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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. :

1. When a batch With the Batch Details screen open, once a Batch has been approved, the green Reconcile button displays Reconcile and the Batch Details status displays Transmittedand the batch details status is transmitted.

2. Scroll to the tabs located under the Batch Details information and click the down the page to click the Attachments tab.

3. Locate the file name that starts with RawBillingDump.

1. Following the name there will an underscore followed by numbers to create a unique identifier for each Raw Billing Dump file.

4. Click the Download dropdown and select CSV for the file type.

5. begins with RawBillingDump

6. Click the Download drop-down and select CSV as the file type

7. Click the blue Download Arrow Icon to start the downloadClick the blue Download Arrow Icon to start the download.

8. Click the downloaded file to open the the RawBillingDump in  in Excel.

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.:

1. Select Billing from the main menu

2. Select Batches from the submenu

3. Use the filters to locate the batch and click Search

4. Click Billing on the Main Menu.

5. Click Batches on the Sub Menu.

6. Search for the batch by typing batch detail information into the search filters and then click Search.

7. Click anywhere in the batch row to open the Batch Details screen.the batch details page

8. When a batch With the Batch Details screen open, once a Batch has been approved, the green Reconcile button displays Reconcile and the Batch Details status displays Transmitteddisplays and the batch details status is transmitted.

9. Scroll to the tabs located under down the page to click the Batch Details information and click the Attachments tab.Attachments tab

10. Locate the file name that starts with begins with RawBillingDump.

1. Following the name there will an underscore followed by numbers to create a unique identifier for each Raw Billing Dump file.

11. Click the Download dropdown and select CSV Click the Download drop-down and select CSV for the file type.

12. Click the blue blue Download Arrow Icon to  to start the download. 

13. Click the downloaded file to open the the RawBillingDump in  in Excel.

Create Reconcile Text File

1. Open Excel and create a file with the following column headers:

1. Portal Rollup ID 

2. Required field which is the Rollup ID as listed in the portal. 

1. If reconciling from the batch details page, every rollup in the batch must be listed on the file. 

There should be one

1. One row per rollup

.Column A

2. Listed as Rollup Id on the RawBillingDump

spreadsheet

1. file

3. Net Amount Required field which is the total

1. Total amount paid for the rollup

Column AL

1. Listed as Net Amount on the RawBillingDump

spreadsheet

1. file

4. Rollup Reference

1. Optional field

, but must be listed in the header for the Reconcile import to be accepted by the system

1. to add a reference for the rollup ID

5. GL Code

1. Required field, but not used by all programs.

Use the General Ledger

1. Enter NA if not applicable.

2. Enter the GL code for associated rollup if applicable

.

6. Enter NA if it’s not applicable.

7. Rollup DateRequired field which is the

1. The date the entries in the rollup were paid

.

8. Rollup Reference2

1. Optional field

, but must be listed in the header for the Reconcile import to be accepted by the system

1. to add additional information for the rollup ID

9. Rollup Reference3

1. Optional field

, but must be listed in the header for the Reconcile import to be accepted by the system

...

1. to add additional information for the rollup ID

1. 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. :

1. On an approved batchWith the Batch Details screen open, once a Batch has been approved, click the green button displays green Reconcile button.

2. The Complete the Reconcile from Billing form wizard opens, complete the following fields:

   1. Enter a Ref Reconcile Id

(required) - this can be

3. 1. - Choose any reference number

you choose.

4. 2. File Name

(required)

5. 1. -

this

6. 1. The name that will appear in the

attachments table to describe

7. 1. Attachments tab describing the reconcile file

   2. Click Add Attachment to attach the

   Reconcile Text File discuss

   1. reconcile text file discussed in the previous steps

   .

   2. Click Save

   .

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

2. Click on the Attachments tab

3. Click anywhere on the row in the attachments table to open the results file

4. In the Attachment Details widget, next to the name field, click the blue download arrow icon to start the download.

5. Open the downloaded TXT file

6. Review the results file

   1. First row is headers

   2. Subsequent rows are results for each line on the billing reconcile file

   3. Each row will state Failure or Success at the end of the row (see ReconcileStatus header)

      1. Failures will include a failure reason (see Reconcile Reason header)

   
   

Review Reconciled Batches

1. Select Billing from the main menu

2. Select Reconcile from the submenu

3. Click Billing on the Main Menu.

4. Click Reconcile on the Sub Menu.

5. Search for the file by typing Reconcile Text File the reconcile text file into the search filters and then click clicking Search.

6. Click anywhere on the row in the batch row to open the Attachment Details screen.

7. If any entry failed reconciliation, the Results file will display the Reconciliation status and the reason for failure.

8. If entries were successfully reconciled, the results file will list Success as the Reconciliation Status.

If all entries were successfully reconciled, the batch status will update to Reconciled. If the amount received (as listed in the reconcile file) matches or exceeds.

9. attachments table to open the results file

10. In the Attachment Details widget, next to the name field, click the blue download arrow icon to start the download.

11. Open the downloaded TXT file

12. Review the results file

    1. First row is headers

    2. Subsequent rows are results for each line on the billing reconcile file

    3. Each row will state Failure or Success at the end of the row (see ReconcileStatus header)

       1. Failures will include a failure reason (see Reconcile Reason header)

Reconcile Multiple Billing Batches

Reconciling from the Reconcile tab submenu allows users to reconcile rollups across multiple batches. 

1. Create the Reconcile Text File with  using the steps listed above.

2. Log in with appropriate profile

3. Click Billing on the Main Menu.

4. Click Reconcile on the Sub Menu.

5. Click Actions and then click Upload Text File from the dropdown menu.

6. above

7. Select Billing from the main menu

8. Select Reconcile from the submenu

9. From the attachments table, select one or more files to reconcile.

10. Click Actions 

11. Select Upload File 

1. The reconcile text file will include the entries from the selected batches

12. Complete the Reconcile File form wizardThe Reconcile from Billing form wizard opens, complete the following fields:

1. Enter a Ref Reconcile Id (required) - this can be - Choose any reference number you choose.

2. File Name (required) - this The name that will appear in the attachments table to describe Attachments tab describing the reconcile file

Click 

1. Click Add

Attachment 

1. Attachment to attach the

Reconcile Text File discuss

1. reconcile text file discussed in the previous steps

.
Click 

1. Click Save

.

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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