FIN: Local Configuration Guide - Billing

This document contains the configuration decisions made and values to be used in deployment of the Billing module of Oracle’s PeopleSoft Financials Supply Chain Management (FIN) 9.2 application.  As such, all additional documentation must be in agreement with the related items described herein.  Should conflict arise with information contained in another document, the data in this document shall be considered valid and that of the other shall be deemed incorrect.

The Local FIN Billing Configuration Guide explains the necessary tables needed to set up billing invoices in the PeopleSoft system.  The order of the configuration tables presented in this document adheres to the table setup sequence required to successfully set up all tables.

Billing configuration is dependent upon General Ledger as well as some Common Definition setup being completed.

Distribution Code

Set up distribution codes. Distribution code templates will be configured globally, while the distribution associated with charge codes (speed types) that drive accounting distribution in billing will be configured locally.

Distribution Code page

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > Distribution Accounting > Distribution Code
Security:

  • ZC Financials Common Config
  • ZZ AR Local Setup
  • ZZ Billing Local Config

Menu: DEFINE_GENERAL_OPTIONS
Component: DST_CODE_TABLE
Page: DST_CODE_TABLE
Action: A/UD/DA/C

Billing Specialist Roles

Define individuals who are assigned as the specialist for billing activity.

The security and role permission setup has been revamped. Rather than assign individuals to a specific “title” (ie. BI_SPECIALIST), permissions are setup by task or function.

Assign roles to individuals by task or function.

Billing Specialist Roles Page Example

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Product Related > Billing > Setup > Billing Specialist

Security: ZD Billing Local Config Inq and ZZ Billing Local Config
Menu: STRUCTURE_BILLING
Component: BI_SPECIALIST
Page: BI_SPECIALIST
Action: A/UD/DA/C

Here are the screenshot, navigation and security roles to the setup for the billing specialist role:

Roles tab

Navigation: NavBar > Navigator > People Tools > Security > User Profiles > User Profiles

The security administrator at each school should be able to assign the below roles. The security roles needed to perform billing are:

Here are the specific roles:

Security:

  • ZZ_Billing_Entry - allows the user to create bills
  • ZZ_Billing_Processing - allows the user to adjust/process bills for invoice creation
  • ZZ_Billing_Reports - allows the user to run billing reports
  • ZZ_Billing Workcenter - allows the user to perform most functions from 1 place (the workcenter)
  • ZZ_Billing Contracts - User can manage contract/project related bills from an external source
  • ZD_Billing_Inquiry - User can inquire/troubleshoot billing issues
  • ZD_Billing_Read_Only - Allows user to review billing information
Charge Code

Create charge codes with associated accounting, pricing, and tax information. Local charge code values will be configured for each district.

*It has been preferred by most colleges to leave the list price blank and rather enter the list price when the bill is created.

Charge Code Page Example

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Product Related > Billing > Setup > Charge Code

Security: ZD Billing Local Config Inq and ZZ Billing Local Config
Menu: STRUCTURE_BILLING
Component: BI_CHARGE
Pages: BI_CHARGE and BI_CHARGE2
Action: A/UD/DA/C

Billing Business Unit Definition

Define Billing business units and processing rules for these units. Billing business units will be configured at the district level to allow for grouping of transactions and security administration at the district level.

The billing business unit definition is used to define a business unit that appears by default at the business unit level.

Business Unit 1 tab: The billing unit definition configuration setup for your college should rarely be changed, if ever. However, should a location code for the billing address default need to be updated, this is where that change would occur as an example.

Business Unit 1 tab
Business Unit 2 tab
Business Unit 3 tab
Business Unit 4 tab

*The billing approval process is an optional configuration item.  If your college chooses not to configure billing approval, then the approvals process will be skipped.

If your college has chosen to configure the billing approval process (see section on AWE for configuration information).

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Business Unit Related > Billing > Billing Definition

Security: ZD Billing Central Config Inq
Menu: ESTABLISH_BUSINESS_UNITS
Component: BUS_UNIT_TBL_BI
Page:

  • BUS_UNIT_TBL_BI
  • BUS_UNIT_TBL_BI2
  • BUS_UNIT_TBL_BI3
  • BUS_UNIT_TBL_BI4

Action: A/UD/DA/C

Billing Business Unit Options

Define processing rules for groups of Billing business units (SetID). Billing options will be set locally at the district level depending on the needs of the district.

The billing business unit options is used to identify billing options that appear by default at the business unit level.

Billing Business Unit Options Page Example

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Business Unit Related > Billing > Billing Options

Security: ZD Billing Central Config Inq
Menu: ESTABLISH_BUSINESS_UNITS
Component: BUS_UNIT_TBL_BI
Page: BUS_UNIT_OPT_BI
Action: A/UD/DA/C

Here is an example of the configuration and where the configuration shows up in terms of work or processes:

Billing Options Configuration page
Billing Process page example
Billing Approval

The billing approval process is an optional configuration item.  

If your college chooses not to configure billing approval, then the approvals process can be skipped.

Invoice approvals may be configured for credit (negative amount) invoices only, if desired.  In this case debit (positive amount) invoices would not go through the approval process.

Approval Process Setup

Business analysts use this page to define approval definition processes made up of stages and their paths and steps. The approval steps that you place on the approval path represent the approval levels that are required for a transaction.

The approval process definition provides the details of application approval rules.

Billing Credit Invoice Approval setup is a local decision and dependent on the needs of the district.

Search Criteria page
Setup Process Definitions page
Definition Options Definition Criteria page
Definition Options Alert Criteria page
Definition Options Definition Notification page
Definitiion Options Timeout Options page
Paths Details page
Paths Criteria Definition page
Steps Detail page
Steps Detail page

Navigation: NavBar > Navigator > Enterprise Components > Approvals > Approvals > Approval Process Setup

Security:

  • ZZ AP Local Configuration
  • ZD AP Central Config Inq
  • ZD AP Local Configuration Inq

Menu:  EOAW_APPROVAL_WORKFLOW
Component:  EOAW_TXN
Page:  EOAW_TXN
Action:  A/UD/DA/C

Distributed User Profile

User profiles define individual PeopleSoft users and the user profiles are linked to one or more roles. Some or all user profile administration tasks can be distributed by enabling selected users to use the Distributed User Profiles component (USERMAINT_DIST) to control the granting of selected roles to other users.

Billing Credit Invoice Approval setup is a local decision and dependent on the needs of the district. The approver must be indicated on the requester’s Distributed User Profile.

Workflow tab

Navigation: NavBar > Navigator > PeopleTools > Security > User Profiles > Distributed User Profiles

Security:

  • The user that creates and “submits the bill for approval” should have the following role: ZZ_Billing_Entry
  • The supervisor or “approver” of the submitted bill should have the following role: ZZ_AW_BI_INV
  • Route control must be equal to WAnnn on the ZZ_AW_BI_INV role & AWE_ADMIN _nnn role

Menu:  MAINTAIN_SECURITY
Component:  USERMAINT_DIST
Page:  USER_WORKFLOW
Action:  A/UD/DA/C