The form that appears when you click Select on the Contract Billing Line Inquiry form depends on the type of billing line you have selected.
14.5.4 Revising Invoice Amounts for a Non-T and M Contract Billing Line
Access a billing line revision form (for example, Unit Price Billing Line Revisions).
Figure 14-14 Unit Price Billing Line Revisions form
The Unit Price Billing Line Revisions form is an example. The form that appears depends on the billing line type that you selected.
To revise amounts, complete the field in either the CURRENT or TO DATE column. The system calculates whichever amount you did not specify.
14.6 Deleting Invoice Information
This section provides overviews of the deletion of invoice information, the removal of invoices to a new batch, and the removal of a workfile transaction from an invoice pay item, and discusses how to:
- Move invoices to a new batch.
- Remove a workfile transaction from a JD Edwards EnterpriseOne Service Billing invoice pay item.
- Remove a workfile transaction from a T and M invoice pay item.
14.6.1 Understanding the Deletion of Invoice Information
As you review invoice information, you might need to reduce or delete invoice information. You can delete invoice information at the batch, invoice, or workfile transaction level. For JD Edwards EnterpriseOne Service Billing transactions only, you can also delete invoice information at the pay item level. For example, you might need to delete the entire batch of invoices if the wrong document type was assigned during invoice generation.
When you delete a batch of invoices, the system:
- Deletes the record from the Service Billing Batch Control table (F48011).
- Deletes transactions from the Invoice Summary Work File table (F4822) for the invoice batch.
- Removes invoice information from the transactions in the Billing Detail Workfile table (F4812) for the invoice batch.
| Note: For JD Edwards EnterpriseOne Contract Billing, the system removes invoice information from the F4812 table for T and M pay items and deletes workfile transactions for non-T and M pay items. |
When you delete an invoice from a batch of invoices, the system:
- Reduces the batch total amount stored in the F48011 table by the total amount of the invoice.
- Deletes the transactions for the invoice from the F4822 table.
- Removes invoice information from the transactions in the F4812 table for the invoice.
| Note: For JD Edwards EnterpriseOne Contract Billing, the system removes invoice information from the F4812 table for T and M pay items and deletes workfile transactions for non-T and M pay items. |
When you delete an invoice pay item from an invoice, the system:
- Reduces the batch total amount stored in the F48011 record by the total amount of the invoice pay item.
- Deletes the F4822 transactions for that pay item.
- Removes invoice information from the F4812 transactions for that pay item.
- Resets the batch status of the F48011 record if invoice journals have been created; the batch status causes the system to rerun invoice journal entries.
- Deletes the invoice if you delete the last pay item in an invoice.
| Note: You can delete invoice pay items from JD Edwards EnterpriseOne Service Billing invoices only. |
14.6.1.1 Considerations for Deleting a Batch of Invoices
You can delete invoice batches interactively, or you can submit the job to the server. The submit-to-server method is recommended if you are running the system on the web.
When you use the submit-to-server method, the system calls the Batch Delete program (R48S900). If the deletion is successful, the Batch Delete program generates a report that indicates that the batch was deleted successfully. If the batch was not deleted successfully, the report indicates that the batch deletion failed or that the records being deleted are reserved by another user.
14.6.2 Understanding the Removal of Invoices to a New Batch
In some situations, one or more invoices in a batch might not be approved, while the other invoices in the batch are approved. Waiting for all invoices to be approved might delay the batch. To prevent a delay and allow the approved invoices to be posted, you can remove the unapproved invoices from the batch and add them to a new batch that includes only the unapproved invoices.
Moving invoices to a new batch creates a new batch in the Service Billing Batch Control table (F48011) and updates amounts, the number of documents, and the batch status for both the original batch and the new batch.
14.6.3 Understanding the Removal of a Workfile Transaction from an Invoice Pay Item
When you remove a workfile transaction that is attached to an invoice pay item, the system:
- Reduces the batch total amount that is stored in the record in the Service Billing Batch Control table (F48011) by the total amount of the transactions in the Billing Detail Workfile table (F4812).
- Reduces the invoice amount stored in the transaction in the Invoice Summary Work File table (F4822) for that pay item by the total amount of the transactions in the F4812 table.
- Removes invoice information from the transactions in the F4812 table.
- Resets the batch status of the F48011 record if invoice journal entries have been created; the batch status causes the system to rerun invoice journal entries.
- Does not delete the pay item if you remove all of the F4812 transactions for a pay item; instead, the system resets the invoice amount to zero.
| Note: For JD Edwards EnterpriseOne Contract Billing, you can remove only workfile transactions that are attached to a T and M invoice pay item. |
14.6.4 Forms Used to Delete Invoice Information
| Form Name | Form ID | Navigation | Usage |
|---|---|---|---|
| Work With Batches | W48221B | Invoice Processing (G48S21), Batch Review |
Invoice Processing (G5221), Batch Review
Delete a batch of invoices.
Delete an invoice from a batch of invoices.
Select a batch on the Work With Batches form, and then click Select.
Select an invoice on the Work With Invoices form, and then click Select.
Remove a workfile transaction from a service billing invoice pay item.
Delete an invoice pay item from an invoice.
Select a batch on the Work With Batches form, and then click Select.
Select an invoice on the Work With Invoices form, and then click Select.
Remove a workfile transaction from a T and M invoice pay item.
Review the pay items for an individual contract billing invoice.
14.6.5 Moving Invoices to a New Batch
Access the Work With Invoices form.
Figure 14-15 Work With Invoices form
Select one or more invoices to move, and then select Move Invoice from the Row menu.
The system displays the remaining invoices for the existing batch, omitting invoices that were moved. In the New Batch Number field in the header area, the system displays the batch number of the new batch that contains the moved invoices.
14.6.6 Removing a Workfile Transaction from a Service Billing Invoice Pay Item
Access the Service Billing Invoice Entry form.
Figure 14-16 Service Billing Invoice Entry form
- Select the invoice pay item from which you want to remove a workfile transaction, and then select Billing Details from the Row menu to access the Invoice Detail Revision form.
- Select the workfile transaction to delete and select Delete From Inv. (delete from invoice) from the Row menu.
14.6.7 Removing a Workfile Transaction from a T and M Invoice Pay Item
Access the Contract Billing Line Inquiry form.
Figure 14-17 Contract Billing Line Inquiry form
- Select the T and M invoice pay item, and then select Billing Details from the Row menu to access the Invoice Detail Revisions form.
- Select the workfile transaction that you want to remove, and select Delete From Inv. (delete from invoice) from the Row menu.
| Note: If you remove a workfile transaction from a T and M billing line on which other billing lines depend, the system generates a warning stating that you might need to recalculate fees, draws, and retainage. |
14.7 Adding Invoice Information
This section provides overviews of the manual creation of invoice information and the addition of transactions to an invoice and discusses how to:
- Create an invoice batch manually.
- Create a new invoice in a batch for JD Edwards EnterpriseOne Service Billing.
- Create a new invoice in a batch for JD Edwards EnterpriseOne Contract Billing.
- Add existing workfile transactions to an invoice.
- Add existing G/L transactions to an invoice.
- Add ad hoc workfile transactions to an invoice.
14.7.1 Understanding the Manual Creation of Invoice Information
You can manually generate invoices without running the Service Billing Invoice Generation program (R48121) or the Contract Billing Invoice Generation program (R52121). When you generate invoices manually, you can:
- Create a new batch.
- Create invoices that you want to include in a batch.
- Add transactions from the Billing Detail Workfile table (F4812) to individual invoices in a batch.
| Note: For JD Edwards EnterpriseOne Contract Billing, you can add only T and M transactions to individual invoices in a batch. |
For example, you might have an existing batch that includes invoices that you have already reviewed and revised. You can add another invoice to the batch manually without having to delete and regenerate the entire batch.
You might need to revise a previously billed invoice. For example, a previously billed invoice might need a revision after cash has been applied to the invoice. Rather than voiding the cash receipt or the invoice, you can create an adjustment to the previous application. To do this, enter the application number for the invoice that needs adjusting in the Application No (application number) field on the Create Manual Invoice form. The system automatically assigns the adjustment number and creates a new invoice number for the adjusted application.
For JD Edwards EnterpriseOne Service Billing, when you create invoice information manually, the system does not adhere to any sequence and summarization rules that you defined for the invoice pay item level break logic. You manually control the sequence and summarization logic in the way that you manually create the pay items.
For JD Edwards EnterpriseOne Contract Billing, when you create invoice information manually, the system uses the billing lines that you have defined to control the structure of the invoice pay item.
You cannot automatically run the Invoice Journal Generation program or the Create A/R Entries (R48199) program when you create an invoice batch manually. You must call these processes from the Batch Review program (P48221).
14.7.2 Understanding the Addition of Transactions to an Invoice
The Invoice Summary Work File table (F4822) might not contain all of the billable amounts that you entered during the accounting cycle. To account for this, you need to:
- Review the existing transactions in the Billing Detail Workfile table (F4812) that are not currently in an invoice batch.
- Manually add transactions that exist in the F4812 table.
- Manually add costs that exist in the Account Ledger table (F0911) and are not currently in the F4812 table, if necessary.
- Manually add ad hoc costs or credits to the invoice, if necessary.
| Note: For JD Edwards EnterpriseOne Contract Billing, you can add only T and M transactions to an invoice. |
For JD Edwards EnterpriseOne Service Billing, you can add workfile transactions to a new invoice, an existing pay item in an invoice, or a new pay item.
For JD Edwards EnterpriseOne Contract Billing, you can add workfile transactions for time and material billing line that is on an existing pay item on an invoice.
You can also add transactions to an invoice on an as-needed basis. For example, you might want to add a workfile transaction to an invoice for services not represented in the F0911 table.
14.7.3 Forms Used to Add Invoice Information
| Form Name | Form ID | Navigation | Usage |
|---|---|---|---|
| Work With Batches | W48221B | Invoice Processing (G48S21), Batch Review |
Invoice Processing (G5221), Batch Review
Access existing batches.
Select a batch on the Work With Batches form, and then click Select.
Select Create Invoice from the Form menu on the Work With Invoices form.
Select a batch on the Work With Batches form, and then click Select.
Select Create Invoice from the Form menu on the Work With Invoices form.
Select the invoice to revise on the Work With Invoices form, and then click Select.
Select the pay item to which you want to attach the workfile transactions on the Service Billing Invoice Entry form, and then select Workfile Selection from the Row menu.
Select the T and M billing line to which you want to attach the workfile transactions on the Contract Billing Line Inquiry form, and then select Workfile Selection from the Row menu.
Select the invoice to revise on the Work With Invoices form, and then click Select.
Select the pay item to which you want to add the workfile transactions on the Service Billing Invoice Entry form, and then select Billing Details from the Row menu. Alternatively, select the T and M billing line to which you want to add the workfile transactions on the Contract Billing Line Inquiry form and then select Invoice Details from the Row menu.
Click Add on the Invoice Detail Revisions form.
Add ad hoc workfile transactions to an invoice.
You can add transactions to an invoice on an as-needed basis. For example, you might want to add a workfile transaction to an invoice for services not represented in the Account Ledger table (F0911).
If you add workfile transactions directly to the workfile, process the original billable source transaction through the normal accounting cycles, and then run the Workfile Generation program (R48120), the system creates a duplicate workfile transaction.
14.7.4 Creating an Invoice Batch Manually
Access the Work With Batches form.
Figure 14-18 Work With Batches form
Select Create Batch from the Form menu.
The system creates an empty batch header.
14.7.5 Creating a New Invoice in a Batch for JD Edwards EnterpriseOne Service Billing
Access the Create Manual Invoice form.
Figure 14-19 Create Manual Invoice form
Complete the fields as necessary, and click OK.
The new invoice appears on the Work With Invoices form without a gross amount. You can then add billing detail workfile transactions to the invoice or release retainage.
14.7.6 Creating a New Invoice in a Batch for JD Edwards EnterpriseOne Contract Billing
Access the Create Manual Invoice form.
Figure 14-20 Create Manual Invoice form
- Enter the contract number in the Contract/Type/Co (contract/type/company) field.
- Complete the Application No, (application number) Adjustment No, (adjustment number) Bill From Date, Bill Thru Date, G/L Date, Invoice Date, and Bill Codes fields. These fields are optional. If you leave the Application No field blank, the system assigns the next sequential number.
- To override the information from the billing constants, contract master, and processing options, complete the Invoice Type, Tax Area/Expl (tax area/explanation), Payment Terms, Zero Invoice Processing, LS Calc Method/Ledger Type (lump sum calculation method/ledger type), and Exchange Rate Date Basis fields.
- Click Submit.
- Click OK on Invoice Generation. The new invoice appears on the Work With Invoices form.
14.7.7 Adding Existing Workfile Transactions to an Invoice
Access the Billing Detail Transaction Selection form.
Figure 14-21 Billing Detail Transaction Selection form
- Select one or more workfile transactions.
- Select Merge/Update Inv from the Row menu. The system merges the workfile transaction information into the invoice pay item. The system prevents you from merging taxable and nontaxable workfile transactions into the same invoice pay item. If you merge workfile transactions into an invoice pay item, the workfile transactions must share the same tax explanation code and tax rate area. If you are using Vertex tax information, the workfile transactions must share the same geo code, product category code, and transaction type. A blank in the Tax Area field is a valid tax code that indicates that the pay item is nontaxable.
| Note: For JD Edwards EnterpriseOne Contract Billing, if you are using NTE processing and the workfile transaction that you are merging into the invoice pay item would cause the invoice to exceed the NTE limit, the system displays an error message and does not merge the workfile transaction. In addition, any transactions with a value of 1 (Only paid AP invoice can be billed) in the Bill When Paid field for the billing line on the Contract Billing Line Detail Revisions form are merged into the invoice only if the voucher associated with the workfile record has been paid. If you select a voucher that has not been paid, the system generates an error stating that bill when paid has not been satisfied. If you add a workfile transaction to a T and M billing line on which other billing lines depend, the system displays a warning stating that you might need to recalculate fees, draws, and retainage. |
14.7.8 Adding Existing G/L Transactions to an Invoice
Access the G/L Transaction Selection form.
Figure 14-22 G/L Transaction Selection form
- To specify how to select the home business unit for payroll equipment workfile transactions, select either the Asset Master (Default) option or the Payroll option.
- Select a transaction and select Select from the Row menu. The system creates a Billing Detail Workfile record for the G/L transaction.
- On G/L Transaction Selection, click Close to return to the Billing Detail Transaction Selection form.
- If you want to review the detail information for the workfile transaction that you just created, select the workfile transaction and click Select.
- On the Billing Detail Transaction Selection form, click Find, and then select one or more workfile transactions.
- Select Merge/Update Inv from the Row menu. The system merges the workfile transaction information into the invoice pay item. The system prevents you from merging taxable and nontaxable workfile transactions into the same invoice pay item. If you merge workfile transactions into an invoice pay item, the workfile transactions must share the same tax explanation code and tax rate area. If you are using Vertex tax information, the workfile transactions must share the same geo code, product category code, and transaction type. A blank in the Tax Area field is a valid tax code that indicates that the pay item is nontaxable.
| Note: For JD Edwards EnterpriseOne Contract Billing, if you are using NTE processing and the workfile transaction that you are merging into the invoice pay item causes the invoice to exceed the NTE limit, the system displays an error message and does not merge the workfile transaction. In addition, any transactions with a value of 1 (Only paid AP invoice can be billed) in the Bill When Paid field on the Contract Billing Line Detail Revisions form are merged into the invoice only if the voucher associated with the workfile record has been paid. If you select a transaction for which a voucher has not been paid, the system displays an error stating that the bill when paid requirement has not been satisfied. |
| Note: For JD Edwards EnterpriseOne Contract Billing, if you add a G/L transaction to a T and M billing line on which other billing lines depend, the system displays a warning stating that you might need to recalculate fees, draws, and retainage. |
14.7.9 Adding Ad Hoc Workfile Transactions to an Invoice
Access the Workfile Entry form.
Figure 14-23 Workfile Entry form
For JD Edwards EnterpriseOne Contract Billing, if you are using NTE processing and the ad hoc workfile transaction that you are adding to the T and M invoice pay item causes the invoice to exceed the NTE limit, the system generates an error message and does not add the workfile transaction.
If you add an ad hoc transaction to a T and M billing line on which other billing lines depend, you must recalculate fees, draws, and retainage.
Account No (account number)
Specify a general ledger account.
Enter a code to specify how the system processes a transaction at the single-transaction level. Values are:
0: Available for invoicing and revenue.
1: Available for invoicing only.
2: Available for revenue only.
4: Available for cost only.
5: Available for accounts payable only.
The system assigns eligibility codes to workfile transactions based on the Billable (Y/N) field in the Account Master table (F0901) and the Journal Generation Control field that you set up in the system constants. For example, if an account with a Y in the Billable (Y/N) field is processed through the billing system and the Journal Generation Control field is set for billing only, the eligibility code for the transaction is 1. An eligibility code of 1 specifies that the transaction is available for invoicing only.
Enter the base currency code. The system uses the currency code from the company of the business unit.
Enter a code to specify how the system should re-extend a transaction. You re-extend a transaction when you want to change or reapply the markup for the transaction based on specific overrides or on the information that you have defined in the markup tables. Values are:
1: Reapply the established invoice markup rates from the Billing Rate/Markup table (F48096); the revenue amount is not changed.
2: Reapply the established revenue markup rates from the F48096 table; the invoice amount is not changed.
3: Use the rates or amounts entered on the Amounts/Units Information window or on the Billing Rate/Markup Revisions form; do not apply the established invoice or revenue markup rates from the F48096 table.
Blank: Reapply both the invoice and revenue markup rates using the established rates from the F48096 table.
Enter the quantity of something that is identified by a unit of measure. For example, it can be the number of barrels, boxes, cubic yards, gallons, hours, and so on.
Enter the amount that the system will add to the account balance of the associated account number. Enter credits with a minus sign (–) either before or after the amount.
Discount % (discount percentage)
Enter the percent of the total invoice or voucher that you will discount if it is paid within the discount period. You enter the discount percent as a decimal, for example, a 2 percent discount is .02.
Inv Rate Ovr/Cap (invoice rate override/cap)
In the first field, enter a rate that the system uses to mark up the invoice amount reflected in the billing of professional services workers such as drafters, engineers, or consultants. This rate does not affect the employee's paycheck. You can use the markup rate as an override rate or a maximum rate.
The calculation of the override rate for the total invoice markup is
((Override Rate) × (Unit)) × (1 + (Markup Percent)) + (Markup Amount).
When you specify a maximum or cap rate, the system compares the rate override with the rate from the cost transaction. The system then uses the lower rate as the override rate.
You set up the override or maximum unit rate using the Billing Rate / Markup Table program (P48096).
Within the JD Edwards EnterpriseOne Service Billing and JD Edwards EnterpriseOne Contract Billing systems, you can mark up the revenue amount at a different rate from the invoice amount. The Independent Revenue/Invoice Amounts option in the Billing System Constants table (F48091) controls this function. Use generation type 1 to specify a table for invoice, revenue, and component markup rates and use generation type 2 to specify a table for revenue and component markup rates.
Use generation type 1 to specify the invoice and revenue markup rates only when the Independent Revenue/Invoice amounts are set to not equal in the Billing Constants.
Mark Up % (mark up percentage)
Enter a number that specifies the percentage that the system uses to mark up the revenue amount reflected in the billing of professional services, such as fees for drafters, engineers, and consultants. Enter the percentage as a whole number. For example, 50.275 percent would be entered as 50.275. This percentage rate does not affect the employee's payment.
You set up this percentage in the Billing Rate / Markup Table program (P48096). Use generation type 1 to specify a table for invoice, revenue, and component markup rates.
With Contract and Service Billing, you can mark up the revenue amount at a different rate than the invoice amount. The Independent Revenue/Invoice Amounts option in the Billing Constants program (P48091) controls this function. Use generation type 2 on the Billing Rate/Markup Revisions form to specify a table for revenue and component markup rates.
Enter the amount that the system should use to mark up the invoice amount for the billing of professional services, such as the services of drafters, engineers, or consultants. This amount does not affect the employee's payment.
You use the Billing Rate / Markup Table program (P48096) to set up the amount. Use generation type 1 to specify a table for invoice, revenue, and component markup amounts.
With Contract and Service Billing, you can mark up the revenue amount by a different amount from the invoice amount. The Independent Revenue/Invoice Amounts option in the Billing System Constants table (F48091) controls this function. Use generation type 2 to specify a table for revenue and component markup amounts.
Enter the portion of the invoice amount that is subject to tax.
Enter the invoice amount for a billing detail transaction.
Rev Rate Ovr/Cap (revenue rate override/cap)
Enter the rate that the system should use to mark up the revenue amount reflected in the billing of professional services such as drafters, engineers, or consultants. This rate does not affect the employee's paycheck. You can use the markup rate as an override rate or as a maximum rate.
The calculation of the rate override for the total revenue markup is
((Rate Override) × (Unit)) × (1 + (Markup Percent)) + (Markup Amount).
When you specify a maximum or cap rate, the system compares the rate override with the rate from the cost transaction. The system then uses the lower rate as the override rate.
You set up the override or maximum unit rate using the Billing Rate / Markup Table program (P48096).
Within Contract and Service Billing, you can mark up the revenue amount at a different rate from the invoice amount. The Independent Revenue/Invoice Amounts option in the Billing System Constants table (F48091) controls this function. Use generation type 1 to specify a table for invoice, revenue, and component markup rates and use generation type 2 to specify a table for revenue and component markup rates.
Use generation type 1 to specify the invoice, revenue, and component markup rates only when the Independent Revenue/Invoice Amounts option is set to not equal in the Billing Constants.
If the rate in the first field is an override rate, leave the second field blank. If the rate in the first field is a cap rate, enter 1 in the second field.
Rev Mark Up % (revenue mark up percentage)
Enter the percentage that you use to mark up the revenue amount reflected in the billing of professional services workers, such as drafters, engineers, or consultants fees. This percentage rate does not affect the employee's paycheck. This percentage rate is set up in the Billing Rate/Markup Table program (P48096) using generation type 1 to specify a table for revenue/invoice markup percentage rates.
Enter percentages as whole numbers. For example, 50.275 percent would be entered as 50.275.
Rev Mark Up Amt (revenue mark up amount)
Enter the amount that the system should use to mark up the revenue amount for the billing of professional services, such as the services of drafters, engineers, or consultants. This amount does not affect the employee's payment.
You use the Billing Rate / Markup Table program (P48096) to set up the amount. Use generation type 1 to specify a table for invoice, revenue, and component markup amounts. Use generation type 2 to specify a table for revenue and component markup amounts.
With Contract and Service Billing, you can mark up the revenue amount by a different amount than the invoice amount. The Independent Revenue/Invoice Amounts option in the Billing System Constants table (F48091) controls this function. Use generation type 2 to specify a table for revenue and component markup amounts.
Enter the revenue amount for a billing detail transaction.
Home BU (home business unit)
Enter the number of the business unit in which the employee generally resides.
Enter a code from UDC 07/G that defines jobs within your organization. You can associate pay and benefit information with a job type and apply that information to the employees who are linked to that job type.
Empl/Supp (employee or supplier)
Enter a number that identifies an entry in JD Edwards EnterpriseOne Address Book, such as employee, applicant, participant, customer, supplier, tenant, or location.
Enter a code from UDC 07/GS that designates a specific level within a particular job type. The system uses this code in conjunction with job type to determine pay rates by job in the Pay Rates table.
14.8 Creating Credit Memos
This section provides an overview of credit memos and discusses how to:
- Create a credit memo for JD Edwards EnterpriseOne Service Billing.
- Create a credit memo for JD Edwards EnterpriseOne Contract Billing.
14.8.1 Understanding Credit Memos
When a customer is overcharged and you want the customer's account to reflect the correction, you create a credit memo. Generally, a credit memo is assigned a document type RM. You manually create credit memos using the same steps that you use to manually create an invoice.
The system creates a credit memo automatically when a negative transaction is processed from the Account Ledger table (F0911).
You can add the credit memo to an existing batch or to a new batch. You can also add existing workfile transactions or enter ad hoc workfile transactions to a credit memo. The workfile transactions must have negative amounts to correct the customer's account balance.
14.8.2 Forms Used to Create Credit Memos
| Form Name | Form ID | Navigation | Usage |
|---|---|---|---|
| Create Manual Invoice (for JD Edwards EnterpriseOne Service Billing) | W48121A | Invoice Processing (G48S21), Batch Review |
Select a batch on the Work With Batches form, and then click Select.
Select Create Invoice from the Form menu on the Work With Invoices form.
Select a batch on the Work With Batches form, and then click Select.
Select Create Invoice from the Form menu on the Work With Invoices form.
14.8.3 Creating a Credit Memo for JD Edwards EnterpriseOne Service Billing
Access the Create Manual Invoice form for JD Edwards EnterpriseOne Service Billing.
Complete the fields as necessary and click OK.
The new credit memo appears on the Work With Invoices form without a gross amount. You can then add existing workfile transactions or ad hoc workfile transactions. Process these workfile transactions with negative amounts.
14.8.4 Creating a Credit Memo for JD Edwards EnterpriseOne Contract Billing
Access the Create Manual Invoice form for JD Edwards EnterpriseOne Contract Billing.
- Complete the Contract/Type/Co (contract/type/company) field on the Create Manual Invoice form.
- Complete the Application No (application number), Adjustment No, (adjustment number) Bill From Date, Bill Thru Date, G/L Date, Invoice Date, and Bill Codes fields.
| Note: These fields are optional. |
After the batch process to create the invoice has finished, the new credit memo appears on the Work With Invoices form. You can then select the credit memo and click Select to revise the pay items. Process this transaction with a negative amount.
14.9 Creating Invoice Journal Entries
This section provides overviews of preliminary invoice journal entries, the Journal Edit Register, dates, and final invoice journal entries and discusses how to:
- Set processing options for Journal Generation (R48131).
- Set processing options for Journal Edit Register (R48300).
- Create preliminary invoice journal entries.
- Print the Journal Edit Register for invoice journal entries.
- Revise override dates.
- Set processing options for Create A/R Entries (R48199).
- Create final invoice journal entries.
14.9.1 Understanding Preliminary Invoice Journal Entries
You complete the billing process by creating journal entries. You first create preliminary invoice journal entries by running the Journal Generation program (R48131). When you create the preliminary entries, the system produces the Journal Edit Register (R48300). You should carefully review this report to ensure that you do not create final invoice journal entries that create out-of-balance records in the Account Ledger table (F0911).
The system creates proof invoice journal entries for a selected invoice batch, and then summarizes the journal entries. When you run the Create A/R Entries program (R48199), the system uses the summarized journal entries to create the transactions in the F0911 table for invoice journal entries.
The system uses the A/R and G/L functional servers to edit the summarized journal entries. The invoice summary transactions are temporarily added to the summarized journal entries in the Summarized Journal Workfile table (F48S911) to ensure balanced accounting entries.
When you create journal entries for invoices, the system:
- Updates the Service Billing Batch Control table (F48011). The current activity field is set to 3, which indicates that journal generation is in progress.
- Clears the entries from the Billing Detail Journal Workfile table (F48S910) and the Summarized Journal Workfile table (F48S911) for this invoice batch, including any previously created revenue transactions. This step enables you to rerun the Journal Generation program as many times as necessary without performing a batch delete.
- Uses the invoice batch number to select data. The workfile transactions in the Billing Detail Workfile table (F4812) are processed using the billing automatic accounting instructions (AAIs) to create detail journal entries in the F48S910 table. See Setting Up AAIs for Billing.
- Summarizes the entries in the F48S910 table and stores them in the F48S911 table. The system uses these entries to create entries in the F0911 table when you run the Create A/R Entries program.
- Updates the F48S911 table with invoice information from the Invoice Summary Work File table (F4822). These entries are temporary and stay in the F48S911 table only long enough to be edited and to print balanced accounting entries on the Journal Edit Register. The entries from the F4822 table are used to create entries in the Customer Ledger table (F03B11) when you run the Create A/R Entries program.
- Creates an associated G/L batch to store general journal entries for any revenue or cost reallocations that might be associated with the invoice journal entries.
- Edits the accounting entries that are stored in the F48S911 table using the interactive versions for the A/R and G/L master business functions.
- Prints the Journal Edit Register so that you can review the accounting entries for this batch.
| Note: If you are using draft and final invoice numbering, the system uses the draft document types and draft invoice numbers to create preliminary invoice journal entries. The draft document types and draft invoice numbers are listed on the Journal Edit Register. |
This diagram shows the relationship among workfile transactions, invoice generation, and invoice journal entries:
Figure 14-24 Invoice Journal Entries process
14.9.2 Understanding the Journal Edit Register
When the system creates preliminary accounts receivable and general ledger entries, you can review the batch status to determine whether the entries were generated with errors. To verify the information for the general ledger journal before you create the final accounts receivable and general ledger entries, you can review the Journal Edit Register report (R48300). This report shows journal entries summarized by general ledger date, document type, document number, business unit, object, subsidiary, and subledger.
You can also run the Journal Edit Register report to print additional copies of the journal register after you have created preliminary general ledger entries.
When you find errors on the reports, you do not always need to delete the batch and regenerate the invoices. After you identify the errors, you can correct them and run the Journal Generation program (R48131) again. Common errors include:
- Incorrect dates or invalid accounts related to the general ledger.
- Incorrect major or minor keys or invalid accounts related to the rules that you define in billing AAIs.
| Note: When the company number is omitted on the Journal Edit Register report (R48300), the account is not set up in the Account Master table (F0901). When a # sign precedes the account number, the account number is not set up in the model chart of accounts. |
14.9.3 Understanding Dates
The system enables you to generate invoices independently of creating final journal entries. You assign the invoice and G/L date at the time that you generate invoices. You can revise the G/L date, the invoice date, or both before creating final journal entries.
You use this function when the amount of time between the original date assignments during invoice generation and the creation of final journal entries could cause a misrepresentation of aging information in the accounts receivable ledger.
You use a billing constant to specify when the system displays the Date Override Window form when you run the Journal Generation program (R48131). You can set the constant so that the system:
- Always displays the window.
- Displays the window only when you select Date Override from the Row menu on the Work With Batches form.
- Never displays the window.
The date that the system displays in the Date Override window is always the current system date.
14.9.4 Understanding Final Invoice Journal Entries
The system creates final invoice journal entries when you run the Create A/R Entries program (R48199) to process invoice information and transfer it from JD Edwards EnterpriseOne Service Billing to JD Edwards EnterpriseOne Accounts Receivable and JD Edwards EnterpriseOne General Accounting. The system creates the Customer Ledger table (F03B11) and Account Ledger table (F0911) transactions from the Invoice Summary Work File table (F4822) and Summarized Journal Workfile table (F48S911), respectively. The JD Edwards EnterpriseOne Contract Billing and JD Edwards EnterpriseOne Service Billing systems use the A/R functional server and G/L functional server to validate all accounting information.
Create A/R Entries is a batch program. The invoice batch is processed as a unit. If one or more errors are detected, no invoices are created in JD Edwards EnterpriseOne Accounts Receivable and JD Edwards EnterpriseOne General Accounting, and the billing system sets the invoice batch to an error status. You must correct the error conditions and then rerun the Create A/R Entries program. Depending on the error, you might need to rerun the Journal Generation program (R48131) before you rerun Create A/R Entries. You can run Create A/R Entries as many times as necessary to correct all errors so that invoice information can be transferred to JD Edwards EnterpriseOne Accounts Receivable and General Accounting.
Create A/R Entries writes the invoice information to JD Edwards EnterpriseOne Accounts Receivable and JD Edwards EnterpriseOne General Accounting. You must run the Post Invoices to G/L program (R09801) to post the transactions, create automatic offsets, and update the posted codes and batch status. You post the transactions automatically by specifying a version of the Post Invoices to G/L program in the processing options of the Create A/R Entries program, or you can post the transactions manually.
You can post invoice batches, G/L batches, or both by specifying a version of the Post Invoices to G/L program and a batch status for each type of batch in the processing options of the Create A/R Entries program.
During the Create A/R process, the system runs the Journal Generation program if the batch is in error or if the proof journals have not been created.
If no errors are detected, the system:
- Creates a record in the Batch Control Records table (F0011) in General Accounting, using the batch number assigned in the billing system. The amount of the batch and the number of documents are also passed to the new record in the F0011 table.
- Writes transactions in the F0911 table using entries from the F48S911 table.
- Writes the transactions in the F03B11 table using entries in the F4822 table.
| Note: If you are using draft and final invoice numbering, the system assigns the final document types and final invoice numbers to the invoices and journal entries in the F0911 table and the F03B11 table. |
| Note: The Create A/R Entries program supports multicurrency time accounting. |
14.9.4.1 Multicurrency Processing of Final Invoice Journal Entries
For the final invoice journal entries process, you receive the same reports that you received when you ran the Invoice Generation program (R48121). These reports are created in the domestic currency, regardless of the mode that you have set up for currency processing.
When you access the batch from the Invoice Journal Review program (P0011), the gross amounts reflect the domestic currency and the currency amounts reflect the foreign currency of the invoice.
14.9.5 Forms Used to Create Invoice Journal Entries
| Form Name | Form ID | Navigation | Usage |
|---|---|---|---|
| Work With Batches | W48221B | Invoice Processing (G48S21), select Batch Review |
Invoice Processing (G5221), select Batch Review
14.9.6 Setting Processing Options for Journal Generation (R48131)
Processing options enable you to specify the default processing for programs and reports.
14.9.6.1 Defaults
This processing option specifies the source of the description that is assigned to the journal entry.
1. Journal Description
Leave this processing option blank to assign the description from the Account Master table to the journal entry.
Enter 1 to use the description from the Billing AAI.
Enter 2 to use the description associated with the subledger value.
2. Override G/L Date for Revenue Journals
Leave blank to use the G/L date specified in the processing option of the Revenue Journal Generation program (R48132).
If you run the R48132 program from the R48131 program, review how the system selects a G/L date:
- If you leave the G/L date processing options blank in both the R48132 and R48131 programs and the Override G/L date processing option blank in R48132, the system uses the G/L date from the source transaction.
- If you leave the G/L date processing options blank in both the R48132 and R48131 programs and the Override G/L date processing option in R48132 is set to 1, the system uses the current date as G/L date.
- If you leave the G/L date processing option blank in the R48131 program and enter a value in the G/L date processing option in the R48132 program and the Override G/L date processing option is blank in R48132, the system uses the G/L date from the R48132 processing option.
- If you leave the G/L date processing option blank in the R48131 program and enter a value in the G/L date processing option in the R48132 program and the Override G/L date processing option in R48132 is set to 1, the system uses the current date as G/L date.
- If you leave the G/L date processing option blank in the R48132 program and enter a value in the G/L date processing option in the R48131 program, the system uses the G/L date from the R48131 processing option.
- If you enter values in both G/L date processing options in the R48132 and R48131 programs, the system uses the G/L date from the R48131 processing option.
If you run the R48132 program separately from the R48131 program, review how the system selects a G/L date:
- If you leave the G/L date processing options blank in both the R48132 and R48131 programs and the Override G/L date processing option is blank in R48132, the system uses the G/L date from the source transaction.
- If you leave the G/L date processing options blank in both the R48132 and R48131 programs and the Override G/L date processing option in R48132 is set to 1, the system uses the current date as G/L date.
- If you leave the G/L date processing option blank in the R48131 program and enter a value in the G/L date processing option in the R48132 program and the Override G/L date processing option is blank in R48132, the system uses the G/L date from the R48132 processing option.
- If you leave the G/L date processing option blank in the R48131 program and enter a value in the G/L date processing option in the R48132 program and the Override G/L date processing option in R48132 is set to 1, the system uses the current date as G/L date.
- If you leave the G/L date processing option blank in the R48132 program and enter a value in the G/L date processing option in the R48131 program and the Override G/L date processing option is blank in R48132, the system uses the G/L date from the source transaction.
- If you leave the G/L date processing option blank in the R48132 program and enter a value in the G/L date processing option in the R48131 program and the Override G/L date processing option in R48132 is set to 1, the system uses the current date as G/L date.
- If you enter values in both G/L date processing options in the R48132 and R48131 programs and the Override G/L date processing option is blank in R48132, the system uses the G/L date from the R48132 processing option.
- If you enter values in both G/L date processing options in the R48132 and R48131 programs and the Override G/L date processing option in R48132 is set to 1, the system uses the current date as G/L date.
Specify the value that you want the system to populate in the Remark field in the F03B11 table.
Blank: Leave this processing option blank to set the Remark field value as Journal Description.
1 : Leave the Remark field blank.
2 : Set the Remark field value as Application Number and Adjustment Number, or Retainage.
14.9.6.2 Versions
These processing options specify the versions of various programs that are called by the Journal Generation program (R48131). If you leave either of these processing options blank, the system uses version XJDE0001.
1. Journal Edit Register (R48300)
Specify the version of the Journal Edit Register for journal batch processing.
2. G/L Journal Generation Version (R48132)
Specify the version of the Revenue Journal Generation for general journal batch processing.
14.9.7 Setting Processing Options for Journal Edit Register (R48300)
Processing options enable you to specify the default processing for programs and reports.
14.9.7.1 Versions
These processing options specify the versions of the master business functions to use. If you leave any of these processing options blank, the system uses version ZJDE0001.
1. A/R Master Business Function (P03B0011)
Specify the version of the A/R Master Business Function for A/R processing.
2. G/L Master Business Function (P0900049)
Specify the version of the G/L Master Business Function for G/L processing.
3. A/P Master Business Function (P0400047)
Specify the version of the A/P Master Business Function for A/P processing.
14.9.7.2 Summarization
This processing option specifies whether to summarize accounts receivable records.
1. Summarize A/R Entries by Invoice (summarize accounts receivable entries by invoice)
Specify whether to summarize records in the Invoice Summary Work File table (F4822) by Document Pay Item (SFX) before creating records in the Customer Ledger table (F03B11) if the following fields are the same: Business Unit, Company, G/L Offset, Tax Rate/Area, Tax Explanation Code, Net Due Date, Payment Terms Code, Pay Status Code, G/L Bank Account, and Discount Due Date.
14.9.8 Creating Preliminary Invoice Journal Entries
Access the Work With Batches form.
Select the batch and then select Journal Generation from the Row menu.
If you have set up the billing constants to automatically display the Date Override window, then enter the override G/L date and invoice date to assign to the invoices and the invoice journal entries.
14.9.9 Printing the Journal Edit Register for Invoice Journal Entries
Access the Work With Batches form.
Select the batch and then select Journal Edit Reg (journal edit register) from the Row menu.
14.9.10 Revising Override Dates
Access the Date Override Window form.
Invoice/Voucher Date Override
Enter the new invoice date.
G/L Date Override (general ledger date override)
Enter a date that identifies the financial period to which the transaction will be posted. You define financial periods for a date pattern code that you assign to the company record. The system compares the date that you enter on the transaction to the fiscal date pattern assigned to the company to retrieve the appropriate fiscal period number, as well as to perform date validations.
14.9.11 Setting Processing Options for Create A/R Entries (R48199)
Processing options enable you to specify the default processing for programs and reports.
14.9.11.1 Default
These processing options specify the pay status and due date for retainage records.
1. Retainage Pay Status
Enter a code from UDC 00/PS to assign a pay status to retainage records. Leave this processing option blank to use status H (Held/Pending Approval) to hold the retainage.
2. Retainage Due Date
Enter due date for retainage records. Leave this processing option blank to use the last day of the century to derive the due date. The century year is identified as the allowed value in the data item Century Cutoff Year (DCYR).
14.9.11.2 Versions
These processing options specify the versions of programs that are called by the Create A/R Entries program (R48199).
1. Invoice Journal Generation Version (R48131)
Specify the version of the Journal Generation program (R48131) for journal batch processing. If you leave this processing option blank, the system uses version XJDE0001.
2. A/R Batch Draft Version (R03B671)
Specify the version of the A/R Batch Draft Creation program (R03B671) for prepayment processing. If you leave this processing option blank, the system use version XJDE0007.
3. Journal Edit Register Version (R48300)
Specify the version of the Journal Edit Register program (R48300) to run. If you leave this processing option blank, the system uses version XJDE0001.
4. Automatic G/L Post Version - Invoice Batch (R09801)
Specify the version of the General Ledger Post Report program (R09801) to use for automatic posting of the invoice batch. If you leave this processing option blank, the invoice batch is not automatically posted to the general ledger. You can post it later using the General Ledger Post Report program (R09801).
5. Automatic G/L Post Version - G/L Batch (R09801)
Specify the version of the General Ledger Post Report program (R09801) to use for automatic posting of the G/L batch. If you leave this processing option blank, the G/L batch is not automatically posted to the general ledger. You can post it later using the General Ledger Post Report program (R09801).
14.9.11.3 Batch Approval
These processing options enable you to override the Manager Approval of Input setting in the Accounts Receivable Constants and General Accounting Constants so that the Create A/R Entries program (R48199) can automatically approve and post A/R entries.
1. Invoice Batch Approval
Enter a value to specify the batch status to apply to invoice batches that are created through this batch process. Values are:
Blank: Set the batch status according to the Accounts Receivable constant.
1: Set the batch status to Approved, regardless of the Accounts Receivable constant.
2. G/L Batch Approval
Enter a value to specify the batch status to apply to G/L batches that are created through this batch process. Values are:
Blank: Set the batch status according to the General Accounting constant.
1: Set the batch status to approved, regardless of the General Accounting constant.
14.9.12 Creating Final Invoice Journal Entries
Access the Work With Batches form.
Select the batch and select Create A/R from the Row menu.
If you have set the billing constants to automatically display the Date Override window, enter the override G/L date and invoice date to assign to the invoices and the invoice journal entries.
14.10 Posting Invoice Batches
This section provides an overview of invoice and G/L batch posting and discusses how to run the post program for invoice batches.
- "Understanding the General Ledger Post Process" in the JD Edwards EnterpriseOne Applications General Accounting Implementation Guide .
- "Processing Journal Entries" in the JD Edwards EnterpriseOne Applications General Accounting Implementation Guide .
14.10.1 Understanding Invoice and G/L Batch Posting
After you create the final invoice journal entries, you complete the overall billing process by reviewing, approving, and posting the final invoice journal entries to the Account Ledger table (F0911).
During the post process, the system:
- Selects the data to post.
- Validates information and processes errors.
- Creates automatic offsets.
- Posts transactions.
- Updates the posted codes and batch status.
When you post a batch of invoices, the system creates the automatic entries for offsets to the general ledger for the receivables account. The system typically debits an A/R trade account and credits a revenue account.
If the system created an associated G/L batch when it creates the final invoice journal entries, you also need to post the associated G/L batch.
When you post an associated batch of journal entries, the system creates the automatic offsetting entries and updates the entries in the F0911 table to indicate that they are posted.
You use the Invoice Journal Review (P0011) and the Post Invoices to G/L (R09801) programs to review and post invoice journal entries. These are the same programs that you use in JD Edwards EnterpriseOne General Accounting.
When you post the transactions, the domestic amounts are posted to the AA ledger, and the foreign amounts are created and then posted to the CA ledger. Both ledgers must balance before the batch will post.
14.10.2 Running the Post Program for Invoice Batches
You can run the post program either by selecting Post Invoices to G/L from the Invoice Processing menu (G48S21) or by selecting Invoice Journal Review from the Invoice Processing menu and then selecting Post by Batch from the Row menu on the Work with Batches form.
The method that you select depends on the method of posting that you want to use. If you post using the Post Invoices to G/L program, you can:
- Post all approved batches.
- Post using manual data selection.
If you post from the Invoice Journal Review program, you can:
- Post using automated data selection.
- Post using automated data selection and a subsystem. These features are available from the Invoice Journal Review program only.
14.11 Printing Invoices
This section provides overviews of invoice printing, invoice print versions, and invoice design, lists prerequisites, and discusses how to:
- Set processing options for Invoice Print (R48504).
- Assign an override invoice print version for JD Edwards EnterpriseOne Service Billing.
- Assign an override invoice print version for JD Edwards EnterpriseOne Contract Billing.
- Print invoices automatically.
- Print a batch of invoices manually.
14.11.1 Understanding Invoice Printing
You use the Invoice Print program (R48504) to print invoices for customers. You use this program to print draft or final invoices. When these invoices are printed determines the draft or final status. Invoices printed before you run the Create A/R Entries program (R48199) are considered draft invoices. Invoices printed after you run the Create A/R Entries program are considered final invoices.
You print draft invoices to enable the project or account manager to verify the accuracy of invoice information before mailing it to a customer. This draft invoice information is retrieved from the Billing Detail Workfile table (F4812). If errors are detected, you can make corrections to the invoice, usually without having to delete the entire batch of invoices.
You print final invoices to send to a customer for goods or services rendered. Printing final invoices retrieves invoice information from the Billing Workfile History table (F4812H). You can also use this process to reprint invoices, as necessary.
Oracle recommends that you print final invoices after you create the A/R journal entries and post the invoice batch to the general ledger. Printing invoices after A/R information has been processed ensures that the information that appears on the invoice matches the invoice information that appears in the A/R ledger.
You can print invoices automatically when you generate invoices. For example, you might want to print draft invoices for review by project managers. Use this method to print invoices in a batch during invoice generation.
You can also print invoices manually after you generate them. When you use this method, you can:
- Print invoices from any existing batch.
- Reprint batches that include revised invoices.
- Print invoices that have completed the billing process and have workfile transactions in history.
14.11.1.1 Multicurrency Processing of Printing Invoices
You can set up an invoice print version in the currency of the invoice that you want to print for customers. You can select from three methods:
- On the Contract Billing Line Inquiry form, you can override the Version and Invoice Type that you want to print for that particular invoice.
- You can use the processing options in the Invoice Print program to override the amounts that you want to have printed on the invoice based on the data selection of the Invoice Print program version.
- You can select a Version and Invoice Type on the invoice print version cross-reference table that you set up for a particular key type and table key.
During the print process, the system first determines whether an invoice type exists on the invoice record. If an invoice type does not exist, the system refers to the processing options of the version of the program that you are running, and then it refers to the cross-reference table. If it does not find an invoice type identified for printing, the system prints the invoice based on the mode from the billing transactions. If the type is set to D, the system prints domestic amounts. If the type is set to F, the system prints foreign amounts.
14.11.2 Understanding Invoice Print Versions
You can control the invoice version that the system uses to print the invoices using the:
- Processing options for the Invoice Print program (R48504).
- Invoice Format Version field on the Service Billing Invoice Entry form or the Invoice Format Code field on the Contract Master Revisions form.
- Key Type and Table Key fields on the Invoice Print Version Cross Reference Revisions form.
For the Invoice Print program, you can complete either the Invoice Format Name processing option or these three processing options:
- Invoice Version UBE
- Invoice Version
- Invoice Workfile Detail Selection
If you complete either processing option combination, the system uses the values that you enter in the processing options to retrieve the format and format code from the F48S58 table.
If you do not complete either processing option combination, the system uses the value in the Invoice Format Code field (INVF) on the Service Billing Invoice Entry form or on the Contract Master Revisions form to retrieve the format and format code from the F48S58 table.
If you do not complete either processing option combination, and you leave the Invoice Format Code field blank, the system uses the key type and table key combination that you set up using the Invoice Print Version Cross Reference program (P48S58). The system uses this hierarchy of fields from the Invoice Summary Work File table (F4822) to search for versions:
- Work Order Number
- Work Order Class
- Contract Number
- Parent Contract Number
- Customer
- Job or Business Unit
- Job Class
- Company Number
- Default
You can print selected invoices rather than an entire batch. To do this, use the data selection for the version of the Invoice Print program that you specify during the printing process. For example, you can limit the print selection to a business unit or an invoice number.
14.11.3 Understanding Invoice Design
Before you design or modify invoices in the JD Edwards EnterpriseOne Contract Billing and JD Edwards EnterpriseOne Service Billing systems, you should understand the use, placement, and naming of smart fields, and the formatting of the section size and font size.
Although you can insert business view fields from the Billing Detail Workfile table (F4812) directly into the header and detail sections (that is, without using the SF4812* smart fields), you must use the SF4812* smart fields in the footer section. To simplify the invoice design process, use smart fields and do not use the business view fields.
Oracle recommends that you change the variable name to a name that is more specific when you insert a smart field. The default variable name is the name of the smart field as it is defined in the data dictionary. If you do not change the name, confusion can result later, especially if the same smart field is used for multiple invoice fields. Also, if you place the same field in multiple sections (such as the header, the footer, or the detail section), you might want to include a reference to the section in the variable name.
The variable name that you select becomes the associated text that the system prints with the variable. Thus, if you want the text to appear on the invoice with the variable, you should name the variable the same as the text that you want to appear. If you want the text to appear but do not want to refer to the variable by the same name, you can modify the associated text later by changing the name within the properties of the text. If you do not want any associated text to appear with the variable, you can disconnect and delete the text after you place the smart field on the invoice. This solution is not recommended because the system does not allow you to change the smart field parameters when you delete the associated text. To display a smart field without associated text, Oracle recommends that you change the name of the associated text to a one-character blank field.
The system initially inserts all alpha smart fields as 40-character fields. You can change the length afterwards by changing the display length within the properties of the smart field. All numeric smart fields are initially inserted as 15-digit, 2-decimal fields. For all noncurrency numeric fields, you can change the length and decimal settings later by changing the display length and display decimals within the properties of the smart field. Currency numeric fields do not need modification; the system prints them with appropriate currency properties.
When you modify section sizes or font sizes of detail lines, you might need to modify these three variables in the Initialize section of the Invoice Header section:
// Set the number of detail lines that can print on a page that DOES NOT have the // Total Section print VA rpt_MaxDetailLines_MATH01 = 45 // Set the number of detail lines that can print on a page that DOES have the // Total Section print VA rpt_MaxDetLinesWithTots_MATH01 = 25 // Set the number of lines (detail and blank lines) that are between the Detail // Heading and the Total Section VA rpt_LinesBeforeTotals_MATH01 = 30
You can test the line counting modifications by enabling the assignment line that sets the Blank Line variable to a visible expression. As illustrated in this code section, the disabled assignment line is located in the Do Section of the Blank Line section:
// This value to be set to , but can be set to something visible (for // example blankline) for testing purposes. ! RV Blank Line = BlankLineeeeeeeeeeeeeeeeeeeee
14.11.3.1 Smart Fields
This table shows the smart fields that are available to insert on an invoice during invoice design. It also shows the parameter prompts that the invoice designer must answer when inserting these smart fields:
| Smart Field | Source Table | Parameters | Explanation |
|---|---|---|---|
| SF0006x (where x equals A (alpha), C (character), D (date), or N (numeric)) | Business Unit Master (F0006) | 1 | R01PCC. Use this parameter to retrieve information from the Business Unit Master table (F0006). |
| SF0014x (where x equals A, C, D, or N) | Payment Terms (F0014) | 1 | R01PPT. Use this parameter to retrieve information from the Payment Terms table (F0014). |
| SF0101x (where x equals A, C, D, or N) | Address Book Master (F0101) | 1 | R01PAB. Use this parameter to retrieve information from the Address Book Master table (F0101). |
| SF0111x (where x equals A, C, D, or N) | Address Book - Who's Who (F0111) | 1 | R01PWW. Use this parameter to retrieve information from the Address Book - Who's Who table (F0111). |
| SF0115x (where x equals A, C, D, or N) | Address Book - Contact Phone Numbers (F0115) | 1 | R01PPN. Use this parameter to retrieve information from the Address Book - Contact Phone Numbers table (F0115). |
| 5 | R22P. Use this parameter to specify how the system displays the billing phone number. | ||
| SF0116x (where x equals A, C, D, or N) | Address by Date (F0116) | 1 | R01PAD. Use this parameter to retrieve information from the Address by Date table (F0116). |
| 5 | R23P. Use this parameter to specify whether the system overrides the previously entered data item and displays a specified format of the complete address. | ||
| SF03012x (where x equals A, C, D, or N) | Customer Master by Line of Business (F03012) | 1 | R01PCM. Use this parameter to retrieve information from the Customer Master by Line of Business table (F03012). |
| SF0401x (where x equals A, C, D, or N) | Supplier Master (F0401) | 1 | R01PSP. Use this parameter to retrieve information from the Supplier Master table (F0401). |
| SF0692x (where x equals A, C, D, or N) | Cost Center Supplemental Data Codes (F00692) | 1 | R01PSC. Use this parameter to retrieve information from the Cost Center Supplemental Data Codes table (F00692). |
| 5 (SF0692N Only) | R25P. Use this parameter to identify a register for storing retrieval code information. | ||
| SF0901x (where x equals A, C, D, or N) | Account Master (F0901) | 1 | R01PAM. Use this parameter to retrieve information from the Account Master table (F0901). |
| SF0693A | Cost Center Supplemental Data Text (F00693) | 1 | R05P. Use this parameter to specify whether the system prints business unit information associated with the job, the home business unit, or the project entered on the job master. |
| 2 | R26P. Use this parameter to enter the data type associated with the first column of the supplemental data item to retrieve. | ||
| 3 | R18P. Use this parameter to specify the value associated with the first column of the supplemental data item to retrieve. | ||
| 4 | R27P. Use this parameter to specify the number that relates to the position in the text that will be the beginning character to be printed on this line on the invoice. This parameter works in conjunction with R28P. | ||
| 5 | R28P. Use this parameter to control the printing of text on the invoice. This parameter works in conjunction with R27P. | ||
| SF1201x (where x equals A, C, D, or N) | Asset Master File (F1201) | 1 | R01PEQ. Use this parameter to retrieve information from the Asset Master File table (F1201). |
| SF1721x (where x equals A, C, D, or N) | Contract Detail (F1721) | 1 | R01PCD. Use this parameter to retrieve information from the Contract Detail table (F1721). |
| SF4201N | Prepayment Transaction Table (F004201) | 1 | R29P. Use this parameter to specify whether the system prints the prepayment amount for a CSMS service contract for a specific line number or for the entire invoice. |
| 2 | R25P. Use this parameter to specify a register for storing retrieval code information. | ||
| SF4801x (where x equals A, C, D, or N) | Work Order Master File (F4801) | 1 | R01PWO. Use this parameter to retrieve information from the Work Order Master File table (F4801). |
| SF4802A | Work Order Instructions File (F4802) | 1 | R06P. Use this parameter to associate a work order description with a work order record type. |
| 2 | R27P. Use this parameter to specify the number that relates to the position in the text that will be the beginning character to be printed on this line on the invoice. This parameter works in conjunction with R28P. | ||
| 3 | R28P. Use this parameter to control the printing of text on the invoice. This parameter works in conjunction with R27P. | ||
| SF4812x (where x equals A, C, D, or N) | Billing Detail Workfile (F4812) |
Billing Workfile History (F4812H)
Milestone/Progress Billing Line Cross Reference Details (F52161)
14.11.4 Prerequisites
Before you complete the tasks in this section:
- Generate workfile transactions. See Generating the Workfile.
- Define invoice versions if you want to print the invoices during the invoice generation. See Setting Up Invoice Print Version Cross References.
- Complete the Invoice Print Version (R48504) processing option of the Service Billing Invoice Generation program (R48121) or the Contract Billing Invoice Generation program (R52121). See Setting Processing Options for Invoice Generation (R48121) for JD Edwards EnterpriseOne Service Billing. See Setting Processing Options for Invoice Generation (R52121) for JD Edwards EnterpriseOne Contract Billing.
For Service Billing only:
- Define G/L offset and retainage information. See Setting Up G/L Offset and Retainage Rules for JD Edwards EnterpriseOne Service Billing.
- Define the sequence and summarization for the invoice information. See Setting Up Sequence and Summarization Rules.
14.11.5 Forms Used to Print Invoices
| Form Name | Form ID | Navigation | Usage |
|---|---|---|---|
| Service Billing Invoice Entry | W4822B | Invoice Processing (G48S21), Batch Review |
Select a batch on the Work With Batches form, and then click Select.
Select an invoice to revise on the Work With Invoices form, and then click Select.
Select a contract on the Work With Contract Master form, and click Select.
Invoice Processing (G5221), Batch Review
14.11.6 Setting Processing Options for Invoice Print (R48504)
Processing options enable you to specify the default processing for programs and reports.
14.11.6.1 Select
These processing options specify whether to print invoices in draft or final format and whether to include specific types of billing line items.
1. Invoice Format Type (Required)
Specify the invoice format type to use to retrieve the invoice version UBE and the invoice version.
2. Include zero amount billing line items
Leave this processing option blank or enter 0 to include zero-amount billing line items on the printed invoice.
Enter 1 to exclude zero-amount billing line items from the printed invoice.
3. Include retainage release line items
Leave this processing option blank to include billing line items for which retainage has been released on the printed invoice.
Enter 1 to exclude billing line items for which retainage has been released from the printed invoice.
14.11.6.2 Print
These processing options specify the program number and version of the invoice print program to use. You can also override the invoice format name.
The Invoice Version UBE, Invoice Version, and Invoice Workfile Detail Selection processing options are used in combination with each other. If you complete one of these processing options, you must complete all three. Alternatively, you can complete only the Invoice Format Name processing option.
1. Invoice Version UBE
Specify an invoice print UBE to use instead of the invoice version that is set up in the Invoice Print Cross Reference Table (F48S58). Values are:
R48506: Invoice Print UBE.
R48507: Invoice Print with Smart Field.
2. Invoice VersionSpecify the version of the invoice print UBE that is specified in the Invoice Version UBE processing option to use instead of the invoice version that is set up in the Invoice Print Cross-Reference table (P4858). Complete this processing option only if you also complete the Invoice Version UBE processing option.
3. Invoice Workfile Detail Selection
Enter a code to specify which workfile or workfile history records are processed as individual line items during invoice printing. Values are:
Blank: Include base, burden, and component records.
1: Include base records only.
2: Include base and burden records only.
3: Include base and component records only.
4. Invoice Format Name
Enter an invoice format name to override the invoice format name that is set up in the Invoice Print Version Cross Reference table (F48S58) or retrieved from the Contract Master table (F5201).
14.11.6.3 Currency
This processing option specifies which currency the system uses to print the monetary amounts on an invoice.
Enter a code to specify in which currency the system prints the monetary amounts on an invoice. Values are:
Blank: Use the currency of the invoice to determine in which currency to use to print monetary amounts.
0: Print the monetary amounts in the domestic currency.
1: Print the monetary amounts in the foreign currency.
14.11.6.4 Project and Gov Print
These processing options are used to specify and print program, version, and invoice style for project and government contract accounting (PGCA) contracts.
1. Override Invoice Printing UBE (override invoice printing universal batch engine)
Specify an invoice print program to override the invoice print program that you have set up in the Invoice Print Cross Reference Table (F48S58) for PGCA contracts. Enter R52G507 to print the Print U.S. Government 1035 Inv program.
If you enter R52G507 in this processing option, you must also enter a valid version for the R52G507 program in the Override Invoice Printing Version processing option.
2. Override Invoice Printing Version
Specify a version of the invoice print program that you specified in the Override Invoice Printing UBE processing option to override the version that you have set up in the Invoice Print Cross-Reference program (P48S58) for PGCA contracts. Complete this processing option only if you have completed the Override Invoice Printing UBE processing option.
3. Override Invoice Printing Style
Use this processing option to override the invoice printing style that you have set up in the Invoice Level Styles table (F52G84).
14.11.7 Assigning an Override Invoice Print Version for JD Edwards EnterpriseOne Service Billing
Access the Service Billing Invoice Entry form.
Invoice Format Version
Enter a code that identifies the invoice layout that you want to override any other invoice layout previously defined for the invoice or batch.
14.11.8 Assigning an Override Invoice Print Version for JD Edwards EnterpriseOne Contract Billing
Access the Contract Master Revisions form.
Invoice Format Code
Enter a code that identifies the invoice layout that you want to override any other invoice layout previously defined for the invoice or batch.
14.11.9 Printing Invoices Automatically
For JD Edwards EnterpriseOne Service Billing, select Invoice Processing (G48S21), Invoice Generation.
For JD Edwards EnterpriseOne Contract Billing, select Invoice Processing (G5221), Invoice Generation.
The system prints all invoices in the batch using the version of the Invoice Print program (R48504) that you specify in the processing options.
14.11.10 Printing a Batch of Invoices Manually
Access the Work With Batches form.
Select the batch and select Invoice Print from the Row menu.
14.12 Processing Retainage for JD Edwards EnterpriseOne Service Billing
This section provides overviews of retainage and retainage release for JD Edwards EnterpriseOne Service Billing and discusses how to:
- Recalculate retainage for JD Edwards EnterpriseOne Service Billing.
- Release retainage for JD Edwards EnterpriseOne Service Billing.
14.12.1 Understanding Retainage for JD Edwards EnterpriseOne Service Billing
Retainage is a percentage of the invoice amount that your company is paid after work is complete. For example, you can have a 10 percent retainage withheld on the invoices to a customer. You release retainage when the work is completed and the customer authorizes the payment of the amount of the invoice that was withheld.
You define the retainage calculation and accounting rules on the G/L Offset and Retainage Information table (F48128). When you run the Invoice Generation program (R48121), the system uses these rules to calculate retainage and assign the retainage offset. You can review and revise the system-calculated retainage and the retainage offset using the Service Billing Invoice Entry form.
You can change retainage amounts or percents for individual invoices on the Service Billing Invoice Entry form (W4822B). For example, you might need to change a retainage amount if you have changed the retainage rules for the system, but you generated invoices before the change.
When you enter a retainage amount or percentage for an invoice amount, the system calculates the retainage and updates the pay item with the retainage amount. You might need to recalculate retainage because you have:
- Manually changed the retainage amounts or percentages for an invoice.
- Added records to an invoice.
- Changed the retainage rules for the system after you have generated invoices with retainage.
The rules governing the retainage calculation are set up in the G/L Offset and Retainage Information table (F48128). The system uses these rules during invoice generation to calculate the retainage amount and assign an offset.
14.12.2 Understanding Retainage Release for JD Edwards EnterpriseOne Service Billing
You release retainage when work is completed and the customer authorizes payment for the retained invoice amounts. When you release retainage, you manually create a pay item for the retained amount. You can add the pay item for retainage to an existing invoice, or you can create an additional invoice. This retainage release invoice shows a negative amount that represents the retained amounts from prior billings for the customer. You cannot release partial retained amounts.
Oracle recommends that you maintain a one-to-one relationship between invoices and retainage release invoices. If you combine the retainage for multiple invoices on a single retainage release invoice, and you need to void one of the invoices and its retainage, you must void the retainage release invoice for all the invoices. Then, you must rerelease retainage on the remaining invoices.
If you generate a batch of invoices that includes invoices that were created to release retainage, the total amount for the batch is reduced by the total amount of the released retainage.
14.12.3 Forms Used to Process Retainage for JD Edwards EnterpriseOne Service Billing
| Form Name | Form ID | Navigation | Usage |
|---|---|---|---|
| Work With Invoices | W48222B | Invoice Processing (G48S21), Batch Review |
Select a batch on the Work With Batches form and click Select.
Select Create Batch from the Form menu on the Work With Batches form.
Select the new batch on the Work With Batches form and click Select.
Select Create Invoice from the Form menu on the Work With Invoices form.
14.12.4 Recalculating Retainage for JD Edwards EnterpriseOne Service Billing
Access the Service Billing Invoice Entry form.
Figure 14-25 Service Billing Invoice Entry form
Percent RetainageEnter the retainage rate for the invoice pay item. The rate is a percentage that is expressed as a number. For example, you enter a retainage rate of 10.5 percent as 10.5. Do not enter a retainage percentage that is greater than 99.99 or less than zero.
Enter the retained amount for the invoice pay item.
Ret Offset (retainage offset)
To change the accounting rule that is associated with the journal entries for the retainage, specify the code that designates the offset accounts for retainage, for example RETN or 1225. You set up the code as an AAI.
If you do not complete the Ret Offset field to direct the system to a specific retainage account, the system uses the AAI for the Trade Accounts Receivable account.
14.12.5 Releasing Retainage for JD Edwards EnterpriseOne Service Billing
Access the Create Manual Invoice form.
This example shows the Retainage Release form, which you access in step 4:
Figure 14-26 Retainage Release form
- Complete the Customer, A/R Company, Bill From Date, Bill Through Date, G/L Date, and Invoice Date fields. The Document Type and Exchange Rate Date Basis fields are optional.
- Click OK. The system returns to the Work with Invoices form. The new invoice is created without a gross amount. You can then enter information to release retainage.
- Select the new invoice and select Release Retainage from the Row menu to access the Invoice History Inquiry form.
- Select the invoice for which you want to release retainage and select Release Retainage from the Row menu to access the Retainage Release form.
- To release a percentage of the retainage for the entire invoice, complete the Percent To be Released field in the header area.
- To release retainage for a specific pay item, complete either the Amount to be Released field or the Percent to be Released field in the grid.
- Click OK.
The system marks each invoice with an I in the Retainage Release field on the Invoice History Inquiry form.
14.13 Processing Retainage for JD Edwards EnterpriseOne Contract Billing
This section provides overviews of retainage and retainage release for Contract Billing and discusses how to:
- Revise retainage amounts for JD Edwards EnterpriseOne Contract Billing.
- Recalculate retainage for JD Edwards EnterpriseOne Contract Billing.
- Release retainage for a contract or change order for JD Edwards EnterpriseOne Contract Billing.
- Release retainage for a contract billing line.
14.13.1 Understanding Retainage for JD Edwards EnterpriseOne Contract Billing
Retainage is a percentage of the billing amount that your company is paid after a specified portion of work on the contract is complete. For example, you might have a 10 percent retainage until 50 percent of the job is complete, and then 5 percent retainage until 95 percent of the job is complete. You release retainage when the work is completed and the customer authorizes payment of the billing amount that was withheld.
You set up retainage for a contract, change order, or billing line on the contract master using retainage rules that you define. You define retainage rules using the Retainage Rules Table Revisions program (P5204). When you generate invoices for the contract, the system uses the retainage rules to calculate retainage amounts. The system assigns the retainage offset based on information from the contract master. You can review and revise the system-calculated retainage amounts on the Billing Line Revisions form, which you access from the Batch Review program (P48221).
The system calculates retainage amounts when you generate invoices for a contract to which a retainage rule has been assigned. You can review and revise the system-calculated retainage amounts. If you revise the amounts, you can recalculate the retainage to return to the original retainage amounts.
You revise retainage amounts if you manually change the billing amount for a contract billing line or you manually enter an invoice amount for either lump sum or unit price. If you make either of these changes after you run Invoice Generation, the system does not automatically recalculate retainage.
If the invoice amount for a fee line does not exist or is incomplete, the system does not automatically calculate fees when you enter the billing amounts manually. In this case, you must manually revise the pay item amount for both the fee line and the retainage or recalculate the fee and the retainage.
You might need to recalculate retainage because you:
- Manually changed the retainage amounts or percentages.
- Added records to an invoice.
- Changed the retainage rules for the system after you generated invoices with retainage.
14.13.2 Understanding Retainage Release for JD Edwards EnterpriseOne Contract Billing
You release retainage when a job has been completed and the customer authorizes payment for the retained invoice amounts. JD Edwards EnterpriseOne Contract Billing decreases the retained amount for each contract billing line. You can release retained amounts for an entire contract, a change order, or a billing line. You can also release partial retained amounts for the contract excluding change orders or for a specific change order or billing line.
To release retainage, you must first select the Create A/R option from the Row menu on the Work With Batches form to process the invoice batch that contains the retainage.
