Step 12: Change the Status of the Bill to Ready After the bill information has been entered, you will need to set the invoice Status to “RDY” (Ready). Begin by navigating to the Header – Info 1 page. WARNING! Do not change the Status of the bill to “Ready” before the bill is ready to be processed. This practice will prevent the bill from being run by the Single Action Invoice process before the bill information has been finalized. Click on the Header – Info 1 tab. Click on the Status field Lookup icon and select “RDY” to change the Status to ready. Click the Save button. Step 13: Refer to Running the Single Action Invoice Process Topic to Complete the Process After you have set the Bill Status to “RDY” (Ready), the Single Action Invoice process must be successfully run before the invoice is ready to print. (For instructions, refer to the “” topic in Lesson 3.) Having completed this topic, you should now be able to: Create a bill using the Standard Bill Entry pages Viewing the Billing General Page Topic Overview Although the Billing General page can be used to enter bills if the Express Bill component is launched, it is recommended that agencies enter bills using the Standard Entry process discussed in the previous topic “Using Standard Billing To Enter a Bill”. Some processes take you to the Billing General page where you can view bill information or toggle to the Standard Entry pages by clicking on the Standard Entry link in the Go to section. The Billing General page combines Standard Bill Entry pages and organizes the information in sections and tabs different from the Standard Bill Entry pages. This topic provides a listing which shows where fields are located in the Standard Bill Entry pages and the corresponding Billing General location. After completing this topic, you should be able to: View the Billing General page Toggle to the Standard Entry pages
Biller Header Info – 1 Header Detail Section Billing Authority Header Info – 1 Header Detail Section Standard Note Flag Bill Header Notes Header Notes link Internal Only Flag Bill Header Notes Header Notes link Std Note Bill Header Notes Header Notes link Note Type Bill Header Notes Header Notes link PO Header Misc - Info Header Detail Section Contract: Header Misc - Info Projects/Contracts Section Contract Date: Header Misc - Info Projects/Contracts Section Contract Type Header Misc - Info Projects/Contracts Section Key Header Misc - Info Projects/Contracts Section Max Rows Line - Info 1 Bill Lines Section Seq (Sequence) Line - Info 1 Bill Lines – Line tab Line Line - Info 1 Bill Lines – Line tab Table (Charge Code) Line - Info 1 Bill Lines – Line tab Identifier Line - Info 1 Bill Lines – Line tab Description Line - Info 1 Bill Lines – Line tab Quantity Line - Info 1 Bill Lines – Line tab Unit of Measure Line - Info 1 Bill Lines – Line tab Unit Price Line - Info 1 Bill Lines – Line tab Gross Extended Line - Info 1 Bill Lines – Line tab From Date Line - Info 1 Bill Lines – Info 1 tab To Date (Through Date) Line - Info 1 Bill Lines – Info 1 tab Line Type Line - Info 1 Bill Lines – Info 1 tab Tax Code Line - Info 1 Bill Lines – Info 1 tab Accumulate Line - Info 1 Bill Lines – Info 1 tab Tax Exempt Line - Info 1 Bill Lines – Info 1 tab Net Extended Line - Info 1 Bill Lines – Net Amount Standard Note Flag Line Notes page Navigation Link, Line Notes Internal Only Flag Line Notes page Navigation Link, Line Notes Std Note Line Notes page Navigation Link, Line Notes Note Type Line Notes page Navigation Link, Line Notes
View Adjustment History Topic Overview You can use the Adjustment History listing to view an invoice and a listing of the credits and rebills processed for the invoice using the SWIFT Bill Adjustment processes. Note: If you have used the Copy a Single Bill Process to credit a bill a second time, the credit will not display in the View Adjustment History listing. After completing this topic, you should be able to: View Invoice Adjustment History Process Steps View Adjustment History This topic covers how to use the Adjustment History feature to view an invoice and a listing of the credits and rebills processed for the invoice using the SWIFT Bill Adjustment functions. Steps to complete: Step 1: View the Adjustment History of an Invoice Step 1: View the Adjustment History of an Invoice Begin by navigating to the Adjustment History page. Navigation Links: Billing, Review Billing Information, Adjustment History. At the Adjustment History page, enter your search parameters. Tip: If you created your own credit invoice number using the original number + CR or + RB, you can enter part of the original number in the Invoice ID field and use the Contains operator. Click on the Invoice link in the Search Results section. The Adjustment History page displays. The header of the Adjustment History page lists Business Unit, the Invoice number that was selected on the Search page, the Customer number and name, along with the original Invoice number and related adjustments Invoice numbers. In this example, the original invoice was credited and a rebill was created.
Appendix Standard Bill Entry Pages Listing The following table lists the Standard Bill Entry pages available in SWIFT and identifies whether they are used in Minnesota and their purpose. # Billing Page Page Used/Not Used in MN 1 Header – AR Distribution Data is automatically generated by the system. No user input required. 2 Header – Info 1 Used to enter Bill Header information. 3 Header – Misc Info Used to manually enter PO (Purchase Order) number which displays on Invoice. Grant Module contract information automatically populates on this page. 4 Header - Note Used to enter Bill Header notes that display on invoice (standard, internal, or manual). 5 Header - Project Info Used to manually enter project information that applies to the entire bill. 6 Line – Info 1 Used to enter Bill Line information. 7 Line – Info 2 Used to change Entry type for Credits created using the Copy Bill process. 8 Line – Misc Info Used to enter a start date and an end date but these dates do not display on the invoice. Information is in the system and reports through to AR. 9 Line - Note Used to enter Line Notes (standard, internal, or manual). Internal notes do not display on the Invoice. Standard and manually entered notes display on the invoice. 10 Line – Project Info Used to manually enter project information for individual lines. Grant module project information automatically populates on this page. 11 Line – Tax Info Used to enter tax information, along with Line - Info 1 page. 12 Acctg – Rev Distribution Used to enter ChartFields for the Bill Line. 13 Acctg – Unbilled AR Grant module information automatically populates on this page. 14 Courtesy Copy Addr Used to enter customer who should receive a courtesy copy of bill. 15 Address Info Used to view customer address Information, change customer location, and add the bill contact.