Standard Customer Billing

• Ensure the customer is properly established in Quantum Financials before creating a bill.
• If the customer does not exist, submit a CBS New Customer Setup Request to General Accounting.
• Wait for confirmation that the customer has been created before proceeding.
• This ensures every Customer Bill is tied to a valid, approved customer, preserving compliance and auditability.

• Choose the appropriate Memo Line to ensure revenue posts to the correct non-sponsored chartstring (SOAPF).
• Memo Lines for Foundation reimbursements or special cases may require prior setup via the CBS Memo Line Request Form.
• Proper selection supports accurate reporting and compliance with policy.

• Enter the invoice in Quantum Financials following the Customer Billing and Collections procedure.
• Include all necessary documentation and supporting details for the billed service.
• Assign a Collector to monitor payment and follow up on outstanding balances.
• Complete the bill fully before submitting; incomplete bills are not recorded in the general ledger and will not generate an accounts receivable.

• Departments are responsible for reviewing the Collections Dashboard regularly.
• Follow up on unpaid invoices in a timely manner; bills should be collected within 120 days.
• Unpaid bills after 120 days are forwarded to SCCU and may be written off.
• Paid bills can be viewed in Quantum Analytics under Transaction Type: CBS Revenue Bill in the Transaction Details Union report.
• Escalate collection issues as needed to General Accounting.
• Timely monitoring reduces risk of write-offs and ensures accurate financial reporting.

If a Customer Bill is submitted in error (incorrect amount, wrong customer, duplicate):

• Do not create offsetting entries or workarounds.
• Submit a Cancel CBS Bill Submission request.
• This preserves the audit trail and ensures accounts receivable are correct.

• Maintain all supporting documentation for billed amounts.
• Ensure separation of duties where feasible (billing, monitoring, reconciliation).
• Follow the Customer Billing and Collections Policy for all processes.
• Departments may be subject to revenue reversals or write-offs if procedures are not properly followed.