Running the Copy Bill Group

This process is used to create new bills using an existing Copy Bill Group header.

As with other batch processes, a reusable Run Control ID can be used, or a new Run Control ID can be created each time. These instructions describe creating a new ID rather than searching for and using one that has been previously created.

Steps

• https://ohid.ohio.gov/wps/myportal/gov/myohio/> Financials > NavBar > Menu > Billing > Maintain Bills > Copy Bill Group

1. Click the Add a New Value tab.

• The Run Bill Copy Group page displays.

2. Enter a Run Control ID.

3. Click Add.

• The Copy Bill Group page displays with options to change field values and/or set field values.

4. Enter or select the appropriate Bill Copy Group ID to run.

5. If desired, enter the Bill Header From Date and To Date.

   • Entering dates will override the corresponding values from the Template Invoice.

6. If desired, enter a Bill Line From Date and To Date.

7. If desired, enter an Invoice Date.

• This will populate the same invoice date for each of the bills.

8. If desired, enter an Accounting Date.

• This will populate the same accounting date for each of the bills.

9. Click Run.

• The Process Scheduler Request window displays.

10. If necessary, select the desired process from the Process List by selecting the checkbox to the left of that line (under Select heading). If there is only one, it will be automatically chosen.

• The Process Name for the "Copy Group of Bills" process is always "BICPYGRP."

11. Click OK.

• A Process InstanceProcess Instance number is created when the process is run.

  

12. If desired, click Save. This would allow the same parameters for the Run Control ID to be used again.

13. Click the Process MonitorProcess Monitor link.

    

• The Process Monitor page displays.

• If several processes are displayed, use the process instance number to identify the batch process.

14. Click Refresh every 30 seconds or so until the Run Status of the "BICPYGRP" Process is "Success" and the Distribution Status is "Posted."
15. Click DetailsDetails.

    

• The Process Detail window opens.

16. Click the Message Log link.

• The Message Log window opens.

17. Review the Message Log page to review the steps for the batch process. Ensure that there were no errors and that the bills were copied.

18. Close the Message Log window.

• https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > NavBar > Menu > Define Copy Group Details

• The Define Copy Group Detail page displays.

19. Click Search.

20. If there is a long list of results, add search criteria -- the beginning (or portion) of the Bill Copy Group ID or Short Description assigned to the copy group -- to narrow the results. Then click Search again.

• Search Results display at the bottom of the page.

21. Click the name of the Bill Copy Group ID created. 

• The Define Copy Group Detail 1 page displays.

22. Click the Define Copy Group Detail 2 tab.

• The Define Copy Group Detail 2 page displays.

23. Verify that the Copy StepCopy Step field is populated with "DON." This indicates the bills were successfully created.

    

• The Copy Invoice ID field is populated with values produced by OAKS FIN.

24. Click the Reset Copy Invoice ID button.

• This ensures that OAKS FIN creates new Invoice IDs during the next batch Copy Bill process.

25. Click Save.

26. If desired, update the bills produced using steps below.

Update Bills

•  https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > NavBar > Menu > Standard Billing

1. Ensure the Business Unit is selected.
2. Enter an Invoice ID (or portion of it -- setting criteria to "contains" or whatever is most appropriate).
3. Click Search.

• Search Results display.

4. Select an invoiceinvoice.

   

• The Header - Info 1 page displays.

5. Review fields on this page (and other pages/tabs), editing entries as necessary.
6. Click Save.