10Manage Bill Management

This chapter contains the following:

Do you frequently do these tasks for your customers?

  • Remind the customer to pay bills

  • Print and mail their bills

  • Identify their outstanding transactions

  • Answer questions about their accounts

You can enable your customers to do all these tasks themselves. This self-service approach reduces customer inquiries. You can use Bill Management to handle both Business-to-Business and Business-to-Customer transactions.

Here's what you can do in the application.

  • Register and unregister customers

  • Review your customer accounts

  • View and print transactions

  • Dispute transactions

And, once you register existing customers as external users, here are some tasks that they can do in the application:

  • Review accounts

  • Make online payments

  • Print transactions

  • Dispute transactions (if authorized)

Using external user registration, the Collections or Receivables department personnel can register external customer contact(s) and empower them to manage, pay, print and dispute their own transactions. You can register an external user using either Oracle Applications UI or REST API.

Register External Users Using Oracle Application UI

To register customer contacts as external users using application UI:

  1. Sign in to Oracle Applications.

  2. In the Setup and Maintenance work area, select these options:

    Offering: Financials

    Functional area: Bill Management

    Task: Manage Bill Management Registration

  3. Click Register Users.

  4. Search and select the customer contact.

    Note: You can only register existing contacts of a customer account. Also, you must ensure that the customer contact is saved with the role type as Contact to avoid duplication of customer contacts.
  5. Click Register. Review the customer status. If the status is:

    Status What you need to do

    Registering

    Wait for a few minutes. If the customer contact gets successfully registered, the status changes to Registered. If not, it changes to Error.

    Error

    Register your customer contact again.

    Registered

    That's it! You have completed the registration process. The customer receives emails with the user-name, password, and link to access Bill Management.

Just in case you want to remove the customer, repeat the previous steps and click Unregister User. The status for that customer contact changes to Unregistered.

Register External Users Using REST API

Using user registration, the Collections or Receivables department personnel can register external customer contact(s) and empower them to manage, pay, print and dispute their own transactions. Use the billManagementUsers resource to manage the user registrations. You must register a user to Bill Management, search for user records (all accounts) of a particular customer, and search for customer records of a particular user.

Here are the steps to manage user registration using REST API:

  1. Create Customer.

  2. Create a new contact to the customer with a valid email address.

  3. Register User in HCM Via HCM Service.

  4. Provide users with Bill Management privilege using the HCM Provisioning Service.

  5. Register a user in Bill Management using the BM User Registration Service.

  6. Find all user records for the particular customer (all of its accounts/account's site).

  7. Get a specific user record for the particular customer account.

The customer contacts that are already associated with a customer account or account's site can only be registered to Bill Management. To register a new external customer contact to Bill Management, you must first create the external customer contact as a contact for an account/account's site using either Collections or Receivables customer management flows.

Select Your Customer Account

You can only access your customer's accounts if the Customer Account Billing Inquiry role or a similar role is assigned to you.

To access your customer's accounts:

  1. Sign in to Oracle Applications.

  2. From the application dashboard, select Bill Management.

  3. In the Select Account dialog box, enter the details of the customer account.

  4. Click Search.

  5. Select the customer and click OK.

Note: Your customers can just sign in to Bill Management using the link, user ID, and password given to them at the time of registration.

After you or the customer signs in, the steps for reviewing accounts, printing a transaction, and raising a dispute are the same for both of you.

After you sign in to Oracle Applications and do the prerequisite steps, the Account Overview page opens. You can see these items:

  • Infotiles that provide a quick summary of transactions made by the customer.

    Infotile What you see

    Total

    The total number of open transactions that are pending payment for all currencies.

    Invoices

    • The total number of printed invoices of open transactions.

    • A pie chart of invoices based on the aging bucket.

    Credit Memos

    The total number of open receivables credit transactions.

    In Dispute

    The total number of disputed transactions pending approval.

    Tip: If you filter for a customer account and currency, infotiles display the total amount of the open transactions for that currency.
    Note: If you can't see the Dispute infotile, then you probably don't have the required permission to raise disputes. Contact your Applications Administrator or Security Manager.
  • A list of open transactions for your accounts.

    To view details of a transaction:

    1. On the Account Overview page, click the transaction number.

    2. Click View Activities.

    To see a detailed transaction history for an account:

    1. On the Account Overview page, click Transaction History.

    2. You can also see transactions done during a specific period and when each transaction was fully or partially closed, along with their receipt numbers.

Tip: Don't want to sign in to Bill Management every time you want to review your accounts? Just download the transactions in an XLS file by clicking Export to Excel.

You can't view the invoice and credit memo of a transaction unless you print the transaction from the Receivables application.

You may want a printed copy of your transactions, let's say for maintaining records. To print a transaction again:

  1. On the Account Overview page, do one of the following:

    • Select the transaction number to open the transaction.

    • Select the check box against the transaction.

  2. Click Print.

To print invoices only:

  1. On the Account Overview page, select the Invoice infotile.

  2. Select the invoice number to view a copy of the invoice before printing. You can also select the check box against the invoice.

  3. Click Print.

To print credit memos only:

  1. On the Account Overview page, select the Credit Memos infotile.

  2. Select the credit memo number to view a copy of the credit memo before printing. You can also select the check box against the credit memo.

  3. Click Print.

If your customer has a problem with the balance or the outstanding amount of a transaction, they can raise a dispute. You can also dispute the transaction on their behalf.

To raise disputes:

  1. On the Account Overview page, select the transaction number to open the transaction.

  2. Click Request Credit.

    Note: If you can't see the Request Credit button, you probably don't have the required permission to raise disputes. Contact your Applications Administrator or Security Manager.
  3. On the Manage Disputes page, select the applicable dispute section and dispute reason.

  4. Click Submit.

Only registered customers can make online payments.

To make payments:

  1. On the Account Overview page, select the transaction. You can pay for multiple transactions simultaneously provided they're of the same currency and same organization.

  2. Click Pay.

  3. Review the transaction details.

    Note: You can also modify the amount you want to pay for a transaction in the Payment column.
  4. Select your bank account. To add a new bank account, select Add Bank Account from the list.

  5. Click Continue. On successful completion, you get a payment confirmation message on the page.

Additionally, you can configure the next payment date and define the number of future payments using the Manage Bill Management System Options task from the Setup and Maintenance work area.

FAQs for Bill Management

Why can't my customer access Bill Management?

Here's why:

Your customer may not have the security permissions to access Bill Management or their customer accounts. They should check with their supplier's Receivables or Collections Manager to get themselves registered to access Bill Management.

Why can't the customer see the Request Credit button and the Dispute infotile?

If the customer doesn't have the required permission to raise disputes, they won't be able to see the Request Credit button and the Dispute infotile. They can contact their Receivables or Collections Manager to request permission and raise disputes.

Yes, you can. If you do so, the customer can manage transactions for all those customer accounts.

Your customer can't register directly to Bill Management. You must register the customer as an external user.

All registered users can manage transactions for that account.