Procedures & concepts used in administering OIT's billing in PCR-360 and Banner
Billing Administration Tasks (& Triggers)
Service provision → PCR → Banner billing cadence
A charge categorized by PCR’s Billing tab M/Y field as 08/20xx indicates billing for service rendered in OIT’s current standard 8/21-9/20 billing period, which we often call September, and which will be processed as a JV or billed to a cash customer later that month, September 21-30.
Bills are based on 30/31 day months ending the 20th: 21st of last month - 20th of this month. This is the service/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 successful 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.
Cash customer bills are manually created and sent by email each month shortly after the PCR bill generation.
Rebilled vendor charges (Adobe Sign e-signature, 800 Numbers, Expanded Conference Calling) are billed to customers one month late, since they’re imported into PCR during the 1st-20th of the month after a calendar month of service (Adobe Sign) or after the vendor bill arrives (others), and processed/JV'd normally later that month. So transactions for the calendar month of August would generally be imported and 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 changes
Indy and Brent use PCR-360 to administer OIT billing:
Import rebilled vendor charges (Adobe Sign e-signature, 800 Numbers, Expanded Conference Calling)
Trigger the monthly PCR-to-Banner JV export
Create & send bills for cash customers
Process payments from cash customers
Michele handles related tasks: (italics will migrate to Indy/Brent)
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
Alter Banner JVs before resubmission to address errors (usually expired index codes)
Issue credits/refunds to cash customers
State bond reconciliations for project charges billed to CPC index codes