Entering Bill Source Information
PeopleSoft Billing comes with several bill source pages to facilitate data entry from a variety of online sources. Bill header and line fields that are typically pertinent to certain types of bills are grouped on individual page views. You can reorganize the delivered pages or configure your own.
No fields on the bill source-specific pages are required for bill entry at the header or line level. All of the fields that are required to create a basic bill appear on the Standard Billing - Header - Info 1 page, Standard Billing - Line - Info 1 page, and Standard Billing - Line - Tax Info page.
In many cases, fields that appear on these pages are automatically loaded when you use PeopleSoft Billing with another PeopleSoft application, such as PeopleSoft Order Management. However, if you enter bills for activity from an external system with similar reference information, you can supply values for these fields.
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Page Name |
Definition Name |
Usage |
|---|---|---|
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BI_HDR_OM |
Enter bill header order management information. |
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BI_HDR_PC |
Enter bill header project information. |
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BI_HDR_SVC |
Enter bill header service information. |
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BI_HDR_MISC |
Enter bill header miscellaneous information such as purchase order, contract, and financial sanctions status information. |
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BI_LINE_OM |
Enter bill line order management information. |
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BI_OR_HD_NOTES_INQ |
View previously defined order header notes. You must first populate the OM Bus Unit and Order No/Line fields on the Standard Billing - Line - Order Info page. |
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BI_LINE_PC |
Enter bill line project information. |
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BI_LINE_SVC |
Enter bill line service information. |
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BI_LINE_MISC |
Enter miscellaneous bill line information. |
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BI_LINE_WKS |
Enter changes to bill line information for bills in the Billing Worksheet component. |
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Review Billing Information - Details - Header - Order Info |
BI_HDR_OM_INQ |
Review bill order management information at the header level in the specified currency perspective. |
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Review Billing Information - Details - Header - Proj Info (review billing information - details - header - project information) |
BI_HDR_PC_INQ |
Review information about bill project costs at the header level in the specified currency perspective. |
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Review Billing Information - Details - Header - Service Info |
BI_HDR_SVC_INQ |
Review bill service information at the header level in the specified currency perspective. |
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Review Billing Information - Details - Header - Misc Info (review billing information - details - header - miscellaneous information) |
BI_HDR_MISC_INQ |
Review miscellaneous bill information at the header level in the specified currency perspective. |
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Review Billing Information - Details - Line - Order Info |
BI_LINE_OM_INQ |
Review information about bill order management at the line level in the specified currency perspective. |
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Review Billing Information - Details - Line - Proj Info (review billing information - details - line - project information) |
BI_LINE_PC_INQ |
Review information about bill project costs at the line level in the specified currency perspective. |
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Review Billing Information - Details - Line - Service Info |
BI_LINE_SVC_INQ |
Review bill service information at the line level in the specified currency perspective. |
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Review Billing Information - Details - Line - Misc Info (review billing information - details - line - miscellaneous) |
BI_LINE_MISC_INQ |
Review miscellaneous bill information at the line level in the specified currency perspective. |
Several restrictions apply to changing billing information transferred through the Billing interface:
Contracts and Project Costing
No adjustments, credits or rebills should be performed on prepaid transactions (line type UTL).
Billing currency should not be changed.
Unit of measure should not be changed.
When the system source is CBI, or PBI most of the fields on the Line - Proj Info page are disabled.
Bill lines created through online entry, or through a different external system, should not be added to bills from Contracts or Project Costing.
Creating new Contracts or Project Costing bills by filling in contract information through online bill entry, or a different external system, should not be attempted.
Government Contracts
Government Contracts bills are subject to the same restrictions as other Contracts bills.
No adjustments should be performed on progress payment or progress payment liquidation lines.
The amounts of withholding write off lines should not be changed, either directly or by changing other values such as quantity or unit price.
Order Management
Fully-paid invoices cannot be created in online bill entry.
Lines cannot be added or removed from fully-paid invoices.
Only the accounting distribution of bill lines can be changed for fully-paid invoices.
Fully-paid, partially-paid, and deposit-applied invoices cannot be canceled.
Deposit, deposit applied, deposit refund, and deposit refund fee lines cannot be entered in online bill entry.
The amount of any deposit, deposit applied, deposit refund, and deposit refund fee lines cannot be changed in online bill entry if the lines have a deposit ID.
Deposit, deposit applied, deposit refund, and deposit refund fee lines cannot be deleted in online bill entry if the lines have a deposit ID.
Discounts and surcharges cannot be applied to deposit, deposit applied, deposit refund, and deposit refund fee lines.
Deposit, deposit applied, deposit refund, and deposit refund fee lines cannot have more than one accounting distribution.
Deposit, deposit applied, and deposit refund lines cannot have any contract liability distribution.
Payment with corporate voucher lines (PYCV) can only be passed to Billing in fully-paid invoices. If the fully-paid invoice with PYCV is copied or adjusted, then a PYCV line will exist in the new invoice. This line can then be modified or deleted as necessary in online bill entry.
VAT defaulting and calculations will not be performed for fully-paid invoices, except for deposit refund fees, or deposit, deposit applied, and deposit refund lines when the system is set to charge VAT on advance payments.
Use the Standard Billing - Header - Order Info page (BI_HDR_OM) to enter bill header order management information.
Navigation:
Field or Control |
Description |
|---|---|
PO Ref (purchase order reference) |
Enter the purchase order that you want to associate with the bill. |
Contract, Contract Date, and Contract Type |
If a sales contract is associated with the order, enter that contract number, date, and type. |
OM Bus Unit (order management business unit) |
Enter the PeopleSoft Order Management business unit from where the sales order originated. Order Management business units are linked to PeopleSoft Billing business units in a one-to-one relationship. |
Order No (order number) |
Enter the PeopleSoft Sales order number. |
Order Date |
Enter the date on which the sales order was created. |
Ship Bus Unit (shipping business unit) and Shipping ID |
Enter the PeopleSoft Inventory business unit that shipped the ordered product. Associate this value with a shipping ID. |
Freight Terms |
Determine when title passes for shipments. PeopleSoft Order Management passes freight term information to PeopleSoft Inventory. Set up freight term codes on the Freight Terms page. |
Ship Via |
Enter information about the shipping document. Set up ship via codes on the Ship Via Codes page. |
Bill of Lading |
Enter information about the shipping document. Create bills of lading on the Build Bill of Lading - Bill of Lading page. |
PK Slip No (packing slip number) |
PeopleSoft Billing tracks this value but does not currently use it. |
Sold To and Sold Loc (sold location) |
Enter the customer ID for the customer that ordered the product. Customers can have several location addresses that are identified by numbers; but you can also select the location code for this sold to customer in the Sold Loc field. |
Ship To and Ship Loc (ship-to location) |
Enter the customer ID for the customer that is receiving the order and the ship-to location of that customer. |
Ship To Country and Ship To State |
These fields appear for VAT transactions only. They default from the ship-to customer address, if the ship-to customer is provided. Otherwise, they default from the bill-to customer's ship-to address. |
Use the Standard Billing - Header - Proj Info page (BI_HDR_PC) to enter bill header project information.
Navigation:
Field or Control |
Description |
|---|---|
Project Info (project information) |
Click to access the Projects General Search page, where you can search for specific projects with a variety of search criteria. |
CA Bus. Unit (contracts business unit), Contract number, Contract Date, Contract Type |
If a sales contract is associated with the order, enter the contract's business unit, number, date, and type. |
PO Ref (purchase order reference) |
Enter the associated purchase order number. |
Start Date and End Date |
Enter the contract dates. You can also enter the activity type. Then select an analysis type and system source. |
Project ChartFields |
Enter the ChartFields that apply to this bill. |
Public Voucher Number |
Displays the Public Voucher Number. A Public Voucher Number will either be generated in Billing via the Billing Interface or Billing Worksheet or passed in from Contracts and defined as a bill by field. Public Voucher Number is used to group multiple bills on a single invoice and is required to generate the 1034/1035 invoice. |
Note: Amount fields will be displayed only for BAE (Line type representing Billed Amount in Excess) line type.
Use the Project Info page (BI_HDR_PC) to enter project resource information.
Navigation:
Click the Project Info link on the Header - Proj Info page.
Note: If a bill originates in PeopleSoft Project Costing or PeopleSoft Contracts, the fields on the Projects Information page are not available for entry.
Field or Control |
Description |
|---|---|
PC Business Unit (projects business unit) |
Associate the order with a PeopleSoft Project Costing business unit. In the Project ID and Activity ID fields, you can associate a PeopleSoft Project Costing code and activity with the order. |
Resource Types |
Select to track, analyze, and report on project costs. Resource types are the highest level and may be as general or specific as your needs require. |
Use the Standard Billing - Header - Service Info page (BI_HDR_SVC) to enter bill header service information.
Navigation:
Field or Control |
Description |
|---|---|
Service Address Num (service address number) |
Displays the address of the corresponding service customer. |
Use the Standard Billing - Header - Misc Info (standard billing - header - miscellaneous information) page (BI_HDR_MISC) to enter bill header miscellaneous information such as purchase order, contract, and financial sanctions status information.
Navigation:
Financial Sanctions
Use this section to manage financial sanctions screening (FSS) for the invoice. This section is available when the Financial Sanctions Screening option is activated.
See Billing Definition - Business Unit 4 Page.
See Managing Financial Sanctions Screening for Invoices.
See Financial Sanctions Options Page.
Field or Control |
Description |
|---|---|
Confirmed |
This option is selected as a default when a new bill is created. This field can be changed by the system or by a user:
This field can only be deselected by the system: The field can be deselected after running either the Screen for Denied Parties (SCM_FSS) process or the Finalization (BIIVC000) process, and the process finds a potential match of the customer name and address to a financial sanctions list. Note: If a user attempts to deselect this field, they will receive a message indicating that the field can only be deselected by the FSS process. |
Review Match |
Select this link to access the Financial Sanctions Screening Results search page, which provides the results of the FSS for customers, invoices, sales orders, and material stock requests. This field is available when the Confirmed option is not selected. |
Reason Code |
Select a reason code to indicate that the customer name and address are cleared from financial sanctions screening. This field is available when the user selects the Confirmed option. |
Consolidation
Field or Control |
Description |
|---|---|
Consolidation Key |
Enter a value to associate groups of bills to consolidate. This is a free-form field, so you can create whatever labels best suit your business needs. |
Consol Inv (consolidated bill invoice number) |
Displays a value to indicate that this bill is grouped with other bills and is related to the specified business unit and invoice number. |
Use the Standard Billing - Line - Order Info (standard billing - line - order information) page (BI_LINE_OM) to enter bill line order management information.
Navigation:
Field or Control |
Description |
|---|---|
OM Price Adjust (order management price adjustments) |
Click to access the OM Price Adjustments page where you can view list price details from PeopleSoft Order Management and the corresponding PeopleSoft Billing amounts. |
Product ID |
Identifies the product in PeopleSoft Order Management. |
Kit |
A fixed set of components that are sold as a unit. Once you have identified a product as a product kit on the Product Definition - Definition page, click the Product Kit Info link to access more information about the product kit. |
OM Bus Unit (order management business unit) |
Enter the PeopleSoft Order Management business unit where the sales order originated. Order Management business units are linked to PeopleSoft Billing business units in a one-to-one relationship. |
Order No. (order number) and Line |
Define the product and quantity for an order. Sales order schedules define shipping information for orders. If an order line is shipped in sub quantities or at different times, you can have multiple schedule lines for a single order line. |
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Click the View Order Header Note button to access the Notes Defined on (OM) Order Header page, where you can view previously defined order header notes. This button appears only when you complete the OM Bus Unit and Order No/Line fields. |
Order Info (order information) |
Click to access the Order Header page, where you can enter customer and order information that pertains to the entire order. |
RMA Bus Unit (return material authorization business unit) |
Enter the originating business unit for the return material authorization (RMA). |
Customer PO Info (customer purchase order information |
Click this link to view the Customer Purchase Order Information page, where you can view the purchase order number, line, and schedule. |
RMA Order No (return material authorization order number) and Line |
Enter the order number and line of the returned material authorization. |
RMA Info (return material authorization information) |
Click to access the RMA Form page (in the PeopleSoft Order Management component), where you can capture return information from the customer and assign an RMA ID to the order. |
Ship Unit |
Enter the PeopleSoft Inventory business unit that shipped the ordered product. Associate the ship unit with a shipping ID. |
Freight Trm (freight terms) |
Enter information to determine when title passes for shipments. PeopleSoft Order Management passes freight term information to PeopleSoft Inventory. Set up freight term codes on the Freight Terms page. |
Ship Via |
Enter information about the shipping document. Set up ship via codes on the Ship Via Codes page. |
Bill of Lading |
Enter information about the shipping document. Create bills of lading on the Build Bill of Lading - Bill of Lading page. |
Sold To |
Enter the customer ID for the customer that ordered the product. Customers can have several location addresses identified by numbers; you can select the location code for this sold to customer from the values in the Loc (sold location) field. |
Ship To and Loc |
Enter the customer ID for the customer that is receiving the order and the shipping locator of that customer. |
Ship To Country and Ship To State |
These fields appear for VAT transactions only. They default from the ship-to customer address, if the ship-to customer is provided. Otherwise, they default from the bill-to customer's ship-to address. |
Ord Date (order date) |
Enter the date on which the sales order was created. |
Ord Accept (order accepted) |
Enter the place of business where you accepted a purchaser's offer to buy or the place where you became contractually obligated to make the sale. |
Use the Notes Defined on (OM) Order Header page (BI_OR_HD_NOTES_INQ) to view previously defined order header notes.
You must first populate the OM Bus Unit and Order No/Line fields on the Standard Billing - Line - Order Info page.
Navigation:
Click the View Order Header Note button on the Standard Billing - Line - Order Info page.
Field or Control |
Description |
|---|---|
Standard Notes |
The standard order header notes appear in this group box. Notes that you defined appear in the Custom Notes group box. |
If multiple bill lines point to the same order, only one set of order header notes prints on the invoice.
Note: The system does not print RMA header notes and order header notes linked to an RMA.
Use the Standard Billing - Line - Project Info page (BI_LINE_PC) to enter bill line project information.
Navigation:
Field or Control |
Description |
|---|---|
Project Info |
Click to access the Projects General Search page, where you can search for specific projects with a variety of search criteria. |
Project ChartFields |
Enter the ChartFields that apply to this line. |
Start Date and End Date |
Enter the length of this contract |
Use the Standard Billing - Line - Service Info page (BI_LINE_SVC) to enter bill line service information.
Navigation:
Field or Control |
Description |
|---|---|
Service Loc (service location) |
Displays the address of the corresponding service customer. |
Use the Standard Billing - Line - Misc Info (standard billing - line - miscellaneous information) page (BI_LINE_MISC) to enter miscellaneous bill line information.
Navigation:
Field or Control |
Description |
|---|---|
Start Date and End Date |
Enter the to and from dates of this project or job. |
User 1, User 2, User Amt 1 (user amount 1), and User Date 1 |
Enter information specific to your business needs. If you elect to use these fields, you must configure all aspects of their use, including integration with the Load AR Pending Items process (BILDAR01). |
Summarization Template ID |
Select a summarization template. |
Field or Control |
Description |
|---|---|
Summarization Group Type |
If summarization groups are used in the selected summarization template, select the group type. |
Field or Control |
Description |
|---|---|
Summarization Group ID |
Select a summarization group from the members of the selected group type. |
Field or Control |
Description |
|---|---|
Preview Summarization Template |
Click this link to view a generic display of how lines of this type will appear when summarized. |
Use the Standard Billing - Line Worksheet page (BI_LINE_WKS) to enter changes to bill line information for bills in the Billing Worksheet component.
Navigation:
Field or Control |
Description |
|---|---|
Back to Worksheet Line Detail |
Click to access the Billing Worksheet - Line Details page after you have reviewed or changed the bill line. |
Less Discount |
Enter any discounts that are applied to the bill line. |
Note: You cannot delete rows that originate in PeopleSoft Project Costing or PeopleSoft Contracts on the bill entry pages. To prevent a line originating in PeopleSoft Project Costing or PeopleSoft Contracts from being billed, delete the billing worksheet on The Billing Worksheet - Worksheet Search page. For PeopleSoft Project Costing lines, tag the line as deferred or write-off prior to approval on The Billing Worksheet - Line Details page.
Important! Changing the bill line amount in bill entry for bill lines with SYSTEM_SOURCE = CBI is not recommended, as it can produce inconsistencies in that data that is maintained in PeopleSoft Contracts, PeopleSoft Project Costing, and PeopleSoft Billing.
Transaction Details
Field or Control |
Description |
|---|---|
Activity ID |
Activities are the individual tasks or events that make up a project. You can add resources to a project only at the activity level. Resources are the transactions that are tracked and reported in PeopleSoft Project Costing. |
Activity Type |
Activity types are the labels that identify and group projects in PeopleSoft Project Costing. If activity types are assigned consistently throughout the PeopleSoft Project Costing system, you can analyze and report on all similar activities across all projects. |
Analysis Type |
The analysis type identifies the type of costs—budgets, commitments, actuals—that are assigned to individual resource rows to track costs as they move through different stages of a project. Common analysis types include:
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Reference Information
Field or Control |
Description |
|---|---|
Contract Number |
The contract number that is associated with the bill line. |
Purchase Order |
Any purchase order number that is associated with the bill line. |
Transaction ID |
A unique identifier used in PeopleSoft Project Costing. Resources are the means by which the activities are conducted. Labor and materials are examples of resources. Resource IDs enable you to navigate to the source of the corresponding transaction in PeopleSoft Project Costing. |
Summarization Information
Field or Control |
Description |
|---|---|
Summarization Template ID |
Displays the summarization template. If blank, the line will not be summarized when a summary invoice is printed. |
Summarization Group Type |
Displays the summarization group type, if set. |
Summarization Group ID |
Displays the summarization group. If you set a group type, you should also set the group. |
Preview Summarization Template |
Click this link to view a generic display of how lines of this type appear when summarized. |