Entering Bill Header Information

Standard Billing - Header - Info 1 Page

BI_HDR

Access and review bill header general information.

Change Bill Currency Page

BI_CURR_CHG_SEC

Select a new currency code.

Bill To Business Unit Page

BI_IU_TO_SEC

Define a valid PeopleSoft General Ledger business unit InterUnit pair.

Header Info 1 - Credit Card Information Page

BI_HDR_CRCARD

Enter or modify customer credit card information.

Credit Card Address Page

BI_HDR_CRCARD2

Enter customer credit card billing address information.

Header Info 1 - Credit Card Information Page

Standard Billing - Header - Info 2 Page

BI_HDR2

Enter additional bill header information.

Header - AR Distribution Page

BI_AR_DST

Review the ChartField values for a receivables account.

Bill Header VAT Information Page

BI_HDR_VAT

Define header-level VAT defaults.

Prepayment Lookup Page

BI_ITEM_LOOKUP

Select customer prepayment and document cross-reference information to apply to an invoice.

Standard Billing - Address Info Page

BI_HDR_ADDR

Access and review bill header address data.

Standard Billing - Courtesy Copy Addr Page

BI_HDR_CC

Enter the number and distribution of courtesy copies.

Standard Billing - Header - Note Page

BI_HDR_NOTE

Create or attach general header notes to bills.

Review Billing Information - Details - Header - Info 1 Page

BI_HDR_INQ

Review general bill information at the header level in the specified currency perspective.

Review Billing Information - Details - Approvals Page

BI_APPR_SEC

Review the status, departmental approval chain, and comments of an invoice.

Review Billing Information - Details - Header - Info 2

BI_HDR2_INQ

Review additional general bill information at the header level in the specified currency perspective.

Review Billing Information - AR Distribution (accounts receivable distribution)

BI_AR_DST_INQ

Review the ChartField values for an receivables account.

Review Billing Information - Details - Address Info

BI_HDR_ADDR_INQ

Review bill address information at the header level in the specified currency perspective.

Review Billing Information - Details - Courtesy Copy Addr

BI_HDR_CC_INQ

Review the number and distribution of courtesy copies in the specified currency perspective.

Review Billing Information - Details - Header - Note

BI_HDR_NOTE_INQ

Review general header notes that are attached to bills in the specified currency perspective. Header notes apply to the entire bill. Examples of header notes include announcements of sales, changes in personnel, changes in price lists, and other general information.

Invoice Date and Accounting Date

Select the invoice date that you want to appear on the bill. To specify an open period in PeopleSoft Billing, navigate to Billing Definition - Business Unit 1 page and click the Update Open Periods link to access the Open Period Update page, where you can define open periods for a GL business unit and ledger group.

If the invoice is associated with a VAT billing business unit, the system uses the invoice date as the effective date when processing VAT defaults. If you do not provide an invoice date, the system uses the current date as the effective date. If Use Invoice Date as Identifier Look Up Date option is selected, the invoice date will be the effective date for prompting on Identifiers.

If you specify a date in the Accounting Date field that falls within an accounting period that is currently closed for the Billing business unit, the system issues a warning or displays an error based on the option specified on the Accounting Date Edit Option group box in the Installation Options - Billing - Integration Options page.

If the accounting date is blank and the invoice date is populated, then the check for transactions in closed accounting period will be done on the invoice date for the closed accounting period. For more information on the check for transactions in closed accounting period, see Billing - Integration Options Page

Click the Invoice icon to save the current component and run the invoice job on the default server.

For additional information about the BPW, see Understanding PeopleSoft Business Process Weaver

Click the Pro Forma icon to save the current component and run the Pro Forma process (BIIVC100) on the default server.

Pro Forma is rendered online if the Enable Online Rendering check box is selected on the Billing – General Options page.

Click the Calculate Taxes icon to display the Bill Summary Info page with the tax information. Click the OK button to save the tax information. The Calculate Taxes button on the Summary page is not available if you are accessing the Bill Summary Info page by clicking the Calculate Taxes icon on the Billing Header page.

The Calculate Taxes icon is not available for invoices which are in Invoiced or Final status.

For more information, see Bill Summary Info Page

You can also use the Summary link to access the Summary page to calculate taxes.

Frequency

To define a bill as a recurring bill template, select Recurring. To define a bill as an installment bill template, select Installmnt (installment). Otherwise, select Once.

Installment Bill Schedule

Click to access the Installment Bill Schedule page. To generate an installment billing schedule, the schedule that is associated with the bill cycle must have a SetID that corresponds to the bill's business unit.

Recurring Bill Schedule

Click to access the Recurring Bill Schedule page. To generate a recurring bill schedule, the schedule that is associated with the bill cycle must have a SetID that corresponds to the bill's business unit.

Customer

(Required) Select a customer to have the system populate the Curr (currency code) field with the customer's default currency.

When you enter an InterUnit customer and press Tab to exit the field, the Bill To Business Unit page appears if the InterUnit customer has no default PeopleSoft General Ledger business unit or if the default General Ledger business unit does not make a valid interunit pair.

Maintain Bill To GL Unit (maintain bill to general ledger unit)

Click this button to return to the Bill To Business Unit page if you want to redefine a valid GL unit pair.

SubCust1 (subcustomer 1)

If you have defined this customer with subcustomer 1 and subcustomer 2 qualifiers in the Maintain Customers component, you must specify a value here and in the SubCust2 (subcustomer 2) field. If you have defined data to pass to PeopleSoft Receivables at the header level only, you can override this value. However, you cannot leave it blank. If it is blank, the system populates these fields with defaults that are defined in the Maintain Customer component.

Invoice Form

(Required) Select a format for the bill. You can add new invoice forms on the Invoice Formatting Options - General page.

Invoice Media

Select the media for invoicing the bill:

• Print only

  Billing will generate a printable invoice.

• EDI

  Billing will transmit an electronic interchange invoice (additional setup is required).

• Email Notification

  Billing will generate an email notification and the invoice will be presented through the eBill Payment application. (PeopleSoft eBill Payment must be installed).

• Email Invoice as Attachment

  Billing will email the invoice as an attachment. This media is valid only when invoice form is XMLPUB.

• FHWA File

From Date and To Date

Indicate the date range of billing activity that the corresponding invoice covers.

Pay Terms (payment terms)

(Required) Enter payment terms.

Pay Method (payment method)

Displays the payment method. The system searches the customer record for a default payment method. If it does not find a value, then the system uses CHK as the payment method.

Click the View Credit Card Information button to access the Header Info 1 - Credit Card Information page, where you can review or update credit card information for the customer.

Remit To

Displays a list of financial institutions that are associated with the payment. Enter a value in this field, as well as an associated payment account, in the adjacent field.

Sales (salesperson), Credit (credit analyst), and Collect (collector)

If you do not specify these contacts, the system populates these fields with default values from the customer table.

Billing Specialist

The system populates this field with a default value from the business unit, bill type, bill source, or customer options, depending at which level you specified this value.

Billing Authority

Select the Billing authority name.

(NLD) Acceptgiro

The Acceptgiro indicator appears on the Header - Info 1 page when the billing business unit is eligible to generate acceptgiro invoices.

Bill To GL Unit (bill-to general ledger business unit)

Select to define a valid bill-to PeopleSoft General Ledger business unit and bill-from General Ledger business unit pair.

Credit Card Type

Select the type of card from the look-up list.

Credit Card Number

Enter the number of the credit card.

Card Expiration Month and Card Expiration Year

Enter the month and year of the card expiry.

Credit Card Address

Click the Credit Card Address icon to access the Credit Card Address page.

Security Code

Enter a value to help enhance security of the transactions using credit cards. If you select the What is Security Code? link, a secondary page appears. This page explains how to find the security code on a credit card and provides more information about the security code.

Code

Select the accounts receivable distribution code that represents the combination of ChartFields that you want to use in generating the accounting entries for PeopleSoft Receivables. The system populates the accounts receivable ChartField values on the bill according to the code that you select.

Account

Enter a receivables account to override the system defaults that are provided at other levels.

Prepayment Lookup

In PeopleSoft Billing, when you create an invoice online, click to access the Prepayment Lookup page, where you can search a list of documents and associated prepayment amounts from PeopleSoft Receivables for the customer ID.

Paid Amount

When you select an item, the system displays the amount in this field and the reference information in the Paid Reference field on the bill header. Overwrite this cross-reference and payment information, if necessary. The prepayment is reflected in the net amount due and is printed on the invoice. PeopleSoft Billing passes the PAID_REFERENCE value to the Document field in PeopleSoft Receivables. Consequently, you can match a specific prepayment to a specific contract, order, account, or policy number.

Fwd Balance (forward balance)

Displays any prior balance that is unpaid.

Letter of Credit ID

Enter the letter of credit number. A letter of credit is a document stating a commitment to pay someone (supplier, exporter) a stated amount of money on behalf of a buyer (or importer) as long as the supplier meets specific terms and conditions as specified by the document. Use the Standard Billing - Header - Note page for any item descriptions or goods requirements.

Accrue Unbilled

If you selected Accrue Bills at This Level at either the bill type or business unit levels, then that information appears by default on this page and the system populates this option automatically. For the bill to be eligible for accrual, you must select this option.

Entry Event

Define the default entry event code for the entire bill. Valid options include only those values that are identified with the Receivables Update process (ARUPDATE). This field appears for each bill header only if entry events are defined as Required or Optional in the Billing field on the Installation Options - Entry Event page. The code that you select here uses default values for all bill lines for the corresponding bill and overrides the values that you set at the business unit and bill type levels.

Hold Until Date

Enter the Hold Until Date that is calculated for a customer with a Hold Number of Days value greater than 0. Hold Number of Days is entered for a customer requiring a bill to be held for a specific number of days from the date of creating a bill.

Manual Line Numbering

Select No to disable the manual line numbering option. The default is Yes if you have enabled manual invoice line numbering on the Installation Options - Billing - General Options page. If you have not enabled manual line numbering, this group box does not appear.

Document Sequencing

Click to access the Document Sequence page, where you can specify sequencing values for documents. Statutory legal requirements in some countries require that all financial transactions (documents) be classified into different transaction types, and that within each transaction type, all documents that you enter be numbered sequentially. The document sequencing feature enables you to maintain established business practices by meeting both of these requirements. If you have enabled document sequencing for a particular business unit and you create a document (such as a journal, invoice, or voucher) for that business unit, this link appears on the bill entry pages.

VAT Information

Appears only if the invoice is tied to a VAT billing business unit. Click to access the VAT Header Information page, where you can view or modify header-level defaults.

To inquire about VAT header information, access the page through the Inquire component. Standard Billing - Header - VAT Information has all the same fields in inquiry as in entry, but all fields are read-only.

Change Bill Currency

Click the Change Bill Currency button to access the Change Bill Currency page, where you can change the currency type.

VAT Information - Needs Review

Appears only if you have changed a VAT driver value after the system has applied VAT defaults. Return to the Header - VAT Information page to review the VAT driver data and ensure that the system-generated VAT defaults are accurate.

Exchange Rate

Accounting transactions are prepared in the base currency (the primary reporting currency of the PeopleSoft General Ledger business unit). Consequently, each bill needs a currency exchange rate that the system uses to convert bill currency to base currency. The currency code for the base currency appears beneath the rate type. The exchange rate converts amounts in the bill currency to an equivalent amount in base currency.

Rate Type

Displays the assigned rate type of the bill-to customer. You can select a different rate type.

Click the Exchange Rate Detail button to access the Exchange Rate Detail page, where you can review detailed information about the rate.

Source

Use to assign to bills the exchange rates from market rate tables. Alternatively, you can provide an exchange rate. To provide such a rate, select User. When you select User, the Rate Type field is available. Enter a revised rate, or click the Exchange Rate Detail button to enter detailed rate information on the Exchange Rate Detail page.

Euro Currency

If you enter a bill in euro-participating currency, the system requires an exchange rate to convert the bill currency to euros. For bills in euro-participating currencies, the euro currency code appears with a rate for converting the bill currency to euros. Click the Exchange Rate Detail 2 button for more information about the rate. The system always retrieves euro exchange rates from market rate tables. The euro exchange rate line is hidden if the bill is not in euro-participating currency.

Base Currency To

If you enter an interunit bill, the system requires an exchange rate to convert the bill currency to the base currency of the business unit to value. For interunit bills, this field is the base currency of the business unit to value. The system uses the corresponding exchange rate to convert the bill currency amounts to this base currency. Click the Exchange Rate Detail 3 button for more information about the rate. They system always retrieves interunit exchange rates from market rate tables. The system hides the interunit exchange rate line if the bill is not an InterUnit bill.

Business Unit

Displays the billing business unit that is associated with the bill header.

Invoice

Displays the invoice that is associated with the bill header.

Go Back To Bill Header

Click to return to the Header Info 2 page.

Expand All Sections

Click to expand all of the group boxes and display all of the fields on the Bill Header - VAT Information page.

Collapse All Sections

Click to collapse all of the group boxes and hide all of the fields on the Bill Header - VAT Information page.

Sel (select)

Click to select the prepayment to apply to the invoice.

AR Unit (accounts receivable unit)

Displays the PeopleSoft Receivables business unit that is associated with the customer ID.

Item ID

Displays the unique identifier that is assigned to the prepayment when it is entered in the receivables system. In PeopleSoft Receivables, items are the individual receivables that comprise a customer's balance.

Document ID

Displays the contract, account, policy, or order number to which the prepayment was applied in PeopleSoft Receivables.

System Function ID

Displays the identifier that defines PeopleSoft Receivables activities. Each system function is prefixed with a two-letter identifier that describes the part of the PeopleSoft Receivables system that uses this function.

OK

Click to apply the prepayment and document cross-reference information to the invoice.

Attention To

The system populates this field, as well the primary bill-to contact, the primary bill-to location, and Location with default values. Override these values, if necessary.

Email ID

Displays the email address of the invoice contact. The system sends the email to this address when you select one of the Email options as the Invoice Media setting.

Invoice Media

Select Print Copy if the invoice is to be printed only, EDI if it is transmitted by electronic data interchange (EDI) only, Email Notification if the invoice is to be presented through PeopleSoft eBill Payment only or Email Invoice as Attachment if the invoice is to be emailed with the invoice and the supporting documents attached. If EDI transmissions are defined, the EDI Profile field displays the EDI profile name for the customer.

Select the invoice media option FHWA File to designate an invoice to be included in the Federal Highway Billing file. Invoice maintenance component corrects specific erroneous project fields when creating the FHWA extract file. This component supports mass maintenance of projects related chartfields.

Select the invoice media option Electronic Invoice File to generate electronic invoices. If Invoice Media option is Electronic Invoice File, then the Invoice Form in the bill must be related to one DEIU (Data Export/Import Utility) map ID. Refer Invoice Formatting Options - General Page in Establishing Invoice Formatting, Sorting, and Printing Options

Attention To

The system populates this field, as well the primary bill-to contact, the primary bill-to location, and Location with default values. Override these values, if necessary.

Email ID

Displays the email address of the invoice contact. The system sends the email to this address when you select one of the Email options as the Invoice Media setting.

Invoice Media

Select Print Copy if the invoice is to be printed only, EDI if it is transmitted by electronic data interchange (EDI) only, Email Notification if the invoice is to be presented through PeopleSoft eBill Payment only or Email Invoice as Attachment if the invoice is to be emailed with the invoice attached. If EDI transmissions are defined, the EDI Profile field displays the EDI profile name for the customer.

Language Code

Select the language code from the list.

Bill Header Notes

To select a predefined note (one that you have already defined on the Standard Note page in General Options), select Standard Note Flag and select a note code in Std Note(standard note). Once you press Tab to exit the Std Note field, the note type ID appears in the Note Type field, and the predefined text for that note appears in the Note Text field. To create a note, do not select Standard Note Flag. Select a note type, and in the Note Text field, enter the text to appear on the invoice.

Internal Flag Only

Select if you do not want the note to appear on the actual invoice.

To print a note on all invoices (effective date and effective status can be controlled).

Define the note on the Standard Notes page and select Invoice in the Print On Document field. On the Customer Notes page, associate the standard note code with customers.

Yes

To print a note on all invoices for multiple customers (effective date and effective status can be controlled).

Define the note on the Standard Notes page and select Invoice in the Print On Document field. On the customer Notes page, associate the standard note code with the customers who should see this note on invoices.

Yes

To print a note on all invoices for one customer.

Define a note on the customer Notes page. Select Custom in the Classification field, then specify the note in the Text field. Select Invoice in the Print on Document field.

No

To print a note on certain invoices.

Define the note on the Standard Notes page and select Invoice in the Print On Document field. On the Bill Header Notes page, associate the standard note code with the invoices that should include the note.

Yes

To print a note on one invoice.

Enter the note text directly on the Bill Header Notes page for that invoice.

No

Click to save the current component and run the pro forma job.

Click the View in Base Currency button to retrieve bill information in the base currency.

Worksheet Cross Reference (link)

Click this link to view the cross reference associated with the invoice being viewed. A pop-up window displays the cross references of the regular bill and the associated temporary worksheet bill. Click the invoice or the temporary bill to drill to the details of that bill in a new window.

A regular invoice can show multiple temporary worksheet bills because you can select an existing regular invoice as the Add To Bill field value while approving temporary worksheet bills.

Approvals (link)

Select to access the Review Billing Information - Details - Approvals Page.