INTRODUCTION TO CBS

INTRODUCTION TO CBSIn this course you will learn the following:

* How to create new bills

* How to make payments to outstanding bills* How to pull reports in hyperion

* How to apply late fees to outstanding bills* How to print demand letters

Click mouse for each point

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The CBS startup page can be found at cbs.blm.govIf you will be issuing bills for your permitees you will need to log into CBS at cbs.blm.gov (mouse). Next You will click on Start CBS Production (mouse). 2

Here you will find the login screen. Mouse, Enter your login and password, click continue.3

SECTION 1 CREATE A BILL

The first section well discuss is how to create a bill (mouse)4

Now that you have logged into CBS this will be the first screen you will see. As a resource specialist role in CBS your screen should show the billings screen which includes, new bill (this is where you will create any new bills) update bill (this is where you can edit the bill, add any interest and penalties (otherwise known as IPA) to the bill for being past due, print bills and Bill demand letters (this is where you will create your demand letters). You will also see the reprint receipt options. Reprint receipt allows you to look up transactions that have been created whether they are for campsite fees, payments on bills, entrance fees and SRPs, So first lets create a new bill. 5

You will click on New Bill. You will need to enter the Bill Type 6

You will want to choose what type of bill you need (mouse). Accounts Receivable will accrue interest after 30 days. Advance bills are bills in advance of receipt of goods or services that is required by regulation to be paid in advance, e.g. advance grazing bills. Not a true accounts receivable. Courtesy statements are information notices to customers of an amount due should they decide to purchase a product or a service. So lets make this bill an Accounts Receivable bill.7

2014 Post Use FeesFor this example we have chosen Recreation SRPS, (click mouse), Little Snake (click mouse), Commercial River (click mouse). Enter the correct source year (click mouse). This will always be the fiscal year you are in. and the total amount (click mouse). You may want to add a description, such as 2014 Post Use Fees or Pre Use Fees, (mouse). If this looks correct, we will add the item (click mouse).8

As you can see, now our item has been added and this will show on our bill. 9

Next we need to choose our customer. Enter the information of the customer individual or business (mouse). The Account type (mouse), will be Consumer for an individual, Commercial for a business, or you can choose other types such as Federal or State customers. Then click search.10

Click on the red arrow (mouse) of the customer you want. If the customer is not listed, click not found (mouse). You will then enter the customer information 11

Once you enter the information , click verify (mouse), this will pop up with another screen of anyone listed under that address. The Account type will be as follows: Consumer for individual customers and Commercial for business customers. There are also federal and state customers. 12

If the name and address still dont show click NOT FOUND again, this will generate a new address for your customer, then click OK. 13

Next we will want to add the contact information. This will give the customer information of whom to reach if there are any questions regarding the bill.14

Click on Contact Search (mouse), choose the contact person. If they are not listed enter the information in the boxes provided. Next choose Office Search, This will always be the office the customer needs to make their payment to. Once you have entered everything click on OK (mouse).

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You will see your customer information (mouse) and your BLM contact information (mouse), and You can add text by using the add text button. Now your bill is ready to save. Keep in mind that once the original bill is saved, when you click on the edit pencil in Update bill, you will only be allowed to add Interest and penalties to the bill. If you need to edit the bill in anyway such as you incorrectly charged them the wrong amount, you can have an adjustment to be done by the NOC and it will need to be requested in writing or by email by your office. The guidance for this can be found in the on the CBS Start up page in the collections reference guide, chapter 5. A bill should be cancelled instead of adjusting if review of the bill or a dispute reveals that the basis of the adjustment changes the face of the bill entirely. 16

Once the bill is saved a CBS bill number will be generated (click mouse). You want to click standard format (click mouse) and Print Final (click mouse).17

(click mouse) Click on View Bill in PDF Format and click open to open the pdf formatted bill.18

Here is a sample of a bill. As you can see it has all the information you entered. If you entered a text it will show in the bottom box. The rest of the information in this box is standard and is auto generated by CBS at the NOC. Click mouse. Now your bill is ready for mailing. Keep a copy for your files and mail the bill with any documents to the customer. Any questions?? - check the chat section.19Section 2 - HOW TO MAKE A PAYMENT TO A BILL

Okay, now lets apply a payment to the bill. You may not do this process and it may be completed by the front desk or administrative staff in your office. But it is always good to learn in the case that you need to complete this option.

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Click on Update bill. Enter the bill number. If you dont have the bill number (mouse), you can search by customer click mouse. 21

As you can see, my search found the bill we just created. You have three options here. Edit the bill, (click mouse,) Print the bill, (click mouse)and Pay the bill (click mouse). We are going to pay the bill 22

Enter the dollar amount, click apply, (mouse) now you will see that nothing is due on the bill (mouse). Click save (mouse) 23

All payments will be applied to the Principal for this bill. So, how did they pay? By check? Credit Card? Cash? Once you click save (mouse)24

The payment screen will pop up. Mouse Lets pay this bill with a check. 25

Enter the check number if the payment came over the counter (click mouse) Click mailroom search if the check came in the mail and was processed by the mailroom. Verify the information on the check is the same that is in the window. If the address is different, change the information to match the check. Sometimes the payee is not always the same as the customer. If everything is good, click accept. 26

As you can see, the payment now shows on the screen and the balance is $0.00 (mouse). So what do you do if the payment was less then the amount of the bill? 27

Here I deleted the payment because I realized the check was for $14,000. I entered the check payment and now my bill shows the balance of $1000 owing. I did this by clicking on the edit pencil. Just remember, if you ever delete a payment, always do a print screen and document why you deleted a payment. This will show on a monthly report at NOC and has to be justified for the auditors. You will not be able to print a receipt because the transaction still shows money due. You can print a bill summary though. You will click on update bill again. Remember Update bill allows us to edit, print and pay the bill.28

Once I have searched for my bill, I can see the balance due is $1000,(mouse) click on the print button (mouse) (mouse) and then print summary (mouse) You will need to view in PDF format and open the file when it pops up. 29

The summary of your bill now shows total due (mouse) and the transaction the payment was received on. Mouse, You will want to mail this to the customer as their receipt and keep a copy for your files. 30

Section 3 - HOW TO APPLY INTEREST AND PENALTIES TO A BILLQuestions??? Check Chat - Mouse, Section 3 Here we will learn how to apply interest and penalties (otherwise known as IPA/PSA) to our bill now that it is 30 days past due. . 31

We will once again go to Update Bill, enter our bill number and search. Lets apply the Interest and Penalties (IPA) to the bill. Click on Edit. Interest is applied to any bill over 30 days. Penalties are applied to an unpaid bill annually @ 6% of the principal. Once a bill is 90 days past due it should be referred to the US Treasury for further collections. 32

Enter a reason such as Apply IPA fees. Click Apply IPA/PSA 33

Now you can see that the Interest has been applied and the bill amount has changed (mouse) click save (mouse)34

Section 4 - HOW TO PRINT DEMAND LETTERSQuestions??? Check Chat - Mouse, Section 3 Here we will learn how to print demand letters for bills over 30 days past due. We suggest a demand letter is sent 3 times before a bill is referred to Treasury for further collections. 1st letter after 30 days past due, 2nd letter 15 days after the first letter is sent and payment has not been received or contact has not been made with the customer. The 3rd letter should be 15 days after the 2nd letter is sent. Each letter will generate a $15.00 administrative fee to the bill. Once the bill becomes 90 days past due penalties of 6% will applied. You will also need to apply the interest each time prior to the deman letters. A third demand letter is not required if the debtor has refused the bill for collection. 35

How to print demand lettersOk, Lets print a demand letter. Click on Bill Demand Letter (mouse), enter the bill number (mouse) and click on search (mouse) Click on Create Demand Letter (mouse)36

Click Save and Print (mouse) The body of the demand letter can not be changed in CBS. You can copy and past it into Word if needed. For instance if an address has changed for the customer or contact information has changed. The body of the letter should never be changed since it sites Federal regulations and laws. This has been set up in CBS by the NOC. 37

Now your demand letter has been generated and will show the Interest and Admin fees with a new total due. (mouse)38

You can now go back and update bill, and print the summary. This will show all the charges added. 39

Section 5 HOW TO PRINT REPORTS IN CBS HYPERIONQuestions??? Check Chat - Mouse, Section 5 This section will teach you how to pull a report for all unpaid bills in CBS. You may ask yourself, Why would I need this information? As a rec Planner, you may want a list of all your customers that have not paid their bills. This is the easiest way to look this up. At the end of each month, your office collections person will pull an unpaid bill summary and these will need to be justified to the NOC as to what the status is of the bill. Has demand letters been sent? Has a payment arrangement been set up with the customer? Is the customer disputing the charges? The NOC reports this information to the auditors and the Washington Office. We are rated on a scorecard for uncollected debt. It is very important to stay on top of the bills. This is where you can help your office. If you pull these reports monthly or bi-monthly, you can contact your customers and check on the payment status. As staff is reduced your assistance is very valuable40How to print reports Unpaid bills

At the CBS startup page (mouse) there are two places to print reports. CBS FY10-14 Reports are for frozen reports that contains data as of the end of the month. The CBS In Demand reports are for current day reports. These will include all data up to the previous day of work. 41

Lets look at the FY 10-14 reports. As you can see, there are reports for each month for every fiscal year (mouse, mouse, mouse). Lets look at December FY 201442

As you can see these are listed by state. Lets go to Colorado unpaid bills. This will show bills as of December 31, 2013 that have not been paid.43

This report has generated all the unpaid bills for the state of Colorado. So, Im sure you only want to see you office information. Lets drill down to just one office. Lets use Grand Junction for instance. 44

Under the all bills pivot click on the down arrow. We want to go to the Summary Results45

You will want to scroll over till you find the column billing office. Click on the bar above the words Billing Office and the column should turn black. Right click on that bar and this window should pop up (mouse). Click on show values (mouse) and then choose the office that you are looking for (mouse). Click OK (mouse) (mouse) Now the column only shows the grand junction office code of LLCON03000 .46

Now we want to click on All bills pivot (mouse)47

Here you will see all your bills. AR (accounts Receivable), AB (advanced bills) and CS (courtesy statements). Keep in mind that these bills are as of the end of December only. 48

If you click the box that has a left arrow it will bring up a catalog that you can add to the report. Lets add the authorization number.

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See how this changes the report? 50

Now if you want the list of unpaid bills to date, we will use a different report. Mouse, Lets use the CBS on Demand Reports mouse. These reports will give you current data up to the previous work day. 51

There are several reports that you can use under Billing. We are going to use the unpaid bill summary (mouse)52

This report allows you to narrow your search. We will choose CO, Grand Junction Office and lets look at all the unpaid bills under Grand Junction, This will include Accounts Receivable, Advance Bills, and Courtesy Statement. Mouse Also LRAM and RAS bills along with CBS generated bills. Mouse Click Process Mouse 53

When the report is ready it will show Processing Complete. Mouse to view the report before printing choose the section menu. Mouse54

Now we can choose a variety of reports. Mouse. Lets look at the all bills pivot mouse55

Here is a list of all bills, advance bills and courtesy statements unpaid for Grand Junction. Now we can change this report around if we like, and add additional columns. By choosing the catalog button (mouse) we will then get a drop down list of items that can be inserted into our report. mouse56

In the drop down there are various items to choose from. Lets add the Commodity, Subject and Action (CSA) into our report. 57

We are going to add the Commodity (which the program in CBS) (mouse) and the subject (mouse)58

You can drag & drop the items in the catalog anywhere into your report. I added them before the customer. Now my report will show me the program the bill is for and what type of subject under that program. 59

Ive decided I want to see the serial number as well. This is the Authorization Number or Auth No in CBS. Mouse, mouse, mouse You can change the reports around anyway you like by dragging and dropping in the row labels field. These reports work just like excel so the columns and rows can be stretched.60

Under file, we can print export, preview or print. Print export will allow you to save the information into a spreadsheet (listed as section) or an HTML web page. Preview will let you know if the report is going to print on the page or if you have to adjust the columns, etc. mouse I did a print preview and set up the page to landscape but all my columns do not show. So I will move them around in the report. 61

I have moved things around, I adjusted the height of the rows and made some columns smaller. Now I have my report just how I want it to look. So I will now print it.62

Additional information HOW TO USE REPRINT RECEIPT IN CBS Questions??? Check Chat - Mouse, In addition, I want to show you the use of the reprint receipt button. This button will allow you to search for transactions that payments have come in for bills. 63

You can look up your customers to see if they have paid (mouse) When you log into CBS, click on the Reprint Button64

Here you can search by CBS Bill Number, mouse, Customer, mouse, Remitter, mouse or by any of the option fields available. Once youve entered your information click search. You may have to remove the Receipt Office, mouse, to pull up the information. Try to narrow down your search as much as possible. When you remove the receipt office, it looks for all receipts BLM wide. This can boggle down the system. 65

Mouse, In my search I looked up the commodity Recreation SRPS, , Subject Little Snake, and I chose a date range of Jan 2012 Dec 2013, click Search, mouse. I did take the Receipt office code so that I could look at other offices than my own. Your login id is tied to a specific office. If you wanted to see what other offices have receipted you can enter their office code into the receipt office or cost center and that will generate a list of transactions for that office. It is easier to look this information up in reports and I can show you how to do this, just give me a call. 66

In my search when I looked up Recreation SRPS, Little Snake . This gave me all the receipts in CBS that specific Commodity, Subject and date range that I specified. You can print the receipt by clicking the printer button, mouse, or you can view the order detail information of the receipt by clicking the transaction number (mouse) 67

Clicking the printer will show you the receipt (mouse). Clicking the Transaction Number, mouse, will show you the order detail of the receipt. The order detail shows that on (mouse) 11/27/2013, The Little Snake office (llcon01000) (mouse), received funds of $180 (mouse) for Recreation (mouse), Little Snake (mouse), Commercial (mouse) . This also shows the Fund code (mouse) and Functional Area (mouse) the money will be deposited into in FBMS. 68

If you need access to CBS, please complete the CBS Access Request form 1372-8 (mouse) which is located on the CBS start-up page @ cbs.blm.gov. Once it is signed by management, send it to me and I will submit a help desk ticket to get your access. 69

Man, CBS is easier to use than I thought!!This concludes this presentation, are there any questions? I can be reached at 303-239-3755 if you need any assistance in CBS and I can walk you through the process. 70