Processing Manual Billings

This chapter provides an overview of the manual billing process and discusses how to:

Enter manual billing transactions.
Revise unposted billing transactions.
Generate the Billing Edit/Register report.
Review transaction batches.
Post invoices and vouchers.
Print invoices.
Print statements.
Review billing transactions.

Understanding the Manual Billing Process

Use the Manual Billing Entry program (P1511) to generate invoices to bill tenants for one-time charges such as build-outs, supplies, and repairs. You can also use this program to revise billing records that were created manually and ones that were created automatically. Additionally, if the lease is set up appropriately, you can use the P1511 program to generate vouchers for payments.

This table describes the steps in the manual billing process:

Step	Description
Enter the manual billings.	You enter the billing information that you use to process an invoice or voucher. The system creates a batch record in the Batch Control Records table (F0011) and records in the Tenant/Lease Billings Detail Master table (F1511B).
Revise unposted billing transactions. (optional)	Use the Manual Billing Entry program (P1511) to revise and delete unposted billing transactions in the F1511B table, regardless of the generation type.
Generate the Billing Edit/Register report.	After you enter manual billings, you must run the Billing Edit/Register program (R15300) to validate that the batch is ready to post.
Review transaction batches. (optional)	Use the Real Estate Journal Review program (P150011) to review, revise, and delete transactions, such as billings or fees, from a batch If no errors occur when you run the R15300 program, the system changes the batch status to either Pending or Approved, depending on the setting of the Management Approval of Input option in the Accounts Receivable or Accounts Payable constants. If you select the Management Approval of Input option, the system changes the batch status to pending and you must approve batches before posting them. If you do not select the Management Approval of Input option, the system changes the batch status to approved and the batches are ready to post.
Post invoices and vouchers.	You can post batches at an Approved status. Depending on the lease, you run either the Post RE Invoices program (R15199) to generate invoices or the Post RE Vouchers program (R15199) to generate vouchers.
Print invoices. (optional)	You can print and send invoices to tenants after you post invoices. See Printing Invoices.
Print statements. (optional)	You can print and send statements to tenants after you post invoices. See Printing Statements.
Review billing transactions	You can review manual billing transactions in detail in the Billings Transaction Inquiry program (P15211). See Reviewing Billing Transactions.
Review tenant invoice transactions. (optional)	You can review the invoices that are generated from billing transactions using the Tenant Ledger Inquiry program (P15222). See Understanding the Process to Review Applied Receipts.
Review tenant voucher transactions. (optional)	You can review the vouchers that are generated from manual billing transactions in the Supplier Ledger Inquiry program (P0411).

Note. You must run the programs that are designated as required to complete the billing generation process.

This flowchart illustrates the billing process that the system uses and the tables that are updated:

JD Edwards EnterpriseOne Real Estate billing process

New Manual Billing Entry

If you use the New Lease Entry program (P1501) to set up a new lease and you click the Manual Billing / Misc Expenses button, the system provides access to these programs to complete the billing process:

Review and Change Manual Billing (P1511).
Generate Billings Register (R15300).
Post Invoice Batch to Update G/L (R15199).
Post Voucher Batch to Update G/L (R15199).

You can run the programs at this time, or you can access them later from the Manual Billing menu (G1512).

You do not have to complete all of the tasks that you can access from the New Manual Billings form; however, the tasks that you select must be performed in this sequence:

If you need to revise the manual billing record that you entered, click the Review and Change Manual Billing button.
If you do not need to make revisions, click the Generate Billings Register button to prepare the batch for posting.
After you generate the billings register, click either the Post Invoice Batch to Update G/L button or the Post Voucher Batch to Update G/L button.

Entering Manual Billing Transactions

This section provides an overview of manual billing entry, lists prerequisites, and discusses how to:

Set processing options for Manual Billing Entry (P1511).
Enter manual billing transactions.
Set processing options for New Manual Billing (P15111).

Understanding Manual Billing Entry

You enter manual billings in batches, but you must enter invoices and vouchers in separate batches because the system processes them differently. The value that you specify in the Lessee field on the lease determines whether the system generates invoices or vouchers. If you leave the Lessee field blank, the system generates invoices. If you enter 1 or Y in the Lessee field, the system generates vouchers.

See Setting Up Lease Information.

Important! After you enter manual billings for a lease, do not change the value of the Lessee field; instead, set up a new lease with the appropriate value. Otherwise, the system might produce unpredictable results.

When you enter a manual billing transaction, you can specify the payment terms and tax information for the entire transaction or for each pay item. You can also use media objects to add text to transactions that appears on the invoices that you send to tenants. You assign text to invoices or vouchers on the Work With Manual Billings form.

When you enter a batch of manual billing transactions, the system:

Creates a batch header record in the F0011 table, assigns a batch type of 1, and assigns a batch status of Error. Even if the batch is in error, you can still add, revise, and delete records from the batch.
Creates records in the F1511B table and assigns a generation type of 7 if you set the processing option correctly.

If you do not set the processing option to provide a default generation type, you must enter it manually when you enter the billing record. If the system assigns a generation type other than 7, you did not set the processing option correctly, and you need to change it either to blank or 7 for the version that is used to enter manual billings.

Note. The system does not update the Billings Generation Control table (F15011B) for manual billings.

See Reviewing Billing Control Information.

New Manual Billing Entry

If you are ready to enter manual billing records when you set up the lease in the New Lease Setup program (P015010), you can access the New Manual Billing Entry program (P15111) by clicking theManual Billing / Misc. Expenses button on the New Lease Setup form.

Note. The P15111 program is available only from the New Lease Setup form. If you do not click the Manual Billing / Misc. Expenses button when you set up a new lease, you cannot access the P15111 program.

See Setting Up New Lease Entries.

Prerequisites

Before you complete the tasks in this section, you must:

Set the appropriate constants if using batch control.

See Setting Up System Controls for Accounts Receivable.
Verify that the Lessee field on the lease has the appropriate value for generating either invoices or vouchers.
Verify that the processing options are set up to display the tax fields if you need to add transactions with taxes.

Forms Used to Enter Manual Billing Transactions

Form Name	FormID	Navigation	Usage
Work with Manual Billings	W1511B	Manual Billing (G1512), Manual Billing Entry	Review and select manual billing records.
Manual Billing Revisions	W1511A	On the Work with Manual Billings form, click Add.	Enter manual billing records.

Setting Processing Options for Manual Billing Entry (P1511)

Processing options enable you to specify the default processing for programs and reports.

Display

1. Display Tax Fields

Specify whether to display the Tax Explanation Code, Tax Rate/Area, Taxable Amount, and Tax Amount fields on the Manual Billing Revisions form. Values are:

Blank: Use the setting of the Tax Suppress option in the F1510B table to determine whether to display the tax fields.

0: Display. If you select this option, the system ignores the setting of the Tax Suppress option in the F1510B table.

1: Do not display. If you select this option, the system ignores the setting of the Tax Suppress option in the F1510B table.

2. Display Service/Tax Date Field

Specify whether to display the Service/Tax Date field on the Manual Billing Revisions form. Values are:

Blank: Display.

1: Do not display.

Process

1. Validate Building Against Lease	Specify whether to validate whether the building on the billing is also set up on the lease. Values are: Blank: Validate. 1: Do not validate.
2. Generation Type	Specify the default generation type for which the system allows you to enter or revise manual billings. The system allows you to review transactions for all generation types, but limits the ability to add or revise transactions to the generation type that is specified. Values are: Blank: The system does not provide a default value; you must manually enter the generation type. Add or revise billing records for all generation types. 1: Recurring billings. 2: Expense participation. 3: Sales overage. 4: Escalations. 5: Accounts receivable fees and interest. 6: Estimated expense participation. 7: Manual billing.
3. Populate Doing Business As (DBA)	Specify whether to update the DBA (doing business as) field with the value from the corresponding field in the F15017 table. Values are: Blank: Do not update. 1: Update.
4. Retrieval of Tax Rate	Specify the date the system uses to retrieve the tax rate. The system retrieves the tax rate from the Tax Areas table (F4008) based on the date specified. Values are: Blank: Use the G/L date to retrieve the tax rate. 1: Use the service tax date to retrieve the tax rate.

Currency

1. Exchange Rate Date

Specify the date to use to retrieve the exchange rate for multicurrency billings when an exchange rate is not entered on the lease or on the entry form. The system retrieves the exchange rate from the Currency Exchange Rates table (F0015) based on the date that is specified. Values are:

Blank: General ledger date.

1: Invoice date.

Note. The system generates an error if it cannot locate a valid exchange rate.

Entering Manual Billing Transactions

Access the Manual Billing Revisions form.

Enter the same information for manual billing records whether you access the program from the menu or from the New Lease Setup form.

Header Area

Invoice Number	Enter the number that identifies the original document, such as a voucher, invoice, or journal entry. On entry forms, you can assign the document number or have the system assign it using the Next Numbers program (P0002). The system uses matching document numbers to identify related documents in the JD Edwards EnterpriseOne Accounts Receivable and JD Edwards EnterpriseOne Accounts Payable systems. In the Edwards EnterpriseOne Accounts Payable system, an original document is a voucher and a matching document is a payment. In the Edwards EnterpriseOne Accounts Receivable system, an original document is an invoice and a matching document is a receipt. Note. In the Accounts Receivable system, these transactions simultaneously generate original and matching documents: deductions, unapplied receipts, chargebacks, and drafts. If you leave this field blank, the system assigns the invoice number from the Next Numbers - Automatic table (F0002) for the JD Edwards EnterpriseOne Accounts Receivable system. You cannot assign the same invoice number to more than one invoice for the same company.
Invoice Amount	Enter the invoice amount.
Invoice Date	Enter the date of the invoice. You can enter either the date of the supplier's invoice to you or the date of the invoice to a customer.
G/L Date (general ledger date)	Enter the date that identifies the financial period to which the transaction posts. The company constants table for general accounting specifies the date range for each financial period. You can use up to 14 periods. Generally, period 14 is for audit adjustments.
Tax Ex Code (tax explanation code)	Enter the hard-coded user-defined code (UDC) from UDC table 00/EX that controls the algorithm that the system uses to calculate tax and general ledger (GL) distribution amounts. The system uses the tax explanation code in conjunction with the tax rate area and tax rules to determine how the tax is calculated. Each transaction pay item can be defined with a different tax explanation code. If you leave this field blank, the system uses the tax information that is set up for the tenant from either the Customer Master by Line of Business table (F03012) or the Supplier Master table (F0401), depending on whether you are entering a billing record for an invoice or a voucher. You can also override any values that the system assigns. If you do not want to assign the same tax explanation code to all of the pay items on the transaction, either leave the field blank and enter the value for the appropriate pay items in the detail area of the form, or use the value that is supplied and override it on the individual pay item.
Tax Rate Area	Enter a code that identifies a tax or geographic area that has common tax rates and tax authorities. The system validates the code against the Tax Areas table (F4008). The system uses the tax rate area in conjunction with the tax explanation code and tax rules to calculate tax and GL distribution amounts when you create an invoice or voucher. If you leave this field blank, the system uses the tax information that is set up for the tenant from either the Customer Master by Line of Business table (F03012) or the Supplier Master table (F0401), depending on whether you are entering a billing record for an invoice or a voucher. You can also override any values that the system assigns. If you do not want to assign the same tax rate area to all of the pay items on the transaction, either leave the field blank and enter the value for the appropriate pay item in the detail area of the form, or use the values that are supplied and override it on the individual pay item.
Payment Terms	Enter the value that specifies the terms of payment, including the percentage of discount that is available if the invoice is paid by the discount due date. Use a blank code to indicate the most frequently used payment term. You define each type of payment term in the Payment Terms program (P0014). If you leave this field blank, the system uses the payment term code that is set up for the lease.
Serv/Tax Date (service/tax date)	If the processing options are set to display this field, enter the date that the service, sale, activity, or tax occurred or became effective. If you leave this field blank, the system enters the general ledger date.
Supplier Invoice	Enter the supplier's invoice number that is used for voucher entry. Voucher entry allows only one invoice per voucher number. If multiple invoice numbers exist on a voucher, you must set them up as multiple vouchers or combine the invoices and enter them as one voucher. Depending on how you have the accounts payable constants set, the system can accept a duplicate invoice number without warning or error, generate a warning message in which the duplicate invoice number can still be accepted, or generate an error. The system treats blank values in the same manner as any other invoice number. Two blank invoice numbers are treated as duplicates. You can test for duplicate invoice numbers that have been entered in error by running the Suspected Duplicate Payments report (R04601). Note. You do not validate duplicate invoice numbers for vouchers with document type NO. These vouchers are created by the Generate Reimbursements program (R03B610).
Gen Type (generation type)	To identify a manual billing transaction, enter 7.
Inv Prt Cd (invoice print code)	Enter a value that specifies whether to print invoices for the tenant. Values are: Y: Print. N: Do not print. Note. The system uses the Send Invoice To field on the customer master record to determine only the billing address that prints on the invoice. If the value is N (do not print), the system ignores it.
Trans Curr (transaction currency)	Enter the code that identifies the currency of a transaction. The system uses the base and transaction currencies that are set up in the lease as default values. You can override the transaction currency, if necessary.
Exchange Rate	Enter the number (exchange rate) that a foreign currency amount is multiplied by or divided by to calculate a domestic currency amount. The number can be a maximum of seven decimal positions. If more are entered, the system rounds to seven decimal positions. The system uses the exchange rate that is set up in the lease as the default value. If a default value does not exist for the lease and you leave this field blank, the system retrieves the value from the Currency Exchange Rates table (F0015) based on the date that is specified in the Exchange Rate Retrieval Date processing option on the Currency tab.
Foreign	If you select this check box, the system displays amounts in the foreign currency of the transaction. If you do not select this check box, the system displays amounts in the domestic currency of the transaction.

Detail Area

Pay Itm (document pay item)

Specifies a number that identifies the pay item for a voucher or an invoice. The system assigns the pay item number. If the voucher or invoice has multiple pay items, the numbers are sequential.

Gross Amount

Enter the total amount of the invoice or voucher pay item. The gross amount can include the tax amount, depending on the tax explanation code. The system does not decrease the gross amount when payments are applied. When you void a transaction, the system clears the Gross Amount field.

The amount that you enter for each pay item must total to the amount that you enter in the Invoice Amount field in the header portion of the form.

Setting Processing Options for New Manual Billing (P15111)

Processing options enable you to specify the default processing for programs and reports.

Versions

1. Manual Billing (P1511)	Specify the version of the P1511 program to use. If you leave this processing option blank, the system uses the ZJDE0001 version.
2. Billing Edit Register (R15300)	Specify the version of the R15300 program to use. If you leave this processing option blank, the system uses the XJDE0007 version.
3. Post Invoice Batch to G/L (R15199)	Specify the version of the R15199 program to use. If you leave this processing option blank, the system uses the ZJDE0001 version.
4. Post Voucher Batch to G/L (R15199)	Specify the version of the R15199 program to use. If you leave this processing option blank, the system uses the ZJDE0002 version.

Revising Unposted Billing Transactions

Use the Manual Billing Entry program (P1511) to revise and delete unposted billing transactions in the F1511B table, regardless of the generation type. If you revise or delete the amount of a pay item, you must also change the invoice amount in the header portion of the form to reflect the new amount.

Note. You cannot revise or delete a posted transaction; instead, you must enter another transaction to adjust or offset it (for example, a credit or debit memo), and then complete the billing process to generate the invoice or voucher.

Considerations for Deleting Billing Transactions

Depending on the generation type of the billing transaction, the system performs additional updates when you delete a transaction. This table describes the additional updates that occur when you delete an unposted transaction for the specified generation type:

Generation Type	System Action
1: Recurring Billings	The system updates the F15011B table by removing the G from the Period field in which the transaction was generated.
2: Expense Participation	The system updates the F15011B table by removing the G from the Period field in which the transaction was generated. The system deletes the associated record in the E.P Billing Register table (F1538B).
3: Sales Overage	The system updates the F15011B table by removing the G from the Period field in which the transaction was generated.
4: Escalation	The system updates the F15011B table by removing the G from the Period field in which the transaction was generated. The system deletes the associated record from the F1548B table.

Generating the Billing Edit/Register Report

This section provides an overview of the Billing Edit/Register program (R15300) and discusses how to:

Run the Billing Edit/Register program.
Set processing options for Billing Edit/Register (R15300).

Understanding the Billing Edit/Register Program (R15300)

After you enter or generate billings, you must run the Billing Edit/Register program (R15300) to validate the transactions in the batch and to change the batch status. Depending on the type of billing, you can set a processing option to run this program automatically (for example, when you generate recurring billings).

This table indicates the version of the R15300 program to run based on the generation type:

Generation Type	Version
1: Recurring billings	XJDE0001
2: Expense participation	XJDE0002
3: Sales overage	XJDE0003
4: Escalation	XJDE0004
5: A/R fees and interest	XJDE0005
6: Estimated expense participation	XJDE0006
7: Manual billings	XJDE0007

Note. You can use a processing option to specify whether to use a specific batch number or data selection to specify the batches to process. Do not specify a batch number in both the processing option and the data selection; otherwise, the system returns an error message and does not process the transactions.

If no errors occur when you run the R15300 program, the system changes the batch status to either Pending or Approved, depending on the setting of the Management Approval of Input option in the Accounts Receivable or Accounts Payable constants:

If you select the Management Approval of Input option, the system changes the batch status to pending and you must approve batches before posting them.
If you do not select the Management Approval of Inputoption, the system changes the batch status to Approved and the batches are ready to post.

Note. If you have specified that a manual review is required, the batch status remains in an Error status until the value is cleared from the Manual Rev Reqd field, which you access from the Manual Billing Entry program (P1511). The system provides this field to ensure that managers review specific batches, for example, for billing record amounts that are over a certain limit.

Running the Billing Edit/Register Program

Select Billing Edit/Register from one of these menus:

Manual Billing (G1512)
Recurring Billing (G1521)
Sales Overage (G1522)
Expense Participation (G1523)
Escalations (G1524)
Fees & Interest (G1527)

Setting Processing Options for Billing Edit/Register (R15300)

Processing options enable you to specify the default processing for programs and reports.

Process

1. Batch Selection

Specify the batch number to process. If you leave this processing option blank, the system processes batches based on data selection.

2. Update Batch Header

Specify whether the system updates the batch header record (F0011) for batches that are processed using data selection. If you enter a value in the Batch Selection processing option, the system updates the batch header record automatically. Values are:

Blank: Do not update. The batch status remains in an Error status, and you must manually approve it.

1: Update. The system updates the batch status of the batch header record based on the setting of the Manager Approval of Input option in the constants program that corresponds to the type of batch. For example, if the option is set to Y in the Accounts Receivable constants, the system updates the batch status to Pending for all AR batches.

1. Print Report	Specify whether to print a transaction report of batches that have been processed, and whether to include all transactions for the batch on the report. Values are: Blank: Print all transactions for the batches that are processed on the report. 1: Do not print a report. 2: Print only those transactions that were in error. If you leave the Print Warning Messages processing option is blank, the system includes warning messages on the report.
2. Print Invoice Attachments	Specify whether the system prints invoice attachments on the transaction report. The system prints invoice attachments only when the processing option Print Report is blank. Values are: Blank: Do not print. 1: Print.
3. Print Warning Messages	Specify whether to print warning messages on the transaction report. Values are: Blank: Print. 1: Do not print. Note. The system prints errors regardless of the setting of this processing option.
4. Print Description	Specify whether to print the tenant description or the lease description on the report. Values are: Blank: Tenant description. 1: Lease description.

Currency

1. Report Currency

Specify whether to print multicurrency transaction amounts in the base or transaction currency. Values are:

Blank: Base currency.

1: Transaction currency.

Reviewing Transaction Batches

This section provides an overview of the Real Estate Journal Review program (P150011) and discusses how to:

Set processing options for Real Estate Journal Review (P150011).
Review manual billing batches.

Understanding the Real Estate Journal Review Program (P150011)

Use the Real Estate Journal Review program (P150011) to review, revise, and delete transactions, such as billings or fees, from a batch. You should review the transactions before you run the G/L Transaction Generation program (R15199) to generate invoice and voucher transactions. Depending on whether the organization requires management approval, you might also be required to approve the batches.

The P150011 program appears on all of the JD Edwards EnterpriseOne Real Estate system menus that you use to generate F1511B transactions. Depending on the menu, the program name varies to reflect the default generation type that is assigned to the transactions in the batch. For example, when you access the Manual Billing Journal Review program from menu G1512, you review batches of transactions for generation type 7 only.

The system provides three levels of detail for reviewing and approving batches of billing transactions:

General batch review.
General review of transactions within a batch.
Detailed review of a transaction.

Note. Use these guidelines to identify the Real Estate Journal Review program (P150011) versus the Batches program (P0011).

You use the P150011 program to review records in the F1511B table that you post using the R15199 program in order to generate invoice and voucher transactions.

You use the P0011 program to review invoice, voucher, and receipt batches before you run the financial post program (R09801) to update records in the F0902 table.

Batch Control

To activate batch control, select the Batch Control Required check box in the General Accounting, Accounts Payable, or Accounts Receivable constants in the System Setup program (P0000).

If you use batch control, the system shows the differences between the expected entries and the actual entries in a batch. These differences are illustrated for both the input total and the number of documents. The differences are informational only.

If you do not use batch control, the system subtracts the actual entries from 0, resulting in negative amounts in the fields that display the differences. The differences are informational only.

Form Used to Review Transaction Batches

Form Name	FormID	Navigation	Usage
Work With Batches	W150011A	Manual Billing (G1512), Manual Billing Journal Review	Review manual billing batches. Approve batches. Post batches.

Setting Processing Options for Real Estate Journal Review (P150011)

Processing options enable you to specify the default processing for programs and reports.

Process

1. Generation Type

Specify the default generation type on the Work With Batches form. If you leave this processing option blank, the system does not display Real Estate Management batches. Values are:

1: Recurring billings.

2: Expense participation.

3: Sales overage.

4: Escalations.

5: Accounts receivable fees and interest.

6: Estimated expense participation.

7: Manual billing.

Versions

These processing options specify the version of the program that the system uses when you access it by selecting Transaction Apps on the Form menu of the Work With Batches form.

1. Manual Billing Revisions (P1511)	Specify the version of the P1511 program to use. If you leave this processing option blank, the system uses the ZJDE0001 version.
2. RE Receipts Entry (P15103)	Specify the version of the P15103 program to use. If you leave this processing option blank, the system uses the ZJDE0001 version.
3. Tenant Ledger Inquiry (P15222)	Specify the version of the P15222 program to use. If you leave this processing option blank, the system uses the ZJDE0001 version.
4. Billing Edit / Register (R15300)	Specify the version of the R15300 program to use. If you leave this processing option blank, the system uses the ZJDE0001 version.
5. Post RE Invoices (R15199)	Specify the version of the R15199 program to use. If you leave this processing option blank, the system uses the ZJDE0001 version.
6. Post RE Vouchers (R15199)	Specify the version of the R15199 program to use. If you leave this processing option blank, the system uses the ZJDE0002 version.

Reviewing Manual Billing Batches

Access the Work With Batches form.

Batch Number

Enter the number that identifies a group of transactions that the system processes and balances as a unit.

Unposted Batches, Posted Batches, and All Batches

Specify which batches to display.

If you select Unposted Batches, the system displays all batches that are not posted or are in error.

If you select Posted Batches, the system displays all batches that have been successfully posted.

If you select All Batches, the system displays all batches.

Posting Invoices and Vouchers

This section provides an overview of the post process and discusses how to:

Post invoices and vouchers.
Set processing options for Post RE Invoices and Post RE Vouchers (R15199).

Understanding the Post Process

After you successfully run the Billing Edit/Register program (R15300) and approve batches (if necessary), you must post the batches to create transactions in the appropriate tables. The system provides two versions of the G/L Transaction Generation program (R15199); one to generate invoices, Post Invoices, and one to generate vouchers, Post Vouchers. The only difference between the two versions is the setting of the Batch Type processing option. You must run the appropriate version for the billing documents in the batch; you cannot generate and process invoices and vouchers in the same batch.

Regardless of whether you post invoices or vouchers, the system:

Selects records from the Lease Billing Master table (F1511B).
Creates a new record in the F0011 table and assigns it one of these batch types:
- For invoices, the system assigns the batch type 2B.
- For vouchers, the system assigns the batch type / (forward slash).
  
  For audit purposes, the system uses the same batch number that was assigned to the original batch.
Creates records in the F03B11 table and the F0911 table if you post invoices, and assigns the records one of these document types (based on the program that originated the billing record):
- RD: Recurring billing
- RH: Expense participation
- RJ: Sales overage
- RL: Escalations
- RN: Manual billing
- RT: Fees and interest
Creates records in the Accounts Payable Ledger table (F0411) and the Account Ledger table (F0911) if you post vouchers, and assigns the records one of these document types (based on the program that originated the billing record):
- PF: Recurring billing
- PJ: Sales overage
- PQ: Manual billing, expense participation, escalations
Creates records in the F0911 table if you post accrual entries from recurring billings, and assigns the records a document type of AC.

The system also updates the Subledger and Subledger Type fields as illustrated in this table, depending on the setting of the Update Subledger In Account Ledger processing option:

Processing Option Setting

Subledger

Subledger Type

1 (tenant)

Address Book Number

A

2 (lease)

Lease Number

L

3 (unit)

Unit Number

U
Updates the posted code to D on the records in the F1511B table.
Changes the billing status from G to X for the appropriate period in the F15011B table for these generation types:
- 1: Recurring billing
- 2: Expense participation
- 3: Sales overage
- 4: Escalation
- 6: Estimated expense participation
Automatically submits the General Ledger Post Report (R09801), which:
- Creates automatic entries with the document type AE in the F0911 table.
- Updates the Account Balance table (F0902).
- For invoices, updates the posted code on records in the F03B11 table to D.
- For vouchers, updates the posted code on records in the F0411 table to D.
- Updates the posted code on records in the F0911 table to P.
- Updates the batch status to GL Approved.

Processing Option Setting	Subledger	Subledger Type
1 (tenant)	Address Book Number	A
2 (lease)	Lease Number	L
3 (unit)	Unit Number	U

Correcting Errors

If the post program encounters an error, the system updates the batch status to GL Error. When this occurs, the system does not update the F0902 table, nor does it update the posted code to D on the records in the F0911 table.

After you correct the errors, you must post the batch again. Because the system updates the posted code to D on records in the F1511B table, you must set the processing option for Posted Batches Data Selection to 1 to ensure that the system includes the posted records from the F1511B table. The system does not create additional records in the F03B11, F0411, and F0911 tables.

Posting Invoices and Vouchers

Select either Post RE Invoices or Post RE Vouchers from one of these menus:

Manual Billing (G1512)
Recurring Billing (G1521)
Sales Overage (G1522)
Expense Participation (G1523)
Escalations (G1524)
Fees & Interest (G1527)

Setting Processing Options for Post RE Invoices and Post RE Vouchers (R15199)

Processing options enable you to specify the default processing for programs and reports.

Select

1. Batch Type

Specify the transaction batch type to process. If you leave this processing option blank, the system does not process any transactions. Values are:

2B: Invoices.

/: Vouchers.

2. Process Posted Batches

Specify whether to process batches that include one or more transactions that have been previously posted to the Tenant/Lease Billings Detail Master table (F1511B), but have not been posted to the Customer Ledger table (F03B11), the Supplier Ledger table (F0411), or the Account Ledger table (F0911). Values are:

Blank: Do not process.

1: Process.

Note. The system does not process batches that have corresponding records in the F03B11 table, the F0411 table, or the F0911 table, regardless of the setting of this processing option.

Process

1. Apply Credit Amounts	Specify whether the system applies credit amounts to invoices that it generates. For the system to apply the credit amount, the transaction must have the same lease number and bill code as the invoice to which it is applied. The system generates a separate receipt batch (batch type RB) for transactions that have applied credits; you must post this batch manually to update the general ledger. Values are: Blank: Do not apply. 1: Apply. Note. The system ignores this processing option for tenant batches (batch type /).
2. Type of Credits	Specify the type of credit amounts to apply to the invoice; use this processing option in conjunction with the Apply Credit Amounts processing option. For the system to apply the credit amount, the transaction must have the same lease number and bill code as the invoice to which it is applied. The system ignores this processing option if the Apply Credit Amounts processing option is blank. Values are: Blank: Apply only credits from unapplied receipts. 1: Apply all open credits. Note. The system ignores this processing option for voucher batches (batch type \).
3. Match Credit Date	Specify whether to use an additional date criteria to locate and apply the credit transaction and the type of date. The system uses the date that is specified in addition to the lease number and bill code to locate and apply credit amounts to invoices. Values are: Blank: Invoice date 1: Due date 2: Service/tax date 3: GL date 4: Do not use a date criteria to apply credits. Note. The system ignores this processing option for voucher batches (batch type \).
4. Match Building and Unit	Specify whether to use the building number and unit, in addition to the lease number and bill code, as criteria to locate and apply credit transactions to invoices. Values are: Blank: Use. 1: Do not use. Note. The system ignores this processing option for voucher batches (batch type \).
5. FASB 13 Summarization	Specify whether to summarize the FASB 13 amounts by revenue account and document number when the system generates the Account Ledger record (F0911). Values are: Blank: Do not summarize. 1: Summarize.
6. Update Subledger In Account Ledger	Specify the value that the system uses to update the Subledger field on Account Ledger transactions in the F0911 table. The system updates all transactions in the batch based on the value that is specified. Values are: Blank: Use the subledger value from the Tenant/Lease Billings Detail Master record (F1511B). 1: Use the tenant number. 2: Use the lease number. 3: Use the unit number.
7. Sales Overage Zero-Net Pay Items	Specify whether to write pay items, which net to zero to the Customer Ledger (F03B11), Accounts Payable Ledger (F0411), and Account Ledger (F0911) tables. This relates particularly to sales overage invoices that do not meet the minimum rent amount; thus, resulting in an invoice amounting to zero. Values are: Blank: Do not write pay items that net to zero to these tables. 1: Write pay items that net to zero to these tables.

Versions

1. General Ledger Post Report (R09801)	Specify whether to override the default version of the R09801 program that the system uses to post invoice and voucher transactions to the general ledger. If you leave this processing option blank, the system uses the ZJDE0026 version for invoice batches (batch type 2B) and the ZJDE0037 version for voucher batches (batch type /).
2. Receipts Journal (R03B311)	Specify the version of the R03B311 program to use when credit amounts are applied to invoices. If you leave this processing option blank, the system does not generate a report.
3. Journal Entry MBF (P0900049)	Specify the version of the P0900049 program to use to generate Account Ledger transactions in the F0911 table. If you leave this processing option blank, the system uses the ZJDE0001 version.
4. Invoice Entry MBF (P03B0011)	Specify the version of the P03B0011 program to use to generate Customer Ledger transactions in the F03B11 table. If you leave this processing option blank, the system uses the ZJDE0001 version.
5. Voucher Entry MBF (P0400047)	Specify the version of the P0400047 program to use to generate Supplier Ledger transactions in the F0411 table. If you leave this processing option blank, the system uses the ZJDE0001 version.
6. Escalation Update (R15152)	Specify the version of the R15152 program to use to process escalation batches (generation type 4) that have not been previously posted. If you leave this processing option blank, the system uses the XJDE0001 version.

Printing Invoices

This section provides an overview of the process to print invoices, lists a prerequisite, and discusses how to:

Print invoices.
Set processing options for Print RE Invoices (R15500).

Understanding the Process to Print Invoices

You can print invoices for the tenants after you have entered manual billings or generated recurring billings. You can print invoices before transactions are posted.

When you run the Print Invoices program (R15500), the system prints each invoice on a separate page. The invoice includes information such as the tenant and lease, invoice date and document (reference) number, remarks, and amounts. You can use data selection to print specific invoices for specific tenants.

The system uses the value of the Print Invoice field from the billing record to determine whether to generate and print an invoice. The system uses the value of the Send Invoice To field from the customer master record in the Customer Master by Line of Business table (F03012) to determine the billing address that appears on the invoice. The system prints invoice information from the Lease Billings Master table (F1511B).

Prerequisite

Before you complete the tasks in this section, you must verify that the first field, immediately following the Print (I/S/N) field, which is located on the Lease Info Page 2 tab on the Lease Master Revisions form, is set to Y. This field controls whether the system prints invoices for the tenant.

Note. If the Print (I/S/N) field is set to Y and the system does not print the invoice, review the value of the Inv Prt Cd field on the Manual Billing Revisions form. If this is set to N, it overrides the value from the lease.

Printing Invoices

Select Print RE Invoices from one of these menus:

Manual Billing (G1512)
Security Deposits (G1515)
Recurring Billing (G1521)
Sales Overage (G1522)
Expense Participation (G1523)
Escalations (G1524)
Fees & Interest (G1527)

Setting Processing Options for Print RE Invoices (R15500)

Processing options enable you to specify the default processing for programs and reports.

Select

1. From Date and 2. Through Date

Specify the date range to use to print invoices. If you leave the From Date processing option blank, the system uses the system date as the beginning date in the date range.

1. Zero Balance or Credit Balances	Specify whether to print invoices that have a zero or credit balance. Values are: Blank: Print. 1: Do not print.
2. First Invoice Reference Number	Specify whether to print the invoice reference number of the first invoice on the header portion of the form, beneath the page number. Values are: Blank: Do not print. 1: Print.
3. Invoice Attachments	Specify whether to print attachment information on the invoice. Values are: Blank: Print. 1: Do not print.
4. Tax Amounts	Specify whether to print tax amounts in a separate column on the invoice. Values are: Blank: Do not print. 1: Print.
5. Invoice From Address	Specify which address to print as the from address on the invoice. The system retrieves the value from the corresponding field of the building record in the Business Unit Master table (F0006). The system prints the from-address that is specified only when the value is different from the remit-to address. Values are: Blank: Company address. 1: Facility address. 2: Remit-to address.
6. Additional Invoice Text	Specify any additional text to print on each invoice.

Printing Statements

This section provides an overview of the process to print statements, list prerequisites, and discusses how to:

Print statements.
Set processing options for Print RE Statements (R155001).

Understanding the Process to Print Statements

Use the Print RE Statements program (R155001) to send statements to tenants to inform them about their account activities and to provide them with an additional payment option. Statements list open invoices and their due dates, as well as the invoices that were paid in that period.

You can generate these types of statements:

Open invoice statements.

Each invoice appears on a statement until the invoice is paid.
Summarized or balance forward statements.

Unpaid invoices are summarized into a single balance forward amount, similar to a credit card statement.
Zero balance statements.

The system prints statement information from the Customer Ledger table (F03B11). The system stores statement information in these tables:

A/R Notification History (F03B20).

This table stores information about the statement.
A/R Notification History Detail (F03B21).

This table stores information about the invoices that appear on the statement.

Because the system stores statement information, you can review statements that were previously generated online to answer tenant inquiries and to reprint statements. You can also reset the last statement that the system generated so that you can include a last-minute payment by a tenant or revise the data selection. You must purge the statement tables to delete information.

Prerequisites

Before you complete the tasks in this section, you must:

Verify that the Print Statement option on the tenant's customer master record is enabled.
Verify that the Print Statement option in the Accounts Receivable system constants is enabled for each company for which you want to print statements.
Verify that the Print (I/S/N) field on the Lease Info Page 2 tab on the Lease Master Revisions form is set to Y for the tenant's lease.

The Print Statement field is the second of the three that appear on the form after the field description.
Set up any messages that you want to appear on the statement.

See Setting Up Statement Messages.
Run the Post Invoices program (R15199) to generate invoice transactions in the Customer Ledger table (F03B11).
Post the receipt transactions to ensure that the statement reflects the most current information.

Printing Statements

Select Print RE Statements from one of these menus:

Manual Billing (G1512)
Recurring Billing (G1521)
Fees & Interest (G1527)

Setting Processing Options for Print RE Statements (R155001)

Processing options enable you to specify the default processing for programs and reports.

Aging

1. Print Aging	Specify whether to print aging information on the statement. Values are: Blank: Do not print. 1: Print.
2. Retrieve Aging Specifications	Specify whether to retrieve the aging specifications and statement date from the Accounts Receivable constants. Values are: Blank: Use processing options to retrieve aging specifications and the statement date. 1: Use the Accounts Receivable constants.
3. Statement Date	Specify the date for the system to use to determine the aging category to which to assign open invoices. The system compares the date that you enter to the date on the invoice, as specified by the Age Open Balances Date processing option, to determine the number of days that the invoice is past due. The system also uses this date as the statement date that is printed on the statement. If you leave this processing option blank, the system uses today's date to age open invoices.
4. Open Balances Date Type	Specify the date on the invoice that the system uses to determine the aging category. The system compares the date that you specify to the value in the Statement Date processing option to determine the number of days that the invoice is past due. Values are: Blank: Use the default value of D (due date). D: Invoice due date. I: Invoice date. G: GL date. S: Statement date.
5. Aging Method	Specify which aging categories the system uses to assign invoices. The system uses the date that is specified in the Statement Date processing option and the value that is specified in the Open Balances Date Types processing option to calculate the aging for each invoice, and then assigns them to the aging category that is specified by this code. Values are: Blank: Use the default value 1 (aging days). 1: Aging days. The system assigns invoices to the aging categories that are specified in the Aging Day Ranges processing options. The aging categories are user-defined. 2: Fiscal periods. The system uses the fiscal periods that are defined by the date pattern that is assigned to the company record as the aging categories. 3: Calendar. The system uses each calendar month as an aging category.
6. Apply Credits	Specify whether to age credit amounts according to the aging specifications, or to apply credits to the Current Aging column that prints on the statement. Values are: Blank: Age credits according to the aging specifications. 1: Apply credits to the Current Aging column.

Aging Days

1. Aging Day Ranges

Specify the number of days to begin each aging category in the Range 1 Begin through Range 6 Begin fields. The system uses the number of days to determine the interval for the six aging categories that are printed on the statement.

1. Remit To Address	Specify whether to print the remit-to address from the building record. Values are: Blank: Print. 1: Do not print.
2. Account Summary Information	Specify whether to print an account summary on the statement. Values are: Blank: Print. 1: Do not print.
3. Future Amounts	Specify whether to print invoice amounts that are not due on the statement. The system uses the value that is entered in the Date of Future Amounts processing option to determine whether the invoice amount is future. Values are: Blank: Print. 1: Do not print.
4. Date of Future Amounts	Specify the date to use to indicate that an invoice amount is in the future. The system compares the GL date of the invoice record (F03B11) to the date that is entered in this processing option to determine whether the amount is in the future. The system prints future amounts on the invoice only when the Future Amounts processing option is blank; otherwise, the system ignores this processing option.
5. Date to Include Detail	Specify the date from which the system prints invoice details on the statement. The system uses the date that you enter to determine the balance forward amount that is printed on the statement. All invoice records (F03B11) with a GL date on or before the date that is entered are included in the balance forward amount. The system prints a separate detail record for all invoice records with a GL date after the date that is entered. If you leave this processing option blank, the system uses today's date.
6. FROM Address Selection	Specify the address that the system prints as the from address on the statement. The system retrieves the value from the corresponding field of the building record in the Business Unit Master table (F0006). Values are: Blank: Company address. 1: Facility address. 2: Remit-to address.
7. Include Paid Invoices	Specify whether to include invoices that were paid in the current period on the statement. Values are: Blank: Include. 1: Exclude.

Message

1. Message Identifier - Top Of Statement

Specify the message identifier that corresponds to the code that is set up in the Statement Messages program (P00191). The system locates the associated text to print based on the identifier (code) that you enter. For example, if you enter REMIT for this processing option, the system retrieves the text that is associated with the code REMIT that is set up in the Statement Messages program. The system prints the message in the remittance section of the statement.

If you leave this processing option blank, the system does not print a remittance message on the statement.

2. Message Identifier Aging Bucket 1

Specify the message identifier in the Aging Bucket 1 through Aging Bucket 6 fields that corresponds to the code that is set up in the Statement Messages program (P00191). The system locates the associated text to print based on the identifier (code) that you enter.

For example, if you enter AGE1 for the Aging Bucket 1 processing option, the system retrieves the text that is associated with the code AGE1 that is set up in the Statement Messages program. The system prints the message in the aging information section of the statement. The system prints the text that is associated with the aging category only when an amount prints in the aging category that is specified.

If you leave this processing option blank, the system does not print a message for the aging category on the statement.

3. Message Identifier - Total Line

Specify the message identifier that corresponds to the code that is set up in the Statement Messages program (P00191). The system locates the associated text to print based on the identifier (code) that you enter. For example, if you enter TOTAL for the processing option, the system retrieves the text that is associated with the code TOTAL that is set up in the Statement Messages program. The system prints the message in the account summary section of the statement.

Currency

1. Report Currency

Specify the currency to use to print amounts on the statement if you process transactions in a multicurrency environment. Values are:

Blank: Base currency

1: Transaction currency

Reviewing Billing Transactions

This section provides an overview of reviewing billing transactions and discusses how to set processing options for Billings Transaction Inquiry (P15211).

Understanding Reviewing Billing Transactions

Use the Billings Transaction Inquiry program (P15211) to review the details of a billing transaction. When you select a record to review, the system displays the billing details from the Lease Billings Master table (F1511B) and the Lease Billings History table (F1511HB). You cannot revise billing transactions using this program; you can only review them.

Note. The system updates the F1511HB table only when you generate sales overage and fee and interest billings.

Forms Used to Review Billing Transactions

Form Name	FormID	Navigation	Usage
Work With Billing Transactions	W15211A	Tenant & Lease Information (G1511), Billings Transaction Inquiry	Review and select billing records.
Transaction Detail	W15211D	On the Work With Billing Transactions form, select a billing record.	Review the details of the billing record on one form.

Setting Processing Options for Billings Transaction Inquiry (P15211)

Processing options enable you to specify the default processing for programs and reports.

Versions

These processing options specify the program version to use when you access the program from the Form menu. If you leave any of the following processing options blank, the system uses the ZJDE0001 version.

1. Manual Billing Entry (P1511)	Specify the version of the P1511 program to use.
2. Tenant Ledger Inquiry (P15222)	Specify the version of the P15222 program to use.
3. Supplier Ledger Inquiry (P0411)	Specify the version of the P0411 program to use.
4. Account Ledger Inquiry (P09200)	Specify the version of the P09200 program to use.
5. Batch Journal Review (P150011)	Specify the version of the P150011 program to use.