Understanding Invoices for Receivables Leases

PeopleSoft Lease Administration provides corporate real estate managers a facility to manage the leasing and subleasing life cycles. During the lease life cycle, the system generates various billable items. You must submit these items to the tenant or payor on an invoice. These billable items can include base rent, operating expenses, miscellaneous rent, security deposits, percent rent, and specific maintenance fees.

The high-level business process flow for processing invoices for receivables leases consists of these steps:

  1. Create receivables leases (including all general and financial terms and conditions).

  2. Activate receivables leases.

  3. Run the Transaction Generator Application Engine process (RE_GENTRANS).

  4. Review transactions for processing in the transaction queue.

    Add manual transactions if necessary.

    See Creating Manual Invoice Transactions.

  5. Approve transactions for processing.

    This step is optional. You can set up the Auto Approve option at the business unit level.

  6. Run the Interface to AP/Billing Application Engine process (RE_TXN_INTFC).

  7. View pending receivables.

Before you generate an invoice, you must first create a lease, define the amount and frequency for each recurring billable item, and activate the receivables lease. After you activate the lease, run the Transaction Generator process to load the billable items into the transaction queue. You can review the transactions in the transaction queue to ensure that the recurring rent schedules are correct. If the status is Pending, you must approve each transaction. If Auto Approve is selected in the business unit setup, the system automatically sets the transactions to Approved. The system processes all transactions that are in Approved status when you run the Interface to AP/Billing process.

Note: If you need to review any of the transactions prior to processing, you should not enable the Auto Approve feature for Billing Options at the business unit level.

To process invoices, PeopleSoft Lease Administration relies on the PeopleSoft Transaction Billing Processor to send billable transactions to Billing to generate the invoices. The Interface to AP/Billing process selects all of the eligible transactions from the transaction queue and passes the data to a PeopleSoft Contracts process (CABIDIR1) through the Transaction Billing Processor. This process is responsible for loading the transactions into designated staging tables and scheduling the direct invoicing job, which contains the PeopleSoft Billing interface, the finalization, and print, PeopleSoft General Ledger posting, and the interface to PeopleSoft Receivables processes.

See Understanding the PeopleSoft Transaction Billing Processor.

Payment Processing

Occasionally, you might need to process payments for reimbursement of repair costs or security deposit refunds. You can create manual payments for reimbursements or refunds using the Process Payments page.

See Understanding Processing Payments for Payables Leases.

You must have active receivables leases before you can generate billable items to PeopleSoft Billing.