Managing PeopleSoft Billing Utilities

This chapter discusses how to:

• Copy bill information.

• Copy groups of bills.

• Reset field values when copying invoices.

• Delete temporary data.

• Change bill status.

• Run the Email Notification process.

• Run the Invoice Notification process.

• Schedule workflow processes in PeopleSoft Billing.

• Manage financial sanctions screening for invoices.

• Manage federal highway billing.

Copying Bill Information

This section provides an overview of copying bill information and discusses how to copy single bills.

Understanding Copying Bill Information

You can copy a single bill when you must send out a new bill with all or most of the same information on it as another bill. Bills that cannot be copied are:

• Temporary bills, which have a status of TMR and TMP.

• Bills that are not confirmed for Financial Sanctions Screening (FSS).

If your system is activated to perform FSS, your newly copied invoice 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 bill.

Page Used to Copy Bill Information

Copying Single Bills

Access the Copy Single Bill page (Billing, Maintain Bills, Copy Single Bill). Enter the search criteria and select the bill you wish to copy.

Select Bill Action

Copy Results

When you run the copy bill or copy bill group functions, the system does not copy every field; it resets some fields to default values.

See Resetting Field Values When Copying Invoices.

Note. When you copy a bill that originated in PeopleSoft Order Management, a bill with a system source of OBI, the system clears the system source in the new bill to enable you to change the customer ID and send the new bill to another customer. For example, if you bill the wrong customer and want to credit the original customer, create a copy of the bill and change the customer ID. Adhere to any warning messages that appear when you save the change in the customer ID on the new bill.

See Also

Assigning Invoice Number IDs

Copying Groups of Bills

This section provides an overview of copying groups of bills and discusses how to:

• Define copy group header information.

• Assign Bills to copy groups.

• Define copy group details.

• Run the Copy Group of Bills process (BICPYGRP).

Understanding Copying Groups of Bills

When copying groups of bills together in batch:

• Define copy group header information.

• Assign bills to copy groups.

• Define copy group details.

• Run the Copy Group of Bills process (BICPYGRP).

If your system is activated to perform financial sanctions screening (FSS), your newly copied invoices will go through FSS again. For example, if you have loaded an updated financial sanctions list since the original invoices were 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 invoices.

Pages Used to Copy Groups of Bills

Defining Copy Group Header Information

Access the Define Bill Copy Group page (Billing, Maintain Bills, Define Bill Copy Group).

Define copy header information.

This utility is useful if you have bills that you invoice each month and only a small portion of the information changes.

Assigning Bills to Copy Groups

Access the Define Copy Group Detail 1 page (Billing, Maintain Bills, Define Copy Group Details, Define Copy Group Detail 1).

Bills that are not confirmed for Financial Sanctions Screening (FSS) cannot be assigned to copy groups

If you are using this copy group for the first time, attach the bills that are to be used as templates by inserting rows and entering values in these fields:

After you assign template invoices for this copy group, you can manage them all at once by clicking one of these buttons:

Defining Copy Group Details

Access the Define Copy Group Detail 2 page (Billing, Maintain Bills, Define Copy Group Details, Define Copy Group Detail 2).

Running the Copy Group of Bills Process (BICPYGRP)

Access the Copy Bill Group page (Billing, Maintain Bills, Copy Bill Group).

Note. Before running the Copy Group of Bills process, prepare the copy group for its next run. For example, if old copy invoice IDs reside in the CopyInvoice ID field, reset them before running the process.

Note. Access the Define Copy Group Detail 2 page and the Message Log page to verify the results of the Copy Group of Bills process. The Define Copy Group Detail 2 page displays the newly generated invoice numbers and, in the event of a process error, displays error details.

See Also

Enterprise PeopleTools PeopleBook: PeopleSoft Process Scheduler

Resetting Field Values When Copying Invoices

When you run the copy bill or copy bill group processes, the system does not copy every field; it resets some fields to their starting values. This section lists the fields that the system does not copy and the reset values for those fields. Reset values in this table are the same regardless of whether you copy a single bill or group of bills.

Note. Some of the fields in these tables are used only by the system.

BI_HDR

HDR_VAT

HDR_AR, LINE_DS_DFR

BI_LINE

BI_HDR_CC, BI_HDR_NOTE, BI_LINE_NOTE, BI_LINE_TAX

LINE_DS_LVL

HDR_CRCARD, LINE_DST, LINE_DST_AR, LINE_DST_DFR, LINE_DST_DTL, LINE_IU_EXP, LINE_IU_PAY

Deleting Temporary Data

This section provides an overview of temporary data deletion and discusses how to:

• Set process parameters to delete billing data.

• Run the Billing Delete Data process.

• Delete selected approved temporary bills.

• Delete selected extract bills.

Understanding Temporary Data Deletion

Billing maintains several tables containing temporary information. The data in these tables should be purged periodically or they may grow large enough to degrade system performance. The temporary data tables include:

• Billing extract tables

• Project Costing temporary tables

• Accounting preload process staging entries

You can schedule the Billing Delete Data process (BIDELDATA) to run on a regular basis. The Billing Delete Data process uses parameters set on the WorkFlow/Batch Parameters page to determine the age of the extract and temporary bills to be deleted. You can use the Billing utilities to manually delete selected temporary data that has been approved.

Pages Used to Delete Temporary Data

See Also

Using Workflow Processes in PeopleSoft Billing

Setting Process Parameters to Delete Billing Data

Access the WorkFlow/Batch Parameters page (Set Up Financials/Supply Chain, Product Related, Billing, Define Workflow, WorkFlow/Batch Parameters).

Running the Billing Delete Data Process

Access the Delete Bills page (Billing, Generate Invoices, Utilities, Delete Bills).

1. Choose the types of data that you want to delete:

   • Temporary bills that have been approved.

   • Extract bills.

   • Accounting preload staging entries.

2. Run the BIDELDATA process.

For temporary and extract bills, the process deletes any data that is older than the number of days specified on the Workflow/Batch Parameters page. All temporary accounting preload entries that have already been successfully loaded to AR or GL will be deleted.

Note. You can set the BIDELDATA process to run regularly by setting a Recurrence value on the Process Scheduler Request page.

Deleting Selected Approved Temporary Bills

Access the Delete Temporary Bills page (Billing, Generate Invoices, Utilities, Delete Temporary Bills).

Deleting Selected Extract Bills

Access the Delete Extract Bills page (Billing, Generate Invoices, Utilities, Delete Extract Bills).

Note. Purge the billing information from the extract tables often to increase the performance of the SQR (Structured Query Report) invoice report processes.

Changing Bill Status

The Invoice Status Change process (BIIVCSTS) enables you to change the status of multiple bills at once. For example, you can change a large group of bills to RDY (ready) status for invoicing, or place an entire group of bills on hold.

Two methods are available for changing bill status:

• Change the status of a large number of bills at once using the Status Change page.

• Change the status of a limited number of bills, one at a time, using the bill entry pages.

Note. If you define the status change range selection to include bills of a specific copy group ID, the status change affects only selected bills (which you indicate by selecting the Select check box on the Define Copy Group Detail 1 page) in the corresponding copy group.

If you define the range selection with a copy group ID, select a copy group that was updated using the Replace Template option. After copy completion, the template invoice IDs are new invoice IDs resulting from the copy.

The Status Change SQR program (BIIVCSTS) induces the batch program to cancel any pending invoice approval if any bills are canceled (status changed to Canceled).

See Also

Copying Groups of Bills

Pages Used to Change Bill Status

Changing the Status of Multiple Bills at Once

Access the Status Change page (Billing, Maintain Bills, Change Status of Bills, Status Change).

See Also

Enterprise PeopleTools PeopleBook: PeopleSoft Process Scheduler

Changing the Status of Limited Numbers of Bills One at a Time

Access the Standard Billing - Header - Info 1 page (Billing, Maintain Bills, Standard Billing, Header - Info 1).

Change the bill status of each bill, saving each time. Use the Create Consolidated Header - Header page to change the status of a limited number of consolidated bills.

See Also

Entering Bill Header Information

Entering Consolidated Bill Information

Running the Email Notification Process

The Email Notification process (BIIVCEMAIL) enables you to set up paperless invoicing through the eBill Payment application. When eBill Payment is installed, you can select Email Notification as the bill-to media for an invoice. Instead of printing the invoice, Billing sends an email notification to the bill's contact email address. The email contains a link to the appropriate page in eBill Payment so that your customer can review and pay the invoice. For you to use paperless invoicing, the customer contact must have a valid email address and a user account for accessing eBill Payment.

You can add the BIIVCEMAIL process to your other invoice print jobs or you can run the process separately after invoices have been finalized using the eBill Payment Utilities pages.

Important! The finalization process makes invoices available in eBill Payment. The Email Notification process sends an email notification after a bill is finalized. An invoice will appear in eBill Payment regardless of whether the Email Notification process runs successfully and regardless of the invoice bill-to media.

See Also

Email Processes (Paperless Invoices)

Pages Used to Run the Email Notification Process

Generating Email Notification

Access either the Email Notification page (Billing, Generate Invoices, Utilities, eBill Payment Utilities, Non-Consolidated, Request Email Notification) or the Cons Email Notification page (Billing, Generate Invoices, Utilities, eBill Payment Utilities, Consolidated, Request Email Notification).

Define the run control parameters. The system selects only bills with the status FNL and a bill-to media of Email Notification for running the Email Notification job.

Note. The Consolidated Email Notification process sends one email for each consolidated invoice; emails are not sent for the individual, attached invoices.

See Also

Enterprise PeopleTools PeopleBook: PeopleSoft Process Scheduler

Scheduling Workflow Processes in PeopleSoft Billing

This section discusses how to:

• Run PeopleSoft Billing workflow processes.

• Define notification parameters.

Pages Used to Schedule Workflow Processes in PeopleSoft Billing

Running PeopleSoft Billing Workflow Processes

Access the Billing Workflow page (Billing, Generate Invoices, Utilities, Billing Workflow). From here, you can process workflow for the:

• Pending Interface Transactions: If this option is selected, then a worklist will be created for any Billing Interface transactions that are a certain number of days old. The number of days determined by the number of days set up on the Workflow/Batch Parameters page. Users defined as a Billing Interface Reviewer on the Role User Maintenance page will receive the worklist.

• Pending Credit Card Transactions: If this option is selected, then a worklist will be created for any Credit Card transactions that have not been processed within a certain number of days. The number of days is determined by the number of days set up on the Workflow/Batch Parameters page. Users defined as a PeopleSoft Billing Administrator on the Role User Maintenance page will receive the worklist.

• Inactive Bills process: If this option is selected, then a worklist will be created for any invoices that have not yet been finalized within a certain number of days. The number of days is determined by the number of days set up on the Workflow/Batch Parameters page. Users defined as a Billing Inactive PeopleSoft Bills Reviewer on the Role User Maintenance page will receive the worklist.

• Inactive Consolidated Bills: If this option is selected, then a worklist will be created for any consolidated invoices that have not yet been finalized within a certain number of days. The number of days is determined by the number of days set up on the Workflow/Batch Parameters page. Users defined as a PeopleSoft Billing Inactive Bills Reviewer on the Role User Maintenance page will receive the worklist.

Defining Notification Parameters

Access the Route Control Profile page (PeopleTools, Workflow, Routings & Roles, Route Control Profile) to define the business units about which you want to be notified.

Note. You must populate the ADD_DTTM field on the interface table for the Pending Interface Transactions process to find any pending interface items. The BI_WORKFLOW process uses this field to determine the age of the interface transactions.

See Also

Using Workflow Processes in PeopleSoft Billing

Enterprise PeopleTools PeopleBook: Workflow Technology

Managing Financial Sanctions Screening for Invoices

This section provides an overview of Financial Sanctions Screening (FSS) for PeopleSoft Billing and discusses how to:

• Run the FSS process.

• Review FSS results.

Understanding Financial Sanctions Screening for PeopleSoft Billing

Within PeopleSoft Billing, you can run the Financial Sanctions Screening process (SCM_FSS) in two ways:

• As a secondary process during the Finalization process (BIIVC000).

  See Preprocessing Steps.

• Independently from the Screen for Denied Parties menu option.

Note. FSS processing does not occur when a bill is being entered into the system.

FSS Process Tasks for Invoices

When the FSS process runs for Billing, it follows these steps:

1. Identifies which business units are subject to FSS processing.

2. Selects bills from those business units that:

   • Have not previously gone through FSS processing.

   • Have previously gone through FSS processing and are unconfirmed.

   • Have previously gone through FSS processing and have been confirmed, and then the customer's name or address was overridden during bill maintenance, or a bill line was added.

   • Have been manually confirmed once and then the customer's name or address was overridden, or a bill line was added.

   • Originated from PeopleSoft Order Management or Inventory and then the customer's name or address was overridden, or a bill line was added during bill maintenance.

     Note. Bill lines that originate from PeopleSoft Order Management or Inventory have typically gone through FSS processing if they are subject to FSS processing. FSS processing is not performed on those bill lines again unless the user changes the customer's name or address.
     
     Customer RMAs that come from PeopleSoft Order Management or Inventory are exceptions to this rule. Customer RMAs that originate from Order Management or Inventory go through FSS processing in Billing.

   • Are interunit and intraunit bills that have had the customer's name or address overridden during bill maintenance.

     Note. Interunit and intraunit bills do not go through FSS processing unless the user manually overrides the customer's name or address during bill maintenance.

3. If the FSS does not find a match, the system:

   • Sets the FSS status to confirmed (the Confirmed check box is selected).

   • Records the publish date of the security list on the invoice.

   • Records a time stamp on the invoice with the current date to show when the FSS was actually performed.

4. If the FSS finds a match:

   • The invoice is associated with error code 2033 indicating that a financial sanctions list match was found.

   • The bill status is changed to Hold or New.

     The Finalization process changes it to Hold, and the Screen for Denied Parties process changes it to New.

   • The Financial Sanctions Status is set to Unconfirmed (the Confirmed option is not selected ) on the Header - Miscellaneous Information page.

   • A screening history record is created for the bill.

If a bill is attached to a consolidated bill and it does not pass the FSS process, that is, the FSS finds a match, then the FSS status of the consolidated header is changed to Unconfirmed and the bill status is changed to Hold or New.

When a new security list is loaded to the system, you should run the Screen for Denied Parties process on customers and invoices again. During this run, Screen for Denied Parties processes invoices that may have previously gone through FSS processing.

Warning! You should not use the Finalization process to rescreen invoices when a new list is loaded.

See Also

Reviewing FSS Results for Invoices

Pages Used to Manage Financial Sanctions Screening for Invoices

Running the Financial Sanctions Screening Process

Access the Screen for Denied Parties page (Billing, Maintain Bills, Screen for Denied Parties).

Invoices

Use these fields that are in the Invoices section of the page.

See Also

Maintaining Additional Customer Information

Reviewing Financial Sanctions Screening Results

Access the Financial Sanctions - Invoice page (select Invoices in the Object Type field in the Financial Sanctions search page).

If the FSS status of a consolidated invoice is changed to Not Confirmed because an attached invoice has an FSS status of Not Confirmed, then the consolidated header and the attached invoice are listed on this page.

See Reviewing FSS Results for Invoices.

Managing Federal Highway Billing

This section provides an overview of Federal Highway Billing for PeopleSoft Billing and discusses how to:

• Create a Federal Highway File.

• Recreate a Federal Highway File.

Understanding Federal Highway Billing file

The Federal Highway file run control pages run an extract process to create a formatted text file. The text file will contain a Batch Control Record, Detail record and a Trailer Record.

Pages Used to Manage Federal Highway Billing

Creating a Federal Highway File

Access the Create Federal Highway File page (Billing, Generate Invoices, Utilities, Federal Highway Billing, Create Federal Highway File).

Business Unit	Select the Business unit.
Customer	Select the customer ID from the prompt list.
Target Payment Date	Select the date of payment. Target Payment Date is required when the Final Run Indicator option is selected.
Final Run Indicator	Select to determine whether to stamp the bill headers as final so they cannot be extracted again on future runs of the extract process unless the recreate file option is selected.
Bill Status	Select the bill status from the options. The available options are: Invoiced, Finalized, New, Ready, Pending, Temporary, Temporary Ready, and Hold.

Recreating a Federal Highway File

Access the Recreate Federal Highway File page (Billing, Generate Invoices, Utilities, Federal Highway Billing, Recreate Federal Highway File).

Business Unit	Select the Business unit.
Customer	Select the customer ID from the prompt list.
Target Payment Date	Select the date of payment. Target Payment Date prompt will list all target payment dates that have been used for previous final runs.