Contract Billing

Job Aid Billing: Contract Billing Project Compass Job Aid PeopleSoft Financials 9.0 Contract Billing Last changed on: 7/22/2009 1:03 PM Page 1 Job Aid Billing: Contract Billing Contract Billing Procedure The Contract Billing process (University Affiliate Billing) is used to create bills in PeopleSoft Billing. Affiliate Billing uses PeopleSoft’s delivered rate-based Billing features. This allows affiliate transaction entries in the General Ledger or any other subsystem to get bills to use the Contract rules linked to the affiliate PeopleSoft Project ID. These bills will result in the detail billing record that is entered online. The following transaction emulates a pass-through in the PeopleSoft Billing module. This job aid explains the Contract Billing’s data with the necessary information and values. Once the Contract bill has been processed, the data will go into the PeopleSoft General Ledger where it will be Cost Collected into the Project Costing transaction table (Project Resource) for the Billing processing to occur. These items are then billed based on the associated contract’s billing plan rules. All charges available for Billing can then be processed into the PeopleSoft Billing module where they are finalized and printed for invoicing and updated to the Accounts Receivable system (as Open Items). Additionally, the accounting entries will go to the General Ledger via Load GL and the Journal Generator processes and journal entries will be created for the bill to reflect the outstanding receivable(s) via the Load AR process. The Billing information appears in the Billing module after the data is entered in the Project Costing tables for Cost Collection processing based on the rules established for billing these items. Once these processes have taken place, the integration with PeopleSoft Billing will occur and the entries will be ready for processing and posting to the General Ledger. Step 1. Action Proceed to the Billing > Maintain Billing > then Click the Standard Billing link. Select the Standard Billing tab and proceed to the next steps. Page 2 Last changed on: 7/22/2009 1:03 PM Job Aid Billing: Contract Billing Make sure that the appropriate Business Unit value is selected when setting up the bill. For this example, the ARGAR Business Unit is used. Step 2. Action Once you click on the Add button shown above, the Bill header and Bill Lines will display. Once the Add button is selected, you may proceed to the next several steps of data entry on the Bill Header and Bill Line pages. Keep in mind that these values will vary. Last changed on: 7/22/2009 1:03 PM Page 3 Job Aid Billing: Contract Billing Step 3. Action The current page (first page) that requires data is the Bill Header page. Click on the Invoice Date field and select the current date. Click in the Type field and/or review it to ensure the DAR value is selected. Click on the From Date and the To Date fields and select the current date for both values. Click on the Accounting Date field and select the current date. Bill Header Page Page 4 Last changed on: 7/22/2009 1:03 PM Job Aid Billing: Contract Billing Step 4. Action The current page (second page) that requires data is the Bill Line page. There are several required fields that must have data entry values selected. The following is the minimal amount of data that needs to be entered for a Contract bill. The bill must have at least one Bill Line completed in order for the invoice to be saved. The first fields entered on the Bill Line page are the Identifier and the Description. The next field that must be entered is the QTY (Quantity) field. Enter the value of 1.0000 for this example. The next field that is necessary is the UOM field. Always enter the value of EA (each) for this example. Bill Line page Step 5. Action Once you have completed entering the necessary data values on the Bill Header and Bill Line pages, proceed to the Accounting page and confirm that the proper accounting entries have been entered and/or enter the values according to the Contract Bill rules. Last changed on: 7/22/2009 1:03 PM Page 5 Job Aid Billing: Contract Billing Step 6. Action The navigation to where the accounting entries is the following: On the Bill Header page select the navigation drop-down on the bottom of the page and select the Acctg – Revenue Distribution and from the Bill Line page select the Accounting link on the bottom of the page – this will also take you to the Acctg – Revenue Distribution page which stores all of the Accounting Entries for each bill line. Once the Accounting information has been verified to be accurate, this transaction can be saved. The Bill is saved and an Invoice Number is created for the transaction. 7. 8. The next steps include running a group of billing processes that loads the billing data into the Accounts Receivable module. The processing order should be executed in the following order: 1. 2. 3. 4. 5. 6. Bill Status Change – Billing Module Pre-Process and Finalization – Billing Module Invoicing Process – Billing Module Currency Conversion – Billing Module Billing Pre-load Process – Billing Module Load AR Process – Billing Module Once these programs are all processed successfully, the transactions will appear in the Accounts Receivables – Pending Item tables. Page 6 Last changed on: 7/22/2009 1:03 PM Job Aid Billing: Contract Billing Action Proceed to the Accounts Receivable > Pending Items > External Items and then select the appropriate transaction from the drop-down list. The transaction appears in Accounts Receivable as a Pending Item via an assigned Group ID (Group ID 77 for this example). The Pending Item will reside on the Group Control table as Not Posted. The next tab, Pending Item 1, displays the transaction details as it was processed from the Billing module. Last changed on: 7/22/2009 1:03 PM Page 7 Job Aid Billing: Contract Billing Once the transaction has been reviewed and/or updated, proceed to the Accounting Entries tab and review the ChartFields. Once the Accounting Entries have been validated, the last step in this process is to click on the last tab, Group Action. The status is defaulted from the billing module as Do Not Post. Click on the Batch Standard push box to set the transaction to Post. Once the transactions Posting Status is set to Batch Standard, the transaction is staged on the Pending Item table and ready to be picked up by the ARUPDATE process and then the Journal Generator process in GL. Page 8 Last changed on: 7/22/2009 1:03 PM Job Aid Billing: Contract Billing Action Proceed to the Accounts Receivable > Receivables Update page and then click on the Request Receivables Update link. The following page will display. Run the ARUPDATE process to post the transaction in the Accounts Receivable module and to stage the transaction on the General Ledger tables for the Journal Generator process to process and post in GL on the Journal Header and Journal Line records. Last changed on: 7/22/2009 1:03 PM Page 9 Job Aid Billing: Contract Billing The transaction log for the ARUPDATE process displays the transaction group totals, customers processed, and whether or not there are any errors that need to be attended to. The transaction is now posted in AR and is ready to be processed by the Billing and Accounts Receivable Journal Generators in the GL module. When the transactions are successfully processed via the Journal Generator, the Journal Edit and Journal Post processes can be run to post to the GL tables. Page 10 Last changed on: 7/22/2009 1:03 PM Job Aid Billing: Contract Billing PeopleSoft Processes for Contract Bills Once you have completed entering the necessary data values on the Bill Header and Bill Line pages, and have validated the ChartFields on the Accounting page, the transaction can be saved. Once the transaction is saved and is assigned an Invoice Number – the following PeopleSoft processes (in order) must be executed in order for the Affiliate Billing process to be posted in the General Ledger. 1. 2. 3. 4. 5. 6. 7. 8. Cost Collection – Project Costing Module Contract – Billing Interface – Contracts Module As-Incurred Journal Entry Process – Contracts Module Billing Interface File Processing – Billing Module Pre-Process and Finalization – Billing Module Journal Entry Process (Load AR) – Billing Module ARUPDATE process – Accounts Receivable Module Journal Generator – General Ledger Module Last changed on: 7/22/2009 1:03 PM Page 11