Procedures & concepts used in administering OIT's billing in PCR-360 and Banner.
Tasks & Triggers
Billing for Telecom/Networking requests
New telecom service request → Create PCR service order (JSD ticket + work summary into description, index code into owner, add expected actions, Save) → coordinate telecom work in JSD
when work is complete → refine PCR service order with actual actions & charges, copy service order description into each charge description, verify GLA and Total, move Pending to Complete, Save, finalize order with date in appropriate billing period.
Charge catalog items
Add a new charge catalog item
Modify an existing charge catalog item
Services
Add a new instance of a service
Modify an existing instance of a service
Decommission an instance of a service
Add a new service
Modify an existing service
Tips & Tricks
Make bulk updates to existing services
PCR -> Banner billing cadence
(To help understand the relationship between service period, billing period, JV date, calendar month, fiscal year…)
A charge categorized by PCR’s Billing tab M/Y field as 09/20xx indicates billing for service rendered in September. But not for the calendar month: for OIT’s current standard 8/21-9/20 billing period, which will be processed as a JV later that month.
Process/cadence
Bills are based on 30/31 day months: 21st of last month - 20th of this month. This is the billing period.
On the 20th, any charge dated during the just-closed billing period is processed/exported by PCR.
The PCR export can be edited manually to remove errors or make other adjustments.
Once that’s complete, the PCR export is imported into Banner.
The date of the Banner import (generally any day between the 21st and last business day of the calendar month) becomes the date on the JV in Banner.
Banner JVs are visible to fiscal officers; PCR invoices are available to TCs via PCR login.
Special cases
Adobe Sign measures transactions in calendar months; these are imported into PCR during the next month (before the 20th), and processed/JV'd normally later that month. So transactions for the calendar month of August would be PCR-dated some time in September (1-20) and JV dated later in September.
Responsibilities
The ICAT team provides PCR-360 as a service to OIT to use for billing administration, supporting the application (using SLA2 servers co-managed by LAP).
Indy and Brent use PCR-360 to administer OIT billing:
Process TI TEL/NET changes/charges/credits
Create bills & process payments (checks & CCs) for cash customers
Create monthly charges for: Adobe Sign e-signature, 800 Numbers, Expanded Conference Calling
Process changes/charges from all "Billing change" requests + credits for all services/charges
Charge campus customers for miscellaneous bills paid by OIT
Resolve Banner JV load failures
Michele handles related tasks:
Altering Banner JVs before resubmission to address errors (usually expired index codes)
Issuing credits/refunds to cash customers
State bond reconciliations for project charges billed to CPC index codes