Understanding PeopleSoft Receivables, General Ledger, and Accounts Payable Integration

The following processes prepare and transfer billing information to the Receivables, General Ledger, and Accounts Payable accounting applications:

  • Currency Conversion (BICURCNV)

  • Pre-Load (BIPRELD)

  • Load AR Pending Items (BILDAR01)

  • Load GL Accounting Entries (BILDGL01)

  • Generate AP Voucher (BIGNAP01)

The processes can be run independently, or included in a multiprocess job, such as the Single Action invoice job (BIJOB03). When running these processes individually, you must run the Currency Conversion and Pre-Load processes before loading to AR (Accounts Receivable) or GL (General Ledger). The Load AR and Load GL processes require that the base currency amounts be calculated by the Currency Conversion process and that accounting entries be staged by the Pre-Load process. You do not need to run the Currency Conversion or Pre-Load process before running the Generate AP Vouchers process (BIGNAP01).

Note: Individual processes should not be run concurrently. For example, the BICURCNV process should not be initiated for two different business units at the same time.

Open Item Processing

You can set up open item accounts in the General Ledger application and charge bill lines to open items within these accounts. When you run the Load GL process, Billing passes the open item charges to General Ledger and Receivables where those applications can reconcile the account balances using the value in the Open Item Key field of the bill line's accounting distribution.

To process open item charges from Billing, you must set the Open Item Key field of the accounting entry definition for Billing to OPEN_ITEM_KEY. In addition, you must set the summarization options for the Billing Journal Generator template to Retain Detail.

See Setting Up for Journal Generator.

The BIIF0001 process does not validate the open item keys for Billing Interface transactions for interunit and intraunit transfers. In addition, the system does not validate open item keys for the balancing entries created by the Inter/Intraunit Processor during the preload process.

Field or Control

Description

Business Unit

Specify the business unit of the invoices that you want to include in the Currency Conversion process. Leave this field blank to include invoices in the range selection in all business units. Use the adjacent field to narrow the scope of the bills that you select by status. Select from:

Estimate and Finalize: Select invoices in all statuses, except for the status of CAN (cancel).

Estimate: Select invoices in NEW, RDY (ready), HLD (hold), and PND (pending) statuses (excludes FNL and INV).

Finalize: Select invoices in INV (invoice) and FNL (final) statuses only.

Invoice Date Option

Available for entry only when you select Estimate and Finalize or Estimate.

This option sets the invoice date on the bill only if it is blank to begin with. If you entered an invoice date on the bill itself, that date takes precedence over anything that is entered on the run control. This date is used for currency calculations.

Processing Date

Select to use the current system date at the time of processing as the default invoice date for the bills. If you schedule invoices to run at the end of the month for the next six months, for instance, the system automatically sets the invoice date to the last day of each month when the bills in the run control are processed. You do not have to update the invoice date on the run control every month.

User Define

Select if you want a date other than the current system date to be used and enter that date in the adjacent field. The system uses the date that you enter here as the invoice date whenever this run control is processed.

Posting Action

A parameter that the PeopleSoft Receivables Receivable Update process uses to indicate whether the group of pending items is processed automatically. Select from:

Do Not Post: Do not process in the next PeopleSoft Receivables Receivable Update run. Select this option if you want to view the pending items online before the Receivable Update process runs.

Batch standard: Post in PeopleSoft Receivables during the next Receivable Update run.

Print Load AR Report

Select to generate a report listing pending items that were processed by previous Load AR Pending Items processes.

Exchange Rate Detail

Click to access the Exchange Rate Detail page.