BILLING CONTROL SYSTEM CENTRAL RECEIVABLES PROCESSING USING SELECT ICON SELECT Invoice to Record Payment by ldo18572

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									                          BILLING CONTROL SYSTEM

                         CENTRAL RECEIVABLES PROCESSING



                                USING SELECT ICON
SELECT Invoice to Record Payment

SELECT the invoice by entering the Invoice Number in the FIND field and pressing ENTER

                              Or

SELECT the Invoice by scrolling through displayed document list. Either double-click on document to
open or single-click and use SELECT button.



Record Payment

Click on the NEW ENTRY button or ALT+N to begin payment entry. Required fields for payment
processing will open.
Fields:
POSTED            Current date will default, overtype if desired
PAYMENT           Enter Invoice payment amount
TYPE              Select payment type
                           PARTIAL - Use to record Cash Receipt Payments for Current Year Invoices
                           FINAL - Use to record Cash Receipt Payments for Current Year Invoices
                           OTHER - Use to record payments to BCS that have already been recorded in
                                      the           Financial System
                           ADJUSTMENT - Use to record discrepancy in Invoice amount to BCS
DESCRIPTION Enter payment description to be displayed on transmittal and in District Cash Receipt
                  (FCCRUP)
AMOUNT            Distribute Payment among accounts, single accounts will distribute automatically

Save Payment

SAVE         Save the Payment
      and/or
SELECT       Select the next Payment and be prompted to save the payment via SELECT button
      or
CLOSE        Close the current document window and automatically save the payment when the last
             invoice has been processed for the current batch
             Note: Payments are automatically batched from all new payments entered at batching
             time, see SYNC FIN Step A




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                                    USING SYNC FIN ICON
Steps A,B & C are for Cash Receipt Processing
Step D is for Receivable Processing

Step A - Prepare BCS Payments for Transmission
Use this process to prepare a set of cash receipt payments from all new payments entered at current time.
This process will update the payment Status field to Inspect in the Billing Control System, but have no
affect on the Financial System. The set created by Step A will be will be used in Step B to create a
District Cash Receipt (FCCRUP) batch with an Open status.

SUBMIT
Submit all new payments to transmission queue and assign set number to payment group.

PRINT TRANSMISSION LIST
Print listing of payments in set.

RETRACT PAYMENTS FROM QUEUE
If necessary, retract set to make changes to payments and resubmit payments when changes are complete.


Step B - Create FCS Batch Records
Use this process to create a District Cash Receipt (FCCRUP) batch with an Open status from a payment
set. This process will update the payment Status field to Pending in the Billing Control System.

CREATE
Select payment set to create open cash receipt batch in Financial System.

PRINT AUDIT REPORT
Print listing of payments in batch, including Batch and Reference Number.

Continue processing the invoice payment in the District Cash Receipt (FCCRUP) and District Batch
Control (FCDBUP) Programs following standard operating procedures. However, the following rules
(in FCCRUP) apply to any Billing Control System created Invoice Cash Receipt batch:

L
Do not add invoice accounts to a batch
Do not delete invoice accounts from a batch
Do not change the order of invoice accounts
J
Account codes may be corrected
Non-Invoice payments may be added to the end of a cash receipt batch and will be ignored by BCS when
Step C of the BCS Sync Fin process is utilized. However, a standard operating procedure may be followed
to not include any additional payments in a BCS batch if desirable.

Step C - Retrieve Cash Receipt Status
The process can be done at any time. Use this process to retrieve all District Cash Receipt (FCCRUP)
batches with a Posted status from the Financial System. This process will update the payment Status field
from Pending to Posted in the Billing Control System.

RETRIEVE
Retrieve all batches with a status of posted, not previously retrieved into the Billing Control System.



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PRINT AUDIT REPORT
Print listing of posted payments retrieved during this retrieval, or any previous retrieval.

Step D - Retrieve Receivables
The process can be done at any time. Use this process to retrieve all Accounts Receivable (FCARUP)
batches with a Posted status from the Financial System. This process will record the Batch and Reference
Number, Payment Amount, Date, and Description from the Financial System into the Billing Control
System invoice. Billing Control System Invoices will be automatically Closed if the invoice balance is
equal to zero after the payment is recorded.

RETRIEVE RECEIVABLES
Retrieve all receivable payments with a status of posted, not previously retrieved into the Billing Control
System.

PRINT AUDIT REPORT
Print listing of payments retrieved during this retrieval, or any previous retrieval.




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