Use the Manual Billing Interface to load billing information using data from external applications. Information you load using this interface adds to the data already stored in PENTA.

Data files you load must have Request Types assigned to the B Interface Type.

The following System Options affect this interface:

125 (Mark Batch for Distribution) controls whether PENTA automatically distributes the batches.
128 (Reject Interface File on Error) controls whether PENTA rejects a batch when errors exist in the file.
224 (“Error if Duplicate AR Invoice”) controls whether PENTA allows invoices with the same Job Id/Customer Id/Invoice # as existing invoices.

Processing

PENTA runs several high-level tests for integrity on the file. PENTA processes the Detail Records and distributes the batch (Header Record and associated Detail Records) if all of the following are true:

There is only one Header Record per file. The Header Record indicates the file type and control information to ensure the file processes completely.

There are one or more document level records, one representing each individual billing or invoice. If an invoice contains billings for multiple jobs, PENTA creates multiple documents for the same invoice.

For each document record, one or more Detail Records indicate the distribution of the billing. Billings are related to an account or job and line item.

For any Detail Record in which the line item is associated with one or more tax jurisdictions, a tax jurisdiction record exists for each tax jurisdiction that has a tax amount associated with the detail entry.

Where to View Loaded Data

If System Option 125 is set to N, you can review and edit records as needed in the Manual Billing Entry window. (If this System Option is Y, error-free records are automatically distributed.)

Available Records

1 Account (ACCT) Distribution Detail Record
2 Back Charges (BC) Detail Record
3 Document Record
4 Header Record
5 Distribution Record-Unit Price Line Item Distribution (UP) Detail Record
6 Lump Sum and Cost Plus Line Item Distribution (LSCP) Detail Record
7 Tax Distribution Record-Lump Sum & Cost Plus Line Items (TAX) Detail Record

Account (ACCT) Distribution Detail Record

You can enter multiple detail distribution records per invoice, but you can only enter this type of record for DOC records with an Invoice Job Id.

#	Field	Entry	Format	Description

#	Field	Entry	Format	Description
1	Batch Number	Req	I 9	Must match the Batch Id in the Header Record.
2	Record Type	Req	C! 5	This value must be ACCT.
3	Invoice Number	Req	C 15	The invoice number from the DOC record.
4	Credit OU Id	Req	X	Must be a valid OU Id with the same balance sheet OU as the AR OU Id on the DOC record.
5	Credit Account Number	Req	I 6	Must be a valid account for the credit OU. The account cannot have an edit rule associated with it.
6	Reference Job Id	Opt	C 10	Id of the job associated with the distribution. Must be a valid Job Id.
7	Source Amount	Req	F 15.2	The billing amount for this distribution. Note: 0 is an acceptable value.
8	Exchange Rate	Opt	F 12.6	The exchange rate between the invoice’s currency and the distribution’s currency. Only multi-currency users can use exchange rates.
9	Base Amount	Opt	F 15.2	The distribution’s base amount. PENTA calculates: The Source Amount ÷ The Exchange Rate Note: 0 is an acceptable value.
10	Debit Account Number	Opt	I 6	The AR account of the AR OU Id.
11	Description	Opt	C 30	The customer’s name.

Back Charges (BC) Detail Record

You can include multiple detail distribution records per invoice.

#	Field	Entry	Format	Description

#	Field	Entry	Format	Description
1	Batch Number	Req	I 9	Must match the Batch Id in the Header Record.
2	Record Type	Req	C! 5	This value must be BC.
3	Invoice Number	Req	C 15	This is the invoice number from the DOC record.
4	Job Id	Req	C 10	Must be a valid Job Id that has the Invoice Job Id on the DOC record as its invoice job. The user on the Header Record must have authorization to access this job.
5	Cost Type Code	Req	C 4	Must be a valid unit price line item for the job’s line item job.
6	Costcode	Req	C 15	Values are A (Active) or C (Closed). This defaults as A. If C, PENTA marks the line item as closed as part of the billing record.
7	Hours	Opt	F 12.3	You must enter two of the three values: Units Unit Price Amount PENTA calculates the third.
8	Source Amount	Req	F 15.2	You must enter two of the three values: Units Unit Price Amount PENTA calculates the third.
9	Exchange Rate	Opt	F 12.6	You must enter two of the three values: Units Unit Price Amount PENTA calculates the third.
10	Base Amount	Opt	F 12.6	Can only be used by multi-currency users. This defaults as the current exchange rate between the Currency Id entered and the base currency of the AR OU Id.
11	Debit Account Number	Req	F 15.2	PENTA calculates: The Amount This Billing ÷ The Exchange Rate.
12	Description	Opt	I 6	This defaults from the currency for multi-currency users, otherwise the Job Type. Must be a valid AR edit rule account.

Document Record

Include only one document record per invoice; or if an invoice covers multiple invoice jobs, include one record per invoice and invoice job combination.

#	Field	Entry	Format	Description

#	Field	Entry	Format	Description
1	Batch Number	Req	I 9	Must match the Batch Id in the Header Record.
2	Record Type	Req	C! 5	Value must be DOC.
3	Invoice Job Id	Opt	C 10	The User in the Header Record must have authorization for this job. The following values default from the Job, so you do not need to enter them in the file. AR OU Id (job’s balance sheet OU Id) Customer Id
4	Accounts Receivable Organizational Unit Id	Opt	X	You must enter a value if there is no Invoice Job. Do not enter a value if there is an Invoice Job. Must be a valid balance sheet OU Id. The User in the Header Record must have authorization for this OU Id.
5	Customer Id	Opt	X	If an Invoice Job exists, you can use this field to override the Customer ID—if the Invoice Job’s Job Type has the “Allow Override of Customer on Invoices” box checked.
6	Invoice Number	Req	C 15	The invoice number associated with the manual billing.
7	Customer Reference #	Opt	C 15	Id for information you want to reference for the Customer. PENTA does not edit.
8	Invoice Date	Req	C 8	The date on the invoice.
9	Posting Date	Opt	C 8	Must be within an open accounting period for the AR OU Id. If you enter nothing, this defaults as the Invoice Date.
10	Progress Billing #	Opt	I 3	If the Progress Billing # matches one that already exists for the job, PENTA issues a warning. You can only enter this number if you entered an Invoice Job. If you enter an Invoice Job with no Progress Billing #, PENTA uses the next sequential Progress Billing #.
11	Net Invoice Amount	Req	F 15.2	Total amount of the invoice.
12	Payment Terms	Opt	I 3	The invoice’s term of payment. Defaults from the customer, but you can manually override it.
13	Anticipated Collection Date	Opt	C 8	The date when you expect collection for the invoice.
14	Currency Id	Opt	C 3	For multi-currency users, this is the Id of the invoice’s currency.
15	Discount Amount	Opt	F 15.2	The discount amount available on the invoice.

Header Record

Enter one Header Record per file. This record must be the first record in the file.

#	Field	Entry	Format	Description

#	Field	Entry	Format	Description
1	File Identifier	Req	C! 3	Identifies the file as a billing file. Value must be BLL.
2	Batch Number	Req	I 9	Links transactions in the file. PENTA does not process the batch if another batch exists with the same number and User Id.
3	User Id	Req	C 6	The user who views, edits, and distributes the batch. This does not have to be the same user who loads the interface file.
4	Record Count	Req	I 10	The total number of records in the file (all Record Types). Used to determine if the file is complete.
5	Invoice Total Amount	Req	F 15.2	Total invoice amount for all invoices in the file. Used to determine if the file is complete.

Distribution Record-Unit Price Line Item Distribution (UP) Detail Record

You can enter multiple detail distribution records per invoice.

#	Field	Entry	Format	Description

#	Field	Entry	Format	Description
1	Batch Number	Req	I 9	Must match the Batch Id in the Header Record.
2	Record Type	Req	C! 5	Value must be UP.
3	Invoice Number	Req	C 15	This is the invoice number from the DOC record.
4	Job Id	Req	C 10	Must be a valid Job Id that has the Invoice Job Id on the DOC record as its invoice job. The user on the Header Record must have authorization to access this job.
5	Line Item #	Req	I 6	Must be a valid unit price line item for the job’s line item job.
6	Status Code	Req	C! 1	Values are A (Active) or C (Closed). This defaults as A. If this value is C, PENTA marks the line item as closed as part of the billing record.
7	Units This Billing	Opt	F 12.3	You must enter two of the three values: Units Unit Price Amount PENTA calculates the third.
8	Unit Price This Billing	Opt	F 12.3	You must enter two of the three values: Units Unit Price Amount PENTA calculates the third.
9	Amount This Billing	Opt	F 15.2	You must enter two of the three values: Units Unit Price Amount PENTA calculates the third.
10	Exchange Rate	Opt	F 12.6	Only multi-currency users can use the exchange rate. This defaults as the current exchange rate between the Currency Id and the AR OU Id’s base currency.
11	Base Amount	Opt	F 15.2	PENTA calculates: The Amount This Billing ÷ The Exchange Rate
12	Debit Account Number	Opt	I 6	This defaults from the currency for multi-currency users, otherwise the Job Type. This must be a valid AR edit rule account.
13	Description	Opt	C 30	This defaults as the customer name.
14	Cost Type	Opt	C 4	Used to associate the revenue with a Cost Type and Costcode on the Project Manager Status report. Must be a valid Cost Type for the Job Id.
15	Costcode	Opt	C 15	Used to associate the revenue with a Cost Type and Costcode on the Project Manager Status report. Must be a valid Costcode for the Cost Type and Job Id

Lump Sum and Cost Plus Line Item Distribution (LSCP) Detail Record