PeopleSoft Enterprise Billing 9.1 PeopleBook

November 2009

PeopleSoft Enterprise Billing 9.1 PeopleBookSKU fscm91pbr0

Copyright 1992, 2009, Oracle and/or its affiliates. All rights reserved.

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Copyright 1992, 2009, Oracle and/or its affiliates. All Rights Reserved. iii

Contents

Preface

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

PeopleSoft Application Fundamentals ......................................................................................................... xxvPages With Deferred Processing ................................................................................................................ xxviPeopleBooks and the Online PeopleSoft 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, 2009, 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, 2009, 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 ....................................................................................................... 74Establishing 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 .............................................................................................. 77

Establishing Tax Groups ............................................................................................................................... 78Page Used to Establish Tax Groups ........................................................................................................ 78Defining Tax Groups .............................................................................................................................. 78

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

Setting Up Discounts and Surcharges ........................................................................................................... 80Page 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 ................................................................ 82Defining Bill- By Identifiers .................................................................................................................. 82

Defining Accumulations ............................................................................................................................... 83Pages Used to Define Accumulations ..................................................................................................... 84Establishing the Accumulation Rules .................................................................................................... 85Establishing Beginning Balances in Billing and Base Currency ........................................................... 86Establishing Beginning Balances in Billing and Euro Currency ........................................................... 87

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

Contents

vi Copyright 1992, 2009, Oracle and/or its affiliates. All Rights Reserved.

Page Used to Use Workflow Processes ................................................................................................... 88Modifying Workflow and Batch Parameters ......................................................................................... 88

Chapter 5

Understanding the Billing Data Structure ................................................................................................ 91

Control Tables ............................................................................................................................................... 91Table Keys .............................................................................................................................................. 91Business Unit Tables .............................................................................................................................. 92Bill Structure Tables ............................................................................................................................... 92General Tables ........................................................................................................................................ 96Ledger Tables ......................................................................................................................................... 98ChartField Tables ................................................................................................................................... 98Miscellaneous Tables ............................................................................................................................. 99

Billing and Accounting Tables ..................................................................................................................... 99Billing Interface Tables ............................................................................................................................... 103

Billing Interface Process ....................................................................................................................... 103Billing Load AR Pending Items Process ............................................................................................... 104Billing Load GL Accounting Entries Process ....................................................................................... 105RMA Adjustments Process ................................................................................................................... 105Billing Generate AP Voucher Process .................................................................................................. 106

Chapter 6

Entering Bills Online ................................................................................................................................ 107

Understanding Online Bill Entry ................................................................................................................ 107Common Elements Used in This Chapter ............................................................................................ 109New Invoice Number Assignment ....................................................................................................... 112Invoice Line Number Assignment ....................................................................................................... 112Chunking .............................................................................................................................................. 114Invoice Line Summarization ................................................................................................................. 115Defaults ................................................................................................................................................ 115ChartField Security ............................................................................................................................... 116ChartField Combination Edits .............................................................................................................. 117Affiliate ChartField Defaulting Feature ............................................................................................... 117Entry Types and Entry Reasons ........................................................................................................... 118Online Bill Inquiries ............................................................................................................................. 119

Configuring the Bill Entry Accounting Template ...................................................................................... 119Pages Used to Configure the Bill Entry Accounting Template ............................................................ 120

Adding New Bills ........................................................................................................................................ 120Entering Bill Header Information ............................................................................................................... 121

Pages Used to Enter Bill Header Information ....................................................................................... 121

Contents

Copyright 1992, 2009, Oracle and/or its affiliates. All Rights Reserved. vii

Entering General Bill Header Information ........................................................................................... 123Changing the Bill Currency .................................................................................................................. 126Defining PeopleSoft General Ledger Business Unit InterUnit Pairs ................................................... 127Entering Credit Card Information ......................................................................................................... 127Reviewing ChartField Values .............................................................................................................. 128Entering Additional Bill Header Information ...................................................................................... 128Defining Header-Level VAT Defaults ................................................................................................. 132Selecting Customer Prepayment Information ...................................................................................... 137Accessing Bill Header Address Information ........................................................................................ 137Defining the Courtesy Copy Information ............................................................................................. 138Creating or Attaching Bill Header Notes ............................................................................................. 139

Entering Bill Line Information ................................................................................................................... 140Pages Used to Enter Bill Line Information ........................................................................................... 141Entering General Bill Line Information ............................................................................................... 144Entering Additional Bill Line Information ........................................................................................... 146Entering Tax Information ..................................................................................................................... 147Overriding the Ship-To Location ......................................................................................................... 152Entering Bill Line VAT Information ................................................................................................... 153Entering Bill Line Account Distribution Information .......................................................................... 159Entering Bill Line Deferred Accounting Information .......................................................................... 159Entering Bill Line Receivables Offset Information ............................................................................. 160Entering Statistical Information ........................................................................................................... 160Entering Bill Line Unbilled Accounts Receivable ChartField Information ......................................... 161Entering Bill Line InterUnit Expense and Inventory ChartField Information ..................................... 161Entering Bill Line InterUnit Payables ChartField Information ............................................................ 162Entering Bill Line Discount and Surcharge Information ..................................................................... 162Entering 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 ....................................................................................... 166Entering Bill Header Order Management Information ........................................................................ 168Entering Bill Header Project Information ............................................................................................ 170Entering Project Resource Information by Invoice Number ................................................................ 170Entering 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, 2009, 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 ...................................................................................................... 180Understanding 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 .......................................................... 184

Adding Supporting Documentation to a Bill .............................................................................................. 188Understanding Support Documentation to a Bill ................................................................................. 189Pages Used to Add and Remove Supporting Documentation ............................................................... 189Adding 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 ............................................................................................ 196

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, 2009, 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 ................................................................................................................. 221Understanding the INTFC_BI Table .................................................................................................... 222Populating the INTFC_BI table for LINE transactions ........................................................................ 222Populatinge the INTFC_BI table for NOTE transactions ..................................................................... 247Populate 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, 2009, 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, 2009, 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, 2009, 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) ................................................................................................... 406Retaining Invoice Image ....................................................................................................................... 407Processing Invoice Bursting .................................................................................................................. 407Post-Invoicing Processing Steps ........................................................................................................... 407

Understanding the Delivered Invoicing Jobs ............................................................................................... 408Understanding the Direct Invoicing Jobs .................................................................................................... 424

The DIRCTIVC Job ............................................................................................................................. 424The BIDIRIVC Jobs ............................................................................................................................. 427The BIINIU Job .................................................................................................................................... 429The DIRAUTO Job .............................................................................................................................. 432

Configuring and Optimizing Invoicing Jobs ................................................................................................ 435

Chapter 14

Understanding Invoice Forms ................................................................................................................. 439

Understanding Invoice Programming .......................................................................................................... 439Common Modules ................................................................................................................................ 440Modifying the Billing Invoice Extract Application Engine Program for New Layouts ...................... 441

Understanding the Billing Sample Invoices ................................................................................................ 441Understanding the Extract Tables ................................................................................................................ 447

Important BI_EXTRCT Table Fields ................................................................................................... 448Deleting Old Invoice Data from the Extract Tables ................................................................................... 452

Using the Online Utility ....................................................................................................................... 452Using the Batch Utility ......................................................................................................................... 453

Chapter 15

Understanding Crystal Invoices .............................................................................................................. 455

Understanding Crystal Invoice Structure ..................................................................................................... 455

Contents

Copyright 1992, 2009, Oracle and/or its affiliates. All Rights Reserved. xiii

Subqueries ............................................................................................................................................. 455Notes ..................................................................................................................................................... 456Subtotals ............................................................................................................................................... 457PeopleSoft Order Management Product Configuration Detail ............................................................ 457Consolidated Invoices .......................................................................................................................... 457

Creating New Crystal Invoices ................................................................................................................... 458Adding an Invoice Form Using the Crystal Layout ............................................................................. 458Adding a New Query ............................................................................................................................ 459Creating a New Crystal Report Form ................................................................................................... 459Creating a New Run Control Record ................................................................................................... 459Adding a New Process Definition ........................................................................................................ 460Updating the Invoice Extract (BI_IVCEXT) Application Engine Program ........................................ 460Adding a New Crystal Process .............................................................................................................. 461

Chapter 16

Understanding SQR Invoices ................................................................................................................... 463Understanding SQR Invoice Structure ........................................................................................................ 463Adding SQR Invoice Forms ........................................................................................................................ 464Adding an SQR Invoice (Example) ............................................................................................................ 465

Changing the Print Routines ................................................................................................................. 465Calling the New Print Routines ............................................................................................................. 468

Modifying Amounts That Are Printed on Invoices .................................................................................... 474Modifying Invoice Layouts for VAT .......................................................................................................... 477

Modifying VAT Messages ................................................................................................................... 477Modifying Total Tax by VAT Code .................................................................................................... 478Modifying VAT Line Information ....................................................................................................... 483

Chapter 17

Understanding XML Publisher Invoices ................................................................................................ 485

Understanding XML Publisher Invoice Structure ....................................................................................... 485Understanding XML Publisher Invoice Setup ............................................................................................ 486Creating New XML Publisher Invoices ...................................................................................................... 487

Pages Used to Create New XML Publisher Reports ............................................................................ 487Creating a New Data Source ................................................................................................................ 488Creating or Modifying a Template ....................................................................................................... 488Uploading a New Template in PeopleSoft ........................................................................................... 489Creating or Modifying a File Layout ................................................................................................... 489Creating a New Application Engine Shell Program ............................................................................. 492Adding a New Invoice Form ................................................................................................................ 493

Contents

xiv Copyright 1992, 2009, Oracle and/or its affiliates. All Rights Reserved.

Chapter 18

Generating Invoices .................................................................................................................................. 495

Common Elements Used in This Chapter ............................................................................................ 495Running the Pro Forma, Finalization, Print, and Reprint Processes ........................................................... 498

Pages Used to Run the Pro Forma, Finalize and Print, and Reprint Process ....................................... 499Printing Pro Forma Invoices ................................................................................................................ 500Finalizing and Printing Invoices .......................................................................................................... 500Reprinting Invoices .............................................................................................................................. 500Examples of the Pro Forma Function, the Finalize and Print Job, and Reprint Processes .................. 501

Running the Consolidated Pro Forma, Finalization, Print, and Reprint Processes ..................................... 504Pages Used to Run the Consolidated Pro Forma, Finalization, Print, and Reprint Processes ............. 505Printing Consolidated Pro Forma Invoices .......................................................................................... 506Finalizing and Printing Consolidated Invoices .................................................................................... 506Consolidated Reprint Invoices Page .................................................................................................... 506

Staging EDI Invoices .................................................................................................................................. 507Running the Email Notification Process ...................................................................................................... 507Emailing Invoice as Attachment .................................................................................................................. 507Running Single-Action Jobs for Regular and Consolidated Invoices ......................................................... 508

Pages Used to Run Single-Action Jobs for Regular and Consolidated Invoices .................................. 508Running Single-Action Processes for Non-Consolidated and Consolidated Invoices ......................... 509

Selecting a Default Print Format ................................................................................................................. 510Overriding the System Default Format ................................................................................................ 510

Running the Invoice Register Process and the Consolidation Register Process ......................................... 511Pages Used to Run the Invoice Register Process and the Consolidated Invoice Register Process ....... 511Defining the Parameters for the Invoice Register Process and the Consolidated Invoice Register Process

............................................................................................................................................................ 511Inquiring About a Process Instance ............................................................................................................ 512

Page Used to Inquire About a Process Instance .................................................................................... 512Inquiring About the Progress of a Process .................................................................................................. 512

Page Used to Inquire About the Progress of a Process ......................................................................... 512Inquiring About Individual Invoice Errors ................................................................................................. 512

Page Used to Inquire About Individual Invoice Errors ......................................................................... 513Reviewing Invoice Errors at the Header and Line Level ..................................................................... 513

Reviewing Email Invoice Log ..................................................................................................................... 513Page Used to Review Email Invoice Log .............................................................................................. 514Reviewing Email Invoice Log ............................................................................................................... 514

Correcting Summarization Template Assignment ....................................................................................... 514Pages Used to Correct Summarization Template Assignment .............................................................. 514Correcting Summarization Template Assignment ................................................................................ 514

Restarting the Pro Forma and Finalization Processes ................................................................................. 515Updating Multiple Billing Lines Within an Invoice .................................................................................... 515

Contents

Copyright 1992, 2009, Oracle and/or its affiliates. All Rights Reserved. xv

Chapter 19

Integrating with PeopleSoft Receivables, General Ledger, and Accounts Payable ............................ 519

Understanding PeopleSoft Receivables, General Ledger, and Accounts Payable Integration ................... 519Common Elements Used in This Chapter ............................................................................................ 520

Running the Currency Conversion Process (BICURCNV) ........................................................................ 521Understanding the Currency Conversion Process (BICURCNV) ........................................................ 521Pages Used to Run the Currency Conversion Process (BICURCNV) .................................................. 523Running the Currency Conversion Process (BICURCNV) for Regular and Consolidated Invoices ... 523

Running the Pre-Load Process (BIPRELD) ................................................................................................ 524Understanding the Pre-Load Process (BIPRELD) ................................................................................ 524Pages Used to Run the Pre-Load Process .............................................................................................. 525Preparing Accounting Information ....................................................................................................... 525ChartField Inheritance Processing ....................................................................................................... 526Interacting with the Centralized Inter/IntraUnit Processor .................................................................. 526Interacting with the Combo Edit Process ............................................................................................. 527

Correcting Combination Edit Process Errors .............................................................................................. 527Understanding When to Rerun the Pre-Load Process .......................................................................... 527Pages Used to Correct Combination Edit Process Errors ..................................................................... 528

Running the Load AR Pending Items Process (BILDAR01) ..................................................................... 529Understanding the Load AR Pending Items Process (BILDAR01) ..................................................... 530Pages Used to Run the Load AR Pending Items Process (BILDAR01) ............................................... 534Running the Load AR Pending Items Process for Regular and Consolidated Invoices ...................... 534Regenerating AR Pending Item Reports .............................................................................................. 535

Running the Load GL Accounting Entries Process (BILDGL01) .............................................................. 535Understanding the Load GL Accounting Entries Process (BILDGL01) ............................................. 536Understanding Accounting Entries ...................................................................................................... 537Pages Used to Run the Load GL Accounting Entries Process (BILDGL01) ........................................ 538Running the Load GL Accounting Entries Process (BILDGL01) for Regular and Consolidated Invoices

............................................................................................................................................................ 539Regenerating Load GL Accounting Entries Reports ............................................................................ 539Restarting the Load GL Process ........................................................................................................... 540Inquiring About GL Accounting Entries .............................................................................................. 543

Running the Generate AP Vouchers Process (BIGNAP01) ....................................................................... 543Understanding the Generate AP Voucher Process (BIGNAP01) ........................................................ 544Pages Used to Run the Generate the AP Vouchers Process (BIGNAP01) ........................................... 545Generating Regular and Consolidated AP Vouchers ........................................................................... 545Regenerating AP Voucher Entries Reports .......................................................................................... 545

Contents

xvi Copyright 1992, 2009, Oracle and/or its affiliates. All Rights Reserved.

Chapter 20

Processing Deferred Revenue Accounting Entries ................................................................................ 547

Understanding the Deferred Revenue Accounting Process ........................................................................ 547Accounting Entries With Deferred Revenue ........................................................................................ 547Deferred Revenue Proration Methods .................................................................................................. 549Common Elements Used in This Chapter ............................................................................................ 556

Setting Up Deferred Revenue Accounts ..................................................................................................... 556Generating Deferred Revenue Accounting Entries ..................................................................................... 558

Entering Bills With Deferred Revenue Accounting Entries ................................................................ 559Finalizing Bills and Generating Deferred Revenue Accounting Entries ............................................. 560

Crediting and Rebilling Adjustments on Deferred Revenue Bills .............................................................. 561

Chapter 21

Using Unbilled Revenue Accrual ............................................................................................................. 563

Understanding the Unbilled Revenue Accrual Process .............................................................................. 563Examples of Unbilled Revenue Accrual .............................................................................................. 564Platform-Specific Statements in the Load GL - Unbilled Revenue Accrual Process .......................... 570

Setting Up Unbilled Revenue Accrual ........................................................................................................ 570Defining a Journal Generator Template for Unbilled Revenue Accrual .............................................. 571Creating an Unbilled AR Distribution Code ........................................................................................ 571Setting Up Unbilled Revenue Accrual Options for the Billing Business Unit .................................... 571Setting Up Unbilled Revenue Accrual Defaults .................................................................................. 572

Generating Unbilled Revenue Accrual Accounting Entries ....................................................................... 573Pages Used to Generate Unbilled Revenue Accrual Accounting Entries ............................................. 573Running the Load GL - Unbilled Revenue Accrual Process ................................................................ 574Reviewing Bill Lines that Fail to Accrue ............................................................................................. 574

Chapter 22

Using Commitment Control Accounting in PeopleSoft Billing ............................................................ 577

Understanding Commitment Control Accounting in PeopleSoft Billing ................................................... 577Budget Checking in PeopleSoft Billing ............................................................................................... 578The Load GL Interface Process and Budget Checking ........................................................................ 579Common Elements Used in This Chapter ............................................................................................ 580

Running the Budget Checking Process ....................................................................................................... 583Page Used To Run the Budget Checking Process ................................................................................. 583Initiating the Budget Checking Process ............................................................................................... 583

Viewing Billing Invoice Budget Checking Exceptions .............................................................................. 583

Contents

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Pages Used to View Billing Invoice Exceptions ................................................................................... 584Viewing Budget Checking Errors ........................................................................................................ 584Viewing Individual Invoice Line Budget Checking Errors ................................................................. 585Viewing Budget Exception Line Details .............................................................................................. 586

Correcting Accounting Entries That Fail Budget Checking ....................................................................... 587Pages Used to Correct Accounting Entries that Fail Budget Checking ................................................ 587Correcting Amounts and Distribution Percentages in Error ................................................................ 589Changing Budget Dates and ChartFields in Error ................................................................................ 589

Chapter 23

Tracking Statistical Data in PeopleSoft Billing ...................................................................................... 591

Understanding Statistical Data Tracking .................................................................................................... 591Statistics Codes .................................................................................................................................... 592Statistical Accounts .............................................................................................................................. 594Passing Statistical Data That Is Associated with Deferred Revenue Bills ........................................... 595

Chapter 24

Establishing InterUnit and IntraUnit Billing ......................................................................................... 597

Understanding InterUnit and IntraUnit Billing ........................................................................................... 597Setting Up Customers for InterUnit and IntraUnit Processing ................................................................... 598Setting Up InterUnit and IntraUnit Processing (Required) ......................................................................... 598

Defining InterUnit Settings at the Installation Level ........................................................................... 598Setting Up InterUnit and IntraUnit Processing (Optional) ......................................................................... 599

Setting Up InterUnit Processing at the General Ledger Business Unit Level ...................................... 600Setting Up InterUnit and IntraUnit Pair Definitions ............................................................................ 601Setting Up InterUnit Billing Options ................................................................................................... 601

Running the Pre-Load and Load GL Processes for InterUnit Bills ............................................................ 602Creating Vouchers for InterUnit Transactions ............................................................................................ 602

Chapter 25

Populating the AP Voucher Staging Tables ........................................................................................... 605

Populating VCHR_HDR_STG ................................................................................................................... 605Populating VCHR_LINE_STG .................................................................................................................. 612Populating VCHR_DIST_STG ................................................................................................................... 617

Contents

xviii Copyright 1992, 2009, Oracle and/or its affiliates. All Rights Reserved.

Chapter 26

Working With PeopleSoft Order Management ..................................................................................... 623

Using Direct Invoicing in PeopleSoft Order Management ......................................................................... 623Populating the Billing Interface Without Direct Invoicing ......................................................................... 624Billing Sales Orders Using Credit Cards .................................................................................................... 624Processing Prepaid Sales Orders .................................................................................................................. 624

Payment by Corporate Voucher ............................................................................................................ 625Processing Deposits on Sales Orders ........................................................................................................... 625Processing RMAs in PeopleSoft Billing ..................................................................................................... 626

Understanding RMAs in PeopleSoft Billing ........................................................................................ 627PeopleSoft Billing Bill-By Functionality and RMAs .......................................................................... 627Pages Used to Process RMA Adjustments ............................................................................................ 628Reviewing RMA Adjustment Activity ................................................................................................. 629Processing RMA Adjustments ............................................................................................................. 629

Passing Tax Information from PeopleSoft Order Management to PeopleSoft Billing ............................... 630

Chapter 27

Integrating with PeopleSoft Contracts, Project Costing, Grants, and Pay/Bill Management ........... 631Understanding PeopleSoft Billing Integration with Contracts, Project Costing, Grants, and Pay/Bill

Management .............................................................................................................................................. 631Common Elements Used in This Chapter ............................................................................................ 635

Processing Billing Worksheets ................................................................................................................... 636Understanding the Billing Worksheet Component .............................................................................. 637Pages Used to Process Billing Worksheets ........................................................................................... 640Searching for Unprocessed Worksheets ............................................................................................... 641Managing Worksheets at the Header Level ......................................................................................... 642Managing Worksheets at the Line Level .............................................................................................. 644Reviewing Bills Originating in PeopleSoft Contracts and Project Costing ......................................... 647Specifying Printing Parameters ............................................................................................................ 648Reviewing Letter of Credit Draws ....................................................................................................... 649Running the Billing Worksheet Update Process ................................................................................... 650

Running the Billing to Project Costing/Contracts Interface Process (BIPCC000) ..................................... 653Understanding the Billing to Project Costing/Contracts Interface Process .......................................... 653Page Used to Run the PeopleSoft Billing to Project Costing/Contracts Interface Process ................... 658

Correcting PeopleSoft Grants and Project Costing-Related Invoices ......................................................... 659Understanding PeopleSoft Grants and Project Costing-Related Invoice Correction Functionality ...... 659Generating PeopleSoft Grants and Project Costing Replacement Invoices ......................................... 661PeopleSoft Grants and PeopleSoft Project Costing-Related Invoice Correction Example .................. 661

Contents

Copyright 1992, 2009, Oracle and/or its affiliates. All Rights Reserved. xix

Chapter 28

Integrating with PeopleSoft Asset Management .................................................................................... 663

Understanding PeopleSoft Billing and Asset Management Integration ..................................................... 663Setting Up PeopleSoft Asset Management for Billing Integration ............................................................. 667

Defining PeopleSoft Asset Management Interface Options ................................................................. 667Defining Customer Information ........................................................................................................... 668

Chapter 29

Integrating PeopleSoft CRM with Billing ................................................................................................ 669

Understanding PeopleSoft CRM to Billing Integration ............................................................................... 669Grouping Invoices by CRM Transactions ................................................................................................... 670

Understanding PeopleSoft CRM-Related Bill By Fields ...................................................................... 671Grouping Single PeopleSoft CRM Transactions Per Invoice ............................................................... 672Grouping Multiple Transactions Per Invoice ........................................................................................ 673

Setting Up Integration Points with PeopleSoft CRM .................................................................................. 674Understanding Billing EIPs for CRM ................................................................................................... 674Setting up Bill Type, Bill Source, and Tax Header EIPs ...................................................................... 675

Passing Identifiers to PeopleSoft Billing ..................................................................................................... 677Setting Up Billing and CRM 360 Degree View Integration ........................................................................ 678

Understanding the PeopleSoft CRM 360 Degree View ........................................................................ 678Pages Used to Set Up PeopleSoft Billing and CRM 360 Degree View Integration ............................. 679Enabling the Queue Status ................................................................................................................... 680Activating the Service Operation ......................................................................................................... 680Verifying Remote and Local Node Setup ............................................................................................ 681

Chapter 30

Generating Recurring Bills ...................................................................................................................... 683

Understanding Recurring Bill Generation .................................................................................................. 683Establishing Schedules for Recurring Bills ................................................................................................ 685

Pages Used to Establish Schedules for Recurring Bills ....................................................................... 685Defining Time Periods for Recurring Bills .......................................................................................... 685

Generating Recurring Bills ......................................................................................................................... 686Page Used to Generate Recurring Bills ................................................................................................. 687Generating Recurring Bills ................................................................................................................... 687

Contents

xx Copyright 1992, 2009, Oracle and/or its affiliates. All Rights Reserved.

Chapter 31

Working with Installment Bills ................................................................................................................ 689

Understanding the Installment Bills Process ............................................................................