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.
Note: This article was recorded using sample values. Actual values may differ in the production version of the UGA Financials Management system.
First, log into the UGA Financial Management System.
Click the Classic Home tile.
To navigate to the Express Billing page, select:
Main Menu > Billing > Maintain Bills > Express Billing
Click the Add a New Value tab.
The Express Bill Entry search page is displayed.
Enter the appropriate information into the Business Unit field. In the Business Unit field, enter " 66001 ".
The Invoice field is populated with NEXT. Always leave this field populated as NEXT.
Enter the appropriate information into the Bill Type Identifier field.
Example shown here: Bill Type Identifier field, enter "POL" .
Leave the Bill Source field blank.
To locate the Customer, click the lookup magnifying glass next to the Customer field.
Click the appropriate Customer ID link.
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".
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.
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.
To verify the Address information, click the Expand section Address link.
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.
Click the appropriate Contact Name link.
If a popup message is displayed confirming the Contact name, click the OK button.
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.
The Address information is displayed. Review the information to make sure it is correct. For this example, leave the information as displayed.
If necessary, scroll to the Bill Lines section of the page to enter the Charge Details information.
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".
Enter the appropriate information into the Quantity field.
Example shown here: "1".
Enter the appropriate information into the UOM (Unit of Measure) field.
Example shown here: "EA".
Enter the appropriate information into the Unit Price field.
Example shown here: "100.00".
To update the Gross Extended amount field, you will need to refresh the page.
Click the Refresh button.
The Gross Extended amount is updated based on the Quantity and Unit Price amounts.
To enter the Accounting Distribution information, click the Revenue Account link.
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".
Enter the appropriate information into the Bud Ref field.
Example shown here: "2018".
Enter the appropriate information into the Fund field.
Example shown here: "14100".
Enter the appropriate information into the Dept field.
Example shown here: "66002000".
Enter the appropriate information into the Class field.
Example shown here: "41500".
Click the Billing General tab.
When you have completed entering all information, click the Save button.
Once the transaction is saved, the Invoice number is assigned.