Billing Process

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  • Verify that there are no running Time Slips (BRAIN | Select for Billing)
    • Select Date Range
    • Select Status of Open
    • Click Refresh
    • Report should be empty, contact any Employee that has an Open Time Slip
  • Verify that all time has been Submitted (BRAIN | Select for Billing)
    • Select Date Range
    • Select Status of Unsubmitted
    • Click Refresh
    • Report should be empty, contact any Employee that hasn't submitted there time
    • Once all time has been submitted, task office admin to approve admin time slips
    • Once office admin approves task Robin to approve Operation time slips
  • Verify that all time has been Approved (BRAIN | Select for Billing)
    • Select Date Range
    • Select Status of Submitted
    • Click Refresh
    • Report should be empty, contact any Employee's Supervisor that hasn't Approved there time
  • Select Time Slips for Billing(BRAIN | Select for Billing)
    • Select Date Range
    • Select Status of All
    • Click Refresh
    • Report should contain all Time Slips for Date Range and Status should be Approved
    • Click Select
  • Verify all Time Slips have a Project (BRAIN | Select for Billing)
    • Select Date Range
    • Select Status of NoIncident
    • Click Refresh
    • Report should be Empty.  If any Time Slips have a Status of NoIncident:
      • Verify that they are attached to the appropriate Project
      • Verify that the Project they are attached to has a Project Type
      • Go back to Select Time Slips step
  • Create Orders (BRAIN | Process Billing)
    • Select Date Range
    • Select Status of Selected
    • Click Create Orders
    • If you get any messages staging that a contact does not have a Customer Number:
      • Assign a Customer Number on the main tab of each Contact (find the contact in Brain and assign an existing Customer Number or create a new one)
      • Go back to Create Orders step
  • Task Review Orders to project managers
  • Task Review Orders to sales manager
  • Print Orders Enterprise Windows/transactions/Orders/Print Ack
  • Task Robin to review printed orders
  • Make changes according to notes 1st & 2nd Pass
  • Apply O/E cash to appropriate customers (edit order/Payment Info/Terms code-prepaid/Amount-Enter amount from Order/Doc No-Order No/Payment Type-Check/Cash Account-Deffered Revenue/Receipt Date-Invoice Date Save at bottom and top of screen, confirm correct
  • Print Invoices in Enterprise
  • Post Invoices in Macola
  • Update Cash flow Spreadsheet
  • Task Robin with totals of billing

 

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