PeopleSoft Enterprise Billing 9.1 PeopleBook

Generating Invoices

This chapter lists common elements used in this chapter and discusses how to:

Run the pro forma, finalization, print, and reprint processes.
Run the consolidated pro forma, finalization, print, and reprint processes.
Stage EDI (electronic data interchange) Invoices.
Run the Email Notification Process.
Email Invoice as Attachment.
Run single-action processes for regular and consolidated invoices.
Select a default print format.
Run the Invoice Register process and the Consolidation Register process.
Inquire about a process instance.
Inquire about the progress of a process.
Inquire about individual invoice errors.
Review email invoice log.
Correct summarization template assignment.
Restart the pro forma and finalization processes.
Update multiple billing lines within an invoice.

Note. The invoice jobs and Run Control pages covered in this chapter are subject to customization. The procedures and examples provided may not match a given PeopleSoft implementation.

Common Elements Used in This Chapter

Currency Shown on Load GL Report (currency shown on load general ledger report)	Select to print the Load GL report in transaction or base currency. This option is available when you use the Single Action Invoice page.
EDI Invoice Options (electronic data interchange invoice options)	Select the EDI setting. Options are: EDI Only: Create the invoice in EDI format only. EDI and Print: Create the invoice in EDI format and print a hard copy. Print Only: Print the invoice in hard copy only. This setting affects only bills for which you define the bill-to media as EDI on the Standard - Address Info page, allowing you to override the invoice setting.
Email Notification Options	Select the Email setting. Options are: Email Only: Send an email notification of the invoice only. Email and Print: Send an email notification of the invoice and print a hard copy. Print Only: Print the invoice in hard copy only. This setting affects only bills for which you define the bill-to media as Email Notification on the Standard - Address Info page, allowing you to override the invoice setting.
Email Invoice Options	Select the Email setting. Options are: Email Only: Send an email with the invoice attached. Email and Print: Send an email with the invoice attached and print a hard copy. Print Only: Print the invoice in hard copy only. This setting affects only bills for which you define the bill-to media as Email Invoice As Attachment on the Standard - Address Info page, allowing you to override the invoice setting
From Due Date and To Due Date	Enter a date range to search for invoices with an associated due date that falls within the specified date range values. The dates that you enter are inclusive. Note. If you define a due date range, you must define a value for both the From Due Date and To Due Date fields.
From Business Unit and To Business Unit	Only invoices from business units between those in the From Business Unit and To Business Unit fields (inclusive) will be processed. Leave this field blank to process invoices from all business units. Enter the same business unit in both the From Business Unit and To Business Unit fields to process invoices from a single business unit. The From and To Business Unit option applies to Finalize and Print only.
From Invoice Date and To Invoice Date	Enter a date range to search for invoices with an associated invoice date that falls within the specified date range values. The dates that you enter are inclusive. Note. If you define an invoice date range, you must define a value for both the From Invoice Date and the To Invoice Date fields.
Include Attached Bills	Select to include attached invoices in the selection criteria. Use this feature when you want to reprint an attached invoice without reprinting the entire consolidated invoice. Do not select this field if you want to filter out attached invoices from the selection criteria.
Include Open Items Only	Select to include in the search criteria invoices that have an associated open item in PeopleSoft Receivables. This option is not available if you have not installed PeopleSoft Receivables. You can use this option with the other selection criteria on the Reprint Invoices page to identify past-due items. For example, to reprint open invoices due in a previous month, select the Include Open Items Only option, enter the first day of that month in the From Due Date field, and enter the last day of that month in the To Due Date field. Note. To reprint an invoice that is associated with an open item, a record must exist in PeopleSoft Receivables with an open status for the corresponding invoice. Invoices in the Pending Items table that have not been loaded to PeopleSoft Receivables are not available for reprint.
Language	The language in which you want the field labels and report headings of the reports to print. The field values appear as you enter them. The system determines which bill line description to use when printing invoices. It uses the bill line fields (IDENTIFIER, IDENTIFIER_TBL, and LANG_DESCR_OVR) in combination with the specified/recipient's run control fields to print bill line descriptions in the correct language.
Print Only Unprinted Invoices	Select to have the system retrieve only invoices in the range with the status INV that have not yet been printed. If this option is deselected, the system prints all INV bills in the range selected, including those that have been printed before. The system determines which invoices have been printed before because it marks them as printed or extracted and selects the Invoice Printed check box on the Bill Summary Info page.
Summarization Options	Select the print setting for summarized invoices. Options are: Print Detail: Print only the standard invoice using the form specified by the invoice form setting. Print Summarized: Print only the summarized invoice. Print both Summarized and Detail: Print both the standard and summarized invoice forms. This setting affects only bills that contain one or more lines having summarization templates. The appropriate invoice processes for generating the summarized and standard invoice forms must be run. For example, both the BISLSUM and BIIVCLN processes must be run to print both summarized and detail SQR (Structured Query Report) landscape invoices.
Use Current Effective Address	Select if you want reprinted invoices to include the current effective-dated bill-to address for the customer. If you do not select this option, the reprinted invoices include the customer address that is active for the bill's invoice date. Select when the customer has recently changed addresses and the reprinted bill is sent to the new address. This option appears only when you are reprinting invoices or pro forma invoices.
	The Bills To Be Processed button appears on several pages in PeopleSoft Billing.

See Also

Reviewing Bill Summary Information

Accessing Bill Header Address Information

Running the Pro Forma, Finalization, Print, and Reprint Processes

This section discusses how to:

Print pro forma invoices.
Finalize and print invoices.
Reprint invoices.

The section also provides examples of the pro forma function, the Finalize and Print job, and Reprint processes.

Important! When printing, you must select a job on the Process Scheduler Request page that will generate the type of invoice that you selected during bill entry, or the invoices will not print. If, for example, you selected Landscape as the invoice form on the Standard Billing - Header - Info 1 page, you must run a job containing the SQR landscape process (BIIVCLN) from the Process Scheduler Request page. In this example, an appropriate job would be Print Invoice w/SQR.

Note. For best performance, complete the From Business Unit and To Business Unit fields on the Generate Invoices run control pages when possible.

Pages Used to Run the Pro Forma, Finalize and Print, and Reprint Process

Page Name	Definition Name	Navigation	Usage
Pro Forma, Finalize and Print, Reprint Invoices	RUN_BI_PRNTIVC	Billing, Generate Invoices, Non-Consolidated, Finalize and Print Invoices, Finalize and Print Billing, Generate Invoices, Non-Consolidated, Print Pro Forma, Pro Forma Billing, Generate Invoices, Non-Consolidated, Reprint Invoices Billing, Generate Invoices, Non-Consolidated, Single Action Invoice	Establish parameters for printing or reprinting pro forma invoices or actual invoices.
Bills To Be Processed	BI_BILL_LIST_SBP	Click the Bills To Be Processed button located on one of various pages.	View all the bills in the range selection. The bills reflect the options that you define on the main page. Depending on how you access the page, some fields may not appear.
Pro Forma - Print Options	RUN_BI_PROFORM_OPT	Billing, Generate Invoices, Non-Consolidated, Print Pro Forma, Print Options Billing, Generate Invoices, Non-Consolidated, Reprint Invoices, Print Options	Define parameters for printing or reprinting a pro forma invoice.
Finalize and Print - Print Options	RUN_BI_ADV_OPT	Billing, Generate Invoices, Non-Consolidated, Finalize and Print Invoices, Print Options Billing, Generate Invoices, Non-Consolidated, Single Action Invoice, Print Options	Define parameters for printing or reprinting an invoice.

Printing Pro Forma Invoices

Access the Pro Forma page (Billing, Generate Invoices, Non-Consolidated, Print Pro Forma, Pro Forma).

Define the run control parameters. The system selects only bills with the status of non-INV (noninvoiced) and non-FNL (nonfinalized) for running pro formas.

Alternatively, you can click the Generate Pro Forma Invoice button in standard billing or bill summary component pages.

Finalizing and Printing Invoices

Access the Finalize and Print page (Billing, Generate Invoices, Non-Consolidated, Finalize and Print Invoices, Finalize and Print).

Define the run control parameters. The system selects only bills with the status RDY for running the Finalize and Print job. For invoices that are subject to the invoice approval process, the system selects only those invoices that have been approved.

Alternatively, you can click the Generate Invoice button in standard billing or bill summary component pages. When you initiate the Finalize and Print job using this button, the system checks the setting of the Job Run Opt control on the User Preferences page for Billing. If the setting is Print/Load, the Currency Conversion, Preload, Load AR, and Load GL processes will be run in addition to the finalization, extract, and printing processes.

During the printing process, any invoices that are marked for delivery with Email Invoice as Attachment will be emailed. Also, if an invoice image is to be retained, the image will be produced as a PDF and attached to the invoice header at printing time. Both the email and the invoice image attachment processing are performed by the BI_XMLPBURST program that is run with the printing jobs.

See Also

Reviewing Bill Summary Information

Enterprise PeopleTools PeopleBook: PeopleSoft Process Scheduler

Reprinting Invoices

Access the Reprint Invoices page (Billing, Generate Invoices, Non-Consolidated, Reprint Invoices).

When you use this page to reprint an invoice, the invoice looks like the original and does not go through the finalization process again. The system selects only bills with the status of INV that have already been printed. These parameters are the same for reprints, as if you were running the original invoices.

Note. When you reprint an invoice, you can select current addressing information for the invoice as an alternative to the addressing information that was in effect at the time of invoicing. Invoices that are marked for Email Invoice as Attachment delivery, can be emailed again from the reprint component.

Note. Reprint functionality is not supported for invoices from PeopleSoft Grants when a value is defined on the bill header for the Letter of Credit ID (LC_ID) field and the Letter of Credit Document ID (LOC_DOC_ID) field.

Note. To reprint an attached invoice without reprinting an entire consolidated invoice, select the Include Attached Bills option on the Reprint Invoices page. Do not select this field if you want to filter out attached invoices from the selection criteria.

Note. While fully paid invoices are not printed during the finalization and print process, they can be reprinted if a copy of the invoice is needed.

Examples of the Pro Forma Function, the Finalize and Print Job, and Reprint Processes

With PeopleSoft Billing, invoicing is not limited to a single business unit. You can finalize and print bills from multiple business units and multiple range selections, all in a single run. For example, you can invoice all bills added on or after a certain date within multiple business units. You can invoice all bills for a certain customer within multiple business units. You can further qualify the selection of an invoice run by bill type or bill source. You can invoice all bill types or bill sources within multiple business units. In addition, you can leave the business unit option blank and invoice all bills for a particular customer, for a particular bill type or source, or for many other range selections.

The following examples demonstrate how you can take advantage of this flexibility. These examples use the Finalize and Print page.

Example: Processing a Single Invoice Range Selection for Two Business Units

Suppose that you want to process all bills for one customer in two business units. You need to set up two occurrences, one for each business unit that you want to process.

To process a single invoice range selection for two business units:

Enter the first business unit.
Select Cust ID (customer identification) in the Range Selection group box.

Enter a customer ID in the Customer field.
Insert a row to set up the second occurrence.

Click the insert row button.
Enter the second business unit.

Note. If the two business units are consecutive, you can also use the To Business Unit and From Business Unit fields on a single row.
Select Cust ID in the Range Selection group box.

In the Customer field, enter the same customer ID as in step 2.
Click the Bills To Be Processed button to access the Bills To Be Processed page, where you can view a summary of the bill or group of bills in the range selection to be processed.
Click Run.

The Process Scheduler Request page appears.
Select the appropriate billing process on the Process Scheduler Request page:

Select the Finalize and Print job (BIJOB01) to run several processes at once. If you run the listed processes individually, you must run them one at a time and in the correct order.
Click OK to run the selected process.

Example: Processing Multiple Invoice Range Selections for the Same Business Unit

Suppose that you want to invoice a range of bills in a single business unit and bills from PeopleSoft Order Management in the same business unit. You need to set up several occurrences, one for each range selection that you want to process.

To process multiple invoice range selections for the same business unit:

Enter a business unit.
Select Invoice ID in the Range Selection group box.
Enter the invoice range in the From Invoice and To Invoice fields.
Click Save.
Insert a row to set up the second occurrence.

Click the insert row button.
Enter a business unit.
Select Bill Source in the Range Selection group box.
Enter PS-OM (for PeopleSoft Order Management) in the Source field.

If an invoice falls within more than one range selection, then the system processes it with the defaults from the first range selection that contains the invoice.
Click the Bills To Be Processed button to access the Bills To Be Processed page, where you can view a summary of the bill or group of bills in the range selection to be processed.
Click Run.

The Process Scheduler Request page appears.
Select the appropriate billing process on the Process Scheduler Request page.

Select the Finalize and Print job (BIJOB0) to run several processes at once. If you run the listed processes individually, you must run them one at a time and in the correct order.
Click OK to run the selected process.

Example: Processing a Range of Bills for All Business Units

Suppose that you want to invoice all bills entered since December 1, 1997, regardless of the business unit.

To process a range of bills for all business units:

Select Date in the Range Selection group box.
Leave the Business Unit fields blank.
Enter 12-01-97 in the Bills Added On or After field.

Because you have not specified business units, the system invoices all bills in this date range for all business units.
Click the Bills To Be Processed button to access the Bills To Be Processed page, where you can view a summary of the bill or group of bills in the range selection to be processed.
Click Run.

The Process Scheduler Request page appears.
Select the appropriate billing process on the Process Scheduler Request page.

Select the Finalize and Print job (BIJOB01) to run several processes at once. If you run the listed processes individually, you must run them one at a time and in the correct order.
Click OK to run the selected process.

Example: Processing Invoices with the System Date as the Invoice Date

Suppose that you are scheduling invoices to run at the end of the month for the next six months.

To use the current system date at the time of processing as the invoice date:

Select Processing Date in the Invoice Date Option group box.

This command ensures that the current system date at the time of processing is used as the default invoice date for the bills in this run control.
Select Bill Cycle in the Range Selection group box.
Enter MTH-END as the cycle ID.
Click the Bills To Be Processed button to access the Bills To Be Processed page, where you can view a summary of the bill or group of bills in the range selection to be processed.
Click Run.

The Process Scheduler Request page appears.
Select Server in the Run Location group box, and select the appropriate server from the list box.
Select a date and time for the run control.

Schedule the run control on the last day of every month in the Run Date/Time group box.

When the bills in the run control are processed, the invoice date is automatically set to the last day of the month. You do not have to update the invoice date on the run control each month. If you entered an invoice date on the bill itself (on the Bill Header page), that date appears on the invoice. If you left this field blank, then the system uses the system date as the invoice date.
Select the appropriate billing process on the Process Scheduler Request page:

Select the Finalize and Print job (BIJOB01) to run several processes at once. If you run the listed processes individually, you must run them one at a time and in the correct order.
Click OK to run the selected process.

Running the Consolidated Pro Forma, Finalization, Print, and Reprint Processes

You run consolidated pro formas and consolidated invoices separately from all other invoice activity using the Preprocess and Finalization process.

This section discusses how to:

Print consolidated pro forma invoices.
Finalize and print consolidated invoices.
Reprint consolidated invoices.

Note. Consolidated bills only print as invoices if the invoice layout IDs are the same. For example, you cannot consolidate bills if one has portrait layout and the other is landscape. If you have difficulty printing consolidated invoices, detach the bills, change the invoice layout IDs to a common value, and then attach the bills to the consolidated header again.

Likewise, if any bills attached to a consolidated header have a line with a summarization template, then all bills must have lines with summarization templates.

Entering Bill Header Information

Pages Used to Run the Consolidated Pro Forma, Finalization, Print, and Reprint Processes

Page Name	Definition Name	Navigation	Usage
Consolidated Final and Print, and Consolidated Pro Forma	RUN_BI_PRNTIVC_CON	Billing, Generate Invoices, Consolidated, Finalize and Print Invoices, Consolidated Final and Print Billing, Generate Invoices, Consolidated, Print Consolidated Pro Forma, Consolidated Pro Forma Billing, Generate Invoices, Consolidated, Single Action Consolidation	Establish parameters for printing consolidated pro forma invoices and actual invoices.
Consolidated Pro Forma - Print Options	RUN_BI_PROFORM_OPT	Billing, Generate Invoices, Consolidated, Print Consolidated Pro Forma, Print Options	Define parameters for printing or reprinting a pro forma invoice.
Consolidated Final and Print - Print Options	RUN_BI_ADV_OPT	Billing, Generate Invoices, Consolidated, Finalize and Print Invoices, Print Options Billing, Generate Invoices, Consolidated, Single Action Consolidation, Print Options	Define parameters for printing or reprinting an invoice.
Consolidated Reprint Invoices	RUN_BI_PRNTIVC	Billing, Generate Invoices, Consolidated, Reprint Invoices, Consolidated Reprint Invoices	Establish parameters for reprinting consolidated pro forma invoices and actual invoices.
Consolidated Reprint Invoices - Print Options	RUN_BI_ADV_OPT_PRE	Billing, Generate Invoices, Consolidated, Reprint Invoices, Consolidated Reprint Invoices - Print Options	Define parameters for reprinting a consolidated invoice.
Bills To Be Processed	BI_BILL_LIST_SBP	Click the Bills To Be Processed button located on one of various pages.	View all bills in the range selection. The bills reflect the options that you define on the main page. Depending on how you access the page, some fields may not appear.

Printing Consolidated Pro Forma Invoices

Access the Consolidated Pro Forma page (Billing, Generate Invoices, Consolidated, Print Consolidated Pro Forma, Consolidated Pro Forma).

Select the parameters in the Range Selection group box. These parameters are the same for consolidated pro forma invoices and consolidated invoices, and they control the range of consolidated bills that you want to print at this time.

When you select the consolidated bill header, all attached bills are processed regardless of whether they fall in the range. The system processes all non-INV or FNL status bills for running pro forma invoices.

Enterprise PeopleTools PeopleBook: PeopleSoft Process Scheduler

Finalizing and Printing Consolidated Invoices

Access the Consolidated Final and Print page (Billing, Generate Invoices, Consolidated, Finalize and Print Invoices, Consolidated Final and Print).

When you select the consolidated bill header, all related bills are processed regardless of whether they fall in the range. The system also retrieves only bills with the status RDY for running the Consolidated Final and Print process. During the printing process, any invoices that are marked for delivery with Email Invoice as Attachment will be emailed. Also, if an invoice image is to be retained, the image will be produced as a PDF and attached to the invoice header at printing time. Both the email and the invoice image attachment processing are performed by the BI_XMLPBURST program that is run with the printing jobs.

Consolidated Reprint Invoices Page

Access the Consolidated Reprint Invoices page (Billing, Generate Invoices, Consolidated, Reprint Invoices, Consolidated Reprint Invoices).

When you reprint consolidated invoices using this page, the consolidated invoices look like the originals and the system does not run the finalization process again. Invoices that are marked for Email Invoice as Attachment delivery, can be emailed again from the reprint component.

Staging EDI Invoices

The finalization process selects all invoices with an invoice media setting of EDI and copies the bill data to the EDI staging tables. When the Billing Invoice Notification (BI_INVOUT) process is run, the bills in the staging tables are moved into the EDI system for subsequent processing. You can override the invoice media setting when printing a batch of invoices by changing the EDI Invoice Option to Print on the run control page.

EDI invoices are discussed in more detail in a separate chapter.

See Processing EDI Transactions in PeopleSoft Billing.

Running the Email Notification Process

Finalization carries out the normal invoicing processes on bills with an invoice media setting of Email Notification, but normally does not print them. You can override the invoice media setting for a batch of bills by changing the Email Notification Option on the run control page. If you selected Print, the invoices are printed, but no email is sent when the Email Notification process is run. If you selected Email and Print, then the invoice is printed and an email notification is sent. In all cases, the invoice can be viewed and paid in eBill Payment.

If the Email Notification process cannot send an email, it updates the invoice error status with an error code. The email sent flag will remain No. When the error is corrected, you can run the process again to send the notification email.

Note. You cannot change the invoice media setting of a bill after it has been finalized. If you need a printed copy of an invoice that was set to Email Notification during finalization, you can reprint it.

Emailing Invoice as Attachment

PeopleSoft Billing supports batch emailing of invoices. You can set up billing contacts to default Email Invoice as Attachment as their preferred communication method for invoices. The Email Invoice as Attachment feature is available only for XML Publisher invoices. If you select Email Invoice as Attachment as the Invoice Media option, the invoice is sent as an attachment in an email to the contact on the bill.

After an invoice is finalized, it can be emailed for delivery. Emailing of invoices is accomplished during the printing process by the BI_XMLPBURST program. You can override the invoice media setting for a batch of bills by changing the Email Options on the run control page. If you select Print, the invoices are printed, but no email is sent when the BI_XMLPBURST process is run. If you select Email and Print, then the invoice is printed and an email is sent.

You can check the results of the BI_XMLPBURST program in the Review Email Invoice Log component. A row is written to the log for each invoice that is processed. If the process cannot send an email, it updates the invoice error status with an error code. The email sent flag will remain No. When the error is corrected, you can run the process again to send the email. To resend an email, use the reprint component.

Note. The difference between the Email Notification and the Email Invoice as Attachment feature is that the former will email a link to view the invoice in eBill Payment, while the latter will email an actual PDF of the invoice.

Running Single-Action Jobs for Regular and Consolidated Invoices

If your business practices mandate that the invoice finalization process and load to receivables, general ledger, and payables always coincide, use the single-action option. Single-action jobs link the finalization and print, Currency Conversion, Pre-Load, Load GL Accounting Entries, Load AR Pending Items, and Generate AP Vouchers processes so that running a single-action job causes these processes to run serially.

Note. If you run single-action jobs most of the time but occasionally finalize invoices separately, you may have more invoices post to the receivables and general ledger systems than you finalized after running a single-action job.

You can run single-action jobs for regular and consolidated invoices.

Using Commitment Control Accounting in PeopleSoft Billing

Pages Used to Run Single-Action Jobs for Regular and Consolidated Invoices

Page Name	Definition Name	Navigation	Usage
Single Action Invoice	RUN_BI_PRNTIVC	Billing, Generate Invoices, Non-Consolidated, Single Action Invoice	Establish parameters for printing invoices using single-action processes.
Single Action Invoice - Print Options	RUN_BI_ADV_OPT	Billing, Generate Invoices, Non-Consolidated, Single Action Invoice, Print Options	Define parameters for printing an invoice using single-action processes.
Single Action Consolidation	RUN_BI_PRNTIVC_CON	Billing, Generate Invoices, Consolidated, Single Action Consolidation	Establish parameters for printing consolidated invoices using single-action processes.
Bills To Be Processed	BI_BILL_LIST_SBP	Click the Bills To Be Processed button on one of various pages.	View all bills in the range selection. The bills reflect the options that you define on the main page. Depending on how you access the page, some fields may not appear.

Running Single-Action Processes for Non-Consolidated and Consolidated Invoices

To finalize and distribute an invoice using a single action, access the Single Action Invoice page (Billing, Generate Invoices, Non-Consolidated, Single Action Invoice) or the Single Action Consolidation page (Billing, Generate Invoices, Consolidated, Single Action Consolidation) for consolidated invoices. The system processes only RDY bills for running invoices. These parameters are the same for reprints as they are for running the original invoices.

Note. Because single action invoicing runs a number of processes in a single action, you specify processing options for all processes on one run control page. This eliminates the need to navigate to different pages to set up the processing options.

Posting Action

Required by the Load AR process to update the Receivables Update process, which uses this data to process the pending receivables items that the Load AR process created.

Select Do Not Post to view the pending items online before the Receivable Update process in PeopleSoft Receivables processes them.
Select Batch Standard to post to accounts receivable during the next run of the PeopleSoft Receivables Receivable Update process.

Run

Click to access the Process Scheduler Request page. Select the Single Action Invoice job (BIJOB03) to run the listed processes simultaneously. Select BIJOB03K to include the Commitment Control process. Select the Single Action Consolidation job (BIJOB04) to run the listed processes simultaneously for consolidated invoices. Select BIJOB04K to include the Commitment Control process. To run the listed processes individually, run them one at a time in the correct order.

Note. The following three columns on the Print Options page do not appear on the Single Action Invoice page: Print Only, Primary Copy, and Custom Label. They are options for the Pro Forma and Reprint functions, which also access this page.

Processing EDI Transactions in PeopleSoft Billing

Selecting a Default Print Format

Portable Document Format (PDF) is the delivered default print format for PeopleSoft Internet Architecture. In prior PeopleSoft releases, HP LIS was the delivered default format.

The delivered sample SQR invoices in PeopleSoft Billing appear differently in PDF format than in HP LIS format. Therefore, you should review and evaluate these differences before deciding which format best suites your invoice print needs.

You can use two methods for printing delivered SQR invoices in HP LIS format:

Select HP in the Format field on the Process Scheduler Request page.
Override the system-delivered default format.

Note. If you print invoices using the standard billing and bill inquiry pro forma and invoice buttons, the invoice prints automatically using defaults, and the Process Scheduler Request page does not appear.

Overriding the System Default Format

You can configure the system installation to make HP LIS the default print format for all SQR invoice printing.

To configure the system to make HP LIS the default print format:

Select PeopleTools, Process Scheduler, Process Types.
Search by the process type SQR Report% and click the Search button.
In the returned results, select the operating system and database type that corresponds to the environment.
On the Type Definition page, copy the entire value of the Parameter List field.
Select PeopleTools, Process Scheduler, Processes.
Search by the process type SQR Report% and click the Advanced Search button.
Enter BIIVCPN in the Process Name field and click the Search button.
Select the BIIVCPN entry that appears.
On the Process Definitions - Override Options page, select Override in the Parameter List field and paste the value of the Parameter List field from the Type Definition page that you copied in Step 4.
Search for the string OF %%OUTDESTFORMAT%% and change this to OF 4.
Click Save.

The system now uses the HP LIS output format every time that you run SQR BIIVCPN. You can follow these same steps for the remaining SQR pro forma and invoice print reports: for example, BIIVCLN, BIIVCLC, and BIIVCPC.

See Also

Enterprise PeopleTools PeopleBook: PeopleSoft Process Scheduler

Running the Invoice Register Process and the Consolidation Register Process

After you create invoices, you can run the Invoice Register process or the Consolidation Invoice Register process. These processes register invoice activity that has occurred in the system. You control which bills appear on the registers by setting certain parameters.

This section discusses how to define the parameters for the Invoice Register process and the Consolidated Invoice Register process.

Pages Used to Run the Invoice Register Process and the Consolidated Invoice Register Process

Page Name	Definition Name	Navigation	Usage
Invoice Register	RUN_BI_IVCRGSTR	Billing, Generate Invoices, Reports, Invoice Register	Enter parameters to use to create the Invoice Register by Invoice Number report and the Invoice Register by Customer Name report.
Consolidation Register	RUN_BI_IVCRGSTR	Billing, Generate Invoices, Reports, Consolidated Register, Consolidation Register	Enter parameters to use to create the Consolidation Register report.

Defining the Parameters for the Invoice Register Process and the Consolidated Invoice Register Process

Access the Invoice Register page (Billing, Generate Invoices, Reports, Invoice Register) or the Consolidation Register page (Billing, Generate Invoices, Reports, Consolidated Register, Consolidation Register), as applicable.

Final Date Range	Enter the start date and end date, including the run dates of the finalized invoices that you want to review on the report.
Bill Cycle	Provide the cycle ID for the cycle in which the invoices were finalized. This is not a valid option on the Consolidation Register page.

Inquiring About a Process Instance

You can inquire about a specific process instance using the Process Monitor.

Page Used to Inquire About a Process Instance

Page Name	Definition Name	Navigation	Usage
Process Monitor	PMN_PRCSLIST	PeopleTools, Process Scheduler, Process Monitor	Review the status of a specific process instance.

Inquiring About the Progress of a Process

You can inquire about a process that is in progress on the In Progress Log page.

Page Used to Inquire About the Progress of a Process

Page Name	Definition Name	Navigation	Usage
In Progress Log	BI_IN_PROGRESS_LOG	Billing, Review Processing Results, In Progress Log	Inquire about the progress of a process.

Inquiring About Individual Invoice Errors

You can inquire about individual invoice errors at either the header level or the line level.

Page Used to Inquire About Individual Invoice Errors

Page Name	Definition Name	Navigation	Usage
Invoice and Line Errors	BI_ERR_BY_INV	Billing, Review Processing Results, Review Invoice Errors, Invoice and Line Errors	Inquire about individual invoice errors at either the header level or the line level.

Reviewing Invoice Errors at the Header and Line Level

Access the Invoice and Line Errors page (Billing, Review Processing Results, Review Invoice Errors, Invoice and Line Errors).

Invoice Error	Displays the entire error message if the error pertains to the entire invoice or the header level. The rest of the page is blank. If the error is a line error, this field displays the message Line(s) contain error, and the system populates the remaining fields with corresponding messages for each line containing an error.
Error Status	Displays the error code.
Error Description	Displays specific information about the error.
Last Update	Displays the date the bill line was last updated.

See Also

Reviewing VAT Errors

Reviewing Email Invoice Log

You can use the Email Invoice as Attachment media for delivering your invoices. If you do so, you may need to research the results of the emailing program (BI_XMLPBURST) to check for any failures. From this component you will be able to review each email attempt and check if it was a success or a failure. If the email attempt was a failure, then you can to see a detailed description of the error. To attempt to resend an email that failed, use the Finalize and Print menu since you cannot resend an email from this component.

Page Used to Review Email Invoice Log

Page Name	Definition Name	Navigation	Usage
Review Email Invoice Log – Search page	BI_EMAIL_LOG_SRCH	Billing, Review Processing Results, Review Email Invoice Log	Log certain information for tracking purposes each time an invoice is send as an email.

Reviewing Email Invoice Log

Access the Review Email Invoice Log page (Billing, Review Processing Results, Review Email Invoice Log).

Enter the search criteria and press the Search button to display the search results in a grid format.

Correcting Summarization Template Assignment

To add, change, or remove the assignment of summarization templates for the lines of a bill that has already been finalized, use the Summarize Template Correction pages. To change the summarization template definition itself, rather than the line assignments for a bill, use the Summarization Template Config pages.

See Also

Setting Up Bill Summarization

Pages Used to Correct Summarization Template Assignment

Page Name	Definition Name	Navigation	Usage
Summarize Template Correction	BI_SUM_IVC_LN_COR	Billing, Maintain Bills, Correct Summarization Template	Add, change, or remove the assignment of summarization templates for lines of bills that have been finalized.

Correcting Summarization Template Assignment

Access the Summarize Template Correction page (Billing, Maintain Bills, Correct Summarization Template, Summarize Template Correction).

Max Rows (maximum rows)	Select how many bill lines to display on the Summarize Template Correct page.
Line/Seq (line/sequence)	Select whether to view bill lines by line number or sequence number.
Identifier/Desc (identifier/description)	Select whether to display the Identifier field or the Description field for the bill lines.
Summarization Template ID	Set the desired summarization template for a bill line. Clear the field and leave blank to remove the assignment of a template to a line.
Preview Summarization Template	Click the Preview Summarization Template link to preview the summarization template format. The page does not use actual bill data.
Summarization Group Type	The summarization group type set for the line. This value cannot be changed after finalization.
Summarization Group ID	The summarization group set for the line. This value cannot be changed after finalization.

You can also correct the bill fields that affect the line grouping to achieve the desired summarization on the printed invoice.

Restarting the Pro Forma and Finalization Processes

You need to restart the Pro Forma Preprocess and Finalization process if you attempted to create a pro forma invoice or actual invoice for a bill and the process did not run successfully. Before restarting, correct the problem that caused the failure. Bills remain in the system until you restart the process and the process runs successfully.

Use the In Progress Log page to see whether the bill processed successfully.

See Also

Enterprise PeopleTools PeopleBook: PeopleSoft Application Engine

Updating Multiple Billing Lines Within an Invoice

Access the Invoice Maintenance page (Billing, Maintain Bills, Invoice Maintenance). Select the invoice you need to update.

Business Unit

Displays the business unit.

Enter Search Criteria

The Field Name will be selected from a list of valid fields that can used in the search.

Enter Change Values

The only valid Field Name values are RESOURCE_TYPE, RESOURCE_CATEGORY, and RESOURCE_SUB_CAT fields.

Enter valid field names and click the Search button to view the Results page.

An update confirmation message is displayed when you click the Update button.

The Bill lines can be updated for a specific invoice and not for multiple invoices. Invoice Maintenance will allow changes to fields RESOURCE_TYPE, RESOURCE_CATEGORY and RESOURCE_SUB_CAT only for rebills and regular bills to meet the error correction requirement. Changes are not allowed to these fields for credit lines and net line adjustments associated with an original bill.

Business Unit	Displays the business unit.
Enter Search Criteria	The Field Name will be selected from a list of valid fields that can used in the search.
Enter Change Values	The only valid Field Name values are RESOURCE_TYPE, RESOURCE_CATEGORY, and RESOURCE_SUB_CAT fields.