Financial Processing > Administrative Transaction E-Docs

Service Billing

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The Service Billing (SB) document is a restricted use document. Like the Internal Billing (IB) document, it is used for the billing of goods and services provided by a university department to another internal department, reflecting income to the provider and expense to the customer. These transactions are generated by the servicing department.

The difference between the SB document and the IB document is that the SB does not route for fiscal officer approval. A formal pre-agreement exists between the service provider and the department being billed; based on a service provider's ability to provide documentation for all transactions. This pre-agreement serves as an ongoing approval for these transactions and restricted access for SB document initiation ensures that only authorized organizations can create a billing without approval routing.

The SB document is used by the members of KFS-FP Service Billing Processor role. These users belong to university departments that have pre-agreements for the billing of goods or services provided to other departments.

The KFS-FP Service Billing Processor Role: Each member of this role is associated with one or more account numbers. These account numbers can then be used on the Income side of the document by that role member,

More:

Document Layout

Process Overview

Example

Document Layout

An SB document has its own unique Items in addition to the standard financial transaction tabs.

     For information about the standard tabs such as Document Overview, Notes and Attachments, Ad Hoc Recipients, Route Log, Accounting Lines, Accounting Lines for Capitalization, Create Capital Assets and Modify Capital Asset tabs, see Standard Tabs under Overview > KFS E-Doc Fundamentals.

Items Tab

The Items tab is optional; however, if you choose to use this tab, Quantity and Item Cost are required fields. This tab does not have any impact on the Accounting Lines tab, nor does it need to balance to the accounting lines. Therefore, filling out the Items tab does not automatically update the total of the accounting lines.

Items tab definition

Title	Description
Date	Optional. Enter the date of service or select it from the calendar .
Stock #	Optional. Enter the stock number for the goods or services provided.
Description	Optional. Enter the description of goods or services.
Quantity	Required. Enter the quantity of goods or services provided.
UOM	Optional. Enter the unit of measure.
Item Cost	Required. Enter the cost per item for goods or services.
Total	Display-only. The extended cost is calculated when you click add to add the line.

Business Rules

· The document initiator must be authorized (via the KFS-FP Service Billing Processor role) to initiate a SB, and also to affect the specific income accounts.

· Negative accounting line amounts are allowed.

· There must be at least one accounting line in the Income section and one accounting line in the Expense section.

· The income line accepts only a limited set of accounts (listed in the Service Billing Control table).

· The total in the Income section must equal the total in the Expense section in the Accounting Lines tab.

· The KFS automatically generates cash and fund balance object code offset entries as defined by the information entered into the document.

The Sub-Fund Group restrictions are as follows.

Sub Fund Group restrictions for Service Billing documents

Sub Fund Group	Description	Restrictions
GC	GEN CMP - Cash Management Program	Unallowable
GD	GEN Dean Contingency	Unallowable
GP	GEN Summer School	Unallowable

The Object Level restrictions are:

Object Level restrictions for Service Billing documents

Object Level	Description	Restrictions
C&G	Contract and Grants	Unallowable

Invalid_Subfund_Group_By_Object_Type

Object Type IN	Description	Restrictions
GP	GEN Summer School	Unallowable
GA	GEN Operations	Unallowable
GC	GEN CMP - Cash Management Program	Unallowable
GD	GEN Dean Contingency	Unallowable
GL	GEN TLE - Teaching Learning Environment	Unallowable
GR	GEN Research	Unallowable
GS	GEN Specials	Unallowable
GT	GEN Outreach	Unallowable
GU	GEN University	Unallowable
RA	ERF MAES	Unallowable
RE	ERF MSUE	Unallowable
Object Type EX	Description	Restrictions
DU	DES Undistributed Gains and Losses	Unallowable
NB	END Unrestricted Funds Functioning End	Unallowable
NC	END Charitable Remainder Trust	Unallowable
NE	END Unrestricted Term End Principal	Unallowable
NG	END Unrestricted True End Principal	Unallowable
NM	END Restricted Term Endowments Principal	Unallowable
NR	END Restricted Funds Functioning End	Unallowable
NU	END Undistributed Gains and Losses	Unallowable
NX	END Restricted True Endowments Principal	Unallowable
RU	ERF Undistributed Gains and Losses	Unallowable

The object code restrictions are as follows.

Object Type Code restrictions for Service Billing documents

Object Type Codes	Description	Restrictions
AS	Asset	Unallowable
CH	Cash Not Income	Unallowable
EE	Expenditure Not Expense	Allowed
ES	Expense Not Expenditure	Unallowable
EX	Expense Expenditure	Allowed
IC	Income Not Cash	Unallowable
IN	Income – Cash	Allowed
LI	Liability	Unallowable

· The Object Code field has the following restrictions:

· Contracts and Grants Sponsored Programs object level codes are not allowed.

· On an income line, capital object codes may not be used.

· Object code sub-type restrictions are as follows.

Object Code Sub Type restrictions for Service Billing documents

Object Code Sub-Type	Description	Restrictions
BU	Budget-Only Object Codes	Unallowable
CP	Construction Process	Unallowable
FR	Fringe Benefit	Unallowable
GI	Gifts	Unallowable
HW	Hourly Wages	Unallowable
IV	Investment	Unallowable
MT	Mandatory Transfers	Unallowable
PL	Plant-Capital Assets	Unallowable
RE	Reserves	Unallowable
SA	Salary and Wages	Unallowable
ST	State Appropriations	Unallowable
TF	Transfer of Funds	Unallowable
TN	Transfers - Generic	Unallowable
WO	Write-off Expenses	Unallowable

Routing

After the SB is submitted, it is automatically approved and does not route. The document status is 'FINAL,' and the transaction is posted to the G/L during the next G/L batch process.

Initiating a Service Billing Document

1.     Select Service Billing from the Financial Processing submenu group in the Administrative Transactions submenu on the Main Menu tab.

2.     Log into the KFS as necessary.

A blank SB document with a new document ID appears.

3.     Complete the standard tabs.

Complete both the Income section and Expense section in the Accounting Lines tab.

     For information about the standard tabs such as Document Overview, Notes and Attachments, Ad Hoc Recipients, Route Log, Accounting Lines, Accounting Lines for Capitalization, Create Capital Assets and Modify Capital Asset tabs, see Standard Tabs under Overview > KFS E-Doc Fundamentals.

4.     If entering a Service Billing transaction for a capital asset

Either enter the appropriate existing asset number in the Modify Capital Asset tab or enter a new asset number in the Create Capital Assets tab.

5.     Click .

6.     Review the General Ledger Pending Entries tab.

Accounts in the Income section are credited when the amount is positive, and debited when the amount is negative. Accounts in the Expense section are debited when the amount is positive, and credited when the amount is negative. This document automatically generates cash offset entries to cash or fund balance object codes.

7.     Review the Route Log tab.

No approval is required.

     For more information about the Route Log, see Route Log.

Example

The Motor Pool needs to bill several departments for fuel expenses totaling $288.25. The Motor Pool income account is 6628010 with this income recorded to Vehicle Service object code 1492. The expenses of $172.48 and $115.77 are charged, respectively, to the Motor Vehicle Charge - Non Travel object code 4040 on Graduate Student Recruitment account 2331410. The SB document provides a simple mechanism for departments to charge each other for services rendered, without the need for the document to route for approval.