Crediting an entire bill and rebill


Concept

Scenario:

Thomas Dimond, a Billing Preparer from Insurance, received an e-mail from his supervisor instructing him to credit an entire bill and rebill. The bill was invoiced to the incorrect customer. Thomas must locate the bill, credit it, and then rebill it to the correct customer.

 

Disclaimer: The data used in this scenario provides a realistic example and was selected for instructional purposes only. The actual data used in SFS will be driven by the real life transactional requirements of the Agency.


Steps:

  1. From the SFS Home page, navigate to the Adjust Entire Bill page in the Billing module.

     

    Click the Billing link.

    Step 1
  2. NOTE: Sometimes SFS offers more than one way to access a page. Either of the highlighted links or the icon can be clicked to proceed.

     

    Click the Maintain Bills link.

    Step 2
  3. Click the Adjust Entire Bill link.

    Step 3
  4. The page can be better viewed if the Menu pagelet is collapsed.

     

    Click the Collapse Menu button.

    Step 4
  5. The Find an Existing Value tab is used to enter criteria to search for existing information in SFS.

    Step 5
  6. Notice the Business Unit field defaulted with SID01, a value based on user preferences and security access. Business Unit is a ChartField used to represent an organization or sub-set of an organization that is independent with regard to one or more operational or accounting functions; users choose their agency specific business unit.

    Step 6
  7. One or a combination of the displayed fields can be used to search for the desired bill. For this scenario, one additional search criteria will be used.

     

    Click in the Invoice field.

    Step 7
  8. Enter the desired information into the Invoice field.

     

    For this scenario, enter "0000000057".

    Step 8
  9. Click the Search button.

    Step 9
  10. The Adjust Entire Bill page is used to select the bill adjustment action.

    Step 10
  11. By default, the No Bill Action option is selected. This is to prevent users from performing adjustments by mistake.

    Step 11
  12. For this scenario, the bill must be credited and then rebilled.

     

    Click the Credit & Rebill option.

    Step 12
  13. Click the Save button.

    Step 13
  14. Notice that new invoice numbers are generated in the Credit Bill and Rebill Bill fields.

     

    When bills are adjusted, SFS generates a new invoice for the adjustment and maintains a record of the original invoice number.

    Step 14
  15. The Header - Info 1 page will open in a new window.

     

    Click the Header Info 1 link.

    Step 15
  16. The Header - Info 1 page opens in a new window.

     

    Click the Maximize/Restore button.

    Step 16
  17. Notice the new invoice displays. The Header - Info 1 page is used to specify bill header information about:

    • Where the bill came from

    • Where the bill is going

    • When the bill will be sent to the customer

    • How the bill should be formatted

    • When the bill is due

    Step 17
  18. When a bill is adjusted, the new credit bill is created with a status of RDY (Ready).

    Step 18
  19. Click the Close button.

    Step 19
  20. The customer information must now be modified in the new bill.

     

    Click the Header Info 1 link.

    Step 20
  21. Click the Maximize/Restore button.

    Step 21
  22. Click the Collapse Menu button.

    Step 22
  23. Any information can be entered or modified on the rebill. For this scenario, header information must be modified.

    Step 23
  24. The Invoice Date field is used to enter the invoice date. If the field is left blank, it will automatically default to the current date. The date can be entered either manually or using the Calendar button.

     

    Typically the due date for the bill will be calculated based on the Invoice Date and the Pay Terms.

     

    NOTE: Entering a "T" in the Invoice Date field (or any date field) populates the field with today's date.

     

    Click in the Invoice Date field.

    Step 24
  25. Enter the desired information into the Invoice Date field.

     

    For this scenario, enter "03/22/2011".

    Step 25
  26. Click in the Customer field.

    Step 26
  27. Enter the desired information into the Invoice field.

     

    For this scenario, enter "0000000015".

    Step 27
  28. Notice the note that appears stating that changing the customer will also change other fields such as Bill-To Cust, Bill-to Address, and Contact. 

     

    Click the OK button.

    Step 28
  29. The Accounting Date field is used to enter the accounting date. Though the invoice date and accounting date do not always have to be the same, it is recommended to make the invoice date and accounting date the same. Similar to the invoice date, if the Accounting Date field is left blank, the field will automatically default to the current date.

     

    Click in the Accounting Date field.

    Step 29
  30. Enter the desired information into the Accounting Date field.

     

    For this scenario, enter "03/22/2011".

    Step 30
  31. The Remit To /Bank Accounts default  to a sole custody bank for billing purposes: 99999 / 9998. This is the default bank for all bills except interagency.

     

    If an agency creates a bill and intends to deposit to the General Checking Account, change the Remit To / Bank Account to 10001 / 1001.

    Step 31
  32. Click the Line - Info 1 tab.

    Step 32
  33. Once he verifies the bill line information is correct, Thomas must save the bill. To access the Save button, the scrollbar must be clicked.

     

    Click the scrollbar.

    Step 33
  34. Click the Save button.

    Step 34
  35. Click the Close button.

    Step 35
  36. To view the adjustment history, the Adjustment History page may be accessed.

     

    Click the Expand Menu button.

    Step 36
  37. Click the Review Billing Information link.

    Step 37
  38. Click the Adjustment History link.

    Step 38
  39. Click the Collapse Menu button.

    Step 39
  40. Click in the Invoice field.

    Step 40
  41. Enter the desired information into the Invoice field.

     

    For this scenario, enter "0000000057".

    Step 41
  42. Click the Search button.

    Step 42
  43. The Adjustment History page displays the bill adjustment history. Notice that an entire bill has been successfully credited and an invoice has been issued to the correct customer with a new invoice number.

    Step 43

You have successfully completed the "Crediting an entire bill and rebill" topic.

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