TRANSITION

SDM.701

USER GUIDE & REFERENCE MANUAL

VOL. ONE

Lagos State Integrated Billing System

Author:

Adeyinka Freeman

Creation Date:

August 30, 2015

Updated on:

February 16, 2016

DOCUMENT CONTROL
Change Record
2

Date
31-Aug-15
16-Feb-16

Author
Adeyinka Freeman
Adeyinka Freeman

Version
Draft 1a
Draft 1b

Change Reference
No Previous Document
Draft 1a

Contributors
Name

Position

Lookman Apatira
Kunle Adebona
Ademola Oladipo

Developer, Software Development

DBA, Software Development
Unit Head, Software Development

Name

Position

Olatunde Alalade
Babatunde Ojumu
Gbenga Omolokun
Bisi Aina

General Manager, Software Development

General Manager, Technical Services
General Manager, Implementation Services
Director, Solutions Delivery

Reviewers

Distribution
Copy No.

Name

Location

1
2
3

Library Master
Document Repository
Document Repository

SoftLAB
Google Drive LASG Billings

TABLE OF CONTENTS
Document Control........................................................................................................................ 1
Change Record............................................................................................................................... 1
Contributors.................................................................................................................................... 1
Reviewers....................................................................................................................................... 1
Distribution...................................................................................................................................... 1
Table of Contents.......................................................................................................................... 2
1

Introduction............................................................................................................... 3

1.1
1.2
1.3

Purpose....................................................................................................................... 3
Intended Audience...................................................................................................... 3
How the User Guide Is Organized...............................................................................3
Feedback and Commends..........................................................................................4

NAVIGATION AND ACCESS......................................................................................5

ADMINISTRATION..................................................................................................... 6

3.1
3.2
3.3
3.4

3.5
3.6
3.7
3.8

Incomplete Login Credentials.....................................................................................6

Login........................................................................................................................... 6
Failed Login................................................................................................................ 7
Homepage................................................................................................................... 8
3.4.1 Customer Owning Tab....................................................................................8
3.4.2 Unpaid Invoices Tab.....................................................................................10
3.4.3 Paid Invoices Tab.......................................................................................... 10
3.4.4 Rebates/Discount Tab...................................................................................13
Logout....................................................................................................................... 15
Change Password..................................................................................................... 17
Navigation Menu....................................................................................................... 18
Assigned Requests and Notifications........................................................................20

Raising your Bills/Invoices....................................................................................22

4.1
4.2
4.3
4.4
4.5
4.6

Products, Tariffs and Rates.......................................................................................22

Navigation................................................................................................................. 23
Customer Search...................................................................................................... 23
Creating a New Customer......................................................................................... 26
Create Bill/Invoice..................................................................................................... 28
Printing or Saving Invoices.......................................................................................31

Transaction Review................................................................................................ 33

5.1
5.2
5.3

My Transactions........................................................................................................ 33
All Transaction Search.............................................................................................. 35
Payments.................................................................................................................. 39

Glossary................................................................................................................... 44

Open and Closed Issues........................................................................................ 45

7.1
7.2

Open Issues.............................................................................................................. 45
Closed Issues............................................................................................................ 45

INTRODUCTION
1.1 Purpose
This User Guide and Reference manual provides you with the required information necessary to work with
the Lagos State Integrated Billing System.
The Billing System is a product of SoftAlliance & Resources Limited which would be accessible by all MDAs
online and Lagos State Governments Metropolitan Area network.
LASG Integrated Billing System is a bill/invoice management system that helps Lagos State automate the
collection of revenue from its customers. With the Integrated Billing System, MDAs in the State can
automate the collection of revenues and integrate to the Financials module of Oracle E-Business Suite

1.2 Intended Audience

This document is intended to be used as a guide for Billing Officers in the Office of the Surveyor General of
Lagos State.

1.3 How the User Guide Is

Organized
This User Guide and reference manual handles all activities that involves billing officers at the office. The Bill
type covered in this user guide is the Lagos State General Bill Type which was adopted after a thorough
review of your business processes.
Other Activities covered in this User Guide include:
-

Login and Access Control

How to locate information about customers

Procedures for creating a bill for a customer

How to generate and print a payment advice for a customer

How to view previous transactions raised by a billing officer

How to view payment made by a customer on an invoice raised by a Billing Officer

Feedback and Commends

SoftAlliance and Resources Limited values and appreciates your feedback and comments as a user and
reader of this manual.
As we write, revise, and evaluate our documentation, your comments are the most valuable input we
receive. If you would like to contact us regarding comments and suggestions on future releases of the LASG
integrated Billing System, please use the following address or telephone numbers:

SoftAlliance and Resources Limited

Ojuolape House
9, NERDC Road, Central Business District,
Alausa Ikeja.
Email: helpdesk@softalliance.com
Phone no: 07019999339, 08129937210

NAVIGATION AND ACCESS

The LASG Integrated Billing System is a web/intranet accessible application that allows officials in MDAs in
Lagos State to raise bills and invoices for their customers for services rendered or to be rendered in Lagos
State.
To be able to access the Billing System, you would require: 1. An internet enabled device such as Laptops, Desktops, Tablets or Phones.
2. Any browser (Google Chrome, Mozilla Firefox and Opera Browser) of your choice on any of the
devices.
3. Access to Lagos States network. LAN, MAN or Internet connectivity
When all the listed requirements stated above have been met, please launch your browser and enter the
URL: http://testoffice.lagosstate.gov.ng/ in the address bar and select the Sign In button.
If this is done correctly, you will be redirected to the webpage in the image below:

ADMINISTRATION
3.1 Incomplete Login
Credentials
To log into the Billing application you would need a User name and Password. If you attempt to login with
only a user name and without a password, you would get the notification stated below:

3.2 Login
Only MDA Employees with Oracle ID approved by the Office of the Surveyor General as billing officers can
raise bills/invoices for the MDAs customers. To be able to login successfully into the system, the employee
must have been assigned a user name and password by the MDA Administrator.

This user name and password assigned is created in Oracle EBS with the responsibility to raised bills
assigned to the Billing Officer.
To Log into the Billing Application, please follow the steps stated below: 1. Enter the username you were assigned by your MDA Administrator in the User name field
2. Enter the password you were assigned by your MDA Administrator in the Password field
3. Click on the Sign In button on the Login Page

3.3 Failed Login

If the login credentials you have provided is invalid, you will not be granted access to the Billing Application.If
your user name is wrong, you will be notified with the message Invalid User Name or Password.

In such situations, enter the correct username and password, or contact your IT resource person if you do not
remember your login credentials.

PLEASE NOTE: If you have login access (username and password) but cannot login or you have forgotten
your login details, kindly contact your MDA Administrator to have your problem solved.

3.4 Homepage
When you can successfully login, you would be directed to a dashboard with information that is unique to you
and your MDA.

3.4.1

Customer Owning Tab

The owning customer tab displays a list of customers who are owing the MDA. The customer list
displayed are on invoices raised by the Billing Officer.
To display this list, the billing officer selects the More Info on the owning customer tab. This link
displays owning customers by:

Payer ID

Customer Number

Customer Name

Customer Address

View Column (which displays the View Invoice Button)

If you select the View Invoice Button of a customer it displays a list of the customers invoice

The View Invoice Button displays the invoice

3.4.2 Unpaid Invoices Tab

For the unpaid invoices tab, the list of invoices displayed are invoices which have been either partially or not fully
paid by the customer. To view this list: -

The Billing Officer selects the More Info link on the Unpaid Invoices tab

This redirects to the Unpaid Invoices page

3.4.3 Paid Invoices Tab

For the paid invoices tab, the list of payment confirmation reports/receipt displayed are consolidated payment
confirmation reports which signifies payments made by the customer. To view this list: -

The Billing Officer selects the More Info link on the paid Invoices tab

This redirects to the paid Invoices page showing a list of customers transaction information showing: o

Payer ID

Customer Name
10

Bill Number

Invoice Date

Original Amount

Amount Remaining

Status of payment

View Receipt Column

When the Billing Officer selects the Receipt Button on the View Reciept Column

The consolidated Payment confiramtion report displays a full list of payments the customer has made
and to which financial institutions/platforms were made:

11

12

3.4.4 Rebates/Discount Tab

For the Rebates/Discount tab, the list of rebates/discount displayed are reports which signifies discounts
issued by management staffs on customers bill. To view this list: -

The Billing Officer selects the More Info link on the Rebates/Discounts tab

This redirects to the rebates/discount page showing a list of credit notes issued on Invoicess
transaction information showing: o

Payer ID

Customer Name

Bill Number

Invoice Date

Original Amount

Amount Remaining

Discount Amount

Status of payment on invoice

View Credit Note Column

13

When the Billing Officer selects the Credit Note Button on the View Credit Note Column

The Credit Note report displayed is depicted below: -

14

3.5 Logout
The security of your activity on the Integrated Billing System is key. Please always make sure that you logout
of the application when you are through with all your activities or you would be away from your system. The
application will however log you out automatically after Ten (10) minutes of inactivity. If such scenario occurs,
you are require to log back into the system to continue your activities.
To logout of the application by yourself, follow the instructions below.
-

Click on your Name at the top right corner of the page as shown below:

15

Select the logout option from the dropdrown

Your page would be redirected to the Login Page of the Billing Application

Alternatively to Logout of the Billing Application you can select the Logout Option in the Navigation
Menu.

16

To return to the application, you must provide your login credentials again.

3.6 Change Password

On your very first login, after receiving your credentials from the System Administrator, and at anytime you
feel your password has been compromised, or recently reset by your IT resource person, you are required to
change your password. To change your password, follow the instructions below.
-

Select the Change password on the Navigation menu

17

Your page would redirect to the Change password page

Enter your current password in the Current Password field

Enter your New Password in the New password field

Enter your New Password in the Confirm New password field to confirm choice

Click on Save to change your password to the new one provided.

Please guard your password carefully and ensure it is not easily guessed by your colleagues.

3.7 Navigation Menu

Every User who has been profiled as a Billing officer on the Billing Application has a Navigation Menu that is
unique to the operations he/she carries out. For a Billing Officer, the list of submenus in the Navigation
menus available for him to carry out his transactions include: -

18

Home page/Dashboard a progress tab that shows a list of bill/invoice information raised by the Biling
officer

New Transaction: - This link allows the MDA search for a customer before creating a bill for the
customer. It also supports the creation of customers if no record is found

Transaction Reports This link has submenus which include: o

Payment this allows the billing officer to view a list of payment information by customers
who make payment against invoices raised by all Billing Officers in the MDA

My Transaction This link allows the Billing officer to view a list of all transaction details
he/she raises on behalf of customers

All Transaction Search This link allows the Billing Officer to search across all transactions
details generated in the MDA by all Billing Officers

Change Password This link allows the Billing Officer change his/her password

LogOut This link allows the Billing officer to sign out of the Biling application.

To navigate around the application, there are certain shortcut links that makes moving from one page
possibly by the click of a link. Some of these shortcuts include:-

BreadCrumbs
These are links that appear at the top corner of a page. They help the Billing Officer to navigate to
previous or different pages in one single click.

19

Back Button
This button helps the Billing Officer return to the previous page

With the breadcrumb and back button, billing officers can navigate through different pages while on a page
as depicted above.

3.8
Assigned Requests and
Notifications
The Assigned requests and notifications gives Billing Officers a status updates on every bill raised. From
your dashboard, your notification arrangement would follow the structure below: -

Every bill you raised and sent to a colleague for processing will be found in the Requested by
Me section.

Every bill that was allocated to you for approval/processing will be found in the Assigned To Me
section

Every bill that was raised and you approved at any time will be found in the Processed by Me
section.

20

If Workflow is enabled, the My Transaction Grid on the Home Page displays: -

Service Type: - This is the level the user is on the approval path (e.g. 1 st Level Approval)

Title: - This is the MDA where the approval activity is taking place (e.g Ministry of Tourism, Arts &
Culture (061)

Initiated By: - This is the name of the User who initiates the transaction to go through approval

Last Assigned on: - this is the date the transaction was initiated

Process: - this link makes available for view the transaction to be processed in the workflow

Kindly note that only bills which have not been completely approved, and still pending approval will be found
under Assigned Requests and Notification.

21

RAISING YOUR BILLS/INVOICES

4.1 Products, Tariffs and
Rates
Every MDA has its unique products. These products have tariffs which are used to create bill/invoices for its
customers. A few of the unique services offered by your MDA are listed below:ITEM DESCRIPTION

Form Fee - International Hotels

Permit Fee - International Hotels (Band 1)
Renewal Fee - International Hotels (Band 1)
Permit Fee - International Hotels (Band 2)
Renewal Fee - International Hotels (Band 2)
Permit Fee - International Hotels (Band 3)
Renewal Fee - International Hotels (Band 3)
Form Fee - National Hotels
Permit Fee - National Hotels (Band 1)
Renewal Fee - National Hotels (Band 1)
Permit Fee - National Hotels (Band 2)
Renewal Fee - National Hotels (Band 2)
Permit Fee - National Hotels (Band 3)
Renewal Fee - National Hotels (Band 3)
Form Fee - Urban Hotels
Permit Fee - Urban Hotels (Band 1)
Renewal Fee - Urban Hotels (Band 1)
Permit Fee - Urban Hotels (Band 2)
Renewal Fee - Urban Hotels (Band 2)
Permit Fee - Urban Hotels (Band 3)
Renewal Fee - Urban Hotel (Band 3)

TARIFF (NGN)

2,5
00.00
1,800,00
0.00
900,00
0.00
1,500,00
0.00
750,00
0.00
1,200,00
0.00
600,00
0.00
2,5
00.00
800,00
0.00
400,00
0.00
600,00
0.00
300,00
0.00
500,00
0.00
250,00
0.00
2,5
00.00
250,00
0.00
125,00
0.00
200,00
0.00
100,00
0.00
150,00
0.00
75,0
00.00
22

Permit Fee - Urban Hotels (Band 4)

Renewal Fee - Urban Hotels (Band 4)
Form Fee - Sub Urban Hotels
Permit Fee - Sub Urban Hotels (Band 1)
Renewal Fee - Sub Urban Hotels (Band 1)
Permit Fee - Sub Urban Hotels (Band 2)
Renewal Fee - Sub Urban Hotels (Band 2)
Permit Fee - Sub Urban Hotels (Band 3)
Renewal Fee - Sub Urban Hotels (Band 3)
Permit Fee - Sub Urban Hotels (Band 4)
Renewal Fee - Sub Urban Hotels (Band 4)
Permit Fee - Sub Urban Hotels (Band 5)
Renewal Fee - Sub Urban Hotels (Band 5)
Form Fee - Fast Food (International)
Permit Fee - Fast Food (International)
Renewal Fee - Fast Food (International)
Form Fee - Fast Food (National)
Permit Fee - Fast Food (National)
Renewal Fee - Fast Food (National)
Form Fee - Restaurant (International)
Permit Fee - Restaurant (International)
Renewal Fee - Restaurant (International)
Form Fee - Restaurant (National)
Permit Fee - Restaurant (National)
Renewal Fee - Restaurant (National)
Adult Club

100,00
0.00
50,0
00.00
2,5
00.00
150,00
0.00
75,0
00.00
125,00
0.00
62,5
00.00
100,00
0.00
50,0
00.00
75,0
00.00
37,5
00.00
50,0
00.00
25,0
00.00
2,5
00.00
180,00
0.00
90,0
00.00
2,5
00.00
100,00
0.00
50,0
00.00
2,5
00.00
180,00
0.00
90,0
00.00
2,5
00.00
90,0
00.00
45,0
00.00
1,000,00
0.00
23

Night Club

1,000,00
0.00

Kindly note that more products can be created and their rates can be updated at any time. To update product
and tariffs, please contact the MDA Administrator.

24

4.2 Navigation
To raise a bill for a customer, click on the New Transaction option on the Main Navigation.

This would redirect to the Customer search Page:-

4.3 Customer Search

There are several unique identifiers that can be used to identify a customer in order to create a bill for that
customer. To carry out a search, the billing officer searches for the customer using the any of the following
unique identifiers of the customer. These unique identifiers include: - Payer ID
- Customer Number
25

- LASRAA Number
- Drivers Registration Number
- International Passport Number
- NiN (National Identification Number)
If none of the aforementioned records exist for the customer, the customers name can be used to create a
bill for the customer.
There are several possible search criteria that can be used to search for a customer. One of those criteria
includes: -

Searching using all the Customers Name

Searching using either combinations of the Customers Number

- This would generate a page with all available information about customers who share the same name but
different customer number and payer ID.

26

- The Details button allows you to see more information about the customer as well as previous
transactions the customer has had with lagos State

27

- In the diagram below this customer has had previous transactions with Lagos State but is not owing any
MDA in the State

- In the diagram below this customer has had previous transactions with Lagos State and is owing the State
Government (Unpaid invoices)

28

4.4 Creating a New

Customer
- If the customer provides his/her name or any unique identifier, and a search is done, with returned invalid
customer or name as shown below the Billing Application prompts the user to create a new customer.

You can select the New Customer

29

Enter the details of the New customer which should include First Name, Middle Name, Last Name,
Address, His Local Government, Email, and Mobile Phone Number then you save.

After you have clicked on the Save button, you should receive a Customer Saved Successfully
notification.

The notification displayed shows that you can go ahead to search for the customer you have created using
the Customer Names and searching by the Use All Names or Use either Name search criteria. Please
See Below

30

The details of the customer will be displayed, you can now proceed with the option to create an Invoice for
the new customer.

4.5 Create Bill/Invoice

To create a Bill/Invoice please follow the steps stated below: - Select the create Invoice option,

31

- The Create Invoice button redirects to the general Bill form which contain: a. Your MDA (Ministry of Tourism, Arts & Culture),
b. The customer name,
c.

The reference ID/Application ID of the transaction e.g. Survey Plan No and Reference No 2

d. Reference details of the transaction

a. The date of the transaction

b. The product/service and
c.

The quantity required by the customer.

32

e. Once these information have been filled please select the Submit option to generate a bill

If the bill generated has no error requiring correction and is acceptable to the customers request, please
select the Generate Invoice button to produce the customers invoice

You can specify to the customer how to make payment on the invoice generated by the steps stated on
the invoice
33

Please note that all payments are made using the Bill Number which the customer must present at all
Payment Channels.

4.6 Printing or Saving

Invoices
To print generated invoices,
a. Select the Print option for preview and print

34

To Save the generated invoices on your system

-

Select the Save option and the location you want to save the file

35

TRANSACTION REVIEW
Under the Transaction Report option, we have the My Transaction and General Bill report Pages.

5.1 My Transactions
The My Transactions page allows you to see all the transactions you have generated as a Billing Officer.

The My Transaction page is divided into grids.

36

The first grid is the Transaction search which handles filters and search for particular Bills using: -

Date Range
o

From Date

To Date

Bill number

Payer ID of the customer

The second grid (My Transactions) handles all transaction details generated by the Billing Officer.

37

Information displayed includes: -

Customer Details: - which displays

Payer ID

Customer Name

Transaction Details: - which displays

Bill Number

Invoice Date

Original Amount raised on the invoice

Amount remaining (if customer makes any payment)

Status of the Invoice (Unpaid, part paid, Paid)

View Buttons to review:

Customers Invoices per transaction

Customers credit note per transaction

Payment confirmation report/receipts per transaction

You can limit or increase the number of information displayed on your My Transaction page by filtering
using the pagination options on the grid Please See Below: -

Or filter the type of information you want to see displayed on the My Transaction grid

38

5.2 All Transaction

Search
The All Transaction Search page allows the Billing Officer to search for a bill created by other officers in the
MDA. To make this possible, Please select the All Transaction Search submenu in the navigation menu
under the Transaction Report link.

The All Transaction Search link redirects to a Transaction search grid where the user can search for a
customer based on different criteria such as: -

39

Invoice Date Range which you can specify

The return value when a date is selected generates a report on bills created within the specified date
selected as seen from the diagram below:-

The search result grid displays all: - Invoices, credit notes and payment confirmation/receipts generated
within the date range selected:-

40

Alternatively you can use the Bill number, Payer ID or/and Invoice Number to search for previous
transaction raised on behalf of a customer by all Billing Officers in your MDA.

To search for a bil using the Bill number please follow the steps depicted below: -

Enter the Bill number (e.g. 209000000222) in the Bill Number field

Select the Search Button

The Search Results Grid would display:-

The customers Payer ID

41

Customer Name

The Bill Number (209000000222)

Invoice Date

Original Amount

Amount Remaining

Status of the Customers Bill (e.g. Unpaid, Paid, Partly Paid)

View Invoice button

View credit note button

View Receipt/Payment Confirmation

For bills which customers have had discounts applied to and payments made against you should be able
to see the credit note applied to his/her bill

42

43

If you do not enter any information in any of the fields and you search, you would get the following
notifications stated below: -

5.3 Payments
The Payment page allows the Billing Officer to search for a payment report created by all officers in the
MDA. To make this possible, Please select the Payment submenu in the navigation menu under the
Transaction Report link.

The Payments link redirects to a Bill Payment search grid where the user can search for a customer based
on different criteria such as: -

44

Payment date Range which you can specify

The return value when a date is selected generates a report on bills created within the specified date
selected as seen from the diagram below:The Payment Details grid displays: -

the Customer name,

The receipt/payment confirmation number from Oracle EBS,

The payment date, the original amount to be paid,

The amount paid by the customer,

Status of the customers invoice (part paid and paid) and a

View button to display the payment confirmation report of the customer

45

Alternatively you can use the Bill number, Payer ID or/and Invoice Number to search for previous
transaction raised on behalf of a customer by all Billing Officers in your MDA.

To search for a payment confirmation using the Bill number please follow the steps depicted below: -

Enter the Bill number (e.g. 222000000253) in the Bill Number field

Select the Search Button

46

The Search Results Grid would display:-

Customer Name

Receipt Number (209000000222)

Payment Date

Original Amount

Amount Paid

Status

View Receipt/Payment Confirmation

To View Payment Confirmation Reports on payments made by customers, select the Receipt Button.
This action displays the customers payment confirmation report on payment made

47

If you do not enter any information in any of the fields and you search, you would get the following
notifications stated below: -

48

6
Term

GLOSSARY
Type

Definition or Synonym

49

OPEN AND CLOSED ISSUES

7.1 Open Issues

ID

Issue

Resolution

Responsibility

Target Date

Impact Date

7.2 Closed Issues

ID

Issue

Resolution

Responsibility

Target Date

Impact Date

50