How to Create a Bill
Purpose: This job aid explains the procedure for creating a bill in SF Financials.
Step 1: On the Financial homepage, select the Billing tile.
Step 2: The Bill Entry Search page will appear by default. Select the Add a New Value tab.
Step 3: The Business Unit and Invoice will default to ‘SFGOV’ and ‘NEXT’. Note that you can optionally enter the Bill Type, Bill Source, Customer, Invoice Date, and Accounting Date here. For this example, we will enter them on the Header page. Click the Add button.
Step 4: Enter the Header information, beginning with the Invoice Date that you want to appear on the bill. For this example, we’ll enter ‘10/10/2024’.
Step 5: Bill Type is the category of activity that is being billed. A bill can only have one bill type defined at the bill header level. For this example, we will click the Look Up Type button and select Charges for Services.
Step 6: The Bill Source represents the department that generates this invoice. Click the Look Up Source button.
Step 7: Select the appropriate Source. For this example, we’ll click the Public Health link.
Step 8: Customer identifies who will be billed for the billable activity. Click the Look Up Customer button. For this example, we will select SEIU Local 1021.
Step 9: Invoice Form determines the layout that is used to print the Invoice. We will accept the default value, which is based on the Business Unit. The From Date and To Date specify the date range of the billing activity that this invoice covers. We’ll enter ‘09/14/2024’ to ‘09/27/2024’.
Step 10: The Accounting Date determines the General Ledger period to which the transaction will post. We will enter the same date as the Invoice Date, ‘10/10/2024’.
Step 11: Pay Terms specifies the number of days before the invoice is due. Pay Terms defaults based on the Bill Source but can be updated. We will leave this as ‘NET30’.
Step 12: Remit To and Bank Account specifies the Remit to Address for the invoice. The Remit To and Bank Account fields are defaulted based on the Bill Source, but can be updated. Here we’ve changed the Bank Account to 0701.
Step 13: Bill Inquiry Phone specifies the phone number that is to be printed on the invoice for customer inquiries. Bill Inquiry Phone is defaulted based on the Bill Source but can be updated.
Billing Specialist specifies the internal contact who is responsible for processing or inquiries regarding the bill. Billing Specialist is defaulted based on the selected Bill Source but can be updated.
Both of these fields are optional, and we will leave them blank as there are no values defined for this Bill Source.
Step 14: Sales, Credit, Collector, and Pay Method are defaulted and should not be changed.
Step 15: We will now specify the AR Distribution account and Project Information for the invoice. Click the Navigation list and select Header – AR Distribution.
Step 16: The AR Account is defaulted and can be updated to a different account. We will leave the default value.
Step 17: Click the Navigation list again and select Header – Project Info.
Step 18: We will enter PC Bus Unit SFGOV, Project 10001949, and Activity 0001. Select Analysis Type BAJ – Billing Adjustment.
Step 19: Now navigate to update the Invoice Line(s). Select the Line – Info 1 tab.
Step 20: The Bill Line data pertains to specific line charges that will be billed. Charge Codes, Descriptions, Pricing, General Ledger ChartFields, and line notes can be entered for each item on the bill. Charge Codes are configured for commonly entered billing items to help bill entry but are optional. The item description, unit of measure, unit price, and revenue distribution code can be predefined.
For this example, we will leave Table and Identifier blank and manually enter Description, Quantity, and Unit Price. Click the Refresh button to calculate the Gross Extended amount.
Step 21: The Gross Extended amount is updated. Click the Add a new row button to add a second bill line.
Step 22: For the second bill line, we will again leave Table and Identifier blank and manually populate Description, Quantity, and Unit Price. As with line 1, click the Refresh button to calculate the Gross Extended amount.
Step 23: Verify that the Gross Extended amount is calculated correctly. Note that the total of all lines is displayed as the Pretax Amt at the top of the page. Finally, click the Save button.
Step 24: The Invoice number is assigned by the system. Now we’ll enter the Accounting Entries for the bill lines. Click the Accounting link.
Step 25: Enter the appropriate values for Account, Fund, Dept, Authority, and Project for the first bill line, then click the Save button.
Step 26: The Percentage and Amount fields will automatically populate. Navigate to the second line by clicking the > button.
Step 27: The Percentage and Amount will automatically populate on the next line. Enter the appropriate ChartField values for the line and click Save.
Step 28: Click the Navigation list and select the Header – Note item.
Step 29: Multiple notes for the invoice can be entered on the Header - Note page. The notes are printed at the header (CUSTNOTE) and footer (FOOTNOTE) of the invoice. Notes can also be marked as ‘Internal Only’ to prevent printing of the notes. Note Type specifies the location where the note is to be printed on the invoice.
Click the Look Up Note Type button.
Step 30: Select the appropriate Note Type. For this example, click the FOOTNOTE link.
Step 31: Enter the desired information into the Note Text field. Here we’ll type “If you have any questions or concerns regarding your bill, please call the phone number provided.”
Step 32: Click the Navigation list and select Line – Note.
Step 33: A Line Note is associated with a single Bill Line. The bill line notes will be printed under each bill line on the invoice. Line notes can be used to include more information regarding each bill line.
Click the Look Up Note Type button.
Step 34: Select the Customer Note link.
Step 35: Enter the desired information into the Note Text field. For this example, we’ll enter “Premium Pay for the pay period ending 09/27/2024.”
Note the Standard Note Flag and Standard Note Code fields. The flag is used to specify predefined notes. As of the time of this job aid, none have been configured.
Step 36: Click the Save button. You have successfully learned how to manually create a bill.
End of Procedure
Audience: All Billing Users
Author: Rob Conner
Version: 1.1