You can enter bills into the UGA Financial Management System (FMS) using two methods: billing interface and online bill entry. The express bill feature enables you to enter bills online quickly. This is helpful especially when you have a large number of lines per bill. Express billing combines the standard bill entry pages to reduce the number of pages you need to access when entering your bills online. In this article, you will enter an express bill using billing charge codes. Using billing charge codes simplifies the process of entering bills lines by automatically populating the description, unit of measure, price and other relevant information of the services or products being billed. Charge codes are set up in FMS for the most frequent charges for which business units bill their customers and each is unique to the business unit requesting the code.
The UGA Athletic Association engaged the UGA Police for six 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 made 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.
The new Bill should be entered under your appropriate business unit.
To locate the Business Unit, click the lookup magnifying glass next to the Business Unit field.
Click the appropriate Business Unit link.
The Invoice field is populated with NEXT. Always leave this field populated as NEXT.
To select the Bill Type Identifier, click the lookup magnifying glass next to the Bill Type Identifier field.
Click the appropriate Bill Type Identifier link.
To locate 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.
Enter the appropriate information into the Name 1 field.
Example shown here: "UGA" in the Name 1 field.
The search returns the Customers whose name contains UGA.
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 defaults to the current date if left blank.
Example shown here: leave the Invoice Date blank.
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.
Example shown here: leave the Accounting Date field blank.
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 view 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 Attention To link.
A pop up message box confirms that you want to choose this contact. This means that a previously identified default contact, will be replaced with the new contact.
Review the Message box and click the OK button.
The Location field is used to select the address that will appear on the invoice.
To select the Location, click the lookup magnifying glass next to the Location field.
Click the appropriate Address link.
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 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 or services the customer has purchased, and you are creating the bill for.
To select the Identifier, click the lookup magnifying glass next to the Identifier field.
Click the appropriate Identifier link.
Enter the appropriate Quantity into the Quantity field.
Example shown here: "6".
The Unit of Measure (UOM) and Unit Price fields should automatically populate based on the value you enter in the Quantity field. If they do not populate, you will need to add them.
To update the Gross Extended amount, you will need to refresh the page.
The Gross Extended amount is updated based on the Quantity and Unit Price amounts.
To review the Accounting Distribution information, click the Revenue Account link.
The Accounting Distributions page is displayed. This page is used to review and verify that the Revenue Distribution information is correct.
The Acctg Information tab of the Revenue section provides the General Ledger Accounting entries.
Verify that the Account, Bud Ref, Fund, Dept. and Class fields are populated.
Click the Billing General tab.
Click the Save button.
Once you save the page, the Invoice Number is assigned.
To view 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.
When your review is complete, close the Pro Forma pdf and you will 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.