Billing

Service Description

Billing provides agencies a solution that supports multiple types of customer billing including fixed, ad hoc or recurring. Billing integrates with Project Costing and Customer Contracts modules to produce batch generated invoices for project cost recovery or fixed fee scenarios. Billing generates pro-forma bills for review, finalizes bills and passes completed invoices to Accounts Receivable for cash application. Accounting entries for revenue recognition can be generated and sent to General Ledger for posting to agency ledgers.

Customer Benefits

• Provides agencies a streamlined billing solution that supports fixed and dynamic billing scenarios
• Gives agencies a single billing system with customer information unique to each agency
• Creates bills automatically from Project Costing and Customer Contracts modules or through online entry in Billing
• Provides a mechanism for invoice adjustments through Credit and Re-bill features
• Supports various types of invoice formats to meet customer or agency requirements
• Track Letter of Credit information for federal billing requirements
• Use pre-defined Bill Identifiers to populate invoice descriptions and amounts
• Use online search capabilities to find invoices by user defined criteria

Customer Market

This service is available for all Oklahoma state agencies, offices, officers, bureaus, boards, commissions, counsels, units, divisions, bodies, authorities, or institutions of the executive, legislative, or judicial branches of state government.   It is also available to counties, municipalities, townships, Tribal governments, and other political subdivisions.    

Customer Responsibilities

• Document types of agency invoices, sources of invoices and related requirements
• Work with CORE team to configure Billing to meet agency requirements
• Research and document all agency customers for conversion purposes
• Engage in module testing including unit, integration and user acceptance testing
• Gather various formats of invoices and customer requirements related to invoicing
• Keep transactional information up-to-date
• Attend required training to access the system and train your agency users as needed

How Do We Charge?

There is no additional charge for the actual use of the Billing module. Agencies with the desire to implement the use of this module will most likely find that they will want consulting assistance to assist them with adapting their current processes to the statewide use of the system. If consulting assistance is necessary, the Office of State Finance (OSF) will assist in finding the best available resource. OSF will also contract with the consultant and bill the agency through an interagency agreement for the consulting services.