McMaster has implemented the billing and accounts receivable modules of the Mosaic system across the University.

This new functionality within Mosaic, known as MacBill, ensures external customers are billed on a timely basis, and payments can be easily tracked and identified for customers.

• Successful implementation will have many benefits to the University, including:
  • Billing units will be able to generate an official invoice (McMaster format, customizable by department/billing unit)
  • Issuing Billing Units can easily send reminder notices to customers until the invoice is paid.
  • Complete listings of aged outstanding amounts due from customers will be available by department and chartfield
  • Fewer ‘unclaimed payments’ are expected
  • Billings can be integrated with the Research Grants module.
  • Duplicate billings should be reduced
  • Revenue will be recognized at the time of invoicing
  • Research Project statement will have additional information on outstanding invoicing

Implementation

• A phased rollout has begun with a small group of users who tested functionality and provided feedback and insight into the training, communications and rollout across the rest of the University.
• Since June 1, 2018, over $200,000 in invoices have been issued by Phase One users in MacBill, 
• A comprehensive training and communication plan have been developed to support a smooth rollout.
• Over the summer the project team will be focused on Phase 1 User support and planning for Phase 2 (Fall) and Phase 3 (Winter) go lives.

Billing Units in Phase 1 currently using MacBill include:

• FHS Research Finance
• FHS Finance
• Engineering
• Conference Services
• Student Accounts and Cashiers

Why do we need MacBill?

• Currently, an estimated 20,000 invoices are issued annually by departments and research offices using various accounts receivable systems ranging from purchased software to excel worksheets.
• Inconsistent invoicing and follow up is widespread, resulting in a large number ($829k- April 30, 2017) of ‘unknown’ payments being received each month in the Cashiers’ Office.
• The Billing and Accounts Receivable module within Mosaic will eliminate inconsistencies and improve the university’s billing and accounts receivable process.

Project Support

• Support will be available pre and post go-live to ensure users are comfortable working in the new system.

If you have any questions about the project, please contact Nancy Gray, Director of Finance,
graynan@mcmaster.ca . Additional Project Updates are available on Mosaic News.