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.

exclaim     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:

https://finalt.qual.ebsp.msu.edu/kfs-qa/static/help/button.gifDocument Layout

https://finalt.qual.ebsp.msu.edu/kfs-qa/static/help/button.gifProcess Overview

https://finalt.qual.ebsp.msu.edu/kfs-qa/static/help/button.gifExample

 

 

Document Layout

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

go-arrow-red     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.

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Items tab definition

Title 

Description

Date

Optional. Enter the date of service or select it from the calendar cal.

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 Expenditur

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.

SB document

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.

go-arrow-red     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 buttonsmall_submit.

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.

go-arrow-red     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.

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