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
Viewing Unbillables
To view and reconcile unbillable charges, click Go for "Manage Unbillables" on the billing period home page first and then at the next page click Go button for "Reconcile Unbillables." You will then see a data grid with all unbillable charges listed individually. You can also choose to group unbillable charges by one or several charge attributes. When you group on a 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. The screenshot directly below shows the unbilllable charges data grid grouped by all available attributes.
Reconciling Unbillables
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.
- select supervisor from list, verify that it is correct
When the charges are not grouped, you can reconcile charges individually. If you group the charges you can then reconcile all charges represented in a row at once by clicking the arrow for that row . All of the matching charges would then be reconciled to the same cost object number. Below is a screenshot of 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.
