The University Billing System (UBS) is a computerized billing system which was implemented to replace the Accounts Receivable system for students, faculty, and staff. UBS is available for use Monday through Friday from 8:00 AM until 4:30 PM. It is accessed through CICSPROD. Employees who are using UBS are required to request logon access to CICSPROD through Computer Services and UBS through the Accounts Receivable Office. To bill, each department must have their account number information translated into a tran code and then into a product code. Tables to drive UBS are created and maintained through the Bursar’s Office.

UBS is on-line with the Student Accounts Receivable System (SARS). As invoices are posted at the departmental level, they are immediately visible on-line in SARS. UBS charges will appear on SARS monthly statements and are subject to the terms and conditions of the SARS revolving credit plan. Invoices are printed nightly in batch processing. Batch printed invoices are available for pick-up daily in the Accounts Receivable Office, Swen Parson 210.

As required by the State of Illinois Retention Act, original billing documents must be maintained for a minimum of 6 years from the date of billing. If possible departments should have documentation signed at the point of sale. Accounts currently in BADEBT cannot be invoiced.

UBS is connected to the Human Resource and Registration databases. From these systems, UBS can gather biographic information based on social security numbers.

The system is simple to use and requires minimal computer experience.

Posting an Invoice

To post to UBS:

1. Log on to CICSPROD. Press enter.
2. Type in your logonid and password. Press enter.
3. Type UIM1. Press enter for main menu.
4. Use either 1 or P for posting.

Once you have accessed any screen, you can move within the system by using the Next field on the upper right hand corner of the screen. There are also instructions at the bottom of the screen for using F keys to move within UBS.

Posting Invoices

1. Type in P, press enter. System will ask for NEXT DEPT or come up with your department ID. If necessary type in department ID.
2. Type in social security number of customer, press enter. Biographic information will appear. If it does not appear customer may not be a student, faculty, or staff and cannot be billed in this system.
3. If address is correct, tab down or press enter to return cursor to the lower portion of invoice and proceed with billing. If address is undesirable, place a U in the address select field. Type the new address and press F3 to update.
4. Choose desired product, enter quantity and unit price. The system will extend and add all items for an invoice total.
5. Press F11 for batch print. Continue posting. The system will assign consecutive invoice numbers. Invoice totals and transactions are accumulated in the Processing Summary.

The Bursar’s Office may have determined some customers a CREDIT RISK because of returned checks or some other reason. Depending on your department request, you may not be able to bill these customers. If a BADEBT message appears, they may have old outstanding balances and you will be unable to bill these people.

Creating a Credit Memo

1. You must know the invoice number you want to credit.
2. You must choose C, then enter.
3. Enter the amount of credit available on that invoice. You will not be able to credit more than that amount. Do not use negative signs.
4. Enter F11 to update.
   

Viewing an Invoice

1. Select V from main menu, then enter.
2. Enter the invoice number you wish to view. The system will show you the invoice along with any credits. To view a specific invoice, put the cursor in the S field to the left of the invoice number, type S and then enter. To return to the consolidated view screen, put a V in the NEXT FIELD or press F.
3. From this screen you can reprint an invoice. Select the desired invoice and press F11. DUPLICATE will appear across the top of it.
   

Processing Summary

The processing summary selection is used to view the contents and total of each batch processed on a particular business day. When various logonids are used in the department, each logonid will have a separate batch. If one logonid is used at more than one location, all work will appear in a single batch.

To access the processing summary, type S into the NEXT field. The system will return with a summary of the logonids used on the current business day. If another day is required, you may change the date and press enter. The cursor will be placed next to the first LOGONID. To view a detail of the invoices which comprise this total, type S in the field next to LOGONID, press enter. The detail of invoices will then be displayed.

To exit the system, use PAI.