Process Fee-Only Bills

1. Process Fee-Only Bills GSA Training Module

2. Process Fee-only Bills Training Module Overview Description: This training module will take you step-by-step through the Process Fee-only Bills module in the Regional Business Application (RBA) Integrated Task Order Management System (ITOMS) component. Navigation:If the tutorial opens up in your web browser, simply click your mouse or your space bar to advance to the next slide. Use the “Backspace” key to go back. If the tutorial opens in the PowerPoint application, click on “F5” to view the tutorial. Use the spacebar or click your mouse to advance to the next slide. To go back, click on the “Backspace” key.

3. Process Fee-only Bills Glossary

4. Process Fee-only Bills Privileges

5. Process Fee-Only Bills Regular bills Fee-only bills The Process Fee-Only Bills module is designed like the Billing Module and allows similar functionality for fee-only task items:

6. Fee-Only Bill Attributes Bills for fee-only task items differ slightly from regular bills Fee-only bills: • Assume the order-level POP Start & End dates, if available • Do not have the service month/year validated against a POP • Have a non-editable billing indicator set to “FEE” with code “G50” • Get assigned a dummy non-editable invoice number placeholder following the format: Fee-1, Fee-2, Fee-3, etc.

7. Within the Workflow Context Fee-only task items can be billed any time after the PO is awarded and the Funding Status is TO NEAR

8. ITOMS Homepage / Fund Manager 2 role Fee-only task items can be billed to the client anytime after the Purchase Order for that fee-only task item has the funding status TO NEAR. Orders that have fee-only task items with outstanding unbilled amounts are displayed in the Process Fee-Only Bills action folder. Once the fee-only task item is fully billed the action item is removed from the action folder.

9. Process Fee-Only Bills Action Folder / Fund Manager 2 role The Process Fee-Only Bills action folder displays all orders that have fee-only task items with outstanding billed amounts. Click on the Order Id link to open the Process Fee-Only Bills module for the outstanding bill.

10. Process Fee-Only Bills link on the Orders Navigation link / Fund Manager 2 role Alternatively, users can access the Process Fee-Only Bills module by selecting an order and clicking the Process Fee-Only Bills link on the Orders navigation link

11. Process Fee-Only Bills/ Fund Manager 2 role The Process Fee-Only Bills module does not display billing records for de-obligated orders Select a fee-only task item from the Task Item drop-down list to view bills for that task item only. Users can only perform actions on one task item at a time. There are four main functions within the Process Fee-Only Bills module: ReBill Fee Credit Fee Bill Fee View All Bills Select an option to refresh the Process Fee-Only Bills module with the appropriate view.

12. Process Fee-Only Bills: Bill Fee / Fund Manager 2 role When the Bill Fee option is selected the form displays information required to bill the client for a fee-only task item Select a subtask to bill against The Task Item Summary section displays the task item Type, order-level POP Dates (if available) and the remaining surcharge obligation amount that can be billed for the task item

13. Process Fee-Only Bills: Bill Fee / Bottom 2/2 of form / Fund Manager 2 role Enter the amount of the new fee-only bill and the New Billed FEE Amount will automatically be calculated Fee-only bills are automatically set to the Fee billing indicator. Enter the Service Month/Year for the new fee-only bill as well as any comments. Check the Transmit checkbox if the new billing record should be transmitted to NEAR. Then click the Create Bill button to generate the new fee-only billing record.

14. ReBill Fee Process The ReBill Fee process allows users to make corrections to existing fee-only bills. The amount of the original fee-only bill is credited back to the client’s citation and a new fee-only bill is created in its place. The ReBill Fee process enforces that the amount credited to the original subtask(s) is the same amount debited from the ReBill subtask

15. ReBill Fee Capabilities The ReBill Fee process allows users to credit one or more subtasks but only allows the total credited amount to be debited from a single subtask. The single subtask can be an existing subtask on the order or a completely new subtask.

16. Process Fee-Only Bills: ReBill Fee / Fund Manager 2 role When the ReBill Fee option is selected the form displays information required to perform the ReBill (aka Credit-ReBill) process on a fee-only bill • Follow 3 steps to perform a ReBill on a fee-only bill: • Select the bill(s) to be credited from the Billing Information datagrid. • Select the subtask desired to be billed from the TOF Information datagrid. If the desired subtask is not displayed then click the Add Funds link to add a new subtask to the datagrid. • The form will automatically sum the Surcharge Amount values for each bill selected in step 1 and display the sum in the Amounts Information section.

17. Search for Funding / Fund Manager 2 role Search for a citation by using the Search By drop-down list, entering the beginning characters of the search value and clicking Go. Citations matching the search input will be displayed in the datagrid. Select the citation to bill the client fee against and click Apply Citation. A confirmation message will notify the user when funds are successfully added to the task item TOF datagrid. When finished applying funds to the task item, close the Search for Funding window and return to the Process Fee-Only Bills module.

18. Process Fee-Only Bills: ReBill / Bottom 2/2 of form / Fund Manager 2 role Click ReBill to create corresponding credit bills and debit bills for the selected task item. ReBill records are automatically marked for transmission to NEAR.

19. Process Fee-Only Bills: Credit Fee / Fund Manager 2 role When the Credit Fee option is selected the form displays information required to credit fee-only bills back to the client Select the fee-only bills to be credited back to the client. Users can select more than one bill. The sum of the Surcharge Amount value for each fee-only bill selected in the Billing Information datagrid will automatically be populated in the Fee Amount field in the Amount to Credit section. Click Create Credit Bill to create a credit record for each selected fee-only bill. To transmit the billing record to NEAR check the Transmit checkbox

20. Process Fee-Only Bills: View All Bills / Fund Manager 2 role Select View All Bills to view all billing records for the selected Task Item. The default Task Item value is ‘All’ to display all bills for all task items on the order: fee-only task items as well as non-fee-only (regular) bills. Click here to open the Orders module in a new browser window loaded with this order Filter the billing records by Invoice Number The datagrid displays each billing record for the selected task item and invoice number.

21. Questions & Support • For questions regarding AAS Policy please contact randy.matlack@gsa.gov, gale.greenwald@gsa.gov, or robert.niewood@gsa.gov • For questions regarding the Process Fee-only Bills RBA Training Module please contact helpdesk@gsarba.com