Processing Self-Billed Invoices

This chapter provides an overview of self-billed invoice (SBI) processing, lists prerequisites, and discusses how to:

Perform SBI processing.
Review SBIs.

Understanding SBI Processing

PeopleSoft Payables supports SBIs. SBIs are invoices that are created from Evaluated Receipt Settlement (ERS) data that are sent to the supplier (vendor) to provide tax details. Self-billed invoices contain all of the information that the vendor would have provided on an actual invoice. In business environments that use ERS and value-added tax (VAT), for example, there is typically a requirement to provide an invoice containing all the VAT details that can be returned to the vendor. Customers can send the vendor an SBI with all of the VAT details.

You can also combine data from multiple vouchers on one invoice to meet the requirements of businesses that process large volumes of receipts using ERS.

To create SBIs:

Create a receiver on the Receiving page.
Run the Voucher Build Application Engine process (AP_VCHRBLD) with the Evaluated Receipts (ERS) option selected as the voucher build interface on the Voucher Build page.
Review the voucher on the Voucher Summary page.
(Optional) Change SBI options on the Voucher Attributes page.
Run the Matching Application Engine process (AP_MATCH) from the Match Request page.
Run the Voucher Posting Application Engine process (AP_PSTVCHR) from the Voucher Posting Request page. (The voucher must be posted before running the SBI Application Engine process (APSBIPRC).
Run the SBI process in selection mode.
Review the SBI vouchers.
Run the SBI process in either commit mode or rollback mode.
Print the SBIs.

Note. When you build the ERS voucher using the Voucher Build process, the system populates the invoice number field with the packing slip number from the receiver.

This section discusses:

SBI numbering options.
ERS vouchers for SBI vendors.
SBI voucher status summary.

See Also

Completing Voucher Attributes

Running the Voucher Build Process and Reviewing Messages

Initiating the Matching Application Engine Process

Running the Voucher Posting Process

Entering Receipts

SBI Numbering Options

At each of the levels in the control hierarchy, there are four numbering options for SBIs. Two options for individual vouchers meet European requirements. The difference between these options is the method that generates the SBI number. In Europe, customers must generate unique SBI numbers that differ from the invoice numbers. In the U.S., some customers use the invoice number as the SBI number. This tables lists the formulas used to create these options:

Value	Description	Definition	Numbering Formula
D	Default	Changes automatically to the value that you selected at the next highest level in the control hierarchy. This option is not available at the General Ledger business unit level, because it is the highest level in the control hierarchy.	N/A
G	Group Vouchers (Auto-Num)	Enables you to group vouchers that satisfy a set of criteria onto a single SBI. This is particularly useful for customers who process large volumes of receipts using ERS.	GL business unit + vendor ID + vendor location + ERS sequence number
I	Individual Voucher (Auto-Num)	Allows only one voucher for each SBI. If the SBI numbering option is I, the system assigns the next available SBI number to the invoice based on the invoicing location.	GL business unit + vendor ID + vendor location + ERS sequence number
P	Individual Voucher - Invoice Number	Allows only one voucher for each SBI. If the SBI numbering option is set to P, the system generates the SBI number by combining the invoice number with the ERS sequence number.	Invoice number + ERS sequence number

Group Vouchers

If the SBI numbering option is set to G (group), the system uses the following criteria to group vouchers:

Field	Record Field
Vendor	VOUCHER.VENDOR_SETID, VOUCHER.VENDOR_ID
Vendor Location	VOUCHER.VNDR_LOC
Transaction Currency	VOUCHER.TXN_CURRENCY_CD
GL Business Unit	VOUCHER.BUSINESS_UNIT_GL
Payment Due Date	VOUCHER.DUE_DATE
VAT Registration Number	VOUCHER.VAT_RGSTRN_SELLER

The system assigns the next available SBI number for the vendor location to vouchers that are grouped using the above criteria. The SBI numbers are unique and sequential.

ERS Vouchers for SBI Vendors

When PeopleSoft Payables generates ERS vouchers for SBI vendors using the Voucher Build process, the following actions occur:

The SBI flag on the appropriate voucher records is set to Y.

The SBI process processes all posted and matched vouchers that are identified as SBI.
The SBI number is set to zero or blank.
The system determines the SBI numbering option based on the PeopleSoft Payables hierarchy.

First, the system takes the option that is defined for the invoicing vendor using the location on the voucher. If the vendor is set to Default From Higher Level, the system gets the option from the PeopleSoft Payables business unit on the voucher. If the PeopleSoft Payables business unit is set to Default From Higher Level, it then gets the setting from the PeopleSoft General Ledger business unit.
The SBI in process flag is set to N and the SBI process ID is set to zero.

SBI Voucher Status Summary

Use the Voucher Summary page to review a voucher’s SBI status before and after you run vouchers through the SBI process. Before processing the voucher through SBI, use the Voucher Attributes page to override the SBI Num Option (SBI number option) field at the voucher level. After running the SBI process, use this page to review the SBI numbers for your vouchers. The SBI number is populated and appears only after the SBI process is complete.

If the voucher does not qualify for SBI, then the SBI Num Option and SBI Number fields are unavailable for entry.

See Also

Completing Voucher Attributes

Prerequisites

Before you can process SBIs, you must:

Enable ERS.

Before setting up SBI processing for a business unit, you must enable ERS for that business unit. You can enable ERS at the PeopleSoft General Ledger business unit, PeopleSoft Payables business unit, and vendor location levels.

Note. You can use ERS with non-purchase order receipts; however, you must price the receipts first or the Voucher Build process fails them.
Define SBI vendors.

Before you can process an SBI invoice for a vendor, you must also define that vendor as an SBI vendor on the Payables Options page in the Self-Billed Invoice Options group box.
Specify SBI options.

You can specify the SBI processing options at various levels in the default hierarchy. You can set them at the PeopleSoft General Ledger business unit, the PeopleSoft Payables business unit, vendor location, and voucher levels.

See Also

Selecting ERS Options

Setting Voucher Build Options

Completing Voucher Attributes

Defining Self-Billed Invoice Options

Performing SBI Processing

This section discusses how to:

Run SBI process in Selection mode.
Review selected SBI data.
Roll back SBI data.
Run SBI process in Commit mode.
Print self-billed invoices.

Pages Used to Perform SBI Processing

Page Name	Object Name	Navigation	Usage
SBI Creation Request	SBI_CREATE_REQUEST	Accounts Payable, Batch Processes, Vouchers, Self-Billed Invoices, SBI Creation Request	Specify the SBI selection parameters.
SBI Creation Request - Message Log	AP_MESSAGE_LOG	Select the Message Log tab from the SBI Creation Request page.	Review the process message log for information on the records that were selected or rejected. This page lists the messages for the process that you just finished running.
SBI Voucher Review	VCHR_SBI_REVIEW	Accounts Payable, Review Accounts Payable Info, Vouchers, Self-Billed Invoice Creation, SBI Voucher Review	Review the SBIs that were selected by the SBI process. You can also use this page to put SBI vouchers on hold, to look up purchase order or receipt information, and to search for SBIs by vendor or vendor location.
SBI Review Request	RUN_APY1065	Accounts Payable, Reports, Vouchers, Self-Billed Invoices, SBI Review Request	Define run parameters for the Self-Billed Invoices Review report (APY1065). Use the report to review selected SBI data.
SBI Print	VCHR_SBI_PRINT	Accounts Payable, Reports, Vouchers, Print Self-Billed Invoices, SBI Print	Define run parameters for SBI Print report (APY1060). View all SBI process cycles which have SBIs pending print, and print the SBIs. The SBI Print report lists all of the documents that comprise an SBI.

Running SBI Process in Selection Mode

Access the SBI Creation Request page.

Note. The ERS vouchers must be posted and matched before you can run the SBI process.

Run Control ID	When you add a new run control ID, the SBI process is set to run in Selection mode and all run mode-related fields are unavailable for entry. The SBI Selection Process check box is selected, but both this check box, and the Commit and Rollback check boxes are unavailable for entry until you have run the SBI process in Selection mode. The mode in which the PeopleSoft Application Engine process runs is always controlled through PeopleCode.
SBI Selection Process	Select to run the SBI process in Selection mode rather than Commit or Rollback mode. When you enter a new run control ID, the system automatically selects the Selection process for you, and you cannot change the field.
Commit	Select to run the SBI process in Commit mode rather than Selection or Rollback mode. You can only select this option after you have run the SBI process in Selection mode. After you run the SBI process in Selection mode, the system automatically changes to the Commit mode for you.
Rollback	Select to run the SBI process in Rollback mode rather than Selection or Commit mode. You can only select this option after you have run the SBI process in Selection mode.
Date Range	Enter to restrict the vouchers selected for the SBI process using the invoice date. Values are: Select All: Selects all the vouchers regardless of date range. Specify: Enter a date range in the From Date and Through Date fields.

During the SBI Selection process, the system:

Identifies candidate vouchers.
- SBI_Flag = Y
- SBI_In_Process_Flag = N
- Voucher_Type = E
- Post_Status_AP = P
- SBI_Num = 0 or blank
- SBI_Doc_Opt = G/I/P
- Invoice_Date between From_Date and Through_Date from request page and also satisfying business unit and vendor selection options.
- MATCH_STATUS_VCHR = M
Updates vouchers as SBI is in process.
Processes vouchers with SBI_Doc_Opt as I or P.
Processes vouchers with SBI_Doc_Opt = G.

Group them using criteria mentioned in Voucher Creation/Process section.
Assigns sequentially generated dummy SBI numbers starting with 1 for SBIs under each vendor or location regardless of SBI_Doc_Opt.
Creates data in VCHR_SBI_P and VCHR_SBI_DATA_P.
Sets the initial approval status for these SBIs based on vendor or location approval status.
Marks SBI_CREATE_RQST to indicate selection process is complete.

Reviewing Selected SBI Data

Access the SBI Voucher Review page.

After the SBI process completes its run in Selection mode, SBI data are created in VCHR_SBI_P and VCHR_SBI_DATA_P with dummy SBI numbers. The dummy SBI numbers are sequentially generated (starting from 1) under each vendor location.

Search Criteria

SetID and Vendor	Search for a vendor by entering a vendor setID and vendor ID and then clicking the Search button.
Location	Search for a vendor by entering a vendor and location and then clicking the Search button. You must enter a value for the Vendor ID field to select a location value.

Search Results

SBI Hold

Select this check box to hold the entire SBI.

You can also hold individual vouchers by selecting the SBI Hold check box in the SBI Vouchers group box.

If you put SBI vouchers on hold, the system skips them during the Commit process and picks them up during the next run of the SBI Selection process.

SBI Vouchers

SBI Hold	Select this check box to hold any of the individual vouchers that comprise the SBI.
Invoice	Displays invoice numbers of the SBI vouchers that your search produced.
	Click PO List Push button to view the details for the purchase orders associated with the voucher. Review purchase order information before you make a final decision to hold, commit, or roll back these SBI vouchers.
	Click Receipt List button to view the details for the receipts that are associated with the voucher. Review receipt information before you make a final decision to hold, commit, or roll back these SBI vouchers.

See Also

Managing Matches and Match Exceptions

Rolling Back SBI Data

After you review the SBI vouchers and determine that you need to rerun the SBI process, access the SBI Creation Request page and select the Rollback mode.

Once the SBI Selection process is complete, all of the fields on the SBI Creation Request page are unavailable except for Commit and Rollback. Once you roll back the selection, you can modify run parameters for the process cycle for the next run or define a new process cycle.

During the SBI Rollback process, the system:

Deletes data from VCHR_SBI_P and VCHR_SBI_DATA_P.
Updates vouchers so that they can be processed in the next run.
Marks SBI_CREATE_RQST to indicate the that Rollback process is complete.

See Also

Running SBI Process in Selection Mode

Running SBI Process in Commit Mode

After you review the SBI vouchers and determine them to be accurate, return to the SBI Creation Request page to run the SBI process again in Commit mode.

Once the SBI Selection process is complete, all the fields on the SBI Creation Request page are unavailable except the Commit and Rollback options. Once you commit the selection, you can modify run parameters for the process cycle for the next run or to define a new process cycle.

If you run the SBI Process in Commit mode, the data is moved from VCHR_SBI_P and VCHR_SBI_DATA_P to VCHR_SBI and VCHR_SBI_DATA with real SBI numbers. Also, a copy of the data is inserted in VCHR_SBI_R and VCHR_SBI_DATA_R for reporting purposes to speed up the SBI print process.

During the SBI Commit process, the system:

Deletes data from VCHR_SBI_P and VCHR_SBI_DATA_P that are in hold status and updates their status in VOUCHER records so that they can be processed in subsequent runs.
Assigns real SBI numbers.

Gets a count of SBIs (SBI_Doc_Opt = G/I) under each vendor and location and gets the next block of numbers needed from VENDOR_LOC. The SBI numbers are of the form “GL business unit”-“vendor ID”-“vendor location”-“sequential number” (for example, M04A-0000000046-1-56).
Assigns real SBI numbers to SBIs whose SBI_Doc_Opt = P.

These SBI numbers are generated by concatenating Invoice_Number and ERS_INV_SEQ.
Inserts data into VCHR_SBI and VCHR_SBI_DATA.
Inserts data into VCHR_SBI_R and VCHR_SBI_DATA_R with cycle ID as one of the keys. (This enables you to print SBIs generated for a particular process cycle).
Updates voucher tables with the real SBI numbers and marks SBI processing as completed.
Deletes data from VCHR_SBI_P and VCHR_SBI_DATA_P.
Marks SBI_CREATE_RQST to indicate that the Commit process is complete.

See Also

Running SBI Process in Selection Mode

Printing Self-Billed Invoices

Access the SBI Print page.

SBI Process Cycle ID	Lists all process cycles with SBIs pending print.
SBI Print	Select the SBI Print check box next to the SBI Process Cycle ID that you want to print.
Process Reissue	Select to process the reissued SBIs.

The SBI Print report is a printed version of the SBI Print process (APY1060.SQR). The SBI Print process has two types of output: report only or report and files. You define the output at the vendor-location level on the Payables Options page in the Self-Billed Invoice Options section.

When you run the SBI Print process, the system:

Removes any data from VCHR_SBIRPT_TBL for the run control from previous run.
Loops through and loads fresh data into VCHR_SBIRPT_TBL for all process cycles that need to be printed and creates another record for reissue if reprints have been requested.
Refreshes the page.
Starts up the SQR report to print SBIs.

See Also

Defining Self-Billed Invoice Options

Reviewing SBIs

This section discusses how to review SBIs.

Pages Used to Review SBIs

Page Name	Object Name	Navigation	Usage
SBI Voucher Inquiry	VCHR_SBI_INQUIRE	Accounts Payable, Review Accounts Payable Info, Vouchers, Self-Billed Invoice, SBI Voucher Inquiry	Search for SBIs by vendor location, SBI number, SBI creation date, SBI print status and reissue status for the selected vendor. Approve unapproved SBIs and generate reissue requests on certain SBIs. Drill down to view SBI details.
Self-Billed Invoice	VCHR_SBI_DATA_SEC	Click the button located on the Self-Billed Invoice Inquiry page.	View all of the vouchers that make up an SBI by their business unit ID and voucher ID.
SBI Vendor Listing	RUN_APY1070	Accounts Payable, Reports, Vendor, SBI Vendor, SBI Vendor Listing	Define run parameters for the SBI Vendor Listing report (APY1070). Use the report to review details of selected SBI vendors.
Unapproved SBI by Vendor	RUN_APY1080	Accounts Payable, Reports, Vouchers, Unapproved SBIs by Vendor	Define run parameters for the unapproved SBIs by Vendor report (APY1080). Use the report to review unapproved SBIs by vendor.

Reviewing SBIs

Access the SBI Voucher Inquiry page.

Note. This page shows committed SBI data, so it should be used only after you have run the SBI process in Commit mode.

Search Criteria

SBI Print	Search for SBIs by print status. Values are Print Pending or Print Completed.
Reissue	Search for SBIs by reissue status. Values are No or Yes.

Search Results

	Click to view all the vouchers that make up an SBI.
Approval	Change the status of an SBI from Approved to Unapproved while the SBI print status is pending, but you cannot change the status after the print process has completed.
SBI Print	Displays the print status of the SBIs that your search produced. The SBI print status is always updated by the system.
SBI Reissue	Select this check box to reissue printed SBIs. You can only change the SBI Reissue check box for SBIs that have a print status of completed. When the SBI Reissue check box is selected, data is created in VCHR_SBI_R and VCHR_SBI_DATA_R with process cycle as REISSUE and system maintained as Y.