Integrating with PeopleSoft Contracts, Project Costing, Grants, and Pay/Bill Management

This chapter provides an overview of PeopleSoft Billing integration with Contracts, Project Costing, Grants, and Pay/Bill Management and discusses how to:

Use the Billing Worksheet component.
Run the Billing to Project Costing/Contracts Interface process (BIPCC000).
Correct PeopleSoft Grants and PeopleSoft Project Costing-related invoices

Understanding PeopleSoft Billing Integration with Contracts, Project Costing, Grants, and Pay/Bill Management

PeopleSoft Billing integrates with PeopleSoft Contracts, Project Costing, Grants, and Pay/Bill Management to enable you to generate invoices for contracts, awards, and staffing-related purchase order tracking obligations. PeopleSoft Contracts controls the transfer of billing information from each of these applications. No special application setup is required to integrate Billing with Contracts or its related applications; however, bill-by identifiers, bill sources, application processes, and invoice reports should be reviewed and modified to conform to your individual business needs.

There are a number of steps and decision points in the billing flow that occur within the source applications before the data reaches PeopleSoft Billing. For an overview of and a description of how the components discussed in this chapter relate to the overall business flow, refer to the Billing sections in the PeopleSoft Contracts, Project Costing, Grants, and Pay/Bill Management PeopleBooks.

Contracts Integration

The Contracts application coordinates the flow of billable transactions from Contracts, Project Costing, Grants and Pay/Bill Management through billing plans. Transactions ready for billing will be sent to the billing interface when the Contracts to Billing Interface process is run. Contracts invoices can be preapproved and generated using a direct invoicing process, or approval can be carried out within Billing, using the Billing Worksheet.

PeopleSoft Contracts is the data source for fixed-amount, value-based and recurring bill lines. When such amount-based lines are sent to the billing interface, an entry for each line is also created in the Contracts/Billing Cross-Reference table. Cross-reference entries are updated whenever the bill line is amended, finalized, or canceled in either Billing or Contracts.

Government Contracting Features

Contracts includes several features that help satisfy contracting requirements set by the United States Federal Government. You can manage two additional categories of billing transactions for government contracts: withholding transactions and progress payment transactions.

Withholding transactions are used to comply with contractual terms requiring that a portion of payments be withheld until an event defined in the contract occurs. Withholding transactions include:

Withholding lines, which reduce the billable amount on an invoice.
Release lines, which add previously withheld funds to an invoice.
Write-off lines, which write-off funds previously withheld.

Note. Although they will not appear on invoices, withholding adjustment and release adjustment lines are also created when manual adjustments are made to withholding or release lines using the Billing Worksheet.

Progress payment transactions are used to comply with contractual terms for the invoicing and liquidation of progress payment funds. The amount of a progress payment transaction is calculated according to the information entered on the Progress Payment Terms page in the Contracts application. When the goods or services covered under the contract are invoiced, the progress payments are applied with a liquidation transaction. The liquidated amount will appear as a credit on the invoice with the description entered on the Progress Payment Terms, Liquidation page.

Warning! Progress payment adjustments should never be made using the Billing Worksheet. Such adjustments will not be recorded back to Contracts and will not receive proper accounting treatment. The recommended method for changing a progress payment or liquidation transaction is to cancel the Billing worksheet and make the necessary changes using the Contracts application.

The Billing application does not prevent users from entering progress payment adjustments.

Project Costing Integration

PeopleSoft Project Costing works with Contracts to manage project activities. The primary billable transactions from Project Costing are rate-based lines, but fixed-fee transactions can also be related to project activities. After processing in Billing, Project Costing transactions are updated to both the Project Resource table and the Contracts/Billing Cross-Reference table.

Grants Integration

PeopleSoft Grants works with Billing, Contracts, and Project Costing to manage billable transactions related to a grant or award. Grants bill-by identifiers and invoice formats are provided.

Pay/Bill Management Integration

You can route PeopleSoft Pay/Bill Management transactions to Billing (as line type REV and system source of PBI) as part of the PeopleSoft purchase order tracking functionality, which enables you to track customer invoices against purchase orders committed to purchase staffing services. Set up initial amounts for the purchase order and tentatively decrement that amount as transactions are routed to Billing. Once the billing is finalized, the system permanently decrements the billed amounts.

You can review and adjust bill lines from Pay/Bill Management by using the billing worksheet and send information back to Pay/Bill Management by using the Billing to Project Costing/Contracts Interface process.

CRM Integration

Users of the PeopleSoft CRM application can initiate billing for customer services. Billable transactions created in PeopleSoft CRM are routed to Billing through the Contracts application.

See Integrating PeopleSoft CRM with Billing Through the Transaction Billing Processor.

Integration Processes

The billing process can be set up so invoices are approved, generated, and accounting entries logged in separate steps, or so all these steps are carried out in a single action without any manual interaction within the Billing application. The application processes used to handle transactions from Contracts and the related applications include:

CA_BI_INTFC	The Contracts to Billing Interface process moves billable transactions from the Contracts tables to the billing interface tables. The process also adds an entry in the Contracts Billing/Cross-Reference table (CA_BP_XREF) for fixed-fee and recurring lines. Withholding and release transactions are created and progress payment liquidation amounts are calculated as necessary.
BIF0001	The Billing Interface process moves transactions from the interface tables to the billing tables. Transactions from Contracts are handled in the same way as those from other billing sources.
BIIVC000	The Billing Finalization process updates existing entries in the Contracts Billing/Cross-Reference table with the final invoiced amounts and adds entries for rate-based lines. Note. Progress payments must be finalized before corresponding liquidation transactions can be processed.
BIPCC000	The Billing to Projects/Contracts Interface process updates the following tables: Contracts/Billing Cross-Reference table, to record final invoiced amounts (including surcharges, discounts and taxes). Contracts Prepaid table, to record the utilized amounts of prepaid balances. Contract Lines Release table, to set the a status of Complete for withholding release lines. Project Resource Temporary table, to record the final invoiced amounts (including surcharges, discounts and taxes) and to insert withholding and withholding adjustment lines (with a status of Complete). Billed amounts are also applied to outstanding purchase orders in Pay/Bill management.
PC_BI_TO_PC	The Billing to Project Costing process updates the Project Resource table with information from the Project Resource Temporary table. Note. Withholding transactions from Project Costing will not be reflected in new withholding calculations until posted to the Project Resource table.
BIDIRIVC	The direct invoicing process performs all the interface, billing, and accounting processes in a single job. See Streamlined Billing.
BIDIRIV2	The no-load direct invoicing process performs the same functions as BIDIRIVC, with the exception of running the billing accounting processes.

See Also

Processing Contracts Billing

Processing the Contracts Billing Interface

Understanding the Billing Process Flow

Understanding Integrating Grants with Other Applications

Pay/Bill Management Business Processes and Integrations

Common Elements Used in This Chapter

Bill Opt (bill options)	For billing activity originating in PeopleSoft Project Costing, bill the resource line, defer payment of that resource line until a specified date, or write off that resource line. Only resource lines with a bill option of Bill are copied to the approved invoice. You can specify the bill option on any of the Line Details pages. For lines of analysis type UTL (utilization), you can only select Defer as the bill option. If a line's analysis type is withholding or withholding release, the bill option will be defaulted to Bill. If a line's analysis type is withholding write-off, the bill option will be defaulted to Write Off.
Business Unit	The PeopleSoft Billing business unit associated with the temporary bill appears. On the Billing Worksheet - Worksheet Search page, you can locate worksheet data by selecting a business unit and clicking the Search button to display all of the temporary bills associated with that business unit. Enter additional search criteria to refine the search.
Contract	The contract number associated with the temporary bill appears. On the Billing Worksheet - Worksheet Search page, you can locate worksheet data by entering a contract number and clicking the Search button to display all of the temporary bills associated with that with contract number. Enter additional search criteria to refine the search.
Customer	The customer number associated with the temporary bill appears. On the Billing Worksheet - Worksheet Search page, you can locate worksheet data by entering a customer number and clicking the Search button to display all of the temporary bills associated with that customer. Enter additional search criteria to refine the search.
Find	Search for a specific temporary bill. This functionality lists possible matches beginning at the first row of the line detail grid.
Invoice	The temporary invoice number associated with the temporary bill appears. On the Billing Worksheet - Worksheet Search page, you can locate worksheet data by entering an invoice number and clicking the Search button to display the specified temporary bill. Enter additional search criteria to refine the search.
Letter of Credit ID and Letter of CR	The letter of credit reference number for the corresponding contract. The system populates this field only when CA_CONTR_HDR.GM_METHOD_PAYMENT is LOC (letter of credit).
LOC Doc ID (letter of credit document identification)	The document number authorizing the letter-of-credit draw. The system populates this field only when CA_CONTR_HDR.GM_METHOD_PAYMENT is LOC (letter of credit).
Progress Payment Sequence Number	Identifies a progress payment term in a contract.
Project ID	A unique description used to identify the project associated with the temporary bill that appears. On the Billing Worksheet - Worksheet Search page, you can locate worksheet data by entering a project ID and clicking the Search button to display all of the temporary bills associated with that project ID. Enter additional search criteria to refine the search.
Transaction Date	Represents the date that a cost was actually incurred.
View All	Dismiss chunking functionality and display all of the possible matches. This feature is useful when you print the header-level details of the search results using the browser's print function.

Using the Billing Worksheet Component

This section provides an overview of the Billing Worksheet component and discusses how to:

Search for unprocessed worksheets.
Review and modify resource lines.
Review and modify resource lines
Specify printing parameters.
Review bills originating in PeopleSoft Contracts and Project Costing.
Review letter of credit draws.

Understanding the Billing Worksheet Component

The Billing Worksheet component is a work area where you can review, adjust, and approve lines routed through the Billing Interface before you create an actual bill.

The Billing Worksheet component enables you to search for any unprocessed billing worksheet. You can use different search criteria to display different groupings of bills, enabling you to segregate the data in a variety of ways. When you adjust data on the Billing Worksheet, you can use the PeopleSoft Billing to Project Costing/Contracts Interface process to pass the data back to PeopleSoft Project Costing or Pay/Bill Management.

Warning! The Billing Worksheet should not be used to make adjustments to amount-based lines with system source CBI, prepaid utilization lines with system source PBI, withholding write-off lines, or progress payment transaction and liquidation lines.

Before you have approved or deleted a worksheet bill from the system, you can navigate to the Standard Billing component, where you have access to some regular billing features normally available to real bills only. For example, you can calculate taxes or generate a pro forma invoice.

Worksheet bills have a status of TMP (temporary) or TMR (temporary ready). You cannot change the status of a temporary bill, except from TMP to TMR and vice versa. TMR bills go through ready logic prior to saving. When you approve the worksheet, the system copies TMR bills to a real bill with a status of RDY. The system copies TMP bills to a real bill with a status of NEW.

Note. You cannot delete rows that originate in PeopleSoft Project Costing or PeopleSoft Contracts in the standard billing pages. To prevent a line that originates in PeopleSoft Project Costing or Contracts from being billed, delete the billing worksheet on the Billing Worksheet - Worksheet Search page. For PeopleSoft Project Costing lines, tag the line as deferred or write-off prior to approval on the Billing Worksheet - Line Details page.

Billing Worksheet Approval

When you approve a billing worksheet, the system:

Creates a real bill with an assigned invoice number for the approved worksheet, and changes the PC_DISTRIB_STATUS on the BI_HDR table to I (ignore) to prevent the temporary bill from reappearing on the Billing Worksheet.
Updates the status to ACP (accepted) in the PeopleSoft Contracts Cross-Reference (CA_BP_XREF) table for all of the lines originating in PeopleSoft Contracts.
Updates the PeopleSoft Contracts Prepaid table for all of the deleted UTL rows.

The system adds the line's original amount (prior to any billing worksheet changes) back into the committed amount.
If Pay/Bill Management is installed, updates the PeopleSoft Pay/Bill Management FO_PO_APPL_LOG, FO_PO_HDR, and FO_PO_EXTENSTION tables for all non-UTL rows originating from PeopleSoft Project Costing with purchase order reference (PO_REF) and marked with an analysis type of Defer, Write Off, Delete, or Over the Limit.
1. The system decrements the committed amounts on the FO_PO_HDR and FO_PO_EXTENSION tables by the billable transaction's encumbered amount on the PO Application Log table (FO_PO_APPL_LOG).
2. The system removes the corresponding billable transactions (those with a CA_PO_ACTION = C) from the PO Application Log table (FO_PO_APPL_LOG).
Updates the PeopleSoft Project Costing PROJ_RES_TMP_BI table, creating entries for any non-UTL rows originating from PeopleSoft Project Costing marked with analysis types Defer, Write Off, Delete, or Over the Limit.

Billing Worksheet Deletion

When you delete a billing worksheet, the system:

Resets the billing distribution status option in PeopleSoft Project Costing for all of the lines that originate in the PeopleSoft Project Costing system with a line type other than UTL, enabling you to send each line to PeopleSoft Billing again at a later time.
Updates the PeopleSoft Contracts Prepaid table for any lines that originate from the PeopleSoft Project Costing system with a line type of UTL.

The system resets the committed amount on the PeopleSoft Contracts Prepaid table to reflect the deleted amount of a utilization bill line and the utilization amount that is available for future billing activities.
Updates the PeopleSoft Contracts Progress Payments table for progress payment liquidation lines (line type of UTL).

The system resets the committed amount on the Progress Payment table to reflect the amount of the deleted liquidation bill line and the liquidation amount that is available for future billing activities.
If Pay/Bill Management is installed, updates the PeopleSoft Pay/Bill Management FO_PO_APPL_LOG, FO_PO_HDR and FO_PO_EXTENSTION tables for all non-UTL rows originating from PeopleSoft Project Costing with purchase order reference (PO_REF).
1. The system decrements or resets the committed amounts on the FO_PO_HDR and FO_PO_EXTENSION tables by the billable transaction's encumbered amount on the PO Application Log table (FO_PO_APPL_LOG).
2. Removes the corresponding billable transactions (with CA_PO_ACTION = C) from the PO Application log table (FO_PO_APPL_LOG).
  
  Note. Encumbered amount on the billable transaction is equal to the sum of the billable amount and the estimated tax amount.
Sets the billing plan event status to Recycled, marks the billing plan line in the Cross-Reference table as Canceled, and updates the Billing Cross Reference History status to Deleted for all of the canceled billing plan lines.

The PeopleSoft Billing bill-by functionality enables you to bill two items on separate invoices from the same billing plan, for example, if the items were associated with different projects. Therefore, the system cannot determine whether a canceled billing worksheet contains all of the bill lines associated with a particular event. To help the Contracts Billing Engine process determine which billable items need rebilling when you cancel a worksheet, the system sets the billing plan event status to Recycled and marks the billing plan line in the Cross-Reference table as Canceled.

To rebill lines associated with a canceled billing worksheet, the Contracts Billing Engine process selects all of the recycled events that have a corresponding canceled Cross-Reference row, and verifies that the canceled Cross-Reference row is the most recent row inserted into the Cross-Reference table for the corresponding bill line and event combination.

Note. REV lines receive the following treatment: If, when you delete a billing worksheet, the event occurrence field is set to 0, the system sets the Bill Plan table status to RCL (recycled). If the event occurrence field is not set to 0, the system sets the Events table status to RCL. If however, the Bill Plan status or Bill Plan Event status is RIP (reversal in progress), the system sets the Bill Plan status or Bill Plan Event status to RRP (reverse recycle).

See Also

Deleting Temporary Data

Establishing Prepaid Amounts

Billing Statuses

Understanding the Contracts Billing Process

Pages Used to Process Billing Worksheets

Page Name	Object Name	Navigation	Usage
Update Billing Worksheet - Worksheet Search	BI_TMP_SEARCH	Billing, Manage Billing Worksheet, Update Billing Worksheet, Worksheet Search	Query the database for unprocessed worksheets, and approve or delete entire worksheets.
Billing Worksheet - Line Details	BI_TMP_SRCH_DTL	Billing, Manage Billing Worksheet, Update Billing Worksheet, Line Details	Modify the bill line options, enter a deferred billing date, and review bill line details for the corresponding temporary bill.
Manage CA/PC Bills	BI_VIEW_PCCA	Billing, Manage Billing Worksheet, Review Contract/Project Bills, Manage CA/PC Bills	Review bills originating in PeopleSoft Contracts and Project Costing.
Billing Job Overrides	BI_JOB_OVRRIDE_SEC	Select the Job Overrides option and click the Generate Invoice or the Generate Pro Forma Invoice button on the Manage CA/PC Bills, or LOC Summary page.	Specify printing parameters.
Letter of Credit Summary	BI_LOC_SUMMARY	Billing, Manage Billing Worksheet, Letter of Credit Summary, LOC Summary	Review the letter of credit draw for an individual letter of credit number by document number.

Searching for Unprocessed Worksheets

Access the Update Billing Worksheet - Worksheet Search page.

Search	After you've entered the search criteria, click the Search button to generate a list of available matching temporary bills.
Manage Contract/Project Bills	Click to access the Manage CA/PC Bills page, where you can review bills originating in PeopleSoft Contracts and Project Costing.
LOC Summary	Click to access the Letter of Credit Summary page, where you can review the letter of credit draw for an individual letter of credit number by document number.

Header Level Detail

Worksheet Action	Each grid row in the Header Level Detail group box represents one worksheet. Select Approve to approve the total bill amount and to create a regular invoice. Select Delete to delete the entire billing worksheet. When you approve or delete a worksheet bill, it disappears from the worksheet grid. For approved worksheet bills, the system copies all of the lines to be billed into a real bill.
Contract	Click any link in this column to access the Contract Entry - Contract General page, where you can review the contract header information. If the identifier does not exist in the PeopleSoft Contracts system, a search dialog box appears so that you can enter additional search criteria.
Project	Click any link in this column to access the Project General page, where you review the details of the corresponding project. If the identifier does not exist in the PeopleSoft Project Costing systems, a search dialog box appears so that you can enter additional search criteria.
Add To Bill	Select a PeopleSoft Grants or Project Costing invoice to append the line to from the Billing Worksheet. Invoices with the following characteristics appear in the prompt list: Invoices with the same Billing business unit as the worksheet bill. Invoices with the same bill-to-customer as the worksheet bill. Invoices with the same contract ID as the worksheet bill. Invoices with the same currency as the worksheet bill. Invoices with an invoice status of NEW or HLD (hold). Invoices with an invoice type other than ACR (credit bill). To help identify the correct invoice, the list of invoices available for the Add To Bill field includes invoice type, invoice date, from and to date, invoice amount, and currency information. Do not select a value in the Add To Bill field if you want to create a new bill for the approved bill lines.
Billing Worksheet	The temporary invoice number for the worksheet data. Click any invoice number in this column to access the Billing Worksheet - Line Details: General page, where you can change the bill options and review the invoice details.
Bill Header	Click to access the Standard Billing - Header - Info 1 page, where you can review the header information for this bill, and navigate to the rest of the standard billing component to calculate taxes, change ChartFields, add additional lines, and generate a pro forma.

See Also

Working with Project Costing

Reviewing and Modifying Resource Lines

Access the Update Billing Worksheet - Line Details page.

Note. You can see multiple views of this page by selecting the tabs in the scroll area. The fields that are common to all of the views appear first.

Common Page Information

Bill Header

Click to navigate to the Standard Billing - Header - Info 1 page, where you can review the header information for this bill, and navigate to the rest of the standard billing component to calculate taxes, change ChartFields, add additional lines, and generate a pro forma.

Analysis Type

Identifies the type of costs—budgets, commitments, actuals—assigned to individual resource rows for tracking those costs as they move through different stages of a project.

Billing Option

You can change the analysis type for lines that originate from the PeopleSoft Project Costing system. Depending on the PeopleSoft Project Costing line type, you can change the analysis type to Bill, Defer, Delete, Over Limit, or Write Off. The system initially assigns the billing option based on the line's original analysis type.

You can change the analysis type for lines originating in PeopleSoft Project Costing with a line type other than UTL (utilization) for Defer, Write Off, or Bill.

The Delete value is valid only for—and is the only valid alternative for—lines originating in PeopleSoft Project Costing that have a line type of UTL.

The system copies project lines with an analysis type other than DEF (defer), WTO (write off), OLT (over limit), or DEL (delete) to a new real bill once you approve a worksheet. The system does not copy lines to the new bill with analysis types of WTO, DEF, OLT, and DEL. There must be at least one billable line in order for the worksheet approval process to create a real bill.

Note. You cannot remove or change lines originating in PeopleSoft Contracts. To change or remove a bill line originating in PeopleSoft Contracts, delete the worksheet and return to the source system to make corrections.

Click the View Details button to navigate to the Standard Billing - Line Worksheet page, where you can review the bill line information, make changes, and generate a pro forma.

Note. Changing the bill line amount in bill entry for bill lines with SYSTEM_SOURCE = CBI is not recommended, as it can produce inconsistencies in data that is maintained within PeopleSoft Contracts, Project Costing, and Billing.

Services Tab

Activity ID

Activities are the individual tasks or events that make up a project. You can add resources to a project at the activity level only. Resources are the transactions that are tracked and reported in PeopleSoft Project Costing.

Resource Type, Resource Category, and Resource SubCategory

These fields provide additional levels for defining and tracking resources. For example, you may have a general resource type of Labor but want to track that labor more specifically. By creating resource categories, you can track different types of labor, such as architect labor, carpenter labor, plumber labor, and electrician labor. You could then create resource subcategories of standard labor and overtime labor. Using the resource types, resource categories, and resource subcategories in this example, you could easily calculate total labor costs for a project, total overtime hours, architect overtime hours, or carpenter standard hours.

Contract/Project Tab

Project	Click any link in this column to access the Defining a Project - Project General page to view specific information about the project associated with this temporary bill line.
Contract	Click any link in this column to access Contract Entry - Contract General page, where you can review the contract information for the corresponding bill line.
Bill Plan ID	Click any link in this column to access the Billing Plan - Billing Plan General page, where you can review the billing information for the corresponding billing plan. The system associates the information that you define on this page to all of the billing lines that you create under the corresponding billing plan.
Summarization Template ID	Click any link in this column to access the Summarization Template page, where you can preview how the line will appear on an invoice when summarized.

See Also

Setting Up Billing Plans

Creating and Maintaining Activities

Setting Up Project Costing Control Data

Specifying Printing Parameters

Access the Billing Job Overrides page.

Server Name	Select the server to use for the current job. (Set the default server to use on the User Preferences - Billing page.)
Job Run Opt (job run option)	Indicates whether the system should run the Currency Conversion, Preload, Load AR Pending, and Load GL Interface processes. (Set the default for this option on the User Preferences - Billing page.) To include these processes in the job, select Print/Load; to exclude these processes, select No Load.
Print Listing	Select to enable the printing of reports produced by the PeopleSoft Billing Load AR, Load GL, and Generate AP Voucher processes. Clear this check box if you do not want these processes to generate a report.
File	Select this output destination option to send invoices to a file.
Printer	Select this output destination option if you want to send invoices to a printer.
Output Destination	Identify the path to the file where you are to send invoices or to the printer where invoices are to print.
OK	Click to save edits and return to the previous page.
Cancel	Click to cancel edits and return to the previous page.

Reviewing Bills Originating in PeopleSoft Contracts and Project Costing

Access the Manage CA/PC Bills page.

Job Overrides	Select the Job Overrides option if you want to change or review the job printing options before generating a pro forma or invoice. If this option is not selected, the Billing Job Overrides page will be skipped when you click the Pro Forma or Invoice buttons and the default settings will be used.
Include Invoiced Bills	Select to include in the search bills with a status of FNL and INV.
	Click the Pro Forma button to save the current component and run the pro forma job. If the invoice format is an SQR report, the list file for the bill appears on the server.
	Click the Invoice button to save the current component and run the invoice job. If the invoice format is an SQR report, the list file for the bill appears on the server.

Note. If any lines on an invoice contain a summarization template, only a summarized pro forma or invoice will be generated. A detail pro forma or invoice will be generated when no lines on the invoice contain a summarization template.

The system produces a Pro Forma or Finalized Letter of Credit report only when you click the Generate Pro Forma or Generate Draw buttons on the LOC Summary page. Letter of Credit are not printed because they use the invoice form (GM_LOC), which, by default, does not have the Print Form option selected on the Invoice Formatting Options - General page.

Search	Click the Search button to display all of the bills that meet the search criteria.
Select All	Click to select all of the bills that appear in the Contract/Project Bills scroll area.
Deselect all Invoices	Click to clear all of the previously selected bills that appear in the Contract/Project Bills scroll area.
Worksheet	Click to return to the Billing Worksheet - Worksheet Search page.
LOC Summary(letter of credit summary)	Click to access the Letter of Credit Summary page, where you can review the letter of credit draw for an individual letter of credit number by document number.
Contract/Project Bills	If you access this page from the Billing Worksheet, this scroll area displays those bills that you created (billing worksheet approvals) from the Billing Worksheet temporary bills. When you navigate from the Billing Worksheet to the Manage PC/CA page, the system uses the same search criteria to search for bills on the Manage PC/CA page as it used on the Billing Worksheet page. You can specify different criteria in this scroll area to display additional PeopleSoft Contracts and Project Costing bills. Click any link in this scroll area to access that bill in either bill entry or bill inquiry. If you elected to include invoiced bills in the search, bills with a status of FNL and INV appear. You can review information for these bills on the bill inquiry pages. You can review or make changes to bills in bill entry that have not been finalized.

Reviewing Letter of Credit Draws

Access the Letter of Credit Summary page.

Letter of Credit ID	Indicates the unique identifier code of the letter of credit that an organization has with the federal government.
Job Overrides	Select this check box and click either the Generate Pro Forma Invoice button or the Generate Draw button to access the Billing Job Overrides page where you can specify printing parameters.
Generate Pro Forma	Click to generate a PeopleSoft Grants Pro Forma Letter of Credit report. The report includes the amounts for all bills (in the unbilled amount column) with a status of: TMR. TMP. NEW. RDY. HLD. PND.
Generate Draw	Click to generate a PeopleSoft Grants Finalized Letter of Credit report. The report includes only the amounts (in the unbilled amount column) for bills with a status of RDY.
Manage Contract/Project Bills	Click to access the Manage CA/PC Bills page, where you can review bills originating in PeopleSoft Contracts and Project Costing.
Worksheet	Click to return to the Update Billing Worksheet - Worksheet Search page.
LOC Doc ID	A unique identifier code of a funding amount provided under a letter of credit. New awards are given a unique document number. The system populates this field only when CA_CONTR_HDR.GM_METHOD_PAYMENT is LOC (letter of credit).
Limit Amount	The funding limit amount provided by the sponsor from the contract bill line.
Previous Amount	The sum of the pretax invoice amount for bills with the same LOC reference number and LOC document number. This amount includes invoiced bills.
Unbilled Amount (Temp Bills)	The current proposed billing. This column displays all of the pending temporary bills—those bills with a status of TMP (temporary) and TMR (temporary ready).
Unbilled Amount (Real Bills)	The current proposed billing. This column displays all of the bills approved for billing—those with a bill status of NEW, PND (pending), RDY (ready), and HLD (hold).
Allowable Draw	The maximum that you can bill and draw. If the funding limit, less the previously billed and unbilled amounts is greater than or equal to zero, the allowable draw is equal to the unbilled amount. Otherwise, the allowable draw is equal to the funding limit less the previously billed amount.
Unbillable Amount	The amount that exceeds the allowable amount. The unbillable amount is equal to the unbilled amount less the allowable amount.

Letter of Credit Totals

The fields in this group box track overall dollar amounts for the corresponding letter of credit number.

Running the PeopleSoft Billing to Projects/Contracts Interface Process (BIPCC000)

Use the Billing to Projects/Contracts Interface process to send information about invoiced bills back to PeopleSoft Contracts and associated applications. Determine which sets of invoices to process and run this process for a specific PeopleSoft Billing business unit or for all PeopleSoft Billing business units.

This section provides an overview of the Billing to Projects/Contracts Interface process and lists the page used to run the Billing to Projects/Contracts Interface process.

Understanding the Billing to Projects/Contracts Interface Process

The Billing to Projects/Contracts Interface process looks for all of the invoices with a status of INV (invoiced) or FNL (final) that have not yet been processed. A value of N (no) in the field PC_DISTRIB_STATUS in BI_HDR table indicates that the invoice is waiting to be processed by the Billing to Projects/Contracts Interface process. After processing, this field is updated to a value of D (distributed).

Note. Typically, you would configure the Billing to Projects/Contracts Interface process to run on a regularly scheduled basis.

Updates to PeopleSoft Contracts

Lines related to contracts are inserted or updated in the Contracts/Billing Cross-Reference table (CA_BP_XREF):

Updates the Cross-Reference table for regular lines with SYSTEM_SOURCE = CBI with the final invoiced amounts.

Lines with matching, nonblank values in the fields CONTRACT_NUM, BILL_PLAN_ID, and XREF_SEQ_NUM are cross-referenced to a single row in the Cross-Reference table. The system adds the gross and net extended amounts of the grouped lines and updates the Cross-Reference table with the sums. The following fields are also updated:
- XREF_STATUS = FIN
- INVOICE_DT = Invoice date on bill
- SYSTEM_SOURCE = BBI
- INVOICE_TYPE = Invoice type on bill
Inserts an entry for adjustment lines with a SYSTEM_SOURCE = CBI into the Cross-Reference table.

Lines are grouped by the following fields:
- CONTRACT_NUM
- BILL_PLAN_ID
- EVENT_OCCURRENCE
- BPLAN_LN_NBR
- CONTRACT_LINE_NUM
- BUSINESS_UNIT_PC
- PROJECT_ID
- ADJ_LINE_TYPE
For each unique grouping, the system adds the gross and net extended amounts, and inserts a new row into Cross-Reference table, using the next number available as a key for XREF_SEQ_NUM. The system obtains this number from CA_BILL_PLAN. The system source is set to BBI.

Inserting these lines into the Cross-Reference table enables users in PeopleSoft Contracts to view adjustment invoices that also relate to this contract and bill plan, even though the adjustment invoice originates in PeopleSoft Billing.

Note. Any CBI adjustment lines with invalid values in the above fields (blank or zero) are processed individually.
Inserts an entry in the Cross-Reference table for regular lines with a SYSTEM_SOURCE = PBI and a valid CONTRACT_NUM and BILL_PLAN_ID.

The system groups the lines together by these fields:
- CONTRACT_NUM
- CONTRACT_LINE_NUM
- BILL_PLAN_ID
- BUSINESS_UNIT_PC
- PROJECT_ID
  
  For each unique grouping, the system adds the gross and net extended amounts and inserts a row into Cross-Reference table, using the next number as a key available for XREF_SEQ_NUM. The system obtains this number from CA_BILL_PLAN. The system source is set to PBI.
  
  Inserting these lines into the Cross-Reference table enables users of this cross-reference to view invoices for rate-based activity that have been successfully billed.
Inserts an entry in the Cross-Reference table for Progress Payment transaction lines.
Inserts an entry in the Cross-Reference table for adjusted lines with a SYSTEM_SOURCE = PBI and a valid CONTRACT_NUM and BILL_PLAN_ID.

The system groups the lines together by these fields:
- CONTRACT_NUM
- CONTRACT_LINE_NUM
- BILL_PLAN_ID
- BUSINESS_UNIT_PC
- PROJECT_ID
- ADJ_LINE_TYPE
  
  For each unique grouping, the system adds the gross and net extended amounts and inserts a row into Cross-Reference table, using as a key the next number available for XREF_SEQ_NUM. The system obtains this number from CA_BILL_PLAN. The system source is set to BBI.
  
  Inserting these lines into the Cross-Reference table enables users of this cross-reference to view adjustments to rate-based activity.
For lines with a SYSTEM_SOURCE other than CBI or PBI, but with a valid CONTRACT_NUM and BILL_PLAN_ID, the system processes the lines one by one (without grouping).

For each line, the system obtains the net and gross extended amounts and inserts a row into the Cross-Reference table, using as a key the next number available for XREF_SEQ_NUM. The system obtains this number from CA_BILL_PLAN. The system source is set to BBI.

Inserting these lines into the PeopleSoft Contracts Cross-Reference table enables users of this cross-reference to view contract-related invoices that did not originate in PeopleSoft Contracts.

Note. PeopleSoft Billing performs no currency conversion on resource rows passed back to PeopleSoft Project Costing. PeopleSoft Billing passes information only in the billing currency to PeopleSoft Project Costing.

The Contracts Withholding Release table (CA_WTH_RELEASE) is updated to indicate that the status of contract withholding release lines is complete (C).

The Contracts Prepaid table (CA_PREPAID_TBL) is updated for utilization lines (Analysis Type = UTL). The system adds the gross extended amount from the billing utilization line to the Remaining Amount for the corresponding record in the Prepaid table and adds the original amount from the utilization line to the Committed Amount.

For progress payment transactions, the Progress Payment Terms table (CA_PGP_TERMS) is updated to increase the Progress Payment Amount (PROGPAY_AMT) and Remaining Amount (REM_AMOUNT) by the transaction amount.

For Progress Payment liquidation transactions, the Progress Payment Terms table (CA_PGP_TERMS) is updated to decrease the Progress Payment Amount (PROGPAY_AMT) and Remaining Amount (REM_AMOUNT) by the transaction amount.

Updates to PeopleSoft Project Costing

During the first pass through the lines, the system inserts one or more lines into the Project Costing Resource Temporary table (PROJ_RES_TMP_BI) for all of the lines that meet this criteria:

PC_DISTRIB_STATUS = N and
((SYSTEM_SOURCE = PBI) or
(SYSTEM_SOURCE = CBI and PROJECT_ID <> ' ') or
(SYSTEM_SOURCE <> PBI or CBI and valid values exist in PeopleSoft Contracts and Project Costing tables for CONTRACT_NUM, BILL_PLAN_ID, and PROJECT_ID))

For each of these candidate lines, the system populates the initial row inserted into the PROJ_RES_TMP_BI table for these fields:

Analysis Type

Bill Adjustment Line Type	Additional Criteria	Resultant Analysis Type
Regular (not an adjustment)	Line Type UTL	Keep analysis type from the line.
Regular (not an adjustment)	Analysis Type RRT	Keep analysis type from the line.
Regular (not an adjustment)	All others	Analysis type = BIL
Adjustment	Line Type UTL	Analysis type = UAJ
Adjustment	Analysis Type RRT	Analysis Type = RAJ
Adjustment	Analysis Type RAJ	Analysis type = RAJ
Adjustment	All others	Analysis type = BAJ

Amount

For regular lines (lines that are not adjustments), the system initially inserts into the PROJ_RES_TMP_BI table the original line amount and original line quantity (the amount and quantity first sent to PeopleSoft Billing) regardless of any online changes made in bill entry. For adjustment lines, the system inserts the gross extended amount.
ChartFields

The system checks BI_LINE_DST or BI_LINE_DST_UAR, depending on which of the two is populated, for the ChartFields it uses for initial rows. The current interface does not support multiple distribution rows in these tables, so the ChartFields the system uses come from the first line found in either BI_LINE_DST or BI_LINE_DST_UAR.
Resource ID/Resource ID From

Each row inserted into the PROJ_RES_TMP_BI table must have a unique resource ID. The resource IDs have this format:

Billing Business Unit | “ “ | Invoice | “ “ | Line | “ “ | counter.

For example, the resource ID on the first row entered may resemble:

“M04 0000678454 1 1”.

The Resource ID From field contains the resource ID of the original transaction.

After the initial insert, the system performs additional inserts into the PROJ_RES_TMP_BI table for the following:

One insert per discount for each line.

The system inserts an analysis type of BRT for retainage discounts. The system inserts an analysis type of DSC for all of the other discounts. The amount the system sends to the PROJ_RES_TMP_BI table is the amount of the discount. The ChartFields that the system uses are the ChartFields for the discount.
One insert per surcharge for each line.

The system inserts an analysis type of BAJ for surcharges. The amount that the system sends to the PROJ_RES_TMP_BI table is the amount of the surcharge. The ChartFields that the system uses are the ChartFields for the surcharge.
One additional line for manual edits.

The system inserts an additional line for regular lines where you have made manual changes in bill entry. This calculation takes place:
- Amount = Net Extended Amount for the line - Original Amount for the line - Total Discounts - Total Surcharges.
- Resource Quantity = Quantity for the line - Original Quantity for the line.
- If this amount is not equal to 0, the system inserts an analysis type of BAJ and uses the same ChartFields used for the initial insert.
Additional Inserts for value-added tax (VAT) and Sales and Use Taxes:

The system inserts an analysis type of SUT for sales and use taxes and an analysis type of VAT for VAT. For PeopleSoft taxes, the distribution is done at the tax authority level, so an additional insert into the PROJ_RES_TMP_BI table is included for each tax authority. For third-party vendor taxes, there is a single distribution for USA business units, and two distributions for Canadian business units. SUT is used for the USA distribution analysis type and SUT and VAT for the Canadian distribution analysis types.
The final first-pass update is made to the PeopleSoft Contracts table CA_PREPAID_TBL for each row with a line type of UTL (utilization).
- REMAINING_AMOUNT = REMAINING_AMOUNT + GROSS_EXTENDED_AMT
- COMMITTED_AMOUNT = COMMITTED_AMOUNT + ORIG_AMOUNT

The keys to this table are CONTRACT_NUM and CONTRACT_PPD_SEQ. If the values in these fields are not valid, the update does not occur and the program continues as usual.

Updates to PeopleSoft Pay/Bill Management

For each revenue bill line (line_type = REV) that has billable transactions (CA_PO_ACTION = C rows on FO_PO_APPL_LOG table), the system inserts an applied row (CA_PO_ACTION = A) into the FO_PO_APPL_LOG table. The system performs the following updates to the Pay/Bill Management tables.

Note. All billing amounts listed reflect invoiced amounts.

In the FO_PO_APPL_LOG table (for applied rows CA_PO_ACTION = A) the system sets:
1. The TAX_AMOUNT equal to the sum of the PeopleSoft Billing VAT amount (BI_LINE.VAT_AMT) and the sales and use tax amount (BI_LINE.TAX_AMT).
2. The NET_EXTENDED_AMT equal to the PeopleSoft Billing net extended amount (BI_LINE.NET_EXTENDED_AMT).
3. The ENCUMBERED_AMOUNT equal to the PeopleSoft Billing net extended amount (BI_LINE.NET_EXTENDED_AMT).
In the FO_PO_HDR and FO_PO_EXTENSION tables, the system:
1. Decrements the REMAINING_AMOUNT by bill lines' total net extended and tax amounts.
2. Resets the COMMITTED_AMOUNT, decrementing the ENCUMBERED_AMOUNT of the billable row (FO_PO_APPL_LOG. CA_PO_ACTION = C).

See Also

Reviewing the Cross-Reference Table

Page Used to Run the PeopleSoft Billing to Projects/Contracts Interface Process

Page Name	Object Name	Navigation	Usage
Update Contract/Project Data - Run BI PC/CA Intrfc	RUN_BI_PCCA	Billing, Generate Invoices, Utilities, Update Contract/Projects Data, Run BI PC/CA Intrfc.	Determine the sets of invoices to be processed, and run the Billing to Projects/Contracts Interface process for all Billing business units or for a single business unit.

Correcting PeopleSoft Grants and PeopleSoft Project Costing-Related Invoices

This section provides an overview of PeopleSoft Grants and Project Costing-related invoice correction functionality and discusses how to generate PeopleSoft Grants and Project Costing replacement invoices.

Understanding PeopleSoft Grants and PeopleSoft Project Costing-Related Invoice Correction

Use PeopleSoft Grants and PeopleSoft Project Costing-Related Invoice Correction functionality when you have created an invoice containing erroneous grants or projects-related charges, and you want to generate a corrected invoice to reflect the original billing activity, as well as the adjustment information.

Credit and Rebill Invoices

If you are notified that there exists an erroneous expense on an invoice, first issue a credit and rebill in PeopleSoft Billing. The credit bill reverses the charges on the original invoice; the rebill initially contains the same information as the original bill. PeopleSoft Billing creates billing adjustment line types (BAJ) to represent the credit and rebill invoices.

PeopleSoft Billing does not assign an invoice date when you create a rebill invoice. After you create the credit and rebill invoices (and before you import adjustment lines into PeopleSoft Billing through the Billing Interface), you must assign the invoice date to the rebill invoice. Click the Header Info 1 link on the Adjust Entire Bill page for the corresponding rebill invoice to access the Header Info 1 (header information 1) page, where you can manually define a value for the Invoice Date field. You can also override the values in the From Date and To Date fields on the Header Info 1 page, if appropriate. For example, you can aggregate two months of charges on a single bill.

After you finalize the credit and rebill invoices, you can run the Billing to Projects/Contracts Interface process (BIPCC000) to update the Project Resource table (PROJ_RES_TMP_BI) with the new adjustment invoice activity.

Note. This feature does not require you to resend the original invoice activity to PeopleSoft Billing from PeopleSoft Project Costing. The rebill invoice is generated in PeopleSoft Billing, and PeopleSoft Billing writes back to PeopleSoft Project Costing all new invoice activity. PeopleSoft Project Costing retains the BLD (billed) analysis line type for the original bill lines, and assigns BAJ analysis line types for credit and rebill invoice bill lines, as well as for any additional bill lines included in the rebill.

Next, you can create a journal entry in PeopleSoft General Ledger to reverse the erroneous expense, send this entry to PeopleSoft Project Costing as a bill line, then import the adjustment line into PeopleSoft Billing.

Bill-By Definitions

Run the Contracts to Billing Interface process (CA_BI_INTFC) to import any adjustment lines from PeopleSoft Project Costing and Contracts (as a BIL type row from PeopleSoft Project Costing) through the Billing Interface to PeopleSoft Billing. When processing PeopleSoft Grants billing, the Billing Interface requires that you define as bill-by fields the following fields:

Grants Billing Cycle ID.
From Date.
To Date.
Invoice Date.

Define the values for these fields on the PeopleSoft Contracts Billing Process page (RUN_CA_BI), where you define the run control for the Contracts/Billing Interface process (CA_BI_INTFC) to load billing information from PeopleSoft Contracts and PeopleSoft Project Costing into PeopleSoft Billing.

Note. You are not required to define as bill-by fields the Grants Billing Cycle ID, From Date, or To Date fields when processing letters of credit (LOC). When processing LOCs, ensure that you define the invoice date as a bill-by field, and that the invoice date defined for the adjustment bill line matches the value defined for the Invoice Date field on the rebill invoice.

When processing preapproved transactions, the Billing Interface can add an adjustment bill line to a rebill invoice only when the value of the bill-by fields match the values defined for the bill-by fields on the rebill invoice. Ensure that the values you define (on the rebill) for the From Date, To Date, and Invoice Date fields on the Header Info 1 page match the values you define for the same fields on the PeopleSoft Contracts Billing Process page to enable the Billing Interface to append the adjustment line to the appropriate rebill invoice.

For transactions that are not preapproved, you can use the Billing Worksheet to review and maintain adjustment lines.

The Billing Worksheet

To append an adjustment line to a rebill invoice from the Billing Worksheet, select that rebill invoice from the prompt list for the Add To Bill field. Invoices with the following characteristics appear:

Invoices with the same Billing business unit as the worksheet bill.
Invoices with the same bill-to customer as the worksheet bill.
Invoices with the same contract ID as the worksheet bill.
Invoices with the same currency as the worksheet bill.
Invoices with an invoice status of NEW or HLD (hold).
Invoices with an invoice type other than ACR (credit bill).

To help identify the correct rebill invoice, the list of invoices available for the Add To Bill field includes invoice type, invoice date, from and to date, invoice amount, and currency information.

Do not select a value in the Add To Bill field if you want to create a new bill for the approved bill lines.

Generating PeopleSoft Grants and Project Costing Replacement Invoices

To cancel an erroneous invoice, and generate a replacement for PeopleSoft Grants and Project Costing-related invoices, perform the following steps:

Create credit and rebill invoices using the PeopleSoft Billing Adjust Entire Bill page.
Click the Header Info 1 (header information 1) link on the Adjust Entire Bill page to access the Header Info 1 page, where you can assign the appropriate values to the Invoice Date, From Date, and To Date fields for the rebill invoice.
Create journal entries in PeopleSoft General Ledger to record the adjustment.
Send posted journals from PeopleSoft General Ledger to PeopleSoft Project Costing using the PeopleSoft Project Costing PC_GL_TO_PC process.
Run the PeopleSoft Contracts to Billing Interface process (CA_BI_INTFC) to send the adjusted bill line to PeopleSoft Billing.

Assign values to the Invoice Date, From Date, and To Date fields on the PeopleSoft Contracts Billing Process page (RUN_CA_BI) to match the values that you defined for these fields on the PeopleSoft Billing Header Info 1 page for the rebill invoice.
Use the Billing Worksheet to review and approve the adjustment lines that were not preapproved on the PeopleSoft Contracts bill plan.

You can add the adjustment bill lines to the rebill invoice that you created by selecting it from the prompt list on the Add To Bill field. Alternatively, you can create a new invoice for the adjustment bill lines by leaving the Add To Bill field blank.
Run the Billing to Projects/Contracts Interface process (BIPCC000) after bill finalization to update the Project Resource table (PROJ_RES_TMP_BI) with the new invoice activity.

The system applies credit and rebill BAJ rows for the project resource to create a complete audit trail.

PeopleSoft Grants and PeopleSoft Project Costing-Related Invoice Correction Example

The following example demonstrates the PeopleSoft Grants and PeopleSoft Project Costing-Related Invoice Correction functionality:

An invoice that contains charge errors is created. To correct the erroneous invoice, a credit and rebill is completed. Invoice A in the example reflects the charges on the original invoice. Invoice B represents the credit invoice. Invoice C reflects the charges on the rebill.

Billing Activity	Invoice A	Invoice B	Invoice C
Supplies	800.00	(800.00)	800.00
Equipment	400.00	(400.00)	400.00
Total	1,200.00	(1,200.00)	1,200.00

A journal entry adjustment is completed and sent to PeopleSoft Billing. Invoice C now contains the following additional bill activity:

Invoice C Billing Activity	Invoice C Amount
Supplies	800.00
Equipment	400.00
Equipment (from journal entry)	(400.00)
Total	800.00

See Also

Entering Bill Header Information

Setting Up the Billing Interface

Adjusting Bills

Integrating with General Ledger

Processing Contracts Billing