ctcLink Reference CenterFinanceBilling Billing - 22Reimbursable Grant Contract Billing

Reimbursable Grant Contract Billing

Purpose: Use this document as a reference for how to complete contract billing in ctcLink.

Audience: Billing Staff

Reminders

  • The Cost Collection process needs to be completed for Projects, these are a nightly batch processes.  
  • If you believe that there are items that were processed after the nightly batch process you will need to wait until the next business day.
  • All sponsors are in PeopleSoft with the appropriate “bill to” information, including addresses.
  • The award is fully executed. The contract has been reviewed, the bill plan finalized and the contract activated.
  • All invoices are generated from Contracts.
  • Contracts that are “Fixed Price” will not have billable lines, invoices will by event (specific date and amount).
Run the Billing and Over the Limit Queries
  1. Logon to the PeopleSoft Application.
  2. Navigate to the Query Viewer page in PeopleSoft: Main Menu > Reporting Tools > Query > Query Viewer
Query Viewer
  1. Enter the query name in the *Search By field.
  2. Click the Search button.

The Query appears in the Search Results.

Queriy Viewer Search Results
  1. Select the method you want to run the query.
  2. Enter the criteria at the prompt.
  3. Review the billable rows.
Review OLT Rows
  1. Logon to the PeopleSoft Application.
  2. Navigate to the Query Viewer page in PeopleSoft: Main Menu > Reporting Tools > Query > Query Viewer
Query Viewer page
  1. Enter the query name in the *Search By field.
  2. Click the Search button.

The Query appears in the Search Results.

Query Manager Search Results
  1. Select the method you want to run the query.
  2. Enter the criteria at the prompt.
  3. Review the over the limit rows.
  4. Go to the contracts with OLT rows and place the Bill Plan on hold for each contract until the rows can be fixed.
Run the Contracts to Billing Interface

The Grant Manager will follow the preceding steps with the Awards that can be billed for the billing cycle.

  1. Logon to the PeopleSoft Application.
  2. Navigate to the Query Viewer page in PeopleSoft: Main Menu > Customer Contracts > Schedule and Process Billing > Process as Incurred Billing
Process As Incurred Billing - Find an Existing Value tab
  1. If a run control already exists, select the Search button and select the appropriate run control from the list or create a new run control using the Add a New Value tab.
  2. Click the Add button.

The Process as Incurred Billing page is displayed.

Process As Incurred Billing page
  1. Ensure that ‘Process Always’ is selected in the Process Frequency drop-down box.
  2. Ensure the following required fields from the table below are entered properly on the following two sections of the Run Control page:

Contract  Options Section

Field Name

Action

Notes

Business Unit

Enter or confirm value of ‘WAxxx’

Contract Type

Select: Optional field

Contract

Enter the Contract # that you would like to bill.

Warning: The fields in the Contract Options group box limit the billing data that is included in the running of this process. The user has the option to filter by PeopleSoft Contract, (contracts) Business Unit, Contract Type, Sold to (customer), or Bill To (customer). If you leave all fields blank, the process picks up all available billing activity in PeopleSoft Contracts and in all schools. Because we have the colleges on different Business Unit, this is not recommended in this environment.

Billing Options Section

Field Name

Action

Notes

Billing Business Unit

Enter or confirm value of the College BU

Billing Specialist

Enter or confirm that you are the Billing Specialist:

Billing Cycle ID

Enter or confirm the Billing Cycle Identifier depending on the type of Billing that you are running.

Awards will be given a Billing Cycle Identifier during Award Setup.

Cycle From Date

For Non LOC billing, select the start date corresponding to the Billing Cycle you are running. See the following examples:

If you are running the MONTHLY (MO-INSTALL) billing cycle on April 7th, you would select the beginning of the previous month, March 1st.

Cycle To Date

For Non LOC billing, select the end date corresponding to the Billing Cycle you are running. See the following examples:

If you are running the MONTHLY billing cycle on April 7, 2013 you would select the end of the previous month, March 31, 2013.

Date Option

Select or confirm ‘Acct Date’.

From Date

Enter 01/01/1901. Date selected for this field should be beyond the beginning of the month to capture expense transactions approved for prior months within the award.

Through Date

For NON LOC billing select the last day of the previous month.

Invoice Date

Enter Current Date

Warning: The fields in the Billing Options group box limit the billing data that are included in the run of this process. If you leave all fields blank, the process picks up all available billing activity in PeopleSoft Contracts and PeopleSoft Project Costing.

  1. Click the Run button in the upper right hand corner of the page.
  2. The Process Scheduler Request page is displayed.
Process Scheduler Request
  1. Check the Contracts to Billing Interface process checkbox.
  2. Click the OK button.

The Process As Incurred Billing page is displayed.

Process as Incurred Billing page
  1. A process instance is displayed beneath the run button on the CA_BI_INTFC run control page.
  2. Go to the Process Monitor by clicking the Process Monitor hyperlink.

The Process Monitor page is displayed.

Process Monitor page
  1. Select the Details hyperlink on the associated CA_BI_INTFC Process name that was run.

The Process Detail page is displayed.

Process Detail page
  1. Click the Message Log hyperlink.

The Message Log page is displayed.  

Message Log
  1. Write down the INTFC_ID.

Note: This INTFC_ID will be required for the next procedure. If you do not find an INTFC_ID in the message log, do not rerun the process. Instead, correct the interface errors using the following navigation before proceeding to the next step.  

Navigation: Main Menu > Billing > Interface > Transactions >Correct Interface Errors

To fix the Billing Interface Errors, please go to the Appendix section of this document to see instructions on how to fix Interface errors. In addition to correcting the Interface Errors and saving the information at the navigation above, the Billing Specialist must also follow up with the Grants Manager to correct the Award setup configuration. This will help prevent future interface errors for the same Award.

Execute Billing Interface Process

Now that you have successfully run the Contract to Billing Interface, the Billing Interface must be run in order to convert staged data into actual temporary bills in the Billing module.

  1. Navigate to the following menu path:  Main Menu > Billing > Interface Transactions > Process Billing Interface
Process Billing Interface - Find  an Existing Value tab
  1. If a run control already exists, select the Search button and select the appropriate run control from the list or create a new run control using the Add a New Value tab.
  2. Click the Add button.

The Billing Interface page is displayed.

Process Billing Interface page
  1. Enter into the From Interface ID and To Interface ID fields the INTFC_ID that was created and written down from the previous procedure (Contract to Billing Interface). Although other interface ID’s may be available for selection, the Billing Specialist should only select the interface ID related to the billing cycle they are currently processing. Otherwise, if they process all interface ID’s it will be more complicated for the other Billing Specialists to locate their respective bills.
  2. Click the Run button.

The Process Scheduler Request page is displayed.

Process Scheduler Request page
  1. Select the Billing Interface checkbox.
  2. Click the OK button.

The Process Billing Interface page is displayed.

Process Billing Interface page
  1. Click on the Process Monitor link to confirm that the BIIF0001 process finished with a Run Status of ‘Success’.

Note: The Details hyperlink contains further details on the number of Bills created.

Process Deatil Message Log page
Review Billing Worksheet

The purpose of the Billing Worksheet is to allow a user to verify some of the information that would appear on an invoice before an invoice is generated. At this stage, the invoice is a temporary invoice and will have a prefix of TMP. In addition to this page PeopleSoft provides functionality that allows you to produce a Pro Forma invoice before approving the billing worksheet. This process allows you to produce an invoice for those individuals who may not have access to the billing worksheet or the ability to run billing processes. The pro-forma invoice shows how the real invoice will look and shows the demographic data that will appear on invoice.

The user can then return to the Billing Worksheet(s) on this page and either approve or delete each worksheet and save the page. After the page is saved, all Billing Worksheets that had an action value of Approved or Delete disappear from the page. The user will need to navigate to the Manage Contract/Project Bills. If the user needs to modify the temporary invoice, the invoice should be deleted and the billing process should be run from the beginning again to capture whatever changes occur within the PeopleSoft source systems once the changes are completed.  

  1. Navigate to the following menu path: Main Menu > Billing > Manage Billing Worksheet > Update Billing Worksheet

The Update Billing Worksheet (Find an Existing Value) page is displayed.

Update Billing Worksheet page
  1. Select the Set Filter Options hyperlink and confirm that ‘WAxxx’ is populated in the Business Unit field. Once the values have been populated, click the Save Search button.
Filter Options page

Note:  Using the Set Filter Options page, the user can search for a specific Billing Worksheet or a group of worksheets to be reviewed. This is a one-time setup step. The other fields can be used (i.e Contract #) in the future on the ad hoc basis to filter the worksheets displayed.

  1. Click the Search button.

The contracts that match the criteria entered on Set Filter Options page will appear in the Header Level Detail section of the page.

Worksheet Headers page
  1. Click on the Header Info 1button to view the header information for a particular bill.

The Worksheet Header information for all awards that have expenses to be billed will be displayed. 

  1. Review the fields and links on this page to identify any incorrect values for the Sponsor. Click the Save button to save changes. This step is suggested on initial billings of a sponsor to ensure that the correct setup has occurred for both the sponsor and awards. Any incorrect information can be updated from these pages; however the Billing Specialist should also update the Sponsor data as well as contact the Grants Manager for Award setup problems.

Note:  You can enter Header Notes on the Billing Header Info page. See the Appendix on entering Billing Header Notes for more information.

  1. Click the Return to Manage Billing Worksheet hyperlink to return the worksheet page.
  2. Click on the Line Details tab.

The Lines Details page is displayed.

Lines Details page

Note: The Lines Detail page shows all of the transaction lines to be billed that are associated with every Billing Worksheet that appeared on the previous page. 

  1. Select either ‘Bill’ or ‘Defer’ from the Billing Option dropdown box. If the line is ready to be Billed select ‘Bill’, otherwise select ‘Defer’.

Note: A Defer Date must be entered if ‘Defer’ is selected. Click on the calendar icon to select a date in the Defer Date field.

  1. Click the Save button.
  2. Click on the Worksheet Headers tab.
  3. Click on the check box corresponding to the appropriate contract and select the Approve Now button.
Worksheet Headers tab
  1. Click the Save button.
Search, Select, Print Pro Forma, or Generate Invoice
  1. Navigate to the following menu path: Main Menu > Billing > Manage Billing Worksheet > Review Contract/Project Bills

The Manage CA/PC Bills (Find an Existing Value) page is displayed for the award.

Review Contracts/Project Bills page
  1. Verify that ‘WAxxx’ is populated in the Business Unit field.
  2. Enter appropriate values in any of the fields in the top portion of the page and click the Search button.

Note: Specifying multiple values will help you to limit the number of results returned.

  1. Select any or all of the bills for processing by clicking the checkbox to the left of each bill.
  2. Click on the Pro Forma icon to view the invoice as it will be printed. Select the Generate Invoice icon in the upper right hand corner of the page to print the actual invoice.
Review Contracts/Project Bills page - Pro Forma and Generate Invoice buttons highlighted
  1. Navigate to the Process Monitor: Main Menu > Peopletools > Process Scheduler > Process Monitor

The Process List page is displayed.

Process List page
  1. Navigate to the Report Manager: Main Menu > Reporting Tools > Report Manager

The Reporting Manager  page is displayed and click on the Administration tab.

  1. Click on the BI_PRNXPN01-BI_PRNXPN01.pdf description hyperlink to view or print the invoice.
Report Manager Administration tab

Note: The general ledger accounting entries and AR tables will be loaded as a part of the nightly batch process. If the Sponsor requires the bill to be completed in a format they provide, provide a copy of the completed Sponsor Invoice to be scanned into image now in the Business office once bill is sent out.

VII. Appendix

Review Billing Details

View accounting entry information for the selected contract or billed customer.

  1. Logon to the PeopleSoft Application.
  2. Navigate to the following menu path: Main Menu > Billing > Review Billing Information > Details

The Bill Inquiry (Find an Existing Value) page is displayed.

Bill Inquiry page
  1. Enter a customer or contract number to be reviewed and click the Search button.
  2. Click the hyperlink for the specific invoice that you would like to review.

The Header-Info 1 tab is displayed

Header - Info 1 tab
  1. Click the Line-Info 1 tab to review the line details for each invoice.

Note: Additional information about the bill can be displayed by clicking the hyperlinks and drop-down menu options at the bottom of the page.

Line - Info 1 tab
Review Accounting Entries in Billing by Invoice

View specific accounting entry information about the invoice selected.

Note: The remaining steps are executed as part of the nightly batch processes, but are included in this document so the end user understands the entire bill creation lifecycle.

  1. Logon to the PeopleSoft Application.
  2. Navigate to the following menu path: Main Menu > Billing > Review Billing Information > Review Entries by Invoice

The Accounting Entries by Invoice (Find an Existing Value) page is displayed.

Accounting Entries by Invoice - Find an Existing Value tab
  1. Enter an Invoice number in the Invoice field tab and click the Search button.

The Accounting Entries tab is displayed.

Review Entries by Invoice

Note: The entries can be further validated by clicking the Transaction Amounts and Journal Information tabs.

Enter Bill Header Notes

Header notes apply to the entire bill. To select a predefined note (one that you have already defined on the Standard Note page in General Options), select Standard Note Flag and select a note code in Std Note (standard note). Once you press Tab to exit the Std Note field, the note type ID is displayed in the Note Type field, and the predefined text for that note is displayed in the Note Text field. To create a note, do not select Standard Note Flag. Select a note type, and in the Note Text field, enter the text to appear on the invoice. Select ‘Internal Flag Only’ if you do not want the note to appear on the actual invoice.

  1. Logon to the PeopleSoft Application.
  2. Navigate to the following menu path: Main Menu > Billing > Locate Bills > Bills Not Invoiced
Header Notes tab
  1. Enter the Business Unit in the Unit field.
  2. Select from Customer or Contract in the Bill To field.
  3. Click the Search button to retrieve a list of invoices.
  4. Select the check box next to the invoice and select the Header Note hyperlink to go to the Notes page.

The Header – Note tab is displayed.

  1. Enter the information you would like displayed on the invoice in the Note Text section of page.
  2. Click the Save button.
Execute the Billing to Contracts/Project Update (Batch Process)

The process on this page creates a file to update the Projects and Contracts modules with billing data. This page can be used to run the Billing to PC/CA Interface process once or on a schedule, such as for batch processes. While this process will typically be run as a batch process, it will also have to be run for ad hoc bills in order for the other modules to be updated with the billing changes. Once this process is run, you can view the invoice information on the history page of the bill plan in the Customer Contracts Module.

  1. Navigate to the following menu path: Main Menu > Billing > Generate Invoice > Utilities > Update Contracts/Project Data

The Run Projects/Contracts Intfc Find an Existing Value page is displayed.

Run Projects/Contracts Intrfc page

Note: If a run control already exists, select the Search button and select the appropriate run control from the list or create a new run control using the Add a New Value tab to create a new run control.

The Run BI PC/CA Intfc page is displayed.

Update Contract/Projects Data
  1. Use one of following the Range Selection radio buttons to select what data you would like to process. 

Range Selection

Action

All

Business Unit

Enter a college Business Unit

  1. Click the Run button.

The Process Scheduler Request page is displayed.

Process Scheduler Request
  1. Click the OK button.
  2. Click on the Process Monitor and ensure that the process has run successfully.
Execute the Retrieve Billing Items Process (Batch Process)

This process updates the Projects module and the PROJ_RESOURCE table by changing the BIL lines to BLD and the Billing Distribution status from Billing Worksheet (W) to Distributed (D).

  1. Logon to the PeopleSoft Application.
  2. Navigate to the following menu path: Main Menu > Project Costing > Revenue Collection > Retrieve Billing Items

The Retrieve Billing Items (Find an Existing Value) page is displayed.

Retrieve Billing Items - Find an Existing Value tab
  1. Select the Search button and select the appropriate run control from the list (if a Run Control already exists) or create a new run control using the Add a New Value tab.

The Retrieve Billing Items page is displayed.

Retrieve Billing Items page
  1. Select ‘Always’ from the Process Frequency drop-down box.
  2. Select ‘Business Unit’ from the Option drop-down box and enter the college Business Unit in Business Unit field.
  3. Select ‘All’ from the Date Option drop-down box.
  4. Click the Run button.
Process Scheduler Request page
  1. Verify that the BIL rows in the project resource table have been changed to BLD rows by navigating to the transaction definition list.

Project Costing > Transaction Definition > Transaction List

  1. Enter the Business Unit of the college and Project ID and click Search.

The Transactions List page is displayed.

  1. Enter in the appropriate Analysis Group and From Date and Through Date values.
  2. Click the Search button.
Correct Interface Errors from CA to BI Interface Process
  1. Navigate to the following location in PeopleSoft: Main Menu > Billing > Interface Transactions > Correct Interface Errors
  2. Enter the Interface ID (INTFC_ID) generated from the Contracts to Billing Interface process. See CA to BI interface procedure for the steps required to find the INTFC_ID.
Review Interface Error - Find an Existing Value tab
  1. Click the Search button.

The rows in error during the CA to BI process will be displayed in the Search Results.

CA to BI  Search Results page
  1. Click the hyperlink for each row to select the row in error.

The PS_INTFC_BI tab is displayed. 

PS_INTFC_BI tab

Note:  The Load Status displays the error associated with the row. Often the message will not provide enough detail to understand the issue. The PS_INTFC_BI_AEDS tab may also contain on the row some additional detail about the error.

Typically the error will be caused because a required field wasn’t populated during award setup.  The following fields are required fields by Billing Type:

Cost Reimbursable

Fixed Price

Cost Reimbursable (LOC)

Address Sequence Number

Address Sequence Number

Address Sequence Number

Billing Specialist

Billing Specialist

Bill Source

Billing Cycle Identifier

Billing Cycle Identifier

Contracts Business Unit

Bill Inquiry Phone

Contracts Business Unit

Contract

Contract

Contract

Invoice Date

From Date

From Date

Invoice Form

Invoice Date

Invoice Date

Letter of CreditID

Invoice Form

Invoice Form

Letter of Credit Document ID

To Date

To Date

  1. Populate the missing value on the PS_INTFC_BI tab and click the Save button.
  2. Click the Return to Search button and repeat the steps above until for each row in error for the Interface ID.
Review Billing History

The Billing History can be reviewed after the nightly batch processes have been run. Complete the steps below to review the history.

  1. Go to the following navigation in PeopleSoft: Main Menu > Customer Contracts > Create and Amend
General Information - Find an Existing Value tab
  1. Enter the Business Unit of the college in the field
  2. Enter the Contract number in the Contract field and click the Search button.

The General Information tab is displayed.

General Information tab

4.     Select the Billing Plans hyperlink at the bottom of the page.

The Assign Billing Plan page is displayed.

Assign Billing Plan page
  1. Select the hyperlinked Bill Plan number in the Contract Lines to be Assigned section.

The Billing Plan General page is displayed.

Billing Plan General page
  1. Select the History tab to see all invoices created.
History tab

0 Comments

Add your comment

E-Mail me when someone replies to this comment