Entry Types and Entry Reasons

The system uses entry types and entry reasons to categorize pending items when passing PeopleSoft Billing information to the PeopleSoft Receivables system. You can define these default entry types and reasons for debit and credit activity at multiple levels. You can define them at the business unit, bill type, and bill source levels. In addition, you can override the defaults during bill entry at the bill header and bill line levels.

This last option enables you to assign entry types and reasons when you make adjustments to invoices. When you click the link next to the invoice numbers on the Adjust Entire Bill page and the Adjust Selected Bill Lines page, the system displays the bill entry so that you can make changes.

In bill entry, you can enter an entry type and entry reason on the bill itself if you define the accounts receivable level on the Installation Options - Billing - Integration Options page with the value Header is Open Item. The Load AR Pending Items process (BILDAR01) uses the value that you enter online when passing items to the PeopleSoft Receivables system instead of using default values for this information from the bill source, bill type, or business unit at the time of bill entry.

The system verifies that the entry type is the appropriate debit or credit type for the invoice amount and that the reason code corresponds to the entry type. If the combination is invalid, a warning message instructs you to click the prompt button for a list of values. This message is only a warning at the bill header level, because it is possible that the invoice amount may have changed from positive to negative when taxes were applied.

Note:

If you enter an entry type and entry reason at the header level but the accounts receivable level is defined as Line is Open Item (on the Installation Options - Billing - Integration Options page), the system does not forward the values to PeopleSoft Receivables.

The entry type and entry reason codes that you establish in PeopleSoft Billing are always passed to PeopleSoft Receivables for the processing of pending items. However, PeopleSoft Receivables uses these values to classify pending items only if on the Installation Options - Billing - Integration Options page you elected to have PeopleSoft Receivables create the accounting entries. If you elected to have PeopleSoft Billing create the accounting entries, then the receivables system uses the receivables account that is defined in one of the following places:

• If you select Use Header for Distribution for the accounts receivable options on the Installation Options - Billing - Integration Options page, PeopleSoft Receivables uses the accounts receivable account that you define on the Standard Billing - Header - Info 1 page to categorize the pending items.

• If you select Use Line for Distribution for the accounts receivable options on the Installation Options - Billing - Integration Options page, PeopleSoft Receivables uses the accounts receivable offset account that you define on the Standard Billing - Acctg - AR Offset page to categorize the pending items. If do not enter a value on the Standard Billing - Acctg - AR Offset page, PeopleSoft Receivables uses the receivables account that you define on the Standard Billing - Header Info 1 page.