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.

If PENTA is unable to load an individual row, it bypasses that record and moves on to the next. It notes the rejected rows and does not load them into PENTA.

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.

Limitations & Restrictions

PENTA places the following limitations and restrictions on manual billing records loaded with the interface:

The User Id entered in the interface data file is the only user who can edit and distribute the batch.

The person loading the interface file does not have to be the user identified in the Header Record. Zach can load the file, but if Larry is the user in the Header Record, only he can edit and distribute the batch once Zach loads the file.

If PENTA rejects a record, you cannot resubmit the file because a batch already exists for the file name and file type.

Where to View Loaded Data

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

If necessary, you can make any corrections and/or late entries directly in PENTA. After loading, reviewing, and modifying the data, you can use PENTA to process invoices and distribute the Manual Billing batch.

Available Tables

1 Account Detail Record
2 Back Charges Detail Record
3 Document Detail Record
4 Header Record
5 Lump Sum & Cost Plus Detail Record
6 Tax Detail Record
7 Unit Price Detail Record

Account Detail Record

The following information relates to the INTR_BILL_DTL_ACCT table.

Column	Entry	Format	Description

Column	Entry	Format	Description
INTR_RQST_ID	Req	C! 13	The interface request value that you enter to initiate the interface process. The value must be consistent for all records PENTA should process together.
CUS_INVOICE_NUM	Req	C 15	The invoice number from the DOC row.
CUS_ID	Req	X	The customer ID from the DOC row.
DOC_SEQ_NUM	Req	I 10	Sequence number of the document.
SEQ_NUM	Req	I 10	Sequence number uniquely identifying this row within request/customer/invoice.
CR_OU_ID	Req	X	Must be a valid OU Id with the same balance sheet OU as the AR OU Id on the DOC row.
CR_ACCT_NUM	Req	X	Must be a valid account for the credit OU. The account cannot have an edit rule associated with it.
REF_JOB_ID	Opt	X	Must be a valid Job Id.
SOURCE_AMT	Req	F 15.2	The billing amount for this distribution. Note: 0 is an acceptable value.
EXCHANGE_RATE	Opt	F 12.6	Only multi-currency users can use the exchange rate. This value defaults as the current exchange rate between the currency Id entered and the base currency of the AR OU Id.
BASE_AMT	Opt	F 15.2	PENTA calculates: Source amount ÷ Exchange rate. Note: 0 is an acceptable value.
DR_ACCT_NUM	Opt	X	This defaults as the AR account of the AR OU Id.
DESCR	Opt	C 30	This defaults as the customer name.
TRANX_REF_ID	Opt	C 15	PENTA marks job cost and billing transactions within the interface files with this Transaction Reference Id. This enables your external application to perform functions (e.g., billing and profit analysis) by whatever grouping this Id represents.
RECORD_NUM	Opt	I 10	Do not assign this value. PENTA assigns this record number, which you can use to identify records with errors or warning messages.
USER_ID	Req	C 6	Id of the employee performing the load process. This user_id must exist in PENTA.
MODIFICATION_ DATE	Opt	D	Once the process completes, this displays the date PENTA marked the record as modified in the database. The current date is the default value.

Back Charges Detail Record

The following information relates to the INTR_BILL_DTL_BC table.

Column	Entry	Format	Description

Column	Entry	Format	Description
INTR_RQST_ID	Req	C! 13	The interface request value that you enter to initiate the interface process. The value must be consistent for all records PENTA should process together.
CUS_INVOICE_NUM	Req	C 15	This is the invoice number from the DOC row.
CUS_ID	Req	X	The customer ID from the DOC row.
DOC_SEQ_NUM	Req	I 10	Sequence number of the document.
SEQ_NUM	Req	I 10	Sequence number uniquely identifying this record within request/customer/invoice
JOB_ID	Req	X	Must be a valid Job Id that has the Invoice Job Id on the DOC row as its invoice job. The user passed to the package must have authorization to access this job.
COST_TYPE_CD	Req	C 4	Must be a valid unit price line item for the job’s line item job.
CC	Req	X	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 row.
HRS	Opt	F 10.3	You must enter two of the three values: Units Unit Price Amount PENTA calculates the third.
SOURCE_AMT	Req	F 15.2	You must enter two of the three values: Units Unit Price Amount PENTA calculates the third.
BASE_AMT	Opt	F 15.2	You must enter two of the three values: Units Unit Price Amount PENTA calculates the third.
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 entered and the base currency of the AR OU Id.
DR_ACCT_NUM	Req	X	This defaults from the currency for multi-currency users, otherwise the Job Type. Must be a valid AR edit rule account.
DESCR	Opt	C 30	Defaults from the currency for multi-currency users; otherwise the Job Type. Must be a valid AR edit rule account.
TRANX_REF_ID	Opt	C 15	PENTA marks job cost and billing transactions within the interface files with this Transaction Reference Id. This enables your external application to perform functions (e.g., billing and profit analysis) by whatever grouping this Id represents.
RECORD_NUM	Opt	I 10	Do not assign this value. PENTA assigns this record number, which you can use to identify records with errors or warning messages.
USER_ID	Req	C 6	Id of the employee performing the load process. This user_id must exist in PENTA.
MODIFICATION_ DATE	Opt	D	Once the process completes, this displays the date PENTA marked the record as modified in the database. The current date is the default value.

Document Detail Record

The following information relates to the INTR_BILL_DOC table.

Column	Entry		Format	Description

Column	Entry	Format	Description
INTR_RQST_ID	Req	C! 13	The interface request value that you enter to initiate the interface process. The value must be consistent for all records PENTA should process together.
CUS_INVOICE_NUM	Req	C 15	The invoice number associated with the manual billing.
CUS_ID	Req	X	Must be a valid Customer Id. Can override the invoice job’s Customer Id based on a System Option.
DOC_SEQ_NUM	Req	I 10	Sequence number of the document.
INVOICE_JOB_ID	Opt	X	The user passed to the package must have authorization for this job. PENTA defaults the AR OU Id (job’s balance sheet OU Id) column from the job, eliminating the need for you to enter them in the file.
DR_OU_ID	Opt	X	Must be a valid balance sheet OU Id. The user passed to the package must have authorization for this OU Id. Required if there is no invoice job; otherwise, do not enter a value.
CUS_REF_NUM	Opt	C 15	The Customer Reference Number. PENTA does not edit this value.
D_INVOICE_DATE	Req	D	The invoice date must be less than or equal to a year from the current processing date (a year in the future). If this column is null and System Option 20 is Y, PENTA uses the system date.
D_DISTR_DATE	Opt	D	Must be within an open accounting period for the AR OU Id. If you enter nothing, this defaults as the Invoice Date.
PROG_BILL_NUM	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 #.
AMT	Req	F 15.2	Total amount of the invoice.
PAY_TERM_NUM	Opt	I 3	This defaults from the customer, but you can manually override it.
D_DUE_DATE	Opt	D	The due date for the invoice payment.
CURRENCY_ID	Opt	C 3	This defaults as the currency of the Customer Id for multi-currency users.
DSCNT_AMT	Opt	F 15.2	This is the discount amount available on the invoice.
TRANX_REF_ID	Opt	C 15	PENTA marks job cost and billing transactions within the interface files with this Transaction Reference Id. This enables your external application to perform functions (e.g., billing and profit analysis) by whatever grouping this Id represents.
CUS_LOC_CD	Opt	C 8	Use the Location column to specify whether the work is for a particular customer site.
RECORD_NUM	Opt	I 10	Do not assign this value. PENTA assigns this record number, which you can use to identify records with errors or warning messages.
USER_ID	Req	C 6	Id of the employee performing the load process. This user_id must exist in PENTA.
MODIFICATION_ DATE	Opt	D	Once the process completes, this displays the date PENTA marked the record as modified in the database. The current date is the default value.

Header Record

The following information relates to the INTR_BILL_HDR table.

Column	Entry	Format	Description

Column	Entry	Format	Description
INTR_RQST_ID	Req	C! 13	The interface request value that you enter to initiate the interface process. The value must be consistent for all records PENTA should process together.
BATCH_NUM	Opt	I 10	Id of the Batch.
RECORD_COUNT	Req	I 10	The total number of rows in the INTR_BILL_HDR, INTR_BILL_DOC, INTR_BILL_DTL_ACCT, INTR_BILL_DTL_LSCP, INTR_BILL_UP, INTR_BILL_DTL_BC, INTR_BILL_DTL_TAX tables for the INTR_RQST_ID. Used to determine if the entries are complete.
INVOICE_AMT	Req	F 15.2	Total invoice amount for all of the invoices in the file. Used to determine if the file is complete.
TRANX_REF_ID	Opt	C 15	PENTA marks job cost and billing transactions within the interface files with this Transaction Reference Id. This enables your external application to perform functions (e.g., billing and profit analysis) by whatever grouping this Id represents.
RECORD_NUM	Opt	I 10	Do not assign this value. PENTA assigns this record number, which you can use to identify records with errors or warning messages.
USER_ID	Req	C 6	Id of the employee performing the load process. This user_id must exist in PENTA.
MODIFICATION_ DATE	Opt	D	Once the process completes, this displays the date PENTA marked the record as modified in the database. The current date is the default value.

Lump Sum & Cost Plus Detail Record

The following information relates to the INTR_BILL_DTL_LSCP table.

Column	Entry	Format	Description

Column	Entry	Format	Description
INTR_RQST_ID	Req	C! 13	The interface request value that you enter to initiate the interface process. The value must be consistent for all records PENTA should process together.
CUS_INVOICE_NUM	Req	C 15	The invoice number from the DOC row.
CUS_ID	Req	X	The customer ID from the DOC row.
DOC_SEQ_NUM	Req	I 10	Sequence number of the document.
SEQ_NUM	Req	I 10	Sequence number uniquely identifying this record within request/customer/invoice.
JOB_ID	Req	X	Must be a valid Job Id that has the Invoice Job Id on the DOC row as its invoice job. The user passed to the package must have authorization for this job.
LINE_ITEM_NUM	Req	I 6	Must be a valid lump sum or cost plus line item for the job’s line item job.
RULE_NUM	Opt	I 3	Populate only if the associated parameter on the System Configuration window’s Invoicing tab is Yes. Allows the revenue to be split out to the revenue account linked to the rule.
INVOICE_STAT_CD	Opt	C! 1	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 row.
INVOICE_AMT	Req	F 15.2	This is the detail distribution amount for this line item. 0 is an acceptable entry.
RET_AMT	Opt	F 15.2	Populate only for AIA jobs. This is the amount of retention for allocation to this particular line item.
MARKUP_AMT	Opt	F 15.2	Amount of the markup.
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 entered and the base currency of the AR OU Id.
BASE_AMT	Opt	F 15.2	PENTA calculates: Line item amount ÷ Exchange rate
DR_ACCT_NUM	Opt	X	This defaults from the currency for multi-currency users, otherwise the Job Type. Must be a valid AR edit rule account.
DESCR	Opt	C 30	This defaults as the customer name.
COST_TYPE_CD	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.
CC	Opt	X	Used to associate the revenue with a Cost Type and Costcode on the Project Manager Status report. Must be a valid Costcode for the job.
HRS	Opt	F 10.3	Hours associated with the detail billing.
TRANX_REF_ID	Opt	C 15	PENTA marks job cost and billing transactions within the interface files with this Transaction Reference Id. This enables your external application to perform functions (e.g., billing and profit analysis) by whatever grouping this Id represents.
RECORD_NUM	Opt	I 10	Do not assign this value. PENTA assigns this record number, which you can use to identify records with errors or warning messages.
USER_ID	Req	C 6	Id of the employee performing the load process. This user_id must exist in PENTA.
MODIFICATION_ DATE	Opt	D	Once the process completes, this displays the date PENTA marked the record as modified in the database. The current date is the default value.

Tax Detail Record

The following information relates to the INTR_BILL_DTL_TAX table.

Column	Entry	Format	Description

Column	Entry	Format	Description
INTR_RQST_ID	Req	C! 13	The interface request value that you enter to initiate the interface process. The value must be consistent for all records PENTA should process together.
CUS_INVOICE_NUM	Req	C 15	This is the invoice number from the DOC row.
CUS_ID	Req	X	The customer ID from the DOC row.
DOC_SEQ_NUM	Req	I 10	Sequence number of the document.
SEQ_NUM	Req	I 10	The SEQ_NUM from the associated LSCP (lump sum and cost plus) row.
JURIS_ID	Req	C 10	This must be a Tax Jurisdiction Code linked to the specified line item for the job (from the LSCP row).
AMT	Req	F 15.2	The amount of tax associated with the specified tax jurisdiction for the line item.
RECORD_NUM	Opt	I 10	Do not assign this value. PENTA assigns this record number, which you can use to identify records with errors or warning messages.
USER_ID	Req	C 6	Id of the employee performing the load process. This user_id must exist in PENTA.
MODIFICATION_ DATE	Opt	D	Once the process completes, this displays the date PENTA marked the record as modified in the database. The current date is the default value.

Unit Price Detail Record

The following information relates to the INTR_BILL_DTL_UP table.

Column	Entry	Format	Description

Column	Entry	Format	Description
INTR_RQST_ID	Req	C! 13	The interface request value that you enter to initiate the interface process. The value must be consistent for all records PENTA should process together.
CUS_INVOICE_NUM	Req	C 15	This is the invoice number from the DOC row.
CUS_ID	Req	X	The customer ID from the DOC row.
DOC_SEQ_NUM	Req	I 10	Sequence number of the document.
SEQ_NUM	Req	I 10	Sequence number uniquely identifying this record within request/customer/invoice.
JOB_ID	Req	X	Must be a valid Job Id that has the Invoice Job Id on the DOC row as its invoice job. The user passed to the package must have authorization for this job.
LINE_ITEM_NUM	Req	I 6	Must be a valid unit price line item for the job’s line item job.
INVOICE_STAT_CD	Req	C! 1	Possible 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 row.
UNITS	Opt	F 12.3	You must enter two of the three values: Units Unit Price Amount PENTA calculates the third.
UP	Opt	F 12.3	You must enter two of the three values: Units Unit Price Amount PENTA calculates the third.
AMT	Opt	F 15.2	You must enter two of the three values: Units Unit Price Amount PENTA calculates the third.
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 entered and the base currency of the AR OU Id.
BASE_AMT	Opt	F 15.2	PENTA calculates: The amount this billing ÷ The exchange rate
DR_ACCT_NUM	Opt	X	This defaults from the currency for multi-currency users, otherwise the Job Type. Must be a valid AR edit rule account.
DESCR	Opt	C 30	This defaults as the customer name.
COST_TYPE_CD	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.
CC	Opt	X	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
TRANX_REF_ID	Opt	C 15	PENTA marks job cost and billing transactions within the interface files with this Transaction Reference Id. This enables your external application to perform functions (e.g., billing and profit analysis) by whatever grouping this Id represents.
RECORD_NUM	Opt	I 10	Do not assign this value. PENTA assigns this record number, which you can use to identify records with errors or warning messages.
USER_ID	Req	C 6	Id of the employee performing the load process. This user_id must exist in PENTA.
MODIFICATION_ DATE	Opt	D	Once the process completes, this displays the date PENTA marked the record as modified in the database. The current date is the default value.

Penta Knowledge Base

Manual Billing Interface: Table Driven Method