Monthly billing for JV and cash customers

Monthly billing for JV and cash customers

On the 22nd of each month, Jira automation creates a Task for SMO →

1. Assign the Task to yourself and mark it In Progress.

2. Generate the month’s bill and Banner JV export: Admin tab > Billing > Bills > Generate Bill (uncheck Test bill, verify date range)

   1. Wait a few minutes, reload list to see a Complete billing run, select it & Approve

3. Email Alex/Michele/Margaret Hernandez/Dan Weiss/Karen Erwin to inform them that OIT/Telecom billing has processed (to trigger them to look for errors)

4. Create and send statements to cash customers

   1. For each active cash customer on the Cash customers Google sheet (those shown in Receivables tab = those before the STOP BOOKEND tab), add this month’s charges from the current bill (Main > Reporting > Bills/Calls > View Bill), hiding previous charges and payments when they’re paid

      1. Date = end of this month’s billing period (just change on the first sheet)

      2. Chartwells and Jacobs get the special “invoice format”: maintain their main tab normally, then copy just the latest invoice’s charges to their second tab, which is the one that should be printed and sent.

   2. Print each active customer tab as a PDF and save locally to your computer.

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

      1. Subject: PSU OIT/Telecom Billing MONTH YEAR

      2. Content: Attached is your PSU OIT/Telecom bill for MONTH.  Please remit payment as soon as possible.  If you have any questions, direct them to me at help-billing@pdx.edu.

      3. Update latest billing column to show current month was billed

   4. Copy all PDF statements to Cash customer bills folder

5. Note that monthly billing is complete and resolve the Task.

The JV export is automatically transferred and processed into Banner overnight, as described here. If there are errors in the Banner JV import (usually index code expirations) →

1. Dan or Michele notices

2. Michele researches and determines how to update or fix

3. Michele repairs the current Banner JV import

4. Michele emails SMO with corresponding index codes to change in PCR for future billing periods →

   1. Make requested index code changes, creating a PCR work order for Telecom services (Owner Change > New Owner, referencing JSM issue in Description) or directly modifying Expense GLA for non-Telecom services (referencing JSM issue in a Remark)