The University of Massachusetts Amherst

CORUM Billing Process

Billing Process

Stage 1

  • Once an Order or Reservation has been completed, it is automatically moved into the Send Notifications screen.
  • In the Send Notifications screen you can filter the list of transactions and send notifications for only a specified subset of orders or you can send the notifications for all transactions. Notifications will be emailed to payment source owners and business managers.
  • Once the notifications have been sent, those transactions move into the Orders in Review.
  • At this stage, the transactions generally remain in Orders in Review for 7 days.  This time allows payment source owners and business administrators time to review the charges, dispute any incorrect charges, and make sure the charges are going to be charged against the correct payment source.
  • Disputed orders that are marked as Resolved will be moved to the next stage of the process: Journaling/Statements.

Stage 2
This is where a split in the path happens between internal payment sources and external payment sources.

  • ⇗ For internal payment sources:  After the 7 day review period, the transactions are moved to Create Journal.
    The journal can be created with either a subset of transactions or all of the transactions. The Journal Header Date set on Create Journal becomes the official journal date for all items sent at the same time.
  • ⇘ For external payment sources:  After the 7 day review period, the transactions are moved to Create Statements
    Statements can be created with either a subset of transactions or all of the transactions. Statements will be emailed as a pdf attachment to payment source owners and business managers.

Stage 3
The final stage of the billing process is the reconciliation.

  • For internal payment sources: When you click on Manage Journals, you will need to select the proper *Status. The Notes field can contain what the billing period this particular journal spans.
  • Note: The previous journal needs to be reconciled before a new journal is created.