the report is in Appendix A of the Participant Guide 3.2.30

  35. Topic #5: • Approving & Processing Billing

  36. Topic #5: Approving & Processing Billing • Topic Objectives Understand: • Who is responsible for approving Range Billings • How Range Billings are approved • The outcomes of the Range Billing Batch Process including reports 3.2.31

  37. Topic #5: Approving & Processing Billing • Understanding Responsibilities • District Staff are responsible for notifying Headquarters Staff that Range Tenures are ready to be billed • Billing instructions are prepared • Pre-billing Report is generated and verified to be accurate • Revenue Headquarters Staff must approve billing submissions • HQ’s is approving these billings for submission to finance • HQ’s is not examining each individual invoice 3.2.32

  38. Topic #5: Approving & Processing Billing • How are Range Tenures Billing Approved? • Range Tenure Billings are approved on the FTA690-Tenure Approval Submission page • Only users with Headquarter Status will be able to use this page 3.2.33

  39. Topic #5: Approving & Processing Billing • The Billing Timeline 3.2.34

  40. Topic #5: Approving & Processing Billing • Understanding Batch Reports • Two Batch Reports are automatically generated: • Tenure Approval Batch Report • Tenure Approval Batch Summary Report • Reports are available to select individuals only 3.2.35

  41. Topic #5: Approving & Processing Billing • Linking to the General Billing System (GBS) • Invoice data is transferred to GBS • Invoices await posting • GBS is a separate system • Posting of invoices is completed by GBS Staff • Allow 1 business day • Users who have access to GBS may examine invoices • The FTA680-Prepare Range Tenure Billing Instructions page has a GBS button 3.2.36

  42. Topic #5: Approving & Processing Billing • Topic Wrap-Up • District Staff notify Headquarters Staff that billings are ready for approval • No tenure data should be modified • Headquarters Staff approve billings • Billings must successfully pass the Tenure Approval Batch Process • Batch Reports are generated • Invoices are posted to GBS 3.2.37

  43. Topic #6: • Understanding Post Billing Tasks

  44. Topic #6: Understanding Post Billing Tasks • Topic Objectives: Understand: • How to generate the Post Billing Report • When to archive tenures 3.2.38

  45. Topic #6: Understanding Post Billing Tasks • The Post Billing Report • Used by District Staff to verify billings • Generate one day after approval of submission • Verify all billings are accurate • A sample is available in Appendix B of the Participant Guide 3.2.39

  46. Topic #6: Understanding Post Billing Tasks • Archiving Tenures • Districts should archive tenures annually • Expired tenures can be archived • Revisit Module 3.1: Range Tenure Management if your require a refresher on archiving Do NOT archive tenures prior to this point in the Range Billing Process 3.2.40

  47. Topic #6: Understanding Post Billing Tasks • Topic Wrap-Up • District Staff generate the Post Billing Report • Verify all billings are accurate • Generate report one day after approval of the submission has been completed by Headquarters Staff • Do NOT archive tenures until batch processing is complete 3.2.41

  48. Wrap-Up

  49. Wrap-Up • Learning Objectives Achieved • Understand the Range Billing Process • Use FTA to: • Set up Rates & Fees • Prepare Range Tenure Billing Instructions • Generate the Pre-Billing Report • Approve & Process Range Billing • Complete Post Billing Tasks 3.2.42

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