Managing PeopleSoft Billing Utilities

This chapter discusses how to:

Copy bill information.
Copy groups of bills.
Reset field values when copying invoices.
Delete temporary data.
Change bill status.
Run the Email Notification process
Run the Invoice Notification process
Schedule workflow processes in PeopleSoft Billing.
Manage financial sanctions screening for invoices.

Copying Bill Information

This sections provides an overview of copy bill information and discusses how to copy single bills.

Understanding Copy Bill Information

You can copy a single bill when you must send out a new bill with all or most of the same information on it as another bill. Bills that cannot be copied are:

Temporary bills, which have a status of TMR and TMP.
Bills that are not confirmed for Financial Sanctions Screening (FSS).

If your system is activated to perform financial sanctions screening (FSS), your newly copied invoice will go through FSS again. For example, if you have loaded an updated financial sanctions list since the original invoice was validated, you should perform another validation on the new bills. Use the Screen for Denied Parties process or the Finalization process to perform the FSS on the new bill.

Page Used to Copy Bill Information

Page Name	Object Name	Navigation	Usage
Copy Single Bill	BI_BILL_CPY	Billing, Maintain Bills, Copy Single Bill	Copy a single bill. This utility is helpful if you must send out a new bill with all or most of the same information on it as another bill.

Copying Single Bills

Access the Copy Single Bill page. Enter the search criteria and select the bill you wish to copy.

Select Bill Action

Select Bill Action

To run the copy bill function, select Copy Bill. This group box defaults to No Bill Action when the page initially appears to prevent you from copying a bill prematurely.

Copy Results

Copy Bill

Displays a default value of NEXT indicating that the system assigns the next invoice number that is available to the new bill when you select Copy Bill in the Select Bill Action group box.

You can enter an invoice ID here if you have authorization to assign invoice numbers. Define valid invoice IDs on the Invoice Number page.

Save

Click to run the copy function. After you run the copy bill function, the Copy Bill field in the Copy Results group box displays the invoice number that is assigned to the new bill. Also, Select Bill Action is reset to No Bill Action.

The system copies all bill information—including any discounts, surcharges, notes, and accounting distributions, but excluding bill status and invoice date—to the new bill. The system creates the new bill with a status of NEW, with a blank invoice date, and with a current date bill added.

To run the copy bill function again on the same bill, select Copy Bill in the Select Bill Action group box and click Save.

To run the copy function on another bill, select that bill from the search results list, or exit this page and specify another bill to copy.

When you run the copy bill or copy bill group functions, the system does not copy every field; it resets some fields to default values.

See Resetting Field Values When Copying Invoices.

Note. When you copy a bill that originated in PeopleSoft Order Management—a bill with a system source of OBI—the system clears the system source in the new bill to enable you to change the customer ID and send the new bill to another customer. For example, if you bill the wrong customer and want to credit the original customer, create a copy of the bill and change the customer ID. Adhere to any warning messages that appear when you save the change in the customer ID on the new bill.

See Also

Assigning Invoice Number IDs

Copying Groups of Bills

This section provides an overview of copying groups of bills and discusses how to:

Define copy group header information.
Assign Bills to copy groups.
Define copy group details.
Run the copy group of bills process (BICPYGRP).

Understanding Copy Groups of Bills

When copying groups of bills together in batch:

Define copy group header information.
Assign bills to copy groups.
Define copy group details.
Run the Copy Group of Bills process (BICPYGRP).

If your system is activated to perform financial sanctions screening (FSS), your newly copied invoices will go through FSS again. For example, if you have loaded an updated financial sanctions list since the original invoices were validated, you should perform another validation on the new bills. Use the Screen for Denied Parties process or the Finalization process to perform the FSS on the new invoices.

Pages Used to Copy Groups of Bills

Page Name	Object Name	Navigation	Usage
Copy Group Header	BI_BILL_CPY_HDR	Billing, Maintain Bills, Define Bill Copy Group	Define copy group header information. This is the first required step to define groups of bills to be copied together in a batch. This utility is useful if you have bills that you invoice each month and only a small portion of the information changes.
Define Copy Group Detail 1	BI_BILL_CPY_GRP	Billing, Maintain Bills, Define Copy Group Details, Define Copy Group Detail 1	Assign bills to appropriate copy groups. This is the second step when defining groups of bills to be copied together in a batch.
Define Copy Group Detail 2	BI_BILL_CPY_GRP_2	Billing, Maintain Bills, Define Copy Group Details, Define Copy Group Detail 2	Define copy group details. This is the third step when defining groups of bills to be copied together in a batch. After running the Copy Group of Bills process, return to this page to verify invoice numbers or process error details.
Run Bill Copy Group	RUN_BI_BCPYGRP	Billing, Maintain Bills, Copy Bill Group	Define run control parameters for copy groups. This is the final step when defining groups of bills to be copied together in a batch.

Defining Copy Group Header Information

Access the Define Bill Copy Group page.

Define copy header information.

Assigning Bills to Copy Groups

Access the Define Copy Group Detail 1 page.

Bills that are not confirmed for Financial Sanctions Screening (FSS) cannot be assigned to copy groups

Select

Select the check box next to the bill that you want copied. Clear this check box if you do not want the bill copied. Assign as many bills to this copy group as required. You do not have to copy all of the templates in the group each time you use this process.

If you're using this copy group for the first time, attach the bills that are to be used as templates by inserting rows and entering values in these fields:

Template Invoice ID	The invoice number to be copied.
Copy Begin Dt (copy begin date) and Copy End Dt (copy end date)	The start and end copy dates for this template. When you initiate the copy bill group process, the system determines if the run date is within these copy dates.
New Bill Status	The status that is assigned to the new bill.

After you assign template invoices for this copy group, you can manipulate them together by clicking one of these buttons:

Select All	Click to select all of the template invoices for copying.
Deselect All	Click to clear all of the template invoices from copying.
Reset Status	Click to reset all of the template invoices to new statuses.

Defining Copy Group Details

Access the Define Copy Group Detail 2 page.

Copy Invoice ID	Define the invoice number of the new bill. The default field value is NEXT. If you have authorization, you can override this default with any number if that number is not a duplicate of an existing invoice.
Replace Template	Select to replace the template for subsequent batch copy processes with the resulting invoice from this copy process. The copy is identical to the template; you can use either the original bill or the new copy as the template. You can change the resulting copy through bill entry. For example, you can add lines, alter amounts and dates, or modify header and line notes on the bill that you just created through the copy process. Also, you can incorporate all changes into the new template to include the modifications that you make to this bill (which is now the new template in the copy group) in any subsequent copy processes. Select the Replace Template check box in conjunction with bill status change. If you don't select this option, the templates won't change, and the system uses the old version the next time that you run the copy process.
Copy Step	Displays the status of the last copy bill group run.
Reset Copy Invoice ID	Resets all of the copy invoice IDs to NEXT. Before running the process again, reset the copy invoice IDs. Otherwise, the system attempts to reassign the old invoice IDs to the new bills, and an error occurs.
Clear Replace	Enables you to clear the Replace Template check boxes for the entire group.

Running the Copy Group of Bills Process (BICPYGRP)

Access the Run Bill Copy Group page.

Note. Before running the Copy Group of Bills process, prepare the copy group for its next run. For example, if old copy invoice IDs reside in the CopyInvoice ID field, reset them before running the process.

Bill Copy Group ID	Select a copy group ID to copy. Define copy group IDs on the Copy Group Header page.
Change Field Values For	Modify any from or to dates in either the Bill Header From Date/To Date or the Bill Line From Date/To Date fields.

Note. Access the Define Copy Group Detail 2 page and the Message Log page to verify the results of the Copy Group of Bills process. The Define Copy Group Detail 2 page displays the newly generated invoice numbers and, in the event of a process error, displays error details.

See Also

Enterprise PeopleTools 8.48 PeopleBook: PeopleSoft Process Scheduler

Resetting Field Values When Copying Invoices

When you run the copy bill or copy bill group processes, the system does not copy every field; it resets some fields to their starting values. This section displays the fields that the system does not copy and the reset values for those fields. Reset values in this table are the same when copying a single bill or group of bills.

Note. Some of the fields in these tables are used only by the system.

BI_HDR Field

Field Name	Reset Value
INVOICE	New Invoice ID (invoice identification)
INVOICE_TYPE	"REG" (regular)
CONSOL_HDR	"N" (no)
CONSOL_BUS_UNIT	Blank
CONSOL_INVOICE	Blank
ORIGINAL_INVOICE	New Invoice ID
PRIOR_ADJ_INVOICE	Blank
NEXT_ADJ_INVOICE	Blank
LATEST_INVOICE	New Invoice ID
ADJUSTED_FLAG	"N"
BILLING_FREQUENCY	"ONC" (once)
TEMPLATE_IVC_FLG	"N"
TEMPLATE_INVOICE	Blank
RECURRING_START_DT	Null
RECURRING_END_DT	Null
AUTO_GEN_IVC_NUM	"N"
FINAL_CURCNV_FLG	"N"
RATE_MULT	If CUR_RT_SOURCE = U, then copy If CUR_RT_SOURCE = T = 0
RATE_DIV	If CUR_RT_SOURCE = U, then copy If CUR_RT_SOURCE = T = 1
RATE_MULT_XEU	"0"
RATE_DIV_XEU	"1"
RATE_MULT_IU	"0"
RATE_DIV_IU	"1"
RATE_DATE	Null
PAID_AMT_BSE	"0.00"
FORWARD_BAL_BSE	"0.00"
INVOICE_PRETAX_BSE	"0.00"
INVOICE_AMT_BSE	"0.00"
FORWARD_BAL_XEU	"0.00"
INVOICE_PRETAX_XEU	"0.00"
INVOICE_AMT_XEU	"0.00"
PAID_AMT_XEU	"0.00"
INVOICE_DT	Null
ACCOUNTING_DT	Null
DT_INVOICED	Null
DUE_DT	Null
IVC_PRINTED_FLG	"N"
IVC_PRINTED_DT	Null
EDI_SENT_FLG	"N"
AR_ENTRY_CREATED	"N"
GL_ENTRY_CREATED	"N"
PRELOAD_IND	"1" (pending)
BILL_STATUS	"New"
BILL_STATUS_TEXT	"Bill created via online Bill Copy function."
LAST_LINE_AAUX_SEQ	"0"
DOC_SEQ_NBR	Blank
DOC_SEQ_DATE	Null
DIRECT_INVOICING	"N"
RANGE_SELECTION_ID	Blank
GEN_AP_VCHR_FLG	"U" (undefined)
AP_CREATED_DT	Null
DOC_SEQ_STATUS	Blank
EARLY_PY_DSCNT_PCT	"0"
DS_PY_TRMS_TIME_ID	Blank
TOT_SU_TAX	"0.00"
TOT_SU_TAX_BSE	"0.00"
TOT_SU_TAX_XEU	"0.00"
TOT_VAT	"0.00"
TOT_VAT_BSE	"0.00"
TOT_VAT_XEU	"0.00"
TOT_VAT_BASIS	"0.00"
TOT_VAT_BASIS_BSE	"0.00"
TOT_VAT_BASIS_XEU	"0.00"
USER_AMT1_BSE	"0.00"
USER_AMT2_BSE	"0.00"
USER_AMT1_XEU	"0.00"
USER_AMT2_XEU	"0.00"
PROCESS_INSTANCE	"0"
ADD_DTTM	Current Date
LAST_UPDATE_DTTM	Current Date
LAST_MAINT_OPRID	User ID
PAID_REFERENCE	Blank
IVC_DELIVERED_FLG	"N" (No)
AG_REF_NBR	“0”
IVC_DELIVERED_DT	Null
BI_PAID_AT_SRC	“0”

HDR_VAT

Field Name	Reset Value
INVOICE	New Invoice ID
VAT_DCLRTN_DT	Null

HDR_AR, LINE_DS_DFR

Field Name	Reset Value
INVOICE	New Invoice ID
ADD_DTTM	Current Date
LAST_UPDATE_DTTM	Current Date
LAST_MAINT_OPRID	User ID

BI_LINE

Field Name	Reset Value
INVOICE	New Invoice ID
INVOICE_LINE	"0"
ORIGINAL_INVOICE	New Invoice ID
ORIGINAL_LINE_SEQ	LINE_SEQ_NUM
NEXT_ADJ_INVOICE	Blank
NEXT_ADJ_LINE_SEQ	"0"
PRIOR_ADJ_INVOICE	Blank
PRIOR_ADJ_LINE_SEQ	"0"
LATEST_INVOICE	New Invoice ID
LATEST_LINE_SEQ	LINE_SEQ_NUM
ADJ_LINE_TYPE	"REG"
ADJUSTED_FLAG	"N"
GROSS_EXTENDED_BSE	"0.00"
NET_EXTENDED_BSE	"0.00"
GROSS_EXTENDED_XEU	"0.00"
NET_EXTENDED_XEU	"0.00"
ORIG_AMOUNT	"0.00"
ORIG_QTY	"0.00"
TAX_AMT	"0.00"
TAX_AMT_BSE	"0.00"
TAX_AMT_XEU	"0.00"
TAX_PCT	"0.00"
FINAL_TAX_FLG	"N"
VAT_BASIS_AMT_BSE	"0.00"
VAT_BASIS_AMT_XEU	"0.00"
VAT_AMT_BSE	"0.00"
VAT_AMT_XEU	"0.00"
VAT_DISTRIB_STATUS	"U"
DEFERRED_STATUS	"N"
ACCRUE_DT	Null
TOT_LINE_DST_BSE	"0.00"
TOT_LINE_DFR_BSE	"0.00"
TOT_LINE_DST_XEU	"0.00"
TOT_LINE_DFR_XEU	"0.00"
TOT_DISCOUNT_BSE	"0.00"
TOT_SURCHARGE_BSE	"0.00"
TOT_DISCOUNT_XEU	"0.00"
TOT_SURCHARGE_XEU	"0.00"
USER_AMT1_BSE	"0.00"
USER_AMT2_BSE	"0.00"
USER_AMT1_XEU	"0.00"
USER_AMT2_XEU	"0.00"
PROCESS_INSTANCE	"0"
ADD_DTTM	Current Date
LAST_UPDATE_DTTM	Current Date
LAST_MAINT_OPRID	User ID
CUST_DEPOSIT_ID	Blank

BI_HDR_CC, BI_HDR_NOTE, BI_LINE_NOTE, BI_LINE_TAX

Field Name	Reset Value
INVOICE	New Invoice ID
ADD_DTTM	Current Dt (current date)
LAST_UPDATE_DTTM	Current Date
LAST_MAINT_OPRID	User ID
IVC_DELIVERED_FLG	“N” (No) Note. BI_HDR_CC only.
IVC_DELIVERED_DT	Null Note. BI_HDR_CC only.

LINE_DS_LVL

Field Name	Reset Value
INVOICE	New Invoice ID
LVL_SUBTOTAL_BSE	"0.00"
TOTAL_LVL_DISC_BSE	"0.00"
TOTAL_LVL_SUR_BSE	"0.00"
LVL_SUBTOTAL_XEU	"0.00"
TOTAL_LVL_DISC_XEU	"0.00"
TOTAL_LVL_SUR_XEU	"0.00"
ADD_DTTM	Current Date
LAST_UPDATE_DTTM	Current Date
LAST_MAINT_OPRID	User ID

HDR_CRCARD, LINE_DST, LINE_DST_AR, LINE_DST_DFR, LINE_DST_DTL, LINE_IU_EXP, LINE_IU_PAY

Field Name	Reset Value
INVOICE	New Invoice ID
AMOUNT_BSE	"0.00"
AMOUNT_XEU	"0.00"
INSTALLMENT_DS_AMT	"0.00"
INSTALLMENT_DS_BSE	"0.00"
INSTALLMENT_DS_XEU	"0.00"
ADD_DTTM	Current Date
LAST_UPDATE_DTTM	Current Date
LAST_MAINT_OPRID	User ID

Deleting Temporary Data

This section provides an overview of temporary data deletion and discusses how to:

Set process parameters to delete billing data.
Run the Billing Delete Data process.
Delete selected approved temporary bills.
Delete selected extract bills.

Understanding Temporary Data Deletion

Billing maintains several tables containing temporary information. The data in these tables should be purged periodically or they may grow large enough to degrade system performance. The temporary data tables include:

Billing extract tables
Project Costing temporary tables
Accounting preload process staging entries

You can schedule the Billing Delete Data process (BIDELDATA) to run on a regular basis. The Billing Delete Data process uses parameters set on the WorkFlow/Batch Parameters page to determine the age of the extract and temporary bills to be deleted. You can use the Billing utilities to manually delete selected temporary data that has been approved.

Pages Used to Delete Temporary Data

Page Name	Object Name	Navigation	Usage
Delete Bills	RUN_BI_DELDATA	Billing, Generate Invoices, Utilities, Delete Bills	Run the Billing Delete Data Process to delete temporary bills that have been approved , extract bills, and preload process staging entries in a batch.
Delete Extract Bills	BI_EXT_DEL	Billing, Generate Invoices, Utilities, Delete Extract Bills	Select and delete extract bills.
Delete Approved Temporary Bills	BI_TMP_DEL	Billing, Generate Invoices, Utilities, Delete Temporary Bills	Select and delete temporary bills that have been approved.
WorkFlow/Batch Parameters	BI_WF_OPTIONS	Set Up Financials/Supply Chain, Product Related, Billing, Define Workflow, WorkFlow/Batch Parameters	Designate default number of days after which the system deletes temporary and extract bills.

Setting Process Parameters to Delete Billing Data

Access the WorkFlow/Batch Parameters page.

Delete Extract Bills, Number of Days Old	The number of days after which you would like to purge old bills from the invoice extract tables.
Delete Temporary Bills, Number of Days Old	The number of days after which you would like to purge temporary bills that have been approved from the project extract tables.

Running the Billing Delete Data Process

Access the Delete Bills page.

Choose the types of data you want to delete:
- Temporary bills that have been approved.
- Extract bills.
- Accounting preload staging entries.
Run the BIDELDATA process.

For temporary and extract bills, the process will delete any data older than the number of days specified on the Workflow/Batch Parameters page. All temporary accounting preload entries that have already been successfully loaded to AR or GL will be deleted.

Note. You can set the BIDELDATA process to run regularly by setting a Recurrence value on the Process Scheduler Request page.

Deleting Selected Approved Temporary Bills

Access the Delete Approved Temporary Bills page.

Select	Search for temporary bills that were approved by customer, contract, or project. Select All to display all of the approved temporary bills that are associated with the business unit.
Search	Click after selecting the Sel check box next to a bill to view the bill details.
Delete	Click after selecting the Sel (select) check box next to the approved temporary bills that you want to delete.

Deleting Selected Extract Bills

Access the Delete Extract Bills page.

Note. Purge the billing information from the extract tables often to increase the performance of the SQR invoice report processes.

Range Selection	Search for extract bills to delete using the provided parameters. Search for all extract bills, those within a specific process instance, or those that were added on a certain date.
Search	Click after you've specified the range parameters to retrieve the selected extract bills.
Delete	Click after selecting the Sel check box next to each of the extract bills that you want to delete.

Changing Bill Status

The Invoice Status Change process (BIIVCSTS) enables you to change the status of multiple bills at once. For example, you can change a large group of bills to RDY (ready) status for invoicing, or place an entire group of bills on hold.

There are two methods for changing bill status:

Change the status of a large number of bills at once using the Status Change page.
Change the status of a limited number of bills, one at a time, using the bill entry pages.

Note. If you define the status change range selection to include bills of a specific copy group ID, the status change affects only selected (which you indicate by selecting the Select check box on the Define Copy Group Detail 1 page) bills in the corresponding copy group.

If you define the range selection with a copy group ID, select a copy group updated using the Replace Template option. After copy completion, the template invoice IDs will be new invoice IDs resulting from the copy.

See Also

Copying Groups of Bills

Pages Used to Change Bill Status

Page Name	Object Name	Navigation	Usage
Status Change	RUN_BI_STSCHG	Billing, Maintain Bills, Change Status of Bills, Status Change	Change the status of a large number of bills at the same time.
Standard Billing - Header - Info 1 (standard billing - header - information 1)	BI_HDR	Billing, Maintain Bills, Standard Billing, Header - Info 1	Change the bill status of each bill, saving each time.
Create Consolidated Header - Header	BI_CONS_HDR	Billing, Maintain Bills, Create Consolidated Header, Header	Change the status of a limited number of consolidated bills.

Changing the Status of Multiple Bills at Once

Access the Status Change page.

From Status	Select the status of the bills that you want to change. Select any combination of bills in New, Hold, Pending, Ready, or Canceled status.
To Status	Select a new bill status of Hold, New Bill, or Ready Bill, Pending.
Include Consolidation Group	Select to include all consolidation headers that fall within the range selection, along with any attached bills, in the status change process. If you do not select this check box, the process processes only nonconsolidated bills.

See Also

Enterprise PeopleTools 8.48 PeopleBook: PeopleSoft Process Scheduler

Changing Status of Limited Numbers of Bills One at a Time

Access the Standard Billing - Header - Info 1 page. Change the bill status of each bill, saving each time. Use the Create Consolidated Header - Header page to change the status of a limited number of consolidated bills.

See Also

Entering Bill Header Information

Entering Consolidated Bill Information

Running the Email Notification Process

The Email Notification process (BIIVCEMAIL) enables you to set up paperless invoicing through the eBill Payment application. When eBill Payment is installed, you can choose Email Notification as the Bill-To Media for an invoice. Instead of printing the invoice, Billing will send an email notification to the bill's contact email address. The email will contain a link to the appropriate page in eBill Payment so your customer can review and pay the invoice. To use paperless invoicing, the customer contact must have a valid email address and a user account for accessing eBill Payment.

You can add the BIIVCEMAIL process to your other invoice print jobs or you can run the process separately after invoices have been finalized using the eBill Payment Utilities pages.

Important! The finalization process makes invoices available in eBill Payment. The Email Notification process sends an email notification after a bill is finalized. An invoice will appear in eBill Payment whether or not the Email Notification process runs successfully.

See Also

Email Notification (Paperless Invoices)

Pages Used to Run the Email Notification Process

Page Name	Object Name	Navigation	Usage
Email Notification	RUN_BI_EMAIL	Billing, Generate Invoices, Utilities, eBill Payment Utilities, Non-Consolidated, Request Email Notification	Send email notification to customers for non-consolidated invoices.
Cons Email Notification	RUN_BI_EMAIL_CON	Billing, Generate Invoices, Utilities, eBill Payment Utilities, Consolidated, Request Email Notification	Send email notification to customers for consolidated invoices.

Generating Email Notification

Access either the Run Email Notification page or the Run Cons Email Notification page.

Define the run control parameters. The system selects only bills with the status FNL and a bill-to media of Email Notification for running the Email Notification job.

Note. The Consolidated Email Notification process sends one email for each consolidated invoice; emails are not sent for the individual, attached invoices.

See Also

Enterprise PeopleTools 8.48 PeopleBook: PeopleSoft Process Scheduler

Running the Invoice Notification Process

The Invoice Notification process (BI_WF_0001) enables you to send an email notification to your customer after you create an invoice. The email contains a link to the appropriate eBill Payment page. The email will be sent to all of the customer contacts who are set up to receive invoice notification.

Note. The notification function for eBill Payment invoices has been replaced by the Email Notification process. The Invoice Notification process has been left in place to avoid disturbing existing billing procedures.

Pages Used to Run the Invoice Notification Process

Page Name	Object Name	Navigation	Usage
Contact Addl Info (contact additional information)	CONTACT_ADDL_INFO	For each customer to which the contact is assigned, click the Additional Info link on the Contact Cust (contact customer) page.	Set up contacts to receive invoice notifications.
Request Invoice Notification	RUN_BI_WF_0001	Billing, Generate Invoices, Utilities, eBill Payment Utilities, Request Invoice Notification, Run Inv Notifications	Send email notifications to customers after you create invoices.

Setting Up the Invoice Notification Process (BI_WF_0001)

Before initiating this process, you must identify the contacts for receipt. On the Contact Addl Info page, select Invoice Notification (INVN) in the Document Code field.

Note. The value in the Preferred Communication field is ignored by the Invoice Notification process. The process will send an email whenever the Document Code is set to INVN.

See Also

Maintaining Contacts

Generating Invoice Notifications

To generate invoice notifications, access the Request Invoice Notifications page.

Note. This process does not send notifications for attached invoices.

To schedule a recurring notification process, set up a run control record in which you coordinate the Number of Days From To Date value with the frequency of the recurring process. Use this method to eliminate the need to update the run control record with new parameters. The process continues to send notifications for invoices that are generated within the number of days that you specify.

For example, if you want to run the process once a week, then enter 7 in the Number of Days From To Date field, and select Use Current Date as To Date. If you want to run the process daily, enter 1 in the Number of Days From To Date field, and select Use Current Date as To Date.

To initiate a single notification process, define a From Date and To Date range to create an invoice notification for all invoices that are generated during that range, based on date invoiced (DT_INVOICED).

See Also

Enterprise PeopleTools 8.48 PeopleBook: PeopleSoft Process Scheduler

Scheduling Workflow Processes in PeopleSoft Billing

This section discusses how to:

Execute PeopleSoft Billing workflow processes.
Define notification parameters.

Pages Used to Schedule Workflow Processes in PeopleSoft Billing

Page Name	Object Name	Navigation	Usage
Billing Workflow	RUN_BI_WF	Billing, Generate Invoices, Utilities, Billing Workflow	Run workflow processes in PeopleSoft Billing or set up schedules to have Process Scheduler run them automatically.
Route Control Profile	RTE_CNTL_PROFILE	PeopleTools, Workflow, Routings & Roles, Route Control Profile	Define the business units about which you want to be notified.
WorkFlow/Batch Parameters	BI_WF_OPTIONS	Set Up Financials/Supply Chain, Product Related, Billing, Define Workflow, WorkFlow/Batch Parameters	Designate parameter values for batch processes.

Executing PeopleSoft Billing Workflow Processes

Access the Billing Workflow page. From here, you can process workflow for the:

Pending Interface Transactions. If this option is checked, then a worklist will be created for any Billing Interface transactions that are a certain number of days old. The number of days old is determined by the number of days set up on the Workflow/Batch Parameters page. Users defined as a Billing Interface Reviewer on the Role User Maintenance page will receive the worklist.
Pending Credit Card Transactions. If this option is checked, then a worklist will be created for any Credit Card transactons that have not been processed within a certain number of days. The number of days is determined by the number of days set up on the Workflow/Batch Parameters page. Users defined as a PeopleSoft Billing Administrator on the Role User Maintenance page will receive the worklist.
Inactive Bills process. If this option is checked, then a worklist will be created for any invoices that have not yet been finalized within a certain number of days. The number of days is determined by the number of days set up on the Workflow/Batch Parameters page. Users defined as a Billing Inactive PeopleSoft Bills Reviewer on the Role User Maintenance page will receive the worklist.
Inactive Consolidated Bills. If this option is checked, then a worklist will be created for any consolidated invoices that have not yet been finalized within a certain number of days. The number of days is determined by the number of days set up on the Workflow/Batch Parameters page. Users defined as a PeopleSoft Billing Inactive Bills Reviewer on the Role User Maintenance page will receive the worklist.

Defining Notification Parameters

Access the Route Control Profile page to define the business units about which you want to be notified.

Note. For the Pending Interface Transactions process to find any pending interface items, you must populate the ADD_DTTM field on the interface table. The BI_WORKFLOW process uses this field to determine the age of the interface transactions.

Run

Click to access the Process Scheduler, which lists the workflow process.

You can run a workflow process immediately by selecting a process and clicking OK. You can also configure the Process Scheduler to schedule the workflow database agent to run regularly (weekly, monthly, and so on) by entering a server name, recurrence, time zone, run date, and run time, and then clicking OK.

Enterprise PeopleTools 8.48 PeopleBook: Workflow Technology

Managing Financial Sanctions Screening for Invoices

This section provides an overview of Financial Sanctions Screening (FSS) for PeopleSoft Billing and discusses how to:

Run the FSS process.
Review FSS results.

Understanding Financial Sanctions Screening For PeopleSoft Billing

Within PeopleSoft Billing, the Financial Sanctions Screening process (SCM_FSS) can be run two ways:

As a secondary process during the Finalization process (BIIVC000).

See Preprocesses.
Independently from the Screen for Denied Parties menu option.

Note. FSS processing does not occur during when a bill is entered into the system.

FSS Process Tasks for Invoices

When the FSS process runs for Billing, it follows these steps:

It identifies which business units are subject to FSS processing.
It selects bills from those business units that meet this criteria:
- Bills that have not previously gone through FSS processing.
- Bills that have previously gone through FSS processing and are unconfirmed.
- Bills that have previously gone through FSS processing and are confirmed, then the customer's name or address was overridden during bill maintenance, or a bill line was added.
- Bills that have been manually confirmed once and then the customer's name or address was overridden, or a bill line was added.
- Bill lines that originated from PeopleSoft Order Management or Inventory and then the customer's name or address was overridden, or a bill line was added during bill maintenance.
  
  Note. Bill lines that originate from PeopleSoft Order Management or Inventory have typically gone through FSS processing if they are subject to FSS processing. FSS processing is not performed on those bill lines again, unless the user changes the customer's name or address.
  
  Customer RMAs that come from PeopleSoft Order Management or Inventory are exceptions to this rule. Customer RMAs that originate from Order Management or Inventory go through FSS processing in Billing.
- Interunit and intraunit bills that have had the customer's name or address overridden during bill maintenance.
  
  Note. Interunit and intraunit bills do not go through FSS processing unless the user manually overrides the customer's name or addressduring bill maintenance.
If the FSS does not find a match:
- The system sets the FSS status to confirmed (the Confirmed check box is selected).
- The system records the publish date of the security list on the invoice.
- The system records a time stamp on the invoice with the current date to show when the FSS was actually performed.
If the FSS finds a match:
- The invoice is associated with error code 2033 indicating that a financial sanctions list match was found.
- The bill status is changed to Hold or New.
  
  The Finalization process changes it to Hold, and the Screen for Denied Parties process changes it to New.
- The Financial Sanctions Status is set to unconfirmed (the Confirmed option is not selected ) on the Header - Miscellaneous Information page.
- A screening history record is created for the bill.

If a bill is attached to a consolidate bill and it does not pass the FSS process, in other words the FSS finds a match, then the FSS status of the consolidated header is changed to unconfirmed and the bill status is changed to Hold or New.

When a new security list is loaded to the system, a user should run the Screen for Denied Parties process on customers and invoices again. During this run, the Screen for Denied Parties processes invoices that may have previously gone through FSS processing.

Warning! The Finalization process should not be used to rescreen invoices when a new list is loaded.

Pages Used to Manage Financial Sanctions Screening For PeopleSoft Billing

Page Name	Object Name	Navigation	Usage
Screen for Denied Parties	RUN_CNTL_SCMFSS	Billing, Maintain Bills, Screen for Denied Parties	Run the FSS process for customers, sales orders, material stock requests, and invoices.
Financial Sanctions - Invoice	BI_FSS_GRID	Billing, Review Processing Results, Financial Sanctions On the Search page, select Invoices in the Object Type field, enter optional search criteria, and click the Search button.	Review the results of an FSS match. This page displays invoices that currently have financial sanctions outstanding.

Page Name

Object Name

Navigation

Usage

Screen for Denied Parties

RUN_CNTL_SCMFSS

Billing, Maintain Bills, Screen for Denied Parties

Run the FSS process for customers, sales orders, material stock requests, and invoices.

Financial Sanctions - Invoice

BI_FSS_GRID

Billing, Review Processing Results, Financial Sanctions

On the Search page, select Invoices in the Object Type field, enter optional search criteria, and click the Search button.

Review the results of an FSS match. This page displays invoices that currently have financial sanctions outstanding.

Running the Financial Sanctions Screening Process

Access the Screen for Denied Parties page.

Invoices

Use these fields that are in the Invoices section of the page.

Select Invoices	Select to indicate specific invoice number in the Invoice and To fields. Clear to indicate that all qualified invoices are to be processed.
All Business Units	Select to indicate that all qualified business units are to be processed. Clear to indicate specific business units in the Business Unit and To fields.
Business Unit and To	Enter a business unit range if the All Business Units field is cleared.
Invoice and To	Enter an invoice number range if the Select Invoices field is selected.

Reviewing Financial Sanctions Screening Results

Access the Financial Sanctions - Invoice page.

If the FSS status of a consolidated invoice is changed to not confirmed because an attached invoice has a FSS status of not confirmed, then the consolidated header and the attached invoice are listed on this page.

See Reviewing Financial Sanctions Screening Results for Invoices.