Integrating with PeopleSoft Contracts, Project Costing, Grants, and Pay/Bill Management

This chapter provides an overview of PeopleSoft Billing integration with Contracts, Project Costing, Grants, and Pay/Bill Management and discusses how to:

• Process Billing Worksheets.

• Run the Billing to Project Costing/Contracts Interface process (BIPCC000).

• Correct PeopleSoft Grants and Project Costing-related invoices.

Understanding PeopleSoft Billing Integration with Contracts, Project Costing, Grants, and Pay/Bill Management

PeopleSoft Billing integrates with PeopleSoft Contracts, Project Costing, Grants, and Pay/Bill Management to enable you to generate invoices for contracts, awards, and staffing-related purchase-order tracking obligations. PeopleSoft Contracts controls the transfer of billing information from each of these applications. No special application setup is required to integrate Billing with Contracts or its related applications; however, you should review and, if necessary, modify bill-by identifiers, bill sources, application processes, and invoice reports to conform to your business needs.

A number of steps and decision points in the billing flow occur within the source applications before the data reaches PeopleSoft Billing. For an overview and description of how the components discussed in this chapter relate to the overall business flow, refer to the Billing sections in the PeopleSoft Contracts, Project Costing, Grants, and Pay/Bill Management PeopleBooks.

Contracts Integration

The PeopleSoft Contracts application coordinates the flow of billable transactions from Contracts, Project Costing, Grants, and Pay/Bill Management through billing plans. Transactions that are ready for billing are sent to the billing interface when you run the Contracts to Billing Interface. Contract invoices can be preapproved and generated by means of a direct invoicing process, or approval can be carried out within Billing by means of the Billing Worksheet.

PeopleSoft Contracts is the data source for fixed-amount, value-based, and recurring bill lines. When amount-based lines are sent to the billing interface, an entry for each line is also created in the Contracts/Billing Cross-Reference table. Cross-reference entries are updated whenever you amend, finalize, or cancel the bill line in either Billing or Contracts.

A Public Voucher Number will either be generated in Billing via the Billing Interface or Billing Worksheet or passed in from Contracts and defined as a bill by field. Public Voucher Number is used to group multiple bills on a single invoice and is required to generate the 1034/1035 invoice.

Government Contracting Features

Contracts includes several features that help satisfy contracting requirements set by the United States Federal Government. You can manage two additional categories of billing transactions for government contracts: withholding transactions and progress payment transactions.

• Withholding transactions are used to comply with contractual terms that require a portion of the payment to be withheld until an event occurs. This event is defined in the contract.

  Withholding transactions include:

  • Withholding lines, which reduce the billable amount on an invoice.

  • Releasing lines, which add previously withheld funds to an invoice.

  • Writing-off lines, which write off funds that were previously withheld.

    Note. Although they do not appear on invoices, withholding adjustment and release adjustment lines are also created when you make manual adjustments to withholding or release lines when using the Billing Worksheet.

• Progress payment transactions are used to comply with contractual terms for the invoicing and liquidation of progress payment funds.

  The amount of a progress payment transaction is calculated according to the information that you enter on the Progress Payment Terms page in the Contracts application. When the goods or services covered under the contract are invoiced, the progress payments are applied with a liquidation transaction. The liquidated amount appears as a credit on the invoice with the description entered on the Progress Payment Terms - Liquidation page.

Warning! You should never make progress payment adjustments using the Billing Worksheet. Such adjustments are not sent to Contracts and do not receive proper accounting treatment. The recommended method for changing a progress payment or liquidation transaction is to cancel the Billing worksheet and make the necessary changes using the Contracts application.

The Billing application does not prevent users from entering progress payment adjustments.

Project Costing Integration

PeopleSoft Project Costing works with Contracts to manage project activities. The primary billable transactions from Project Costing are rate-based lines, but fixed-fee transactions can also be related to project activities. After processing in Billing, Project Costing transactions are updated to both the Project Resource table and the Contracts/Billing Cross-Reference table.

Grants Integration

PeopleSoft Grants works with Billing, Contracts, and Project Costing to manage billable transactions that are related to a grant or an award. Grants bill-by identifiers and invoice formats are provided.

Pay/Bill Management Integration

You can route PeopleSoft Pay/Bill Management transactions to Billing (as line type REV and system source PBI) as part of the PeopleSoft purchase-order tracking functionality. This enables you to track customer invoices against purchase orders committed to purchase staffing services. Set up initial amounts for the purchase order and tentatively decrement that amount when transactions are routed to Billing. When the bill is finalized, the system permanently decrements the billed amounts.

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

CRM Integration

Users of the PeopleSoft CRM application can initiate billing for customer services. Billable transactions created in PeopleSoft CRM are routed to Billing through the Contracts application.

See Integrating PeopleSoft CRM with Billing.

Integration Processes

You can set up the billing process so that invoices are approved and generated and accounting entries are logged in separate steps. Or all of the steps can be carried out in a single action without manual interaction within the Billing application. The application processes used to handle transactions from Contracts and the related applications include:

See Also

Processing Contracts Billing

Processing the Contracts Billing Interface

Understanding the Billing Process Flow

Understanding Integrating PeopleSoft Grants with Other Applications

PeopleSoft Pay/Bill Management Business Processes and Integrations

Common Elements Used in This Chapter

Processing Billing Worksheets

This section provides an overview of the billing worksheet component and discusses how to:

• Search for unprocessed worksheets.

• Manage worksheets at the header level.

• Manage worksheets at the line level.

• Review bills originating in PeopleSoft Contracts and Project Costing.

• Specify printing parameters.

• Review letter of credit draws.

• Run the Billing Worksheet Update process.

Understanding the Billing Worksheet Component

The Billing Worksheet component is a work area where you can review, adjust, approve, and delete lines that are routed from PeopleSoft Contracts through the Billing Interface. These perform these actions on temporary bills before you create an actual bill. Only nonapproved transactions go to the billing worksheet after the Billing Interface runs. Preapproved transactions are converted to regular bills after the Billing Interface runs.

The Billing worksheet component enables you to examine temporary bills from PeopleSoft Contracts, Project Costing, Grants, and Pay/Bill Management. You can make changes before the transactions are approved. During approval of the temporary bills, the approved lines become part of regular bills. Lines that are not approved are sent back to the source system.

The Billing Worksheet component enables you to search for any unprocessed billing worksheet. You can use different search criteria to display different groupings of bills, enabling you to segregate the data in a variety of ways. If you adjust data on the Billing Worksheet that will eventually be approved to create an actual bill, the PeopleSoft Billing to Project Costing/Contracts Interface process passes the adjusted data back to PeopleSoft Project Costing or Pay/Bill Management.

Warning! You should not use the Billing Worksheet to make adjustments to amount-based lines with system source CBI, prepaid utilization lines with system source PBI, withholding write-off lines, or progress payment transaction and liquidation lines.

Before you approve or delete a worksheet bill from the system, you can navigate to the Standard Billing component. In the Standard Billing component, you can access some regular billing features that are normally available to real bills. For example, you can calculate taxes or generate a pro forma invoice for the worksheet bills.

Worksheet bills have a status of TMP (temporary) or TMR (temporary ready). You cannot change the status of a temporary bill, except from TMP to TMR and vice versa. TMR bills go through ready logic before you save. When you approve the worksheet, the system copies TMR bills to a real bill and assigns it a status of RDY. The system copies TMP bills to a real bill and assigns it a status of NEW.

Note. You cannot delete rows that originate in PeopleSoft Project Costing or PeopleSoft Contracts in the standard billing pages. To prevent a line that originates in PeopleSoft Project Costing or Contracts from being billed, delete the entire billing worksheet on the Billing Worksheet - Headers page. For PeopleSoft Project Costing lines, tag the line as deferred or write-off prior to approval on the Billing Worksheet - Line Details page.

Chartfield Security is enforced on the Billing Worksheet component because of the Project ID field that is displayed in the worksheet search results. Therefore, if Project ID is a secured chartfield, a user may not see all worksheets that match their search criteria in the search results. This is because the search results will filter out any worksheets that reference a Project that the user is not secured to access.

Billing Worksheet Approval

Two methods are available to approve billing worksheets:

• You can approve a billing worksheet in the Billing Worksheet component by selecting the worksheets to approve and clicking the Approve Now button.

• You can approve a billing worksheet in the Billing Worksheet component by selecting the worksheets to approve, clicking the Approve Later button, and running the Billing Worksheet Batch Update process (BI_WRKSHTUPD).

Regardless of the method that you use, when you approve a billing worksheet, the system:

• Copies the approved worksheet lines to a real bill, and changes the PC_DISTRIB_STATUS on the BI_HDR record of the approved worksheet to I (ignore) to prevent the temporary bill from reappearing on the Billing Worksheet component.

  A new real bill is created online if the Add to Bill field is blank.

  During the batch process, a new real bill is created for an approved worksheet if Group Billing Worksheets is deselected on the Approve Billing Worksheet page, or if an approved worksheet cannot be added to an existing bill.

• Updates the status to ACP (accepted) in the PeopleSoft Contracts Cross-Reference (CA_BP_XREF) table for all of the lines originating in PeopleSoft Contracts.

• Updates the PeopleSoft Contracts Prepaid table for all of the deleted UTL rows.

  The system adds the line's original amount (prior to any billing worksheet changes) back to the committed amount to correctly reflect the amount that is available for future billing activities.

• If Pay/Bill Management is installed, the system updates the PeopleSoft Pay/Bill Management FO_PO_APPL_LOG, FO_PO_HDR and FO_PO_EXTENSTION tables for all non-UTL rows originating from PeopleSoft Project Costing with a purchase order reference (PO_REF) and marked with an analysis type of Defer, Write Off, Delete, or Over the Limit.

  1. The system decrements the committed amounts on the FO_PO_HDR and FO_PO_EXTENSION tables by the billable transaction's encumbered amount on the PO Application Log table (FO_PO_APPL_LOG).

  2. The system removes the corresponding billable transactions (those with a CA_PO_ACTION = C) from the PO Application Log table (FO_PO_APPL_LOG).

• Creates entries in the PeopleSoft Project Costing PROJ_RES_TMP_BI table for any non-UTL rows originating from PeopleSoft Project Costing that are marked with analysis types Defer, Write Off, Delete, or Over the Limit.

Note. If the approved billing worksheet is added to an existing bill, or grouped with other worksheets to form a new bill, duplicate line numbers may be on the regular bill if you have used manual line numbering on the worksheet or the regular bill. If you want manual line numbers, your must wait until the worksheet has been approved and changed into a regular bill, and then update the manual line numbers on the regular bill.

Billing Worksheet Deletion

Two methods are available to delete billing worksheets:

• You can delete a billing worksheet in the Billing Worksheet component by selecting the worksheet to delete and clicking the Delete Now button.

• You can delete a billing worksheet by selecting the worksheet to delete, clicking the Delete Later button, and running the Billing Worksheet Batch Update process (BI_WRKSHTUPD).

Regardless of the method that you use, when you delete a billing worksheet, the system:

• Resets the billing distribution status option in PeopleSoft Project Costing for all of the lines that originate in the PeopleSoft Project Costing system with a line type other than UTL, enabling you to send each line to PeopleSoft Billing again at a later time.

• Updates the PeopleSoft Contracts Prepaid table for any lines that originate from the PeopleSoft Project Costing system with a line type of UTL.

  The system resets the committed amount on the PeopleSoft Contracts Prepaid table to reflect the deleted amount of a utilization bill line and the amount that is available for future billing activities.

• Updates the PeopleSoft Contracts Progress Payments table for progress payment liquidation lines (line type of UTL).

  The system resets the committed amount on the Progress Payment table to reflect the amount of the deleted liquidation bill line and the liquidation amount that is available for future billing activities.

• If Pay/Bill Management is installed, updates the PeopleSoft Pay/Bill Management FO_PO_APPL_LOG, FO_PO_HDR and FO_PO_EXTENSTION tables for all non-UTL rows originating from PeopleSoft Project Costing with a purchase order reference (PO_REF).

  1. The system decrements or resets the committed amounts on the FO_PO_HDR and FO_PO_EXTENSION tables by the billable transaction's encumbered amount on the PO Application Log table (FO_PO_APPL_LOG).

  2. Removes the corresponding billable transactions (with CA_PO_ACTION = C) from the PO Application log table (FO_PO_APPL_LOG).

     Note. The encumbered amount on the billable transaction is equal to the sum of the billable amount and the estimated tax amount.

• Sets the billing plan event status to Recycled, marks the billing plan line in the Cross-Reference table as Canceled, and updates the Billing Cross Reference History status to Deleted for all of the canceled billing plan lines.

  The PeopleSoft Billing bill-by functionality enables you to bill two items on separate invoices from the same billing plan, for example, if the items were associated with different projects. Therefore, the system cannot determine whether a canceled billing worksheet contains all of the bill lines associated with a particular event. To help the Contracts Billing Engine process determine which billable items need rebilling when you cancel a worksheet, the system sets the billing plan event status to Recycled and marks the billing plan line in the Cross-Reference table as Deleted.

  To rebill lines associated with a canceled billing worksheet, the Contracts Billing Engine process selects all of the recycled events that have a corresponding canceled Cross-Reference row, and verifies that the canceled Cross-Reference row is the most recent row inserted into the Cross-Reference table for the corresponding bill line and event combination.

• Physically deletes the worksheet records from the billing tables.

  When you delete temporary bills, only those temporary bills that have been successfully processed by the online or batch Billing Worksheet Update process are deleted.

Note. REV lines receive the following treatment: If, when you delete a billing worksheet, the event occurrence field is set to 0, the system sets the Bill Plan table status to RCL (recycled). If the event occurrence field is not set to 0, the system sets the Events table status to RCL. However, if the Bill Plan status or Bill Plan Event status is RIP (reversal in progress), the system sets the Bill Plan status or Bill Plan Event status to RRP (recycled).

See Also

Deleting Temporary Data

Establishing Prepaid Amounts

Billing Statuses

Understanding the Contracts Billing Process

Pages Used to Process Billing Worksheets

Searching for Unprocessed Worksheets

Access the Update Billing Worksheet - Filter Options page (click the Set Filter Options link on the Update Billing Worksheet page). Use the From and Through fields to access ranges of information.

Note. Use the Filter Options page to narrow the list of unprocessed billing worksheets.

Managing Worksheets at the Header Level

Access the Update Billing Worksheet - Worksheet Headers page (Billing, Manage Billing Worksheet, Update Billing Worksheet, Worksheet Headers).

See Also

Working with PeopleSoft Project Costing

Managing Worksheets at the Line Level

Access the Update Billing Worksheet - Line Details page (Billing, Manage Billing Worksheet, Update Billing Worksheet, Line Details).

Note. You can see multiple views of this page by selecting the tabs (General, Services, and Contract/Project) in the scroll area. The fields that are common to all of the views appear first.

Header Level Detail and Common Line Level Detail

Note. Only lines with an analysis type of BIL can be deferred.

Note. You cannot remove or change lines originating in PeopleSoft Contracts. To change or remove a bill line originating in PeopleSoft Contracts, delete the worksheet and return to the source system to make corrections.

Note. Oracle recommends that you not change the bill line amount in bill entry for bill lines with SYSTEM_SOURCE = CBI because doing so can produce inconsistencies in data that is maintained within PeopleSoft Contracts, Project Costing, and Billing.

Services

Contract/Project

See Also

Setting Up Billing Plans

Creating and Maintaining Activities

Setting Up PeopleSoft Project Costing Control Data

Reviewing Bills Originating in PeopleSoft Contracts and Project Costing

Access the Manage CA/PC Bills page (Billing, Manage Billing Worksheet, Review Contract/Project Bills, Manage CA/PC Bills).

Note. If any lines on an invoice contain a summarization template, only a summarized pro forma or invoice is generated. A detail pro forma or invoice is generated when no lines on the invoice contain a summarization template.

The system produces a Pro Forma or Finalized Letter of Credit report only when you click the Generate Pro Forma or Generate Draw button on the LOC Summary page. Letters of Credit are not printed because they use the invoice form (GM_LOC), which, by default, does not have the Print Form option selected on the Invoice Formatting Options - General page.

Specifying Printing Parameters

Access the Billing Job Overrides page (select the Job Overrides option on the Manage CA/PC Bills page).

Reviewing Letter of Credit Draws

Access the Letter of Credit Summary page (Billing, Manage Billing Worksheet, Letter of Credit Summary).

Letter of Credit Totals

The fields in this group box track overall monetary amounts for the corresponding letter of credit number.

Running the Billing Worksheet Update Process

Access the Process Worksheet Approval page (Billing, Manage Billing Worksheet, Process Worksheet Approval) or the Process Worksheet Delete page (Billing, Manage Billing Worksheet, Process Worksheet Delete).

Canceling the Billing Worksheet Update Process

If you cancel the Billing Worksheet Batch Update process, then you should rerun the process again using the same run control ID. If you do not do this, the billing worksheets that were being processed when the batch update was canceled can remain in limbo and may not be picked up by future process runs that use different run control IDs. A message appears indicating that you can rerun the process using different run control criteria, or that you must rerun the process using the same run control criteria.

Locking Records

During the Billing Worksheet Batch Update process, the system checks certain records from the source application to determine whether the record is locked by another process. If the record is locked, an error message is generated. If the record is not locked, the Billing Worksheet Batch Update process continues.

This table shows which records are checked when the Billing Worksheet Batch Update process is processing approved billing worksheets, and provides error information and additional processing information:

This table shows which records are checked when the Billing Worksheet Batch Update process is processing deleted billing worksheets, and provides error information and additional processing information:

Reviewing the Message Log

You should review the message log when this process finishes.

Worksheets can be partially processed if another process is using a related Contracts or Staffing record and that record needs to be updated by the process. For example, if a contracts bill plan record is being used by the PeopleSoft Contracts application, then the related worksheet line cannot be processed. If this occurs, the Billing Worksheet Update process marks the billing worksheet as partially processed.

When the Billing Worksheet Batch Update process runs again, the worksheet will be completely processed if the records that were previously locked are no longer locked. The process picks up all unprocessed worksheets as well as those that are partially processed and match the run control criteria.

You can view by using the Review Invoice Errors component, which you can access by selecting Billing, Review Processing Results, Review Invoice Errors.

Note. You should schedule the Billing Worksheet Update batch process to run on a regular basis so that you can verify that billing worksheets are not partially processed.

Running the Billing to Project Costing/Contracts Interface Process (BIPCC000)

Use the Billing to Project Costing/Contracts Interface process to send information about invoiced bills back to PeopleSoft Contracts and associated applications. Determine which sets of invoices to process and run this process for a specific Billing business unit or for all Billing business units.

This section provides an overview of the Billing to Project Costing/Contracts Interface process and lists the page used to run the Billing to Project Costing/Contracts Interface process.

Understanding the Billing to Project Costing/Contracts Interface Process

The Billing to Project Costing/Contracts Interface process looks for all of the invoices with a status of INV (invoiced) or FNL (final) that have not yet been processed. A value of N (no) in the field PC_DISTRIB_STATUS in BI_HDR table indicates that the invoice is waiting to be processed by the Billing to Project Costing/Contracts Interface process. After processing, this field is updated to a value of D (distributed).

Note. Typically, you would configure the Billing to Project Costing/Contracts Interface process to run on a regularly scheduled basis.

Updates to PeopleSoft Contracts

Lines related to contracts are inserted or updated in the Contracts/Billing Cross-Reference table (CA_BP_XREF). The process:

1. Updates the Cross-Reference table for regular lines with SYSTEM_SOURCE = CBI with the final invoiced amounts.

   Lines with matching, nonblank values in the fields CONTRACT_NUM, BILL_PLAN_ID, and XREF_SEQ_NUM are cross-referenced to a single row in the Cross-Reference table. The system adds the gross and net extended amounts of the grouped lines and updates the Cross-Reference table with the sums. It also update the following fields:

   • XREF_STATUS = FIN

   • INVOICE_DT = Invoice date on bill

   • SYSTEM_SOURCE = BBI

   • INVOICE_TYPE = Invoice type on bill

2. Inserts an entry for adjustment lines with a SYSTEM_SOURCE = CBI into the Cross-Reference table.

   Lines are grouped by the following fields:

   • CONTRACT_NUM

   • BILL_PLAN_ID

   • EVENT_OCCURRENCE

   • BPLAN_LN_NBR

   • CONTRACT_LINE_NUM

   • BUSINESS_UNIT_PC

   • PROJECT_ID

   • ADJ_LINE_TYPE

     For each unique grouping, the system adds the gross and net extended amounts, and inserts a new row into the Cross-Reference table, using the next number available as a key for XREF_SEQ_NUM. The system obtains this number from CA_BILL_PLAN. The system source is set to BBI.

     Inserting these lines into the Cross-Reference table enables users in PeopleSoft Contracts to view adjustment invoices that also relate to this contract and bill plan, even though the adjustment invoice originates in PeopleSoft Billing.

     Note. Any CBI adjustment lines with invalid values in the preceding fields (blank or zero) are processed individually.

3. Inserts an entry in the Cross-Reference table for regular lines with a SYSTEM_SOURCE = PBI and a valid CONTRACT_NUM and BILL_PLAN_ID.

   The system groups the lines together by these fields:

   • CONTRACT_NUM

   • CONTRACT_LINE_NUM

   • BILL_PLAN_ID

   • BUSINESS_UNIT_PC

   • PROJECT_ID

     For each unique grouping, the system adds the gross and net extended amounts and inserts a row into Cross-Reference table using the next number as a key available for XREF_SEQ_NUM. The system obtains this number from CA_BILL_PLAN. The system source is set to PBI.

     Inserting these lines into the Cross-Reference table enables users of this cross-reference to view invoices for rate-based activity that have been successfully billed.

4. Inserts an entry in the Cross-Reference table for Progress Payment transaction lines.

5. Inserts an entry in the Cross-Reference table for adjusted lines with a SYSTEM_SOURCE = PBI and a valid CONTRACT_NUM and BILL_PLAN_ID.

   The system groups the lines together by these fields:

   • CONTRACT_NUM

   • CONTRACT_LINE_NUM

   • BILL_PLAN_ID

   • BUSINESS_UNIT_PC

   • PROJECT_ID

   • ADJ_LINE_TYPE

     For each unique grouping, the system adds the gross and net extended amounts and inserts a row into the Cross-Reference table using as a key the next number available for XREF_SEQ_NUM. The system obtains this number from CA_BILL_PLAN. The system source is set to BBI.

     Inserting these lines into the Cross-Reference table enables users of this cross-reference to view adjustments to rate-based activity.

6. For lines with a SYSTEM_SOURCE other than CBI or PBI, but with a valid CONTRACT_NUM and BILL_PLAN_ID, the system processes the lines one by one (without grouping).

   For each line, the system obtains the net and gross extended amounts and inserts a row into the Cross-Reference table, using as a key the next number available for XREF_SEQ_NUM. The system obtains this number from CA_BILL_PLAN. The system source is set to BBI.

   Inserting these lines into the PeopleSoft Contracts Cross-Reference table enables users of this cross-reference to view contract-related invoices that did not originate in PeopleSoft Contracts.

   Note. PeopleSoft Billing performs no currency conversion on resource rows passed back to PeopleSoft Project Costing. PeopleSoft Billing passes information only in the billing currency to PeopleSoft Project Costing.

The Contracts Withholding Release table (CA_WTH_RELEASE) is updated to indicate that the status of contract withholding release lines is complete (C).

The Contracts Prepaid table (CA_PREPAID_TBL) is updated for utilization lines (Analysis Type = UTL). The system adds the gross extended amount from the billing utilization line to the remaining amount for the corresponding record in the Prepaid table and adds the original amount from the utilization line to the committed amount.

For progress payment transactions, the Progress Payment Terms table (CA_PGP_TERMS) is updated to increase the progress payment amount (PROGPAY_AMT) and remaining amount (REM_AMOUNT) by the transaction amount.

For Progress Payment liquidation transactions, the Progress Payment Terms table (CA_PGP_TERMS) is updated to decrease the progress payment amount (PROGPAY_AMT) and remaining amount (REM_AMOUNT) by the transaction amount.

Updates to PeopleSoft Project Costing

During the first pass through the lines, the system inserts one or more lines into the Project Costing Resource Temporary table (PROJ_RES_TMP_BI) for all of the lines that meet this criteria:

• PC_DISTRIB_STATUS = N and

• ((SYSTEM_SOURCE = PBI) or

• (SYSTEM_SOURCE = CBI and PROJECT_ID <> ' ') or

• (SYSTEM_SOURCE <> PBI or CBI and valid values exist in PeopleSoft Contracts and Project Costing tables for CONTRACT_NUM, BILL_PLAN_ID, and PROJECT_ID))

For each of these candidate lines, the system populates the initial row inserted into the PROJ_RES_TMP_BI table for these fields:

1. Analysis Type

   Bill Adjustment Line Type	Additional Criteria	Resultant Analysis Type
   Regular (not an adjustment)	Line Type UTL	Keep analysis type from the line.
   Regular (not an adjustment)	Analysis Type RRT	Keep analysis type from the line.
   Regular (not an adjustment)	All others	Analysis type = BIL
   Adjustment	Line Type UTL	Analysis type = UAJ
   Adjustment	Analysis Type RRT	Analysis Type = RAJ
   Adjustment	Analysis Type RAJ	Analysis type = RAJ
   Adjustment	All others	Analysis type = BAJ

2. Amount

   For regular lines (lines that are not adjustments), the system initially inserts into the PROJ_RES_TMP_BI table the original line amount and original line quantity (the amount and quantity first sent to PeopleSoft Billing) regardless of any online changes made in bill entry. For adjustment lines, the system inserts the gross extended amount.

3. ChartFields

   The system checks BI_LINE_DST or BI_LINE_DST_UAR, depending on which of the two is populated, for the ChartFields it uses for initial rows. The current interface does not support multiple distribution rows in these tables, so the ChartFields that the system uses come from the first line found in either BI_LINE_DST or BI_LINE_DST_UAR.

4. Resource ID/Resource ID From

   Each row inserted into the PROJ_RES_TMP_BI table must have a unique resource ID. The resource IDs have this format:

   Billing Business Unit | " " | Invoice | " " | Line | " " | counter.

   For example, the resource ID on the first row entered may resemble:

   M04 0000678454 1 1.

   The Resource ID From field contains the resource ID of the original transaction.

After the initial insert, the system performs the following additional inserts into the PROJ_RES_TMP_BI table:

1. One insert per discount for each line.

   The system inserts an analysis type of BRT for retainage discounts. The system inserts an analysis type of DSC for all of the other discounts. The amount that the system sends to the PROJ_RES_TMP_BI table is the amount of the discount. The ChartFields that the system uses are the ChartFields for the discount.

2. One insert per surcharge for each line.

   The system inserts an analysis type of BAJ for surcharges. The amount that the system sends to the PROJ_RES_TMP_BI table is the amount of the surcharge. The ChartFields that the system uses are the ChartFields for the surcharge.

3. One additional line for manual edits.

   The system inserts an additional line for regular lines where you have made manual changes in bill entry. This calculation takes place:

   • Amount = Net Extended Amount for the line – Original Amount for the line – Total Discounts – Total Surcharges.

   • Resource Quantity = Quantity for the line – Original Quantity for the line.

   • If this amount is not equal to 0, the system inserts an analysis type of BAJ and uses the same ChartFields that were used for the initial insert.

4. Additional Inserts for value-added tax (VAT) and Sales and Use Taxes:

   The system inserts an analysis type of SUT for sales and use taxes and an analysis type of VAT for VAT. For PeopleSoft taxes, the distribution is done at the tax authority level, so an additional insert into the PROJ_RES_TMP_BI table is included for each tax authority. For third-party vendor taxes, a single distribution exists for USA business units, and two distributions for Canadian business units. SUT is used for the USA distribution analysis type and SUT and VAT for the Canadian distribution analysis types.

5. The final first-pass update is made to the PeopleSoft Contracts table CA_PREPAID_TBL for each row with a line type of UTL (utilization).

   • REMAINING_AMOUNT = REMAINING_AMOUNT + GROSS_EXTENDED_AMT

   • COMMITTED_AMOUNT = COMMITTED_AMOUNT + ORIG_AMOUNT

The keys to this table are CONTRACT_NUM and CONTRACT_PPD_SEQ. If the values in these fields are not valid, the update does not occur and the program continues as usual.

Updates to PeopleSoft Pay/Bill Management

For each revenue bill line (line_type = REV) that has billable transactions (CA_PO_ACTION = C rows on FO_PO_APPL_LOG table), the system inserts an applied row (CA_PO_ACTION = A) into the FO_PO_APPL_LOG table. The system performs the following updates to the Pay/Bill Management tables.

Note. All billing amounts listed reflect invoiced amounts.

1. In the FO_PO_APPL_LOG table (for applied rows CA_PO_ACTION = A) the system sets:

   1. The TAX_AMOUNT equal to the sum of the PeopleSoft Billing VAT amount (BI_LINE.VAT_AMT) and the sales and use tax amount (BI_LINE.TAX_AMT).

   2. The NET_EXTENDED_AMT equal to the PeopleSoft Billing net extended amount (BI_LINE.NET_EXTENDED_AMT).

   3. The ENCUMBERED_AMOUNT equal to the PeopleSoft Billing net extended amount (BI_LINE.NET_EXTENDED_AMT).

2. In the FO_PO_HDR and FO_PO_EXTENSION tables, the system:

   1. Decrements the REMAINING_AMOUNT by bill lines' total net extended and tax amounts.

   2. Resets the COMMITTED_AMOUNT, decrementing the ENCUMBERED_AMOUNT of the billable row (FO_PO_APPL_LOG. CA_PO_ACTION = C).

See Also

Reviewing the Cross-Reference Table

Page Used to Run the PeopleSoft Billing to Project Costing/Contracts Interface Process

Correcting PeopleSoft Grants and Project Costing-Related Invoices

This section provides an overview of PeopleSoft Grants and Project Costing-related invoice correction functionality, discusses how to generate PeopleSoft Grants and Project Costing replacement invoices, and provides an example of a PeopleSoft Grants and Project Costing-related invoice correction.

Understanding PeopleSoft Grants and Project Costing-Related Invoice Correction Functionality

Use PeopleSoft Grants and PeopleSoft Project Costing-Related Invoice Correction functionality when you have created an invoice containing erroneous grants or Project Costing-related charges, and you want to generate a corrected invoice to reflect the original billing activity, as well as the adjustment information.

Credit and Rebill Invoices

If you are notified that an erroneous expense exists on an invoice, first issue a credit and rebill in PeopleSoft Billing. The credit bill reverses the charges on the original invoice; the rebill initially contains the same information as the original bill. PeopleSoft Billing creates billing adjustment line types (BAJ) to represent the credit and rebill invoices.

PeopleSoft Billing does not assign an invoice date when you create a rebill invoice. After you create the credit and rebill invoices (and before you import adjustment lines into PeopleSoft Billing through the Billing Interface), you must assign the invoice date to the rebill invoice. Click the Header Info 1 link on the Adjust Entire Bill page for the corresponding rebill invoice to access the Header Info 1 (header information 1) page, where you can manually define a value for the Invoice Date field. You can also override the values in the From Date and To Date fields on the Header Info 1 page, if appropriate. For example, you can aggregate two months of charges on a single bill.

After you finalize the credit and rebill invoices, you can run the Billing to Project Costing/Contracts Interface process (BIPCC000) to update the Project Resource table (PROJ_RES_TMP_BI) with the new adjustment invoice activity.

Note. This feature does not require you to resend the original invoice activity to PeopleSoft Billing from PeopleSoft Project Costing. The rebill invoice is generated in PeopleSoft Billing, and PeopleSoft Billing writes back to PeopleSoft Project Costing all new invoice activity. PeopleSoft Project Costing retains the BLD (billed) analysis line type for the original bill lines, and assigns BAJ analysis line types for credit and rebill invoice bill lines, as well as for any additional bill lines included in the rebill.

Next, you can create a journal entry in PeopleSoft General Ledger to reverse the erroneous expense, send this entry to PeopleSoft Project Costing as a bill line, then import the adjustment line into PeopleSoft Billing.

Bill-By Definitions

Run the Contracts to Billing Interface process (CA_BI_INTFC) to import any adjustment lines from PeopleSoft Project Costing and Contracts (as a BIL type row from PeopleSoft Project Costing) through the Billing Interface to PeopleSoft Billing. When processing PeopleSoft Grants billing, the Billing Interface requires that you define as bill-by fields the following fields:

• Grants Billing Cycle ID.

• From Date.

• To Date.

• Invoice Date.

Define the values for these fields on the PeopleSoft Contracts Billing Process page (RUN_CA_BI), where you define the run control for the Contracts/Billing Interface process (CA_BI_INTFC) to load billing information from PeopleSoft Contracts and PeopleSoft Project Costing into PeopleSoft Billing.

Note. You are not required to define as bill-by fields the Grants Billing Cycle ID, From Date, or To Date field when processing letters of credit (LOC). When processing LOCs, ensure that you define the invoice date as a bill-by field, and that the invoice date defined for the adjustment bill line matches the value defined for the Invoice Date field on the rebill invoice.

When processing preapproved transactions, the Billing Interface can add an adjustment bill line to a rebill invoice only when the value of the bill-by fields matches the values defined for the bill-by fields on the rebill invoice. Ensure that the values you define (on the rebill) for the From Date, To Date, and Invoice Date fields on the Header Info 1 page match the values that you define for the same fields on the PeopleSoft Contracts Billing Process page to enable the Billing Interface to append the adjustment line to the appropriate rebill invoice.

For transactions that are not preapproved, you can use the Billing Worksheet to review and maintain adjustment lines.

The Billing Worksheet

To append an adjustment line to a rebill invoice from the Billing Worksheet, select that rebill invoice from the prompt list for the Add To Bill field. Invoices with the following characteristics appear:

• Invoices with the same Billing business unit as the worksheet bill.

• Invoices with the same bill-to customer as the worksheet bill.

• Invoices with the same contract ID as the worksheet bill.

• Invoices with the same currency as the worksheet bill.

• Invoices with an invoice status of NEW or HLD (hold).

• Invoices that are not fully paid.

• Invoices with an invoice type other than ACR (credit bill).

To help identify the correct rebill invoice, the list of invoices available for the Add To Bill field includes invoice type, invoice date, from and to date, invoice amount, and currency information.

Do not select a value in the Add To Bill field if you want to create a new bill for the approved bill lines.

See Processing Billing Worksheets.

Generating PeopleSoft Grants and Project Costing Replacement Invoices

To cancel an erroneous invoice and generate a replacement for PeopleSoft Grants and Project Costing-related invoices:

1. Create credit and rebill invoices using the PeopleSoft Billing Adjust Entire Bill page.

2. Click the Header Info 1 (header information 1) link on the Adjust Entire Bill page to access the Header Info 1 page, where you can assign the appropriate values to the Invoice Date, From Date, and To Date fields for the rebill invoice.

3. Create journal entries in PeopleSoft General Ledger to record the adjustment.

4. Send posted journals from PeopleSoft General Ledger to PeopleSoft Project Costing using the PeopleSoft Project Costing PC_GL_TO_PC process.

5. Run the PeopleSoft Contracts to Billing Interface process (CA_BI_INTFC) to send the adjusted bill line to PeopleSoft Billing.

   Assign values to the Invoice Date, From Date, and To Date fields on the PeopleSoft Contracts Billing Process page (RUN_CA_BI) to match the values that you defined for these fields on the PeopleSoft Billing Header Info 1 page for the rebill invoice.

6. Use the Billing Worksheet to review and approve the adjustment lines that were not preapproved on the PeopleSoft Contracts bill plan.

   You can add the adjustment bill lines to the rebill invoice that you created by selecting it from the prompt list on the Add To Bill field. Alternatively, you can create a new invoice for the adjustment bill lines by leaving the Add To Bill field blank.

7. Run the Billing to Project Costing/Contracts Interface process (BIPCC000) after bill finalization to update the Project Resource table (PROJ_RES_TMP_BI) with the new invoice activity.

   The system applies credit and rebill BIL rows for the project resource to create a complete audit trail.

PeopleSoft Grants and PeopleSoft Project Costing-Related Invoice Correction Example

The following example demonstrates the PeopleSoft Grants and PeopleSoft Project Costing-Related Invoice Correction functionality.

An invoice that contains charge errors is created. To correct the erroneous invoice, a credit and rebill is completed. Invoice A in the example reflects the charges on the original invoice. Invoice B represents the credit invoice. Invoice C reflects the charges on the rebill.

A journal entry adjustment is completed and sent to PeopleSoft Billing. Invoice C now contains the following additional bill activity:

See Also

Entering Bill Header Information

Setting Up the Billing Interface

Adjusting Bills

Integrating with PeopleSoft General Ledger

Processing Contracts Billing