Running the Interface to AP/Billing Process
This topic provides an overview of the Interface to AP/Billing process and discusses how to run the Interface to AP/Billing process.
|
Page Name |
Definition Name |
Usage |
|---|---|---|
|
RUN_TXN_INTFC |
Enter the run control parameters to generate transactions into PeopleSoft Payables to create vouchers and payments. |
PeopleSoft Lease Administration uses existing PeopleSoft Payables functionality to generate vouchers and payments to the landlords or payees. When you run the Interface to AP/Billing process, the system sends approved PeopleSoft Lease Administration payment information to the PeopleSoft Payables Voucher Build and Voucher Edit staging tables. After the information is sent, the PeopleSoft Payables application continues with the process flow by generating the vouchers and payments to the landlord and also generating the appropriate accounting information for posting to the general ledger.
The Interface to AP/Billing process populates four tables:
Voucher Headers (VCHR_HDR_STG)
Voucher Lines (VCHR_LINE_STG)
Voucher Line Distributions (VCHR_DIST_STG)
Voucher Payments (VCHR_PYMT_STG)
To populate these tables, this process groups the transaction details by each lease and inserts a voucher header for each lease and payee combination. A voucher line is created for every transaction detail for that lease and payee combination and the system inserts the distribution lines that correspond to those details. The distribution detail defaults from the Contract Accounting Rules process that uses the Lease Administration Accounting Rules setup and the transaction detail information, such as the transaction routing code.
The transaction routing code that is associated with a transaction detail also provides processing information that relates to withholding tax and sales and use taxes. Since the AP Voucher Build/Edit populates most of the information that is not provided by the interface, it is recommended that you set up the transaction routing codes using the Default option.
For example, if a payables business unit and supplier are set up to use withholding, the transaction routing code Withholding is set to let the PeopleSoft Payables system provide the applicable withholding code. The default can be set to No to avoid withholding on a specific transaction detail that is not subject to withholding. Setting a transaction routing code Withholding to Yes for sending transactions to a payables business unit that is not set to collect withholding tax, or for a supplier not subjected to withholding tax, places the generated voucher in Error/Recycle state as the necessary additional withholding information is not defaulted.
To create the vouchers in PeopleSoft Payables for the PeopleSoft Lease Administration transactions, PeopleSoft Payables runs the AP Voucher Build/Edit process, which takes the data from the staging tables after they are populated. This process uses the information provided in the tables, populates values for fields that were not populated, and verifies the integrity of the generated voucher. If any issues are found, the voucher is set in error and can be reviewed online or recycled in batch. The voucher is not available for further processing until all errors are corrected.
Note: You can also use the Interface to AP/Billing process to generate invoices to tenants for receivables leases. When generating the process, consider setting up separate run control IDs for generating billing and payables transactions. If you use only one run control ID, the system generates all transactions for both invoices and payments.
Before you run the Interface to AP/Billing process, verify that transactions in the transaction queue are in Approved status.
Use the Manage Interfaces to AP/Billing page (RUN_TXN_INTFC ) to enter the run control parameters to generate transactions into PeopleSoft Payables to create vouchers and payments.
Navigation:
Note: As part of the shared product functionality, the Manage Interface to AP/Billing page can also be accessed through the Asset Management navigation as follows: Asset Management > Asset Transactions > Leased Assets > Manage Interface to AP/Billing.
This example illustrates the fields and controls on the Manage Interfaces to AP/Billing page. You can find definitions for the fields and controls later on this page.
Field or Control |
Description |
|---|---|
Business Unit |
Enter a business unit to generate transactions that are specific to that business unit. |
Lease Number |
Enter a lease number to generate transactions for that lease. You must enter a business unit before you can enter a lease number. |
Interface Selection
Field or Control |
Description |
|---|---|
Payables |
Select to send all payables transactions for the business unit and lease number parameters to the staging table. If you leave both fields blank, the system sends all approved transactions for payables leases to the payables staging table. |
Billing |
Select to send all billing transactions for the business unit and lease number parameters to the staging table. If you leave both fields blank, the system sends all approved transactions for receivables to the Billing staging table. |