Creating Express Bill Online Using No Charge Codes

   Overview   

Online bill entry enables you to enter bills manually into the UGA Financials Management system. You can enter detailed information on the bill such as charge codes, sales tax information, general ledger account codes, and header and bill line notes. You can view and update bill information entered by using the online bill entry pages. For this online bill entry, you will enter a description of the charge and the appropriate accounting information.

The UGA Athletic Association needs to be billed an Administrative Fee of 1 hour of service by the UGA Police.

Note: This article was recorded using sample values. Actual values may differ in the production version of the UGA Financials Management system.

1. Step 1

step image

First, log into the UGA Financial Management System.

Click the Classic Home tile.

2. Step 2

Express Billing page displayed with the Express Billing link highlighted

To navigate to the Express Billing page, select:

Main Menu > Billing > Maintain Bills > Express Billing

3. Step 3

Express Bill Entry search page displayed with the Add a New Value tab highlighted

Click the Add a New Value tab.

4. Step 4

Express Bill Entry search page displayed with the Business Unit field highlighted

The Express Bill Entry search page is displayed.

Enter the appropriate information into the Business Unit field. In the Business Unit field, enter " 66001 ".

5. Step 5

Express Bill Entry search page displayed with the Next field highlighted

The Invoice field is populated with NEXT. Always leave this field populated as NEXT.

6. Step 6

Express Bill Entry search page displayed with the Bill Type Identifier field highlighted

Enter the appropriate information into the Bill Type Identifier field. 

Example shown here: Bill Type Identifier field, enter "DNG" .

7. Step 7

Express Bill Entry search page displayed with the Bill Source field highlighted

Leave the Bill Source field blank.

8. Step 8

Express Bill Entry search page displayed with the Customer field highlighted

To locate the Customer, click the lookup magnifying glass next to the Customer field.

9. Step 9

Look up Customer window displayed with the Customer ID link highlighted

Click the appropriate Customer ID link.

10. Step 10

Express Bill Entry search page displayed with the Invoice Date field highlighted

The Invoice Date field is used to determine the due date that will appear on the invoice. The due date will always be 30 days from the invoice date. The Invoice Date field will default to the current date if left blank .

Enter the appropriate information into the Invoice Date field.

Example shown here: "12/10/2017".

11. Step 11

Express Bill Entry search page displayed with the Accounting Date field highlighted

The Accounting Date field is used to determine when the transaction is recognized on the accounting books. This date defaults to the Invoice Date if left blank, or the current date if both the Invoice and Accounting Date fields are left blank.

Enter the appropriate information into the Accounting Date field.

Example shown here:  "12/10/2017".

12. Step 12

Express Bill Entry search page displayed with the Add button highlighted
Click the Add button.

13. Step 13

Billing General page displayed with the Billing General section details highlighted

The Billing General page is displayed. You can use this page to review the customer 's name, verify address and contact information and enter the Billing Charge Details.

14. Step 14

Billing General page displayed with the expand Address arrow highlighted

To verify the Address information, click the Expand section Address link.

15. Step 15

Billing General page displayed with the look-up magnifying glass in the Attention To field highlighted

The Address section provides the current address and contact information.

The Attention To field is used to designate the name of the customer contact.

To select the Attention To name, click the lookup magnifying glass next to the Attention To field.

16. Step 16

Lookup Attention To pop up window displayed with the selected Contact link highlighted

Click the appropriate Contact Name link.

17. Step 17

Lookup Attention To pop up window displayed with the Ok button highlighted

If a popup message is displayed confirming the Contact name, click the OK button.

18. Step 18

Billing Lines tab displayed with the *Invoice Media field highlighted

The Invoice Media field is used to specify the customer's preference for the bill format. UGA will use only the Print Copy option for Invoice Media.  

Select the appropriate Invoice Media.

19. Step 19

Billing Lines tab displayed with the address information highlighted

The Address information is displayed. Review the information to make sure it is correct. For this example, leave the information as displayed.

20. Step 20

Bill Lines tab displayed with the Charge Details tab highlighted

If necessary, scroll to the Bill Lines section of the page to enter the Charge Details information.

21. Step 21

Billing Lines tab displayed with the Description field highlighted

The Description field is used to enter the description that will appear on the billing line of the invoice.

Enter the appropriate information into the Description field.  

Example shown here: "Administrative Fee".

22. Step 22

Billing Lines tab displayed with the Quantity field highlighted

Enter the appropriate information into the Quantity field.

Example shown here: "1".

23. Step 23

Billing Lines tab displayed with the UOM field highlighted

Enter the appropriate information into the UOM (Unit of Measure) field.

Example shown here: "EA".

24. Step 24

Billing Lines tab displayed with the Unit Price field highlighted

Enter the appropriate information into the Unit Price field.

Example shown here: "100.00".

25. Step 25

Billing Lines tab displayed with the Gross Extended field highlighted

To update the Gross Extended amount field, you will need to refresh the page.

26. Step 26

Billing Lines tab displayed with the Refresh button highlighted

Click the Refresh button.

27. Step 27

Billing Lines tab displayed with the Gross Extended field highlighted

The Gross Extended amount is updated based on the Quantity and Unit Price amounts.

28. Step 28

steBilling Lines tab displayed with the Revenue Account field highlighted

To enter the Accounting Distribution information, click the Revenue Account link.

29. Step 29

Accounts Distribution tab displayed with the Account field highlighted

The Accounting Information is entered on the Revenue tab of the Accounting Distributions page.

Enter the appropriate information into the Account field.

Example shown here: "441900".

30. Step 30

Accounts Distribution tab displayed with the Bud Ref field highlighted

Enter the appropriate information into the Bud Ref field.

Example shown here: "2018".

31. Step 31

Accounts Distribution tab displayed with the Fund field highlighted

Enter the appropriate information into the Fund field.

Example shown here: "14100".

32. Step 32

Accounts Distribution tab displayed with the Dept field highlighted

Enter the appropriate information into the Dept field.

Example shown here: "66002000".

33. Step 33

Accounts Distribution tab displayed with the Class field highlighted

Enter the appropriate information into the Class field.

Example shown here: "41500".

34. Step 34

Billing General tab displayed and highlighted

Click the Billing General tab.

35. Step 35

Billing Gerneral tab displayed with the Save button highlighted

When you have completed entering all information, click the Save button.

36. Step 36

Billing Gerneral tab displayed with the assigned Invoice number highlighted

Once the transaction is saved, the Invoice number is assigned.

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