Welcome to AR354: Advanced Billing

1. Welcome to AR354: Advanced Billing

2. First Things First Please set cell phones and pagers to silent Refrain from side discussions. We all want to hear what you have to say! Feel free to ask questions. If your question will be covered later in the class, we will note it to discuss later. If your question is off-topic, please enter it on an index card so we can get an answer back to you. Two breaks and a one hour lunch are planned Bathrooms / Snacks

3. Getting to know you…. • Name, Agency Name • What is your Billing Role(s) at your agency? • Favorite pastime.

4. Training Materials Overview

5. Participant Guide • Produced in Microsoft Word • Contains key concepts, processes, and task information required to complete a user’s role in SMART • Process flows and screenshots of the SMART system are included • This is a great reference to use after training!

6. Concept Slides • Used to help the Trainer facilitate the course materials • Produced in Microsoft PowerPoint • Contains key content and graphics • Generally used at the beginning or end of each Lesson

7. Business Process Flows • Used to present the flow of either business processes or information within SMART

8. Activity Guide • Produced in Microsoft Word • Contains a scenario for each activity completed in the training database • Provides data that you must enter for the exercise • Organized by classrooms and users • Take note of the user ID assigned to you

9. Activity Types • Demonstration – instructor only (hands off) • Walkthrough – instructor leads and participants complete exercise with instructor (hands on) • Exercise – Participants complete on their own • Challenge – Participants complete on their own

10. User Productivity Kits (UPKs) • An online help tool that contains user procedures for completing tasks in SMART • Used in training to perform a simulation of a SMART task or to be used during an activity as a help guide • UPKs are also available after training on the SMART Training website • UPKs are simulated to have the look and feel of SMART, but do not impact the production environment. It is a safe way to practice tasks that you perform in SMART.

11. Job Aids • A short document that contains key concepts or steps involved in a course • Can be content or system related • Available for all participants to use during training • Used after training for quick reference from the Training Portion of the SMART website • Referenced as often as possible during training to indicate the “handiness” of the material

12. Course Evaluations • Are conducted using the SurveyMonkey tool • Please complete a course evaluations for each new course that you attend • Trainers also complete a course evaluation at the end of each class

13. Questions

14. Course Objectives After completing this lesson, you will be able to: • Define key Billing terms, processes, roles • Finalize and Print Bills • Create and Print Consolidated Bills • Maintain Bills

15. Lesson 1

16. Lesson Objectives After completing this lesson, you will be able to: • Define advanced billing terms • Explain the end-to-end Billing process • Explain advanced Billing roles

17. Key Terms • Non-Consolidated – Individual bills or invoices to customers • Consolidated – You may have customers who want to receive multiple invoices grouped together, or consolidated, for ease in processing. With SMART Billing, you can consolidate billing by customers. To consolidate bills, you: • Create a consolidated bill header • Attach individual bills to the consolidated bill header

18. End-to-End Billing Process

19. Billing Roles The following roles are involved in the Advance Billing process

20. Lesson 2

21. Lesson Objectives After completing this lesson, you will be able to: • Process Invoices • Create a consolidated bill header • Attach a bill to a consolidated bill • Finalize and print consolidated invoices • Review the load of pending items into Accounts Receivable

22. Process Invoices • You create invoices from the bills in the billing system • There are a number of actions that you must perform to generate invoices. • Enter all necessary header and line information • Change the status of the bill to RDY (Ready). • Finalize the bill • Print one or more copies or create an invoice, and send it to the customer. • The Finalize and Print multi-process job runs the following process: • Preprocess and Finalization: Runs the actual bill finalization process, which produces an invoice • Finalization changes the bill status from RDY to INV (Invoiced) for consolidated bills • Once the invoice status is INV, you can load the invoice information into tables for subsequent processing by Accounts Receivable or General Ledger

23. We will now complete a UPK simulation: Researching Invoiced Bill Lines

24. Researching Bills Overview • SMART Billing enables you to search for bills by specifying criteria • You can search for a single bill, a group of bills, a single bill line, or a group of bill lines • You can also use the Bill Search and Bill Line Search pages to search for any bill or bill lines, regardless of status • With these pages, you can only view bill and bill line information

25. We will now complete a UPK simulation: Researching Invoiced Bills

26. Processing and Printing Consolidated Bills • A consolidated bill groups individual bills for ONE customer into a single bill. • Consolidated bills can be sent to different locations, if required. • A consolidated bill consists of the consolidated bill header and attached bills. • The consolidated bill header acts as the “glue” for the attached bills • You can pre-process, finalize, and print consolidated invoices • Consolidated bills can be finalized and invoices printed after the bill status is changed to RDY • The Consolidated Finalize and Print process performs the following actions: • Pre-processes and finalizes the specified consolidated bills • Prints portrait formatted invoices • Prepares invoice information to move to Accounts Receivable • It is best practice to return to the Address page to verify the address information is correct

27. Processing and Printing Consolidated Bills

28. We will now complete a UPK simulation: Processing and Printing Consolidated Bills

29. We will now complete Activity 1 in your Activity Guide

30. Review Accounts Receivable Load • An automatic (batch) process loads invoice information into AR pending items after invoices have been generated, or after the bills are in INV status. • There is no user action required. • Verification of a successful load of pending items into AR is necessary.

31. We will now complete Activity 2 in your Activity Guide

32. Lesson Review In this lesson, you have learned to: • Create a consolidated bill header • Attach a bill to a consolidated bill • Process Invoices • Research Bills and Bill lines • Finalize and print consolidated invoices • Review the load of pending items into Accounts Receivable

33. We will now complete Activity 3 in your Activity Guide

34. Lesson 3

35. Lesson Objectives After completing this lesson, you will be able to: • Credit a bill and create a rebill • Credit a bill line and apply to an existing bill • Credit a bill line reversal and rebill • Credit a net bill line adjustment

36. Key Concepts • When adjusting bills you can • Associate new entry types, reasons, and distribution codes within the bills • Calculate new totals • You can adjust a bill header or line only once • Rebill – You may need to credit an entire bill and rebill. For example, you discover a shipment was sent to the wrong customer • Bill Line Reversal – You may need to adjust bill lines after invoices are generated. For example, if a customer returns items shipped on an order or if the original bill line has incorrect information, you can adjust the bill line • Net Bill Line Adjustment – This is used to create an adjustment for a particular bill line. • Example: a customer has been overcharged for an item

37. Key Concepts cont’d • To adjust bills and bill lines, SMART provides the Adjust Bills function. • Use this function when you must make invoice changes. • You can credit entire bills and rebill with one action, or select only certain lines to rebill. • You can also add lines of activity and rebill, associate new entry types and reasons with the bills, associate new distribution codes, and calculate new totals • Once the new bill has been created, you can then make the necessary corrections • You can adjust any bill in the system except consolidated bill headers • However, if the bill originated from an external source, you can initiate the adjustment directly from Billing

38. We will now complete Activity 4 in your Activity Guide

39. We will now complete Activity 5 in your Activity Guide

40. We will now complete Activity 6 in your Activity Guide

41. We will now complete Activity 7 in your Activity Guide

42. We will now complete Activity 8 in your Activity Guide

43. We will now complete Activity 9 in your Activity Guide

44. Lesson Review In this lesson you learned: • How to credit a bill and create a rebill • How to credit an entire bill and rebill • How to credit a bill line and apply it to an existing bill • How to create a bill line reversal and rebill • How to create a net bill line adjustment

45. Closing the Day

46. Use the following resources • SMART Training Website • http://da.ks.gov/smart/training.html • SMART Training Team • Contact us at smarttraining@da.ks.gov • SMART materials • Review, Review, Review your SMART materials after training!!

47. Questions

48. Evaluation Please fill out the evaluation for today’s instructor led training session! http://www.surveymonkey.com/s/SMARTtrainingAR354

49. Thanks for coming and participating today!