Processing Adjustments Through the Billing Interface

Using the adjustment processing through the Billing interface provides you with automated bill reversal, as well as adjustment history tracking.

If you are sending line adjustments through the Billing interface, you may want the interface to create a new bill for the lines, rather than appending the adjustment lines to an existing bill. To create a new bill, set the CREATE_NEW_BILL field to Y for these transactions. The Billing Interface process groups lines from the current interface activity with the same bill-by criteria and puts them into a newly created bill. The process creates a new bill for these transactions, regardless of whether a bill with the same bill-by criteria already exists. You do not need to include the CREATE_NEW_BILL field with the bill-by criteria.

To mark a transaction as an adjustment, specify the invoice to be adjusted in the INVOICE_TO_ADJ field. Also, specify an adjustment transaction type in the ADJ_TRANS_TYPE field. This table lists possible values for this field:

Several restrictions apply to changing billing information transferred through the Billing interface:

• Contracts and Project Costing

  • Do not perform any adjustments, credits, or rebills on prepaid transactions (line type UTL).

  • Do not change the Billing currency.

  • Do not change the unit of measure.

  • When the system source is CBI, or PBI, most of the fields on the Line - Proj Info page are disabled.

  • Do not add bill lines created through online entry or through a different external system to bills from Contracts or Project Costing.

  • Do not create new Contracts or Project Costing bills by filling in contract information through online bill entry or an external system.

• Government Contracts

  • Government contracts bills are subject to the same restrictions as other contracts bills.

  • Do not adjust any progress payment or progress payment liquidation lines.

  • Do not change the amounts of withholding write-off lines, either directly or by changing other values, such as quantity or unit price.

• Order Management

  • Do not create fully-paid invoices in online bill entry.

  • Do not add or remove lines from fully-paid invoices.

  • You can change only the accounting distribution of bill lines for fully-paid invoices.

  • You cannot cancel fully-paid, partially-paid, and deposit-applied invoices.

  • Do not enter deposit, deposit applied, deposit refund, and deposit refund fee lines in online bill entry.

  • Do not change the amount of any deposit, deposit applied, deposit refund, and deposit refund fee lines in online bill entry if the lines have a deposit ID.

  • Do not delete deposit, deposit applied, deposit refund, and deposit refund fee lines in online bill entry if the lines have a deposit ID.

  • Do not apply discounts and surcharges to deposit, deposit applied, deposit refund, and deposit refund fee lines.

  • Do not enter more than one accounting distribution for deposit, deposit applied, deposit refund, and deposit refund fee lines.

  • Do not enter any contract liability distribution for deposit, deposit applied, and deposit refund lines.

  • 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. You can then modify or delete this line, as necessary, in online bill entry.

  • The system will not perform VAT defaulting and calculations 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.

Transactions that reference a credit entire bill (CRALL) must use the AHDR transaction type (TRANS_TYPE_BI AHDR). This type of adjustment is an exact reversal of the original bill.

To credit an entire bill, pass only one line (the AHDR transaction) along with the invoice number that is to be adjusted. The Billing Interface process automatically creates a new bill that credits all lines and reverses any accounting, tax, and discount or surcharge entries. You may also pass any new header notes to be appended to any existing header notes.

The following example shows how to populate the staging area for a credit entire bill adjustment:

For a bill rebill, you must pass at least two AHDR (adjustment header) lines to the interface: one for the credit and one for the rebill. Use the ADJ_TRANS_TYPE CRALL for the credit, and RBALL for the rebill. You must pass both lines under the same INTFC_ID, but with different interface line numbers (INTFC_LINE_NUM). Both lines must reference the invoice to be adjusted.

In addition to the two AHDR lines, you must pass any delta lines for the rebill under the same INTFC_ID. Delta lines are the lines that have changed from the original; they have been added, replaced, or deleted. Delta lines must reference a TRANS_TYPE_BI of LINE and ADJ_TRANS_TYPE of RBALL. They must also specify the line sequence number of the line to be adjusted in the LINE_SEQ_TO_ADJ field. Use the ADJ_DELTA_ACTION field to specify what action to take on the lines. This is the only type of adjustment that can use the ADJ_DELTA_ACTION field. When building the rebill, the valid values for ADJ_DELTA_ACTION are:

If the only change to the rebill is at the header level, you are required to send only two AHDR lines. For example, if the only change is to the payment terms (where all lines are the same) for the rebill, you must pass an AHDR line that contains the correct payment terms.

The AHDR line for the rebill must contain all values that are to appear on the rebill header. The system uses current defaults for fields that are left blank on this line. If you pass as a blank field that did not appear by default, it appears as a blank on the rebill header. For example, there is no defaulting logic for contract number. If the original bill header referenced contract number ABC, you must supply this value on the AHDR record to display it on the rebill. If you do not supply it, the field is blank on the rebill header.

The following example demonstrates how to populate the staging area for a credit and rebill of invoice 00009101112:

Transactions that reference a credit line adjustment (CRLIN) must use the LINE transaction type (TRANS_TYPE_BI = LINE). This type of adjustment is an exact reversal of the original bill line.

To credit a line, pass only one LINE transaction with the invoice number and sequence number of the line to be adjusted. The Billing Interface process automatically credits the line and reverses any accounting, tax, and discount or surcharge entries for that line. You may also pass any new NOTE lines that are to be appended to any existing notes for this line.

The following example demonstrates how to populate the staging area for a line credit adjustment:

Transactions that reference a line rebill adjustment (RBLIN) must use the LINE transaction type (TRANS_TYPE_BI = LINE).

For a line rebill, you must pass at least two LINE transactions to the Billing interface: one for the credit and one for the rebill. Use the ADJ_TRANS_TYPE CRLIN for the credit, and RBLIN for the rebill. You must pass both lines under the same INTFC_ID. Both lines must reference the invoice number and line sequence number to be adjusted. You must pass with the LINE transaction for the line rebill adjustment any accounting entries, discount or surcharge entries, note lines and any other line information associated with the line rebill, similar to the way non-adjustment LINE transactions are passed to the Billing interface.

The following example demonstrates how to populate the staging area for a line rebill adjustment:

Transactions that reference a line net adjustment (NTLIN) must use the LINE transaction type (TRANS_TYPE_BI_=LINE).

To create a net adjustment to a line, you can pass a LINE transaction with or without the invoice number and sequence number of the line to be adjusted, depending on the history of the invoice. Pass with the LINE transaction any accounting entries, discount or surcharge entries, or note lines associated with the net adjustment line. It is important to note that the billing interface process does not copy any values from the history invoice for NTLIN adjustments as it does for CRLIN adjustments.

The following example demonstrates how to populate the staging area for a line net adjustment: