Creating a Bill of Collection Follow

How to Create a Bill of Collection (BOC) 

To create a new bill, navigate to Receivables > New Bill.

Options for Creating New Bills of Collection (BOCs):

• Option 1: Create New BOC
  • Navigate to Receivables.
  • Click on New Bill.
  • Select Create new BOC.
• Option 2: Create New Recipient
  Use Option 2 when a BOC needs to be created for a Recipient not yet in the system.
  • Navigate to Receivables.
  • Click on New Bill.
  • Choose Create New Recipient.

Next, fill out the Post and Recipient Details section; provide information in the Bills of Collection Details section; add any necessary attachments; input fiscal strip data as required.

NOTE:  Clicking on the Name/Record ID of any record will redirect you to a page that displays the record's details. This feature is the same throughout the application.

Post and Recipient Details 

This section should contain information about the Recipient, including their name, overseas address, contact information, employment type, and any other required details. Required information is marked with a red asterisk.

When creating a new bill  against the records the system has generated- some fields will already be populated with Recipient and Bill of Collection details- see example below.

Save and Approve

At the top right of the Create New Bill of Collection page, you have the option to Save, allowing you to save and continue adding information later. The Approve option can be used to start the BOC clock, but only after a BOC Fiscal Strip is attached.

1. Save:  Certain fields must be completed to save a draft. Once a draft has been saved- it can be found in the Drafts page within the Receivables menu- highlighted in green in the image below. 
2. Approve:  When you click on Approve, a prompt will ask "By Approving, the system will notify the recipient of their outstanding Bill of Collection." If you click OK, the notification will be processed, and you will be redirected to the Search Bills page where sent notifications can be viewed.

When a BOC is officially submitted, it is assigned a unique official number that consists of the Post Code, the Year, in a sequential order. A unique official number cannot be created while the BOC is in draft status, as there may be changes to the post, the year, or the start of the BOC clock. All drafts require a draft number, which is an identifiable number used while the BOC is being processed; this is where the "ID" comes from. The ID remains when the BOC clock starts, but on screen, it is replaced with the official number.

NOTE: Below is an example of the Outlook email notification received once the initial notification is sent. Notice the attachments that are included in the initial notification- Notice of Indebtedness and Bill of Collection documents.

For additional help, please contact ISC at Post or ADG Support by selecting the ‘Submit a request’ button at the top of the page or by emailing adg-support@state.gov.
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