The UGA Financials Management System Billing module allows you to use the Copy Bill function to create a new bill that is exactly like a previous one. This is helpful if you must send out a new bill with all or most of the same information on it as another bill.
As of the December 2019 Financials PUM update, you can now make up to 99 copies of a bill, then edit as needed.
In this article, you will learn how to create multiple copies of a bill in the UGA Financial Management System.
Note: This article was created using sample values. Actual values may differ in the UGA Financial Management System.
First, log into the UGA Financial Managment System.
From the Employee Self Service or UGA Financials homepages, click the Classic Home tile.
To navigate to the Copy Single Bill page, select:
Main Menu > Billing > Maintain Bills > Copy Single Bill
Click the Copy Single Bill link.
The Copy Single Bill search page is displayed.
Enter one or more of the displayed search criteria to help locate the bill you want to copy.
Example shown here: Business Unit "66001".
Click the Search button.
Your Search Results are displayed beneath the Search Criteria.
Click the Invoice link for the bill you want to copy.
Example shown here: Invoice 66-00001924 .
The Copy Single Bill page is displayed.
In the Select Bill Action section, click the Copy Bill radiobutton.
The Number of Copies field is displayed.
Enter the number of copies you want to create into the Number of Copies field.
Note: You can make from 1 to 99 copies of the current bill.
Example shown here: "3".
In the Copy Results section, always leave NEXT in the Copy Bill field.
The Copy Bill field is populated with the new invoice number(s).
The Go To Bill Header - Gen. Info link(s) are displayed for each new invoice. The link is available for you to click on to access, view, and edit the invoice.
Click the Go To Bill Header - Gen. Info link.
The Billing General page is displayed.
The new Invoice number is displayed at the top of the page.
The Invoice Date defaults to today's date. You can leave the date as it is or enter a different date into the field.
Any of the open text fields, such as Description or Quantity, can be edited as needed.
Example shown here: "6" in the Quantity field.
To display the invoice with the updated information, click the Refresh button.
The updated information is displayed.
Once all the information is correct, click the Save button.
To return to the Copy Single bill page, navigate back to the appropriate browser tab/window.
Example shown here: click the Copy Single Bill tab.
To work with another bill, click the Go To Bill Header - Gen. Info link.
The additional bill copy page is displayed. You can make changes as appropriate and save the bill copy.