What
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Are Unbillables?
During any given billing period some charges will be unbillable, meaning that, for some reason, they cannot be billed. Some example reasons might include:
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Charges that are unbillable need to be kept in the system so they can be billed at a later date, once we have a valid cost object to which we can charge. The process of marking an unbillable charge as billable and assigning a cost object for that charge is called "reconciling." Any charges which are reconciled during a billing period will be included, along with the current month's charges, in the export which prepares the charges for upload to SAP.
Viewing and Reconciling Unbillables
To view and reconcile unbillable charges, choose "View and Reconcile Unbillables" on the billing period home page. You will then see a data grid with all unbillable charges. To reconcile an individual charge, click on the arrow on the left side of the row for that charge. A dialog box will display asking you to provide the following:
- Cost Object Active Date: A date in the mm/dd/yyyy format, specifying a date at which time the cost object that you are using to reconcile the charge was active. Usually the current date should work.
- Cost Object Number: The campus cost object number (account number) that you want to use to reconcile the charge.
You can also choose to group unbillable charges by several charge attributes. When you group by a given attribute or set of attributes, all charges matching those attributes are displayed as one row in the data grid, and the import cost value is a sum of all the costs for all of those charges. For example, if there are 10 charges lab identity "cylee1" with supervisor "Strano" and you group by lab identity and supervisor, you will see one row for all of those charges, with the import cost field for that row showing the import cost for all of those charges added together. You can then reconcile all those charges at once by clicking the arrow for that row and providing a cost object active date and cost object number.
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All of the matching charges would then be reconciled to the same cost object number. The screenshot directly below shows the unbilllable charges data grid grouped by all available attributes.
Here is the reconcile charges dialog box. In this case, based on the current grouping, submitting the form for the selected row means you will be reconciling 36 individual charges.
