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Description: In In this topic you , the user will learn how to reconcile billing batches . Billing batches can be reconciled in DCI after the company has received payment for services provided. This process helps track which entries are still open or waiting for payment.
Role Required:Superuser/Billing Super User, Billing Team
Permission Required: N/A
Download Raw Billing Dump File
Once After a Payroll Batch payroll batch has been processed and approved, the system will generate the Raw Billing Dump filethe raw billing dump file. This file contains some data that will be required to reconcile the batch. Before we go into the steps of how to reconcile a batch, we will first go through the steps that need to be completed to But first it's necessary to create the text file that will be used to reconcile a batchfor reconciliation.
Follow these steps if you are If on the final step of processing a batch and have the Batch Details batch details screen still open.
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:
When a batch has been approved, the green Reconcile button displays
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and the batch details status is transmitted.
Scroll
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down the page to click the Attachments tab
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Locate the file
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that
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Following the name there will an underscore followed by numbers to create a unique identifier for each Raw Billing Dump file.
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Click the Download dropdown and select CSV for the file type.
begins with RawBillingDump
Click the Download drop-down and select CSV as the file type
Click the blue Download Arrow Icon to start the download
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Click the downloaded file to open
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the RawBillingDump
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in Excel
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Follow these steps if the Batch is Transmitted and the Raw Billing File If the batch was transmitted and the raw billing file was not downloaded during the Batch batch creation process.:
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Click Billing on the Main Menu.
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Click Batches on the Sub Menu.
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Select Billing from the main menu
Select Batches from the submenu
Use the filters to locate the batch and click Search
Click anywhere in the batch row to open
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the batch details page
When a batch has been approved, the green Reconcile button
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displays and the batch details status is transmitted.
Scroll
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down the page to click the
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Attachments tab
Locate the file
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that
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begins with RawBillingDump
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Following the name there will an underscore followed by numbers to create a unique identifier for each Raw Billing Dump file.
Click the Download drop-down and select CSV for the file type
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Click the
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blue Download Arrow Icon
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to start the download
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Click the downloaded file to open
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the RawBillingDump
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in Excel
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Create Reconcile Text File
Open Excel and create a file with the following column headers:
Portal Rollup ID
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Required field which is the Rollup ID as listed in the portal.
If reconciling from the batch details page, every rollup in the batch must be listed on the file.
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One row per rollup
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Listed as Rollup Id on the RawBillingDump
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file
Net Amount
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Total amount paid for the rollup
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Listed as Net Amount on the RawBillingDump
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file
Rollup Reference
Optional field
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to add a reference for the rollup ID
GL Code
Required field, but not used by all programs.
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Enter NA if not applicable.
Enter the GL code for associated rollup if applicable
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Enter NA if it’s not applicable.
Rollup Date
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The date the entries in the rollup were paid
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Rollup Reference2
Optional field
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to add additional information for the rollup ID
Rollup Reference3
Optional field
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to add additional information for the rollup ID
Save as a
Text (TXT) file to import
*Please note or it will not be able to be imported to DCI. NOTE: The headers must be spelled exactly as listed above and in the same sequential sequence as listed above or there will be an error when trying to import the text file.
Reconcile a Single Batch
Follow these steps if you are If on the final step of processing a batch and have the Batch Details batch details screen still open.
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:
On an approved batch, click the
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green Reconcile button.
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Complete the Reconcile from Billing form wizard
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Enter a Ref Reconcile Id
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- Choose any reference number
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File Name
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-
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The name that will appear in the
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Attachments tab describing the reconcile file
Click Add Attachment to attach the
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reconcile text file discussed in the previous steps
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Click Save
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The system will start the reconciliation process. The batch status will update to ReconciliationInProcess. Once complete, the user can see the results file under the Reconcile Function.
Open the Reconcile Function
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Click Billing on the Main Menu.
Click on the Attachments tab
Click anywhere on the row in the attachments table to open the results file
In the Attachment Details widget, next to the name field, click the blue download arrow icon to start the download.
Open the downloaded TXT file
Review the results file
First row is headers
Subsequent rows are results for each line on the billing reconcile file
Each row will state Failure or Success at the end of the row (see ReconcileStatus header)
- Failures will include a failure reason (see Reconcile Reason header)
Review Reconciled Batches
Select Billing from the main menu
Select Reconcile from the submenu
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Search for the file by typing
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the reconcile text file into the search filters and
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clicking Search
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Click anywhere on the row in the
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If any entry failed reconciliation, the Results file will display the Reconciliation status and the reason for failure.
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If entries were successfully reconciled, the results file will list Success as the Reconciliation Status.
attachments table to open the results file
In the Attachment Details widget, next to the name field, click the blue download arrow icon to start the download.
Open the downloaded TXT file
Review the results file
Failures will include a failure reason (see Reconcile Reason header)
First row is headers
Subsequent rows are results for each line on the billing reconcile file
Each row will state Failure or Success at the end of the row (see ReconcileStatus header)
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Reconcile Multiple Billing Batches
Reconciling from the Reconcile tab submenu allows users to reconcile rollups across multiple batches.
Create the Reconcile Text File
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using the steps
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Log in with appropriate profile
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Click Billing on the Main Menu.
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Click Reconcile on the Sub Menu.
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Click Actions and then click Upload Text File from the dropdown menu.
above
Select Billing from the main menu
Select Reconcile from the submenu
From the attachments table, select one or more files to reconcile.
Click Actions
Select Upload File
The reconcile text file will include the entries from the selected batches
Complete the Reconcile File form wizard
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Enter a Ref Reconcile Id
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- Choose any reference number
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File Name
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The name that will appear in the
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Attachments tab describing the reconcile file
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Click Add
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Attachment to attach the
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reconcile text file discussed in the previous steps
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Click Save
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The system will start the reconciliation process. The batch status will update to ReconciliationInProcess. Once When complete, the user can see the results file under the Reconcile Function. Billing Batches Attachments tab on that batch page. Billing batches can be reconciled as many times as necessary.
NOTE*Please note: Write-Off off entries are not reconciled.
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