PCR-360 Tutorial

Owned by Brent Emerson
Last updated: Dec 06, 2023
5 min read

PCR-360 is the web application used by OIT to bill campus and external customers for service. This tutorial was written for teams who handle their own billing in PCR-360, to introduce you to the basic mechanics of entering service orders to trigger one-time or recurring billing for services provided by your team.

Introduction to PCR-360 and OIT billing

  • PCR-360 is developed by PCR, administered by the ICAT team, using virtual servers managed by the LAP team

  • The SMO team manages billing for OIT: if you need help, feel free to ask @Brent Emerson or call 5-INDY (@Indy Johnson)

  • OIT billing periods end on the 20th of every month (21st of last month - 20th of this month)

    • The SMO team generates a bill in PCR-360 around the ~22nd-24th of the month

    • The PCR-360 bill is imported into Banner overnight

    • Banner JVs (which actually implement the chargeback) post on the ~23rd-31st of the month

Create a Service Order

You use a Service Order to add charges that should be billed to a particular customer. Create a new service order for each index code you want to bill charges to.

First head to https://pcr360.tel.pdx.edu/ and log in via SSO.

The main screen you’ll see after logging in

Navigate to Main (blue) tab > Service Desk > Service Orders:

To create a new Service Order, click the green + Add button (green):

This brings up the Add New Service Order dialog:

Add New Service Order

Enter your service details:

  • SD Type: Service Order (should auto-populate)

  • Source: Web (should auto-populate)

  • Service Rep: this is you! (should auto-populate)

  • Description: something to identify this one-time charge or recurring service fee to the service that was provided, for instance:

    • Jira ticket #

    • Team-internal quote/project/billing code that your customer will recognize

    • Identifying details, dates, etc.

  • Requestor: who requested this?

  • Owner - Department: Enter the index code you want to bill

    • If PCR doesn’t recognize the index code and populate the Owner - Department field, contact Indy

  • Save New

GLA (General Ledger Account) tab

Switch to the GLA tab, and verify the index code you entered appears in the main box with 100% allocation.

Copy and paste the populated GLA into Default Action Expense GLA box:

Option 1: Add one-time Charges without a Service

This is appropriate when you’re billing for only nonrecurring charges, and they’re not associated with any persistent service: the event or project or setup or labor happened, and now it’s done.

Charges tab

Switch to the Charges tab and click the + Add button (green) to add a Charge

Add New Service Desk Charges

  • Charge Action: Start (should auto-populate)

  • Charge Catalog: Select the type of charge, likely to be one of these:

    • AVEVENT - AV Event Services (Nonrecurring)

    • AVD-LABOR - AV Design Staff Time (Nonrecurring)

    • AVD-MATERIALS - AV Design Materials (Nonrecurring)

  • Charge Amount:

    • should show per unit rate for hourly or other quantified services: set the Quantity to the number of units you want to bill for; Total should auto-calculate $$ you want to bill

    • will default to $0.00 for non-quantified services; enter actual charge amount in Charge Override Amount box

  • Save New

(Repeat to add all charges related to this project/event.)

Option 2: Add Charges inside a persistent Service

This is appropriate when you’re billing for recurring charges (perhaps in combination with nonrecurring) or because something about the service the charges are related to persists over time.

Actions tab

Switch to the Actions tab and click the + Add button (green) to add a Service

Add New Service Desk Action

  • Action: Add (should auto-populate)

  • Service Catalog: Select the type of service, likely to be one of these:

    • Conference Room AV

    • Classroom AV

  • New Service ID: A unique name for this instance of the service type you selected (for instance, a room number: FAB 210C)

  • Save New

  • Charges tab: Switch to the Charges tab to verify default Charges or add others. Default charges configured to always start with a service of this type should already be listed. Verify or correct what’s there. Click the +Add button (green) if you want to add additional recurring or nonrecurring Charges, then follow the instructions above for adding Charges. Repeat to add all Charges related to this service instance.

  • Save

Finalize Service Order

  • Change Status: Pending → Complete (Save)

  • Change Status: Complete → Finalize (Save)

    • Enter billing date: Today, or the date service was rendered, but always some date within the current billing period (21st-20th of each month)

You may copy the service order number and paste it into a Jira ticket or record it elsewhere.

You’re done!

Search for a Service Order

  • Navigate to Main (blue) tab > Service Desk > Service Orders

  • Enter service order number (or ticket number, or customer, or whatever…) into Search or Filter the Grid Data field

Search for a Service

  • Navigate to Main (blue) tab > Services > Other Services

  • Enter a service ID (or a service type, or customer, or whatever…) into Search or Filter the Grid Data field

View a customer bill

Head to the PCR Customer Center: https://pcr360.tel.pdx.edu/cc (This is the interface used by Technology Coordinators to view their department’s bill.)

Navigate to Billing > View bill

Enter the index code whose bill you want to view into the Charge Account field.