Setting Up and Using Electronic Invoices

Electronic invoicing or e-invoicing is becoming the standard across many countries.

Suppliers and buyers are required to send and receive invoices in standard formats to reduce manual effort in the billing process. PeopleSoft Billing, Payables, and eSettlements support e-invoicing for inbound and outbound invoices using the Financials Data Export and Import Utility (DEIU).

PeopleSoft delivers these sample DEIU maps:

  • Australia/New Zealand - UBL 2.1

  • Spain, Netherlands - UBL 2.0

  • Generic UBL 2.0 and UBL 2.1

Follow these steps to set up electronic invoices:

  1. Access the Map Definition component to add a new map definition or copy an existing map definition.

    See Defining the Data Source and Target.

    1. Use the Map Definition - Map (Step 1 of 6) Page to define the map.

      Enter a description, version, and select Active. In the Permission section select Public.

      Use the Copy From section to copy map details from an existing map. You can use EIVC_UBL21 as the Map ID.

    2. Use the Map Definition - Source (Step 2 of 6) Page to enter the source for the Map ID.

      Select PS Document as the logical type, DB Table as the physical table, EIVC_UBL21 as the package and document, and a version number.

    3. Use the Map Definition - Target (Step 3 of 6) Page to enter the target for the Map ID.

      Select XML Doc as the logical type. Enter EIVC_UBL21.xml in the XML Sample File field.

    4. Use the Map Definition - Detail (Step 4 of 6) Page to enter map detail for source and target fields.

      Source Field and Name

      Target Field and Name

      (blank)

      35978 - Invoice Profile ID

      00406 - EIVC_UGL21.BI_EIVC_HDR_VW.INVOICE

      10383 - Invoice ID

      00411 - EIVC_UBL21.BI_EIVC_HDR_WW.INVOICE_DT

      33509 - Invoice Issue Date

      00377 - EIVC_UBL21.BI_EIVC_HDR_VW.DUE_DT

      39729 - Invoice Due Date

      00412 - EIVC_UBL21.BI_EIVC_HDR_VW.INVOICE_TYPE

      33499 - Invoice.InvoiceTypeCode

      00295 - EIVC_UBL21.BI_EIVC_HDR_VW.BI_EIVC_HNTE_VW.TEXT254

      33528 - Invoice Note

    5. Use the Map Definition - Filter (Step 5 of 6) Page to add filter criteria for map node EIVC_UBL21.BI_EIVC_HDR_VW.

      In the Criteria section:

      Row

      Logical

      Expression 1

      Condition Type

      Expression 2

      1

      (blank)

      EIVC_UBL21.BI_EIVC_HDR_WW.PROCESS_INSTANCE

      equal to

      :1

      2

      AND

      EIVC_UBL21.BI_EIVC_HDR_WW.BUSINESS_UNIT

      equal to

      :2

      3

      AND

      EIVC_UBL21.BI_EIVC_HDR_WW.INVOICE

      equal to

      :3

    6. Use the Map Definition - Summary (Step 6 of 6) Page to review and submit the map definition.

  2. Use the Invoice Formatting Options - General Page to associate the new map to invoice form EIVC_UBL21.

  3. Use the GL Business Unit ID Numbers Page to enter the tax ID for the business unit.

  4. Access the Customer Information component to:

    1. Use the General Information - Bill To Options Page for the customer ID and select the Electronic Invoice check box in the Billing Options section.

    2. Use the General Information - Additional General Info Page and enter a value for the electronic address ID.

  5. (Optional) Use the MICR Information - Address Page and the MICR Information - Customer Bank Page to define customer MICR ID's.

  6. Use the Contact Customers - Documentation Page and select the document code INVC and XML & Print preferred communication in the Documentation section.

  7. Use the Identifying Information Page to enter the TIN in the Additional ID Numbers expandable section for the supplier.

These steps describe how to use electronic invoices.

  1. Use the Standard Billing - Header - Info 1 Page to create a new bill.

    Enter EIVC_UBL21 in the Invoice Form field. Set the bill status to Ready.

  2. Use the Single Action Invoice page (Billing > Generate Invoices > Non-Consolidated > Single Action Invoice) to finalize and distribute the invoice.

    Enter your business unit, invoice number, and run the process.

  3. Use the Process Scheduler Request page to select Pre-process & Finalization.

  4. Use the Message Log page to verify that the bill was processed successfully.

  5. Use the Create Electronic Invoice File page (Billing > Generate Invoices > Utilities > Electronic Invoice > Create Electronic Invoice File) to generate the electronic invoice file.

  6. Use the Electronic Invoice Status Management Page to verify that the invoice appears in the Billing Invoice List section and has an electronic invoice status of GEN.

  7. Verify that the xml file(s) are created successfully.

  8. Use your own integration method to send the electronic invoice(s).

See also Generating Electronic Invoice Files.