Procedures & concepts used in administering OIT's billing in PCR-360 and Banner
High-Level Billing Administration Tasks (& Triggers)
PCR/billing tasks integrated with 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
Monthly charge creation
Import AdobeSign charges into PCR-360
(800 Numbers, Expanded Conference Calling) Michele exports service rebilling report/invoice and emails →
Create one service order for all charges (TEL101 as top-level index code)
Create charge for each line/usage in report, with charge override for actual amount, GLA override for index code, Customer-friendly description
800 Numbers: charge code TOLLFR-USAGE, one charge for each 800 number
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
Save, Complete, Finalize service order.
Process a cash customer payment
We (Michele>Brent) receive a check or customer sends ACH/card/check to cashier & they email us (Michele>help-billing) for deposit instructions →
Log payment onto the Cash customers google sheet
When balance hits zero, hide rows
Enter payment in PCR-360
Admin > Billing > Payments, Add
search for Account
Description: “Payment by check #xxxx for invoice #xxxx”
Method of Payment
Amount
Payment date: date processed (today)
Add existing invoice: select invoices that were paid by this payment
Save New
See payment you just entered, Pending, select, Process Selected
Deposit payment with PSU cashier
Create deposit slip from fillable PDF template
Fill in: Deposit Direction, PSU ID line, Preparer information, Amount
For physical checks:
Print the deposit slip onto paper
Scan it and the check to a PDF
Save this PDF using “Customer amount date” filename convention and put a copy into Deposit slips
Deliver slip & check in person to cashier’s office (or to mailroom to go to cashier via intercampus mail during COVID)
For payments already at cashier:
Save the deposit slip (print to non-fillable PDF) using “Customer amount date” filename convention and put a copy into Deposit slips
Reply to the email from the cashier’s office with the deposit slip PDF attached.
Monthly billing for JV and cash customers
Low-Level Specific Procedures in PCR-360
Charge catalog item
Add
Modify
When you modify the price for a recurring charge, make sure to select Update – Date to Last Billed so that the next billing cycle uses only the new price. (Otherwise the customer may be billed twice, once at the old price and once at the new.) [PCR-360 Documentation]
Remove
Service instance
Add
Modify
Remove
Bulk updates
Service
Add
Modify
Remove
Cash customers
Update cash customer contact info
Change Contact Information google sheet & PCR-360 (People > Departmental Hierarchy)
Review cash customer bills
Reporting > Bills/Calls > GLA Account Management
PCR -> Banner billing cadence
A guide to 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, September 21-30.
Process/cadence
Bills are based on 30/31 day months ending the 20th: 21st of last month - 20th of this month. This is the billing period.
Shortly after the 20th, PCR bills are generated based on the just-closed billing period, including all charges dated inside it.
The PCR export is imported automatically into Banner the night after bill generation. There are sometimes errors (mostly expired index codes) which are repaired manually before re-importing.
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.
Potential Improvements
Incorporate Leslie’s Monthly Billing Checkup actions into monthly billing
Use PCR-360 native PDF generation and customer account tracking to replace https://docs.google.com/spreadsheets/d/1hPVBU--2cBdEVWQmErZpTNvkiUJkkbjpfq87M33tkyU/edit#gid=0
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 changes
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