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Brent Emerson

Brent Emerson

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  1. Refine PCR Service Order with Actions & Charges that actually occurred

  2. Copy Service Order description into each Charge description, verify total charges and GLA

  3. Move Service Order from Pending to Complete, Save, Finalize order effective today

Monthly

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Monthly charge creation

AdobeSign rebilling

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  1. Create one service order for all charges (TEL101 as top-level index code)

    1. Create charge for each line/usage in report, with charge override for actual amount, GLA override for index code, Customer-friendly description

      1. 800 Numbers: charge code TOLLFR-USAGE, one charge for each 800 number

      2. Expanded Conference Calling: charge code CONF, calls are grouped by moderator PIN code [mapping to index codes in CIO I: Drive\Administrative\FY 2020-2021\AP\PO and Invoices\Arkadin (NTT Cloud Com)], one charge for each call

  2. Save, Complete, Finalize service order.

Monthly billing for cash customers

After monthly JV billing is complete →

  1. Update tabs for customers shown in Receivables in Cash customers google sheet to reflect current date/charges

    1. date: end of billing period, due date: add 30, invoice & charges from bill (Admin > Billing > Bills)

  2. Print each active customer tab as PDF (I:\Administrative\FY 2020-2021\FY21 Director Documents\Alex\Cash Customers)

  3. Email PDFs to GLA Primary contacts shown in https://docs.google.com/spreadsheets/d/19ekCxUVFmVKtCUqLM7sLxKjYcSCeG-VsafVrGJeSIVc/edit#gid=0

    1. “Attached is your PSU Telecom billing for the month of XXXX.  Please remit payment as soon as possible.  If you have any questions, direct them to me at help-billing@pdx.edu.”

    2. and update latest billing column to show current month was billed

Process a cash customer payment

We (Stephanie>Michele>Brent>Indy) receive a check (Stephanie>Michele>Brent>Indy) or customer sends ACH/card/check to cashier & they email us (Michele>help-billing) for deposit instructions →

  1. Log payment onto the Cash customers google sheet

    1. When balance hits zero, hide rows

  2. Enter payment in PCR-360

    1. Admin > Billing > Payments, Add New Payment

    2. search for Account

    3. Description: “Payment by check #xxxx for invoice #xxxx”

    4. Method of Payment

    5. Amount

    6. Payment date: date processed (today)

    7. Add existing invoice: select invoices that were paid by this payment

    8. Save New

    9. See payment you just entered, Pending, select, Process Selected

  3. Tell cashier how to deposit

    1. Open deposit slip template (I:\Administrative\FY 2020-2021\FY21 Director Documents\Alex\Deposits\PSU Miscellaneous Deposit Form)

    2. Fill in: Deposit Direction, PSU ID line, Preparer information, Amount

    3. Save using “Customer amount date” filename

    4. Deliver slip in person (or using interdepartmental mail) with check, or attach it to reply to email.

Monthly billing for JV and cash customers

Low-Level Specific Procedures in PCR-360

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