PeopleSoft Billing 9.1 PeopleBook

Generating Recurring Bills

This chapter provides an overview of recurring bill generation and discusses how to:

Establish schedules for recurring bills.
Generate recurring bills.

Understanding Recurring Bill Generation

PeopleSoft Billing enables you to reproduce bills or portions of bills and generate invoices by using templates. By associating a recurring template with a predefined schedule, you control when and how often recurring bills are generated. The schedules automate and control the generation of recurring bills. You can generate bills daily, weekly, monthly, or annually. You can also configure schedules for rent or utilities.

The schedule assigns the bill-from dates in recurring bills. To determine the bill-to date, subtract one day from the next bill-from date. For example, if the bill-from date is the 15th of the month, the bill-to date is the 14th of the next month.

The billing cycle plays an important role in generating recurring bills. It:

Links the schedule to the recurring bill template.
Defines when the recurring bill is to be generated.
Defines the number of days before the bill generation date that you can generate a recurring bill.
Establishes the invoice date that appears by default on the Recurring Bill Schedule page.

Use a recurring bill template to create the recurring invoices. From the template, generate a recurring bill schedule to define the start and end dates of the period during which the recurring bills will be generated.

If you use charge codes, discounts, and surcharges from the delivered PeopleSoft Billing tables to construct the template bill, you have two options when setting price options for recurring bills. You can:

Guarantee constant pricing.
Let the system assign the current effective-dated discount or charge amount.

To specify a pricing option, use the Standard Billing - Line - Info 2 page. To enable the system to assign the current effective-dated discount or charge amount, select Use Effective Dated Price on Recurring Bills. To guarantee constant pricing, do not select this field. The Use Effective Dated Price on Recurring Bills check box is not available for generated invoices.

Note. When running the Pre-process and Finalization process (BIIVC000) and the Currency Conversion process (BICURCNV) on a recurring basis, ensure that you use a run control ID that is distinct from the run control ID that you use to run these processes individually. If you run these processes individually using the same run control as you use to run them on a recurring basis, you deactivate the recurring process. For instance, suppose that you have scheduled run control XYZ to run the Currency Conversion process once daily at 6 p.m. Each day when the recurring process runs, the AE_REQUEST.PROCESS_FREQUENCY value remains set to A (always). Later, you run the Currency Conversion process individually from the same run control ID (XYZ) using a run control page. The process updates the AE_REQUEST row to PROCESS_FREQUENCY value N (do not run). Effectively, this deactivates the recurring process. To avoid this scenario, use run control ID XYZ for the recurring activity only.

Creating Recurring Templates and Associated Schedules

To create a recurring template and associated schedules:

Establish the schedule.

Define the recurring bill schedule on the Recurring Bill Schedule page.

Note. When you generate a recurring bill schedule, select the setID to use for the recurring bills.
Link the schedule to a billing cycle.
1. Link the schedule to a bill cycle on the Bill Cycle page.
2. Establish the number of available cycles and indicate their names.
Create a Recurring Bill template.

Use the Standard Billing - Header - Info 1 page to create a new bill and define it as a Recurring Bill template.
1. Enter a new bill and verify that the billing cycle ID has a recurring schedule.
2. Change the Frequency field value to Recurring and save the bill.
3. Click the Go To Recurring Bill Schedule button next to the Frequency field to navigate to the Recurring Bill Schedule page.
Generate the recurring bill schedule on the Recurring Bill Schedule page.

Establishing Schedules for Recurring Bills

To establish a schedule for recurring bills, you must define the time period during which the recurring bills are to be generated.

This section discusses how to define time periods for recurring bills.

Pages Used to Establish Schedules for Recurring Bills

Page Name	Definition Name	Navigation	Usage
Recurring Bill Schedule	BI_SCHEDULE	Billing, Maintain Bills, Recurring Bill Schedules, Recurring Bill Schedule	Define time periods during which recurring bills are to be generated.
Recurring Schedule Inquiry - Recurring Schedule Inquiry (inquiry)	BI_SCHEDULE_INQ	Billing, Review Billing Information, Recurring Bill Schedule, Recurring Schedule Inquiry	Review information about recurring billing schedules.

Defining Time Periods for Recurring Bills

Access the Recurring Bill Schedule page (Billing, Maintain Bills, Recurring Bill Schedules, Recurring Bill Schedule).

Start Date	Enter the start and end dates for the recurring period.
Use Header Dates For Lines	Select to use the bill header from and to dates on the bill lines (for invoices that have not been generated). Do not select if you prefer the line from and to dates to appear by default from the recurring bill template.
Pre-Assign Invoice Numbers	Select to have the system assign all of the invoice numbers to the recurring bills when you save the page. Do not select to have the system assign invoice numbers when you generate recurring bills.
	Click the Generate Recur Bill Schedule (generate recurring bill schedule) button and select Pre-Assign Invoice Numbers to generate sequential invoice numbers when the schedule is generated and saved. The system then generates all of the schedule lines between the start and end dates. The schedule lines appear in the scroll area.

Note. You can preassign invoice numbers, assign invoice numbers manually, or enable the system to autonumber the recurring bills. To override invoice numbers, set the Auto-Numbering Params (auto numbering parameters) option on the Installation Options - Billing - General Options page, the Bill Type 2 page, or the Bill Source 2 page to enable user-defined invoice numbers.

To extend the recurring bill schedule at any time, change the to date. When you do this, the Extend Recurring Bill Schedule button appears below the Regenerate Recur Bill Schedule (regenerate recurring bill schedule) button.

	Click the Extend Recurring Bill Schedule button to extend the schedule from the last generated line.
	Click the Re-generate Recur Bill Schedule button to regenerate the entire schedule if the options on the bill cycle have changed. The schedule generates all lines where the Inv Generated (invoice generated) check box is N.
Invoice Date	When the schedule lines are initially generated, this field contains no value or the default from the Bill From field, the Bill To field, or the Generate Date field. The default value depends on the option that you select on the Bill Cycle page. You can change the invoice date before the bill is created.
Invoice	When generating the invoice, the system uses the value in this field as the invoice ID. If the invoice value is Next, the system assigns the next available invoice number in the sequence.
Inv Generated (invoice generated)	Indicates whether the system generated the invoice for the corresponding line. If the indicator is Y (yes), the date on which the invoice was generated appears.
Return to Bill Entry	To make the template bill-ready, change the template bill status to RDY (ready) for the system to generate any recurring bills. Click this link to return to the template bill and make this status adjustment.

Generating Recurring Bills

To generate recurring bills from templates, run the Generate Recurring Bills process (BIRECUR).

This section discusses how to generate recurring bills.

Page Used to Generate Recurring Bills

Page Name	Definition Name	Navigation	Usage
Generate Recurring Bills	RUN_BI_RECURING	Billing, Maintain Bills, Create Recurring Bills, Generate Recurring Bills	Generate recurring bills.

Generating Recurring Bills

Access the Generate Recurring Bills page (Billing, Maintain Bills, Create Recurring Bills, Generate Recurring Bills).

Range Selection

All	The system generates all of the recurring bills with a generate date that is less than or equal to the current date.
Bill Cycle	The system generates all of the recurring bills that are scheduled for the specified bill cycle with a generate date that is less than or equal to the current date.
Invoice ID	The system generates all of the recurring bills that fall within the specified range of the invoices with generate dates that are equal to or less than the current date.
Cust ID (customer identifier)	The system generates all of the recurring bills with a generate date that is equal to or less than the current date for the specified customer.

Note. To generate recurring bills, set the template bill status to RDY.

To view the results of the Generate Recurring Bills process, return to the Recurring Bill Schedule page. The Inv Generated check box is now set to Y (yes) for generated invoices, and the system logs a generation date. Generated recurring bills have a bill status of RDY, and you can invoice them immediately.

If you change a template's status to Cancel, the system does not generate any more recurring bills.

Note. The system does not generate invoices with a generate date that is greater than the current date. The system generates only recurring bills with a generate date that is equal to or less than the current date.