PeopleSoft eSettlements 9.1 PeopleBook

Managing Bills for Suppliers

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

Manage invoice activity and aging balances.
Inquire about invoices and resolve disputes.
View payment information.
Calculate days sales outstanding (DSO).

Understanding Supplier Bill Management

Supplier invoice pages enable quick invoice portfolio analysis and action, including tracking disputes and monitoring overdue invoices. In the Business Service Provider model, suppliers can manage dunning email notifications, as well.

Supplier bill management uses much of the same information as buyer invoice management, sharing a database but providing suppliers a unique view of the data. That way, confidential buyer information is not revealed to the suppliers.

Managing Invoice Activity and Aging Balances

The PeopleSoft system provides several pages—including the Supplier Dashboard page—that enable you to effectively manage invoices by first viewing aggregate and detailed invoice information.

This section discusses how to:

View invoice activity summary.
Review invoice activity.
View aging balances.
View customer balances.

Pages Used to Manage Invoice Activity and Aging Balances

Page Name	Definition Name	Navigation	Usage
Supplier Dashboard	EM_SP_GENERAL	eSettlements, Supplier Dashboard, Supplier Dashboard	View general summary and graphed information regarding invoices, and view a summary of the last 10 payments.
Manage Bills - Invoice Inquiry	EM_SP_VCHR_INQUIRY	eSettlements, Invoices, Manage Bills, Manage Bills - Invoice Inquiry	Search for and review summary and detail invoice information. The invoices that appear are limited to invoices for suppliers whose information the user has permission to access.
Receivables Aging Balance - Inquiry	EM_SP_AGING_BAL	eSettlements, Invoices, Receivables Aging Balance, Receivables Aging Balance - Inquiry	For suppliers, view aging information based on the open receivables recorded in the system. Suppliers can also create various bar charts from this information.
Review Customer Balances - Inquiry	EM_SP_OUTBAL	eSettlements, Invoices, Review Customer Balances, Review Customer Balances - Inquiry	For suppliers, view customer balance information based on the open receivables recorded in the system.

Viewing Invoice Activity Summary

Access the Supplier Dashboard page (eSettlements, Supplier Dashboard, Supplier Dashboard).

General Summary

This section provides a current invoice activity summary.

Status	Displays the description of the status. Options include: Invoice Balance: All open documents—invoices, credit notes, and unapplied prepayments—with a vendor ID (supplier code) associated at the user security level. Past Due: All past due open invoices included in the invoice balance amount. Dispute: All open invoices included in the invoice balance amount that are on hold. Proposals: All proposals are included in this amount. Click this link to access the Manage Proposals page. Offers: All offers are included in this amount. Click this link to access the Manage Proposals page.
Installments	Displays the total number of invoice payment schedules for regular invoices, unapplied prepayments, and credit notes for each status line.
Total Gross in EUR (total gross in the selected display currency)	Displays the sum of the gross amount of the documents in each status. Click any amount to view detailed invoice information. Note. This column heading varies according to the display currency that you select.
	Click the View By Customer button to view current customer balance information by buyer (business unit).
	Click the View By Invoice button to view invoice details by status.

Note. A negative sign ( – ) precedes all credit note and unapplied prepayment amounts.

You can also view the information in any of five two-dimensional (2D) or three-dimensional (3D) chart styles. Select a Chart Style,then click the Convert button to redisplay the chart. When you pass the mouse-pointer over a chart status category in the actual chart, the installments value for that segment appears.

Last 10 Payments

Displays the last 10 payments created using the pay cycle process. Manual payments—such as a manual check—and external payments do not appear on this list.

Beneficiary Bank

Displays the payment recipient.

Note. After a buyer has cancelled a payment using the Cancel Payment feature, Cancelled displays in the Status column.

See Also

Canceling Payments

Establishing Market Rates

Reviewing Invoice Activity

Access the Manage Bills - Invoice Inquiry page (eSettlements, Invoices, Manage Bills, Manage Bills - Invoice Inquiry).

The buttons on this page are only available for invoices with one installment. If an invoice has multiple installments, select eSettlements, Invoices, Review Payment Installments, or click a Payment Installments button to view that information.

We discuss information on this and associated pages in the buyer Reviewing Invoices section.

See Also

Reviewing Invoice Details

Viewing Electronic Invoices

Reviewing Invoices

Creating Suppliers

Viewing Aging Balances

Access the Receivables Aging Balance - Inquiry page (eSettlements, Invoices, Receivables Aging Balance, Receivables Aging Balance - Inquiry).

The Receivables Aging Balance feature computes in real time the open invoices, credit notes, and prepayments paid. Only valid documents—invoices, credit notes, and prepayments—appear in the aging balances.

Note. When you first access this page, only the aging balances for the buyers to which you have access appear. You can specify search criteria to view the aging balance of a particular buyer or for a particular supplier and supplier location.

The delivered aging categories are fixed to quickly provide consistent, clear aging information.

Past Due and Current

The Past Due and Current grids show converted amounts for the different types of invoices, by aging date. Click any amount to view details about the invoices that comprise the amount.

Amount Type	Attributes
Invoice	Positive regular invoices. Not paid. No hold payment enabled. Valid (passed the Voucher Build Application Engine process (AP_VCHRBLD) and in postable status). Not cancelled or closed.
Credit Note	Negative amount invoices.
Dispute	Invoices with a disputed payment schedule.
Prepaid Not Applied	Prepayments that have been paid but not yet applied to the final invoice, by aging date. Note. Prepayment vouchers must be posted in PeopleSoft Payables before they can be applied to an invoice.

Note. The graph incorporates only positive amounts from the Past Due and Current grids. Negative amounts are not included in the chart.

See Also

Reviewing Payables Aging Balances

Viewing Customer Balances

Access the Review Customer Balances - Inquiry page (eSettlements, Invoices, Review Customer Balances, Review Customer Balances - Inquiry).

Search Criteria

You can narrow your search results or change the type of currency in which the amounts appear.

From Buyer and To Buyer	Enter buyer IDs to select a range of buyers. Enter a buyer ID in the From Buyer field to select an individual buyer. If you leave these fields blank, the system selects all buyers.
Dispute Status	Select In Dispute or Not In Dispute.
Display Currency	Enter a currency type and click Convert to update the information.

Review Customer Balances

Amounts are shown in the display currency that you select.

Buyer

Click a link in this column to view detailed invoice information for all invoices (regular and credit notes), regardless of the transaction currency for that buyer (business unit).

Gross Amount

Displays the gross amount of transactions using the displaying currency for the corresponding buyer. Click a link in this column to view all vouchers for the amount's transaction currency and buyer (business unit).

Note. Prepayment vouchers must be posted in PeopleSoft Payables before they can be applied to an invoice.

See Also

Reviewing Supplier Balance Information

Inquiring About Invoices and Resolving Disputes

PeopleSoft eSettlements provides several inquiry pages that enable you to examine the details associated with invoices. Much of the information on these pages is discussed elsewhere in this PeopleBook.

This section lists the pages used to inquire about invoices and resolve disputes.

Pages Used to Inquire About Invoices and Resolve Disputes

Page Name	Definition Name	Navigation	Usage
Manage Bills - Invoice Details	EM_SSINVC_DETAILS	eSettlements, Invoices, Manage Bills, Manage Bills - Invoice Inquiry Click a link in the Invoice column on the Manage Bills - Invoice Inquiry page. eSettlements, Invoices, Review Customer Balances, Review Customer Balances - Inquiry Click a link in the Buyer column on the Review Customer Balances - Inquiry page. Click a link in the Invoice column on the Manage Bills - Invoice Inquiry page.	View comprehensive information for an invoice, including invoice line detail information.
Review Purchase Orders - Purchase Order Detail	EM_PO_INQ	Click a link in the PO (purchase orders) column on the Manage Bills - Invoice Details page. eSettlements, Procurement Information, Review Purchase Orders, Review Purchase Orders - Purchase Order Inquiry Click a link in the PO (purchase order) column on the Review Purchase Orders - Purchase Order Inquiry page.	Review the associated purchase order information for an invoice line item.
Review Receipts - Receipt Detail	EM_RECV_INQ	Click a link in the Receipt No (receipt number) column on the Review Purchase Orders - Purchase Orders Detail page. eSettlements, Procurement Information, Review Receipts, Review Receipts - Receipt Inquiry Click a link in the Receipt Number column on the Review Receipts - Receipt Inquiry page.	Review the associated receipt detail information for a purchase order receiver line item.
Electronic Invoice	EM_VOUCHER_DISP	eSettlements, Invoices, Manage Bills, Manage Bills - Invoice Inquiry Click a Bill Presentment button on the Manage Bills - Invoice Inquiry page.	View an electronic image of an invoice that the buyer is processing.
Cash Collection - Dunning Mail	EM_CC_MAIL_VW	eSettlements, Invoices, Manage Bills, Manage Bills - Invoice Inquiry Click a link in the Over column on the Manage Bills - Invoice Inquiry page.	Review dunning email details. Note. This page is available for the Business Service Provider model only.
Manage Bills - Review Invoice Disputes	EM_VOUCHER_DISPUTE	eSettlements, Invoices, Manage Bills, Manage Bills - Invoice Inquiry Click a Dispute Information button on the Manage Bills - Invoice Inquiry page.	Review and add comments to invoice disputes.
Review Payment Installments - Inquiry	EM_SEL_PYMNT_INSTL	eSettlements, Invoices, Manage Bills, Manage Bills - Invoice Inquiry Click a Payment Installment button on the Manage Bills - Invoice Inquiry page.	Review payment installment details.
Instant Messenger	EM_IM_SEC	Click the Discuss with IM link on either the Manage Bills - Review Invoice Disputes page or the Review Invoices - Review Invoice Disputes page.	Initiate discussion and discuss invoices with buyers.

See Also

Reviewing Invoices

Reviewing, Initiating, and Resolving Disputes

Verifying Externally Received Purchase Order and Receipt Data

Viewing Electronic Invoices

Resolving Disputes Using Instant Messaging

Viewing Payment Information

Use the following inquiry pages to examine the detail associated with payments.

This section lists the pages used to view payment information.

Pages Used to View Payment Information

Page Name	Definition Name	Navigation	Usage
Review Payments - Payment History	EM_BUY_PYMT_INQ	eSettlements, Payments, Review Payments, Review Payments - Payment History	Review payments received by the supplier.
Review Payments - Payment Reference	EM_PYMNT_INQ	Click a Reference column link on the Review Payments - Payment History page.	Review payment detail and advice information for a specific payment reference.
Invoices/Bills - Payment Reference	EM_PYMNT_INQ	eSettlements, Invoices, Manage Bills, Manage Bills - Invoice Inquiry Click a Payment Information button on the Manage Bills - Invoice Inquiry page.	Review payment detail and advice information for a specific payment reference.

See Also

Inquiring About Payments

Managing Disputes During Matching

Reviewing Invoices

Reviewing Scheduled Payment Installments

Calculating Days Sales Outstanding (DSO)

This section provides an overview of days sales outstanding (DSO) and discusses how to calculate DSO.

Understanding DSO

The DSO financial indicator shows both the age in days of an organization's accounts receivables, and the average time it takes to turn those receivables into cash. The balance is expressed in terms of recent sales, and it is compared to industry and organization averages and standard selling terms.

Several methods exist for calculating DSO. The method discussed here follows the Dun and Bradstreet Receivables Management guidelines.

Regular DSO measures the time it takes to collect receivables. It reflects the organization's internal collection efficiencies, and it requires three pieces of information for calculation:

Total receivables for the period analyzed.
Total credit sales for the period analyzed.
The number of days in the period analyzed.

Here is the formula for the standard (regular) DSO calculation:

(Total Receivables / Total Credit Sales) × Number of Days = Regular DSO

Here is an example scenario:

Total Receivables = 4,600,000 JPY.
Total Credit Sales = 9,000,000 JPY.
Number of days in period = 90.

Here is the calculation:

(4,600,000 / 9,000,000) × 90 = 45 days

In this example, it takes 45 days (on the average) to collect the receivables.

Page Used to Calculate DSO

Page Name	Definition Name	Navigation	Usage
Calculate DSO - Days Sales Outstanding	EM_DSO	eSettlements, Payments, Calculate DSO, Calculate DSO - Days Sales Outstanding	Specify criteria to calculate a DSO value.

Calculating DSO

Access the Calculate DSO - Days Sales Outstanding page (eSettlements, Payments, Calculate DSO, Calculate DSO - Days Sales Outstanding).

Specify the criteria to have the system calculate the DSO. From and To dates are required.

Result

Total eSettlements Receivables	Displays the total of the unpaid invoices.
Total eSettlements Credit Sales	Displays the total of paid and unpaid invoices.
Number of Days in the Period	Displays the number of days between the from date and the to date selections (invoice date range).