Entering Pending Items

This chapter provides an overview of pending item entry, lists prerequisite tasks, and discusses how to:

Click to jump to top of pageClick to jump to parent topicUnderstanding Pending Item Entry

You enter pending items into the system in one of two ways:

After pending items are in the system, use the Receivable Update process (ARUPDATE) to post them. The process creates the items, generates accounting entries, updates item activity, and updates the customer balance. If there are errors during posting, the process does not post the pending items, and you use the pending item error correction pages to correct the errors.

Note. In a production environment, you may choose to create accounting entries online prior to running the Receivable Update process to verify that your set up is creating the correct accounting entries.

PeopleSoft Receivables distinguishes between items (posted receivables) and pending items (information that has been entered into or created by the system but has not yet been posted).

PeopleSoft Receivables follows the standard of bundling pending items into groups rather than handling them individually. You may be familiar with other systems that refer to a group of pending items as a batch. To avoid confusion, we use the term group, and we use background to refer to offline processes. To each group of pending items, the system assigns a group ID that remains with the group even after it is posted. The system processes pending items in groups. It is helpful to remember the group ID throughout the cycle so that you have it when you want to view progress or check the status of a pending item.

Click to jump to top of pageClick to jump to parent topicBilling Interface

You enter most pending items using a billing interface. Although external pending item entry occurs behind the scenes, the information you see on the online pages helps you understand how the process works.

The procedure that you use to bring in pending items must include background processing and populating database tables.

When you enter pending items through a billing interface, the system edits external groups and identifies errors when you run the Receivable Update process.

If you use PeopleSoft Billing, you use the Load AR Pending Items process (BILDAR01) to interface these items to PeopleSoft Receivables. If you use a third-party billing system, you must develop an interface to populate the pending item tables.

While developing and testing the interface, you may find that some errors appear consistently throughout an entire group. If you encounter a data problem, it may be easier to delete the group, adjust the interface process, interface the group again, and run the Receivable Update process again to check for errors. If the error results from your setup, you can simply adjust your control tables and set the group for posting again.

After the pending items are in the system, you can view or adjust information as needed. The pages that you use to fix errors in external pending item groups are the same as the pages used to enter pending items online.

See Also

Understanding Item and Payment Conversion

Receiving Information From a Billing System

Click to jump to top of pageClick to jump to parent topicOnline Pending Item Entry

When you enter pending items online, you enter control information, provide pending item information; select payment terms and personnel references; enter VAT information, if necessary; create accounting entries if needed; and select an action for the group.

The system validates your data and displays an error message if the data fails one or more system edits. The system prevents two types of user errors:

Click to jump to top of pageClick to jump to parent topicOverdue Charges Groups

An overdue charges group contains system-generated pending items that represent overdue charges for customers who are late with payments. If you generate overdue charges, the system creates a new group with pending items. You run the Receivable Update process to edit and post the pending items.

If you create overdue charges in an external system, you may also want to include the pending items in a group type that you define or within a billing group. This type of pending item has an entry type that is mapped to the IT-01 system function.

See Also

Generating Overdue Charges

Click to jump to top of pageClick to jump to parent topicAccounting Entry Creation

You can create pending item accounting entries online or during background processing when the Receivable Update process runs. When you run Receivable Update to post pending item groups, the Pending Group Generator process (AR_PGG_SERV) creates accounting entries if they are not present. Normally, you run Receivable Update to create accounting entries. But if you must review them, create them online.

Note. To create entries for all pending items in the group, use the Group Action page.

The system creates accounting entries based on the templates that you defined during setup. If your setup includes inheritance options, the inheritance options you selected override the defaults in the templates.

Accounting entries follow the formats defined for item entry types on the Accounting Template page. Each type of transaction—credit memo, debit memo, invoice, and so on—has its own template. The accounting templates can define all transaction accounting entries or only one side of the accounting entries (just the debit side or just the credit side). If a template defines only one side, the system cannot create balanced accounting entries. You must create the accounting entries online and supply the lines needed to make the entries balance. If your templates contain multiple user-defined lines and you create entries online, you can manually allocate the amount of the item across the accounting lines. If you create entries during background processing, the accounting lines can not be balanced and you must use the error correction pages to manually allocate the amount across the accounting lines.

See Setting Up Item Entry Types.

Accounting Entries for Value Added Tax (VAT)

For each item in PeopleSoft Receivables, VAT information is stored on VAT lines. The system usually generates one VAT accounting entry for each VAT line on the pending item. If chartfield combinations are the same across multiple accounting entries, the system generates one VAT accounting entry with the amounts summarized.

You establish the VAT ChartField combination at the tax code level on the Value Added Tax Code - Accounting Information page. PeopleSoft Receivables has VAT accounts for each type of VAT liability—an intermediate account and a final account. Within a tax code you can have a different ChartField combination for intermediate VAT and final VAT. You can also define different ChartField combinations for VAT output for discounts and credit adjustments to output VAT.

Declaration point refers to when you report VAT to the tax authorities—at invoice time, delivery, or at the time of payment. For a declaration point of invoice or delivery, the system creates entries to final VAT during pending item entry. For a declaration point of payment, the system creates entries to intermediate VAT during pending item entry. The default value for the declaration point is determined by values defined in the VAT Defaults table. The system uses the following values, with the shown override capabilities, to determine the default value for the declaration point:

Click to jump to top of pageClick to jump to parent topicPeopleSoft Project Costing Integration

Items that come into PeopleSoft Receivables from PeopleSoft Billing are already distributed to PeopleSoft Project Costing.

In PeopleSoft Project Costing, you can enter projects information about receivable items. The projects information enables you to use PeopleSoft Project Costing to track outstanding revenue and to maintain financial control over a project.

When you post an item in PeopleSoft Receivables, the system flags the item as ready to distribute to PeopleSoft Project Costing. (It does this by setting the PC_DISTRIB_STATUS flag on the PS_ITEM_ACTIVITY table to N (none).

When you run the Receivables Adjustments process (PC_AR_TO_PC) in PeopleSoft Project Costing, the process copies this information from PeopleSoft Receivables into PeopleSoft Project Costing and updates the Item Activity table (PS_ITEM_ACTIVITY) to D (done).

When you create an adjustment using a payment or maintenance worksheet, or when you apply a payment using the Payment Predictor process (ARPREDCT), you do not need to reenter the project information. The Receivable Update process automatically updates the project fields for the adjustment item using the information from the original item and sets the PeopleSoft Project Costing distribution status to D (done).

If you unpost an item, the process sets the PeopleSoft Project Costing distribution status flag for the new rows to N (not distributed).

Click to jump to top of pageClick to jump to parent topicPrerequisites

Before you can enter receivable items, you must do the following tasks:

See Also

Defining PeopleSoft Receivables Business Units

Defining Receivables Processing Options

Defining Additional Processing Options

Setting Up Exception and Collection Processing

Maintaining General Customer Information

Defining External Account Information

Processing Multiple Currencies

Defining User Preferences

Working with Value Added Taxes (VAT)

(IND) Setting Up Excise Duty, Sales Tax, and Customs Duty for India

Click to jump to top of pageClick to jump to parent topicEntering or Updating Pending Items

This section discusses how to:

Click to jump to top of pageClick to jump to parent topicUnderstanding Pending Item Components

At first glance the pages used for reviewing pending items loaded using a billing interface and for entering items online look the same. However, they require a different navigation path and the path that you use determines what information can be displayed or updated.

Use the External Items menu options for groups that you interfaced from your billing system that have not been posted.

Use the Online Items menu options to:

The following table describes the four components that you can use for both online and external groups.

Menu Name

Description

Group Entry

Use this option to enter a new group or to pull up all pending items in a small group (about 50 pending items or less).

Single Item

Use this option to access a single pending item when the group is too large for the system to handle within the pending item entry scroll. This is useful when you want to update a single item in a very large group.

Large Group

Use this option to open a large group and add a row for a new pending item. The system automatically increments the count for the control total by one.

Overdue Charges Items

Use for groups that you generated using the Overdue Charges process (AR_OVRDUE). This option is available only on the Online Items menu.

You can only work with groups that have not been posted.

PeopleSoft Receivables also provides three components that enable you to quickly set a group to post. To access these components, select one of the following:

Click to jump to top of pageClick to jump to parent topicPages Used to Enter or Update Pending Items

Page Name

Object Name

Navigation

Usage

Group Control

GROUP_ENTRY1

  • Accounts Receivable, Pending Items, Online Items, Group Entry, Group Control

  • Accounts Receivable, Pending Items, External Items, Group Entry, Group Control

  • As an alternative, select Single Item, Large group, or Overdue Charge Items instead of Group Entry.

Add a group and enter control totals and data.

Pending Item 1

GROUP_ENTRY2

  • Accounts Receivable, Pending Items, Online Items, Group Entry, Pending Item 1

  • Accounts Receivable, Pending Items, External Items, Group Entry, Pending Item 1

  • As an alternative, select Single Item, Large group, or Overdue Charge Items instead of Group Entry.

Enter information about individual pending items, such as the entry type and reason, payment terms, and discount data.

SF220_9 Report Types

AR_SF220_Types

Click the SF220 9 Type link on the Pending Item 1 page.

(USF) Assign an entity code and receivable type to a pending item. This information is required for the Receivables Due from the Public report (ARSF2209).

Projects Information

PC_FIELDS

Click the Projects link on the Pending Item 1 page.

Enter project information for receivable items. When you post the item, this information becomes available in PeopleSoft Project Costing so that you can review outstanding revenue and keep complete financial control of a project.

VAT Header

GROUP_ENTRY_VATHDR

Click the VAT Header link on the Pending Item 1 page.

View VAT header defaults. Manually override values if applicable.

VAT Lines

GROUP_ENTRY_VAT_LN

Click the VAT Line link on the VAT Header page.

View VAT line defaults including the VAT amounts. Manually override values if applicable

Pending Item 2

GROUP_ENTRY2B

  • Accounts Receivable, Pending Items, Online Items, Group Entry, Pending Item 2

  • Accounts Receivable, Pending Items, External Items, Group Entry, Pending Item 2

  • As an alternative, select Single Item, Large group, or Overdue Charge Items instead of Group Entry.

Enter correspondence, personnel, direct debit, draft, and cash forecasting information for the pending item.

Pending Item 3

GROUP_ENTRY2C

  • Accounts Receivable, Pending Items, Online Items, Group Entry, Pending Item 3

  • Accounts Receivable, Pending Items, External Items, Group Entry, Pending Item 3

  • As an alternative, select Single Item, Large group, or Overdue Charge Items instead of Group Entry.

Enter consolidated invoice information (used in PeopleSoft Billing). Enter values in user-defined fields.

Group Entry Tax

GROUP_ENTRY_TAX

  • Accounts Receivable, Pending Items, Online Items, Group Entry, Group Entry Tax

  • Accounts Receivable, Pending Items, External Items, Group Entry, Group Entry Tax

  • As an alternative, select Single Item, Large group, or Overdue Charge Items instead of Group Entry.

(IND) Enter and calculate excise duty and sales tax amounts for India. This page is available only if you enabled sales tax and excise duty for a receivable business unit type on the Business Unit Tax Applicability page.

Tax Detail

GROUP_ENTRY_TAX_DT

Click the Tax Detail Link on the Group Entry Tax page.

(IND) Display excise duty and sales tax detail information for India and view the results of the tax calculation. This page is available only if you enabled sales tax and excise duty for a receivable business unit type on the Business Unit Tax Applicability page.

Accounting Entries

GROUP_ENTRY3

  • Accounts Receivable, Pending Items, Online Items, Group Entry, Accounting Entries

  • Accounts Receivable, Pending Items, External Items, Group Entry, Accounting Entries

  • As an alternative, select Single Item, Large group, or Overdue Charge Items instead of Group Entry.

Create accounting entries for one pending item at a time.

Group Action

GROUP_ENTRY4

  • Accounts Receivable, Pending Items, External Items, Group Entry, Group Action

  • As an alternative, select Single Item, or Large group instead of Group Entry.

Specify the action that the system performs on a group of pending items, such as the posting the group, or creating or deleting accounting entries.

Group Action

GROUP_ENTRY4_RTM

  • Accounts Receivable, Pending Items, Online Items, Group Entry, Group Action

  • As an alternative, select Single Item, Large group, or Overdue Charge Items instead of Group Entry.

Specify the action that the system performs on a group of pending items, such as the posting the group, or creating or deleting accounting entries.

Click to jump to top of pageClick to jump to parent topicEntering Group Control Information

Access the Group Control page.

This page displays control and header information for a group of pending items. At a minimum, you need to enter a group type, origin ID, control amount, and control count.

If the group contains pending items in different currencies, you can handle the control total using the following approaches:

Group ID

Displays the group ID for the group. When you save this page, the system assigns the next available group ID. The group ID is based on the settings made on the Business Unit Definition page. You can override automatic numbering by entering your own group ID.

Acctg Date (accounting date)

Displays an accounting date that is the default for each pending item in the group. The date determines the fiscal year and accounting period to which the pending item is posted.

Group Type

Select one of the group types that you defined for billing.

Origin ID

Select the group origin ID, for example OBILL (online billing). The system assigns an origin ID that is valid for external entry to groups that are received through the billing interface.

Control Currency

Select a currency only if you want all pending items in the group to have the same currency.

Format Currency

Displays the default format currency value that you entered on the Receivables Data Entry 2 page. The system uses the format currency to determine the default currency of the pending item amounts that you enter. If you enter a control currency, the format currency changes to that value, and the field becomes unavailable for entry.

Control

Enter the group control totals: the total dollar amount of pending items in this group and the control Count (the total number of pending items in this group). The system compares the control amount and count with the Entered amount and count and calculates the difference.

The control amount must match the entered totals amount before you can post the pending items in this group. In other words, the Difference should be 0.

After you post a group, you view the Posted amount and count for the group using inquiry pages.

Received and Entered

Indicate when the group was received into the system and when items were entered. Use these fields to indicate processing delays, such as a department receiving the credit memo on Thursday, but did not enter them until Friday.

Assign

Displays your user ID in the User field. If another user will enter pending item information, enter the other user ID in the Assign field.

Edit Status

Indicates whether pending items have been edited. Edited indicates that pending items have been edited. (Most online groups have a status of Edited.) Not Edited indicates that external groups have not yet been processed by the Receivable Update process.

Balanced

Indicates that the system has balanced the online group. If No, the pending item group has not yet been processed by the Receivable Update process and the group may not actually be out of balance. To determine if a group is really out of balance, click the Balance button on the Group Action page.

Posting Status

Indicates whether pending items have been posted. Not Posted indicates that the groups have not yet been processed by the Receivable Update process. After Receivable Update runs, the posting status is either Errors or Complete.

Accounting Entries

Indicates whether accounting entries for pending items are Balanced or Not Balanced.

Posting Action

Displays the posting action that you selected on the Group Action page: Do Not Post, Post Now, Post Now to GL, Batch Priority or Batch Standard.

Click to jump to top of pageClick to jump to parent topicCompleting the Pending Item 1 Page

Access the Pending Item 1 page.

Pending Item Entry Group Box

Acctg Date (accounting date)

Displays the date entered on the Group Control page. It determines the fiscal year and accounting period used to post the item for both PeopleSoft Receivables and PeopleSoft General Ledger.

As Of Date

Enter a date, which is usually the same as the accounting date. You may use a different date for aging. You can also use this date to record the invoice date used to calculate payment terms.

Item ID

Enter a number that describes the pending item, such as the invoice number. As you enter pending items, the system assigns each row a Sequence number, which appears as you scroll through the pending items on the page.

Copy Line

Click to add the next line number and automatically copy some of the pending item information to the new row, if you need to divide an invoice into multiple lines. You need to complete the AR Dist (accounts receivable distribution code), Entry Type, and Reason fields on the new row.

Posted

If selected, the pending item has been posted and you cannot change information about it.

Document Sequence

Click to open a page where you can enter document sequencing information. This button is available only if you enabled the document sequencing feature for the PeopleSoft General Ledger business unit.

See Using Document Sequencing.

Bus Unit (business unit), and Customer

Enter the business unit and customer ID.

A customer may exist in more than one business unit with the same ID. The business unit you specify determines which customer the pending item is posted to. The customer business unit does not need to match the group business unit, although typically it does.

SubCust1 (subcustomer 1) and SubCust2 (subcustomer 2)

Displays subcustomer qualifiers, which come from the customer, if the feature is enabled. You specify if you want to use the subcustomer feature and, if you do, the number of qualifiers for the entire installation on the Installation Options - Overall page. The default subcustomer qualifiers for customers are specified on the General Information - Subcustomer Info page. You can override the default qualifiers for individual pending items. You use these subcustomer qualifiers for tracking history and aging information.

Amount and Currency

Enter the amount and currency for the pending item. If the entry currency differs from the base currency of the receivables business unit, the system handles the conversion automatically, and displays the base currency equivalent.

Entry Type and Reason

Enter the entry type and reason used to create the pending item. Entry types and entry reasons are among the most important pieces of information associated with a pending item. They determine how accounting entries are created, are carried with the pending item through posting, are considered when history is generated, are used as identifiers for open items, how items are aged, and if accounting entries are included on customer correspondence and drafts.

Entry Event

Enter an entry event code for the item to create supplemental accounting entries, if entry events are enabled for PeopleSoft Receivables.

See Using Entry Events.

AR Dist (accounts receivable distribution)

Enter the distribution code that governs the ChartFields that are used when the system generates accounting entries.

To create a single receivables (AR) line for accounting entries, use the default or override the default with a different code. The system obtains the default AR distribution code in the following order:

  1. From the entry reason on the Item Entry Type - Selection page.

  2. From the customer on the General Information - Bill To Options page.

  3. From the business unit on the Receivables Definition - Accounting Options 1 page.

Revalue Flag

Select if you want the Revaluation process (AR04000) to revalue the item.

(USF) SF220 9 Types

Click to open a page where you can enter an Entity Code and Receivable Type for a pending item. This information is required for the Receivables Due from the Public report (ARSF2209).

Projects

Click to access the Projects Information page, where you can enter the projects business unit, project ID, and activity ID used by PeopleSoft Project Costing for the pending item.

Payment Terms

If you do not enter payment terms, the system checks to see if you have set them at the next level up—the customer level. If you specified payment terms on the Payment Options page for the customer, the system draws them from there. If you did not set payment terms for this customer, the system uses the terms you associated with the business unit on the Receivables Options - Accounting Options 2 page. If no payment terms are specified, the system prompts you to enter a payment terms code or a due date.

Terms

Displays the default payment terms code. Change the default, or leave blank. If you change the default, you cannot use the discount fields. If you leave this field blank, you can fill in the discount amounts and dates of your choice.

Due Date

If there are no default values for the discount fields, you still must enter a due date. If the due date falls on a bank holiday, the system adjusts it automatically. This field is required for the Aging process (AR_AGING).

Due Days

Enter grace days or leeway to the payment terms.

Disc Days (discount days)

Enter the number of days past the discount date during which the customer is still eligible to receive a discount.

Always Allow Discount

Select during conversion and for preferred customers. Select to override previously set discount parameters and ensure that a customer receives a discount regardless of due date and payment date. Payment worksheets and Payment Predictor use this check box.

Note. If discounts must be included in VAT calculations, then enter the payment terms before entering the VAT amounts.

VAT Control Totals

Use this group box to enter control amounts for VAT and to access the VAT Header and VAT Lines pages on which you can view and, if applicable, manually override VAT default values.

VAT Transaction Amount

Enter the control amount for the transaction amount, which is subject to VAT. This is typically the transaction amount printed on the invoice.

If you are entering an item online, the system populates the Transaction Amount field for the first VAT line with the control amount. If you create additional VAT lines, you must change the transaction amount for each line so that they add up to the amount of the control amount. You have to open the VAT lines page and enter a VAT override amount.

VAT Amount

Enter the control amount for the VATamount in this field. This is typically the VATamount printed on the invoice. The system compares the total recorded VAT amount for all the VAT lines on the VAT Lines page to the control amount. The system automatically calculates the VAT for each line. You only need to enter an override VAT amount if the calculated VAT amount does not match the VAT amount on the invoice. If you enter an override VAT amount, the system uses this as the recorded amount. Otherwise the system uses the calculated VAT amount as the recorded amount.

VAT Header

Click to open the VAT Header page on which you can review VAT defaults as well as access VAT details for the VAT line. When you click this link, the system retrieves the VAT defaults based on your VAT setup and entered customer information.

VAT Lines

Click to view VAT line information. Displays only when you view a group and a VAT line exists for the item, or when you are entering new items and you have navigated to the VAT pages and back.

Reference Information

L/C ID (letter of credit ID)

Enter the letter of credit ID for the pending item.

Error Info (error information)

Displays only when errors are present. Click to open a page where you can view more details about the error.

Click to jump to top of pageClick to jump to parent topicUnderstanding Changes to VAT Defaults

VAT defaults are displayed in descending order of impact. When you change multiple VAT defaults and click Adjust Affected VAT Defaults, specific fields will or will not be adjusted. You should work from the top to the bottom of the pages, clicking Adjust Affected VAT Defaults at appropriate times to avoid adjustments to VAT Defaults that you overrode but did not memorize.

For example, if you override Calculate at Gross or Net and click Adjust Affected VAT Defaults, nothing happens because Calculate at Gross or Net does not affect any other VATdefaults. If you then override Customer Registration Country and click Adjust Affected VAT Defaults again, the system adjusts all Vat defaults except Customer Registration Country. This time, Calculate at Gross or Net was overridden, which means that you will probably have to override this VAT default again to undo the adjustment.

Click to jump to top of pageClick to jump to parent topicReviewing VAT Header Defaults

Access the VAT Header page.

Review and manually override VAT header defaults, as applicable.

Note. Because complex algorithms are used to obtain the VAT header defaults, avoid manually changing these values as much as possible.

VAT Lines

Click to open the VAT Lines page to review VAT information for the line.

Sequence

Displays the sequence number for the line. Because the user can enter multiple VAT lines for one pending item, the VAT sequence number is used to protect against duplicate rows.

Expand All Sections

Click to scroll to and access every section on the page. You can also expand one or more sections by clicking the arrow next to the section's name.

Collapse All Sections

Click to collapse all expanded sections so that only header information is displayed. You can also collapse one or more expanded sections by clicking the arrow next to the section's name.

Physical Nature

Physical Nature

Indicates whether an object is a good or a service. Many countries are required to report the sale and/or purchase of goods separately from services. The default comes from the customer location, customer or receivables business unit.

Change Physical Nature

Click to override the default physical nature for this item. The system resets all the VAT defauls.

VAT Locations

Ship From Country

Displays the receivables business unit location country. In the case of transactions involving goods or freight service transactions, this is used to determine the VAT treatment.

Ship From State

Displays the receivables business unit location state. In the case of transactions involving goods or freight service transactions, this is used to determine the VAT treatment.

Ship To Country

Displays the ship to customer location country. In the case of transactions involving goods or freight service transactions, this is used to determine the VAT treatment.

Ship To State

Displays the ship to customer location state. In the case of transactions involving goods or freight service transactions, this is used to determine the VAT treatment.

Location Country

For services only, displays the Receivables business unit country.

Location State

For services only, displays the Receivables business unit state.

Customer Location Country

For services only, displays the customer's bill to location country.

Customer Location State

For services only, displays the customer's bill to location state.

Service Performed Country

Depending on the services performed flag setting in the product defaulting hierarchy (for example on the customer or business unit), the system sets the value for this field as follows:

  • If it is the ship from location, it sets it to the Receivables business unit country.

  • If it is the ship to location, it sets it to the customer location country.

  • If it is the buyer's location, it sets it to the customer's bill to location country.

  • If it is the supplier's location, it sets it to the Receivables business unit location country.

Service Performed State

Depending on the services performed flag setting in the product defaulting hierarchy (for example on the customer or business unit), the system sets the value for this field as follows:

  • If it is the ship from location, it sets it to the Receivables business unit state.

  • If it is the ship to location, it sets it to the customer location state.

  • If it is the buyer's location, it sets it to the customer's bill to location state.

  • If it is the supplier's location, it sets it to the Receivables business unit location state.

Vat Defaults

Review VAT registrations, service specific defaults, controls, and treatments. Adjust or reset VAT default values as necessary.

VAT Registrations

Reporting Country

Displays the country for which this VAT will be reported. This is the VAT Entity VAT registration country and determines many of the VAT defaults.

Defaulting State

If the reporting country requires that VAT be tracked by state or province, this field displays the state within the reporting country for which an associated value is retrieved from the VAT defaults table.

Customer Registration Country and Customer Registration ID

Displays the registration country and ID of the bill to customer.

Customer Exception Type

Displays the exception granted to the customer. Options are: None, Exonerated, or Suspended. This value is specified on the bill to customer.

Certificate ID

If applicable, displays the ID of the VAT exception certificate that may have been issued to the customer.

Service Type

If the transaction is for a service, this field displays the VAT service type of Freight or Other. There are special rules for freight transport within the European Union, and the value in this field determines whether they apply.

Place of Supply Driver

If the transaction is for a service, this field displays the usual place of supply, (the place where VAT is usually liable) for the service. This value is used to help determine the place of supply country and the VAT treatment. Options are: Buyer's Countries, Supplier's Countries, or Where Physically Performed.

VAT Controls

Calculate at Gross or Net

Indicates how VAT is calculated. Options are:

Gross: The system calculates VAT before it applies any early payment discounts.

Net: The system calculates VAT after it deducts early payment discounts. If there are two percentage discounts, the system uses the larger of the two when it calculates VAT. The system will not use discount amounts, only discount percentages.

The default value comes from the VAT entity driver.

Recalculate at Payment

Select this check box to enable the recalculation of VAT at payment time to allow for any early payment discounts, if you are calculating VAT at gross. This causes the system to adjust the VAT amount at the time of payment if the discount has been taken. This is set on the VAT entity driver.

Declaration Point

For a good or a service, displays when you want VAT transaction information to be recognized for reporting purposes. Options are:

Invoice: VAT is recognized at time of invoice.

Payment: VAT is recognized at time of payment.

Delivery: VAT is recognized on delivery.

This value may be set at any level in the VAT hierarchy — VAT entity registration, business unit options, customer or customer location.

Rounding Rule

Displays the VAT rounding rule. The value comes from the VAT country driver or VAT Entity driver definition. Options are:

Natural Round: Amounts are rounded normally (up or down) to the precision specified for the currency code. For example, for a currency defined with two decimal places, 157.4659 would round up to 157.47, but 157.4649 would round down to 157.46.

Round Down: Amounts are rounded down.

Round Up: Amounts are rounded up with a rounding precision to one additional decimal place. For example, for a currency defined with 2 decimal places, 157.4659 would round up to 157.47, but 157.4609 would be rounded down to 157.46.

Calc on Advance Payments (calculate on advance payments)

Displays the current setting for recording VAT on an advance payment. The value comes from the VAT entity driver.

If selected, the system will record VAT on advance payments in PeopleSoft Receivables.

In the VAT Defaults table, you can select whether to record VAT on an advance payment based on the transaction declaration point; for example at invoice, delivery, or payment.

VAT is always recorded on advance payments if the declaration point is payment.

VAT Treatments

Treatment Group

Displays the VAT treatment group. Options are: Domestic Sales, European Union Sales, Exports, No VAT Processing, and Out of Scope.

Within PeopleSoft, detail VAT treatment values on the transaction lines are used for applying the precise defaults applicable to the transaction lines. Each of these detail VAT treatment values are associated with a VAT treatment group. The system tracks the VAT treatment group on the header enabling individual transaction lines to be grouped together into invoices during batch processes and to validate the detail line VAT treatment values on the transaction lines.

Place of Supply Country

For services, displays the country in which the VAT is liable.

Adjust/Reset VAT Defaults

Any changes you make to fields on this page may affect VAT defaults on this page. For accuracy and consistency, use the following fields to adjust affected VAT defaults or to reset all VAT defaults. Adjusting or resetting VAT defaults will only affect fields within the VAT Defaults group box.

Adjust Affected VAT Defaults

Click this button to have the system adjust the VAT defaults that are affected by your changes. All changes you have made to VAT Defaults on this page that affect other VAT Defaults on this page will be retained.

Click the “i” button to list the fields that will be adjusted.

Note. PeopleSoft recommends that you always click the Adjust Affected VAT Defaults button after changing any defaults on the VAT page.

Levels

Allows you to specify levels affected when you click the Reset All VAT Defaults button. Options are:

All lower levels: Resets all VAT defaults at lower levels for this page.

This and all lower levels: Resets all VAT defaults on this page and at any lower levels of this page.

This level only: Resets all VAT defaults on this page.

Note. Reset completely redetermines the VAT defaults. This does not necessarily mean they will be reset to their original values. For example, the user may not have changed any VAT default values, but if a VAT driver field was changed, pressing Reset will redetermine all defaults based on the new driver value.

Reset All VAT Defaults

Click to have the system reset the VAT defaults based on the Levels value you selected. Any changes you have previously made to VAT defaults will be lost.

See Also

Working with Value Added Taxes (VAT)

Click to jump to top of pageClick to jump to parent topicReviewing VAT Line Information

Access the VAT Lines page.

Review the VAT defaulting for each item line and override, as applicable.

Note. Because complex algorithms are used to obtain the VAT defaults, avoid manually changing these values as much as possible.

VAT Lines

These fields are defined under “Reviewing VAT Header Defaults.”

Physical Nature

These fields are defined under “Reviewing VAT Header Defaults.”

VAT Locations

Location Country

For services only, displays the receivables business unit country.

Location State

For services only, displays the receivables business unit state.This is displayed only if the Location Country requires that VAT be tracked by state or province.

Customer Location Country

For services only, displays the customer's bill to location country.

Customer Location State

For services only, displays the customer's bill to location state. This is displayed only if the Customer Location Country requires that VAT be tracked by state or province.

Service Performed Country

Depending on the services performed flag setting in the product defaulting hierarchy (for example at customer or business unit level), the system sets the value for this field as follows:

  • If the flag specifies the ship from location, this field is set to the receivables business unit country.

  • If the flag specifies the ship to location, this field is set to the customer location country.

  • If the flag specifies the buyer's location, this field is set to the customer's bill to location country.

  • If the flag specifies the suppliers location, this field is set to the receivables business unit location country.

Service Performed State

Depending on the services performed flag setting in the product defaulting hierarchy (for example customer or business unit level), the system sets the value for this field as follows:

  • If the flag specifies the ship from location,this field is set to the receivables business unit state.

  • If the flag specifies the ship to location, this field is set to the customer location state.

  • If the flag specifies the buyer's location, this field is set to the customer's bill to location state.

  • If the flag specifies the suppliers location,this field is set to the receivables business unit location state.

    This is displayed only if the Service Performed Country requires that VAT be tracked by state or province.

Ship From Country

Receivables business unit location country. In the case of transactions involving goods or freight service transactions, this is used to determine the VAT treatment.

Ship From State

Receivables business unit location state. In the case of transactions involving goods or freight service transactions, this is used to determine the VAT treatment.

Ship To Country

Displays the ship to customer location country. In the case of transactions involving goods or freight service transactions, this is used to determine the VAT treatment.

Ship To State

Displays the ship to customer location state. In the case of transactions involving goods or freight service transactions, this is used to determine the VAT treatment.

VAT Defaults

Review VAT default values and update as necessary.

VAT Service Specific Defaults

Service Type

If the transaction is for a service, this field displays the VAT service type of Freight or Other. There are special rules for freight transport within the European Union, and the value in this field determines whether they apply.

Place of Supply Driver

If the transaction is for a service, this field displays the usual place of supply, (the place where VAT is usually liable) for the service. This value is used to help determine the place of supply country and the VAT treatment. Options are: Buyer's Countries, Supplier's Countries, or Where Physically Performed.

VAT Registrations

These fields are defined under “Reviewing VAT Header Defaults.”

VAT Controls

Declaration Date

Displays the date for which this transaction will be reported to the tax authorities.

VAT Treatments

Place of Supply Country

For services,displays the country in which the VAT liable.

Treatment

Displays the VAT treatment. Options are:

Deemed Service Export: Services that are provided in the supplier’s country to a foreign buyer, where the supply of these services must be zero-rated (that is, the place of supply is the country in which the supplier is located and registered for VAT, but the customer is located in another country).

Domestic Goods Sale: Sale of goods where the supplier and customer are located in the same country.

EU Distance Sale: Sale of goods between European Union (EU) countries in which the supplier is registered in an EU country and the purchaser is not registered in an EU country. The VAT rate charged is the rate applicable in the suppliers country.

EU Goods Sale: Sale of goods between European Union countries.

EU Sale (Simplification): Used for a transaction between an intermediary and the purchaser in cases when there is a sale of goods between EU countries involving three parties: the purchaser, an intermediary (bill-from) supplier, and the actual goods supplier. Each party is located in a different EU country and registered in his own country, and not in either of the other two countries. The only difference between this VAT treatment and that applied to normal EU sales is that the supplier is required to print a different message on the invoice referencing the statute that applies to triangulation, rather than the one that references the statute for normal EU sales.

No VAT Processing: No VAT processing required.

Out of Scope EU Services: EU services out of the scope of VAT.

Outside of Scope: Outside the scope of VAT.

Zero-rated EU Service: Sale of services within the European Union subject to zero-rated VAT.

Zero-rated Goods Export: Export of goods subject to zero-rated VAT.

Zero-rated Services Export: Export of services subject to zero-rated VAT.

Within PeopleSoft, detail VAT treatment values on the transaction lines are used for applying the precise defaults applicable to the transaction lines. The treatment is determined based the rules applicable to the transaction.

VAT Details

Applicability

Displays the VAT status. Options are:

Taxable

Exempt (not subject to VAT)

Outside of Scope of VAT

VAT Code

Displays the VAT code that defines the rate at which VAT is calculated for this line.

Transaction Type

Displays the code that categorizes and classifies this transaction for VAT reporting and accounting.

Adjust/Reset VAT Defaults

These fields are defined under “Reviewing VAT Header Defaults.”

VAT Calculations

Transaction Amount

Enter the amount of the transaction in the transaction currency. If the control total amount has been entered on the pending item, the system automatically populates this value from the pending item for the first VAT line.

Transaction Amount Base

Displays the amount of the transaction in the base currency.

Basis Amount

Displays the amount on which the VAT is calculated in the transaction currency. If VAT is being calculated at Net, this amount is net of any discounts.

Basis Amount Base

Displays the amount on which the VAT is calculatd in the base currency. If VAT is being calculated at Net, this amount is net of any discounts.

Tax Rate

Displays the applicable VAT percentage.

Calculated Amount

Displays the system calculated VAT amount in the transaction currency.

Calculated Amount Base

Displays the system calculated VAT amount in the base currency.

Override VAT Amount

Override the calculated VAT amount by entering the VAT amount for the line if the calculated VAT amount is not equal to the VAT on the invoice being recorded. Otherwise, the field is blank.

Override VAT Amount Base

Displays the entered override VAT amount in base currency. This is calculated from the transaction currency override VAT amount, based on the exchange rate that is applicable to the transaction.

Recorded Amount

Displays the amount of VAT that will be recorded for this transaction in the transaction currency. If the calculated VAT amount has been overridden, this will be the entered override VAT amount. Otherwise this will be the calculated VAT amount..

Recorded Amount Base

Displays the amount of VAT that will be recorded for this transaction in the base currency. If the calculated VAT amount has been overridden, this will be the entered override VAT amount. Otherwise this will be the calculated VAT amount.

Recalculate

Click to recalculate the VAT for the line.

See Also

Reviewing VAT Header Defaults

Click to jump to top of pageClick to jump to parent topicCompleting the Pending Item 2 Page

Access the Pending Item 2 page.

Posted

If selected, the pending item has been posted and you can not change information about it.

Collection Status

Dispute

Select to mark a pending item for dispute. Then enter a reason in the Status field, the Date, and the Amount.

Collection

Select to mark a pending item for collection. Then enter a collection agency in the Status field and the Date.

Latest Dunning

Enter the type of dunning letter the customer last received. Then enter the date it was sent.

Last OC

Enter the type of overdue charge: finance, administrative, and penalty. Then enter the date and the amount of the last overdue charge.

Last Statement

Enter the date when you sent the customer the last statement.

Note. The Dispute, Collection, Latest Dunning, Last OC (last overdue charge), and Last Statement fields are often used during conversion.

Additional Detail

Sales

Select the name of the primary sales person in the support group assigned to the customer.

Location

Select the address sequence number of the bill to customer. This is usually the address used by PeopleSoft Billing for invoices or for debit or credit memos. It may also be the address attached to the item. The address, if entered, is used for correspondence for the item. Otherwise the default location on the customer is used for correspondence.

Pay Method

Select a payment method for the customer. If you leave this field blank, the system uses the payment method specified for the customer on the Payment Options page. If a payment method is not defined for the customer, the system uses the default defined on the Receivables Options - Payment Options page for the business unit.

Options are: Cash, Check, Credit Card, Direct Debit, Electronic Files Transfer (EFT), or Letter of Credit.

Draft Type

If you selected the payment method Draft, the system displays the default draft type for the customer that was specified on the Payment Options page. If you did not assign a default draft type, select one.

Cash Forecasting

Bank Code and Account

Enter the bank code and account that the customer uses to send payments. PeopleSoft Cash Management uses this for cash forecasting.

Draft Options

If you selected a payment method of Draft, you must select one of the following check boxes.

Preapproved?

Select if the item is preapproved for draft processing.

Create Document?

Select if the item must be included in a draft document that is prepared for the customer.

One Item per Draft?

Select if the item must appear on a separate draft.

Click to jump to top of pageClick to jump to parent topicCompleting the Pending Item 3 Page

Access the Pending Item 3 page.

If multiple invoices in PeopleSoft Billing were consolidated, the business Unit and Invoice number fields identify which open items correspond to the consolidated invoice. The PeopleSoft Billing interface automatically populates these fields. If you have a similar concept in the billing systems that you interface to, you can use these fields for a similar purpose.

PeopleSoft Receivables provides configurable user fields in the pending item tables that you can use to track company- or industry-specific information that is not predefined on the Pending Item table, such as a contract or shipment. User fields include:

See Also

Setting Up User-Defined Fields

Click to jump to top of pageClick to jump to parent topic(IND) Entering Tax Information for India

Access the Group Entry Tax page.

The system calls the tax determination routine to populate default values for the tax transaction lines based on the business unit and customer for the item.

Entering Control Totals

Total Tax Amount

Enter the total tax amount. This is the sum of the excise tax amount and sales tax amount.

Excise Tax Amount

Enter the total amount of excise tax. Required if excise tax is applicable.

Sales Tax Amount

Enter the total amount of sales tax. Required if sales tax is applicable.

Determining Tax Information or Calculating Tax

Tax Determination

Click to populate default information such as ship from country and state, ship to county and state, tax authority (for sales tax only), tax form code (for sales tax only), tax transaction type, excise duty and sales tax codes from the business unit and customer setup to the tax transaction line. The transaction line can have excise duty only, sales tax only, or both excise duty and sales tax.

If you change the default value for the tax transaction type, sales tax form code, or the tax rates codes, you must click this button again to run the tax determination routine again.

Calculate Tax

Click to calculate taxes only if the items are entered in PeopleSoft Receivables or for items interfaced from billing for which PeopleSoft Receivables will create the accounting entries. Taxes cannot be recalculated if the accounting entries were created in PeopleSoft Billing. The system calculates the excise duty tax amounts and sales tax amounts.

You view the results on the Tax Detail page.

Entering Indian Tax Line Information

Ship From State

Displays the default ship from state that the tax determination routine identifies. The system determines the ship from state based on the business units assigned to the item:

  • If an order management business unit is available, it uses the order management business unit location country and state.

  • If no order management business unit is available, but a billing business unit is available, it uses the billing business unit location country and state.

  • If neither an order management business or a billing business unit is available, it uses the receivables business unit location country and state.

Ship to State

Displays the ship from state. The system uses the country and state for the ship to customer to populate the field.

Reporting Authority

Displays the reporting authority. The tax determination routine populates the field.

Tax Tran Type (tax transaction type)

Select a tax transaction type. Values are:

DEB: Direct export with bond

DEWB: Direct export without bond

DIMP: Direct export

DOM: Domestic

IUT: Interunit transfer

LEB: Local export with bond

LEWB: Local export without bond

LIMP: Local import

Sales Tax Form Code

Select a sales tax form code. This is only for sales tax and is used for form tracking. Valid entries are:

20: Tamilnadu Local S/P

32: West Bengal Local S/P

37: Karnataka Local S/P

C: Interstate Sales

D: Sale to Government

EI: Intransit Purchase

EI & C: Intransit Sales

EII: Intransit Sales Level 2

F: Stock transfer form

H: Deemed Export

Transaction Line Amount

Enter the total amount of transactions for the line. Each line will have its own transaction total. The system uses this amount to calculate the taxes.

Excise Tax Amount

Displays the total amount of excise tax for the line. Each line will have its own excise tax amount. If excise tax is applicable. The sum of all the excise tax amounts should equal the control excise tax amount.

Sales Tax Amount

Displays the total amount of sales tax for the line. Each line will have its own sales tax amount. If sales tax is applicable. The sum of all the sales tax amount should equal the control sales tax amount.

Excise Tax Rate Code and Sales Tax Rate Code

Enter the excise duty or sales tax rate associated with this line. Excise duty and sales tax rate codes represent a specific grouping of tax type components, calculation schemes, and other tax attributes. If excise duty or sales tax is applicable to a line, this field must be populated. If excise duty or sales tax is not applicable to a line, this field must not be populated.

Tax Detail Link

Click to access the Tax Detail page where you view the excise duty and sales tax detail information.

See Also

(IND) Excise Duty and Sales Tax Processing for India

(IND) Determining and Calculating Excise Duty, Sales Tax and Customs Duty

Click to jump to top of pageClick to jump to parent topic(IND) Viewing Tax Detail for India

Access the Tax Detail page.

Tax Rate Cd (tax rate code)

Displays the tax rate used to calculate the tax for each line. Tax is applied to each line separately, rather than applied to a subtotal of the bill, enabling you to establish different tax rates for each line.

Tax Component

Displays the tax component for the line. There is one tax component code for each tax type. Multiple tax component codes that have the same tax type are grouped together to define tax rate codes.

Calc Scheme (calculation scheme)

Displays the calculation scheme that determines how the taxes are calculated. PeopleSoft Receivables only uses the P (percentage) calculation scheme.

Tax Rate

Displays the rate at which the taxes are calculated. The value that appears here is determined by the value in the Calc Scheme field and is always a percentage.

Basis Amount

Displays the amount of the line on which the tax was calculated.

Tax Amount

Displays the amount of the tax the system calculated for the line.

Click to jump to top of pageClick to jump to parent topicCreating and Reviewing Accounting Entries Online

Access the Accounting Entries page.

To create entries for all pending items in the group, use the Group Action page.

Amount

Displays the amount in the entry currency.

Tot Base (total base)

Displays the amount converted into the base currency.

Creating and Deleting Accounting Entries

Display Totals

Select the type of currency used to display the totals at the bottom of the page. Select either Base or Entry.

Click the Create button to have the system create accounting entries for one pending item at a time. If you create accounting entries for one pending item, you must create accounting entries for all the items in the group. After you click the Create button, the accounting entries appear in the grid at the bottom of the page.

Click the Delete button, if you make a mistake and want to start over. The button affects only the pending item shown in the scroll area, not all pending items in the group.

Accounting Entries

The status changes from Incomplete to Complete after you create accounting entries and the entries are balanced.

Reviewing and Updating Accounting Entries

The ChartField grid at the bottom of the page displays the individual lines for a single item. To see the accounting lines for a different pending item, use the Accounting Entries grid.

The accounting entries that appear are based on the item entry template and are either system-defined or user-defined. For billing groups, you can edit both system-defined receivables lines and user-defined (revenue) lines. You can have multiple lines for each. The lines must balance; that is, total debits must equal total credits, and the total of all accounts receivable lines must equal the entry amount of the pending item.

Manually enter the ChartField values for the pending item as needed, or populate the value automatically by clicking the SpeedType button and selecting a SpeedType code if you have set up Speed Types.

GL Unit (general ledger business unit)

Displays the general ledger business unit that is linked to the receivables business unit and receives journals.

Type

Indicates whether the line is an accounts receivable line or a user-defined line.

Ledger Group and Ledger

These fields are populated in a multibook environment.

Ledger Base

In a non-multibook environment, displays the business unit base currency.

Stat (statistic)

If the accounting template you selected on the Accounting Template page included a statistic code for the particular entry type you are working with, the statistic code value appears in this field.

If the Stat field is populated, then the associated unit of measure field is also populated. For instance, suppose that you track the number of workdays associated with the item. The statistic code is DAY (work days), and the associated unit of measure is also DAY (days). The field that appears between these two is the statistical amount, which in this example you might enter as 3.00, the number of days.

If the Stat field is not populated, you can enter a value and overwrite the existing unit of measure as needed.

Open Item Key

Enter the information that you need to track and maintain for the open item account in PeopleSoft General Ledger. This field is available only if the account for the distribution line is marked as an open item account.

At the bottom of the page, check to make sure that the debits and credits are balanced. The total number of Lines for each pending item, the DR (debit) and CR (credit), and the Net must be 0 before you can post the group.

Click to jump to top of pageClick to jump to parent topicChoosing a Group Action

Access the Group Action page.

Group Actions

Balance

Click to balance the group, but not set it to post. This option looks at the entered fields on the Group Control page to confirm that the control amount and count are equal to the entered amount and count. If the entered pending items match the group controls and you entered them online, the system checks that the accounting entries are balanced. The system also checks that any VAT amounts are balanced. If the group, accounting entries, or VAT amounts are out of balance, you receive a warning message. It also checks for required fields.

If you are looking at an external group, the Group Status box on the Group Control page shows the status of the group.

Delete Group

Click to delete the entire group of pending items. If you delete a draft group, the system deletes any draft fees associated with the group.

Posting Action

The Posting Action group box varies depending on whether you are working with an external group or an internal group.

Action

Select a posting action for the group and click OK to execute the action. Valid values are:

Do Not Post: Saves the changes to the group, but no posting takes place. Use this option to change the posting option for a group set to Batch Standard, if the group has not been processed yet.

Post Now: Runs the Receivable Update process immediately. If the user enabled the notification feature, the system displays a message when the process completes.

Post Now to GL: Runs the Receivable Update process immediately and runs processes to create and post journals to the general ledger. If the user enabled the notification feature, the system displays a message when the process completes.

Batch Priority: Runs the Receivable Update process the next time a priority scheduled job runs or the next time a standard scheduled job runs if that occurs first. This option is not intended for large jobs.

Batch Standard: Runs the next time a standard scheduled batch job runs. This may occur once a day depending on how often the organization schedules standard jobs.

Note. The posting options that are available depend on the options that you select for the user on the Define User Preferences - Process Group page. Use the Post Now and Post Now to GL options only for small groups or when there is an immediate need to post the transaction. The system issues a message, if another user or scheduled process is posting transactions for the same business unit and customer combination at the same time.

See Receivable Update Processing Options.

For external groups, only these posting actions are available.

  • Do Not Post

  • Batch Priority

  • Batch Standard

 

Accounting Entry Actions

Create Entries

Click to create and initially balance accounting entries for all of the group's pending items that do not yet have entries. This option creates entries for all pending items in the group at once, whereas on the Accounting Entries page, you create entries for only one pending item at a time.

Note. Normally, you create accounting entries during a Receivables Update run unless you must review them. To create accounting entries in a batch, select a posting action.

See Creating and Reviewing Accounting Entries Online.

Delete Entries

Click to erase the accounting entries that were created for all pending items in the group.

Click to jump to top of pageClick to jump to parent topicFinding and Correcting Errors When Entering Receivables

When you enter pending items online, the system validates the data and displays an error message if the data fails one or more system edits. In this way, the system prevents two types of user errors:

You can receive error messages at the field level or the page level:

The Receivable Update process also edits pending items and flags the errors.

See Also

Correcting Posting Errors

Click to jump to top of pageClick to jump to parent topicReview Pending Item Groups

This section describes inquiry pages that display information about pending item groups.

Click to jump to top of pageClick to jump to parent topicPages Used to Inquire About Pending Groups

Page Name

Object Name

Navigation

Usage

Billings by Origin

GROUP_ACT_ORIGIN

Accounts Receivable, Pending Items, Review Items, Billings by Origin

Reconcile your database with information from your billing system. Display the pending groups that are received from a billing origin on a certain day or within a range of dates.

Billings By Business Unit

GROUP_ACT_BU

Accounts Receivable, Pending Items, Review Items, Billings by Unit

View the pending groups from PeopleSoft Billing that are received into a business unit.

Pending Item Status

PNDG_ITEM_STATUS

Accounts Receivable, Pending Items, Review Items, Pending Item Status

View the status of an unposted pending item for a customer.