Procedures & concepts used in administering OIT's billing in PCR-360 and Banner
High-Level Billing Administration Tasks (& Triggers)
PCR/billing integration into Telecom request fulfillment
New Telecom service request →
Create PCR service order: enter JSM issue key + work summary into description, index code into Owner, reporter into Requestor, add expected Actions, Save
Coordinate telecom work in JSM issue
After work is complete / JSM issue is resolved →
Refine PCR Service Order with Actions & Charges that actually occurred
Copy Service Order description into each Charge description, verify total charges and GLA
Move Service Order from Pending to Complete, Save, Finalize order effective today
End-of-month PCR-to-Banner JV export
Four days before the end of the month →
Generate the Banner JV export: Admin tab > Billing > Bills > Generate Bill (uncheck Test bill, verify date range)
Wait a few minutes, reload list to see a Complete billing run, select it & Approve
Email Alex/Michele/Margaret Hernandez/Dan Weiss/Karen Erwin to inform them that Telecom billing has process (to trigger them to look for errors)
Export is automatically imported into Banner overnight?
If errors (mostly index code expirations), Dan or Michele notice, Michele researches and determines how to update or fix
Michele repairs the current Banner JV import
Michele emails us with corresponding index codes to change in PCR for future billing periods
Forward email into JSM for authority/record
Create a PCR work order for Telecom services (Owner Change > New Owner, referencing JSM issue in Description) or directly modify Expense GLA for non-Telecom services (referencing JSM issue in a Remark)
Low-Level Specific Procedures in PCR-360
Charge catalog item
Add
Modify
Remove
Service instance
Add
Modify
Remove
Bulk updates
Service
Add
Modify
Remove
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 uses PCR-360 to coordinate TI Telecom service request fulfillment, with integrated billing service/charge effects
Indy and Brent use PCR-360 to administer OIT billing:
Trigger the monthly PCR-to-Banner JV export
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