PeopleSoft Billing 9.1 PeopleBook

January 2012

PeopleSoft Billing 9.1 PeopleBookSKU fscm91fp2sbil-b0112

Copyright © 1992, 2012, Oracle and/or its affiliates. All rights reserved.

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Copyright © 1992, 2012, Oracle and/or its affiliates. All Rights Reserved. iii

Contents

Preface

Oracle's PeopleSoft Billing Preface .......................................................................................................... xxv

PeopleSoft Application Fundamentals ......................................................................................................... xxvPages With Deferred Processing ................................................................................................................ xxviPeopleBooks and the PeopleSoft Online Library ....................................................................................... xxviCommon Elements Used in This PeopleBook .......................................................................................... xxvii

Chapter 1

Getting Started With PeopleSoft Billing ..................................................................................................... 1

PeopleSoft Billing Overview ........................................................................................................................... 1PeopleSoft Billing Business Processes ........................................................................................................... 2PeopleSoft Billing Integrations ....................................................................................................................... 2PeopleSoft Billing Implementation Tasks ...................................................................................................... 5

Chapter 2

Preparing to Implement ............................................................................................................................... 9

Understanding PeopleSoft Billing Tables ....................................................................................................... 9Default and Invoice Data Tables .............................................................................................................. 9Tables of Significant Impact .................................................................................................................. 10Billing Charge Data Tables .................................................................................................................... 12Informational Tables .............................................................................................................................. 13

Establishing Default Levels for PeopleSoft Billing Options ........................................................................ 14Establishing First Row Dates for Tables ...................................................................................................... 21Setting Up PeopleSoft Billing Without PeopleSoft Receivables .................................................................. 21

Chapter 3

Establishing PeopleSoft Billing Business Units ........................................................................................ 23

Understanding PeopleSoft Billing Business Units ....................................................................................... 23Establishing New PeopleSoft Billing Business Units ................................................................................... 23

Pages Used to Establish New PeopleSoft Billing Business Units .......................................................... 24

Contents

iv Copyright © 1992, 2012, Oracle and/or its affiliates. All Rights Reserved.

Defining New PeopleSoft Billing Business Units .................................................................................. 24Defining Tax Control and Deferred Revenue Options ........................................................................... 27Setting Defaults for the Unbilled Revenue Accrual Process .................................................................. 31Enabling PeopleSoft Billing Business Units for VAT and FSS ............................................................. 32Establishing PeopleSoft Billing Business Unit Options ........................................................................ 34

Chapter 4

Structuring Bills .......................................................................................................................................... 37

Defining Customer Billing Contacts ............................................................................................................. 38Pages Used to Define Customer Billing Contacts ................................................................................... 38Entering Information for Billing Specialists and Billing Authorities .................................................... 39Defining Bill Inquiry Phone Numbers ................................................................................................... 39Setting Up Team Member Information .................................................................................................. 40Setting Up Collectors ............................................................................................................................. 40Setting Up Credit Analysts ..................................................................................................................... 40

Defining ChartField Reporting Options ........................................................................................................ 40Page Used to Define ChartField Reporting Options ............................................................................... 41

Assigning Invoice Number IDs ..................................................................................................................... 41Understanding Invoice Number IDs ...................................................................................................... 41Page Used to Assign Invoice Number IDs .............................................................................................. 42Adding or Modifying Invoice Number IDs ............................................................................................ 42

Defining Page Series Definitions .................................................................................................................. 44Understanding Page Series Definitions .................................................................................................. 44Page Used to Define Page Series Definitions ......................................................................................... 46Adding or Modifying a Page Series ....................................................................................................... 46

Defining Bill Cycles ..................................................................................................................................... 48Page Used to Define Billing Cycles ........................................................................................................ 49Adding or Modifying Bill Cycles ........................................................................................................... 49

Defining Bill Cycle Dates for PeopleSoft Grants ......................................................................................... 50Page Used to Defining Bill Cycle Dates for PeopleSoft Grants ............................................................. 50

Defining Bill Types ....................................................................................................................................... 50Pages Used to Define Bill Types ............................................................................................................. 51Entering Definitions and Defaults for Bill Types .................................................................................. 51Specifying Bill Type Level System Controls ......................................................................................... 52Setting Up Defaults for the Unbilled Revenue Accrual Process ............................................................ 53Setting Up Bill Type VAT Controls ....................................................................................................... 53

Defining Bill Sources .................................................................................................................................... 54Pages Used to Define Bill Sources .......................................................................................................... 55Adding New Bill Sources ....................................................................................................................... 55Establishing Default Debit and Credit Entry Types and Reasons .......................................................... 55Defining Bill Source VAT Controls ....................................................................................................... 56

Setting Up Bill Summarization ..................................................................................................................... 57

Contents

Copyright © 1992, 2012, Oracle and/or its affiliates. All Rights Reserved. v

Understanding Bill Summarization Templates ....................................................................................... 57Pages Used to Set Up Bill Summarization .............................................................................................. 59Defining Summarization Groups ............................................................................................................ 60Defining Summarization Configurations ................................................................................................ 60Creating Summarization Templates ........................................................................................................ 60Previewing Summarization Templates ................................................................................................... 61

Establishing Invoice Formatting, Sorting, and Printing Options .................................................................. 62Pages Used to Establish Invoice Formatting, Sorting, and Printing Options .......................................... 62Defining Sort By Criteria ....................................................................................................................... 63Defining Sort By Line Types ................................................................................................................. 64Defining Invoice Page Orientation and Arrangement ............................................................................ 64Creating New Layout Formats ............................................................................................................... 64Setting Up Discount, Surcharge, and Tax Print Options ........................................................................ 67Setting Up Invoice Header Note Print Options ...................................................................................... 68Setting Up Invoice Line Note Print Options .......................................................................................... 70Specifying VAT Information Print Options ........................................................................................... 70

Setting Up Distribution Codes ...................................................................................................................... 71Pages Used to Set Up Distribution Codes ............................................................................................... 72Defining Distribution Codes .................................................................................................................. 72Linking Draft Distribution Codes .......................................................................................................... 73

Setting Up Group Types and Group IDs ....................................................................................................... 73Establishing Timing for Payment Terms ...................................................................................................... 74Setting Up Payment Terms ........................................................................................................................... 74Setting Up Billing Charge Codes .................................................................................................................. 74

Pages Used to Set Up PeopleSoft Billing Charge Codes ........................................................................ 75Defining Charge Codes .......................................................................................................................... 75Defining Charge Code VAT Information .............................................................................................. 76

Establishing Tax Groups ............................................................................................................................... 77Page Used to Establish Tax Groups ........................................................................................................ 77Defining Tax Groups .............................................................................................................................. 77

Establishing Charge Code VAT Groups ....................................................................................................... 78Page Used to Establish Charge Code VAT Groups ................................................................................ 79Defining VAT Groups ............................................................................................................................ 79

Setting Up Discounts and Surcharges ........................................................................................................... 79Page Used to Set Up Discounts and Surcharges ..................................................................................... 80Adding New Discounts and Surcharges ................................................................................................. 80

Setting Up Bill By Identifiers for External Sources ..................................................................................... 81Page Used to Set Up Bill By Identifiers for External Sources ................................................................ 81Defining Bill- By Identifiers .................................................................................................................. 81

Defining Accumulations ............................................................................................................................... 83Pages Used to Define Accumulations ..................................................................................................... 84Establishing the Accumulation Rules .................................................................................................... 84Establishing Beginning Balances in Billing and Base Currency ........................................................... 85Establishing Beginning Balances in Billing and Euro Currency ........................................................... 86

Using Workflow Processes in PeopleSoft Billing ........................................................................................ 87

Contents

vi Copyright © 1992, 2012, Oracle and/or its affiliates. All Rights Reserved.

Page Used to Use Workflow Processes ................................................................................................... 87Modifying Workflow and Batch Parameters ......................................................................................... 87

Chapter 5

Understanding the Billing Data Structure ................................................................................................ 89

Control Tables ............................................................................................................................................... 89Table Keys .............................................................................................................................................. 89Business Unit Tables .............................................................................................................................. 90Bill Structure Tables ............................................................................................................................... 90General Tables ........................................................................................................................................ 93Ledger Tables ......................................................................................................................................... 95ChartField Tables ................................................................................................................................... 96Miscellaneous Tables ............................................................................................................................. 96

Billing and Accounting Tables ..................................................................................................................... 97Billing Interface Tables ............................................................................................................................... 100

Billing Interface Process ....................................................................................................................... 100Billing Load AR Pending Items Process ............................................................................................... 101Billing Load GL Accounting Entries Process ....................................................................................... 102RMA Adjustments Process ................................................................................................................... 102Billing Generate AP Voucher Process .................................................................................................. 102

Chapter 6

Entering Bills Online ................................................................................................................................ 105

Understanding Online Bill Entry ................................................................................................................ 105Common Elements Used in This Chapter ............................................................................................ 107New Invoice Number Assignment ....................................................................................................... 110Invoice Line Number Assignment ....................................................................................................... 110Chunking .............................................................................................................................................. 112Invoice Line Summarization ................................................................................................................. 113Defaults ................................................................................................................................................ 113ChartField Security ............................................................................................................................... 114ChartField Combination Edits .............................................................................................................. 115Affiliate ChartField Defaulting Feature ............................................................................................... 115Entry Types and Entry Reasons ........................................................................................................... 116Online Bill Inquiries ............................................................................................................................. 117

Configuring the Bill Entry Accounting Template ...................................................................................... 117Pages Used to Configure the Bill Entry Accounting Template ............................................................ 118

Adding New Bills ........................................................................................................................................ 118Entering Bill Header Information ............................................................................................................... 119

Pages Used to Enter Bill Header Information ....................................................................................... 119

Contents

Copyright © 1992, 2012, Oracle and/or its affiliates. All Rights Reserved. vii

Entering General Bill Header Information ........................................................................................... 121Changing the Bill Currency .................................................................................................................. 125Defining PeopleSoft General Ledger Business Unit InterUnit Pairs ................................................... 125Entering Credit Card Information ......................................................................................................... 126Reviewing ChartField Values .............................................................................................................. 126Entering Additional Bill Header Information ...................................................................................... 127Defining Header-Level VAT Defaults ................................................................................................. 131Selecting Customer Prepayment Information ...................................................................................... 136Accessing Bill Header Address Information ........................................................................................ 137Defining the Courtesy Copy Information ............................................................................................. 137Creating or Attaching Bill Header Notes ............................................................................................. 138

Entering Bill Line Information ................................................................................................................... 139Pages Used to Enter Bill Line Information ........................................................................................... 140Entering General Bill Line Information ............................................................................................... 143Entering Additional Bill Line Information ........................................................................................... 145Entering Tax Information ..................................................................................................................... 146Overriding the Ship-To Location ......................................................................................................... 152Entering Bill Line VAT Information ................................................................................................... 153Entering Bill Line Account Distribution Information .......................................................................... 159Entering Bill Line Deferred Accounting Information .......................................................................... 160Entering Bill Line Receivables Offset Information ............................................................................. 160Entering Statistical Information ........................................................................................................... 161Entering Bill Line Unbilled Accounts Receivable ChartField Information ......................................... 161Entering Bill Line InterUnit Expense and Inventory ChartField Information ..................................... 162Entering Bill Line InterUnit Payables ChartField Information ............................................................ 162Entering Bill Line Discount and Surcharge Information ..................................................................... 163Entering Discount Distribution and Surcharge Distribution ChartField Information .......................... 163Entering Discount Distribution and Surcharge Deferred Distribution ChartField Information ........... 164Entering Bill Line Notes Information .................................................................................................. 164Reviewing Bill Line Details ................................................................................................................. 164

Entering Bill Source Information ................................................................................................................ 165Understanding Restrictions on Editing Bills from Other Sources ........................................................ 165Pages Used to Enter Bill Source Information ....................................................................................... 167Entering Bill Header Order Management Information ........................................................................ 168Entering Bill Header Project Information ............................................................................................ 170Entering Project Resource Information by Invoice Number ................................................................ 171Entering Bill Header Service Information ........................................................................................... 171Entering Bill Header Miscellaneous Information ................................................................................ 171Entering Bill Line Order Management Information ............................................................................ 173Viewing Previously Defined Order Header Notes ............................................................................... 174Entering Bill Line Project Information ................................................................................................ 175Entering Bill Line Service Information ................................................................................................ 175Entering Bill Line Miscellaneous Information ..................................................................................... 175Entering Billing Worksheet Information .............................................................................................. 176

Reviewing Bill Summary Information ........................................................................................................ 178

Contents

viii Copyright © 1992, 2012, Oracle and/or its affiliates. All Rights Reserved.

Pages Used to Review Bill Summary Information ............................................................................... 178Reviewing Bill Summary Information ................................................................................................. 179Reviewing Additional Bill Summary Information ............................................................................... 180

Entering Consolidated Bill Information ...................................................................................................... 181Understanding Consolidated Bill Information ...................................................................................... 181Pages Used to Enter Consolidated Bill Information ............................................................................. 182Creating a Consolidated Bill Header .................................................................................................... 183Entering Address Information for Consolidated Headers .................................................................... 184Attaching and Detaching Bills to the Consolidated Bill Header .......................................................... 185

Adding Supporting Documentation to a Bill .............................................................................................. 189Understanding Support Documentation to a Bill ................................................................................. 189Pages Used to Add and Remove Supporting Documentation ............................................................... 190Adding or Removing Bill Header Documents ...................................................................................... 190Adding or Removing Bill Line Documents .......................................................................................... 191

Accumulating Balances ............................................................................................................................... 192Pages Used to Accumulate Balances .................................................................................................... 192Updating Balances for Balance Accumulations ................................................................................... 193

Invoice Approvals ........................................................................................................................................ 193

Chapter 7

Using Express Billing ................................................................................................................................ 195

Setting Up Express Billing .......................................................................................................................... 195Page Used to Set Up Express Billing .................................................................................................... 195Defining Express Billing Parameters ................................................................................................... 196

Adding New Bills in Express Billing .......................................................................................................... 196Entering Express Billing Header Information ............................................................................................ 197

Pages Used to Enter Express Billing Header Information .................................................................... 197Entering Required and General Express Billing Information .............................................................. 197

Entering Express Billing Bill Line Information .......................................................................................... 198Page Used to Enter Express Billing Line Information .......................................................................... 198Entering Express Billing Bill Line General Information ..................................................................... 198

Chapter 8

Understanding the Billing Interface Structure ...................................................................................... 201

Understanding the Billing Interface Data Structure ..................................................................................... 201Understanding the Bill Data Structure ........................................................................................................ 202Understanding the Billing Interface Temporary Tables ............................................................................. 205Understanding the Billing Interface Process Control Table (INTFC_BI_PROC) ...................................... 207Understanding the Billing Interface Application Engine State Records (INTFC_BI_AET, INTFC1_BI_AET,

VAT_DFLT_AET) .................................................................................................................................. 208

Contents

Copyright © 1992, 2012, Oracle and/or its affiliates. All Rights Reserved. ix

Understanding the Billing Interface Process Restart Logic ........................................................................ 208Understanding the Billing Interface Process Main Processing Logic ......................................................... 209

BIIF0001.MAIN.INIT .......................................................................................................................... 209BIIF0001.MAIN.DISTTEMP .............................................................................................................. 209BIIF0001.MAIN.DEFAULTS ............................................................................................................. 210BIIF0001.MAIN.REQEDITS .............................................................................................................. 210BIIF0001.MAIN.OPTEDIT ................................................................................................................. 210BIIF0001.MAIN.MAINPROC ............................................................................................................. 210BIIF0001.MAIN.UPDINTFC .............................................................................................................. 210BIIF0001.MAIN.STATS ..................................................................................................................... 210BIIF0001.MAIN.DELINTPR .............................................................................................................. 210BIIF0001.MAIN.MAINPROC ............................................................................................................. 210

Chapter 9

Setting Up the Billing Interface ............................................................................................................... 219

Receiving Billing Activity from External Sources ..................................................................................... 220Understanding the Billing Interface Staging Area ............................................................................... 220Assigning Zero Values to Revenue Percentage Fields that Exceed Size Limits .................................. 221

Populating the INTFC_BI Table ................................................................................................................. 222Understanding the INTFC_BI Table .................................................................................................... 222Populating the INTFC_BI table for LINE transactions ........................................................................ 223Populatinge the INTFC_BI table for NOTE transactions ..................................................................... 248Populate the INTFC_BI table for AHDR transactions .......................................................................... 249

Populating the INTFC_BI_AEDS Table .................................................................................................... 264Understanding the INTFC_BI_AEDS Table ....................................................................................... 264Populating the INTFC_BI_AEDS Table for AE, DS and DDS ............................................................ 265

Populating the INTFC_BI_NOTE Table .................................................................................................... 272Understanding the INTFC_BI_NOTE Table ....................................................................................... 272Populating the INTFC_BI_NOTE Table for standard notes ................................................................. 273

Populating the INTFC_BI2 Table ............................................................................................................... 274Understanding the INTFC_BI2 Table ................................................................................................... 274Populating the INTFC_BI2 Table for Line Transactions ...................................................................... 275

Populating the INTFC_BI_HDR Table ...................................................................................................... 281Understanding the INTFC_BI_HDR Table ......................................................................................... 281Populating the INTFC_BI_HDR Table for LINE Transactions ........................................................... 282

Populating the INTFC_BI_EXSD Table .................................................................................................... 294Understanding the INTFC_BI_EXSD Table ........................................................................................ 294Populating the INTFC_BI_EXSD Table for LINE Transactions ......................................................... 294

Populating the INTFC_BI_TAX Table ...................................................................................................... 298Understanding the INTFC_BI_TAX Table ........................................................................................... 298Populating the INTFC_BI_TAX Table for LINE Transactions ............................................................ 298

Using the Bill-By Identifier with the Billing Interface ............................................................................... 300

Contents

x Copyright © 1992, 2012, Oracle and/or its affiliates. All Rights Reserved.

Understanding the Bill-By Identifier .................................................................................................... 300Evaluating Interface Activity ............................................................................................................... 301Populating Data for New Bill Headers ................................................................................................. 302

Populating Identifiers .................................................................................................................................. 308Valid IDENTIFIER and IDENTIFIER_TBL Field Combinations ....................................................... 309IDENTIFIER and IDENTIFIER_TBL Field Requirements ................................................................. 309

Generating Consolidated Billing Through the Billing Interface ................................................................. 311Generating Paperless Invoices Through the Billing Interface ..................................................................... 312Processing Adjustments Through the Billing Interface .............................................................................. 312

Understanding Adjustment Processing Through the Billing Interface ................................................ 313Understanding Restrictions on Editing Bills from Other Sources ........................................................ 314Reversing an Original Bill .................................................................................................................... 315Crediting a Bill and Rebilling .............................................................................................................. 316Crediting a Line .................................................................................................................................... 317Crediting a Line and Rebilling ............................................................................................................. 318Creating a Line Net Adjustment ........................................................................................................... 318

Using Target-Invoice Processing with the Billing Interface ....................................................................... 319Creating Temporary Bills Through the Billing Interface ............................................................................ 320Processing Bill Lines with Deferred Revenue Accounting Entries ............................................................ 321

Chapter 10

Processing Billing Interface Activity ....................................................................................................... 323

Understanding the Billing Interface Process (BIIF0001) ........................................................................... 323Modifying Billing Interface Transaction Data ............................................................................................ 326

Pages Used to Modify Billing Interface Transaction Data .................................................................... 326Defining Search Parameters ................................................................................................................. 327Correcting Billing Interface Data ......................................................................................................... 328

Running the Billing Interface Process (BIIF0001) ..................................................................................... 329Page Used to Run the Billing Interface Process (BIIF0001) ................................................................ 329Setting Billing Interface Parameters .................................................................................................... 329

Restarting the Billing Interface ................................................................................................................... 329Ensuring That the System Processes Data in the Billing Interface Staging Area ....................................... 330

Pages Used to Ensure That the System Processes Data in the Billing Interface Staging Area ............. 330Setting Up Workflow Solutions ........................................................................................................... 330Generating Summary Reports of Interface Activity ............................................................................. 331

Chapter 11

Correcting Billing Interface Process Errors ........................................................................................... 333

Correcting Billing Interface Errors ............................................................................................................. 333Debugging the Billing Interface .................................................................................................................. 344

Contents

Copyright © 1992, 2012, Oracle and/or its affiliates. All Rights Reserved. xi

Reviewing Performance Options ................................................................................................................ 344Taking Advantage of Concurrent Parallel Processing ......................................................................... 345Using Minimum Edits .......................................................................................................................... 345

Reviewing Common Billing Interface Error Scenarios .............................................................................. 346

Chapter 12

Calculating VAT in PeopleSoft Billing ................................................................................................... 349

Understanding VAT in PeopleSoft Billing ................................................................................................. 349Common Elements Used in This Chapter ............................................................................................ 353

Setting Up PeopleSoft Billing Business Units to Process VAT ................................................................. 353Pages Used to Set Up Billing Business Units to Process VAT ............................................................. 354Linking a Billing Business Unit to a VAT Entity ................................................................................. 354

Setting Up PeopleSoft Billing VAT Driver Defaults ................................................................................. 355Establishing VAT Defaults at the Header Level ......................................................................................... 356

Page Used to Establish VAT Defaults at the Header Level .................................................................. 356Obtaining Header VAT Defaults .......................................................................................................... 356Changing Header VAT Defaults Manually .......................................................................................... 359

Establishing VAT Defaults at the Line Level ............................................................................................. 360Page Used to Establish VAT Defaults at the Line Level ...................................................................... 361Obtaining Line VAT Defaults .............................................................................................................. 361Changing Line VAT Defaults Manually .............................................................................................. 364Reviewing Line VAT Details ............................................................................................................... 364

Running the Process VAT Defaults Process (BIPVAT00) ......................................................................... 365Understanding the Process VAT Defaults Process (BIPVAT00) ........................................................ 365Page Used to Run the Process VAT Defaults Process (BIPVAT00) .................................................... 366

Reviewing VAT Errors ............................................................................................................................... 366Page Used to Review VAT Errors ........................................................................................................ 367Reviewing Bill Header and Bill Line VAT Error Messages ................................................................ 367

Reviewing VAT Calculations ..................................................................................................................... 368Reviewing Examples of VAT Calculations ......................................................................................... 369Example: Reverse VAT Calculation ..................................................................................................... 371

Invoicing VAT in PeopleSoft Billing ......................................................................................................... 374Printing Documents with VAT ................................................................................................................... 376

Printing VAT Treatment Messages ...................................................................................................... 376Printing Line VAT Information ........................................................................................................... 376

Adjusting Bills with VAT ........................................................................................................................... 377Passing VAT Entries to PeopleSoft Receivables ........................................................................................ 377

Understanding the Receivables Interface Tables ................................................................................. 378Understanding VAT Account Types ..................................................................................................... 378Reviewing an Example of VAT Entries ............................................................................................... 379Reviewing a Second Example of VAT Entries ..................................................................................... 386Passing the VAT Declaration Point to PeopleSoft Receivables .......................................................... 393

Contents

xii Copyright © 1992, 2012, Oracle and/or its affiliates. All Rights Reserved.

Passing a VAT Transaction with no VAT Code .................................................................................. 393Passing Credit Line VAT Reporting and ChartField Source Locations .............................................. 393

Passing VAT Entries to PeopleSoft General Ledger .................................................................................. 395Passing VAT Information to PeopleSoft Payables ..................................................................................... 395

Chapter 13

Configuring Invoicing Jobs ....................................................................................................................... 397

Understanding Invoicing Processes ............................................................................................................. 397Overview of Invoice Processing ........................................................................................................... 397Preprocessing Steps ............................................................................................................................... 398Print Processing Steps ........................................................................................................................... 404Email Processes (Paperless Invoices) ................................................................................................... 407Retaining Invoice Image ....................................................................................................................... 407Processing Invoice Bursting .................................................................................................................. 407Post-Invoicing Processing Steps ........................................................................................................... 408

Understanding the Delivered Invoicing Jobs ............................................................................................... 409Understanding the Direct Invoicing Jobs .................................................................................................... 426

The DIRCTIVC Job ............................................................................................................................. 426The BIDIRIVC Jobs ............................................................................................................................. 429The BIINIU Job .................................................................................................................................... 431The DIRAUTO Job .............................................................................................................................. 434

Spreadsheet Invoice Import ........................................................................................................................ 437Understanding Spreadsheet Invoice Import .......................................................................................... 438Prerequisites .......................................................................................................................................... 438Pages Used for Configuring and Editing Spreadsheet Invoices ............................................................ 439Configuring Spreadsheet Invoices ....................................................................................................... 439Setting Up Spreadsheet Invoice Import ................................................................................................ 440Entering Spreadsheet Invoices .............................................................................................................. 443Posting an Invoice ................................................................................................................................. 445Reviewing the Posted Data ................................................................................................................... 445Running the Billing Interface Process ................................................................................................... 446Correcting Data Errors .......................................................................................................................... 446

Configuring and Optimizing Invoicing Jobs ................................................................................................ 447

Chapter 14

Understanding Invoice Forms ................................................................................................................. 449

Understanding Invoice Programming .......................................................................................................... 449Common Modules ................................................................................................................................ 450Modifying the Billing Invoice Extract Application Engine Program for New Layouts ...................... 451

Understanding the Billing Sample Invoices ................................................................................................ 451

Contents

Copyright © 1992, 2012, Oracle and/or its affiliates. All Rights Reserved. xiii

Understanding the Extract Tables ................................................................................................................ 457Important BI_EXTRCT Table Fields ................................................................................................... 459

Deleting Old Invoice Data from the Extract Tables ................................................................................... 463Using the Online Utility ....................................................................................................................... 463Using the Batch Utility .......................................................................................................................... 464

Chapter 15

Understanding Crystal Invoices .............................................................................................................. 465

Understanding Crystal Invoice Structure ..................................................................................................... 465Subqueries ............................................................................................................................................. 465Notes ..................................................................................................................................................... 466Subtotals ............................................................................................................................................... 467PeopleSoft Order Management Product Configuration Detail ............................................................ 467Consolidated Invoices .......................................................................................................................... 467

Creating New Crystal Invoices ................................................................................................................... 468Adding an Invoice Form Using the Crystal Layout ............................................................................. 468Adding a New Query ............................................................................................................................ 469Creating a New Crystal Report Form ................................................................................................... 469Creating a New Run Control Record ................................................................................................... 469Adding a New Process Definition ........................................................................................................ 470Updating the Invoice Extract (BI_IVCEXT) Application Engine Program ........................................ 470Adding a New Crystal Process .............................................................................................................. 471

Chapter 16

Understanding SQR Invoices ................................................................................................................... 473

Understanding SQR Invoice Structure ........................................................................................................ 473Adding SQR Invoice Forms ........................................................................................................................ 474Adding an SQR Invoice (Example) ............................................................................................................ 475

Changing the Print Routines ................................................................................................................. 475Calling the New Print Routines ............................................................................................................. 478

Modifying Amounts That Are Printed on Invoices .................................................................................... 484Modifying Invoice Layouts for VAT .......................................................................................................... 487

Modifying VAT Messages ................................................................................................................... 487Modifying Total Tax by VAT Code .................................................................................................... 488Modifying VAT Line Information ....................................................................................................... 493

Chapter 17

Understanding BI Publisher Invoices ..................................................................................................... 495

Contents

xiv Copyright © 1992, 2012, Oracle and/or its affiliates. All Rights Reserved.

Understanding BI Publisher Invoice Structure ............................................................................................ 495Understanding BI Publisher Invoice Setup ................................................................................................. 496Creating New BI Publisher Invoices ........................................................................................................... 497

Pages Used to Create New BI Publisher Reports ................................................................................. 498Creating a New Data Source ................................................................................................................ 498Creating or Modifying a Template ....................................................................................................... 499Uploading a New Template in PeopleSoft ........................................................................................... 499Creating or Modifying a File Layout ................................................................................................... 499Creating a New Application Engine Shell Program ............................................................................. 502Adding a New Invoice Form ................................................................................................................ 503

Chapter 18

Generating Invoices .................................................................................................................................. 505

Common Elements Used in This Chapter ............................................................................................ 505Running the Pro Forma, Finalization, Print, and Reprint Processes ........................................................... 508

Pages Used to Run the Pro Forma, Finalize and Print, and Reprint Process ....................................... 509Printing Pro Forma Invoices ................................................................................................................ 510Finalizing and Printing Invoices .......................................................................................................... 510Reprinting Invoices .............................................................................................................................. 510Examples of the Pro Forma Function, the Finalize and Print Job, and Reprint Processes .................. 511

Running the Consolidated Pro Forma, Finalization, Print, and Reprint Processes ..................................... 514Pages Used to Run the Consolidated Pro Forma, Finalization, Print, and Reprint Processes ............. 515Printing Consolidated Pro Forma Invoices .......................................................................................... 516Finalizing and Printing Consolidated Invoices .................................................................................... 516Consolidated Reprint Invoices Page .................................................................................................... 516

Staging EDI Invoices .................................................................................................................................. 517Running the Email Notification Process ...................................................................................................... 517Emailing Invoice as Attachment .................................................................................................................. 517Running Single-Action Jobs for Regular and Consolidated Invoices ......................................................... 518

Pages Used to Run Single-Action Jobs for Regular and Consolidated Invoices .................................. 518Running Single-Action Processes for Non-Consolidated and Consolidated Invoices ......................... 519

Selecting a Default Print Format ................................................................................................................. 520Overriding the System Default Format ................................................................................................ 520

Running the Invoice Register Process and the Consolidation Register Process ......................................... 521Pages Used to Run the Invoice Register Process and the Consolidated Invoice Register Process ....... 521Defining the Parameters for the Invoice Register Process and the Consolidated Invoice Register Process

............................................................................................................................................................ 521Inquiring About a Process Instance ............................................................................................................ 522

Page Used to Inquire About a Process Instance .................................................................................... 522Inquiring About the Progress of a Process .................................................................................................. 522

Page Used to Inquire About the Progress of a Process ......................................................................... 522Inquiring About Individual Invoice Errors ................................................................................................. 522

Contents

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Page Used to Inquire About Individual Invoice Errors ......................................................................... 523Reviewing Invoice Errors at the Header and Line Level ..................................................................... 523

Reviewing Email Invoice Log ..................................................................................................................... 523Page Used to Review Email Invoice Log .............................................................................................. 524Reviewing Email Invoice Log ............................................................................................................... 524

Correcting Summarization Template Assignment ....................................................................................... 524Pages Used to Correct Summarization Template Assignment .............................................................. 524Correcting Summarization Template Assignment ................................................................................ 524

Restarting the Pro Forma and Finalization Processes ................................................................................. 525Updating Multiple Billing Lines Within an Invoice .................................................................................... 525

Chapter 19

Integrating with PeopleSoft Receivables, General Ledger, and Accounts Payable ............................ 529

Understanding PeopleSoft Receivables, General Ledger, and Accounts Payable Integration ................... 529Common Elements Used in This Chapter ............................................................................................ 530

Running the Currency Conversion Process (BICURCNV) ........................................................................ 531Understanding the Currency Conversion Process (BICURCNV) ........................................................ 531Pages Used to Run the Currency Conversion Process (BICURCNV) .................................................. 533Running the Currency Conversion Process (BICURCNV) for Regular and Consolidated Invoices ... 534

Running the Pre-Load Process (BIPRELD) ................................................................................................ 534Understanding the Pre-Load Process (BIPRELD) ................................................................................ 534Pages Used to Run the Pre-Load Process .............................................................................................. 535Preparing Accounting Information ....................................................................................................... 535ChartField Inheritance Processing ....................................................................................................... 536Interacting with the Centralized Inter/IntraUnit Processor .................................................................. 536Interacting with the Combo Edit Process ............................................................................................. 537

Correcting Combination Edit Process Errors .............................................................................................. 537Understanding When to Rerun the Pre-Load Process .......................................................................... 537Pages Used to Correct Combination Edit Process Errors ..................................................................... 538

Running the Load AR Pending Items Process (BILDAR01) ..................................................................... 539Understanding the Load AR Pending Items Process (BILDAR01) ..................................................... 539Pages Used to Run the Load AR Pending Items Process (BILDAR01) ............................................... 544Running the Load AR Pending Items Process for Regular and Consolidated Invoices ...................... 544Regenerating AR Pending Item Reports .............................................................................................. 545

Running the Load GL Accounting Entries Process (BILDGL01) .............................................................. 545Understanding the Load GL Accounting Entries Process (BILDGL01) ............................................. 546Understanding Accounting Entries ...................................................................................................... 547Pages Used to Run the Load GL Accounting Entries Process (BILDGL01) ........................................ 548Running the Load GL Accounting Entries Process (BILDGL01) for Regular and Consolidated Invoices

............................................................................................................................................................ 549Regenerating Load GL Accounting Entries Reports ............................................................................ 549Restarting the Load GL Process ........................................................................................................... 550

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xvi Copyright © 1992, 2012, Oracle and/or its affiliates. All Rights Reserved.

Inquiring About GL Accounting Entries .............................................................................................. 553Running the Generate AP Vouchers Process (BIGNAP01) ....................................................................... 553

Understanding the Generate AP Voucher Process (BIGNAP01) ........................................................ 554Pages Used to Run the Generate the AP Vouchers Process (BIGNAP01) ........................................... 554Generating Regular and Consolidated AP Vouchers ........................................................................... 555Regenerating AP Voucher Entries Reports .......................................................................................... 555

Chapter 20

Processing Deferred Revenue Accounting Entries ................................................................................ 557

Understanding the Deferred Revenue Accounting Process ........................................................................ 557Accounting Entries With Deferred Revenue ........................................................................................ 557Deferred Revenue Proration Methods .................................................................................................. 559Common Elements Used in This Chapter ............................................................................................ 566

Setting Up Deferred Revenue Accounts ..................................................................................................... 566Generating Deferred Revenue Accounting Entries ..................................................................................... 568

Entering Bills With Deferred Revenue Accounting Entries ................................................................ 569Finalizing Bills and Generating Deferred Revenue Accounting Entries ............................................. 570

Crediting and Rebilling Adjustments on Deferred Revenue Bills .............................................................. 571

Chapter 21

Using Unbilled Revenue Accrual ............................................................................................................. 573

Understanding the Unbilled Revenue Accrual Process .............................................................................. 573Examples of Unbilled Revenue Accrual .............................................................................................. 574Platform-Specific Statements in the Load GL - Unbilled Revenue Accrual Process .......................... 580

Setting Up Unbilled Revenue Accrual ........................................................................................................ 580Defining a Journal Generator Template for Unbilled Revenue Accrual .............................................. 581Creating an Unbilled AR Distribution Code ........................................................................................ 581Setting Up Unbilled Revenue Accrual Options for the Billing Business Unit .................................... 581Setting Up Unbilled Revenue Accrual Defaults .................................................................................. 582

Generating Unbilled Revenue Accrual Accounting Entries ....................................................................... 583Pages Used to Generate Unbilled Revenue Accrual Accounting Entries ............................................. 583Running the Load GL - Unbilled Revenue Accrual Process ................................................................ 584Reviewing Bill Lines that Fail to Accrue ............................................................................................. 584

Chapter 22

Using Commitment Control Accounting in PeopleSoft Billing ............................................................ 587

Understanding Commitment Control Accounting in PeopleSoft Billing ................................................... 587Budget Checking in PeopleSoft Billing ............................................................................................... 588

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The Load GL Interface Process and Budget Checking ........................................................................ 589Common Elements Used in This Chapter ............................................................................................ 590

Running the Budget Checking Process ....................................................................................................... 593Page Used To Run the Budget Checking Process ................................................................................. 593Initiating the Budget Checking Process ............................................................................................... 593

Viewing Billing Invoice Budget Checking Exceptions .............................................................................. 593Pages Used to View Billing Invoice Exceptions ................................................................................... 594Viewing Budget Checking Errors ........................................................................................................ 594Viewing Individual Invoice Line Budget Checking Errors ................................................................. 595Viewing Budget Exception Line Details .............................................................................................. 596

Correcting Accounting Entries That Fail Budget Checking ....................................................................... 597Pages Used to Correct Accounting Entries that Fail Budget Checking ................................................ 598Correcting Amounts and Distribution Percentages in Error ................................................................ 599Changing Budget Dates and ChartFields in Error ................................................................................ 599

Chapter 23

Tracking Statistical Data in PeopleSoft Billing ...................................................................................... 601

Understanding Statistical Data Tracking .................................................................................................... 601Statistics Codes .................................................................................................................................... 602Statistical Accounts .............................................................................................................................. 604Passing Statistical Data That Is Associated with Deferred Revenue Bills ........................................... 605

Chapter 24

Establishing InterUnit and IntraUnit Billing ......................................................................................... 607

Understanding InterUnit and IntraUnit Billing ........................................................................................... 607Setting Up Customers for InterUnit and IntraUnit Processing ................................................................... 608Setting Up InterUnit and IntraUnit Processing (Required) ......................................................................... 608

Defining InterUnit Settings at the Installation Level ........................................................................... 608Setting Up InterUnit and IntraUnit Processing (Optional) ......................................................................... 609

Setting Up InterUnit Processing at the General Ledger Business Unit Level ...................................... 610Setting Up InterUnit and IntraUnit Pair Definitions ............................................................................ 611Setting Up InterUnit Billing Options ................................................................................................... 611

Running the Pre-Load and Load GL Processes for InterUnit Bills ............................................................ 612Creating Vouchers for InterUnit Transactions ............................................................................................ 612

Chapter 25

Populating the AP Voucher Staging Tables ........................................................................................... 615

Populating VCHR_HDR_STG ................................................................................................................... 615

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xviii Copyright © 1992, 2012, Oracle and/or its affiliates. All Rights Reserved.

Populating VCHR_LINE_STG .................................................................................................................. 622Populating VCHR_DIST_STG ................................................................................................................... 627

Chapter 26

Working With PeopleSoft Order Management ..................................................................................... 633

Using Direct Invoicing in PeopleSoft Order Management ......................................................................... 633Populating the Billing Interface Without Direct Invoicing ......................................................................... 634Billing Sales Orders Using Credit Cards .................................................................................................... 634Processing Prepaid Sales Orders .................................................................................................................. 634

Payment by Corporate Voucher ............................................................................................................ 635Processing Deposits on Sales Orders ........................................................................................................... 635Processing RMAs in PeopleSoft Billing ..................................................................................................... 637

Understanding RMAs in PeopleSoft Billing ........................................................................................ 637PeopleSoft Billing Bill-By Functionality and RMAs .......................................................................... 638Pages Used to Process RMA Adjustments ............................................................................................ 639Reviewing RMA Adjustment Activity ................................................................................................. 639Processing RMA Adjustments ............................................................................................................. 639

Passing Tax Information from PeopleSoft Order Management to PeopleSoft Billing ............................... 640

Chapter 27

Integrating with PeopleSoft Contracts, Project Costing, Grants, and Pay/Bill Management ........... 641

Understanding PeopleSoft Billing Integration with Contracts, Project Costing, Grants, and Pay/BillManagement .............................................................................................................................................. 641

Common Elements Used in This Chapter ............................................................................................ 645Processing Billing Worksheets ................................................................................................................... 646

Understanding the Billing Worksheet Component .............................................................................. 647Pages Used to Process Billing Worksheets ........................................................................................... 650Searching for Unprocessed Worksheets ............................................................................................... 651Managing Worksheets at the Header Level ......................................................................................... 652Managing Worksheets at the Line Level .............................................................................................. 654Reviewing Bills Originating in PeopleSoft Contracts and Project Costing ......................................... 657Specifying Printing Parameters ............................................................................................................ 658Reviewing Letter of Credit Draws ....................................................................................................... 659Running the Billing Worksheet Update Process ................................................................................... 660

Running the Billing to Project Costing/Contracts Interface Process (BIPCC000) ..................................... 663Understanding the Billing to Project Costing/Contracts Interface Process .......................................... 663Page Used to Run the PeopleSoft Billing to Project Costing/Contracts Interface Process ................... 668

Correcting PeopleSoft Grants and Project Costing-Related Invoices ......................................................... 668Understanding PeopleSoft Grants and Project Costing-Related Invoice Correction Functionality ...... 669Generating PeopleSoft Grants and Project Costing Replacement Invoices ......................................... 670

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PeopleSoft Grants and PeopleSoft Project Costing-Related Invoice Correction Example .................. 671

Chapter 28

Integrating with PeopleSoft Asset Management .................................................................................... 673

Understanding PeopleSoft Billing and Asset Management Integration ..................................................... 673Setting Up PeopleSoft Asset Management for Billing Integration ............................................................. 677

Defining PeopleSoft Asset Management Interface Options ................................................................. 677Defining Customer Information ........................................................................................................... 678

Chapter 29

Integrating PeopleSoft CRM with Billing ................................................................................................ 679

Understanding PeopleSoft CRM to Billing Integration ............................................................................... 679Grouping Invoices by CRM Transactions ................................................................................................... 680

Understanding PeopleSoft CRM-Related Bill By Fields ...................................................................... 681Grouping Single PeopleSoft CRM Transactions Per Invoice ............................................................... 682Grouping Multiple Transactions Per Invoice ........................................................................................ 683

Setting Up Integration Points with PeopleSoft CRM .................................................................................. 684Understanding Billing EIPs for CRM ................................................................................................... 684Setting up Bill Type, Bill Source, and Tax Header EIPs ...................................................................... 685

Passing Identifiers to PeopleSoft Billing ..................................................................................................... 687Setting Up Billing and CRM 360 Degree View Integration ........................................................................ 688

Understanding the PeopleSoft CRM 360 Degree View ........................................................................ 688Pages Used to Set Up PeopleSoft Billing and CRM 360 Degree View Integration ............................. 689Enabling the Queue Status ................................................................................................................... 690Activating the Service Operation .....................................................