Billing Invoices Process

References

Process

Billing is used when goods or services have been supplied to an external customer or other state agency.

Enter a bill into OAKS FIN that identifies the customer and what was supplied. Details are entered about the frequency of this billing. An invoice will be created in a later stage to send out.

There are various types of entries:

INV = Invoice (new bill)
CR = Credit (adjustment bill)
ISTV = ISTV Invoice
ISTCR = ISTV Credit

The day after entering a bill, information needs to be reviewed to see what was done by nightly batch processes.

Before printing invoices, it is good practice to print a Pro Forma invoice (or "draft") to ensure the bill looks the way it should and has all the correct information before it is finalized.

If necessary, changes to the Status of a bill can be made manually. It needs to be set to "RDY" to be included by the batch processes run overnight.

After an invoice has been set to "RDY" and saved, no changes can be made.

The Billing Administrator will want to review the bills to verify they are finalized before printing the invoices.

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