Understanding the Contracts Billing Process
This section discusses:
PeopleSoft Contracts integration with PeopleSoft Billing and PeopleSoft Project Costing.
The Contracts Billing Interface process.
Streamlined billing.
Direct invoicing and pre-approved activity.
The Project Progress process.
Tax parameters.
Invoices.
Discounts, surcharges, and retainages.
Fixed-amount recycled billing.
Prepaid amounts.
Interunit billing.
Note: For contracts with a classification of Government, you can find additional billing process information in the Contracts for Government Contracting documentation.
PeopleSoft Contracts integrates with PeopleSoft Billing and PeopleSoft Project Costing, enabling you to generate invoices for all of your contract lines. PeopleSoft Contracts sends billing information for fixed-amount and recurring contract lines to PeopleSoft Billing. PeopleSoft Project Costing sends billing information for rate-based contract lines to PeopleSoft Billing. PeopleSoft Billing then generates invoices for the contract lines and sends information regarding the invoices back to PeopleSoft Contracts and PeopleSoft Project Costing.
The Contracts Billing Interface process selects billing plan lines (for fixed-amount, value-based, and recurring billing methods), or resource rows (for as-incurred billing methods) that have been marked in PeopleSoft Contracts as ready to bill, and it creates bill lines in the Billing interface tables. For rate-based billing methods, the Contracts Billing Interface process selects PeopleSoft Project Costing transaction rows that have analysis types in the PSWKS analysis group and have been priced. Once the Contracts Billing Interface process has staged the billing data in these tables, the Contracts Billing Interface processes the data to create bills.
The Contracts Billing Interface can create two types of bills: temporary bills and real bills. Temporary bills are routed to the billing worksheet, where the billing administrator can review and, for rate-based bills, amend the bills as needed before real bills are created. You cannot amend fixed-amount bills in the billing worksheet. However, it is still beneficial to view temporary fixed-amount bills in the billing worksheet, because temporary bills show the bill amount with the taxes calculated and with all activity grouped in the same invoices. Real bills become invoices that are sent to the customer. You have the option to create temporary or real bills for individual billing plans on the Billing Plan - Billing Plan General page by selecting or deselecting the Pre Approved check box.
You can use the billing worksheet to cancel temporary bills. When you cancel a temporary bill from within the billing worksheet, the system updates PeopleSoft Project Costing (if applicable) and PeopleSoft Contracts accordingly.
When you have finished reviewing a temporary bill in the billing worksheet, a real bill is created. When the bill is finalized, the system updates the PeopleSoft Project Costing PROJ_RESOURCE table, if applicable, and PeopleSoft Contracts CA_BP_XREF table.
The numbers in the following flowchart correspond to the updates that occur to the PeopleSoft Contracts controls (billing plans and billing events), the Billing Cross-reference table (CA_BI_XREF), and the PeopleSoft Project Costing table (PROJ_RESOURCE).
Warning! It is not recommended for you to make any billing adjustments to the contract lines outside the PeopleSoft Contracts system (for example, in PeopleSoft Billing or PeopleSoft Project Costing), as these changes will not flow back into PeopleSoft Contracts.
Here is the billing flowchart:
Contracts billing process flow diagram
The billing process consists of these steps:
Run the Contracts Billing Interface process Contracts- and Project Costing-related billing activity to PeopleSoft Billing.
Run the Billing Interface process (BIIF0001) in PeopleSoft Billing to create temporary bills that you can work on in the billing worksheet.
The billing worksheet is a temporary work area where you can review and adjust resource lines that come from PeopleSoft Project Costing before you create an actual bill. For bill lines that are generated from fixed-amount contract lines, you can approve or delete the worksheet based on your review.
Approve the billing worksheet.
When you accept a billing worksheet, the system creates a real bill with an assigned invoice number and updates PeopleSoft Contracts and PeopleSoft Project Costing accordingly.
Delete the billing worksheet.
When you delete a billing worksheet, the system cancels the bill and updates PeopleSoft Contracts and PeopleSoft Project Costing accordingly.
Run the Finalization process (BIIVC000).
Run the Finalization process on the real bills that you have created. The Finalization process performs a variety of tasks, including calculating taxes, setting the invoice date, and calculating the due date.
Run the Billing Currency Conversion process (BICURCNV).
Billing Currency Conversion process (BICURCNV) must be run prior to running the Billing to Project Costing/Contracts Interface process (BIPCC000) to ensure that correct conversion rates are sent to project costing/contracts. For more information on Billing Currency Conversion process, see Running the Currency Conversion Process (BICURCNV). You must run the Billing Currency Conversion process prior to running the Billing to Project Costing/Contracts Interface process even if you are not using multiple currencies.
Run the Projects/Contracts Interface process (BIPCC000).
After you have run the Finalization process, you run the Projects/Contracts Interface process. This process updates PeopleSoft Contracts and PeopleSoft Project Costing with the finalized bill information from PeopleSoft Billing and updates the billing plan event statuses to event billed.
Run the Billing to Projects process (PC_BI_TO_PC).
Run the Billing to Projects process for rate-based contract lines to update PeopleSoft Project Costing tables with billing data.
Note: You can utilize streamlined billing to reduce the number of steps for invoicing bills. Streamlined billing enables you to process transactions from PeopleSoft Contracts to PeopleSoft Billing and back to PeopleSoft Contracts, with one job.
See Streamlined Billing.
Updates in PeopleSoft Contracts
Fixed-amount, value-based, and recurring bill rows are inserted into the Contract Billing cross-reference table as soon as the Contracts Billing Interface process is run; the status is then updated throughout the other processes: the Billing Interface process, Accept Worksheet process, Delete Worksheet process, and Projects/Contracts Interface process. Rate-based bill rows are inserted into the cross-reference table upon the running of the Projects/Contracts Interface process. This is because rate-based row amounts are subject to change throughout the billing process; fixed-amount rows are not to be changed, only accepted or deleted.
The Contracts Billing Interface process is divided into three major parts: rate-based contract line billing (controlled by PeopleSoft Project Costing), fixed-amount and value-based contract line billing (controlled by PeopleSoft Contracts), and recurring billing (controlled by PeopleSoft Contracts).
In billing for rate-based contract lines, the flow of data is controlled by PeopleSoft Contracts, but the data source is PeopleSoft Project Costing. You control the flow of billing in PeopleSoft Contracts by attaching projects to contract lines, associating the contract lines with billing plans, readying or holding the billing plans, and possibly creating billing events. When the particular billing plan and event is ready, the resource rows that are associated with the designated project are selected for billing. In addition, PeopleSoft Contracts controls much of the header information that is sent to billing, such as the bill to customer, bill by date, and tax information.
In billing for fixed-amount contract lines, PeopleSoft Contracts provides both the data source and the control over billing. You associate dollar amounts with the contract lines. You control the flow of billing in PeopleSoft Contracts by associating the contract lines with billing plans and billing plan lines, readying or holding the billing plans, and possibly creating billing events.
In billing for recurring contract lines, PeopleSoft Contracts provides both the data source and the control over billing. Products are priced by PeopleSoft Enterprise Pricer or through the list price that is associated with the product. Pricing for recurring contract lines occurs dynamically when you view the billing plan or when you process the bill.
In all cases, the information that is sent to billing is structured as required by the interface staging table. Each billable row creates a LINE transaction containing the bill amount, billing parameters, and descriptive information. Each billable row also creates at least one Accounting Entry (AE) transaction containing the amount that is to be charged to each ChartField distribution. In addition, a billable row may contain one or more DS (discount) transactions (except for recurring contract lines), and one or more NOTE transactions.
The Contracts Billing Interface passes the contract line start and end dates to the interface staging table in PeopleSoft Billing. You enter these values on the Contract Lines page – General tab. The contract line start and end dates do not appear on the delivered PeopleSoft Billing Invoice SQR. However, the data is available to add to your SQR if desired. There are no edits or restrictions on these fields.
Rate-based Billing
When a PROJ_RESOURCE row is selected for billing, the data from this row, including the amount and project string data, and data from the billing plan, including bill to customer, bill by, and bill type, combine to create the basis for a LINE transaction.
Because the revenue for all rate-based contract lines is handled through PeopleSoft Contracts, the accounting information source for this row is the Accounting Rules table (PSA_RULES_LN) for as-incurred billing plans. This table holds the accounting distribution for PROJ_RESOURCE rows. The contract asset side of the accounting rules entry is selected by the Contracts/Billing process. This data is stamped on the AE row.
The process then checks for discounts or retainages that are specified on the corresponding contract line. A DS row is created if a discount is specified, and another DS row is created if a retainage is specified. The process also checks the tolerance amount to see if the sum of the rows for a billing plan meet the minimum amount billed. If the rows for a billing plan do not pass the tolerance check, the rows are not sent on to billing.
Billing currency is determined according to the value that the users selected for the Bill Currency Option field for the billing plan on the Billing Plan - Billing Plan General page. If the user selected billing currency, the row is billed in the contract currency; if the user selected transaction, the row is billed in the transaction currency that is in the PROJ_RESOURCE table.
Once all data is finalized, the LINE rows are considered for prepaid utilization and the LINE row is written to the billing cross-reference table (CA_BP_XREF) with a status of New.
For rate-based contract lines, organizations have the option of holding billing on unpaid cost.. If selected at run time, voucher costs from Accounts Payable and costs from Expenses are evaluated to determine if payment has been made. If payment has been made, the costs are included in the Contracts Billing Process. If payment has not been made, then the costs are not sent to Billing until they have been paid.
Holding Unpaid Cost from Billing and Revenue Recognition
For some federally awarded contracts, a cost incurred by the organization must be paid by the organization before it can be billed to the sponsor (customer). Contracts to billing interface has been modified to prevent unpaid cost from being billed. Similarly contracts revenue recognition processing has been modified to prevent unpaid cost from being included in revenue recognition. To enable this two new selections, Hold Billing on Unpaid Cost and Hold Revenue on Unpaid Cost can be selected on the Contracts Installation Options page. These selections default to the sponsor and contract, but can be modified. Also these selections are pre-populated when you generate a contract through Grants or when you create a contract online, but can be changed. These selections will default to the contract line when you add a contract line online. The contract billing process and contract revenue process use the selections on the contract line to determine whether costs must be paid before they are processed. The other selections mentioned provide default capabilities only. From the Award Profile page, Grants administrators can view the Hold Billing and Hold Revenue selections on the related contract. This is read only. Changes to the contract level configurations must be made on the contract. Organizations can update the new Hold Billing and Hold Revenue selections on the contract en Masse. It is important to note that a voucher must be completely paid before any costs on the voucher can be billed. If only a portion of the voucher has been paid, then all costs on the voucher will be held from billing.'
See Updating Hold Billing and Revenue on Unpaid Cost Options, Defining Contract Lines, Defining Contract Billing Options, Setting Up Application-Specific Installation Options, Adding General Customer Information.
Fixed-Amount Billing
There are three fixed-amount, or amount-based, billing methods. In all three cases, some data comes from the billing plan, including the bill to customer, bill by, and bill type, some data comes from the contract line itself, including the basis for the amount and taxes, and other data comes from the bill plan lines, including the description. In the case of the Immediate billing method, this is the only data that makes up a LINE transaction. In the case of the Percent Complete and Milestone billing methods, the billing events determine the percentage of the base amount that is to be included in the LINE transaction.
Once a LINE transaction is created, the process creates the accounting that is associated with the line. Because fixed-amount bill lines may hold multiple accounting distributions, the accounting must be separated into AE entries. Any number of AEs may be created. The accounting distribution source depends on the revenue recognition method of the contract lines. If the method is Billing Manages Revenue, then there is no Contract Asset and the accounting distribution comes from CA_DETAIL_DST. For all other revenue recognition methods, the accounting distribution comes from CA_DETAIL_UAR.
The process then checks for discounts or surcharges that are specified on the corresponding contract lines. One or more DS rows may result.
Value-based Billing
When running the Contracts Billing Interface Application Engine process (CA_BI_INTFC), value-based billing acts similar to fixed-amount billing. However, discounts do not apply to value-based billing plans. Most data for value-based billing plans comes from the billing plan lines (amount, description, quantity, and so forth). Other data also comes from the billing plan and contract line. The accounting distribution comes from CA_DETAIL_UAR. As with immediate billing plans, this is the only data that makes up a LINE transaction. Every value-based billing plan is associated with at least one event.
Recurring Billing
When running the Contracts Billing Interface Application Engine process (CA_BI_INTFC), recurring billing processes similar to fixed-amount and value-based billing. However, discounts and surcharges do not apply and no events are associated with recurring billing plans. The data for recurring billing comes from the billing plan and contract line. Because the revenue recognition method must be Billing Manages Revenue for recurring billing plans, the accounting distribution comes from CA_DETAIL_DST.
Streamlined billing is a simplified billing process that reduces the number of steps for invoicing bills. You can run streamline processing from the Billing Review page in PeopleSoft Project Costing or from a run control page in PeopleSoft Contracts. This job runs all processes that are required to take billable transactions to a finalized invoice. Streamlined billing enables you to process transactions from PeopleSoft Contracts to PeopleSoft Billing and back to PeopleSoft Contracts, with one job once the necessary streamline billing parameters have been defined in your system.
Important Setup Parameters
You must set up billing parameters correctly for streamline billing to process through to a final invoice:
Set up the billing plan correctly.
Select the Direct Invoicing and Pre approved check boxes on the billing plan. Also, the billing plan must be in Ready status, with any events in Ready status. The Direct Invoicing check box determines whether streamlined billing can occur. Only those bill plans that have this check box selected process through to an invoice.
Specify the range selection ID and direct invoicing option on the Bill-By Identifier page during setup.
Establish billing user preferences.
The system uses the user ID that you specify on the Billing User Preferences page to determine which group of billing jobs will run, Load or No Load.
Specify a server on the Billing User Preferences page during setup.
Note: If you fail to complete any part of the required setup for billing transactions, the job does not process through to a final invoice. The job stops at either the worksheet or a new invoice that needs to be readied. You can view the process monitor to determine the status of your job.
Streamlined Process
The streamlined billing process consists of one of two PeopleSoft Contracts jobs, CABIDIR1 or CABIDIR2, to run all PeopleSoft Contracts, Billing and Project Costing processes to get transactions billed and PeopleSoft Contracts and PeopleSoft Project Costing updated. The Contracts Billing Interface process (CA_BI_INTFC) determines whether to call the Load process (BIDIRIVC) or No Load process (BIDIRIV2) if the direct invoicing option is selected on the billing plan. The specification on the billing user defaults determine which process the Contracts Billing Interface process selects. Then, the Contracts Billing Interface process schedules the job accordingly. The system flow from PeopleSoft Contracts is a bill plan to a printed invoice. After running the Load or No Load process, the system runs the Projects/Contracts Interface (BIPCC000) and Billing to Projects (PC_BI_TO_PC) processes, respectively. The Projects/Contracts Interface updates status in PeopleSoft Contracts. As long as all data is set up correctly, the jobs process without any manual intervention.
Load Versus No Load
The system uses two processes for streamlined billing:
Load (BIDIRIVC).
No Load (BIDIRIV2).
The PeopleSoft Billing documentation contains detailed information regarding the application engines that are processed by the Load and No Load processes.
Note: For Load processing, the system initiates the Commitment Control process only if Commitment control is enabled on the Installation Options - Installed Products page.
For Load processing, the system does not print Federal Invoice Formats 1080 and 1081 for direct invoice jobs see PeopleSoft Billing documentation.
PeopleSoft Project Costing Issues
If you initiate streamlined billing from the Billing Review page in PeopleSoft Project Costing, note that:
All reviewed transactions for the particular BU/PROJECT ID are eligible for billing.
The contracts billing plan dictates how far the billing transactions go (to worksheet or finalization).
Because each project can have multiple activities and each activity can be assigned to a different contract line and billing plan, there may be multiple invoices created.
See PeopleSoft Project Costing documentation for more information.
Additional Streamlining Options
In addition to the streamlined billing processes previously outlined, you can also select additional jobs for the system to run in conjunction with the Contracts Billing Interface process. On the Processing Billing - All Other Methods run control page, if you select the Process Milestones or Process Project Progress check boxes, the system runs the selected processes prior to running the Contracts Billing Interface process.
For more information about batch processing and using PeopleSoft Process Scheduler to personalize and streamline batch processing, see PeopleTools: Process Scheduler
You set the direct invoicing and preapproved options on the billing plan. The Contracts Billing Interface process maps the preapproval flag to the TMP_BILL_FLG in PeopleSoft Billing.
This table shows the effect of the different direct invoicing and preapproved settings:
|
Direct Invoicing Flag |
Preapproval Flag |
Resulting Functionality |
|---|---|---|
|
N |
N |
Temporary bills are created. Users need to approve the temporary bills in the billing worksheet to make them real bills. |
|
N |
Y |
Real bills are created. Bills created in Pending status aren't picked up for invoicing until the bill status is changed to Ready. This method bypasses the billing worksheet. |
|
Y |
N |
Not allowed. |
|
Y |
Y |
Real bills are created. Bills are created in RDY status. This method bypasses the billing worksheet. Note: This is streamlined billing. |
See PeopleTools: BI Publisher for PeopleSoft
See PeopleTools: Process Scheduler
PeopleSoft Contracts integrates with PeopleSoft Project Costing to eliminate duplicate data entry for billing that is tied to project progress or milestones. You can automatically populate the percent complete for billing plans in PeopleSoft Contracts with a value that is generated in PeopleSoft Project Costing. This value comes from the project or project and activity combination in PeopleSoft Project Costing. You determine which autopopulate method to use on the Billing Plan - Events page. After choosing an autopopulate option, you can set up a run control that allows the processing of one or more plans at a time.
PeopleSoft Contracts enables you to associate tax parameters with products. When you select a product onto a contract line, the contract line inherits the tax parameters that you defined for the products. When you assign a contract line to a billing plan, you can then review the contract line's tax parameters and adjust them, along with the ship to and ship from IDs and addresses, if necessary. These billing plan tax parameters then flow to PeopleSoft Billing when you run the Contracts Billing Engine. All tax calculations for PeopleSoft Contracts billing plan items are then handled by PeopleSoft Billing.
For amount-based billing plans and initial bills for prepaids, tax parameters are stored on the billing plan. For as-incurred and recurring billing plans, tax parameters are stored on CA_DETAIL.
Bills that are generated from the Contracts Projects interface are compatible with the PeopleSoft Billing tax calculation options. For sales and use tax, PeopleSoft Billing offers three options:
Calculate taxes using PeopleSoft tax tables.
Calculate taxes using Vertex (third-party tax supplier).
Calculate taxes using Taxware (third-party tax supplier).
PeopleSoft Contracts sends the billing information that you define for a billing plan to PeopleSoft Billing. PeopleSoft Billing, depending upon the tax solution that you are using, either performs the tax calculations or makes a call to one of the third-party tax suppliers for the tax calculation.
Value-added tax (VAT) is calculated using common PeopleSoft routines.
PeopleSoft Contracts enables customers to generate billing activity and create bills for a billing plan with or without intervention from billing staff.
Invoicing from PeopleSoft Contracts and PeopleSoft Project Costing with PeopleSoft Billing Intervention
In some cases, business practices may dictate that billing specialists manage the taxation of invoices rather than contract specialists. In this scenario, it is not necessary to provide tax parameters for your contract lines and billing plans. PeopleSoft Contracts can send billing information to PeopleSoft Billing where no tax parameters are defined in PeopleSoft Contracts for that billing activity. In this case, the billing specialists must review invoices for correct tax parameters before finalization of the bill.
Invoicing from PeopleSoft Contracts and PeopleSoft Project Costing with no PeopleSoft Billing Intervention
To have no intervention from billing staff, you must define the tax parameters for all lines on the billing plan. You establish tax parameters at the customer level, and the system populates the billing plan with these default values. The system then runs these processes:
The Contracts Billing Interface process, which creates the billing interface activity.
The Billing Interface process, which creates the bills.
The Billing VAT Defaulting process, which assigns appropriate VAT default values.
The Finalization process in PeopleSoft Billing, which uses the tax parameters that are sent over by PeopleSoft Contracts to call the third-party tax suppliers and calculate taxes.
You can establish discounts and surcharges for fixed-amount contract lines and rate-based contract lines. Discounts and surcharges do not apply to recurring contract lines. How the discount and surcharge information flows to PeopleSoft Billing depends upon the price type of the contract line.
Fixed-Amount Contract Lines: Discounts and Surcharges
The Contracts Billing Interface process handles discounts and surcharges for fixed-amount contract lines in this manner:
The system creates one row for each discount or surcharge corresponding to a bill line on the billing plan.
This may include discounts or surcharges for more than one contract line if the billing plan contains multiple contract lines and is summarizing them on a single bill line.
The system maps CA_LN_REDUCTS.DISC_SUR_ID to INTFC_BI_AEDS.DISC_SUR_ID.
The system maps CA_LN_REDUCTS.DESCR to INTFC_BI_AEDS.DESCR as the description for the discount.
All fixed-amount activities for discount or surcharge rows are created as discount or surcharge amounts in PeopleSoft Billing, even if they were originally defined by percentage.
All discount or surcharge rows that are created for fixed-amount activities are created as level-one discounts for the bill line in PeopleSoft Billing.
The discount or surcharge accounting distribution that is sent to PeopleSoft Billing depends upon the revenue recognition method that is defined for the contract line to which the reduction corresponds.
If the revenue recognition method is Billing Manages Revenue, the accounting distribution comes from the discount table: CA_DETAIL_REDUC. For all other revenue recognition methods, the accounting distribution comes from the Contract Asset table for the related contract line: CA_DETAIL_UAR.
PeopleSoft Billing writes the discount or surcharge back to PeopleSoft Project Costing with a DSC analysis type.
Note: You can establish discounts and surcharges at the header level. Header discounts or surcharges must be allocated down to individual contract lines.
Rate-Based Contract Lines: Discounts and Retainages
The Contracts Billing Interface process handles discounts and retainages for rate-based contract lines in this manner:
Discount rows are created as Discount Surcharge Level 1, and retainage rows are created as Discount Surcharge Level 2.
When PeopleSoft Billing calculates the discount and retainage amounts, the discount is applied against the gross amount of the line. The retainage is then applied to the discounted line amount.
The system maps discounts DISCOUNT_ID to DISC_SUR_ID and retainages RETAINAGE_ID to DISC_SUR_ID.
Discounts and retainages are stored as percentages, not amounts.
The accounting distribution for discounts and retainages always comes from the CA_DETAIL_UAR table for the corresponding contract line.
The accounting distribution for discounts and retainages for rate-based rows comes from the accounting rules. The system uses the same accounting rule that was selected for the billable (BIL) row to apply as the accounting rule for the discount and retainage row.
PeopleSoft Billing distinguishes between discounts and retainages according to a flag (RETAINAGE_FLG) in the BI_DISC_SUR table.
If the flag is marked Y (yes), the system writes the DS row back to projects as a retainage with a BRT analysis type. If the flag is marked N (no), the system writes the DS row back to projects as a discount with a DSC analysis type.
Note: Rate-based contract lines containing discounts and retainages cannot be associated with value-based billing plans.
See Understanding the Relationship Between PeopleSoft Contracts and PeopleSoft Project Costing.
Rate Based Retainage Rows
For the as-incurred billing method, you can choose to withhold a portion of the billable amount for each transaction; this is referred to as a retainage. When the billing for these transactions is finalized, these new items (portion of the original) are written back to projects as BRT (analysis type) rows and may be handled in one of three ways, depending on the selection that you make for the Items previously held as Retainage option on the Billing Plan - Billing Plan General page:
Hold the items in PeopleSoft Project Costing.
Bill the items at a later date.
Write the items off at a later date.
If you choose to hold the items, the Contracts Billing Interface process ignores these rows.
If you choose to write off the items, the Contracts Billing Interface process sends the rows to PeopleSoft Billing with an analysis type of WTO.
If you choose to bill for the items, the items may or may not be applied against limits. How the system handles this is based on the setting that you define for the Apply Released Retainage field on the Installation Options - Contracts page. If you do not select the Apply Released Retainage field, then all rows are sent to PeopleSoft Billing with an analysis type of BIL. If you selected the Apply Released Retainage field, then each row is checked against the limit. If the row falls under the limit, the row is sent to PeopleSoft Billing as RRT; otherwise, the row is sent as over-the-limit (OLT).
Note: No discounts or additional retainages are applied to retainage rows.
When a billing worksheet is cancelled, it is unknown whether that billing worksheet contains all bill lines that are associated with a particular event. Due to the flexibility of the PeopleSoft Billing bill-by functionality, two items from the same billing plan may end up on separate bills—if they have different projects, for example. As a result, the system cannot reset the billing plan event back to Ready when worksheet cancellation occurs. Instead, the system sets the event to Recycled and updates the cross-reference row status (in the CA_BP_XREF table) to Deleted. Then, when the Contracts Billing Interface process considers billable items, it selects recycled events with cancelled cross-reference rows. In addition, the system checks that the deleted row is the most recent row that is inserted into the cross-reference table for that bill line and event combination. When the bill line and event is rebilled, a new cross-reference row is created with a New status; the old row remains in the table with a Deleted status.
Consider this scenario:
Contract tables prior to the Contracts Billing Interface process.
CA_BP_EVENTS table:
Contract
Billing Plan
Occurrence
Status
1000
BP001
1
DON
1000
BP001
2
RDY
CA_BP_LINES table:
Contract
Billing Plan
Line
Amount (USD)
(Project)
1000
BP001
1
100
ABC
1000
BP001
2
500
ABC
1000
BP001
3
700
DEF
The Contracts Billing Interface process and the Billing Interface create these bill worksheets:
Worksheet #1 – Project ABC
(100 USD) + (500 USD) = (600 USD)
Worksheet #2 – Project DEF
700 USD
Worksheet #2 is cancelled (Worksheet #1 has not yet been approved).
The following updates are made:
CA_BP_EVENTS table:
Contract
Billing Plan
Occurrence
Status
1000
BP001
2
RCL (recycled)
CA_BP_XREF table:
Sequence
Contract
Billing Plan
Line
Occurrence
Amount
Status
1
1000
BP001
1
2
100
RCV (received)
2
1000
BP001
2
2
500
RCV
3
1000
BP001
3
2
700
DEL (deleted)
After the Projects/Contracts Interface runs, the following updates occur:
CA_BP_EVENTS table:
Contract
Billing Plan
Occurrence
Status
1000
BP001
2
PRG (in progress)
CA_BP_XREF table:
Sequence
Contract
Billing Plan
Line
Occurrence
Amount
Status
1
1000
BP001
1
2
100
RCV
2
1000
BP001
2
2
500
RCV
3
1000
BP001
3
2
700
DEL
4
1000
BP001
3
2
700
NEW
The system uses this criteria when selecting the recycled item:
Event status is recycled.
(BP_EVENT_STATUS = RCL).
The event keys (contract, billing plan, and event occurrence) match between the recycled event and the XREF table.
The status on the XREF table is deleted.
(XREF_STATUS = DEL).
Only the maximum sequence row for the contract, billing plan, line, and occurrence combination is considered.
(MAX (XREF_SEQ_NUM)).
Event conditions are not considered because they have already been met.
Worksheet #1 is cancelled. The following updates are made:
CA_BP_EVENTS table:
Contract
Billing Plan
Occurrence
Status
1000
BP001
2
RCL
CA_BP_XREF table:
Sequence
Contract
Billing Plan
Line
Occurrence
Amount
Status
1
1000
BP001
1
2
100
DEL
2
1000
BP001
2
2
500
DEL
3
1000
BP001
3
2
700
DEL
4
1000
BP001
3
2
700
NEW
When the Projects/Contracts Interface process runs, it only picks up lines one and two, not three, because it already has a new row. The results are:
Contract
Billing Plan
Occurrence
Status
1000
BP001
2
PRG
CA_BP_XREF table:
Sequence
Contract
Billing Plan
Line
Occurrence
Amount
Status
1
1000
BP001
1
2
100
DEL
2
1000
BP001
2
2
500
DEL
3
1000
BP001
3
2
700
DEL
4
1000
BP001
3
2
700
NEW
5
1000
BP001
1
2
100
NEW
6
1000
BP001
2
2
500
NEW
Note: In the case of immediate billing methods in which there are no events, the billing plan status is set back to In Progress. The Contracts Billing Interface process processes the in-progress plans if the maximum row for that plan has been deleted in the cross-reference.
The initial billing of a prepaid amount is handled in the fixed-amount portion of the Contracts Billing Interface process. Prepaid billing differs from regular fixed-amount billing only in terms of the source of some data—amount data comes from the prepaid table instead of the contract line table, accounting data comes from the prepaid table instead of a child table to the contract line table.
Contracts with a classification type of Internal support interunit billing. You have the ability to process interunit bills by selecting Internal in the Contract Classification field when creating a contract. You can process interunit bills only by selecting Internal in the Contract Classification field on the Process Billing run control page.
Note: For as incurred processing, the Contracts Billing Interface passes a revenue row instead of an contract asset row to PeopleSoft Billing.
You cannot set up more than one revenue row in the accounting rules for as-incurred billing. If more than one revenue row is set up, the billable rows are not sent to PeopleSoft Billing and the Rate-based Accounting process (PSA_ACCTGGL) does not pass any rows back to the Contracts Billing Interface.