Understanding SBI Processing

PeopleSoft Payables supports SBIs. SBIs are invoices that are created from Evaluated Receipt Settlement (ERS) data that are sent to the supplier to provide tax details. Self-billed invoices contain all of the information that the supplier would have provided on an actual invoice. In business environments that use ERS and value-added tax (VAT), for example, there is typically a requirement to provide an invoice containing all the VAT details that can be returned to the supplier. Customers can send the supplier an SBI with all of the VAT details.

You can also combine data from multiple vouchers on one invoice to meet the requirements of businesses that process large volumes of receipts using ERS.

To create SBIs:

  1. Create a receiver on the Receiving page.

  2. Run the Voucher Build Application Engine process (AP_VCHRBLD) with the Evaluated Receipts (ERS) option selected as the voucher build interface on the Voucher Build page.

  3. Review the voucher on the Voucher Summary page.

  4. (Optional) Change SBI options on the Voucher Attributes page.

  5. Run the Matching Application Engine process (AP_MATCH) from the Match Request page.

  6. Run the Voucher Posting Application Engine process (AP_PSTVCHR) from the Voucher Posting Request page. (The voucher must be posted before running the SBI Application Engine process (APSBIPRC).

  7. Run the SBI process in selection mode.

  8. Review the SBI vouchers.

  9. Run the SBI process in either commit mode or rollback mode.

  10. Print the SBIs.

Note: When you build the ERS voucher using the Voucher Build process, the system populates the invoice number field with the packing slip number from the receiver.

This section discusses:

  • SBI numbering options.

  • ERS vouchers for SBI suppliers.

  • SBI voucher status summary.

At each of the levels in the control hierarchy, there are four numbering options for SBIs. Two options for individual vouchers meet European requirements. The difference between these options is the method that generates the SBI number. In Europe, customers must generate unique SBI numbers that differ from the invoice numbers. In the U.S., some customers use the invoice number as the SBI number. This tables lists the formulas used to create these options:

Value

Description

Definition

Numbering Formula

D

Default

Changes automatically to the value that you selected at the next highest level in the control hierarchy.

This option is not available at the General Ledger business unit level, because it is the highest level in the control hierarchy.

N/A

G

Group Vouchers (Auto-Num)

Enables you to group vouchers that satisfy a set of criteria onto a single SBI.

This is particularly useful for customers who process large volumes of receipts using ERS.

GL business unit + supplier ID + supplier location + ERS sequence number

I

Individual Voucher (Auto-Num)

Allows only one voucher for each SBI.

If the SBI numbering option is I, the system assigns the next available SBI number to the invoice based on the invoicing location.

GL business unit + supplier ID + supplier location + ERS sequence number

P

Individual Voucher - Invoice Number

Allows only one voucher for each SBI.

If the SBI numbering option is set to P, the system generates the SBI number by combining the invoice number with the ERS sequence number.

Invoice number + ERS sequence number

Group Vouchers

If the SBI numbering option is set to G (group), the system uses the following criteria to group vouchers:

Field

Record Field

Supplier

VOUCHER.VENDOR_SETID, VOUCHER.VENDOR_ID

Supplier Location

VOUCHER.VNDR_LOC

Transaction Currency

VOUCHER.TXN_CURRENCY_CD

GL Business Unit

VOUCHER.BUSINESS_UNIT_GL

Payment Due Date

VOUCHER.DUE_DATE

VAT Registration Number

VOUCHER.VAT_RGSTRN_SELLER

The system assigns the next available SBI number for the supplier location to vouchers that are grouped using the above criteria. The SBI numbers are unique and sequential.

When PeopleSoft Payables generates ERS vouchers for SBI suppliers using the Voucher Build process, the following actions occur:

  1. The SBI flag on the appropriate voucher records is set to Y.

    The SBI process processes all posted and matched vouchers that are identified as SBI.

  2. The SBI number is set to zero or blank.

  3. The system determines the SBI numbering option based on the PeopleSoft Payables hierarchy.

    First, the system takes the option that is defined for the invoicing supplier using the location on the voucher. If the supplier is set to Default From Higher Level, the system gets the option from the PeopleSoft Payables business unit on the voucher. If the PeopleSoft Payables business unit is set to Default From Higher Level, it then gets the setting from the PeopleSoft General Ledger business unit.

  4. The SBI in process flag is set to N and the SBI process ID is set to zero.

Use the Voucher Summary page to review a voucher's SBI status before and after you run vouchers through the SBI process. Before processing the voucher through SBI, use the Voucher Attributes page to override the SBI Num Option (SBI number option) field at the voucher level. After running the SBI process, use this page to review the SBI numbers for your vouchers. The SBI number is populated and appears only after the SBI process is complete.

If the voucher does not qualify for SBI, then the SBI Num Option and SBI Number fields are unavailable for entry.