— Unit Price (the price per qty for what you are What is Billing? Page Series 2: Address Info billing). Billing is what UNSW uses to produce invoices to our Check that the address details for the invoice are You can press the Refresh button at the bottom of the customers. correct and correct if necessary. screen before continuing to check the calculation of the Intermediate users can enter their bills manually, Press Next in the Page Series. line. however using Page Series to create your bill is the If your bill is to have more than one line you add easiest method of doing so. When you are in the Page Series 3: Header (Misc Info) additional lines on this page by pressing the add icon. invoice you will see a Page Series button to the lower If you do so you must remember that each line of If the customer has Purchase Order details or contract right of your screen (see below). By scrolling through the bill will have its own individual corresponding details complete them on this page. If you do not wish the page series and completing the information it is not Accounting, VAT and Note line (see Page Series 7, 8 to use this functionality you can continue to the next necessary for you to remember what the minimum and 9). page. mandatory information is for creating an invoice. Press Next in the Page Series. Press Next in the Page Series. Page Series 4: Header Note Page Series 7: Acctg Rev Dist Create a New Bill The use of this page is optional. If you wish to make Here is where you need to enter your chartfield comments please enter them here. By using the distribution accounting information. Go to the Standard Billing Menu and select “Add a New Internal Only Flag you can choose whether or not these You must complete the GL Account code, Department, Value”. comments print on the invoice. If you have no Fund, Program, Class and project id. comments to make please continue to the next page. Press Next in the Page Series. Press Next in the Page Series. Page Series 8: Line VAT Info Page Series 5: Header Info 2 Check the VAT calculation, if you are unsure whether or This is where you record an pre-payment information not the VAT has calculated press the refresh button to Enter the Business Unit for your invoice, select a Bill pertaining to this invoice. If there are no pre-payments initiate a calculation. If you wish to change the VAT Type and a Customer and initiate creating your bill by you can leave this page blank. code Press the Get VAT Details button, and expand the pressing the Add button. VAT Details section and change the Transaction Type Press Next in the Page Series. code. The most commonly used codes for Australian Page Series 1: Bill Header Page Series 6: Line Info 1 Customers are SALE (adds GST) and FREE (does not add Once you have initiated bill creation the first page you GST). are taken to is the Bill Header. On this page you need This is the first line of your invoice. If you are using an Press Next in the Page Series. to complete the following fields: identifier complete the ID and Identifier fields and the rest of the pages information will compile based on the Page Series 9: Line Note — Invoice Date (the date of this invoice); identifier (press the Refresh button if it doesn’t — Sales (the sales person responsible for this invoice, immediately do so). The use of this page is optional. Similar to the Bill usually the invoice requestor); Header note here is where you would record any notes — Credit (the credit analyst responsible for this If you are not using an identifier complete the following fields: that are specific to the line. You can use the Internal invoice); Only Flag to control whether or not this note will print — Collect (the person responsible for collection of — Description (this is a free text field which will print on the invoice. this invoice); on the invoice); — Press Next in the Page Series. Biller (the person creating this invoice). — Qty (the quantity you are billing); You have now been returned to the start of the page Press Next in the Page Series. — UOM (the unit of measure for the Qty, i.e., EA for series. Please save your invoice. each); Please refer UPK topic of this title under Billing Check your GST Calculation Fundamentals for assistance on generating an invoice Before you finalise your bill it is important for you to on the same day. check the tax calculation. From the Header Info 1 page click on the Summary Bill Errors hyperlink at the bottom of the page and then press the If for any reason your Bill could not be created by the Calculate Taxes button. overnight process you will receive a workflow e-mail letting you know and you need to check what the error was so that you can take the necessary action to rectify Check your tax calculation and make any adjustments if it. necessary. To identify and resolve your Bill Errors please refer to If you are experiencing GST Rounding issues go to the the documentation and/or UPK Topics available on that Header Info 2 page and click on VAT Information subject. hyperlink. Expand the VAT Controls section and round the tax either up or down. When you are happy with Where to find Training your GST Rounding recalculate the Taxes (see above). ONLINE TRAINING Finalising your invoice Access to the Online Training Tool (UPK) from the When you are ready for your bill to be invoiced set the bill Status to RDY (ready). finance website, select “Training and Personnel” then “Online Training Tool”. BILLING CLASSROOM TRAINING Express Entry (Page Series) Every evening a process runs which picks up all bills and Classroom training schedules are posted on the finance creates invoices. Since the process runs in the evening website, select “Training and Personnel” then “Training Quick Reference Guide you will need to wait until the next day before you can Schedule and Enrolments”. collect your bill. If you do not want your bill to be created you must Where to get help set the status to HLD (Hold). PROCESSING HELP – Contact Accounts Receivable Help at firstname.lastname@example.org. TECHNICAL HELP - Contact your local IT support team, if it Collecting your Bill cannot be resolved; contact the IT Service Desk x51333. The day after you have created your invoice you should check your Report Manager (under the Reporting Tools To access NSF and for all of the menu) and look for a report called FUPBI002. Drill University’s Financial Policies and down into this report to the PDF containing all invoices Guidelines, refer to the Finance Website: generated from your business unit by the overnight www.fin.unsw.edu.au process. You should extract your invoice(s) from this file and distribute them accordingly. Generating an invoice same day It is possible to generate an invoice on the same day if you have an urgent bill to send out. Please note that this is not the preferred way of generating invoices and should be used as an exception only.
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