Using the BILL Screen to Rebill Students

Owned by LOWE, MADISON R.
Last updated: Nov 15, 2024 by BENJAMIN BREEDVersion comment
3 min read

This article is intended to assist members of the Finance team with rebilling students. For more information, view: 8545: Troubleshooting Registration Billing - Master Document.

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Overview

The BILL screen in Colleague is used to convert the various assignment transactions into AR invoices. You can run the process in R Report Only mode to verify the output without causing any updates in the system, and there is also an option to export a spreadsheet of the data.

If the current date is outside of the fiscal year when you launch the screen, you will receive a prompt from the system to inform you before entering any other data.

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A prompt indicating the current date falls outside of the fiscal year.

Cutoff Date

  • The cutoff date for Colleague to select billing records from to create the invoice, typically the end of the term with the greatest end date you wish to include in the record search.

000031344 - BILL Cut-Off Date

Invoice Date

  • This is the date Colleague will enter for the invoices generated by the BILL process.

Force Rebill

  • You can enter one of the following three options:

    • N - Bill Only New Items

    • Y - Bill New & Posted Items

      • This is usually the one you will want to use.

    • A - Bill Both & Keep results

Include Detail

  • If you enter Y - Yes, the report generated by Colleague will include information for the line items including AR and tax codes.

Reg Billing/Batch

  • This is the field you will use to rebill a student for their registration charges. You can enter one of the following options:

    • Y - Yes

      • This is usually the one you will want to use.

    • N - No

    • R - Report Only

Room Billing/Batch

  • Enter N - No. This isn’t currently used.

Meal Billing/Batch

  • Enter N - No. This isn’t currently used.

Reg Billing Saved List Name

  • You can enter the name of a saved list containing Student IDs for the process to run on as a batch.

AR Accountholder

  • In this field, you can enter one or more Colleague Person ID numbers to indicate who is the accountholder for the Account Receivable. For this process, it will be the student or students needing to be rebilled if you are not using a saved list.

Term Include/Term Exclude

  • In this field, you enter the term(s) that you would like Colleague to either include or exclude from the processing that fall within the range between the billing period start dates for the selected records and the cutoff date entered on this screen.

Additional Selection Criteria

  • Enter Y - Yes if you would like to access the Additional Selection Criteria screen after finishing or updating out of this screen. You may either enter N into this field or leave it blank if you do not.

Generate Spreadsheet

  • Enter Y - Yes if you would like the process to output a spreadsheet of the report data or N - No if you do not.

Export Directory

  • In this field, you may enter the file directory that you wish Colleague to export the spreadsheet file to.

    • If no directory is entered, it will default to the FINANCIAL.EXPORTS directory.

Troubleshooting

  • If the AR accountholder isn’t getting rebilled, try the following steps:

    • Refer to the Troubleshooting Registration Billing section for additional details.

    • Sometimes, the student needs to be re-enrolled in the relevant class(es), billed, then removed, and rebilled again to ensure the system processes the charges correctly.