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Billing setup and processes

Explanation of process:

While PeopleSoft billing processes are not capable of separating out currently enrolled students and

non-students/prior year students, we have a customized process to create paperless invoices for

currently enrolled students and paper invoices for non-students/prior year students.

Some campuses also have a separate billing request for particular student groups. You should run any

billing requests for particular student groups or other criteria first. You would set your bill by option to

N (Bill Range) and then you would want to pick your corresponding billing ID which specifies your billing

criteria.

Once you have completed your specific billing requests, and you want to separate out currently enrolled

students from non-students, you can run the customized process to place a service indicator (SF6) on

currently enrolled students. Then you would complete your billing request and generate invoices for

non-students. This run will not bill currently enrolled students because of the service indicator on the

account. Then you would run the process to remove the service indicator from currently enrolled

students. Then you can complete your billing request and generate invoices to pick up all enrolled

students.

If you do not need to separate out your customer bills, you can create a single billing request and select

the “Bill all not yet billed” value. This will pick up all customers and you can generate and print invoices

for the one billing request.

Whether you are printing bills or loading ebills, the processes are the same with the exception of the

output on the print invoice process.

Billing Steps:

1. Complete specific billing runs by billing particular student groups or other specified criteria on

the billing request ID setup

2. Run NDU process to assign NOBILL service indicator to all enrolled students

3. Complete Bill All Not Yet Billed run to generate bills for non-students

4. Run NDU process to remove NOBILL service indicator from enrolled students

5. Complete Bill All Not Yet Billed run to generate bills for enrolled students

Note: If you do not need to separate out your billing runs, you may just run one billing process of Bill All

Not Yet Billed to pick up all customer accounts

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Billing setup

Billing Standard Request

The setup of the billing standard request will define the criteria for which students you want to generate

a bill.

Navigation: Setup SACR > Product Related > Student Financials > Billing > Billing Standard Request

NOTE: When creating a billing ID, do not put a space in your Billing ID code. We have had issues with

the billing process stopping when it hits a space and bills do not generate correctly.

Type of Request: Select student for customer bills or Organization for external organization bills

Last Name Selection: To generate a bill for all students leave the From field blank and enter all Z’s in the

To field. You can also define a range of students for which you want to generate a bill.

Balance Selection: Enter the credit balance above which you want to generate a bill, enter as a negative

number. Enter the debit balance above which you want to generate a bill, enter as a positive number.

Miscellaneous Selection: Set the Zero Bill Handling field to Update Zero Bills. This will set a flag

indicating the account has been billed, but does not generate a bill, the system ignores flagged zero

amounts, thereby increasing performance. Leave the Not Bill Since field blank.

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Billing Type: Select the corresponding billing type

Invoice Option: Select the create account statements button, the system will generate bills even for

accounts with no new activity. The invoice option generates for accounts with new activity only.

Prior Invoice Calc Option: Select the Account Balance Method, with this option account statements will

reference the amount of the previous invoice but will not indicate the previous invoice ID on new bills.

Campus Select: Enter your institution and campus

Invoice ID Number: Enter in your institution

Billing Scan Line Definition: Leave this field blank

Service Impact: Enter in the service impact to exclude from billing those students or corps with a service

indicator associated with the selected service impact.

Print Schedule of Classes: Check this box to print each student’s schedule of classes

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Select the Create Communications Records box to create a communication record during the bill

generation process

Academic Institution: Enter your academic institution

Administrative Function: Enter SFBI

Communication Category: Enter the type of communication record to create

Communication Context: Enter the context of the communication record to create

Bill Comm Flag: Select to produce a duplicate bill for the parent or guardian of each student affected by

the billing standard request. The system uses the parent or guardian that you specify on the

Relationships page within Campus Community

Letter Code: Specify the letter code

NOTE: We do not currently use Relationships

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Select All Careers to generate a bill for all students regardless of academic career.

Select Use Records to filter billed students based on career, program, or plan.

Select Use Admissions to filter billed students based on admissions program status.

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Use the Academic Selections 2 tab to further define your billing criteria. Leave these fields blank to bill

all students.

Use the messages tab to add text or spacing that you want to appear on your bills.

Messages first need to be defined. Navigation: Setup SACR > Product Related > Student Financials >

Billing > Billing Messages.

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Use the Student Groups tab to only bill students assigned to particular student groups. If you choose

student groups, you’ll also want to check the Current Table Entries Only box, this will exclude any

students with a future-dated active status in a student group.

Use the Account Selections tab to only bill specified account types, choose all Accounts to bill all account

types.

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For corporate billing requests, leave the from field blank and enter all Zzz’s in the To field to pick up all

corporations.

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Invoice layout setup

The setup of the invoice layout will define how you want to present the invoice data to students and

external organizations.

Navigation: Setup SACR > Product Related > Student Financials > Billing > Invoice Layout

Select Status of Active

Enter the description and short description

Location Code: Enter the location where invoices recipients should mail their payments

Anticipated Aid Detail and Include Anticipated Aid Total: Select to print, on the invoice, a detailed

summary and the total amount of the financial aid that you expect the student to receive. If you do not

select either of these options, no anticipated financial aid information appears on the invoice.

Term Summary: Select the terms for which information appears in the term summary section of the

invoice.

XML Publisher Related: Complete this section only if you are using XML Publisher

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Note: We use XML Publisher for the corporate third party contract billing. We do not use XML yet for

student bills or regular corporate bills.

The bill sort fields determine the sort order of the invoices in a given billing run. The sort order that you

choose determines the order in which the systems prints the invoices.

The transaction sort fields determine how transaction details are sorted on an individual invoice. You do

not have to populate all sort fields. Select Subtotal to print a subtotal of the transactions on the invoice.

The summarization fields summarize billing information on the printed invoices rather than printing all

the billing details. Use these two fields to summarize transactions so the invoice will no longer show

transaction detail.

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Billing Processes

NOTE: If you do not need to bill enrolled students separately from non-students, you can skip steps 1

and 5 to place the billing service indicator and to remove the billing service indicator.

1. NDU Process to place service indicator on enrolled students

NDU Applications > NDU Student Financials > Process > NDU Place Billing Service Ind

Institution: Enter your institution

Department: Enter the department to be associated with the service indicator, most likely your

business office department

Term: Enter the term for which you want enrolled students to have the indicator

Service indicator Cd: Enter SF6, your no bill service indicator

Service Ind Reason Code: Enter ENRL to designate these students as enrolled

Click Save, Click Run

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Click OK

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2. Create Billing Request

Student Financials > Bill Customer > Student Bills > Create Billing Request

Go to Add a New Value to set up a new billing request

There are 3 bill options:

Bill One ID: bill one specific empl ID

Bill Range: bill students meeting the criteria of the billing standard request that you select

Bill All Not Yet Billed: all students for whom you have not already generated bills

Billing ID: Enter the billing standard request you want to link to this billing request

Invoice Date: Enter the date that you want to establish as the date of the invoice creation. This should

be the current day’s date.

ID: If you are creating a billing request for a single student, select the student ID. This field is only

available if you select the Bill One ID option.

Due Date: Set a default due date that you want to assign to charges without a due date when you

create the bill

Due Days: Set the default due date as a function of the date that you generate the bill, enter the

number of days that the system adds to the invoice date to determine a due date

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Item Due Info: You can use the fields in this group box in conjunction with the fields in the Due

Date/Days group box. If you want charges from a previous term to be due sooner, you can use these

fields to establish a separate due date for charges in a specific term. The system assigns the due date in

the Due Date/Days group box to any charges falling outside that term.

Term: Select the specific term with the charges to which you want to assign a due date

Due Date: Enter the specific due date you want to assign to charges without a due date in the term

specified

Due Days: Enter the number of days that the system adds to the invoice date to determine a due date

Note: The due date and due days field are mutually exclusive. If you enter a value in both fields, the

system will keep only the most recently added value after you refresh the page.

Bill Term: Select the term or terms for which you want to generate bills

From Term and To: If you enter one term in the bill term field, enter the term(s) for which you want to

bill

Invoice Layout: Enter the invoice layout to print invoices

Output format: Set this to Other Bill(SQR)

Aid Term From and To: Set the range of terms to print anticipated financial aid detail on the invoices

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Address Usage: Select the address usage the system uses to select the addresses printed on the bill

Output File Directory: leave this blank

Address not required: Select to print invoices even if the process finds no address

DO NOT click on Generate Invoice

Save your billing request and a billing request ID will display at the top.

This is now your billing request number that you will use to generate and print invoices.

3. Generate invoices

Student Financials > Bill Customers > Student Bills > Generate Invoice.

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Enter your business unit and billing request number, information from your billing request will populate

onto the page. Click Run

Click OK

4. Print Invoices

Student Financials > Bill Customers > Student Bills > Print Invoices

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You can choose to print invoice by billing request number, one customer ID, invoice date or invoice

range

You also have the option to override your billing request layout settings.

Note: This page does not Save your settings

Click Run

Select the following settings to generate a PDF for which you can print to your printer.

Select the following settings to write a file to the Sophie server for Ebills to be loaded to TouchNet.

Output destination:

\\sophie.cnd.nodak.edu\home\touchnet\eBill\und01\und0104292014.txt

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Note: Enter your campus in the highlighted areas. There can be no spaces in the file name. Make sure

to put some sort of date in the filename, so we know which date the file is from. Also, if you are running

more than one file of statements a day, make sure to put an a, b, c, etc. after each file. A file with the

same name will overwrite the previous file on Sophie. You will need to change the file name each time

you run this process.

Once the process has run, a text file will go out to Sophie. After you’ve run the process, you’ll need to

submit a help ticket stating that your ebills need to be loaded. Campus Solutions will then load your

ebills in TouchNet. Once the ebills are loaded, students will receive an email that they have a balance

due on Campus Connection.

5. Run the NDU process to remove service indicators

NDU Applications > NDU Student Financials > Process > NDU Remove SF Service Ind

Institution: Enter your institution

Term: Enter the term for which you want the indicator removed

Department: Enter the department to be associated with the service indicator, most likely your

business office department

Service indicator Cd: Enter SF6, your no bill service indicator

Service Ind Reason Code: Enter ENRL

Click Save, Click Run

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Click OK

6. Repeat steps 2-4 to bill enrolled students

Note: You can only bill a student once per day with the same transactions, if the student has new

charges on the same day, you can bill him/her again that day and the new charges will be picked up.

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Organization Bills

To produce bills for org accounts, you also need to create a billing request ID, generate the invoices, and

print the invoices. The steps are the same as the student billing process. The navigation to those links

are below.