What 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:
- The cost object for the charge is expired and not accepting charges.
- The activity was performed by a staff person on behalf of a user and that user does not have a valid cost object.
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.
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.
