Generate_Review_Print Invoices for Organizations Trigger:

Transcription

1 Department Responsibility/Role File Name Generate_Review_Print Invoices for Organizations_SPD_ Revision Document Generation Date Date Modified Last Changed by ctbrand2 12/11/2014 Status 12/11/ :57:00 AM 12/12/ :06:00 AM Trigger: Required Field(s) Comments Output - Result(s) Comments Additional Information Last changed on: 12/12/ :06:00 AM Page 1

2 Procedure In this topic, you will learn how to Generate, Review and Print an Invoice for an Organization. 1. Note: Prior to proceeding with this procedure, a billing request must be created and the billing request number should be noted. Please see the user guide entitled Create Billing Request_Corporate. Unlike student invoices, which will be done in a monthly batch process, these may be done as individual, or batched, on a weekly basis during the beginning of the semester. 2. To sign in to Campus Solutions, go to sis.illinoisstate.edu. Click the Please click here to PeopleSoft logon page link. Page 2 Last changed on: 12/12/ :06:00 AM

3 3. You will be directed to the Campus Solutions logon screen. Enter your User ID and Password then click the Sign In button. Last changed on: 12/12/ :06:00 AM Page 3

4 4. Once you sign in, you will see a list of navigation links that relate to your roles and responsibilities. Bill Customers is within Student Financials menu. Click the Student Financials link. 5. Corporate Bills are within the Bill Customers folder. Click the Corporate Bill folder. Page 4 Last changed on: 12/12/ :06:00 AM

5 6. Generate Invoice is within the Corporate Bills folder. Click the Generate Invoice link. Last changed on: 12/12/ :06:00 AM Page 5

6 7. Enter the Run Control ID. Click the Add button. 8. Enter the Business Unit ILSTU or click the Look Up button and select from the list. From the Generate Invoice page, click the Billing Request Nbr Look Up button. Page 6 Last changed on: 12/12/ :06:00 AM

7 9. From the Search Results, click the link for the desired Billing Request Nbr. Last changed on: 12/12/ :06:00 AM Page 7

8 10. Once a billing request nbr is selected, the Billing ID, Invoice Date, Ext Org ID will populate the invoice details. The Bill Indicator Corp ID radio button will also be selected. Click the Run button. 11. The Print By, Print Choice and Due Date/Days will also populate invoice setup information. Click the Run button. Page 8 Last changed on: 12/12/ :06:00 AM

9 12. From the Process Scheduler Request screen, click the Server Name drop down menu and select PSUNX from the list. Click the OK button. Last changed on: 12/12/ :06:00 AM Page 9

10 13. To view the job progress, click the Process Monitor link. Page 10 Last changed on: 12/12/ :06:00 AM

11 14. Click the Refresh button until the Run Status and Dist. Status are Success and Posted. 15. To return to the Generate Invoice screen, click the Go Back to Generate Invoice link. Last changed on: 12/12/ :06:00 AM Page 11

12 16. To review the invoice, from the Navigation Path, click Corporate Bills link then Review Invoice link. Page 12 Last changed on: 12/12/ :06:00 AM

13 17. From the Invoice Info Corp find screen, click the Search button. 18. From the Search Results section at the bottom of the page, click the link for the desired invoice number. Last changed on: 12/12/ :06:00 AM Page 13

14 19. Invoice Info. Corp. tab: Displays Invoice information including Prior Invoice Amount, Total Billed, Status and Due Date. You can also view any error/warning information. Page 14 Last changed on: 12/12/ :06:00 AM

15 20. Bill Detail tab: Displays the invoice line(s) details such as Item/Name, Term/ID, Due/Posted date, and Line Amount. To view additional lines, click the View All link or the First/Last arrows. Last changed on: 12/12/ :06:00 AM Page 15

16 21. Bill Messages tab: Displays messages attached to the invoice. Page 16 Last changed on: 12/12/ :06:00 AM

17 22. To print the invoice, from the Navigation path, click Corporate Bills and then click the Print Invoice link. 23. From the Print Invoice find screen, click the Search button and select a Run Control Job ID from the list. Or click the Add a New Value tab to create a new Run Control Job ID. Last changed on: 12/12/ :06:00 AM Page 17

18 24. Verify the Server Name defaults to PSNT, otherwise, click the drop down menu button and select from the list. Click the Checkbox for the process name to be completed. Click the OK button. Page 18 Last changed on: 12/12/ :06:00 AM

19 25. To monitor the progress of the job, click the Process Monitor link. Last changed on: 12/12/ :06:00 AM Page 19

20 26. Click the Refresh button until the Run and Dist. Status are Success and Posted. 27. Click the Details link. Page 20 Last changed on: 12/12/ :06:00 AM

21 28. From the Process Detail screen, Date/Time section of the page, click the View Log/Trace link. Last changed on: 12/12/ :06:00 AM Page 21

22 29. From the View Log/Trace screen, and the File List section of the screen, look for the file ending in.pdf 30. The Invoice PDF file will display in a new tab. To print, click the Print link from within the PDF tab and complete the print screen steps. To return to the Print Invoice screen, click the X on the invoice PDF tab. Page 22 Last changed on: 12/12/ :06:00 AM

23 31. To return to the Navigation Menu screen, click the Home link at the upper right of the screen. 32. Look for the printed invoice on the printer selected. 33. Congratulations, you have completed Generating, Reviewing and Printing an Organization Invoice. End of Procedure. Last changed on: 12/12/ :06:00 AM Page 23