L Topic Printing a Pro Forma Invoice and Changing Bill Status - BI 201: Creating and Processing Billing Invoices.

Quick Steps L1, T2: Printing a Pro Forma Invoice and Changing Bill Status 1. 2. Printing a Pro Forma Invoice and Changing Bill Status Process Flow Begin by going to the Pro Forma page. Click the Billing link. 3. 4. 5. 6. Click the Generate Invoices link. Click the Non-Consolidated link. Click the Print Pro Forma link. Click the Collapse Menu button to minimize the side menu so you can see more of the OAKS page. You begin running a process in OAKS by selecting or creating a Run Control ID. A Run Control ID is a set of information that you have selected and saved for running a specific report or process in OAKS. Each OAKS user creates his or her own Run Control IDs. When you run that report or process again, you can: • Reuse a Run Control ID you have already created. • Create a new Run Control ID if you want to run that report or process in a different way. Use the Pro Forma: Add a New Value page to create a new Run Control ID. 8. Use the Find Existing Value page to search for an existing Run Control ID. In this scenario, you need to add a new Run Control ID. 9. 10. Click the Add a New Value tab. Enter a short descriptive name for your new Run Control ID. This name can be up to 30 letters and numbers long. Do not use spaces in the name. (Some agencies have standards for naming Run Control IDs.) Click in the Run Control ID field. Enter the desired information in the Run Control ID field. For this scenario, enter a valid value e.g. "PRNPROFORMA". Date Created: 11/28/2007 Page 1 7. 11. 12. Quick Steps 13. 14. 15. Click the Add button to create this Run Control ID. Use the Pro Forma page to enter printing information for this pro forma invoice. Use the Invoice ID Range Selection radio button to define a particular range of invoices you wish to display in OAKS. Range Selection is not a required field, but if you do not define a Range Selection, OAKS prints all of the invoices for the Business Unit you selected with a status of "New". You may select any Range Selection per your agency's billing procedures. When you select the Invoice ID Range Selection radio button, OAKS displays the From Invoice and To Invoice fields. Click the Invoice ID radio button. An Invoice ID range, such as "From Invoice: 530", "To Invoice: 580" tells OAKS to run this process for all invoices which: • Have invoice IDs between 530 and 580 (This includes invoice 530 and 580.) • Have a billing status of "NEW" or "HOLD" If you need to run a process on two sets of invoices, such as "From Invoice: 530", "To Invoice: 545" and "From Invoice: 550", "To Invoice: 565", then you can add a new row on the run control to process the two sets of invoices. If you need to run a process for just one invoice, enter that invoice ID in both the "From Invoice" and "To Invoice" fields. Specify the beginning invoice ID for the invoice range you want to print in the From Invoice field. Click in the From Invoice field. Enter the desired information in the From Invoice field. For this scenario, enter a valid value e.g. "DASLOC0000000002". 24. 25. Specify the ending invoice ID for the invoice range in the To Invoice field. Click in the To Invoice field. Note: When you click in the To Invoice field, OAKS automatically displays in that field the invoice ID you entered in the From Invoice field. 26. In this scenario, you need to print a pro forma for one invoice. If you want to select a range of invoices, you need to enter a different invoice in the To Invoice field. Accept this invoice. Click the Bills To Be Processed icon next to the Run button. 16. 17. 18. 19. 20. 21. 22. 23. 27. Page 2 Date Created: 11/28/2007 Quick Steps 28. For this scenario, use the Bills to be Processed page to view invoices that OAKS will process in this run. If an invoice is not listed, as expected, click Return to change your Invoice ID Range to include the invoice. The invoice number displayed is correct. Click the Return button to go back to the Pro Forma page. You have entered the business unit and the invoice IDs for this pro forma invoice. Now you are ready to run the process and create the pro forma invoice. Click the Run button to open the Process Scheduler Request page. 31. 32. Use the Process Scheduler Request page to select the process you want to run. OAKS automatically fills in the fields at the top of the Process Scheduler Request page. Do not change the information in these fields. 33. 34. 35. 36. 37. Click the Proforma & Print checkbox. Note: The Process Name for your Pro forma and Print process is always "BIJOBP01". Use this Process Name to access your report. Click the OK button to start running the Pro forma & Print process. Notice that OAKS assigns a Process Instance number when you run a process. Use this number to track the status of the Proforma & Print process. Click the Process Monitor link to display the status of the Proforma & Print process. Use the Process List page to see the status of the Pro Forma & Print process. If OAKS displays several rows, use your process instance number to find your process. In this scenario, use the 29452 process. Continue clicking the Refresh button until the Run Status for your report displays "Success" and the Distribution Status displays "Posted". Note: Only click Refresh about every 30 to 60 seconds so your process can run well. 40. Always click the BIJOBP01 link to open the Process Detail page. Note: Make sure to click the BIJOBP01 Process Name for your instance number. 41. Use the Process Detail page to select the process you want to run. Page 3 29. 30. 38. 39. Date Created: 11/28/2007 Quick Steps 42. 43. 44. 45. 46. 47. 48. 49. 50. 51. 52. 53. Notice your Instance Number displays on the top of the list. Always click the BIIVCPN Success link for the Proforma & Print process. Click the View Log/Trace link to open the View Log/Trace page. Use the View Log/Trace page to open your report. Click the link with the correct process name BIIVCPN to open your report. OAKS displays the Pro Forma invoice in a new window. Click the Maximize/Restore button on the Pro Forma invoice window. After you have checked the information on the Pro Forma invoice, you can print this pro forma (copy) to your printer. Click the scrollbar to go to the bottom of the page. Click the Close button to close your report. Next check the Bill Summary page for errors. Click the Expand Menu button to maximize the side menu. 54. 55. 56. 57. 58. 59. Click the Review Billing Information link. Click the Summary link. Click the Collapse Menu button. Use the Find an Existing Value page to search for an existing bill. Click in the Business Unit field. Enter the desired information in the Business Unit field. For this scenario, enter a valid value e.g. "DAS01". 60. 61. Click the Search button to locate a bill. Click the Invoice ID in the Search Results table. For this scenario, click "DASLOC0000000002". Page 4 Date Created: 11/28/2007 Quick Steps 62. 63. 64. 65. The Bill Summary Info page displays the bill header information. You can check the Total Due and the Customer on this page. Now that you have reviewed the bill summary and ensured there are no errors, you need to change the bill status. Click the Expand Menu button. Note: All the steps discussed thus far show you how to run the Pro Forma and Print process. OAKS recommends running the Pro Forma and Print process, although they are optional. The following steps are mandatory to change the Bill Status. Changing the Bill Status is mandatory to further process the bill. Click the Maintain Bills link. 66. 67. 68. 69. 70. Click the Standard Billing link. Click the Collapse Menu button. Use the Bill Entry: Find an Existing Value page to search for an existing bill entry that you have already saved. Click in the Business Unit field. Enter the desired information in the Business Unit field. For this scenario, enter a valid value e.g. "DAS01". 71. 72. Click the Search button to locate a bill. Click the Invoice ID in the Search Results table. For this scenario, click "DASLOC00000002". 73. 74. 75. For this scenario, use the Header - Info 1 page to change the bill status. Click the Look Up Status button to choose a status for this invoice. You must change the invoice status to "RDY" to prepare it for the Finalize and Print process. An invoice cannot be finalized and printed if it is not in "RDY" status. Date Created: 11/28/2007 Page 5 Quick Steps 76. Click the desired information in the Search Results table. For this scenario, click "RDY". "RDY" status shows that this bill is ready to be finalized and printed. 77. 78. 79. Click the Save button. Great Job! You have successfully run the pro forma process and changed the bill status. The bill is now ready for finalization and printing. Your instructor will lead you through a topic review activity. If you are not in an OAKS class, please continue. 80. 81. If you are not in an OAKS class, please continue. Know It Discussion If you are not in an OAKS class, please continue. 82. If you are not in an OAKS class: • You may continue. • You may get this data sheet from OAKS Training Online - Materials from classes and do this exercise on your own in the practice environment. 83. 84. 85. Printing a Pro Forma Invoice and Changing Bill Status: Key Points If you are not in an OAKS class, please continue. Great Job! You have completed the Printing a Pro Forma Invoice and Changing Bill Status topic. You are now ready to move on to L1, Topic 3: Finalizing and Printing Invoices. End of Procedure. Page 6 Date Created: 11/28/2007