Understanding PeopleSoft Billing and Asset Management Integration

Asset Retirement Process Flow

When an asset is not received from PeopleSoft Strategic Sourcing:

1. Retire the asset with sale in PeopleSoft Asset Management, and collect the appropriate customer information in PeopleSoft Asset Management.

2. Send the transaction information and billing information to the Billing Interface, using the AM/BI process (AM_BI_INFTC).

When Strategic Sourcing puts an asset on an auction site for sale:

1. If the auction bid is awarded, Strategic Sourcing sends to PeopleSoft Asset Management the customer information and asset sold proceeds to initiate and complete the retirement transaction with proceeds from bid price.

   1. PeopleSoft Asset Management retires the asset and creates the appropriate accounting entries for sale.

   2. You run the AM BI interface process to send the retirement sales transaction and billing information to PeopleSoft Billing.

      Note: You must collect customer information at the time of sale and send this information to PeopleSoft Billing with the retirement transactions, as assets can be purchased by an individual or entity not currently in the Customer Master table.

2. If the auction bid is not awarded, Strategic Sourcing returns the asset to PeopleSoft Asset Management and changes the auction status to allow Asset Management to realize any asset activity as a cost adjustment, transfer, or retirement.

PeopleSoft Asset Management interfaces with PeopleSoft Billing if you installed PeopleSoft Billing, and if you:

1. Select the Billing Interface Processing option on the PeopleSoft Asset Management Interface Options page, and set up a default billing business unit, bill type, bill source, and bill-by identifier.

2. Select the Create Bill option on the PeopleSoft Asset Management Retire Assets page.

If PeopleSoft Asset Management interfaces with PeopleSoft Billing, PeopleSoft Asset Management creates the proceeds to billing clearing account. PeopleSoft Asset Management sends to PeopleSoft Billing the proceeds clearing account in order to reflect both sides of the customer's debt. When PeopleSoft Billing receives the PeopleSoft Asset Management data, PeopleSoft Billing reverses the clearing account and generates the receivable account.

PeopleSoft Asset Management calculates an estimated VAT amount (if necessary), generates retirement and sales accounting entries, and posts the entries to PeopleSoft General Ledger. If PeopleSoft Asset Management interfaces with PeopleSoft Billing, you run the AM/BI Interface process to send the transactions to PeopleSoft Billing to book the sale, create accounting entries, generate the invoice, and post the debt to PeopleSoft Receivables. If retirement is originated from PeopleSoft Strategic Sourcing, PeopleSoft Asset Management does not send VAT information to PeopleSoft Billing (PeopleSoft Strategic Sourcing does not process VAT). If retirement is originated from PeopleSoft Assets Management, PeopleSoft Asset Management calculates VAT estimates only.

PeopleSoft Asset Management and Billing Business Unit Mapping

To accommodate InterUnit and non-InterUnit scenarios for PeopleSoft Asset Management asset retirement integration, the AM BI Interface process writes the BUSINESS_UNIT_AM and BUSINESS_UNIT_AMTO values to the INTFC_BI table, writes the BUSINESS_UNIT_AM value to the BI_HDR table, and writes the BUSINESS_UNIT_AMTO value to BI_LINE table. Writing these values to PeopleSoft Billing tables enables you to track the entity retiring the assets, as well as the entity receiving the asset.

PeopleSoft Billing supports one General Ledger to business unit (BUSINESS_UNIT_TO) per invoice. Therefore, Asset Management to business units must share the same corresponding General Ledger business unit. PeopleSoft Billing supports multiple Asset Management to business units at the line level, but each business unit to must be booked to the same General Ledger to business unit.

The following table demonstrates Asset Management and Billing business mapping for InterUnit and non-InterUnit scenarios:

PeopleSoft Asset Management is not required to populate the INTFC_BI.INTERUNIT_FLG. If PeopleSoft Asset Management passes an InterUnit customer, the Billing Interface populates this field with Y (yes).

The Billing Interface also populates the INTFC_BI.BUSINESS_UNIT_GL field, based on the billing business unit (INTFC_BI.business_unit) PeopleSoft Asset Management passes.

If the Billing Interface is creating an InterUnit bill (INTFC_BI.InterUnit_flg = Y), it populates the INTFC_BI.BUSINESS_UNIT_TO field (when PeopleSoft Asset Management passes no value) with the BUSINESS_UNIT_GL value, which the interface obtains from the CUST_OPTION table, based on the customer ID. If the Billing Interface is not able to determine a value for the INTFC_BI.BUSINESS_UNIT_TO field using defaults provided by the customer, it stops the transaction and marks it in error.

Currency and Accounting

To ensure accounting entries accuracy in multibook and multicurrency situations, PeopleSoft Billing expects PeopleSoft Asset Management to populate the Billing Interface staging tables in a specific way. PeopleSoft Asset Management must:

1. Pass amounts in transaction currency.

2. Populate INTFC_BI.BI_CURRENCY_CD with transaction currency.

3. Pass the Transaction Date field value into INTFC_BI.INVOICE_DT.

4. Pass the Accounting Date field value into INTFC_BI.ACCOUNTING_DT.

5. Restrict Accounting Date to be the same as Transaction Date.

Tax Calculation

PeopleSoft Assets Management does not calculate sales tax, and calculates only an estimated VAT amount. Taxes associated with the sale of retired assets are calculated in Billing. To calculate VAT, PeopleSoft Asset Management must send the following VAT drivers to PeopleSoft Billing:

• Item.

• Product.

• Charge code.

• Discount and surcharge codes.

• Customer.

• Bill type.

• Bill source.

• Billing business unit.

PeopleSoft Billing determines the payment term from the business unit, and payment method from customer setup.

See Using the Bill-By Identifier with the Billing Interface.

See Understanding VAT in PeopleSoft Billing.

Adjustments

PeopleSoft Asset Management can pass asset reinstatements to PeopleSoft Billing as a credit line. The PeopleSoft Billing CRLIN adjustment type transaction reverses the original bill line.

See Understanding Bill Adjustment.

PeopleSoft Billing requires that PeopleSoft Asset Management create customer information before populating the Billing Interface.

When the Billing Interface creates or assigns an invoice or adjusted invoice for PeopleSoft Asset Management transactions, it writes back to PeopleSoft Asset Management the assigned invoice number (INVOICE) and the invoice line number (LINE_SEQ_NUM).

The Billing Interface does not, however, write back the actual calculated VAT amounts. PeopleSoft Asset Management reads from the BI_LINE table to retrieve the actual VAT amount, which PeopleSoft Billing calculates during the Finalization process (BIIVC000).

Voucher Creation

PeopleSoft Asset Management and Billing use the Transaction Options page or the InterUnit Pair page to determine criteria for PeopleSoft Payables voucher creation.

• If you are using an InterUnit method of Direct or Indirect, select the Generate AP Vouchers option on the Transaction Options page to create Payables vouchers.

• If you are using an InterUnit method of Pair, select the Generate AP Vouchers option on the InterUnit Pair page to create Payables vouchers.

  See Setting Up Interunit and Intraunit Processing.

PeopleSoft Billing passes the following asset information from PeopleSoft Asset Management to the PeopleSoft Payables AP Voucher Master table VCHR_DIST_STG:

• BUSINESS_UNIT_AMTO

• ASSET_ID

• PROFILE_ID

• COST_TYPE

• ASSET_FLG