PeopleSoft Enterprise Billing 9.1 PeopleBook

Adjusting Bills

This chapter provides an overview of bill adjustment and discusses how to:

Adjust entire bills.
Adjust specific bill lines.
Inquire about bill history.

Understanding Bill Adjustment

Use the Adjust Bills function when you make invoice changes. You can credit entire bills and rebill with one action, or select only certain lines to rebill. You can also add lines of activity and rebill, change discounts or surcharges, associate new entry types and reasons with the bills, and calculate new totals.

You can adjust any bill in the system except consolidated bill headers. However, if the bill is originated from an external source, your business practice may require that you make corrections in the source system and initialize the adjustment from there. The source system then sends the adjustment through the Billing Interface. If this is not an option for you, in some cases you can initiate the adjustment directly from PeopleSoft Billing.

When creating an adjustment, you will be required to enter an adjustment reason. An adjustment reason is required for both header and line level adjustments. You will be able to select the reason from a prompt list. To set up the valid values for the adjustment reason, navigate to Set Up Financials/Supply Chain, Common Definitions, Codes and Auto Numbering, Reason Codes and create codes for reason type Credit Memo.

If your system is activated to perform financial sanctions screening (FSS), the credit and rebill invoices will go through FSS again. For example, if you have loaded an updated financial sanctions list since the original invoice was validated, you should perform another validation on the new bills. Use the Screen for Denied Parties process or the Finalization process to perform the FSS on the new bills. If you perform a line adjustment and you add the adjusted line to an existing bill, then the new line will go through the FSS processing.

Note. When you use a third-party tax vendor to process credit adjustments, PeopleSoft passes tax amount overrides, the credit values of the taxes on the adjusted bill lines, to the tax vendor to enable register and audit log accuracy. Passing tax amount overrides for credit adjustments ensures that the tax vendor tax registers and audit files carry the same tax amounts as those in PeopleSoft.

The following pages operate in deferred processing mode. Most fields are not updated or validated until you save the page or refresh it by clicking a button, link, or tab. This delayed processing has various implications for the field values on the page, for example, if a field contains a default value, any value that you enter before the system updates the page overrides the default. Another implication to keep in mind is that the system updates quantity balances or totals only when you save or refresh the page.

All credits and rebills can be combo edited online when the online combination edit installation option is turned on. This will prevent combo edit errors from being detected in the preload process, after a credit/rebill has been finalized and printed, due to changes in the combo edit rules that have occurred since the creation of the original bill. Upon saving the credit/rebill, combo edits will take place and any errors that occur will be flagged. Errors can be corrected using the bill entry transaction pages. To allow customers to change their GL/AR options and customer information, and have that information reflected on rebills the current GL/AR options and the customer information is copied to the new bills. There is an option to do a batch combo edit where all the entries will be send through combo edit.

Invoice Line Number Assignment

Managing Financial Sanctions Screening for Invoices

Adjusting Entire Bills

You can use the Adjust Bills function to credit an entire bill and reverse the original invoice, or credit an entire bill and rebill with the correct information.

This section discusses how to reverse original invoices or rebill with correct information.

Pages Used to Adjust Entire Bills

Page Name	Definition Name	Navigation	Usage
Adjust Entire Bill	BI_ADJ_BILL	Billing, Maintain Bills, Adjust Entire Bill	Credit entire bills and reverse original invoices, or credit entire bills and rebill with the correct information.
Adjustment History	BI_ADJ_HIST	Billing, Review Billing Information, Adjustment History	Review bill adjustment history.

Reversing Original Invoices or Rebilling with Correct Information

Access the Adjust Entire Bill page (Billing, Maintain Bills, Adjust Entire Bill).

If the bill that you select has had prior adjustments made at the bill line level, it is not a valid choice on this page. You must continue that bill adjustment on the Adjust Selected Bill Lines page.

In the Select Bill Adjustment Action group box, select one of these options before defining the adjustment:

No Bill Action

No action for the displayed bill will occur at this time. When you first access the page, the system uses this value as the default action. This prevents you from adjusting a bill unintentionally. Whenever you save the process, this default action resets.

Credit Entire Bill

Create a credit bill for the displayed bill. The bill has a status of RDY (ready).

Credit & Rebill

Create a credit bill and create a copy of the displayed bill. The rebill copy has the status of NEW.

Note. Some fields are not copied during a rebill but are initialized to certain values.

The system assigns a default invoice number to the adjustments and populates the Credit Bill or Rebill Bill field with the value Next.

Next

The default invoice number that the system assigns to the adjustments. If you selected For Adjustments in the User-definable group box on the Invoice Number page, you can assign invoice numbers to the credit bill or rebill by overriding this default. If you select this option, you can use invoice numbers that are designed specially for credit bills and rebills.

Warning! You can adjust a bill header or line only once.

Save

Click to initiate the adjustment process. After the process is complete, the invoice number of the new bill appears in Credit Bill and Rebill Bill.

Header Info 1 (header information 1)

Click to access the corresponding bill in bill entry. You can make any necessary changes there and then process the bill as usual. For instance, if you want to override the default entry type and reason that are associated with this bill, click this link to access bill entry and make that change.

Adjustment Reason

Select the appropriate code from a list of valid reason codes that will be made available to the user via a prompt list. The reason code is mandatory when issuing a credit.

Note. If you send a full bill credit to PeopleSoft Receivables, you must close as open items the original bill and credit bill. PeopleSoft Billing passes the original bill invoice number and invoice line number into Document ID (identification) and Document Line item fields. From the PeopleSoft Receivables pages, use the document ID and document line item to cross-reference with the original item.

See Also

Assigning Invoice Number IDs

Adjusting Specific Bill Lines

You can use the adjust bills process to adjust selected bill lines on an existing bill.

This section discusses how to:

Search for bill lines.
Select bill lines and run the adjustment.

Pages Used to Adjust Specific Bill Lines

Page Name	Definition Name	Navigation	Usage
Adjust Selected Bill Lines	BI_ADJ_LINE	Billing, Maintain Bills, Adjust Selected Bill Lines	Adjust specific bill lines.
Adjustment Line Summary	BI_ADJ_LHIST_SUMRY	Billing, Review Billing Information, Review Line History, Adjustment Line Summary	Review the summary details of adjustment lines for a particular bill.
Adjustment Line History	BI_ADJ_LHIST	Billing, Review Billing Information, Review Line History, Adjustment Line History	Review details, including all adjustments, for each bill line.

Searching for Bill Lines

Access the Adjust Selected Bill Lines page (Billing, Maintain Bills, Adjust Selected Bill Lines).

In the Line Adjustment Parameters group box, select:

No Bill Action	When you first access the page, the system uses this field as the default bill action. This setting prevents you from adjusting the bill unintentionally.
Adjust Selected Lines	Enables you to adjust any combination of lines on this bill. When you select this option, the Add to Existing Bill check box appears.
Add to Existing Bill	Select to add the lines to an existing bill. If you do not select this check box, the system generates a new bill for these adjustment lines. However, you can add only adjusted bill lines that contain value-added tax (VAT) information to a new bill. The new bill will contain an exact copy of the source bill VAT header. Note. If you add lines with summarization templates to a non-summarized bill, a summarized invoice may be printed when the invoice is generated.
Line Opt (line options)	Select a value: Create Net Adjustment Only: Creates one adjustment line. Create Reversal and Rebill: Creates two new lines, one that credits the original line chosen, and one that reflects the adjustment. Credit Line: Creates one line with a reversal of the amounts from the original line chosen.
Adjustment Reason Default	Select the appropriate code from a list of valid reason codes that will be made available to the user via a prompt list. A reason code is required for a reversal line and a credit line.

In the Line Adjustment Results group box, the system displays one of these fields:

Add To Bill	The system displays this field if you elect to add to an existing bill. Enter the invoice number of the existing bill to which you want to add the lines. If you elect to add to an existing bill but there are no existing bills available, select No Bill Action, reselect Adjust Selected Lines, and clear Add to Existing Bill. Warning! Adjusted Project Costing and Contracts lines should never be added to non-Project Costing or Contracts bills.
Adjustment	The system displays this field if you elect to add to a new bill. The system assigns the default invoice number NEXT to the adjustments. If you specify the invoice ID for this type of bill as user-definable for adjustments on the Invoice Number page, you can assign your own invoice numbers to the credit bill or rebill by overriding NEXT. If you select this option, you can use invoice numbers that are designed specifically for credit bills and rebills. Warning! You can adjust a bill header or bill line only once.
Set Filter Options	Select this link to enter search values and to filter the invoice lines returned that need to be adjusted. After entering the values, the user will have the option to search, clear search or return to the Adjust Selected Bill Lines page.
Header Info 1 and Bill Line - Info 1 (bill line - information 1)	Click to access the corresponding bill in bill entry. You can make any necessary changes there and then process the bill as usual.
Select Bill Lines	All lines that satisfy the search criteria appear in this scroll area. The grid tabs at the top of the list enable you to view different bill fields.

You can control which lines the system returns by defining the Bill Line Number, and Date fields.

Note. If you are initiating multiple searches and changing the criteria often, re-enter the criteria to reset the search path and assure a complete search.

See Also

Assigning Invoice Number IDs

Selecting Bill Lines and Running the Adjustment

Access the Adjust Selected Bill Lines page (Billing, Maintain Bills, Adjust Selected Bill Lines).

Use the search functions, if necessary, to display the lines to be adjusted.
In the Select Line Adjustment Action region, select the Adjust Selected Lines option.
Select whether or not to add the adjustment to an existing bill.
Set an invoice number in the Adjustment field, or, if adding to an existing bill, choose the bill using the Add to Bill control.
In the Select Line Adjustment Action section, select the desired Line Opt.
Select an Adjustment Reason Default to be used as the Adjustment Reason for each selected bill line.
Enable the Select check box for each line.
Click Save to initiate the adjustment process.

After the process is complete, the invoice number of the adjustment bill appears in Line Adjustment Results, if appropriate.
Click Header - Info 1 to access the Standard Billing - Header - Info 1 page and modify the bill header.

Click the Bill Line - Info 1 link to access the Standard Billing - Line Info 1 page and correct line information.

See Also

Entering Bill Header Information

Inquiring About Bill History

After you adjust a bill, you can use the bill and line adjustment inquiry pages to track the changes. You can specify any invoice and see the history of adjustments that were made to that bill.

Access the Adjustment History page or the Adjustment Line History page (Billing, Review Billing Information, Review Line History, Adjustment Line History).

Original, Prior, Next, and Latest

Displays the original, prior, next, and latest invoices that were issued. For example, the invoice in the example is RE-00006612. The original invoice was RE-00006610; RE-00006611 is a credit of the original invoice; and, RE-00006612 is a rebilling of the original invoice. There is no next invoice because RE-00006612 is the latest in the sequence of invoices.

Get Adjust Line History (get adjustment line history)

Click after selecting All Bills or Invoiced Bills Only. If you switch from one option to the other, you must click Get Adjust Line History after each change to refresh the query results.

All bills that appear in the lower section of the page are related through a history of adjustments to the particular bill that is displayed.

Inv Type (invoice type)

This field is system-controlled. The system assigns the invoice type when it creates a bill. These values are part of a translate table:

REG: Regular bill entered online bill entry or imported through the Billing Interface.

RAD: Regular bill with adjustments. The system creates this type of bill when you add bill line adjustments to a regular bill that already exists.

ADJ: Adjustment-only bill. The system creates this type of bill when you create a new bill with adjustment lines only.

ACR: Credit bill. The system creates this type of bill when you do a full credit adjustment for a bill.

ARB: Rebilling bill. The system creates this type of bill when you do a full rebilling.

Invoice Amount

Displays the pretax amount if the bill has not been invoiced.

Original, Prior, Next, and Latest	Displays the original, prior, next, and latest invoices that were issued. For example, the invoice in the example is RE-00006612. The original invoice was RE-00006610; RE-00006611 is a credit of the original invoice; and, RE-00006612 is a rebilling of the original invoice. There is no next invoice because RE-00006612 is the latest in the sequence of invoices.
Get Adjust Line History (get adjustment line history)	Click after selecting All Bills or Invoiced Bills Only. If you switch from one option to the other, you must click Get Adjust Line History after each change to refresh the query results.