Invoice Line Number Assignment

Two methods of assigning invoice line numbers are available in PeopleSoft Billing:

  1. Assign invoice line numbers manually during bill entry on the Standard Billing - Line - Info 1 page.

  2. Enable the system to assign line numbers automatically by using the sort-by ID tied to the invoice during the Finalize process (BIIVC000).

System-Assigned Line Numbering

The system assigns a line number to each line once you perform the pro forma preparation or invoice finalization steps. The system assigns this line number according to the sort-by criteria that you specify for the invoice form. The Line field on the bill entry bill line pages remains blank until you perform either the preparation or finalization steps.

Manual Line Numbering

The manual invoice line numbering feature enables you to enter invoice line numbers during online bill entry. You can control invoice line numbers when you insert bill lines into a new or existing bill or delete existing bill lines, or when you update invoice line numbers for existing bill lines. Manual invoice line numbering applies only to bill lines that you enter online; it does not apply to bill lines that you import through the Billing Interface.

To enable manual line numbering, select Enable Manual Line Numbering on the Installation Options - Billing - General Options page. The Manual Line Numbering option on the Standard Billing - Header - Info 2 page is automatically set to On.

Use the Line field on the Standard Billing - Line - Info 1 page to enter invoice line numbers. You can enter invoice line numbers on new bills or change existing bills by entering new lines, deleting lines, or updating invoice line numbers. When you save the page, the system re-sorts the invoice line numbers according to the line numbers that you enter. The system checks for duplicate line numbers, and if detected, displays a duplicate invoice line number error message when you press Tab to exit the Line field.

The system also checks for blank invoice line numbers. The system does not change the status of a bill to RDY (ready) if any invoice line numbers are blank. If you change the status of a bill with any blank invoice line numbers to RDY and click Save, the system issues an error message.

You can:

  • Have the system assign invoice line numbers.

  • Enter invoice line numbers manually.

  • Cancel the save.

If both assigned and unassigned invoice line numbers exist, the system generates a warning. You can have the system assign invoice line numbers to the unassigned line numbers, or you can cancel the save.

If you enable manual line numbering, the Pre-Process and Finalization process (BIIVC000) does not assign line numbers to those bill lines. In that case, the line numbers that you assign at bill entry remain intact. If, however, any of the conditions for manual line numbering are not met, then the Pre-Process and Finalization process assigns the invoice line numbers.

When you copy a bill or define groups of bills to be copied together, the bill copy is an exact replica of the original invoice. The copy includes the same invoice line numbers and retains the value of the manual invoice line numbering option on the Standard Billing - Header - Info 2 page of the original bill.

Recurring bills are exact replicas of the original invoice. They include all of the same invoice line numbers and retain the value of the manual invoice line numbering option on the Standard Billing - Header Info 2 page of the original bill.

For returned material authorization (RMA) adjustments, the invoice line numbers and manual invoice line numbering option on the original bill carries over to resulting bills.

Bill Adjustment

When adjusting an entire bill (credit entire bill, credit and rebill), the system copies invoice line numbers to the resulting bill.

When adjusting selected lines (for example, when creating net adjustments, reversal and rebill, and credit lines), you can:

  • Add to an existing bill.

    The system does not copy Invoice line numbers over to the existing bill. The system detects blank line numbers using RDY save logic.

  • Elect not to add to an existing bill.

    The system does not copy Invoice line numbers over to the new bill. The system detects blank line numbers using RDY save logic.

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