Running the Contracts/Billing Interface Process

This section lists common elements and discusses how to run the Contracts/Billing Interface process for as-incurred billing and run the Contracts/Billing Interface process for amount-based billing.

Page Name

Definition Name

Usage

Process As Incurred Billing Page

RUN_CA_BI

Run this process to load rate-based contract line billing information from PeopleSoft Contracts and PeopleSoft Project Costing into PeopleSoft Billing to create bills

Process Other Billing Methods Page

RUN_CA_FF

Run this process to load fixed-price contract line billing information from PeopleSoft Contracts into PeopleSoft Billing to create bills.

Field or Control

Description

Program Name

Displays the name of the process that this run control page performs. This run control page runs the Contracts/Billing Interface process (CA_BI_INTFC).

Billing Business Unit

Select a PeopleSoft Billing business unit to run the Contracts Billing Interface process for a specific billing business unit.

Bill To

Select to filter your processing parameters by the customer receiving the invoice.

Billing Plan

Select a billing plan ID to run the Contracts Billing Interface process for a specific billing plan.

Billing Method

Select a billing method for the system to run only the Contracts/Billing Interface process for contract lines associated to ready billing plans assigned the billing method specified. For the Process As Incurred Billing page, As Incurred appears by default in this field and cannot be overridden. For the Process All Other Billing Methods page, select a billing method of Immediate, Milestone,, Percent Complete or Value Based.

Billing Specialist

Select a billing specialist to run the Contracts/Billing Interface process for a specific billing specialist.

Billing Cycle Identifier or Billing Cycle ID

Select to filter your processing parameters by the billing cycle ID.

Event Date

Enter a date to run this process for billing plan events that occur on or before the specified date.

Invoice Date

Displays the date that the run control page is opened and processed. The current date appears by default and can be modified. This is the date that prints on the invoice if the invoice date is not updated by the invoice finalization process in PeopleSoft Billing.

Process Milestones

Select this check box to set up the system to automatically run the Process Milestones process prior to running the Contracts/Billing Interface process.

Use the Process As Incurred Billing page (RUN_CA_BI) to .

Navigation:

Customer Contracts > Schedule and Process Billing > Process As Incurred Billing

This example illustrates the fields and controls on the Process As Incurred Billing page (1 of 2). You can find definitions for the fields and controls later on this page.

 Process As Incurred Billing page (1 of 2)

This example illustrates the fields and controls on the Process As Incurred Billing page (2 of 2). You can find definitions for the fields and controls later on this page.

 Process As Incurred Billing page (2 of 2)

Process Billing Details

Use the request number to set up multiple sets of filtering criteria to run the Contracts/Billing Interface process for a specific set of contract line, such as rate-based contract lines associated with a specific fee type (cost-plus).

Contract Options

Use the fields in this group box to limit the billing data that is included in the run of this process. Filter by PeopleSoft Contracts business unit, contract type, contract classification, sold to customer, contract number, or cost-plus fee type. If you leave all fields blank, the process picks up all available billing activity in PeopleSoft Contracts.

Note: Entering field values to filter the run control criteria does not limit the prompt values that appear in other fields on the As-Incurred Billing run control page. The Contracts/Billing Interface process uses the combination of filter criteria that you defined to limit the transactions that are selected for processing.

Field or Control

Description

Cost Plus Fee Type

Select a fee type to run the Contracts/Billing Interface process for rate-based contract lines associated with a particular fee type. If a fee type is selected, the project and activity fields cannot be used to further restrict the contract lines selected for billing. The lowest level of criteria that can be selected is Contract or Billing Plan. You can select from the following fee values:

  • Award Fee: Select to process only rate-based contract lines associated with a fee type of Award.

  • Fixed Fee: Select to process only rate-based contract lines associated with a fee type of Fixed.

  • Incentive Fee: Select to process only rate-based contract lines associated with a fee type of Incentive.

  • None: Select to process only rate-based contract lines associated with a fee type of None. This processes time and material rate-based contract lines (not cost-plus).

  • Other: Select to process only rate-based contract lines associated with a fee type of Other.

Use the request number sequencing option to select more than one fee type on the run control page. Leave the field blank to run the Contracts/Billing Interface process for all fee types.

Project Options

Use the fields in this group box to limit the billing data that is included in the run of this process. If you leave all fields blank, the process picks up all available billing activity in PeopleSoft Project Costing.

Select values for any of the PeopleSoft Project Costing options to filter processing criteria: PC Business Unit, Project, Activity ID, Project Type, and Project Manager.

Field or Control

Description

BU/Proj/Act Option (business unit/project/activity option)

Select a value to filter the information that is pulled from PeopleSoft Project Costing. Values include:

  • All: Run this process for all available PeopleSoft Project Costing business units, projects, and activities.

  • Business Unit: Filter the PeopleSoft Project Costing source data by adding values to the PC Business Unit field. You may further filter the data by adding values to the Project Type and Project Manager fields.

  • Business Unit/Project: Filter the PeopleSoft Project Costing source data by adding values to these fields: PC Business Unit and Project

    Note: It is recommended that you leave the Project Type and Project Manager fields blank when selecting this value as the system may return inconsistent results if these fields are populated with values that do not match the project indicated.

  • Business Unit/Project/Activity: Filter the PeopleSoft Project Costing source data by adding values to these fields: PC Business Unit, Project ID, and Activity.

    Note: It is recommended that you leave the Project Type and Project Manager fields blank when selecting this value as the system may return inconsistent results if these fields are populated with values that do not match the project and activity indicated.

Billing Options

Use these fields to limit the billing data that is included in the run of this process. If you leave all fields blank, the process picks up all available billing activity in PeopleSoft Contracts and PeopleSoft Project Costing.

Field or Control

Description

Cycle From Date

Enter the cycle from date. The date that you enter in this field appears by default in the From Date field. You can override the from date.

For government contracts, the Cycle From Date maps to the period of performance from date, which is sent to PeopleSoft Billing and printed on the invoice.

Note: This is a required field when the Enable Summary Limits option is selected on the Installation Options - Contracts page and you want to generate public voucher numbers.

Cycle To Date

Enter the cycle to date. The date that you enter in this field appears by default in the Through Date field. You can override the through date.

For government contracts, the Cycle To Date maps to the period of performance to date, which is sent to PeopleSoft Billing and printed on the invoice.

Note: This is a required field when the Enable Summary Limits option is selected on the Installation Options - Contracts page and you want to generate public voucher numbers.

Billing Authority

Person responsible for the overall approval of the billing plan. Select a billing authority to run this process for a specific billing authority. This field only applies to PeopleSoft Grants users and is not applicable to government contracts.

Letter of Credit ID

Select a letter of credit reference number to run this process for a specific letter of credit. This field only applies to PeopleSoft Grants users and is not applicable to government contracts.

Date Option

Select a date option to narrow this process to billing activity within a certain time frame. Values include:

  • Acct Dt:(accounting date) Run this process for billing activity that occurs within an accounting (general ledger period) date. You must enter values in the From Date and Through Date fields.

  • Trans Dt: (transaction date) Run this process for billing activity that has occurred within a transaction (system date) date. You must enter values in the From Date and Through Date fields.

  • All: Run this process for all available billing activity. If you select this option, you do not need to enter a value in the Through Date field.

From Date

Displays the first date on which the process identifies available billing activity. The system uses this field for accounting and transactional date purposes only.

Through Date

Displays the last date on which the process identifies available billing activity. The cycle through date must be equal or greater than the cycle from date. The value that you enter in the Cycle To Date field appears by default in this field. You can override the default value. The system uses this field for accounting and transactional date purposes only.

Ignore Tolerance Amount

Select this check box to allow project rows to process through to PeopleSoft Billing even if the minimum bill amount set on the as-incurred billing plan has not been reached.

Streamline Processing Options

Field or Control

Description

Process Milestones

Select this check box to set up the system to automatically run the Process Milestones process. Use this option in conjunction with the Process Automatically check box on the billing fee worksheet to check the limit for the billing fee, create the billing fee, and send the costs and fee to PeopleSoft Billing.

Use the Process Other Billing Methods page (RUN_CA_FF) to run this process to load fixed-price contract line billing information from PeopleSoft Contracts into PeopleSoft Billing to create bills.

Navigation:

Customer Contracts > Schedule and Process Billing > Process Other Billing Methods

This example illustrates the fields and controls on the Process Other Billing Methods page (1 of 2). You can find definitions for the fields and controls later on this page.

 Process Other Billing Methods page (1 of 2)

This example illustrates the fields and controls on the Process Other Billing Methods page (2 of 2). You can find definitions for the fields and controls later on this page.

 Process Other Billing Methods page (2 of 2)

Contract Options

Use the fields in this group box to limit the billing data that is included in the run of this process. Filter by PeopleSoft Contracts business unit, contract type, contract classification, sold to customer, or contract number. If you leave all fields blank, the process picks up all available billing activity in PeopleSoft Contracts.

Note: Entering field values to filter the run control criteria does not limit the prompt values that appear in other fields on the Process Other Billing Methods run control page. The Contracts/Billing Interface process uses the combination of filter criteria that you defined to limit the transactions that are selected for processing.

Billing Options

Use the fields in this group box to limit the billing data that is included in the run of this process. If you leave all fields blank, the process picks up all available billing activity in PeopleSoft Contracts.

Streamline Processing Options

Field or Control

Description

Process Milestones

Select this check box to set up the system to automatically run the Process Milestones process prior to running the Contracts/Billing Interface process.

Process Project Progress

Select this check box to set up the system to automatically run the Percent Complete Update process prior to running the Contracts/Billing Interface process. This option does not apply to PeopleSoft Contracts.