The ILLiad Billing Manager is a tool for generating and printing invoices, as well as tracking related payments, for Interlibrary Loan and Document Delivery transactions processed through ILLiad. This includes the generation of Docline EFTS payment files in addition to the traditional paper invoices. No invoices are generated for IFM requests as OCLC handles the billing of these transactions.
The Billing Manager handles all billing and invoice generation for Borrowing, Document Delivery and Lending. You can generate per-item invoices in the client for Lending only. The Billing Manager does not generate per item invoices.
Billing Manager Requirements
To use the ILLiad Billing Manager:
- Billing must be turned on for the module for which invoices are to be generated.
- Billing by Institution over a time period must be enabled for the module for which invoices are to be generated.
- The AccountInfo.html and IncludeMenu.html page must be edited to match the other web pages and several links need to be added to properly handle the new workflow.
Logging On to the Billing Manager
Like most Windows-based programs, the ILLiad Billing Manager is launched by double-clicking on the appropriate icon or executable file.
After launching the ILLiad Billing Manager, you are presented with a logon window. Enter your username and password and press return or hit the OK button to log in.
This password may be different from your ILLiad Web logon password. This will pull up the main Billing Manager form.
Because you are required to log into the Billing Manager as you would to the ILLiad Client, the Billing Manager uses the same views of the ILLiad database as are used by the ILLiad Client and the other ILLiad administrative tools. In Shared Server ILLiad systems, you will only be able to generate and access invoice information for the site to which you are connected.
The Billing Modules
Accessing the Modules
Access to different sections of the Billing Manager is controlled by the Staff Manager. There are three access options specific to the Billing Manager to which you may allow access for each user. These are:
- Billing Manager - Borrowing
- Billing Manager - Document Delivery
- Billing Manager - Lending
Access to the Lending Billing form includes access to the EFTS file generation form as well, as this is a Lending Billing function.
The EFTS option will not appear unless your EFTSActive key is set to Yes. So for those institutions not using EFTS, you will not see this option.
By default, the Billing Manager checkboxes in the Staff Manager will be unchecked. Check as many or as few of these access checkboxes for as many or as few users as is appropriate to the level of permission for your institution.
Unless a user is granted permission in the Staff Manager to access at least one specific module of the Billing Manager, he/she will not be allowed access to the Billing Manager.
Any user who attempts to open the Billing Manager without permission assigned in the User Manager will see an Access Denied error.
Those users with only partial access to the Billing Manager, for example, a user who has been granted permission to see only the Billing Manager functions for Borrowing, will see only the module(s) for which he/she has been granted permission to see.
Any modules to which you have not been granted access will simply not be displayed on the Billing Manager form.
In the example here, the user (kgregory) has not been granted access to the Document Delivery and Lending modules of the Billing Manager. Thus the only option displayed is Borrowing.
Selecting and Changing Modules
As state above, there are separate sections of the Billing Manager for the Borrowing, Document Delivery, and Lending modules, as well as a section specific to generating Docline EFTS files.
The EFTS option will not appear unless your EFTSActive key is set to Yes. Those institutions not using EFTS will not see this option.
The currently selected module will be highlighted in the left-hand panel of the Billing Manager display, and the Title will appear at the top of the form.
When opening the Billing Manager, it will re-open to the specific module that was being used when it was last closed.
To change modules, click the icon for the module on the left side of the form. The Billing Manager will then display the form for the selected module.
Billing Manager Invoice Tracking
With the Billing Manager, for every action made in the Billing process that alters an existing invoice, including the creation of that invoice, an entry is made in the InvoiceTracking table in the database (ILLData).
This entry will record the invoice number that was affected, exactly what was done, the exact date and time at which the change was made, and the username of the Staff person who made the change.
Billing Manager Function Tabs
On each the module forms of Borrowing, Document Delivery and Lending, you will see three function tabs. These are:
- Previous Invoices
The Non-Invoiced tab displays the date range from the date of the last invoice generation for the chosen module until the current date. The end date value may be changed however to suit your specific billing needs.
For example, if your policy is to generate invoices once a month, you can do so for only the specified month at any point after that month has been completed.
Any transactions to which billing charges were applied during the specified date range are counted as "Pending Invoices" and will generate invoices when you elect to do so.
The Non-Invoiced tab may be accessed from the Billing Manager form by clicking on the tab, or by typing ALT+N.
The Previous Invoices tab displays already generated invoice information. Previously generated invoice batches display by default sorted by End Date.
The most recently generated invoice batch will display at the top, although you may choose to sort them differently using the Sort By drop-down in the upper right corner of the form.
The form will display the last three invoice batches generated, but the scroll bar on the right side of the form allows access to any invoice batches ever generated using the ILLiad Billing Manager.
Invoice batches will display with a visual calendar date range indicator on the left side of the form showing the first and last month contained in the date range. If only one month encompasses the entire date range, only one calendar date range indicator will display.
To the right of each calendar date range indicator, you will see detailed information for each invoice batch, including the generation date, the quantity of invoices, the range of unique invoice numbers generated, the number of invoices in the batch for which payment is still outstanding, and the current combined balance total that is still due for the invoice batch.
The heading for an invoice batch generated on today's date will show in green text. Headings for invoice batches generated prior to today's date will display in blue text. Buttons to the right of each invoice batch allow you to view and/or print the individual invoices in each batch.
The Customer Number generated in the Billing Manager is also the LenderAddress number in Lending and the internal account number in Borrowing and Document Delivery.
In the case of a just-generated invoice batch, there is also a Delete button that allows you to "un-generate" that specific invoice batch. This button is available ONLY if the invoice batch was just generated if no changes have been made to individual invoices in the batch after generation, and if no payments have been entered for any invoices in the batch.
The Delete button should only be used if the invoice batch has been generated by mistake, or if the date range for which the invoices were generated was entered in error.
The Previous Invoices tab may be accessed from the Billing Manager form by clicking on the tab, or by typing ALT+P.
The Reports tab displays the available Billing Manager reports for the selected module. From here, you can run the various reports available to you as a part of the Billing Manager.
The Reports tab may be accessed from the Billing Manager form by clicking on the tab, or by typing ALT+R.
In the Billing Manager, both beginning and end date values of a date range are inclusive. For example, billing for the month of May would be for 5/1/2008 - 5/31/08.