Specific PCR-360 Procedures

General guidance about creating new services & charges in PCR

1. Create charge(s) first, then services.

2. The names, descriptions, and category tree organization of charges are visible and prominent on customer bills. Keep this in mind when naming and organizing charges.

3. Only serviceIDs and service catalog item names are used to organize charges in the Services section – service category/folder organization isn’t visible.

Charge (catalog item)

Add

1. Navigate to Main > Catalog > Charges

2. If the charge should have a Parent folder/hierarchy, navigate there.

3. Click Add

   1. Provide Name, Description, Type, Default Amount modeled on a similar charge catalog item

   2. Check Allow Override Amount if default amount should be customizable per instance

   3. Set Qty to Disabled if this charge is only billed in full, to Whole if it scales per unit (for instance, if the charge is per GB and will be multiplied by a number of GB)

   4. Set Revenue and Expense exactly as found on another similar charge catalog item, if not provided by the Parent.

      1. Revenue must be the OIT index that should receive revenue from this charge (ask Michele if you’re not sure)

      2. Revenue object codes must begin with “0”; Expense object codes must start with “2” (ask Michele if you’re not sure)

4. Click Save and review your addition.

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

1. Don’t delete charges (to preserve history), just mark them Inactive.

Service (catalog item)

Add

1. Navigate to Main > Catalog > Services

2. If the service should have a Parent folder/hierarchy, navigate there.

3. Click Add

   1. Provide Name (using style from other similar services)

   2. Check Assignable

   3. Leave Revenue and GLA object code empty if possible, to let these be set by Charges. If you need to override the Charges' settings when they are included in this Service, set them here at the Service level.

      1. Revenue must be the OIT index that should receive revenue from this charge (ask Michele if you’re not sure)

   4. Add Default Charge(s) if every instance always includes one or more charge items at a basic level. Otherwise leave this empty, to be provided when service instance is set up.

4. Click Save and review your addition.

Modify

Remove

1. Don’t delete services (to preserve history), just mark them Inactive.

Service (instance)

Add

When adding a service instance, check what charges are added by default. If there are no charges, you need to add the appropriate one(s). If there are default basic charges, you may need to add additional charges for additional resources.

Modify

Remove

Bulk updates

Cash customer

Add/Onboard

1. Customer fills out Retail Customer Agreement (or we negotiate a different kind of signed agreement in which they take responsibility for charges)

2. Add as customer to PCR-360 (https://docs.google.com/document/d/19LyXFOtJ_3xbYIan2I3pq97RqLDBrTvQ-cs5VUyPRc8/edit)

   1. Create new Department

   2. Create new Contacts

   3. Create new GLA (4 digit numeric code + 1 word/acronym to uniquely identify this customer/account)

3. Create a tab in Cash Customers (modeled on existing) and a connected row on the Receivables tab

4. Enter contact information and other details into Contact Information (modeled on existing)

Modify

Update contact info in Contact Information & PCR-360 (People > Departmental Hierarchy)

Remove/Offboard

1. If customer has a final account balance due that they are not going to pay, write it off

   1. PCR-360: Enter and process a quasi-payment in Admin > Billing > Payments > Add, confirm balance goes to $0

      1. Method of payment: “Write Off”

      2. Description: “Write off final balance”

      3. Everything else (date, invoices, amount, etc.) like a normal payment

   2. Cash Customers: enter a matching quasi-payment line “Write off final balance” so balance goes to $0

2. Move customer rows on Contact Information onto Inactive Contacts tab

3. Move tab in Cash Customers after STOP BOOKEND tab and hide connected row on the Receivables tab

4. Mark customer in PCR-360 (Catalog > G/L Accounts) as Inactive

Review balance/bills

Reporting > Bills/Calls > GLA Account Management

Other configuration items

Object Codes

You can add, edit, and remove expense and revenue object codes in Admin > Billing > Object Codes.

GLAs

Banner index codes are imported automatically every night. Setting the Revenue flag on a particular index code requires a Jira request to PCR.