Setting Up Express Billing
The PeopleSoft express billing feature enables you to enter bills online quickly, especially when you have a large number of lines per bill. You can add and clone existing bill lines in bulk and configure the Bill Lines grid using the grid customize PeopleTools feature to fit your business needs. Express billing combines the standard bill entry pages to reduce the number of pages that you need to access when entering your bills online.
This chapter discusses how to:
Set up express billing.
Add new bills.
Enter bill header information.
Enter bill line information.
See Also
Setting Up Express Billing
No steps are required to be performed before using express billing. However, if you want to automatically navigate to express billing from the Bill Search page, use the Bill Type and Installation Options components.
Page Used to Set Up Express Billing|
Page Name |
Definition Name |
Navigation |
Usage |
|
Installation Options − Billing - General Options |
INSTALLATION_BI1 |
Set up Financials/Supply Chain, Install, Installation Options Click the Billing - General Options link. |
Defining Express Billing Parameters
Access the Installation Options − Billing - General Options page (click the Billing - General Options link on the Installation Options page).
To define express billing parameters:
Select Express Bill Entry for the Bill Entry Hyperlink Option.
This option determines whether links on various pages, such as the Bill Search and Bill Summary pages, navigate to standard or express billing.
Define the default number of lines to add.
The system populates the Lines to Add field on the Express Billing page with this default value.
Adding New Bills in Express Billing
Access the Add a New Value page (Billing, Maintain Bills, Express Billing).
|
Invoice |
When you enter a new bill online, you can accept the NEXT system-assigned invoice number or you can manually assign invoice numbers. To manually assign invoice numbers, select the User Definable - For New Bills check box on the Invoice Number page. System edits ensure that you assign a unique number to the invoice when you save the bill. |
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Bill Type Identifier and Customer |
If you populate both of these fields, the system uses this information to populate required fields on the Express Billing - Billing General page with default values. |
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Invoice Date |
Enter the date of the invoice. This date will be displayed on the printed invoice. |
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Accounting Date |
Enter the date when the transaction is recognized. The accounting date and invoice date can be the same. The accounting date for an invoice is normally the invoice date. |
See Also
Entering Express Billing Header Information
Bill header information applies to the entire bill and contains all the information identifying where the bill came from, where it is going, when it is going, and how it is formatted. When you load a bill through the Billing Interface, this header information is included from the source system. However, if you are entering the bill online, you must define all of the required header data.
This section discusses how to:
Enter required and general express billing information.
Enter additional express billing information.
Pages Used to Enter Express Billing Header
Information|
Page Name |
Definition Name |
Navigation |
Usage |
|
Express Billing - Billing General |
BI_HDR_X |
Billing, Maintain Bills, Express Billing, Billing General |
Entering Required and General Express Billing
Information
Access the Express Billing - Billing General page (Billing, Maintain Bills, Express Billing, Billing General).
Required fields and those fields from which default values are derived appear on this page.
|
Payment Information, Header Detail, and Currency Information |
The fields in these group boxes are the same as those that appear on the Standard Billing - Header - Info 1 and Info 2 pages. |
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The fields in this group box are the same as those that appear on the Standard Billing - Header - Order Info page. |
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The fields in this group box are the same as those that appear on the Standard Billing - Header - Project Info page, except for Contract Type, which appears on the Standard Billing - Header - Service Info page. |
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The fields in this group box are the same as those that appear on the Standard Billing - Header - Service Info page. |
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Contains a value that you can assign to associate groups of bills that you may want to consolidate. In this field, you can create labels that best suit your business needs. |
Note. No prompt table exists for the CONTRACT_NUM field. Because contract numbers can be assigned from a variety of sources, a single prompt table is not adequate for this field. A dynamic prompt to this field is also not appropriate, as no bill header characteristic exists to determine the source of the CONTRACT_NUM value. Bills can contain lines from various sources where CONTRACT_NUM might have different meanings. A contract number in PeopleSoft Contracts, for example, might have a different meaning than one imported from PeopleSoft Order Management that represents a Buying Agreement. You can add a single prompt to this table, if you can predict the source of this information.
See Also
Entering Bill Header Information
Entering Bill Source Information
Entering Express Billing Bill Line Information
Bill line information pertains to a particular line of a bill. Charge identifiers, descriptions, pricing, discounts and surcharges, general ledger account codes, and line notes are included in this class of information. If you are entering the bill online, you must enter all of the required line data on these pages.
This section provides instructions for entering express billing bill line general information.
Page Used to Enter Express Billing Line
Information|
Page Name |
Definition Name |
Navigation |
Usage |
|
Express Billing - Billing General |
BI_HDR_X |
Billing, Maintain Bills, Express Billing, Billing General |
Entering Express Billing Bill Line General
Information
Access the Express Billing - Billing General page (Billing, Maintain Bills, Express Billing, Billing General).
Adding, Deleting, and Copying Bill Lines
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Choose the number of lines to add or copy. Click the Insert Bill Lines or Bill Line Copy Down buttons, to add the specified number of rows at the bottom of the grid. The default value for this field is set on the Installation Options − Billing - General Options page. |
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Click the Insert Bill Lines button to add the number of blank bill lines specified in the Lines to Add field. |
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Select the Sel check box for all bill lines that you want to delete, and click the Delete Selected Bill Lines button at the bottom of the page. Alternatively, click the Delete Row button to the right of the bill line to delete lines individually. |
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To copy a bill line, select the line's Sel check box. You can select only one bill line to copy. In the Lines to Add field, specify the number of copies that you want to add. Click the Bill Line Copy Down button to add the new bill lines to the bill. |
Navigating in Express Billing
Click any of the links at the bottom of the page, or select an option from the navigation menu to navigate to pages in express billing. There are also navigation links within the line grid itself. For example, the AR Account and Revenue Account columns contain hyperlinks for navigation. When a hyperlink within the grid is selected, you will be navigated to the appropriate page within the Express Bill Component where you can view additional details for the bill line. When navigating to one of the accounting pages, you can select a bill line by selecting the corresponding Sel check box on the Express Billing - Billing General page, and navigate directly to the corresponding bill line sequence number.
Even though it is possible for a bill line to have multiple revenue accounts, the Revenue Account link on the line grid will only show one account. To see the complete distribution of accounts, you should navigate to the Revenue Distribution page. Similarly, the AR Account link will show the account from the line distribution for bills that use the bill line for the AR distribution. The line AR offset page will be displayed when the link is clicked. If the bill is set to use header for the AR offset, then the link will navigate to the AR account from the bill header. The Header AR Distribution page will be displayed when the link is clicked.
The following three scenarios are examples demonstrating which bill line would appear first on the Revenue Distribution page if you select the Acctg - Rev Distribution option from the navigation drop down.
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On the Billing General Page, You Select |
In the Bill Line Distribution - Revenue Scroll Area |
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No bill lines. |
The line with the lowest sequence number (that is, the line sequence that is closest to 1) appears. |
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One bill line–for example, the bill line with the sequence number 3. |
The bill line with the sequence number 3 appears. |
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Several bill lines. |
The system displays an error message. You must select only one line to proceed with the navigation. |
You can click the Standard Entry link to navigate to standard bill entry. Navigate to standard bill entry, for example, if you want a different bill entry presentation or if you need information about fields that you did not include in the express billing configuration.
Note. The remaining fields that appear on this page are the same as those that appear on the Standard Billing - Line - Info 1 and Standard Billing - Line - Info 2 pages. The fields that appear on the remaining express billing pages are the same as those that appear on their standard bill entry counterparts.
You can set up Page Series to work for Express Bill Entry.
Note. It is ideal to define Page Series for use by the Standard Bill entry component rather than in Express Billing because there is a possibility to define your pages in such a way that you end up looping between the same two pages.
See Also
Defining Billing Installation Options
