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Finance Systems Training. Billing Fundamentals Rohin Whitford Training & User Support / Finance. Agenda. AR Overview NSF Overview NSF Menu walkthrough Bill Headers Bill Lines GST calculation Accounting Distribution Creating a single line bill Finalising your bill GST Rounding issues
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Finance Systems Training Billing Fundamentals Rohin Whitford Training & User Support / Finance
Agenda • AR Overview • NSF Overview • NSF Menu walkthrough • Bill Headers • Bill Lines • GST calculation • Accounting Distribution • Creating a single line bill • Finalising your bill • GST Rounding issues • Copy Bill • Credit Adjustments • FX Invoices & hedging • Correcting bill errors • Checking payments • Customer Statements • AR help & forms
Accounts Receivable • UNSW Payment Terms – 30 Days • Debtor Management • Monthly account statements • Chase overdue accounts • Agency referral • Business Unit Support • Aged Debt Analysis & Reporting • Controlled Entity Invoices • Credit Adjustments • Create & Update Customer Accounts
NS Financials eProcurement Asset Management Procurement Card Purchasing Billing General Ledger Expenses Accounts Payable Accounts Receivable
Customer Accounts To Create – Customer Requests Request new customer accounts To View - Customers View and Requests updates to existing customer accounts
Accessing Billing Create and Maintain Bills Create & Copy Generate Invoices Reprint & Reports Locate Bills Search for Bills Review Billing Information Review bill summaries, billing detail (incl. single reprint), pending items, accounting entries.
Maintain Bills • Create / Update Bills • Copy Bills
Generate Invoices • Reports • Reprint invoices
Locate Bills • Search for bills that match a selected criteria.
Review Billing Information • Review bill summaries, billing detail (reprint single invoice), pending items or accounting entries. /
Billing Process • Identify your Business Unit • Identify the Customer • Confirm customer address • Quote PO or Contract number(s) (optional) • Add a header note (optional) • Add line(s) • Enter Accounting Distribution • Calculate Taxes • Add a line note (optional)
Exercise 1 The University Gymnasium is raising a bill to Tiny Tots Tennis for Tennis Court usage for the month of February (we are attaching a schedule for them to refer to with regard to dates and times they can use the court and make a comment in the line referring to the attachment). Tennis court usage is for 8 hours of court usage @ $30 per hour (which is GSTable). The revenue is to go to Fund code OP001 and department CEIC (there is no project id used in this exercise).
Billing Fundamentals Adding a new bill
Billing Fundamentals When adding leave this as NEXT and the next sequential number will be assigned to the bill
Billing Fundamentals Most Faculties / Organisations have their own Bill Type Identifiers – the most commonly used is MSC
Billing Fundamentals Not all business units have bill sources.
Billing Fundamentals Search for and select the customer “Tiny Tots Tennis”
Entering Bills Page Series
Bill Header • Address Info (check) • Header Misc Info (optional) • Header Note (optional) • Header Info 2 (optional) • Line Info 1 • Acctg Rev Dist • Line VAT Info • Line Note (optional) • Check your GST • Finalise your bill Page Series Entry
Header Misc Info The use of this page is optional
Header Note The use of this page is optional
Header – Info 2 The use of this page is optional
Line - Note The use of this page is optional (enter the note referring to the attachment)
Informational Message When saving you’ll receive an informational message asking you to check your GST. Say yes to cancel saving and check your GST Say no to continue Saving.
Print NOTE: Your invoice will not show on the General Ledger until the following day – budget check occurs during overnight process
Invoice Header Note Line Note