Changing the Status of Bills

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Overview

The UGA Financials Management System allows you to change the status of bills having the status of New, Hold, Ready, Pending, or Canceled to New, Hold, or Ready. This can help you prepare for the invoicing procedures. In this article, you will change the bill status of two bills and use the Process Scheduler to run the Change Status of Bills process. Using Process Scheduler is a simple process. Process Scheduler's primary role is to support the UGA Financial Management Systems application environment. It is used to run processes, including programs, batch programs, reports, and so on.

Process Scheduler enables you to run reports easily and efficiently, without interruption to your workstation. A report can be running while you are reconciling financial data in a spreadsheet or entering transactions into the UGA Financial Management Systems database.

Basic Process Scheduler terms include:

Process Request: A single "run request" such as an SQR or PDF report.
Run Control ID: A unique ID, associating each operator with his or her own run control table entries. Once defined, the same run control ID can be used to run subsequent Bill Status Change Processes. When creating a run control ID, it is recommended that the format contain the abbreviation for the module name, and the name of the process: BI_BILL_STATUS_CHANGE.
Process Instance: A unique number that identifies each process request. This value is automatically incremented and assigned to each request process when the process is submitted to run.

In this article, you will change two invoices currently in New status to Ready Bill status. You will also run the process monitor function to update the status change.

1. Step 1

Click the Classic Home tile.

2. Step 2

To navigate to the change Status of Bills page, select:

Main Menu > Billing > Maintain Bills > Change Status of Bills

3. Step 3

The Bill Status Change search page is displayed. You will use this page to search for an existing run Control ID , or add a new one.

If you have already created a run control , you can click on the Find an Existing Value tab to search and select that value.

Click the Add a New Value tab.

4. Step 4

A Run Control ID is an identifier that, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values.

Note: You will use the same Run Control ID to run future Bill Status Change processes. In creating a Run Control ID, it is suggested that you use the module prefix followed by the name of the process. This gives you the ability to sort by module prefix when you are searching for an existing Run Control ID value.

Enter the appropriate information into the Run Control ID field.

Example shown here: " BI_BILL_STATUS_CHANGE " in the Run Control ID field.

5. Step 5

Click the Add button.

6. Step 6

The Change Status of Bills page is displayed. This page is used to select the parameters you will use to choose the Bill's you want to include in the Change Status of Bills process.

Note: The Run Control ID you created is displayed at the top of the page.

7. Step 7

The From Status section is used to select the existing status of the bill. For this article the Bill status is New.

Select the appropriate From Status.

If not already checked, click the New status option.

8. Step 8

The To Status section is used to select the status you are changing to.

The system defaults to Ready Bill in the New Bill Status field. For this article leave this value as Ready Bill .

Select the appropriate New Bill Status in the New Bill Status field.

9. Step 9

The Range Selection box provides the parameters you can choose from to select the type of Bills you want to include in the status change.

For this article you are changing the status of two Invoices to Ready, so you will choose the Invoice ID option in the Range Selection box.

Click the appropriate Range Selection option.

Example shown here: the Invoice ID option.

10. Step 10

Based on your User Preferences, the Business Unit field may populate automatically. If it doesn't, you will need to enter the appropriate Business Unit code.

For this article, you will leave the Business Unit as displayed.