Correcting Distribution Errors
This topic discusses:
|
Page Name |
Definition Name |
Usage |
|---|---|---|
|
PC_FND_UNAPPL_BAJ |
View Billing adjustments. |
Depending on when an error is detected, you can correct it in different ways.
Distribution Rows are In Process
Distribution rows that are in process have not been distributed to PeopleSoft General Ledger, Billing, or Asset Management, linked to an asset, used in fee calculations for government contracts, or created by the Variance Pricing process. This is typically the case if target distributions are not processed beyond the Pricing process (PC_PRICING). To correct distribution errors that are in process, follow these steps:
Update the funds distribution rule.
Rerun the Funds Distribution process with the Reprocess Distributed Transactions option selected.
Another option to correct distribution errors is to delete and recreate target distributions that are in process. Target distributions can be deleted and recreated as long as the original cost row and any of its target rows are in process. To do this, follow these steps:
Change the Status field of the applicable sequences to Inactive on the Funds Distribution - Target page.
Run the Funds Distribution process to reprocess the source transactions by selecting the Reprocess Distributed Transactions option.
This action removes the distribution rows from PROJ_RESOURCE.
Define a new sequence with the correct distribution field values on the Funds Distribution - Target page.
If the Distributed Amount field is 0.00, then you can activate and modify the existing sequence.
Rerun the Funds Distribution process to generate the new distribution rows by selecting the Process Undistributed (New) Transactions option.
Distribution Rows Are on a Temporary Bill
If an error is detected after the distribution rows are sent to Billing and a temporary bill is created, then you can:
Delete the temporary bill using the Billing Worksheet.
Update the funds distribution rule.
Rerun the Funds Distribution process with the Reprocess Distributed Transactions option selected.
Distribution Rows Are on a Finalized Bill
If an error is detected after the bill is finalized, then a billing adjustment can be created to correct the error.
For example, if the error is an incorrect Projects ChartField value such as source type, category, or subcategory, and only that value needs to be corrected, then create an adjustment using the PeopleSoft Billing - Invoice Maintenance page. This action credits the original bill lines that are in error and rebills the line using the correct Projects ChartField values.
If correcting the error requires different percentage splits on the funds distribution rule or if the bill amount is incorrect, you should correct the error in the appropriate feeder application such as Project Costing or Accounts Payable rather than making a billing adjustment. This action ensures that the distributed amounts on the funds distribution rule are updated.
Use the Project Billing Adjustments page (PC_FND_UNAPPL_BAJ) to view Billing adjustments.
Navigation:
This example illustrates the fields and controls on the Project Billing Adjustments page. You can find definitions for the fields and controls later on this page.
Use this page to view credits, credit and rebills, net adjustments, and ChartField changes that are made from the PeopleSoft Billing - Invoice Maintenance component.
In the Selection Parameters section, you can enter up to 20 selections for the Billing Activity,Source Type,Category, and Subcategory fields.
Field or Control |
Description |
|---|---|
Line Type |
Displays the adjustment type from PeopleSoft Billing. |
Funds Distribution Rule |
Click this link to access the Funds Distribution - Target page. |
Distribution Charging Activity |
Displays the activity ID of the source transaction that resulted in the adjustment of the original invoice if it differs from the billing activity of the original invoice. This difference can occur if a funds distribution rule distributes costs to a target activity. |
Distribution Sequence Number |
Displays the funds distribution sequence number of the original invoice that is being adjusted. This sequence number is shown for only adjustment and adjustment credit line types. |
If an adjustment is made to project-related invoices in PeopleSoft Billing, then the adjustment is not automatically reflected in the Threshold Amount and Distributed Amount fields for the corresponding funds distribution rule.
To ensure that the funded (threshold) and distributed amounts reflect these adjustments on the Funds Distribution Report, you must create an adjustment sequence on the Funds Distribution - Target page. The adjustment sequence allows you to enter a distributed and threshold amount that reflects the net effect of adjustments displayed on the Project Billing Adjustments page. To do this, follow these steps:
Create a new sequence on the Funds Distribution - Target page and select the Adjustment check box.
Enter the same ChartFields as the billing adjustments for which you are entering the adjustment sequence on the Funds Distribution - Target page.
When the Funds Distribution Report calculates funded and distributed amounts for a project, it includes the adjustment sequences that have matching ChartFields. In this way, report totals reflect any adjustments that are made in Billing.
For example, an invoice that has five lines of 20 USD each (5 × 20 = 100) is finalized with incorrect source type (appropriation) values. You use the Billing - Invoice Maintenance page to issue a credit and rebill the invoice. The system sends these adjustments to Project Costing, and they appear on the Project Billing Adjustments page. Create an adjustment sequence for the appropriate funds distribution rule containing two rows:
The first row, for –100 USD, is the adjustment for the credit.
This row references the incorrect source type as shown on the credit adjustment lines on the Project Billing Adjustments page.
The second row, for 100 USD, is the adjustment for the rebill.
This row references the correct source type as shown on the rebill adjustment lines on the Project Billing Adjustments page.
Note: Rows that are entered as an adjustment sequence are not stored on the Project Transaction table (PROJ_RESOURCE). Their only purpose is to adjust funded (threshold) and distributed amounts for adjustments that are entered in Billing.