The UGA Financial Management System provides the functionality to create an express bill online and apply sales tax.
The UGA Athletic Association engaged UGA Police for 10 hours of services at Football Camp. You need to enter the billing detail in order to issue an invoice to the UGA Athletic Association.
Note: This article was created using sample values. Actual values may differ in the production version of the UGA Financial Management System.
First, log into the UGA Financial Management System.
Click the Classic Home tile.
Navigate to the Express Billing page by selecting:
Main Menu > Billing > Maintain Bills > Express Billing
The Express Bill Entry search page is displayed.
Click the Add a New Value tab.
To locate the Business Unit, click the lookup magnifying glass to the right of the Business Unit field.
Enter the appropriate search criteria in the Search Criteria fields.
The Look Up Business Unit search page is displayed.
Click the appropriate Business Unit.
Example shown here: 66001 link.
The Invoice field is populated with NEXT. Always leave this field populated as NEXT.
To locate the Bill Type Identifier, click the lookup magnifying glass to the right of the Bill Type Identifier field.
Click the appropriate Bill Type Identifier link.
Example shown here: the POL link.
To select the Customer, click the lookup magnifying glass next to the Customer field.
You can do a search using a portion of the Name.
Click the drop-down arrow next to the "begins with" in the Name 1 field.
Click the contains list item.
Enter the appropriate information into the Name 1 field.
Example shown here: "UGA".
Click the appropriate Customer ID link.
Example shown here: 100005 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. If you leave this field blank, the system will default to today's date.
Example shown here: 11/14/2017.
The Accounting Date is the date the transaction is recognized on the accounting books. The accounting date for an item is normally the invoice date.
Example shown here: leave it blank and it will default to the invoice date.
Note: If the Invoice Date is left blank, the Accounting Date will default to the current date.
The Billing General page is displayed. You can review this page to make sure you have located the correct customer.
To view the Address information, click the Expand section Address link.
To select the customer contact that is to appear on the invoice, click the lookup magnifying glass next to the Attention To field.
Click the appropriate Attention To link.
Example shown here: Brad Hutcherson link.
A Message window is displayed, asking if you would like to continue with the changes.
Click the OK button.
The Contact Name field is updated to reflect the contact selected in the Attention To field.
To select the address that is to appear on the invoice, click the lookup magnifying glass next to the *Location field.
Click the appropriate Address link.
Example shown here: Butts Mehre link.
The Invoice Media field is used to specify the customer's preference for the bill format. UGA will use only Print Copy as an option for Invoice Media.
Select the appropriate Invoice Media.
The Bill Lines section is used to enter the Charge Details and apply Sales Tax if appropriate.
The Table field determines the type of options that are available in the Identifier field.
Click the lookup magnifying glass next to the Table field.
Click the appropriate ID link.
The Identifier field is used to enter the product information for which you are creating a bill.
To locate the Identifier, click the lookup magnifying glass next to the Identifier field.
Click the appropriate Identifier link.
Example shown here: EVENT_FBALL_CAMP link.
The Description field is automatically populated based on the value in the Identifier field.
Enter the appropriate Quantity into the Quantity field.
Example shown here: "10".
To calculate the Gross Extended amount, click the Refresh button.
The Gross Extended amount is updated based on the Quantity and Unit Price amounts.
To view the Accounting detail, click the Revenue Account link.
The Acctg Information tab of the Revenue section displays the General Ledger Accounting Entries.
Verify the Account, Bud Ref, Fund, Dept and Class fields are populated.
To enter the sales tax information, return to the Billing General page.
Click the Billing General tab.
To enter the sales tax code, click the Line Information tab in the Bill Lines section of the page.
To locate the Tax Code, click the lookup magnifying glass in the Tax Code field.
The Look Up Tax Code search page is displayed.
You can search for the Tax Code by name.
Enter the appropriate information into the Description field.
Example shown here: "Clarke" in the Description field.
Click the Look Up button.
Click the appropriate Tax Code link.
Click the Save button.
To review a preliminary copy of the Invoice, click the Pro Forma button located next to USD at the top right of the page.
The Pro Forma page is displayed in a new window. This is a preview copy of the invoice that the customer will receive once the invoice transaction is finalized in the system. It is important to review the Pro Forma copy to identify any changes that need to be made before the billing transaction is processed.
Once your review is complete, close the ProForma.pdf and return to the Billing General page.
You are returned to the Billing General page.
If no changes are needed, the Bill is now ready to be invoiced.