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). The JV export is automatically transferred and processed into Banner overnight, as described here.

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)

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

      2. Chartwells and Jacobs get the special “single invoice format”: maintain their main tab normally, then copy only the latest invoice’s charges onto 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. Wait for Dan or Michele to confirm that the JV export was successfully processed.

   1. If so, note that monthly billing is complete and resolve the Task. You’re done!

   2. If they instead discover errors (invalid or expired index codes):

      1. Find all charges billed against each failed index code.

         1. Searching the report at Main > Services > View / Report > All Services will find all services that bill to that index, which in almost all cases will catch all recurring charges that bill to that index.

      2. Who could help find the correct new index code – a PCR contact? a TC? the Reporter of the ticket that created the charge? Contact likely people and perhaps follow a chain of them until someone can tell you the best new index code to replace the expired one. Complete this with some urgency, since we need to get the Banner JV repaired and imported this calendar month.

      3. Once you know the new index code:

         1. Create a subtask to have the current month’s Banner JV updated:

            1. Set Service desk team to “OIT CIO Admin Team”, assign it to Michele, and set status “Pending”.

         2. (For Adobe Sign charges only) create a subtask to update the Adobe Sign account with the new index code:

            1. Set Service desk team to “OIT ICAT Infrastructure and Cloud Applications”

         3. In PCR-360, update every affected charge to use the new index code for future billing periods:

            1. Create a PCR work order (Owner Change > New Owner, referencing JSM issue in Description) or directly modify the Expense GLA (referencing JSM issue in a Remark)

      4. Note that monthly billing is complete and resolve the Task. You’re done!