How to Approve Bill Worksheet
Purpose: This job aid covers the steps to approve the Billing Worksheet.
Purpose: This job aid covers the steps to approve the Billing Worksheet.
Note: The Update Billing Worksheet page is also available through the Grants tile > Award / Grants Billing > Update Billing Worksheet.
Step 2: The Bill Entry page will appear by default. Select Update Billing Worksheet.
Step 3: The Search page appears. Click the Set Filter Options link.
Step 4: The Filter Options page allows the user to enter specific criteria for retrieval of the Billing Worksheet. Business Unit will default to ‘SFGOV’.
For this example, we will filter by project. Enter ‘10038609’ for Project From. The Through Project value will automatically populate when the field is clicked. You can change the value if you desire. For this example, we will keep the value. Click Search.
Step 5: The Worksheet Headers tab appears. This project has 10 worksheet headers. We could select the Line Details tab and review all 10 worksheets, but for this example, we will review only the first worksheet. Click the first Billing Worksheet link, TMP-00006474.
Step 6: The Line Details tab appears. This Worksheet displays 4 of 13 lines. Click View All in the Line Level Detail section to review only the lines for the first header.
Step 7: Review the Line Level Detail as needed. The Billing Option is assigned based on the line’s original Analysis Type. Possible values are Bill, Defer, Delete, Over Limit, and Write Off. Here, they all have value ‘Bill’.
If you choose to change this value, be aware that lines with Billing Options Defer, Delete, Over Limit, or Write Off will not be copied to a real bill when you approve the worksheet.
For this example, we will leave Billing Option for all lines as ‘Bill’ and click the Worksheet Headers tab.
Note: The worksheet must contain at least one billable line for it to be processed. Also, ‘Defer’ and ‘Write Off’ should only be chosen for lines with Analysis Type BIL.
Step 8: Select the checkbox for the Billing Worksheet Header we reviewed. Click the Approve Now button then Save.
Note: We could have approved all 10 headers at once by clicking the Select All checkbox.
Step 9: The approved billing worksheet, TMP-00006474, has disappeared from the list of headers. Click the Manage Contract/Project Bills link.
Step 10: Here we see the new Invoice created from the approval of the Billing Worksheet. Make a note of the Invoice ID.
End of Procedure
Audience: All Billing Users
Author: Rob Conner
Version: 1.1