How do I run the annual invoicing process for septage haulers?

Owned by Adrienne Schafer
Last updated: Oct 16, 2023 by Adrienne Schafer
4 min read

The process must be completed in the specific steps outlined. Failure to complete each step before moving onto the next step will cause catastrophic failures. 

Step 1: SH – Annual Fees 1) Preview Fees 

Fees Preview.

  1. Click on Operations. 

  2. Click Processes. 

  3. Click Run Process. 

  4. In the Process Name list, choose SH – Annual Fees 1) Preview Fees. Review the Process Description. 

  5. Click Run. The screen will refresh and the Status will show as Running. It may take a couple of minutes to finish. Use the refresh button on your browser to see that the process has finished. The Finished On column will show a date and a time. 

  6. Click Download and open the .txt file to view the audit log in notepad. Review data as needed.  

  7. Click Download Queue to review two .csv files as described in the Process Description. 

  8. Click Download to review the individual records in Microsoft Excel. 

  9. Send the downloaded spreadsheet over to Sharon Roman (RomanS@Michigan.gov) for approval prior to moving onto the next step in the process.

The number of invoices should match the number of active haulers and the invoice amounts should match the calculations. 

Step 2: SH – Annual Fees 2) Create Fees

Annual Summary Report

  1. Click on Operations. 

  2. Click Processes. 

  3. Click Run Process. 

  4. In the Process Name list, choose SH – Annual Fees 2) Create Fees. Review the Process Description. 

  5. Click Run. The screen will refresh and the Status will show as Running.  It may take up to 10 minutes to finish. You may see a pop-up banner when the process is completed. Use the refresh button on your browser to see that the process has finished. 

  6. Click Download and open the .txt file to view the audit log in notepad. Review data as needed. 

  7. Click Download Queue to download the .zip file as described in the Process Description. Open the .txt file to review the summary of records. 

If you find errors in the data, the Roll Back feature in the Processes screen allows you to roll back Step 2: SH – Annual Fees 2) Create Fees, fix the data, and repeat Step 2: SH – Annual Fees 2) Create Fees. Since the process has not yet been sent to MiCaRS, the user can remove the created fees from MiEHDWIS. Once Step 3: SH – Annual Fees 3) Queue All License Fees for Invoicing is completed, Roll Back is not available. 

  • To do this, if needed: Click Roll Back.  A message appears that says you will be deleting records from activities. This feature is deleting the newly created On Hold fees, not the Entity or the Activity. Click Continue.  Repeat Step 2: SH – Annual Fees 2) Create Fees.

Step 3: SH – Annual Fees 3) Queue All License Fees for Invoicing

  1. Click on Operations. 

  2. Click Processes. 

  3. Click Run Process. 

  4. In the Process Name list, choose SH – Annual Fees 3) Queue All License Fees for Invoicing. Review the Process Description. 

  5. Click Run. The screen will refresh and the Status will show as Running. This process takes about 1 minute to complete. You may see a pop-up banner when the process is completed. Use the refresh button on your browser to see that the process has finished. 

  6. Click Download and open the .txt file to view the audit log in notepad. Review data as needed. 

  7. Wait. MiEHDWIS is programmed to sync with MiCaRS every 5 minutes. The user cannot proceed to Step 4: SH – Annual Fees 4) Download Invoice Packet until all invoices have synchronized. You can view the status of the MiCaRS sync in the Processes screen.  This process will take up to 20 minutes. 

  8. Click Maintenance.

  9. Click MiCaRS Queue. Verify the queue is empty. 

Step 4: SH – Annual Fees 4) Download Invoice Packet

  1. Click on Operations. 

  2. Click Processes. 

  3. Click Run Process. 

  4. In the Process Name list, choose SH – Annual Fees 4) Download Invoice Packet. Review the Process Description. 

  5. Click Run. The screen will refresh and the Status will show as Running. It will take about 10 minutes to finish. You may see a pop-up banner when the process is completed. Use the refresh button on your browser to see that the process has finished. 

  6. Click Download and open the .txt file to view the audit log in notepad. Review data as needed.

  7. Click Download Queue to view PDF file as described in the Process Description. 

  8. Click Download to view and print the invoice packet. Documents are generated documents based on the templates used in the process. Individual documents are now located in the Generated Documents drawer of the Activity.