We are a Banner school averaging about 125 VR&E students each Fall/Spring. There is one third-party biller for all student account invoices, not just VR&E. I'm curious to see how other institutions handle VR&E invoicing.
Without getting too technical, here's what our process looks like:
1) Everything is tracked on the Master PO/AN Log (excel)
2) Download "ReceivedPO.csv" (Tungsten)
3) VLOOKUP Master against ReceivedPO to identify new PO/AN (excel)
4) With new PO/AN, find student name, start/end date, VRA email (Tungsten) and track on Master PO/AN Log (excel)
5) Find student name in ERP (Banner, SOAIDEN)
6) Log SID# on Master PO/AN Log (excel)
7) Pull Cognos Report "Unbilled"
8) After all drop deadlines pass, manually create each invoice (excel - an unofficial "template" is used to avoid starting from scratch every time), which is saved as a PDF
9) PDF is uploaded (Tungsten)
10) Download "SubmittedInvoices.csv" (Tungsten)
11) VLOOKUP Master against SubmittedInvoices to see what has been: Approved, Paid, Received, Rejected (excel)
12) Correct Rejected and resubmit a new invoice, as needed.
How does your school workflow these students?
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Lisa Cook
Third-Party Billing Specialist
Hawaii Pacific University
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