PeopleSoft Billing 9.1 PeopleBook

Getting Started With PeopleSoft Billing

This chapter provides an overview of PeopleSoft Billing and discusses:

PeopleSoft Billing Business processes.
PeopleSoft Billing Integrations.
PeopleSoft Billing Implementation tasks.

PeopleSoft Billing Overview

PeopleSoft Billing processes billing information to create invoices. The Billing application allows you to standardize, automate and optimize your billing activities so that all invoices receive proper review, validation and accounting treatment.

With this application, you can:

Create bills
Receive billing data from other PeopleSoft applications
Receive billing data from non-PeopleSoft applications
Create inter and intraunit bills
Create installment bills
Create recurring bills
Consolidate multiple bills on a single invoice
Review and validate bills
Calculate sales, use and value-added taxes
Print invoices in detail or summarized format, transmit EDI (electronic data interchange) invoices, and present invoices online
Send invoice notifications via email.
Adjust invoices
Attach supporting documentation or image of invoice.
Create accounting entries for PeopleSoft General Ledger, Receivables and Accounts Payable
Accrue unbilled revenue
Defer revenue accounting

PeopleSoft Billing Business Processes

The following process flow illustrates the PeopleSoft Billing business processes that initiates from PeopleSoft and external billing data sources, and completes once the accounting entries are entered to the PeopleSoft general ledger, receivables and accounts payable.

We cover these business processes in the business process chapters in this PeopleBook.

PeopleSoft Billing business process flow from a data source to the general ledger, receivables and accounts payable

PeopleSoft Billing Integrations

PeopleSoft Billing integrates with the following PeopleSoft applications:

PeopleSoft Order Management
PeopleSoft Inventory
PeopleSoft Contracts
PeopleSoft Project Costing
PeopleSoft Pay/Bill Management
PeopleSoft Grants
PeopleSoft Real Estate Management
PeopleSoft Promotions Management
PeopleSoft Asset Management
PeopleSoft General Ledger
PeopleSoft Receivables
PeopleSoft Payables
External, non-PeopleSoft Systems

We discuss integration considerations in the implementation chapters in this PeopleBook.

Supplemental information about third-party application integrations is located on the My Oracle Support web site.

Integration with PeopleSoft Order Management

By implementing PeopleSoft Order Management, you can take advantage of the following:

Supply sales order information to PeopleSoft Billing directly from Order Management through the Billing Interface for the purpose of invoicing, revenue recognition, and interfacing downstream to Receivables and General Ledger.
Provide direct invoicing from PeopleSoft Order Management.

Direct invoicing streamlines the billing process by combining several steps that are in the collection and processing of billing activity from other source systems.
Receive direct return material authorization credits and credit card transactions from PeopleSoft Order Management.

PeopleSoft Billing supports additional fields to track credit card processing for bills originating from Order Management.
Print configuration detail as a page at the end of the invoices for any bill line that originates from PeopleSoft Order Management and is configured in PeopleSoft Product Configurator.

Integration with PeopleSoft Contracts, Project Costing, and Grants

By implementing PeopleSoft Contracts, Project Costing, and Grants, you can take advantage of the following:

Print project and contract information from PeopleSoft Project Costing and Contracts on invoices.
Manage revenue recognition with methods other than invoicing activity.
Manage progress payments and withholding for government contracts.
Write billing information into Project Costing tables to support navigation capabilities from PeopleSoft Billing to Project Costing.

You can also access PeopleSoft Project Costing from the bill entry component to view project details. You can book advances to an unearned income account and book retainages to a long-term receivables account. PeopleSoft Contracts passes Billing of these accounts.
Bill information for letters of credit, if you install PeopleSoft Grants.
Bill rents, operating expenses, maintenance fees and security deposits if you install PeopleSoft Real Estate Management.

Integration with PeopleSoft Pay/Bill Management

You can route PeopleSoft Pay/Bill Management transactions to Billing as part of the purchase order tracking functionality, which enables you to track customer invoices against purchase orders that are committed to purchase staffing services.

You can review and adjust bill lines from PeopleSoft Pay/Bill Management by using the billing worksheet and send information back to Pay/Bill Management using the Billing to Project Costing/Contracts Interface process.

Integration with PeopleSoft Promotions Management

By implementing PeopleSoft Promotions Management, you can receive information on bill-back or lump-sum payments that are created against promotions by using a credit memo or deduction payment method. Billing then processes these types of payments by creating customer credit invoices, and posts these credits into Receivables.

Integration with PeopleSoft Asset Management

By implementing PeopleSoft Asset Management, you can take advantage of the following:

Pass asset retirement by sale transactions from PeopleSoft Asset Management to Billing to generate appropriate accounting entries to relieve fixed assets, calculate value-added-tax as necessary, initiate creation of open items in Receivables, post to General Ledger, and initiate InterUnit payable voucher creation if you are transferring assets between business units or legal entities.
Send asset reinstatements to PeopleSoft Billing as credit lines.

Integration with PeopleSoft General Ledger

By implementing PeopleSoft General Ledger, you can take advantage of the following:

Generate accounting entries to book account receivables entries at summary or detail level to PeopleSoft General Ledger.

This process also produces a listing of all accounting entries that are created for invoices (both regular and consolidated) according to the parameters that you define.
Support billings with revenue and deferred revenue recognition accounts.
Create accounting entries for uninvoiced revenue activity to recognize within the current accounting period.
Share the same accounting environment that is defined in PeopleSoft General Ledger.
Provide PeopleSoft General Ledger with preverified accounting entries through extensive ChartField combination edits for invoices that are entered in Billing.

Note. PeopleSoft Billing does not initiate the Combination Edit process for transactions that are imported into the billing interface from source systems.
After you run the Load GL or Unbilled Revenue Accrual processes and the accounting entries go through the Journal Generator process and post to the general ledger, you can inquire about them by using the Accounting Entries By Journal page. You can then view exchange rate detail for converting bill transaction currency to base currency for the accounting entry.

Integration with PeopleSoft Payables

By implementing PeopleSoft Payables, you can initiate the creation of vouchers for InterUnit bills for Payables.

Integration with PeopleSoft Receivables

By implementing PeopleSoft Receivables, you can take advantage of the following:

Distribute pending items to PeopleSoft Receivables.

This process also produces a listing of all pending items that are generated for invoices (both regular and consolidated) according to the parameters that you define.
Retrieve invoice details from PeopleSoft Receivables.

Integration with External non-PeopleSoft Systems

PeopleSoft Billing also supports the following integration with external non-PeopleSoft systems:

Integrate the external non-PeopleSoft system to PeopleSoft Billing through the Billing interface, which is a standardized transaction type driven interface that is provided to meet various transaction needs.
Integrate with third-party tax vendor. These vendors provide solutions to the most complex sales tax requirements and maintain tax rates for you. The PeopleSoft Billing application includes PeopleSoft Tax Tables, which meet simple sales tax requirements but requires maintenance of tax rates.

PeopleSoft Billing Implementation Tasks

PeopleSoft Setup Manager enables you to review a list of setup tasks for the organization for the products that you implement. The setup tasks include the components that you must set up, listed in the order in which you must enter data into the component tables, and links to the corresponding PeopleBook documentation.

PeopleSoft Billing also provides component interfaces to help you load data from the existing system into Billing tables. Use the Excel to Component Interface utility with the component interfaces to populate the tables.

This table lists all of the components that have component interfaces:

Component	Component Interface	Reference
Charge Code	BI_CHARGE_CI	See Setting Up Billing Charge Codes.
Discounts and Surcharge Code	BI_DISC_SUR_CI	See Setting Up Discounts and Surcharges.
Standard Note	STANDARD_NOTE	See Setting Up Standard Notes.
Sales and Use Tax Authorities	TAX_AUTHORITY_CI	See Defining Sales and Use Tax Authorities and Codes.

PeopleSoft Events and Notifications Framework

As your organization processes the continuous stream of transactions within your PeopleSoft system, the events and notifications framework enables you to monitor the transaction flow and alert your organization to any errors, changes, and stalled transactions. The messages generated by the events and notifications framework can notify you of the problem, give you a detailed description of the issue, and provide a link to the PeopleSoft page where you can resolve it. One of the ways to use the events and notifications framework is to create PeopleSoft Queries on one or more PeopleSoft tables, add the alert using the Alert Setup component, and then complete the alert setup steps. This method enables you to monitor data within a PeopleSoft table; for example, searching for stalled transactions, instead of looking at the results of a PeopleSoft process. When the Alerts process (EOEN_ALERT) is run, the PeopleSoft table is queried and the alert messages can be generated. These messages can be routed to the appropriate person (PeopleSoft user or non-PeopleSoft user) using an email, a PeopleSoft worklist entry, an XML message, or the PeopleSoft Notification Dashboard.

For the PeopleSoft Billing application, sample data includes the following PeopleSoft queries that have been setup to work with the events and notifications framework. These queries may require minor modifications to work in your environment. In addition, your billing specialist must be setup with a user profile to receive email. You can copy and alter these queries to create new alert messages.

Query	Process Name	Process Category	Description
BI_CRCARD_ERRORS	BI_CREDIT_CARD	ERROR_TRANSACTIONS	Generates alert messages for credit card transactions that are in error. This PeopleSoft Query gives detailed information about each transaction using the INTFC_CRCARD staging table and the Bill Header table (BI_HDR).
BI_CRCARD_ERR_SUM	BI_CREDIT_CARD	ERROR_SUMMARY	Generates alert messages for credit card transactions that are in error. This PeopleSoft Query uses the INTFC_CRCARD staging table to display data summarized by business unit, amount, and currency.
BI_FINALIZATION_ERRORS	BI_INVOICE	ERROR_TRANSACTIONS	Generates alert messages for billing finalization errors (ERROR_STATUS_BI) in the Bill Header table (BI_HDR).
BI_FINALIZATION_ERR_SUM	BI_INVOICE	ERROR_SUMMARY	Generates alert messages for billing finalization errors (ERROR_STATUS_BI) in the Bill Header table (BI_HDR). This query displays data summarized by business unit, amount, and currency.
BI_INTFC_BI_ERROR	BI_INTERFACE	ERROR_TRANSACTIONS	Generates alert messages for billing interface errors (ERROR_STATUS_BI) in the Billing Interface table (INTFC_BI).
BI_PENDING_BILLS	BI_INVOICE	PENDING_TRANSACTIONS	Generates alert messages for invoices that have not been finalized after a certain number of days. Note. Define the number of days using the WorkFlow/Batch Parameters page.
BI_PENDING_BILLS_CON	BI_INVOICE	PENDING_TRANSACTIONS_CONS	Generates alert messages for consolidated invoices that have not been finalized after a certain number of days. Note. Define the number of days using the WorkFlow/Batch Parameters page.
BI_PENDING_BILLS_SUM	BI_INVOICE	PENDING_TRANSACTIONS_SUMMARY	Generates alert messages for invoices that have not been finalized after a certain number of days. This query displays the invoices summarized by business unit, amount, and currency. Note. Define the number of days using the WorkFlow/Batch Parameters page.
BI_PENDING_CON_BILLS_SUM	BI_INVOICE	PENDING_TRANS_SUMMARY_CONS	Generates alert messages for consolidated invoices that have not been finalized after a certain number of days. This query displays the consolidated invoices summarized by business unit, amount, and currency. Note. Define the number of days using the WorkFlow/Batch Parameters page.
BI_PENDING_CRCARD	BI_CREDIT_CARD	PENDING_TRANSACTIONS	Generates alert messages for credit card transactions that have not been processed after a certain number of days. Note. Define the number of days using the WorkFlow/Batch Parameters page.
BI_PENDING_CRCARD_SUM	BI_CREDIT_CARD	PENDING_TRANSACTIONS_SUMMARY	Generates alert messages for credit card transactions that have not been processed after a certain number of days. This query displays the credit card transactions summarized by business unit, amount, and currency. Note. Define the number of days using the WorkFlow/Batch Parameters page.
BI_PENDING_WRKSHEET	BI_WORKSHEET	PENDING_TRANSACTIONS	Generates alert messages for billing worksheets that have not been processed after a certain number of days. Note. Define the number of days using the WorkFlow/Batch Parameters page.
BI_WORKSHEET_ERRORS	BI_WORKSHEET	ERROR_TRANSACTIONS	Generates alert messages for billing worksheets that are in error.
BI_PENDING_INTFC	BI_INTERFACE	PENDING_TRANSACTIONS	Generates alert messages for billing interface transactions (INTFC_BI table) that have not been processed after a certain number of days. Note. Define the number of days using the WorkFlow/Batch Parameters page.

See Modifying Workflow and Batch Parameters.

Other Sources of Information

In the planning phase of the implementation, take advantage of all PeopleSoft sources of information, including the installation guides, table-loading sequences, data models, and business process maps. A complete list of these resources appears in the preface in the PeopleSoft Application Fundamentals 9.1 PeopleBook, with information about where to find the most current version of each.