Add or Edit a Billing Code

The Billing Code page allows authorized users to enter and maintain billing code detail for billing codes associated with invoice types. Billing codes appear on the Miscellaneous Billing invoice that your organization sends to the customer.You can create as many billing codes as needed for each invoice type. When you create the actual MB invoice, you can pick from all the billing codes available for the particular invoice type. It’s important to create simple and logical codes and descriptions for the billing codes.

Note: If while updating a billing code you need to clear your changes, click Reset at any time to return to the previous state the page was in before you save your changes.

To add or edit a billing code, follow the steps below:

  1. To access the Billing Codes, first open the Invoice Type List page. Go to Maintenance > Financial Management > Miscellaneous Billing > Invoice Types. On the Invoice Type List page, click New or the Code hyperlink in the list to open an existing Invoice Type record.
  1. When you save a new record, the Invoice Type Distributions page opens. Otherwise, click Distributions to open the Invoice Type Distributions page.
  1. Click Billing Codes. Click New to create a new billing code.

    2. Note: To edit an existing billing code that has been used, you must first copy and create a new effective date for the invoice type distribution.

  2. In Code, type a unique billing code identifier. The maximum character length is 16; the minimum is 1. There are no character restrictions.
  3. In Description, type a description of the billing code. The maximum character length is 64; the minimum is 1. There are no character restrictions.
  4. In Sequence Number, type a unique sequence number to use for displaying the billing code on the billing pages, printed invoice, and payment sequence if a partial payment is made. The acceptable range is 1 through 999.
  5. In Default Unit of Measure, select the unit of measure to use with the associated billing for calculating billing code amounts. The category is defined in Validation Set 30. Press CTRL and click the field to open the Validation Set Values List dialog box where you can add or edit a validation set.
  6. If a Grant is specified on the Invoice Type page, the Grant Program/Grantee field is visible. Select the grant program or grantee associated with the billing code.
  7. Click Save to save this billing code or Save/New to create another billing code.
  1. Select the Apply Late Fee check box if the billing code can charge late fees. It is enabled if the Apply Late Fees check box is selected on the Invoice Type Distributions page.
  2. Select the Apply Finance Charge check box if the billing code can charge finance charges. It is enabled if the Apply Finance Charges check box is selected on the Invoice Type Distributions page.
  3. If Memo Invoices is specified on the Invoice Type page, the Memo Billing Charge check box is enabled. If the invoice type will be used for memo billing, select this check box.
  4. In Calculation Method, select the method used to calculate the charge amount of the billing code. The default is Single Amount per Unit. If the method selected is either Step Rate-method, the Rates button is enabled when the page is saved.

    The available options are:

    Note: Quantity will be entered during the invoice entry process.

    • Single Amount per Unit – quantity x amount per unit
    • Single Flat Fee – regardless of the quantity, flat amount is charged
    • Step Rate - Single Rate for Quantity – (full quantity x step rate for the quantity) + step rate flat amount
    • Step Rate - Step Rate for Quantity – ( (full quantity – previous step maximum amount) x step rate for the quantity) + step rate flat amount
  5. If the Calculation Method selected is either Single Flat Fee or Single Amount Per Unit, enter a value in Amount for the default single amount or the single amount per unit.

In this section, you can override the default Revenue G/L Account defined on the Invoice Type Distribution page so that each billing code created is unique. If nothing is selected here, the system will just use the default Revenue G/L Account assigned on the Invoice Type Distributions page.

  1. In Revenue, select the billing code revenue G/L account. Clicking the Search () icon next to this field opens a pop-up which enables you to search for the record you want to display.
  2. In Bad Debt Expense, select the billing code bad debt expense G/L account. It is enabled only if the Billing Account Method defined for the Invoice Type Distribution is Accrual. Clicking the Search () icon next to this field opens a pop-up which enables you to search for the record you want to display.
  3. In Late Fee, select the billing code late fee G/L account. It is enabled if the Apply Late Fee check box is selected on the Invoice Type Distribution page and on the Billing Code page. Clicking the Search () icon next to this field opens a pop-up which enables you to search for the record you want to display.
  4. In Finance Charge, select the billing code finance charge G/L account. It is enabled if the Apply Finance Charge check box is selected on the Invoice Type Distribution page and on the Billing Code page. Clicking the Search () icon next to this field opens a pop-up which enables you to search for the record you want to display.

Delete a Billing Code 

To delete a billing code, click Delete.

The Delete button is hidden or disabled if you do not have the appropriate security permissions. If you are authorized, when you click Delete you are prompted to confirm the deletion.

Printing a Billing Code List

Billing Codes need to be printed from the Invoice Type List page.

See Also

Invoice Type

Invoice Type Distributions

Billing Code Rates

Allocate Revenues to Projects