Understanding the Billing E-Invoice Process
The E-Invoice Process
The E-Invoice process is designed by the GST council to ensure compatibility and readability and is applicable to all Billing business units that do not have the Exclude from E-Invoice Process check box selected on the Billing Business Unit Tax Applicability Page. When an invoice is created and saved, GST is determined, calculated, and saved. The invoice is assigned a status of N as the E-Invoice Processing value.
When the Preprocess and Finalization with Currency Conversion job (BIJOB41) is run, the system changes currency conversion flag on the billing header to Yes, and the invoice is ready for the outbound India GST E-Invoicing Process. When the outbound India GST E-Invoicing Process is run, it selects and writes all invoices that have these qualifications to the outbound CSV file:
All Finalized invoices that have a value of N for the E-Invoice Processing Flag.
All Finalized invoices that have a value of Y for the Currency Conversion flag.
The process changes the E-Invoice Processing Flag to I (included), and exports all invoice data to Billing tables and an outbound CSV file. The CSV file is determined on the value defined on the India GST E-Invoicing Process Page.
Your GST Partner or Application Service Partner converts data elements to the correct format as required by GSTN.
When the inbound India GST E-Invoicing Process is run, the system selects the inbound data and updates the IRN, IRP date (Acknowledgement date), QR code and other error handling elements for the respective invoices in the invoice table. This process changes the E-Invoice Processing Flag to Y , which indicates that the E-Invoice Process is complete.
At this point, all downstream processes can be run for General Ledger, Receivables, Payables, Project Costing, and Contracts. These processes include:
|
Job Name |
Job Description |
|---|---|
|
BIJOB42 |
Single Action Invoice Process without Finalization |
|
BIJOB42K |
Single Action Invoice Process with Commitment Control, but without Finalization |
|
BIJOB43 |
Single Action Consolidated Invoice Process without Commitment Control |
|
BIJOB43K |
Single Action Consolidated Invoice Process with Commitment Control |
Business Excluded from the E-Invoice Process
When an E-Invoice is exempt for a business unit, all Billing processes can be performed immediately after the invoice is finalized as usual. When an invoice is created and saved, the E-Invoice Processing Flag is set to E (excluded). Excluded invoices are not selected by the outbound India GST E-Invoicing Process.
For GST invoices, the invoice number cannot exceed 16 characters and it cannot begin with a 0 (zero), / (slash), - (dash), or lower case alphabetical. The PeopleSoft Billing system ensures these requirements.
Because PeopleSoft Billing allows you to configure your system to allow up to 22 characters for the Invoice ID, you should follow these steps for India business units:
Create a new SetID for India GST Invoices.
Use the Invoice Number ID Page to create an Invoice ID for GST invoices.
Make sure that the length of all parts is 16 characters, and that the first character is not a 0 (zero) or a / (slash).
Use the Bill Type 2 Page to assign the Invoice Number ID to all Bill Types for the SetID created in step 1.
Use the TableSet Control page to assign the new SetID created in step 1 to record group BI_02 for all India business units.
Use the Bill Source Page to set up bill sources using the new SetID created in step 1, for all India business units.
Online and Batch Validations
For Online Bills where the invoice number is entered manually, the invoice ID validations are enforced when the invoice ID is entered.
For Online Bills where the invoice number is automatically generated by the system, the invoice ID validations are enforced with the invoice is saved.
Note: Invoice ID is not enforced when using Batch processing. The only way to ensure the Invoice ID requirements for batch processing is to set up an Invoice ID scheme specifically for India GST invoices.
If Trading Partners are not set up, the system does not finalize the invoice because the Trading Partner Type and Transaction Category is blank. The system places these invoices in a RDY (ready) status. You must access each invoice, individually, and select the appropriate value for both fields and then save, finalize, and run the currency conversion process.
For more information on setting up Trading Partners, see Setting Up Trading Partners for GST Processing
The invoice date for E-Invoices must be the system date, or the system date minus one, based on your server’s time zone. These conditions apply:
For online invoices, if an incorrect invoice date is selected, the system displays an error.
For batch processing using the Billing interface, the system uses the system date for the date that the process is run. Therefore, the date is always current.
Only one adjustment can be generated from an E-Invoice and one invoice cannot be referred by multiple adjustments. Therefore, there must be a 1-1 relationship between an E-Invoice and an adjustment. In addition, multiple source invoices cannot be referred to by one adjustment.
When a bill is canceled online using an IRP, it must be done using a Credit Bill and within 24 hours of the Acknowledgement Date sent by the IRP. If the 24 hours is exceeded, you must cancel the bill manually, using the GST Network. Oracle’s PeopleSoft blocks the upload of the cancellation after 24 hours, or a user defined period from the acknowledgement date of the original invoice.
If invoices are uploaded to the IRP after a time of 24 to 48 hours from creation, the IRP server rejects the invoices. This may happen when the business delays the upload or the IRP server is offline for an extended period of time. When this occurs, you can upload the invoices using the GST Network - Bulk Upload Utility.
Only units of measure (UOM) specified by GST should be used on E-Invoices and related documents. If an invalid UOM is used, the IRP server rejects the invoice. The most appropriate UOM for each product or product kit must be set up as the default UOM, so it defaults into an invoice.