Understanding Case Management Billing

This chapter provides overviews of billing in Case Management, pricing methods, multicurrency in Case Management billing, and Case Management automatic accounting instructions (AAIs).

Note. This chapter is required if you bill for cases. You must complete the tasks discussed in this chapter to implement case billing.

Understanding Billing in Case Management

The typical billing process includes accumulating cases to bill, creating and printing invoices, and recording journal entries for income and receivables.

JD Edwards EnterpriseOne Case Management is integrated with Oracle's JD Edwards EnterpriseOne Accounts Receivable and JD Edwards EnterpriseOne General Accounting systems. The billing process in Oracle's JD Edwards EnterpriseOne Service and Support Management is the same whether you are billing for contracts, service work orders, or cases. After you set up the billing details in Service or Support Management, the system runs the billing process, updates Accounts Receivable tables with invoice information, and updates General Accounting tables with revenue information.

Invoices are based on billable cases. The first step in the billing process is to accumulate billable cases. When you run the Case Workfile Generation report (R17675), the system finds the cases that are eligible for billing from the F1755 table and the F1760 table, and creates F4812 records.

Prerequisite

Set up the distribution AAIs.

Understanding Pricing Methods

To enter billing information for a case, you can select one of these pricing methods:

Flat rate
Time and materials

For the flat rate method, define billing through the processing options for the Case Update program. You can specify the cost type, pricing unit, and pricing unit of measure.

For the time and materials method, define billing through the processing options for the Time Entry program (P17505) . You can define whether the system generates time entry records in the F1760 table and one of these tables:

F06116Z1
F0911Z1

You can also specify the cost type, labor unit of measure (such as hours), and minimum hours.

Understanding Multicurrency in Case Management Billing

If you work in a multicurrency environment, you can review and edit currency information as necessary. When you review currency information, these guidelines apply:

If you do not activate multicurrency, the system does not display currency information fields on the billing information forms.
If the currency code for the customer is the same as the base currency code (the currency code for the company), the Foreign option is disabled.
The system retrieves the customer currency code from the customer number in the F03012 table.

If a currency code does not exist for this customer, the system retrieves the currency code from the company.
The system retrieves the company number from the F0006 table.

If the value in the Company field is blank, the system uses company 0000. Then the system retrieves the base currency code from the F0010 table.
The system uses the exchange rate, which you can override, to calculate the domestic amount.
The currency fields are disabled if the case or time entry records have been billed.
If you select the Foreign option, the system displays billable amounts in the customer's currency.

Otherwise, billable amounts appear in the company's currency.

Understanding Case Management Automatic Accounting Instructions (AAIs)

To bill cases and process business transactions properly, you must identify information about the account structure and specific account values. You define the account structure and specific account values by using AAIs. The system stores the AAI values in the F4095 table. Whenever a program performs an accounting function, it accesses this table.

Distribution AAIs define the rules that the JD Edwards EnterpriseOne Case Management system uses to interact with the general ledger. Accounting AAIs define the rules that the JD Edwards EnterpriseOne Case Management and the JD Edwards EnterpriseOne Accounts Receivable systems use to interact. When you define AAIs, you establish how the system processes transactions for various programs.

Case-related distribution consist of these AAIs :

Calls Revenue (1747).

This AAI determines the credit account for billable cases. Accounting AAIs determine the debit side of revenue, also known as the trade accounts receivable account.
Call Center Expense (1792).

This AAI determines the debit account for case time entry records that the system uploads to the F0911Z1 table or the F05116Z1 table.
Accrual Call Center Cost (1793).

This AAI determines the credit account of costs for case time entry records that the system uploads to the F0911Z1 table.

Based on key fields, the system retrieves the General Ledger account to use when creating an entry in the F4812 table. The key fields are:

Company.
Doc Type (document type).
G/L Category Code (general ledger category code).
Cost Type.

Based on these key fields, the system creates journal entries by using:

Branch/plant
Object account
Subsidiary

Hierarchy for General Ledger Class Codes for Cases

Based on the service type of the case, the system finds the Covered G/L Code (covered general ledger code) or the Non-Covered G/L Code (non-covered general ledger code) in the F1725 table. The system uses these general ledger (GL) codes to locate the appropriate distribution AAIs for amounts that are either covered or not covered by service contracts.

Based on the GL class code, company, and document type, the system creates an entry using the distribution AAIs. The entry consists of a business unit; an object; and optionally, a subsidiary. You can override the GL class codes.

Hierarchy for Responsible Business Unit for Cases

If the business unit of an AAI is blank, the system locates the responsible business unit, based on the value specified in the Responsible Business Unit field, which is located on the Case tab of the S/WM Constants form.

On the S/WM Constants form, you can select one of these tables for the system to use to locate the responsible business unit:

Inventory (F4117/F41171)	Select this table for the system to use the branch/plant and item number on the case to find the responsible business unit in the F41171 table. If the branch/plant field is blank, the system uses the item number on the case to find the responsible business unit in the F4117 table. If the business unit exists in the F41171 or F4117 tables, the system uses the same business unit in the resulting accounting journal entry.
Prod Family/Model (F1791) (product family/model (F1791))	Select this table for the system to use the product model on the case detail line to find the responsible business unit in the F1790 table. If the business unit exists in the F1790 table, the system uses the same business unit in the resulting accounting journal entry.
Equipment (F1201)	Select this table for the system to use the equipment number on the case detail line to find the responsible business unit in the F1201 table. If the business unit exists in the F1201 table, the system uses the same business unit in the resulting accounting journal entry.
Customer Number (F0101)	Select this table for the system to use the customer number on the case detail line to find the responsible business unit in the F0101 table. If the business unit for the customer exists in the F0101 table, the system uses the same business unit in the resulting accounting journal entry.
S&WM Line Type (F1793) (service and warranty management line type (F1793))	Select this table for the system to use the customer number on the case detail line to find the responsible business unit in the F1793 table. If the business unit for the customer exists in the F1793 table, the system uses the same business unit in the resulting accounting journal entry.
S&WM Customer Number (F1797) (service and warranty management customer number (F1797))	Select this table for the system to use the customer number on the case detail line to find the responsible business unit in the F1797 table. If the business unit for the customer exists in the F1797 table, the system uses the same business unit in the resulting accounting journal entry.

Note. If you assign a project business unit to the responsible business unit in the F0006 table, the system uses the project business unit as the business unit for the account.