Creating Bill Online Using Charge Codes and Header and Line Notes

First, log into the UGA Financial Management System

Click the Classic Home tile.

The Express Bill Entry search page is displayed.

Click the Add a New Value tab.

The Express Bill Entry search page is displayed. The Business Unit field may prepopulate based on the default values you have set up in your user preferences.

Enter the appropriate Search Criteria in the Search Criteria fields.  

Example shown here: You will use the Business Unit code for the UGA Police Department.

Click the look-up magnifying glass next to the Business Unit field.

You can search for the Business Unit by using any portion of the 5 digit Business Unit code.

In the Business Unit field, enter "66".

Click the appropriate Business Unit link.

To select the Bill Type Identifier, click the look-up magnifying glass to the right of the Bill Type Identifier field.

Click the appropriate Bill Type Identifier link.

To locate the Customer, click the magnifying glass to the right of the Customer field. 

To search using a portion of the name, click the drop-down arrow in the Name 1 field.

Enter the appropriate information into the Name 1 field.

Example shown here: In the Name 1 field, enter "UGA".

Click the Look Up button.

Click the appropriate Customer ID link.

Click the Add button.

To view the address information, click the Expand section Address link.

The Address section provides the address detail and contact information.

To locate the correct customer contact, click the look-up magnifying glass to the right of the Attention To field.

Click the appropriate Contact link.

To select the address that should appear on the bill, click the look-up magnifying glass next to the Location field.

Click the appropriate Address link.

In the Table field, enter "ID". Enter the appropriate information into the Table field.

To enter the Identifier, click the look-up magnifying glass next to the Identifier field.

Enter the appropriate information in the Identifier field.

Click the appropriate Identifier link.

The number of hours to be billed is 10. In the quantity field, enter "10".

Enter the appropriate Quantity in the Quantity field.  

Click the Refresh button.

The next step is to review the Revenue Account information.

Click the Revenue Account link.

Once you have confirmed the information is correct, click the Save button.

A Header Note and Line Note can be added to the Billing Invoice.

To enter the Line Note, click the drop-down arrow in the Navigation list.

A Line Note is a 250 character message that applies to the line to which it is entered.

In the Note Text area, enter the appropriate information into the Note Text field. "Required by the department ".

To enter the Header Note, click the drop-down arrow in the Navigation field.

The Header Note is a 250 character message that applies to the entire invoice.

Enter the appropriate information into the Note Text field.

Example shown here: In the Note Text field, enter "Have a good day!".

Click the Save button.

To review a preview copy of the invoice, click the Pro Forma button.