Understanding PeopleSoft Billing Integration with Contracts, Project Costing, Grants, and Pay/Bill Management

PeopleSoft Billing integrates with PeopleSoft Contracts, Project Costing, Grants, and Pay/Bill Management to enable you to generate invoices for contracts, awards, and staffing-related purchase-order tracking obligations. PeopleSoft Contracts controls the transfer of billing information from each of these applications. No special application setup is required to integrate Billing with Contracts or its related applications; however, you should review and, if necessary, modify bill-by identifiers, bill sources, application processes, and invoice reports to conform to your business needs.

A number of steps and decision points in the billing flow occur within the source applications before the data reaches PeopleSoft Billing. For an overview and description of how the components discussed in these topics relate to the overall business flow, refer to the Billing sections in the PeopleSoft Contracts, Project Costing, Grants, and Pay/Bill Management maps.

Contracts Integration

The PeopleSoft Contracts application coordinates the flow of billable transactions from Contracts, Project Costing, Grants, and Pay/Bill Management through billing plans. Transactions that are ready for billing are sent to the billing interface when you run the Contracts to Billing Interface. Contract invoices can be preapproved and generated by means of a direct invoicing process, or approval can be carried out within Billing by means of the Billing Worksheet.

PeopleSoft Contracts is the data source for fixed-amount, value-based, and recurring bill lines. When amount-based lines are sent to the billing interface, an entry for each line is also created in the Contracts/Billing Cross-Reference table. Cross-reference entries are updated whenever you amend, finalize, or cancel the bill line in either Billing or Contracts.

When Contracts passes in a value for the Public Voucher Number (PVN) Generation Level, a PVN 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.

Adhoc products from Contracts must be converted to actual products in Item master so that these items are identified in Global Components for India GST calculations.

Government Contracting Features

Contracts includes several features that help satisfy contracting requirements set by the United States Federal Government. You can manage two additional categories of billing transactions for government contracts: withholding transactions and progress payment transactions.

Withholding transactions are used to comply with contractual terms that require a portion of the payment to be withheld until an event occurs. This event is defined in the contract.
Withholding transactions include:
- Withholding lines, which reduce the billable amount on an invoice.
- Releasing lines, which add previously withheld funds to an invoice.
- Writing-off lines, which write off funds that were previously withheld.
  
  Note: Although they do not appear on invoices, withholding adjustment and release adjustment lines are also created when you make manual adjustments to withholding or release lines when using the Billing Worksheet.
Progress payment transactions are used to comply with contractual terms for the invoicing and liquidation of progress payment funds.
The amount of a progress payment transaction is calculated according to the information that you enter on the Progress Payment Terms page in the Contracts application. When the goods or services covered under the contract are invoiced, the progress payments are applied with a liquidation transaction. The liquidated amount appears as a credit on the invoice with the description entered on the Progress Payment Terms - Liquidation page.

Warning! You should never make progress payment adjustments using the Billing Worksheet. Such adjustments are not sent to Contracts and do not receive proper accounting treatment. The recommended method for changing a progress payment or liquidation transaction is to cancel the Billing worksheet and make the necessary changes using the Contracts application.

The Billing application does not prevent users from entering progress payment adjustments.

Project Costing Integration

PeopleSoft Project Costing works with Contracts to manage project activities. The primary billable transactions from Project Costing are rate-based lines, but fixed-fee transactions can also be related to project activities. After processing in Billing, Project Costing transactions are updated to both the Project Resource table and the Contracts/Billing Cross-Reference table.

Grants Integration

PeopleSoft Grants works with Billing, Contracts, and Project Costing to manage billable transactions that are related to a grant or an award. Grants bill-by identifiers and invoice formats are provided.

Pay/Bill Management Integration

You can route PeopleSoft Pay/Bill Management transactions to Billing (as line type REV and system source PBI) as part of the PeopleSoft purchase-order tracking functionality. This enables you to track customer invoices against purchase orders committed to purchase staffing services. Set up initial amounts for the purchase order and tentatively decrement that amount when transactions are routed to Billing. When the bill is finalized, the system permanently decrements the billed amounts.

You can review and adjust bill lines from Pay/Bill Management by using the billing worksheet and send information back to Pay/Bill Management by using the Billing to Project Costing/Contracts Interface process.

CRM Integration

Users of the PeopleSoft CRM application can initiate billing for customer services. Billable transactions created in PeopleSoft CRM are routed to Billing through the Contracts application.

See Understanding PeopleSoft CRM to Billing Integration.

Integration Processes

You can set up the billing process so that invoices are approved and generated and accounting entries are logged in separate steps. Or all of the steps can be carried out in a single action without manual interaction within the Billing application. The application processes used to handle transactions from Contracts and the related applications include:

Term	Definition
CA_BI_INTFC	The Contracts to Billing Interface process moves billable transactions from the Contracts tables to the billing interface tables. The process also adds an entry in the Contracts Billing/Cross-Reference table (CA_BP_XREF) for fixed-fee and recurring lines. Withholding and release transactions are created and progress payment liquidation amounts are calculated as necessary.
BIF0001	The Billing Interface process moves transactions from the interface tables to the billing tables. Transactions from Contracts are handled in the same way as those from other billing sources.
BIIVC000	The Billing Finalization process updates existing entries in the Contracts Billing/Cross-Reference table with the final invoiced amounts and adds entries for rate-based lines. Note: Progress payments must be finalized before corresponding liquidation transactions can be processed.
BIPCC000	The Billing to Project Costing/Contracts Interface process updates the following tables: Contracts/Billing Cross-Reference table, to record final invoiced amounts (including surcharges, discounts, and taxes). Contracts Prepaid table, to record the used amounts of prepaid balances. Contract Lines Release table, to set the status of Complete for withholding release lines. Project Resource Temporary table, to record the final invoiced amounts (including surcharges, discounts, and taxes) and to insert withholding and withholding adjustment lines (with a status of Complete). Billed amounts are also applied to outstanding purchase orders in Pay/Bill management.
PC_BI_TO_PC	The Billing to Project Costing process updates the Project Resource table with information from the Project Resource Temporary table. Note: Withholding transactions from Project Costing are not reflected in new withholding calculations until posted to the Project Resource table.
BIDIRIVC	The direct invoicing process performs all the interface, billing, and accounting processes in a single job. See Streamlined Billing.
BIDIRIV2	The no-load direct invoicing process performs the same functions as BIDIRIVC, with the exception of running the billing accounting processes.

Field or Control	Description
Bill Opt (bill options)	For billing activity originating in PeopleSoft Project Costing, bill the resource line, defer payment of that resource line until a specified date, write off that resource line, or mark the resource line as over the limit. Only resource lines with a bill option of Bill are copied to the approved invoice. You can specify the bill option on the Line Details page. For lines of analysis type UTL (utilization), you can select Bill or Delete as the bill option. If a line's analysis type is withholding or withholding release, the bill option is provided by default to Bill. If a line's analysis type is withholding write-off, the bill option is provided by default to Write Off.
Business Unit	Enter the PeopleSoft Billing business unit. For the Billing Worksheet component, this field represents the PeopleSoft Billing business unit that is associated with the temporary bill. You can locate worksheet data by selecting a business unit on the Update Billing Worksheet - Filter Options page and clicking the Search button to display all of the temporary bills associated with that business unit. Enter additional search criteria to refine the search. For the Review Contract/Project Bills component, this field represents the PeopleSoft Billing business unit that is associated with the regular bill. You can locate invoice data by selecting a business unit and clicking the Search button to display all of the regular bills associated with that business unit. Enter additional search criteria to refine the search.
Contract	Displays the contract number. For the Billing Worksheet component, the contract number associated with the temporary bill is displayed. You can locate worksheet data by entering a contract number on the Update Billing Worksheet - Filter Options page and clicking the Search button to display all of the temporary bills associated with that contract number. Enter additional search criteria to refine the search. For the Review Contract/Project Bills component, the contract number associated with the regular bill appears. You can locate invoice data by entering a contract number and clicking the Search button to display all of the regular bills associated with that contract number. Enter additional search criteria to refine the search.
Customer	Displays the customer number. For the Billing Worksheet component, the customer number associated with the temporary bill is displayed. You can locate worksheet data by entering a customer number on the Update Billing Worksheet - Filter Options page and clicking the Search button to display all the temporary bills associated with that customer. Enter additional search criteria to refine the search. For the Review Contract/Project Bills component, the customer number associated with the regular bill appears. You can locate invoice data by entering a customer number and clicking the Search button to display all of the regular bills associated with that customer. Enter additional search criteria to refine the search.
Search	Search for a specific temporary or regular bill. This functionality lists possible matches beginning at the first row of the line detail grid.
Billing Worksheet	Displays the temporary invoice number associated with the temporary bill. Billing Worksheet is used interchangeably with the temporary bill. You can locate worksheet data by entering the temporary invoice number on the Update Billing Worksheet - Filter Options page and clicking the Search button to display the specified temporary bill. Enter additional search criteria to refine the search.
Letter of Credit ID and Letter of CR (letter of credit reference)	The letter of credit reference number for the contract that is associated with a temporary or regular bill.
LOC Doc ID (letter of credit document identification)	The document number authorizing the letter-of-credit draw.
Progress Payment Sequence Number	Identifies a progress payment term in a contract.
Project ID	For the Billing Worksheet component, a unique description used to identify the project associated with the temporary bill that appears. You can locate worksheet data by entering a project ID on the Update Billing Worksheet - Filter Options page and clicking the Search button to display all the temporary bills associated with that project ID. Enter additional search criteria to refine the search. For the Review Contract/Project Bills component, a unique description used to identify the project associated with the regular bill that appears. You can locate invoice data by entering a project ID and clicking the Search button to display all of the regular bills associated with that project ID. Enter additional search criteria to refine the search.
Transaction Date	Represents the date that a cost was actually incurred.
View All	Dismiss chunking functionality and display all of the possible matches. This feature is useful when you print the header-level details of the search results using the browser's print function.