Payables

• AP business units

• AP voucher origins

PeopleSoft Enterprise Payables 9.1 PeopleBook

Billing

• Bill by

• Bill sources

• Bill types

• Billing cycles

• Billing inquiry phone

• Billing specialists

• Collectors

• Credit analysts

• Invoice forms

• Support teams

• Billing business units

PeopleSoft Enterprise Billing 9.1 PeopleBook

Contracts

• Amendment reasons

• Amendment types

• Contract legal entities

• Contract statuses

• Contract types

• Contracts business units

• Products

PeopleSoft Enterprise Contracts 9.1 PeopleBook

Project Costing

• Activity statuses

• Activity types

• Analysis types

• Project integration templates

• Project roles

• Project statuses

• Project types

• Projects business units

PeopleSoft Enterprise Project Costing 9.1 PeopleBook

Common Enterprise Components (Financials)

• Accounts (GL)

• Automatic numbering

• Contact types

• Countries

• Currency codes

• Departments

• Industry codes

• Installed applications

• Market rate types

• Product tax groups

• Sales tax codes

• States or provinces

• TableSet class security

• TableSet operator security

• Types of security

• Secured fields

• Unit class security

• Unit operator security

PeopleSoft Enterprise Application Fundamentals 9.1 PeopleBook

Common Enterprise Components (HCM)

An asterisk indicates that the configuration applies only if PeopleSoft Pay/Bill Management is used in conjunction with PeopleSoft Staffing Front Office.

• Action reasons

• Benefit programs

• Comp rate codes

• Company

• Competencies*

• Competencies types*

• Degrees*

• Frequency table

• Honors and awards*

• Job codes

• Languages*

• Licenses and Certifications*

• Locations

• Majors*

• Memberships*

• Name prefix

• Name suffix

• National ID types

• Pay groups

• Rating models*

• Schools*

• School types*

• Tax locations

• Tests*

PeopleSoft Enterprise HRMS Application Fundamentals PeopleBook

Global Payroll

Global pay groups

PeopleSoft Enterprise Global Payroll PeopleBook

Core HR

• HR business units

• Labor agreements

• Regulatory regions

PeopleSoft Enterprise HRMS Application Fundamentals PeopleBook

Time and Labor

• Rapid time templates

• Time reporting codes

• Taskgroups

• Workgroups

PeopleSoft Enterprise Time and Labor PeopleBook

Pre Approved Flag check box

Direct Invoicing check box

Pre Approved check box

Direct Invoice

Deselected

Selected

Selected

Selected

Selected

Selected

Selected

Selected

Deselected

Deselected

Deselected

Deselected

Selected

Deselected

Selected

Deselected

Contract Profile

FO_CA_PROFILE

Set Up Financials/Supply Chain, Product Related, Staffing, Orders, Contract Profile

Set up contract profiles to provide default values. The contract, billing, and fall off defaults that you set up on this page appear by default when you create orders and assignments.

User Order Type

The values that you set up on the contract profile should reflect the billing and revenue needs of the order type. Select a user order type to specify the type of order. User order types are configured as part of your system configuration. Each user-defined order type must map to one of two possible system-defined order types: temporary or career.

Temporary orders are service requests that involve sending employees of the staffing organization to work at a client's work site for a predetermined period of time. PeopleSoft Pay/Bill Management bills for these transactions on a time and materials, as-incurred basis.

Career orders are requests from customers for the staffing company to find an individual to be permanently hired by the client. The placement is associated with fixed-fee billing and revenue recognition; you bill customers according to an agreed-upon schedule.

Contract Type

Select one contract type (contract category) for the user order type.

Contract Legal Entity

Select the legal entity within your organization that owns (signed) the contract.

Product ID

Select the product or service that you will use on your contract lines.

The product ID drives the method by which you bill and recognize revenue. Set up products according to order type. For temporary order types, billing and revenue recognition is as-incurred, and the system allows you to select only from products with a price type of rate. For career order types, billing and revenue recognition is amount-based, and the system allows you to select only from products with a price type of Amount. Therefore, you should set up products in PeopleSoft Contracts accordingly. The products should not be configured as renewable or as third-party products and they should not be set up to use templates for billing plans, billing plan details, revenue plans, or renewal plans. The products should also not be product kits.

Amendment Type

Select an amendment type. Amendments are changes to active contracts.

When the first assignment for an order is created, PeopleSoft Pay/Bill Management activates the contract associated with that order. For each subsequent assignment, PeopleSoft Pay/Bill Management creates a contract amendment to add contract lines and billing and revenue plans to the contract.

Contract Pending Status

Select a value for pending contracts. When an order is first saved with unfilled status, the contract automatically generated is saved with a status of Pending because its contract lines will be created only when assignments are saved. When you create an order, the system automatically sets the associated contract's status to the value that you specify here.

Amendment Reason

Select the amendment reason to be used when assignments are created (starting with the second assignment). This field is informational only; no processing is initiated. This is a required field when you are creating an amendment.

Contract Open Status

When the first assignment is created for an order, PeopleSoft Pay/Bill Management activates the associated contract using the status value that you specify here.

NA Payroll Hourly Employee

Select a previously configured rate profile that you want to supplied by default to temporary assignments associated with PeopleSoft Payroll for North America hourly employees.

NA Payroll Salaried Employee

Select a previously configured rate profile that you want supplied by default to temporary assignments associated with PeopleSoft Payroll for North America salaried employees.

Non-Employee

Select a previously configured rate profile that you want supplied by default to temporary assignments associated with non-employees.

Global Payroll Employee

Select a previously configured rate profile that you want supplied by default to temporary assignments associated with PeopleSoft Global Payroll employees.

Bill Plan Description

Enter a description for the billing plan.

Rev Rec Plan Description (revenue recognition plan description)

Enter a description for the revenue recognition plan.

Bill Type

Select a bill type to be used for the invoices generated for the order.

Bill Source

Select a bill source to be used by PeopleSoft Billing to identify where the billing activity originated.

Bill By

Select a bill by ID, which directs the PeopleSoft Billing application how to group customer charges into invoices.

Billing Cycle

Select a billing cycle, which associates a billing plan with the billing cycle that you defined on the Bill Cycle page. When you run the Contracts/Billing Interface process, you can have it process only billing plans of a specific billing cycle type.

Invoice Form

Select the invoice format for the bills that you generate from this billing plan.

Bill Inquiry Phone

Select the number for customers to call if they have questions about their bills. You can include the number on the invoice. This number is established on the Bill Inquiry Phone page.

Billing Specialist

Select a billing specialist. Specialists are established on the Billing Specialist page. The billing specialist is the person responsible for answering questions about the invoices.

Pre Approval Flag

Select to bypass the billing worksheet review and approval process. Selecting this check box sends the invoices directly to PeopleSoft Billing without first creating a temporary bill.

PeopleSoft Billing provides a number of mechanisms by which invoices may be reviewed, adjusted, and approved. However, due to high billing volumes, you may want to bypass these features. You can do this by selecting the Pre Approval and Direct Invoicing check boxes on the billing plan. However, if you have a standard business practice of pre-approval or direct invoicing, you can set these at a higher level. You can select the Pre Approval check box on the Contract Profile page, and the Direct Invoicing check box on the Customer - Billing page. The system passes both of these selections to the billing plan.

Note. The direct invoicing flag can be enabled and the preapproval flag disabled for a specific customer-contract profile combination. If the system detects this configuration during the automatic generation of the billing plan, the system enables both options.

Encumbrance % (encumbrance percentage)

Enter an encumbrance percentage to set aside a portion of the purchase order (PO) balance for tax purposes. When you update PO balances prior to bill creation and tax calculation, this blanket encumbrance percentage can be used to estimate taxes. PeopleSoft Pay/Bill Management provides functionality to track customer purchase order balances when the customer is billed for work performed in a temporary assignment. Once the billing charges are sent from the PeopleSoft Project Costing application to the PeopleSoft Billing application, PeopleSoft Pay/Bill Management decrements the PO balance. However, the system does not have any information about taxes that may apply to the invoice and the amount decremented is prior to any taxes being applied.

Fall-off Bill Type

Select a fall off bill type to be used when creating a credit invoice in the PeopleSoft Billing application when a fall off takes place and a customer is entitled to a credit or a refund.

Fall-off Bill Source

Select a fall off bill source to be used when creating a credit invoice in the PeopleSoft Billing application when a fall off takes place.

Fall-off Invoice Form

Select the invoice format for the credits that you generate from this fall off.

Project Profile

FO_PROJ_PROFILE

Set Up Financials/Supply Chain, Product Related, Staffing, Orders, Project Profile

Use this page to define default project values.

User Order Type

Select a user order type to specify the type of order. The values that you set up on the project profile should reflect the billing, revenue, and reporting needs of the order type.

Note. The choices here are the same as those for setting up contract profiles.

Integration

Select an integration template to define the integration between PeopleSoft Project Costing and PeopleSoft General Ledger. Integration templates also establish business units that are assigned to transactions by default.

Project Type

Select the project type value to use when you create the related projects for your orders.

Projects are categorized by project types. Setting up project types facilitates analyzing all projects of a certain type.

Project Status

Select a project status to be used when PeopleSoft Pay/Bill Management automatically creates a project for each order. When configuring your PeopleSoft Project Costing application, ensure that the project status value that you entered in the project profile has a processing status of Active.

Activity Type

Select the activity type for PeopleSoft Pay/Bill Management to use when creating related activities for career and temporary assignments. PeopleSoft Pay/Bill Management automatically creates an activity for each assignment added to the system. Activity types categorize activities to facilitate analysis and reporting on all similar activities across all projects in the enterprise.

Activity Status

Select the activity status to be used when PeopleSoft Pay/Bill Management creates the activity for the assignment.

Project Role

Select a project role for the system to use when creating the project and activity team records when employees are assigned to temporary assignments.

Use employee default job info (use employee default job information)

Select to have the system use the information in the employee's default job record as the default for the assignment component. Otherwise, the system uses the default values specified in the user preferences configuration. When creating temporary assignments, PeopleSoft Pay/Bill Management needs to capture several fields to determine how to pay the employee for the work performed for that assignment. Some of these fields include department, company, pay group, and so on.

Use employee default TL info (use employee default PeopleSoft Time and Labor information)

Select to have the system use the information in the employee's default job record as the default in the assignment component. Otherwise, the system uses the default values specified in the user preferences configuration. When creating temporary assignments, PeopleSoft Pay/Bill Management needs to capture workgroup and taskgroup information to determine how PeopleSoft Time and Labor is to process the hours reported by the employee against the assignment.

Rate Element

FO_RATE_ELEMENT

Set Up Financials/Supply Chain, Product Related, Staffing, Orders, Rate Elements

Enter the rate element description and define its FLSA category and rate behavior. Specify to which employee types the rate element applies.

Details

FO_RATE_ELEM_LN

Set Up Financials/Supply Chain, Product Related, Staffing, Orders, Rate Elements, Details

Define source criteria, ChartFields, and target rows for the rate element. This information is used for creating the contract rate sets, which drive the process of the Project Costing Pricing Engine.

Note. The configuration in this page applies only when PeopleSoft Pay/Bill Management is installed.

Rate Profile

FO_RATE_PROFILE

Set Up Financials/Supply Chain, Product Related, Staffing, Orders, Rate Profile

Enter rate profile description, the rate elements that make up the rate profile, and which type of employee for which the rate profile should be used.

Note. When PeopleSoft Staffing Front Office is installed without PeopleSoft Pay/Bill Management, only four rate profiles can be created, one for each type of employee. When PeopleSoft Staffing Front Office is installed with PeopleSoft Pay/Bill Management, no limit is imposed on the number of rate profiles that can be created. The system knows which rate profile to use in the assignment based on the configuration of the contract profile used to create the assignment.

Rate Action

Select to specify whether this type of rate requires a user to enter a pay rate, a bill rate, both a pay and a bill rate, or a markup factor.

• Bill Only: Only a billing rate appears on the assignment. Use this pay type for salaried staff.

• Mark-up: Instead of specifying a rate, specify a billing markup. Use this pay type for expenses, bonuses, and so on.

• Pay & Bill: Both rate fields appear and must be specified on the assignment. Use this pay type for hourly staff.

• Pay Only: Only a pay rate appears on the assignment. Use this pay type for employee compensation, payable to the employee but not billable to the client, that you still want to track against the assignment.

Regular Time Multiplier Factor

This field should be used for overtime types of rates. In the Assignment component, when you enter a default rate and click the Calculate button, the system uses the default rate for regular time and uses the default rate multiplied by the multiplier factor specified here for overtime. For example, for regular time rate elements the multiplier factor is 1.0; for overtime rate elements the multiplier is 1.5; for double-time rate elements the multiplier is 2.0, and so on.

Note. This multiplier factor is informational only for nonexempt employees who belong to FLSA-required paygroups.

Markup Default Factor

Use this factor for rate elements with a markup rate action. The markup factor specified here appears by default on the assignment page.

Time Reporting Code

Enter a time reporting code (TRC), if applicable. TRCs represent the level at which an organization must track employee time to support its administrative and compensation needs.

Note. You use TRCs for paying employees or contractors in PeopleSoft Time and Labor, but not in other applications such as PeopleSoft Payables. If you are paying a contractor with the quick invoice method through Payables, or if you are importing transactions from a system other than PeopleSoft Time and Labor, you must leave this field blank or enter % (percent).

Rate Option

Displays the rate option, which is determined by the value that you specified as the rate action on the Rate Element page. If the action is Pay & Bill or Bill Only, then Quantity Rate appears. If the action is Mark-up, then Mark-up appears. If the action is Pay Only, such rates are not priced and therefore the system does not create a line in the Contracts rate set.

Target Analysis Type

Select BIL for billing purposes. This is a required field.

Target Resource Category

Specify a resource category for the billing transaction. This field is optional.

Override Source

Select to specify a target analysis type, target resource category, target resource type, and target resource subcategory.

Target Resource Type

Specify a resource type for the billing transaction. This field is optional.

Target Resource SubCategory

Specify a resource subcategory for the billing transaction. This field is optional.

Description

Enter a generic description to be used in billing project resource rows created by the Project Costing Pricing Engine for the rate sets created using this rate element configuration.

SetID

Displays the setID. Rate profiles are keyed by setID and rate profile ID. The PeopleSoft Project Costing business unit determines the set control value on the rate profile.

Rate Profile ID

Enter a rate profile ID to uniquely identify this rate profile.

Description

Enter a long description for the rate profile, such as Hourly Employees.

Short Description

Enter a short description for the rate profile.

Rate Profile Available To

Select the type of employee with which to associate the rate profile:

• NA Payroll Hourly Employee (North American hourly employee)

• NA Payroll Salaried Employee (North American salaried employee)

• Non-Employee

• Global Payroll Employee

Note. One and no more than one rate element in the rate profile must have an FLSA category of Regular.

Rate Element

Select a rate element to add to the profile. The Rate Profile Available To selection serves as a filter for which rate elements can be added to the profile.

Sort Order Number

Enter a value by which the system will sort the rate elements when adding them to the assignment rates grid.

Voucher Profile

FO_VCHR_PROFILE

Set Up Financials/Supply Chain, Product Related, Staffing, General, Voucher Profile

Set up voucher profiles by mapping TRCs to general ledger accounts and defining an origin for the voucher.

Time Reporting Code

Select the TRC that you want to map. TRCs represent the level at which an organization tracks time to support all of its administrative and compensation needs.

Account

Select the expense account to which you want to book time reported against the TRC.

Customer Fields Definition

FO_CSF_DEFN

Set Up Financials/Supply Chain, Product Related, Staffing, Customers, Customer Fields Definition

Enter the customer fields that you want to be part of this definition and specify how they map to the user fields in the PeopleSoft Billing application.

Customer Field - Valid Values

FO_CSF_FLD_DTL

Click the Valid Values button on the Customer Fields Definition page.

Define valid customer field values by entering values for a prompt list that can be validated against if the Validate check box is selected on the Customer Fields Definition page.

Customer Field Name

Enter a description of the field in the customer's terms, such as Customer Cost Center Number or Customer Supervisor Name.

Required on Project

Select this check box if a value is required at the project or order level.

Required on Activity

Select this check box if a value is required at the activity or assignment level.

Validate

Select to ensure that the system verifies that the value entered in the Description field (for the customer field name) in the Order and Assignment components is from the list of valid values that you create in the Valid Values list.

Valid Values

Click to enter valid values for a prompt list that can be validated against if the Validate check box is selected. Examples include items that are specific to the customer, such as supervisor names or cost center codes.

System Field Name

Select the field in the PeopleSoft Billing application that is populated with this value in the billing interface tables.

Length

Displays the length of the value as defined by the database.

Minimum Length and Maximum Length

Enter the minimum and maximum lengths. These fields are informational only, but you can leverage them to create custom validations for your customer field definitions.

Edit Mask and Long Description

These fields are informational only, but you can leverage them to create custom validations for your customer field definitions.

Customer Field

Displays the field name in the customer's terms. For example, a customer might refer to departments as cost centers.

Field Name

Displays the system field in the PeopleSoft Billing application to which you want the customer field mapped.

Length

Displays the length of this value as defined by the database.

Customer Fields Definition

Click to return to the Customer Fields Definition page.

Customer Specified Value

Enter the valid values for this customer field.

Default

Select to set one value as the default for this customer field.

Billing Calculation

FO_JOB_BILLING

Set Up Financials/Supply Chain, Common Definitions, Resources Data, Jobcodes, Billing Calculation

Set up percentages for the caution and critical margin indicators that appear on the Assignment page.

Caution

Enter a margin percentage at which the system triggers a caution warning for an assignment. This indicates that the margin is below normal levels and changes the status of the rate row in the assignment to Yellow.

For example, to designate the caution margin at 25 percent, enter 25.

Critical

Enter a margin percentage at which the system triggers a critical warning for an assignment. This indicates that the margin is at an unacceptable level and changes status of the rate row in the assignment to Red.

For example, to designate the critical margin at 15 percent, enter 15.

Workers' Comp Company Setup (workers' compensation company setup)

FO_WC_CO_MOD

• HCM database

  Set Up HRMS, Product Related, Staffing, Worker's Compensation, Workers' Comp Company Setup

• Set Up Financials, Product Related, Staffing, Payroll, Workers' Comp Company Setup

Set up workers' compensation companies. For each HRMS company, establish an overall workers' compensation modifier, and set up the journal template for the accounting entries (the modifier is used above and beyond workers' compensation rates).

Workers' Comp State Codes (workers' compensation state codes)

FO_WC_STATE

• HCM database

  Set Up HRMS, Product Related, Staffing, Worker's Compensation, Worker's Comp State Codes

• Set Up Financials/Supply Chain, Product Related, Staffing, Payroll, Workers' Comp State Codes

Set up workers' compensation codes.

Associate workers' compensation codes with a state. By populating the workers' compensation control tables, PeopleSoft Pay/Bill Management users do not need an in-depth understanding of workers' compensation regulations when they create an order.

Workers' Comp by Job Code (workers' compensation by job code)

FO_JOBCODE_PRD

• HCM database

  Set Up HRMS, Product Related, Staffing, Workers' Compensation, Workers' Comp By Job Code

• Set Up Financials/Supply Chain, Product Related, Staffing, Payroll, Workers' Comp by Job Code

Associate company-defined job codes with a single workers' compensation code for each state in which you do business.

Workers' Comp State Rates (workers' compensation state rates)

FO_WC_CO_STATE

• HCM database

  Set Up HRMS, Product Related, Staffing, Worker's Compensation, Workers' Comp Rates

• Set Up Financials/Supply Chain, Product Related, Staffing, Payroll, Workers' Comp State Rates

Set up the rates that you pay for each workers' compensation code. Rates are entered for a specific company, country, and state.

The system uses this rate during the Workers Compensation Premium Calculation program. It also uses this rate in the margin calculation to determine optimal pay and bill rates for an order and assignment. The system also uses these rates to create accounting journal entries.

Status

Select Active or Inactive.

Company Modifier

Enter the factor to apply to workers' compensation premium calculations above and beyond specific workers' compensation rates.

Journal Template

Select the journal template to use when creating journal entries for workers' compensation premiums.

Note. This field is applicable only when PeopleSoft Pay/Bill Management is installed.

Status

Select Active or Inactive.

Workers' Comp Code

Enter the actual workers' compensation code to associate with the state.

Description

Enter the name of the workers' compensation code.

Short Description

Enter a short description for this workers' compensation code.

Earnings Code

Select the actual earnings code to associate with the state.

Description

Displays the associated earnings code description.

Earnings Rate

Select the earnings rate to associate with the state. Values include: Exclude Earnings Code, Full, One Half, and Two Thirds. These values represent the percent of an hour to which the workers' compensation rate applies.

Job Code

Displays the unique code that you associate with a specific job in the organization.

Status

Select Active or Inactive.

Workers' Comp Code

Select a workers' compensation code for a chosen country and state. This action relates the job code to a specific workers' compensation code for a specific country and state. Enter a row for each country and state combination in which you conduct business.

When a code is selected, the system displays the associated code description.

Workers' Comp Code

Select a workers' compensation code for this state. The system displays the associated description for the code.

Rate Type

Select a rate type: Per Hour or Percentage.

Base Rate

Enter a base workers' compensation rate.

For percentage rate types, enter the rate as a number (not percent). For example, for a rate of 3.5 percent, enter 3.5 in the rate field.

For per hour rate types, enter the amount to be applied per hour in decimal format. For example, for a rate of 3.5 percent per hour, enter 0.035 in the rate field.

Fall Off

FALL_OFF_TBL

Set Up Financials/Supply Chain, Product Related, Staffing, Orders, Fall Offs

Define a list of terms to indicate why a candidate did not begin or complete a career placement that he or she accepted.

Staffing Installation

INSTALLATION_PB

HCM database

Set Up HRMS, Product Related, Staffing, Installation Options, Staffing Installation

Set up staffing installation options for HCM considerations.

Configure Staffing Group Timesheet

FO_PREPOP_CNFIG

HCM database

Set Up HRMS, Product Related, Staffing, Installation Options, Staffing Installation

Allows administrators to specify the configuration of criteria needed to create a new Staffing Group Timesheet session.

Action and Reason Code

When assignments are created, PeopleSoft Pay/Bill Management determines whether a new employee job record needs to be created by comparing the following HCM fields specified in the assignment against those of the existing employee job records: HR Business Unit, Company, Department, and Paygroup. If the values of these fields in the assignment are the same as those of an existing job record and if that job record is not being used by another concurrent assignment, Pay/Bill Management reuses the existing job record.

However, even if an existing job record is reused, PeopleSoft Pay/Bill Management may insert an effective dated record for that existing job in case other HCM fields in the assignment are different from the values in that existing job (such as tax location code or job code). If such an effective-dated record is created, the system uses the action and reason code that you specify here to populate that record.

Remove rapid time prompts

PeopleSoft Pay/Bill Management uses the core PeopleSoft Time and Labor rapid time records to record time. However, these records are delivered without prompts. If you want prompts to be available in the Staffing Rapid Time component, once you install PeopleSoft Pay/Bill Management, click the Create rapid time prompts button. You need to do this only once unless a fix redelivers the rapid time records. To remove the prompts, click the Remove rapid time prompts button. We deliver PeopleSoft Pay/Bill Management without prompts.

Note. If the prompts have been removed, the Create Rapid Time Prompts button appears instead.