The Internal Billing (IB) document is used to bill for goods or services provided by one university department to another university department, reflecting income to the provider and expense to the customer.
- The IB routes based on the account numbers in the Expense sections as follows:
- The fiscal officer for each account must approve.
- Optionally, organization review routing occurs for the organization that owns each account .
- Optionally, sub-fund routing occurs based on the sub-fund of each account.
The Service Billing (SB) document is a restricted use document. Like the Internal Billing (IB) document, it is used for the billing of goods and services provided by a university department to another internal department, reflecting income to the provider and expense to the customer. These transactions are generated by the servicing department.
The difference between the SB document and the IB document is that the SB does not route for approval. A formal pre-agreement exists between the service provider and the department being billed; based on a service provider's ability to provide documentation for all transactions. This pre-agreement serves as an ongoing approval for these transactions and restricted access for SB document initiation ensures that only authorized organizations can create a billing without approval routing.
The SB document is used by the members of KFS-FP Service Billing Processor role. These users belong to university departments that have pre-agreements for the billing of goods or services provided to other departments. Each member of this role is associated with one or more account numbers. These account numbers can then be used on the Income side of the document by that role member.
The Internal Billing and Service Billing document has its own unique tab called Items in addition to the standard financial transaction tabs.
The Items tab is optional; however, if you choose to use this tab, Quantity and Item Cost are required fields. This tab does not have any impact on the Accounting Lines tab, nor does it need to balance to the accounting lines. Therefore, filling out the Items tab does not automatically update the total of the accounting lines.