PeopleSoft Enterprise Services Procurement 9.1 PeopleBook

Managing Settlements

This chapter provides an overview of settlements in PeopleSoft Services Procurement and discusses how to:

Create invoices manually.
Generate and print invoices automatically.
Manage invoices.
Approve invoices.
Manage invoice approval for suppliers.

Understanding Settlements in PeopleSoft Services Procurement

Managing settlements with PeopleSoft Services Procurement enables individuals who have appropriate permissions to create consolidated proforma invoices. The proforma invoice process can be optionally configured to include or exclude suppliers in the invoice approval process, based on the supplier's setup. Specific time sheets, expenses, or progress logs lines can be added or removed prior to submitting the invoice for approval. After approval, the proforma invoice is viewed online and printed, included in a file for export, or both.

You can grant permissions for each of these functions:

Automatic invoice generation.
Manual invoice creation.
Invoice management.
Invoice approval.
Supplier invoice approval.
Invoice printing and processing.

With PeopleSoft Services Procurement Settlement, you can:

Manage the invoicing and settlement process.
Invoice at varying frequencies.
Select approved time sheets, expenses, or progress logs for an invoice.
Manage invoice submittal, approval, and processing.

Invoice Adjustments

The Settlement feature in Services Procurement provides a self-invoicing capability that can create invoices based on approved timesheets, progress logs, and expenses. You can create new invoices manually, review existing invoices, edit invoices, view statuses of invoices, cancel invoices, track invoice adjustments, and submit selected invoices for approval.

The Manage Invoice page is the central location and starting point for maintaining invoices. Use the search and sort features to streamline the search results. After you enter search criteria, access the roster area, where you can view invoice details, edit the invoice, submit invoices, or cancel invoices.

To track adjustments made to invoice lines, an Adjusted status is available for the invoice. When an adjustment is made to an invoice line amount, the system provides an entry in the Invoice Adjustment table. This lets you know that an adjustment has been made to an invoice line. If multiple adjustments are made to an invoice line, the Invoice Line Adjustment Detail page displays all the adjustments that were made to the invoice line.

When a supplier adjusts the amount on an invoice line, the invoice line Line Status field is set to Adjusted by Supplier, and the invoice header Invoice Status field is set to Adjusted by Supplier.

When an enterprise approver adjusts the amount on an invoice line, the invoice line Line Status field is set to Adjusted by Enterprise and the invoice header Invoice Status field is set to Adjusted.

When an adjustment has been made to an invoice by a supplier or the enterprise, a check box displays on the Manage Invoice - Line Summary page that indicates whether an invoice line has adjusted by a supplier, the enterprise, or by both. The check box is only visible if adjustments have been made to any of the invoice lines for an invoice.

See Also

Common Elements Used In This PeopleBook

Prerequisites

You must define these attributes before invoicing a time sheet, expense, or progress log:

Define invoice authorizations.
Define whether suppliers are included in the invoice approval process.
Define addresses.
Define payment terms.
Define the accounts payable interface.

Creating Invoices Manually

This section discusses how to:

Create invoices.
Add and view lines in invoices.

Pages Used to Create Invoices Manually

Page Name	Definition Name	Navigation	Usage
Manage Invoices	SPF_INV_MANAGE	Services Procurement, Manage Invoices	Add invoices, search existing invoices, submit invoices, or cancel invoices. Note. The From Date and Date To fields by default are the last 30 days. You may need to change the date fields to see previous invoices.
Create Invoice	SPF_INV_HDR_ADD	Enter the business unit, invoice ID, or both, and click the Add button on the Manage Invoices page.	Create invoices.
Manage Invoices - Add Lines To Invoice	SPF_INV_TE_DTLS	Save an invoice on the Create Invoice page.	Add and view lines in invoices, including all noninvoiced time sheets, expenses, and progress logs for the supplier or service provider.
Manage Invoices - Line Summary	SPF_INV_LN_DTLS	Click the Edit button for an invoice on the Manage Invoice page.	Modify the selected invoice.
Invoice Process Detail	SPF_INV_PROCES_DTL	Click the View Entry button on the Manage Invoice page. Click the Process Details link on the Manage Invoices - Line Summary page.	View invoice processing details.
Invoice To Address	SPF_ADDRESS	Click the Vendor Location Address link on the Manage Invoices - Line Summary page.	View the invoice to address.
Remit To Address	SPF_ADDRESS	Click the Remit To Address link on the Manage Invoices - Line Summary page.	View the remit to address.
Currency Information	EXCH_RT_DTL_INQ	Click the Exchange Rate Details link on the Manage Invoices - Line Summary page.	View multicurrency information.
Manage Invoices - Line Detail	SPF_INV_TIME_DTL	For resource-based invoices, click the Edit button on the Manage Invoices - Line Summary page.	View time sheet and expense invoice line details, make adjustments, or both.
Manage Invoices - Line Detail	SPF_INV_PLOG_DTL	For deliverables-based invoices, click the Edit link on the Manage Invoices - Line Summary page.	View progress log and expense invoice line details and make adjustments.
Work Order Details	SPF_WORDER_DETAIL	Click the View Work Order link on the Manage Invoices - Line Detail page.	View details of the work order related to the invoice.
Purchase Order Inquiry - Purchase Order	PO_LINE_INQ	Click the View Purchase Order button on the Manage Invoices - Line Detail page.	View details of the purchase order related to the invoice.
Approve Timesheet	SPA_TIME_APPROVE	For resource-based invoices, click the linked time sheet on the Manage Invoices - Line Detail page.	View time reports.
Services Expense Report - Services Expense Report Details	SPA_SHEET_LINES2	For either resource-based or deliverables-based invoices, click the linked expense on the Manage Invoices - Line Detail page.	View expense reports.
Progress Log Summary	SPA_PLOG_LINES	For deliverables-based invoices, click the linked progress log on the Manage Invoices - Line Detail page.	View progress reports.

Creating Invoices

Access the Create Invoice page (Services Procurement, Manage Invoices, Enter the business unit, invoice ID, or both on the Manage Invoices page, and click the Add button).

Create Invoice For

Select a basis on which you want to create an invoice. To create invoices for resource-based work orders, select Timesheets. To create invoices for deliverables-based work orders, select Progress Logs. The selected invoice basis determines the fields that appear on the invoicing pages.

Note. Invoices created for timesheets will include timesheets for resource-based and multi-resource work orders.

VMS Managed (vendor-managed service managed)

This option is available when the MSP (managed services provider) installation is not selected on the Services Procurement Installation Option page and the supplier selected on the Create Invoice page is identified as a VMS (vendor managed supplier) supplier for a business unit or service type. When you select this option, the invoice includes only time sheets, expenses, or progress logs for work orders under VMS management for which the selected supplier is the VMS supplier. When this option is not selected, the invoice includes only time sheets or progress logs for which the selected supplier is the end supplier actually providing the service.

Note. The supplier type of the VMS supplier is not a factor for VMS invoices; only the supplier type of the end supplier is considered.

Internal Supplier

This option is available only when the MSP installation is selected on the Services Procurement Installation Options page. When you select this option, the invoice includes only time sheets, expenses, or progress logs for work orders for which the selected supplier is identified as an internal supplier. When this option is not selected, the invoice includes only time sheets or progress logs for which the selected supplier is not identified as an internal supplier.

Invoice To Address

Enter the address of the supplier.

Payment Terms

Select a payment term from the available values defined on the Single Payment Terms page.

Remit To Supplier

View the supplier who receives payment.

Remit To Address

View the address where the payments are sent.

Note. When you select or change a supplier, the Supplier Location, Invoice To Address, Remit to Supplier, and Remit to Address field values are supplied by default from the vendor base tables.

Note. The Payment Terms field value is supplied by default from the Services Supplier Information page. If no value is defined at that level, the system supplies default values defined on the vendor base tables.

Adding and Viewing Lines in Invoices

Access the Add Lines to Invoice page (save an invoice on the Create Invoice page).

Use this page to add individual time, progress, or expense lines to invoices. When a time sheet or progress log expense or progress log is added to an invoice, the correct time sheet line, expense line or progress log line is updated with the invoice information.

To add lines to an invoice:

Select the progress log and expense lines or time report and expense lines to include in the invoice.
Click the Add Selected Line(s) button.

Use the Select/Deselect All check box if you want to select or deselect all the lines at one time.

Note. The available time sheets, progress log, assignment incidents, and expense lines for invoicing are limited to work orders that have a supplier location that matches the location specified on the Create Invoice page.

Generating and Printing Invoices Automatically

This section discusses how to:

Generate invoices.
Print invoices.

Pages Used to Generate and Print Invoices Automatically

Page Name	Definition Name	Navigation	Usage
Create Batch Invoices	SPF_GEN_CLINV	Services Procurement, Services Settlement, Create Batch Invoices	Generate invoices for approval and printing.
Print Invoices	SPF_GEN_CINP	Services Procurement, Services Settlement, Print Invoices	Print invoices that you've generated and approved.

Generating Invoices

Access the Create Batch Invoices page (Services Procurement, Services Settlement, Create Batch Invoices).

Enter the run control parameters for the invoice process.

Business Unit	Select the business unit for which invoices are generated.
Supplier	Select a specific supplier to receive an invoice. Note. If you leave this field blank, the Supplier Location, Supplier Address, and Payment Terms fields are hidden, and the process generates invoices for all suppliers associated with active work orders that meet the selection criteria. When you select a specific supplier, the supplier location, supplier address, payment terms, and service provider fields are editable. For VMS-managed work orders, select a VMS supplier. All time sheets, progress logs, and expenses associated with the end suppliers are combined on the VMS supplier's invoice.
Supplier Location	Select to filter out time sheets and progress logs the work orders of which have the same supplier and supplier location. Note. This field is available only when a value is in the Supplier field.
Provider Contact	Enter the name of the supplier provider contact who receives the invoice. Note. If you do not enter a name, the provider contact who is associated with the work order receives the invoice.
Service Provider	Select the service provider for whom invoices are generated. Note. If the supplier is resource-based, the lookup for service providers displays service providers. If the supplier is deliverables-based, the lookup for service providers displays provider contacts. If the supplier is both resource-based and deliverables-based, the lookup for service providers displays both service providers and provider contacts. Note. This field is available only when a value is in the Supplier field.

Department

Select the department for which invoices are generated.

Requester

Select the requester for whom invoices are generated.

Selection Range

Use this section to further define generation values for the information you selected in the header.

Note. The work order ID range displays lower-level service work orders in addition to resource- and deliverables-based work orders.

Start Date and End Date

Enter the range of dates for time sheets, progress logs, or expenses that are included in the invoices that you generate. The date range is also used to determine active work orders and their associated time sheets, expenses, and progress logs.

Note. The end date is used to compare different date values depending on invoicing time, expense date, or progress log completion date. For time sheets, the end date is compared to the period end date. For expenses, the transaction date is used for the comparison. For progress logs, the creation date is used for the comparison when the settlement option is Percentage or Rate Based, and the completion date is used when the settlement option is Fixed Cost or Milestone.

Note. To generate invoices for time sheets, expense reports, and progress logs that fall within a specific time period, you must enter an end date that is equal to or greater than the last end date.

For example, if you have a progress log with a completion date of July 15, 2010, a time sheet with period end date of June 29, 2010, and an expenses report with a transaction date of July 10, 2010, and you enter an end date of July 10, 2010 on the run control page, the progress log invoice is not generated.

Work Order ID From and Work Order ID To

Enter the IDs of the beginning and ending work orders for which you want to generate invoices.

Purchase Order ID From and Purchase Order ID To

Enter the beginning and ending purchase orders for which you want to generate invoices.

Invoice Options

You create invoices using a batch process that can be scheduled to run offline.

Use Run Date	Select to indicate that when the run control is scheduled to run on a recurring basis (when you use the recurrence definition), the invoice date is assigned the date of the scheduled run. If this option is selected, the current date at run time will be used as the invoice date. This is the default option. This option is appropriate for both ad hoc and recurring process runs. Note. This option is selected by default. Refer to Enterprise PeopleTools PeopleBooks for details on how to set up a recurrence definition.
Use Specific Date	Select to define the specific invoice date. This date is used regardless of the scheduled run date. If this option is selected, the user must specify a date to be used as the invoice date. This option is more appropriate for single batch process runs than for a recurring batch process run. When you select this option, the current date is supplied by defaults. Do not select this option if you are using a recurrence definition and you want to have different invoice dates at different run times. Refer to PeopleTools PeopleBooks for details on how to set up a recurrence definition.
Use Flexible Date	Select to define invoice dates that are a specific number of days before or after a scheduled run date. If this option is selected, the user must specify the number of days before or after the run date to be used as the invoice date. For example, if the scheduled run date is the 15^th day of every month (for example, May 15) and the user specified 10 days before the run date, then the invoice date is set to May 5^th. Note. When you select this option, the default is 10 days before the scheduled run date. Refer to Enterprise PeopleTools PeopleBooks for details on how to set up a recurrence definition.
Supplier Address	Select a supplier address for the invoice. Note. When you select a specific supplier, the supplier's address can be edited. If you do not select a supplier, the field is unavailable for entry and is blank. However, the invoice process picks up the default supplier address for each supplier at run time.
Payment Terms	Select payment terms for the invoice. Note. When you select a specific supplier, the payment terms can be edited. If you do not select a supplier, the field is unavailable for entry and is blank. However, the invoice process picks up the default payment terms for each supplier at run time.

Process Options

Invoice Report Currency

Select whether the invoice should be created in the base currency or the work order currency. The field is disabled if the Purchasing business unit does not allow multicurrency purchase orders.

Process Results

You can run the Generate Invoice Report process (SPINV002) to generate a report about the invoices that you are processing.

Printing Invoices

Access the Print Invoices page (Services Procurement, Services Settlement, Print Invoices).

Enter the run control parameters for the invoice printing process.

Supplier

Select the supplier for whom invoices are to be printed.

Note. For VMS-managed work orders, the VMS supplier should be selected. All time sheets, progress logs, and expenses associated with the end suppliers are combined on the VMS supplier's invoice.

Invoice Report Currency

Select to print in either the base or work order currency. The field is disabled if the Purchasing business unit does not allow multicurrency purchase orders.

From and To and Invoice ID

Select the range of invoices that you want to print.

Assignment Pay Based on Number of Incidents

If any assignment pay is based on the number of incidents, a separate section is included on the printed invoice.

Process Results

The Process Invoice Application Engine process (SPF_PRNTINV) processes invoices that have been generated and approved. It prints the pro forma invoice to be sent to the suppliers. This process also adds any manually created invoices to the invoice report table so that invoices can be printed.

Managing Invoices

Use the Manage Invoice page to create new invoices manually, review existing invoices, edit invoices, view statuses of invoices, cancel invoices, or submit selected invoices for approval. The Manage Invoice page is the central location and starting point for maintaining invoices. Use the search and sort features to streamline the search results. After you enter search criteria, access the roster area, where you can view invoice details, edit the invoice, submit invoices, or cancel invoices.

Note. This page displays invoices created by the sign-in user. Invoices generated by other users do not appear in this roster.

This section discusses how to:

Search and view invoices.
View manage invoice line summaries.
View invoice line detail.

See Also

Creating Invoices Manually

Pages Used to Manage Invoices

Page Name	Definition Name	Navigation	Usage
Manage Invoices	SPF_INV_MANAGE	Services Procurement, Manage Invoices	Add invoices, search existing invoices, submit invoices, or cancel invoices. Note. The values for the From Date and Date To fields are by default the last 30 days. You may need to change the date fields to see previous invoices.
Create Invoice	SPF_INV_HDR_ADD	Enter the business unit, invoice ID, or both on the Manage Invoices page, and click the Add button.	Create invoice header information.
Manage Invoices - Add Lines To Invoice	SPF_INV_TE_DTLS	Save an invoice on the Create Invoice page.	View all noninvoiced time sheets, progress logs, and expenses for the supplier or service provider.
Manage Invoices - Line Summary	SPF_INV_LN_DTLS	Click the Edit button for an invoice on the Manage Invoices page.	Modify the selected invoice.
Invoice Process Detail	SPF_INV_PROCES_DTL	Click the View Entry button on the Manage Invoices page. Click the Process Details link on the Manage Invoices - Line Summary page.	View invoice details.
Invoice To Address	SPF_ADDRESS	Click the Vendor Location address link on the Manage Invoices - Line Summary page.	View the invoice to address.
Remit To Address	SPF_ADDRESS	Click the Remit To Address link on the Manage Invoices - Line Summary page.	View the remit to address.
Currency Information	EXCH_RT_DTL_INQ	Click the Exchange Rate Details link on the Manage Invoices - Line Summary page.	View multicurrency information.
Work Order Details	SPF_WORDER_DETAIL	Click the View Work Order button on the Manage Invoices - Line Detail page.	View details of the work order that is related to the invoice.
Manage Invoices - Line Detail	SPF_INV_TIME_DTL	For resource-based invoices, click the Edit button on the Manage Invoices - Line Summary page.	View invoice line details, make adjustments, or both.
Manage Invoices - Line Detail	SPF_INV_PLOG_DTL	For deliverables-based invoices, click the Edit link on the Manage Invoices - Line Summary page.	View invoice line details, make adjustments, or both.
Purchase Order Inquiry - Purchase Order	PO_LINE_INQ	Click the View Purchase Order button on the Manage Invoices - Line Detail page.	View details of the purchase order that is related to the invoice.
Approve Timesheet	SPA_TIME_APPROVE	For resource-based invoices, click the linked time sheet on the Manage Invoices - Line Detail page.	View time reports.
Services Expense Report - Services Expense Report Details	SPA_SHEET_LINES2	For either resource-based or deliverables-based invoices, click the linked expense on the Manage Invoices - Line Detail page.	View expense reports.
Create Progress Log Submittal - Progress Log Summary	SPA_PLOG_LINES	For deliverables-based invoices, click the linked progress log on the Manage Invoices - Line Detail page.	View progress log reports.

Searching and Viewing Invoices

Access the Manage Invoices page (Services Procurement, Manage Invoices).

You can access this page when you sign in as the PeopleSoft Services Procurement invoice manager.

Search Invoices

Enter search criteria to use to retrieve, edit, and view invoices.

Select Currency

Displays amounts in either base or work-order currency. The Select Currency field is available only if Allow Multicurrency is selected on the Services Procurement business unit page.

See Setting Up Business Unit Definitions.

Note. Invoices are generated in both base and work-order currency.

Invoice Roster

Estimated Total	Displays the estimated total, including expenses and estimated prorated tax. Note. The sales and use tax (SUT) included in the estimated total includes only the sales tax. The use tax is displayed as a separate line item on the Invoice Detail page.
	Click the Edit button to access the Manage Invoice Line Summary page, where you can review and edit invoice lines.
	Click the View Entry button to access the Invoice Process Detail page, where you can review invoice processing information.
Submit	Click to submit selected invoices for approval.
Cancel	Click to cancel selected invoices. Canceling invoices releases the time sheet, progress log, or expense associated with that invoice so that it can be invoiced again.

Note. You can adjust invoices by adjusting the associated time sheets, progress logs, or expense amounts. If the adjusted time sheet, progress log, or expense is included in an invoice, the status of the invoice line associated with the adjustment is changed to Canceled and the invoice header status is changed to Adjusted. You can also adjust invoices after the invoice has been generated by adjusting the amounts on the Manage Invoice Line Detail page. Adjusting invoices in this manner does not change existing time sheets, progress logs, or expenses. Adjustments can be made prior to invoices being approved by either the supplier invoice approver or the enterprise invoice approver.

Viewing Manage Invoice Line Summaries

Access the Manage Invoices - Line Summary page (click the Edit button for an invoice on the Manage Invoices page).

The data appearing in the Invoice Header Information and Estimated Invoice Total sections depends on whether the invoice is for VMS services.

Business Unit	Displays the business unit associated with the invoice.
Invoice ID	Displays the number automatically or manually assigned to the invoice when it is created.

Invoice Header Information

Invoice Date	Displays the creation date of the invoice.
Invoice Status	Displays the current status of the invoice. Values are: Adjusted by Supplier: When a supplier adjusts the amount on an invoice line, the system sets the invoice line status to Adjusted by Supplier, and the invoice header to Adjusted. When an enterprise approver adjusts the amount on an invoice line, the system sets the invoice line status to Adjusted by Enterprise and the invoice header status to Adjusted. Approved by Supplier: The supplier invoice approver has approved all lines, and the invoice has not been processed. Approved by Enterprise: The invoice approver has approved all lines, and the invoice has not been processed. Canceled: The invoice has been canceled and the related time sheets, progress logs, or expenses have been released to be re-invoiced. Generated: The line has been created but not yet submitted for approval. Processed: All lines have been approved and the invoice has been processed. Submitted to Enterprise: The invoice has been submitted for approval, but the line has not yet been approved or rejected. Submitted to Supplier: The invoice has been submitted for approval to the supplier, but the line has not yet been approved or rejected. Rejected by Enterprise: The approver has rejected the line. Rejected by Supplier: The supplier invoice approver has rejected the line.
Payment Terms	Displays the payment terms assigned to the invoice.
Supplier	Displays the end supplier who performed the service. This option appears only in the Invoice Header Information section when invoices are not VMS-managed. The supplier appears at the line level when invoices are VMS-managed.
VMS Suppler	Displays the VMS supplier that manages the work orders for time and progress invoices. This option appears only in the Invoice Header Information section for VMS invoices.

Estimated Invoice Total

Line Amount	Displays the total invoice amount in base or work-order currency. Any assignment pay based on time is included with the base pay in the line amount. Any assignment pay based on number of incidents is displayed in the Time/Expense Details group box, and is not included in the line amount.
Estimated Tax	Displays the total estimated tax for the invoice.
Expense Amount	Displays the total expense amount in base or work-order currency.
Estimated Total	Displays the estimated total for the invoice.
VMS Fee	Displays the amount paid to the VMS suppler for managing the service. The data appearing in the Invoice Line Information grid depends on the selected service method and whether the invoice is for VMS services. Select the Base Currency or Work Order Currency option to display amounts. View the estimated tax and estimated total amount for the invoice. Note. This option appears and is included only in the Estimated Invoice Total for VMS invoices.
MSP Fee	Displays the amount paid to the MSP supplier for managing the service. Note. This option appears and is included in the estimated invoice total only if MSP is installed and the supplier is an internal supplier. External suppliers can view MSP fees; however, the fee is not included in the estimated total.

Invoice Line Information: Amount Information

Select the Amount Information tab.

Click the Line Details button to access the line details.

Invoice Line Information: Work Order Details

Select the Work Order Details tab.

Work Order	Links to the related work order for viewing more details. If the work order is for a multi-resource service, the individual child work order is listed here. The related parent work order appears in the Parent Work Order field.
Parent Work Order	Links to the parent work order for multi-resource work orders.
Supplier	Displays the end supplier who performed the service. This option appears only for VMS invoices.
Provider Contact	Displays the provider contact for the work order.
Time Sheet ID	Displays the time sheet for the invoice line and has a value only for time sheet lines.
Expense Sheet ID	Displays the expense sheet for the invoice line and has a value for expense lines.
Progress Log ID	Displays the progress log for the invoice line. Appears only for deliverable invoices and has a value only for progress lines.
Activity	Displays the activity for the invoice line. This option appears only for deliverable invoices. Note. For deliverables-based requisitions, the rate-based activity is displayed in the Invoice Line Information region.
Submit	Click to submit the selected invoice lines for approval. Note. Until all lines have been submitted for approval, the invoice header status remains Generated.
Delete	Click to remove the selected line from the invoice. Deleting the invoice line releases the time sheet, progress log, or expense associated with that invoice so that it can be invoiced again.

See Also

Setting Up Business Unit Definitions

Establishing and Managing VMS

Viewing Invoice Line Details

Access the Manage Invoices - Line Detail page (click the Edit button on the Manage Invoices - Line Summary page).

The information appearing on this page depends on the selected service method. Click the View Adjustments link to access details about the adjustments that have been made to an invoice line.

For multi-resource work orders, this page displays only the header work order ID in the invoice line information section. You can click the Parent Work Order ID link to access the work order header page. Click the Work Order ID link to access the lower-level service associated to the work order for an invoice line.

Invoice Line Information

Invoice Line Number	Displays the number automatically assigned to the invoice line when it is created. Allows adjustments to the progress log line amount.
Line Status	Displays the current status of the invoice line. Values are: Generated: The line has been created but not yet submitted for approval. Submitted: The invoice has been submitted for approval, but the line has not yet been approved or rejected. Submitted to Supplier: The invoice has been submitted for approval to the supplier, but the line has not yet been approved or rejected. Rejected: The approver has rejected the line. Adjusted by Enterprise: The enterprise approver has adjusted the amount on an invoice line, the invoice line status is set to Adjusted by Enterprise, and the invoice header status is set to Adjusted. Adjusted by Supplier: The supplier has adjusted the amount on an invoice line, the invoice line status is set to Adjusted by Supplier, and the invoice header status is set to Adjusted. Approved by Supplier: The supplier has approved all lines. Approved: The invoice approver has approved all lines.
Purchase Order	Click to view the purchase order assigned to the work order associated with the services included on the invoice line. Note. The button is available only if the PO Work Order Integration (purchase order work order integration) check box is selected on the Services Procurement Installation Options page.
Supplier Invoice ID	Enter the supplier's invoice ID for each invoice line. This field is for reference only in the event that the supplier uses a different invoice ID.
Work Order ID	Click to view the work order associated with the services included on the invoice line.
Provider Contact	Displays the provider contact assigned to the work order associated with the services included on the invoice line.
Requester	Displays the requester assigned to the work order associated with the services included on the invoice line.
WO Amount Remaining (work order amount remaining)	Displays the amount still available for the work order. This amount is updated when invoices are approved. This field does not appear for multi-resource work orders.
Service Provider	Displays the name of the individual service provider associated with the services included on the invoice line. Note. This value displays for resource-based engagements only.
Invoice Approver	Displays the invoice approver assigned to the work order associated with the services included on the invoice line.
Supplier Invoice Approver	Displays the supplier invoice approver assigned to the work order that is associated with the services included on the invoice line. This option appears only for suppliers who are included in the invoice approval process.

Time/Expense Details - Resource-Based Invoices

Adjustments can be made after the invoice has been generated and not yet approved. Once approved, invoices cannot be adjusted.

Timesheet ID or Expense Sheet ID	Displays the time sheet or expense associated with the invoice line. Click to view the time sheet or expense details.
Period End Date	Displays the period end date of the time sheet associated with the invoice line.
VAT Applicability (value-added tax applicability)	Indicates whether value-added tax (VAT) applies to this invoice. If VAT Applicability is Taxable, the system displays the VAT percentage and VAT amount information.
SUT Applicability (sales tax or use tax applicability)	Indicates whether sales tax or use tax (SUT) applies to this invoice. If SUT Applicability is Sales Tax or Direct Pay/Sales Tax, then the Sale Tax % and Sales Tax Amount fields appear. If the value is Use Tax, then the system displays the use tax percentage and the use tax amounts. Note. Use tax is not included in the invoice total and is displayed for informational purposes only. Suppliers can view only the sales tax, not the use tax.
Original/Adjusted Time Quantity	Displays the original and adjusted time quantity for resource-based invoices. No manual adjustments are allowed for this field.
Original/Adjusted Line Amount	Displays the amounts based on the original and adjusted time quantity. You can adjust the line amount in the work order currency and the system automatically converts to base currency if the multicurrency option applies.
Original/Adjusted MSP Fee (original/adjusted managed services provider fee)	Displays the MSP fee. This option appears and is included in the estimated invoice total only if MSP is installed and the supplier is an internal supplier. External suppliers will have the MSP fee shown, but not included in the estimated invoice total. No manual adjustments are allowed for this field, but any adjustments made to the line amount recalculates the adjusted MSP fee.
Original/Adjusted VMS Fee (original/adjusted vendor-managed service fee)	Displays the VMS fee. This option appears only for VMS invoices. No manual adjustments are allowed for this field, but any adjustments made to the line amount recalculates the adjusted VMS fee.
Original/Adjusted Expenses	Displays the original and adjusted expenses from the expense sheet associated with the invoice line. You can enter adjustments prior to approval, but the adjustment must be made in the work order currency. The system automatically converts to base currency.
Original/Adjusted Total	Displays the total of the original and adjusted line amount, the original and adjusted expenses, and any associated fees and taxes.
VAT Percent (value-added tax percent)	Displays the actual VAT percentage. You can adjust the original VAT percentage for resource-based invoices. Note. The field is not available if VAT is not applicable.
Estimated VAT (estimated value-added tax)	Displays the estimated VAT amount. Adjusting the line amount or VAT percentage recalculates the estimated VAT amount. Note. The field is hidden if VAT is not applicable.
Sales Tax Percent/Use Tax Percent	Displays the estimated sales tax percentage if the tax applicability is sales tax or direct pay. If tax applicability is use tax, then the system displays the estimated use tax percent. You can adjust the tax percentage, which recalculates the estimated SUT amounts. Note. The field is not available if SUT Applicability value is notSales Tax or Direct Pay/Sales Tax.
Includes VAT (includes value-added tax)	Indicates whether the estimated VAT amount is to be added to the line amount before SUT is calculated. If yes, the VAT amount is added to the line amount before SUT is calculated. Otherwise, the line amount is used for VAT calculations. Note. The field is not available if VAT and SUT are not applicable.
Estimated Sales Tax	Displays the estimated sales tax. Adjusting the line amount or SUT percentage recalculates the estimated sales tax amount. If the Includes VAT option is yes, then adjusting the VAT percentage also recalculates the estimated sales tax amount. Note. The field is not available if SUT Applicability value is notSales Tax or Direct Pay/Sales Tax.
Original/Adjusted Assignment Incidents	Displays the number of assignments based on incidents associated with the invoice.
Line Amount	Displays the sum of all items associated with the invoice line.
Estimated Total	Displays the sum of the line amount, expense amount, VMS or MSP fees, and VAT or sales tax.
Estimated Use Tax	Displays the estimated sales tax. Adjusting the line amount or SUT percentage recalculates the estimated sales tax amount. If the Includes VAT option is yes, then adjusting the VAT percentage also recalculates the estimated sales tax amount. Note. The field is not available if SUT Applicability is notUse Tax.

Progress Log Details - Deliverables Based Invoices

Progress Log ID or Expense Sheet ID	Displays the progress log or expense associated with the invoice line. Click to view the progress log or expense details.
Activity	Displays the activity associated with the invoice line. Note. This field is not visible if the settlement option on the work order associated with the invoice line is set to Percentage.
% Complete (percent complete)	Displays the total percent completed. Note. This field is visible only if the settlement option on the work order associated with the invoice line is set to Percentage.
Rate	Displays the rate from the work order associated with the invoice line. Note. This field is visible only if the settlement option on the work order associated with the invoice line is set to Rate Based.
UOM (unit of measure)	The unit of measure that is defined for the rate. Note. This field is visible only if the settlement option on the work order associated with the invoice line is set to Rate Based.
Quantity	Displays the number of units being billed on the invoice line. Note. This field is visible only if the settlement option on the work order associated with the invoice line is set to Rate Based.
VAT Applicability (value-added tax applicability)	Indicates whether VAT applies to this invoice. If VAT Applicability is Taxable, the system displays the VAT percentage and VAT amount information.
SUT Applicability (sales and use tax applicability)	Indicates whether SUT applies to this invoice. If SUT Applicability is Sales Tax or Direct Pay/Sales Tax, then the Sale Tax % and Sales Tax Amount fields appear. If the value is Use Tax, then the system displays the use tax percentage and the use tax amounts. Note. Use tax is not included in the invoice total and is displayed for informational purposes only. Suppliers can view the sales tax only, not the use tax.
Original/Adjusted Line Amount	Displays the amounts based on the original and adjusted progress log for this invoice line. You can adjust the line amount in the work order currency and the system automatically converts to base currency if the multicurrency option applies.
Original/Adjusted MSP Fee (original/adjusted managed services provider fee)	Displays the MSP fee. This option appears and is included in the estimated invoice total only if MSP is installed and the supplier is an internal supplier. External suppliers can view MSP fees; however, the fee is not included in the estimated invoice total. No manual adjustments are allowed for this field. Any adjustments made to the line amount recalculate the adjusted MSP fee.
Original/Adjusted VMS Fee (original/adjusted vendor-managed service fee)	Displays the VMS fee. This option appears only for VMS invoices. No manual adjustments are allowed for this field. Any adjustments made to the line amount recalculate the adjusted VMS fee.
Original/Adjusted Expenses	Displays the original and adjusted expenses from the expense sheet associated with the invoice line. You can enter adjustments prior to approval, but the adjustment must be made in the work order currency. The system automatically converts to base currency.
Original/Adjusted Total	Displays the total of the original and adjusted line amount, the original and adjusted expenses, and any associated fees and taxes.
VAT Percent (value-added tax percent)	Displays the actual VAT percentage. Enables you to adjust the actual VAT percentage for resource-based invoices. Note. The field is hidden if VAT is not applicable.
Estimated VAT (estimated value-added tax)	Displays the estimated VAT amount. Adjusting the line amount or VAT percentage recalculates the estimated VAT amount Note. The field is hidden if VAT is not applicable.
Sales Tax Percent/Use Tax Percent	Displays estimated sales tax percentage if tax applicability is sales tax or direct pay. If tax applicability is use tax, then the system displays the estimated use tax percent. You can adjust the tax percentage, which recalculates the estimated SUT amounts. Note. This field is visible only if SUT Applicability is notSales Tax or Direct Pay/Sales Tax.
Includes VAT (includes value-added tax)	Indicates whether the estimated VAT amount is to be added to the line amount before SUT is calculated. If yes, the VAT amount is added to the line amount before SUT is calculated. Otherwise, the line amount is used for VAT calculations. Note. This field is not available if VAT and SUT are not applicable.
Estimated Sales Tax	Displays the estimated sales tax. Adjusting the line amount or SUT percentage recalculates the estimated sales tax amount. If the Includes VAT option is yes, then adjusting the VAT percentage also recalculates the estimated sales tax amount.
Estimated Total	Displays the sum of the line amount, expense amount, VMS or MSP fees, and VAT or sales tax.
Estimated Use Tax	Displays the estimated sales tax. Adjusting the line amount or SUT percentage recalculates the estimated sales tax amount. If the Includes VAT option is yes, then adjusting the VAT percentage also recalculates the estimated sales tax amount. Note. The field is not available if SUT Applicability is notUse Tax.

Approving Invoices

The Manage Invoice Approval page is the central location for reviewing and approving invoices.

Note. Similar approval pages are provided for the supplier role.

This section discusses how to:

Manage invoice approvals.
View invoice approval line summaries.
View invoice approval line detail.

Pages Used to Approve Invoices

Page Name	Definition Name	Navigation	Usage
Manage Invoice Approval	SPF_INV_APR_MANAGE	Services Procurement, Services Settlement, Approve Invoices	Review, accept, or reject invoice approvals.
Manage Invoice Approval - Line Summary	SPF_INV_APR_LNDTL	Click the Invoice Approval Line Summary button on the Manage Invoice Approval page.	View invoice lines that you are authorized to approve.
Manage Invoice Approval - Line Detail (resource-based)	SPF_INV_APR_TIME_D	Click the Line Details button for a resource-based invoice on the Manage Invoice Approval - Line Summary page.	View invoice line details, make adjustments to line amounts, expenses, and tax percentages, and enter comments before approving or rejecting the invoice line.
Invoice Approval Line Detail (deliverables-based)	SPF_INV_APR_PLOG_D	Click the Line Details button for a deliverables-based invoice on the Manage Invoice Approval - Line Summary page.	View invoice line details, make adjustments to line amounts, expenses, and tax percentages, and enter comments before approving or rejecting the invoice line.
Invoice To Address	SPF_ADDRESS	Click the Vendor Location Address link on the Manage Invoice Approval - Line Summary page.	View the supplier's invoice to address.
Remit To Address	SPF_ADDRESS	Click the Remit To Address link on the Manage Invoice Approval - Line Summary page.	View the supplier's remit to address.
Currency Information	EXCH_RT_DTL_INQ	Click the linked currency abbreviation on the Manage Invoice Approval - Line Summary page.	View multicurrency information.
Work Order Details	SPF_WO_REQ_VEN_DT	Click a linked work order on the Manage Invoice Approval - Line Summary page or the Manage Invoice Approval - Line Detail page.	View details of the work order related to the invoice.
Purchase Order Inquiry - Purchase Order	PO_LINE_INQ	Click the View Purchase Order button on the Manage Invoice Approval - Line Detail page.	View details of the purchase order related to the invoice.
Approve Timesheet	SPA_TIME_APPROVE	For resource-based invoices, click the linked time sheet on the Manage Invoice Approval - Line Detail page.	View time reports.
Services Expense Report - Services Expense Report Details	SPA_SHEET_LINES2	For either resource-based or deliverables-based invoices, click the linked expense on the Manage Invoice Approval - Line Detail page.	View expense reports.
Create Progress Log Submittal - Progress Log Summary	SPA_PLOG_LINES	For deliverables-based invoices, click the linked progress log on the Manage Invoice Approval - Line Detail page.	View progress log reports.

Managing Invoice Approvals

Access the Manage Invoice Approval page (Services Procurement, Services Settlement, Approve Invoices).

As an internal approver, you can access this page when you sign in as a PeopleSoft Services Procurement invoice approver.

Search and Sort Invoices

Enter criteria used to retrieve submitted invoices.

Note. This page displays only invoice and invoice lines that the sign-in user is authorized to approve. Authorization is defined on the Work Order page when the work order is created. If the supplier is to be included in the invoice approval process, the option must be selected on the Services Supplier Information page. The specific supplier invoice approver id identified on the work order when the supplier is set up to be included in the approval process.

Invoice Roster

Click the Line Summary button to access the Invoice Line Summary page to view details associated with the line.

Approve and Reject

Click to approve or reject the selected invoices.

When a line is rejected, the invoice header status is set to Rejected. The invoice manager who creates that invoice can then review the rejected invoice, make any necessary adjustments, and resubmit the invoice for approval.

Note. The enterprise invoice approver can approve or reject only invoices that have the status of Submitted To Enterprise or Approved by Supplier. Otherwise, the approve and reject buttons are hidden.

Note. You receive an error message if the sum of the invoiced amount (listed on the work order) and the amount of the invoice is greater than the work order amount.

Estimated Total

Displays the estimated total in either work-order or base currency.

Viewing Invoice Approval Line Summaries

Access the Manage Invoice Approval - Line Summary page (click the Invoice Approval Line Summary button on the Manage Invoice Approval page).

You can access this page when you sign in as a PeopleSoft Services Procurement approver and click the Edit button from the Invoice Roster.

Line Amount	Displays the total amount for the invoice line, excluding expenses and taxes.
MSP Fee (managed service provider fee)	Displays the amount paid to the MSP supplier for managing the service. This option appears and is included in the estimated invoice total only if MSP is installed and the supplier is an internal supplier. External suppliers have the MSP fee shown, but it is not included in the estimated invoice total.
VMS Fee (vendor-managed service fee)	Displays the amount paid to the VMS suppler for managing the service. This option appears and is included only in the estimated invoice total for VMS invoices.
Expense Amount	Displays the total expense amount in base or work order currency.
Estimated Tax	Includes VAT and sales tax, but not use tax.
Estimated Total	Displays the sum of the line amount, expense amount, MSP or VMS fee, and estimated tax.
Work Order Details	The Work Order Details tab in the Invoice Line Information grid shows the information related to the work order.
View Work Order	Click to view additional work order details.
Supplier	Displays the end supplier for invoices that are under-VMS-managed. This field is shown only when VMS applies on the work order.
Service Provider	Displays the service provider associated with the work order. This is displayed only for resource-based invoices.
Timesheet ID	Displays the time sheet associated with the invoice line. This is displayed only for resource-based invoices.
Period End Date	Displays the period end date for the time sheet associated with the invoice line. This is displayed only for resource-based invoices.
Expense Sheet ID	Displays the expense sheet associated with the invoice line if one exists.
Amount Information	The Amount Information tab in the Invoice Line Information grid shows the amounts for the invoice line.

Deliverables Based Invoice Approval

Progress Log ID	Displays the progress log ID associated with the invoice line.
Activity	This field appears for deliverables-based requisitions for rate-based and milestone-based activities.
Percent Complete	This field does not appear for milestone, fixed-amount, and rate-based progress logs.

Viewing Invoice Approval Line Detail

Access the Manage Invoice Approval - Line Detail page (click the Line Details button for an invoice on the Manage Invoice Approval - Line Summary page).

The information appearing on this page depends on the selected service method and is similar to the information appearing on the Invoice Line Detail page.

You can view invoice lines that you are authorized to approve, and enter comments before approving or rejecting invoice lines.

Timesheet ID, Expense Sheet ID, and Progress Log ID	Displays the time sheet, expense, or progress log associated with the invoice line. Click to view the time sheet, expense, or progress log details.
Period End Date	Displays the period end date of the time sheet associated with the invoice line.
View Adjustments	Click to view adjustments. When you make an adjustment to an invoice line amount, the system creates an entry for the Invoice Adjustment table. This provides a history of changes for invoices.

See Also

Viewing Invoice Line Details

Managing Invoice Approval for Suppliers

This section discusses how to:

Approve supplier invoices.
View invoice detail.
Trigger worklist and email notifications.

Note. Many of the field definitions mentioned in the Approving Invoices section also apply to this section.

See Approving Invoices.

Pages Used to Manage Invoice Approval for Suppliers

Page Name	Definition Name	Navigation	Usage
Manage Invoice Approval - Line Summary	SPA_MG_SUP_INV_APR	Service Procurement, Approve Service Invoices (external)	Review, accept, or reject invoice approvals as a supplier invoice approver.
Manage Invoice Approval - Line Summary	SPA_SUP_INV_APR_LN	Click the Invoice Approval Line Summary button on the Manage Invoice Approval page.	View invoice lines that you are authorized to approve as a supplier invoice approver.
Work Order Details	SPF_WORDER_DETAIL	Click the Work Order details tab on the Invoice Line Information grid of the Manage Invoice Approval - Line Summary page, and then select a linked work order. Click a linked work order on the Manage Invoice Approval - Invoice Approval Line Detail page.	View details of the work order related to the invoice.
Invoice Approval Line Detail	SPA_SUP_INVAP_TIME	Click the Line Details button on the Manage Invoice Approval - Line Summary page.	View approvals for invoice line summaries, and enter comments before approving or rejecting the invoice line as a service provider.
Invoice Approval Line Detail	SPA_SUP_INVAP_PLOG	Click the Line Details button on the Manage Invoice Approval - Line Summary page.	View approvals for invoice line summaries, and enter comments before approving or rejecting the invoice line as a service provider.
Approve Timesheet	SPA_TIME_APPROVE	For resource-based invoices, click the linked time sheet on the Manage Invoice Approval - Line Detail page.	View time reports.
Services Expense Report - Services Expense Report Details	SPA_SHEET_LINES2	For either resource-based or deliverables-based invoices, click the linked expense on the Manage Invoice Approval - Line Detail page.	View expense reports.
Create Progress Log Submittal - Progress Log Summary	SPA_PLOG_LINES	For deliverables-based invoices, click the linked progress log on the Manage Invoice Approval - Line Detail page.	View time reports.

Approving Supplier Invoices

Access the external Manage Invoice Approval page (Service Procurement, Approve Service Invoices).

Supplier users use this page to approve or reject invoices that have been submitted. Select an invoice to approve.

Viewing Invoice Detail

Access the Manage Invoice Approval - Line Summary page (click the Invoice Approval Line Summary button on the Manage Invoice Approval page).

Select the invoice line to approve.

Triggering Worklist and Email Notifications

The following status changes trigger a worklist entry and an email notification:

Note. For a user to receive an email, an email definition must be set up for the approval activity.

The invoice manager receives a worklist entry and an email notification if the invoice status changes to Rejected by Supplier or Rejected by Enterprise.
The invoice approver indicated on the work order receives a worklist entry and an email notification when the invoice status changes to Submitted to Enterprise or Approved by Supplier.
The supplier invoice approver for each service provider receives a worklist entry and an email notification when an invoice is submitted to a supplier.

Create Invoice For	Select a basis on which you want to create an invoice. To create invoices for resource-based work orders, select Timesheets. To create invoices for deliverables-based work orders, select Progress Logs. The selected invoice basis determines the fields that appear on the invoicing pages. Note. Invoices created for timesheets will include timesheets for resource-based and multi-resource work orders.
VMS Managed (vendor-managed service managed)	This option is available when the MSP (managed services provider) installation is not selected on the Services Procurement Installation Option page and the supplier selected on the Create Invoice page is identified as a VMS (vendor managed supplier) supplier for a business unit or service type. When you select this option, the invoice includes only time sheets, expenses, or progress logs for work orders under VMS management for which the selected supplier is the VMS supplier. When this option is not selected, the invoice includes only time sheets or progress logs for which the selected supplier is the end supplier actually providing the service. Note. The supplier type of the VMS supplier is not a factor for VMS invoices; only the supplier type of the end supplier is considered.
Internal Supplier	This option is available only when the MSP installation is selected on the Services Procurement Installation Options page. When you select this option, the invoice includes only time sheets, expenses, or progress logs for work orders for which the selected supplier is identified as an internal supplier. When this option is not selected, the invoice includes only time sheets or progress logs for which the selected supplier is not identified as an internal supplier.
Invoice To Address	Enter the address of the supplier.
Payment Terms	Select a payment term from the available values defined on the Single Payment Terms page.
Remit To Supplier	View the supplier who receives payment.
Remit To Address	View the address where the payments are sent.