What are Bill Errors?
If for any reason your Bill could not be created by the overnight process you (as the bill creator) will receive a workflow e-mail letting you know that you need to check what the error was so that you can take the necessary action to rectify it.
Common errors include:
- ChartField Combination Editing Errors
- The invoice could not print successfully
- The invoice contains Budget Checking Errors
- The bill has no lines
The purpose of the email is to ensure that errors are corrected on a timely basis.
The email is generated for each Invoice that contains an error and will continue to be received until the error has been corrected.
The Billing Errors Workflow sends an email to the user that entered the Bill and to Finance Support users who are assigned the relevant Billing Workflow Role.
Bill errors are to be corrected within 48 hours of occurring.
Identifying Bill Errors
The Bill Summary page is to be used when identifying errors. The majority of errors will need to be referred to the Billing Expert for correction.
Upon receipt of such an e-mail navigate to the menu Billing, Review Billing Information, Summary.
Enter the invoice details and check the details on the Bill Summary Info 2 tab.
A successfully processed bill will have the following settings:
PreLoad Status – Done.
Budget Check Status – Valid.
Vat Defaults applied – Ticked.
Invoice Printed – Ticked.
EDI Sent – Blank.
Currency Converted – Ticked.
GL Entries Created – Ticked.
AR Pending Items Created – Ticked.
Make the necessary corrections depending on what the error was and ensure your invoice status has been set back to RDY so that the overnight process can pick it up and process it again. If there are any errors you cannot rectify please contact your billing expert for assistance.
Rectifying Bill Errors
If the PreLoad Status does not say Done – correct the chartfield combination edit errors on the bill (found on the Acctg – Rev Distribution page). *
If the Budget Check Status does not say Valid – correct the budget checking errors on the Bill. *
If VAT Defaults Applied is not Ticked – correct the VAT defaults on the bill (found on the Line – VAT Info page).
If Invoice Printed is not Ticked – Check the invoice layout linked to the bill (the field Invoice Form on the Header Info 1 page should say CRYSTAL).
If EDI Sent is not Blank - your bill has been electronically distributed (it would be most unusual if this box were ticked as we are not currently using this functionality.)
If Currency Converted is not Ticked – check the currency on the bill, ensure an exchange rate is entered. You do this by clicking on the Change Bill Currency icon found on the Header - Info 1 page .
If GL Entries Created is not Ticked – correct the chartfield combination edit errors on the bill (found on the Acctg – Rev Distribution page). *
If AR Pending Items Created is not Ticked – correct the budget checking errors on the bill. *
* In these instances your invoice has been generated and you can send it out to your customer. You should investigate what changes need to be made to the Chartfields or what caused the Budget Check errors and advise Accounts Receivable as they are the only people with the access required to correct the errors.
Once you have taken the necessary action to resolve your bill errors you need to wait for the overnight processes to rerun in order for your invoice to be generated.
Cancelling Bills
Should you decide you no longer wish to raise your invoice you can cancel it. Bills should only be credited once the bill has been created – at this stage the bill has most likely not been created so you can cancel it.
Navigate to the menu item Billing, Maintain Bills, Standard Billing and select Find an Existing Value. Access the bill you wish to cancel and change the bill status to Cancelled and save it. If the bill does not appear in this list then it has already become an invoice and cannot be cancelled. In this case the bill should be credited.
Where to find Training
Online Training
Access to the Online Training Tool (UPK) from the finance website, select “Training and Personnel” then “Online Training Tool”.
Classroom Training
Classroom training schedules are posted on the finance website, select “Training and Personnel” then “Training Schedule and Enrolments”.
Where to get help
Processing Help – Contact Accounts Receivable Help at .
Technical Help - Contact your local IT support team, if it cannot be resolved; contact the IT Service Desk x51333.
BILLING
Bill Errors
Quick Reference Guide
To access NSF and for all of the
University’s Financial Policies and
Guidelines, refer to the Finance Website:
www.fin.unsw.edu.au