Implementing Inter Unit Billing Shared Service Environment Ron

Implementing Inter. Unit Billing Shared Service Environment Ron Keller Eli Fernandez 7/10/2018 #PSRECONNECT

About Susan G. Komen #PSRECONNECT

Overview #PSRECONNECT • Inter. Unit Billing allows the automated creation of an Accounts Payable voucher as well as the Billing invoice • Requires Customer Bill-to tab GL Business Unit be different from the Billing Business Unit and the Billing Business Unit Supplier is identified as an Interunit Supplier. • The Voucher expense distribution is entered in Billing • The Bill generation is run followed by the Voucher Staging records ceate Voucher Build processes

Susan G. Komen Organizational Structure Susan G. Komen Foundation Inc. – Federated Model Susan G. Komen Foundation provides • 72 Susan G. Komen Affiliate Corporations • Separate Staffing, Management and Board of Directors • IT Services • Centralized Accounting Services • Third Party Applications Susan G. Komen Headquarters and each Affiliate Corporation are separate General Ledger, Billing, Accounts Receivable and Project Costing Business Units #PSRECONNECT

Eliminate manual Voucher Entry and errors Why Interunit Billing #PSRECONNECT • 1700 Annual Billing Invoices from Corporate to Affiliates • 800 Billing Invoices from Affiliates to Corporate • Corporate Accounts Payable Department manually entered all corresponding AP Vouchers

Implementing Interunit

Inter. Unit Billing to AP Flow Non. Consolidated Single Action Invoice BIJOB 03 #PSRECONNECT Build Voucher Staging Tables BIGNAP 01 Voucher Build

Inter. Unit Billing Configuration 1 2 Identify and Update Customers and Suppliers as Inter. Unit and the Business Unit they Represent Update Transaction System Map for BIIVC #PSRECONNECT 3 Set Billing Inter. Unit Billing defaults in General Ledger Business Unit Definition 4 Establish Inter. Unit Pairs Inter. Unit Billing Parameters 5 Create Expense Distribution Codes to be assigned to AP Vouchers

System Transaction Map for Billing Invoice #PSRECONNECT

Inter. Unit Transaction Code #PSRECONNECT

Customer Bill to Option #PSRECONNECT

Supplier #PSRECONNECT

GL Business Unit Inter/Intra. Unit Default #PSRECONNECT

Inter. Unit Pair- Inter. Unit Billing Options #PSRECONNECT

Distribution Code for AP Expense #PSRECONNECT

Inter. Unit Invoice #PSRECONNECT

IU Expense for AP Distribution Line #PSRECONNECT

Implemention Issues

Business Process Requirements #PSRECONNECT • Project and Activity are required for Affiliate Voucher Expense Distribution • A single Billing line may require % distribution to 2 or more AP distribution lines • No additional manual steps be added to the Billing process • All Affiliate Vouchers must go thru Workflow Approval • The Billing Invoice must be available for viewing both on the Voucher and Voucher Approval page

• Projects must be unique across Project Business Units • Example: Project RTFC 18 (Race for the Cure for 2018) Issue Distribution Codes • To use across all Project Business Units it is s set up as • RTFC 18 CA 100 • RTFC 18 TX 108 • E. T. C…… • Would require 850+ new Distribution Codes • Entry required in Billing to create Accounts Payable Expense Distribution #PSRECONNECT

Solution • Eliminate the need for Inter. Unit Expense entry in Billing • Comment out the edits requiring the entry • Build a Billing distribution to Accounts Payable distribution cross reference table and add/update page • Modify voucher staging process(BIGNAP 01. sqr) by replacing Distribution Codes with the Billing generated accounting entries #PSRECONNECT

Mapping BI_ACCT_ENTRY To DISTRIB_LINE • First Level • Second level • Third level • Fourth level • Fifth level #PSRECONNECT

Mapping Continued #PSRECONNECT

Issue – Invoice Image #PSRECONNECT • A Billing Voucher has a Billing Invoice hyperlink pop-up page but does not include a link to the Invoice PDF image • Approval pages do not link to the Billing Invoice PDF image required by workflow approvers

Solution • Enable the Invoice Attachment option at the Bill Type definition #PSRECONNECT

Solution • Billing Invoice PDF is automatically attached for the Billing Invoice Summary inquiry page • Add the same function to the AP voucher Billing Invoice pop-up page and Fluid Approval page #PSRECONNECT

Approval Page #PSRECONNECT

Summary and Next Step #PSRECONNECT Interunit Billing has automated Interunit Vouchers eliminating errors and over 400 hours of manual entry. Next Step is to Implement Bilateral Netting thereby reducing banking transactions and manual entry of AR deposits.

Questions? #PSRECONNECT

Please complete a session evaluation Session ID: 101400 Contact Info: rkeller@komen. org Tel: 972. 701. 2069

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