Balance Forward Billing Setup PDF

9/12/2016 Document 761180.
Balance Forward Billing Setup and Usage Guide for Oracle Receivables Users (Doc ID 761180.1)
In this Document
Abstract
History
Details
1. Overview
2. Features
3. Setup
a. Define Balance Forward Billing Cycles
b. Define Balance Forward Billing Payment Terms
c. Define Customer Profiles (OPTIONAL)
d. Define Balance Forward Billing Enabled Customer
e. Define System Options
4. Simulation for Balance Forward Billing
5. Generating a Balance Forward Bill
6. Balance Forward Billing in AutoInvoice
7. Debugging Tips
8. Code Listing
9. Code Flowchart
10. Balance Forward Billing Templates
11. FAQ
Still Have Questions?
Summary
References
APPLIES TO:
Oracle Receivables Version 12.0.0 and later
Information in this document applies to any platform.
ABSTRACT
This white paper provides an overview of the Balance Forward Billing feature in Oracle Receivables Release 12. It discusses
required setup, provides sample screenshots, debugging tips, code walkthrough as well as other pertinent information related
to the feature.
HISTORY
Author : Victoria Crisostomo
Create Date 14Jan2009
Update Date 01Mar2016
Expire Date none
DETAILS
1. Overview
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Balance Forward Billing (BFB) is a new feature introduced in Release 12. It replaces the functionality provided by Consolidated
Billing Invoices (CBI) in Release 11i.
Balance Forward Billing is enabled when defining a customer. Once a customer record is Balance Forward Billing enabled, you
can print a single document, referred to as a Balance Forward Bill which includes all of a customer's transactions and
payments created within the billing period as well as any balance carried forward from the previous billing period. This allows
you to send one consolidated document to the customer instead of individual invoices per transaction.
Depending on how Balance Forward Billing is setup, you can consolidate into one bill all transactions and payments of a
customer across multiple sites, or you can consolidate per site.
It provides :
a beginning balance carried over from the previous period
an itemized list of all activities such as invoices, debit memos, credit memos, adjustments and receipts
an outstanding balance for the current billing period
aging of outstanding balance
2. Features
1. Balance Forward Billing can be setup at either the Customer Account or Site level.
2. The format of the bill can be Detailed or Summarized.
3. Billing cycles can be defined to reflect your business requirements on how often a customer should be billed. Billing
Cycles can be Monthly, Weekly or Daily.
4. It provides the flexibility of excluding a particular site. It also allows you to pick specific invoices that you do not want to
be included in the Balance Forward Bill.
5. You can query using the Balance Forward Billing number in the Transactions Workbench.
6. You can apply receipts to a Balance Forward Bill via the Receipts Workbench as well as Automatic Receipts.
3. Setup
The following setup needs to be performed in the order listed.
a. Define Balance Forward Billing Cycles
Navigation Path : Setup > Print Balance Forward Billing Cycles
You can define a cycle with a Frequency of Monthly, Weekly or Daily. You also specify how frequently the cycle
should repeat.
The cycle below, bills on the 18th of every month. In this setup, cycle dates will be created for 18JAN2008, 18
FEB2008, 18MAR2008 and so on.
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The cycle below, bills every Monday. In this setup, cycle dates will be created for 07JAN08, 14JAN08, 21
JAN08 and so on.
When a cycle is defined, records are created in the tables : AR_CONS_BILL_CYCLES_B and
AR_CONS_BILL_CYCLE_DATES. Ten years worth of cycle date records are stored in the table.
The cycle date is later reflected in the Transaction workbench as Billing date.
Note:
There are 2 types of Billing Cycles: RECURRING and EVENT.
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Users can only create cycles with RECURRING type, and Oracle seeds one EVENT type named EXTERNAL.
The EXTERNAL cycle can be used for imported transactions via AutoInvoice, see section below on Balance
Forward Billing in AutoInvoice.
b. Define Balance Forward Billing Payment Terms
Navigation Path : Setup > Transactions > Payment Terms
A balance forward payment term needs to be defined with the Billing Cycle field populated. Once the Billing Cycle
field is populated this term is considered a Balance Forward billing term.
This following payment term uses the BFB MTH cycle we defined earlier. The Due days indicates the number of
days after the Billing Date the invoice becomes due. In this setup, transactions that use this term will be billed
on the 18th and will be due on the 28th.
In the following setup, transactions that use this term will be billed every Monday and will be due 5 days after
that.
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c. Define Customer Profiles (OPTIONAL)
Navigation Path : Customers > Profile Classes
Setting up a customer profile class is an optional step for Balance Forward billing setup. Having a customer
profile class simplifies the setup of Balance Forward Billing enabled customers, as the values for fields
pertaining to Balance Forward Billing are used to default the values into the customer record. You can override
values defaulted in from the profile class.
When defining a customer profile class for Balance Forward Billing, you should check the Enable checkbox. Once
enabled, the fields for Bill Level and Type are enabled and only Balance Forward Payment terms will be available
in the list of values.
The setup below is for a customer profile using Bill level = Account, wherein consolidation is done at the
account level, all activity from Balance Forward Enabled sites are reported in one bill
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The setup below is for a customer profile using Bill level = Site, wherein consolidation is done at the site level,
and several bills are created, one for each BFBenabled site.
Following provides an overview of the difference between the Bill Level values :
Bill Level = ACCOUNT

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When Balance forward Billing is enabled at the Account level, the result would be the creation of oneBalance
Forward Bill. This bill will consolidate all the activities across all the BFBenabled sites for this account. In the
scenario above, there are four sites. Three of the sites are BFBenabled. The fourth site is not. Note that for
each BFBenabled site, a BFB payment term and type was defined. However, because the expectation in this
setup is only one bill will be created, the settings at the Account level takes precedence over the settings at the
site level. In such a setup, a Balance Forward Bill will consolidate all transactions from these three sites and
address the bill to the third site since it is the Primary Billto site. All transactions for the fourth site will be
excluded from the Balance Forward bill, and instead each transaction will print an invoice.
Bill Level = SITE
When Balance forward Billing is enabled at the Site level, the result would be the creation of several bills. Each
BFBenabled site will get its own bill. Each bill will consolidate the activities for that site. In the scenario above,
there are four sites. Three of the sites are BFBenabled. The fourth site is not. Note that for each BFBenabled
site, the settings defined at the site level will be used to create its bill. All transactions for the fourth site will be
excluded from the bill and instead each transaction will print an invoice.
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d. Define Balance Forward Billing Enabled Customer
Navigation Path : Customers > Customers
When creating a BFB Customer, you have the option to use a BFB Profile class, such as the ones created earlier,
or you can use any profile class and just override the fields highlighted under Balance Forward Billing and Terms.
Below, we used the customer profile class : BFB ACCT LEVEL PROFILE, from which the form gets default values
for BFBrelated fields. Note the checkbox Override Terms. By checking this box, you are saying that when a user
creates an invoice for this customer, he is allowed to change the Payment Term that defaults in. This feature
allows you to create nonbalance forward transactions within a BFBenabled site.
Note: Whether you use a customer profile class to default Balance Forward Billing related fields, or update
the Account/Site Profile tab manually, it is mandatory that you provide values for the fields highlighted in the
red box above.
To demonstrate the scenario described in the overview for Bill Level = ACCOUNT, we will define 4 sites for this
customer :
Site Bill Level Payment Term Override Terms

SITE 1 : BFB Account BFB MTH checked = Y
SITE 2 : BFB Account BFB MTH unchecked = N
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SITE 3 : BFB Account BFB WEEKLY checked = Y

SITE 4 : NONBFB not set 30 NET checked = Y
Below, we used the customer profile class : BFB SITE LEVEL PROFILE, from which BFBrelated fields have
defaulted from. Note the checkbox Override Terms. By checking this box, you are saying that when a user
creates an invoice for this customer, he is allowed to change the Payment Term that defaults in. This feature
allows you to create nonbalance forward transactions within a BFBenabled site.
To demonstrate the scenario described in the overview for Bill Level = SITE, we will define 4 sites for this
customer :
Site Bill Level Payment Term Override Terms

SITE 1 : BFB Site BFB WEEKLY checked = Y
SITE 2 : BFB Site BFB WEEKLY unchecked = N
SITE 3 : BFB Site BFB MTH checked = Y
SITE 4 : NONBFB not set 30 NET checked = Y
IMPORTANT NOTES:
1. IMPORTANT CHANGE IN BEHAVIOR:
Patch 12325638: "BALANCE FORWARD BILLING ENABLED AT ACCNT LVL BUT AUTOINVOICE
ERROR," changes the validation such that settings at the Account Level cascade to Site Level.
Once Patch 12325638 is applied, #2 below is no longer applicable.

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2. Before Patch 12325638: When you enable Balance Forward Billing at the ACCOUNT level, it is still
necessary to create a profile at the SITE level. If you do not explicitly setup a SITE level profile, you
will encounter the error below when you attempt to create a transaction:
Balance forward billing is enabled for this customer at the account level,
but is either disabled or not defined at site level.

3. When Balance Forward billing was originally introduced in Release 12, features such as cutoff date
terms and consolidating invoices were only available for customers who were Balance Forward Billing
enabled. This was very restrictive and required additional setup that was unnecessary for customers
who were not interested in the features provided by Balance Forward Billing, but just wanted to use a
balance forward payment term that implemented cutoff days.
To lift this restriction, changes were made that allowed nonBalance Forward Billing Enabled
customers to use Balance Forward Billing terms with cutoff dates. This restores the
functionality that was available in Release 11.5. To use these features, you need to apply the
following patches:
Patch 9343518: PROXIMA PAYMENT TERM ( AR) IN R12 NEED 5415213 WORKED AND
RELEASED.
Patch 9571316: WRONG DUE DATE CALCULATED ON INVOICES WITHOUT BFB
ENABLED
Patch 9538417: PAYMENT TERMS WITH 'BALANCE FORWARD BILLING' GIVING ERROR
DURING AUTOINVOICE
Additional information on using cutoff terms can be reviewed in Note 1052906.1, How to
implement payment terms with cutoff days in R12
e. Define System Options
If in the transactions form you would like the BFB # displayed for invoices, then you should do the following
setup.
Navigation Path : Setup > System Options
Navigate to the Trans and Customers Tab, and check Show Billing Number
By doing the above setup, when you run a query in the Transaction workbench for a transaction that has been
consolidated into a Balance Forward Bill, you will see the BFB number as shown below.
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4. Simulation for Balance Forward Billing
After doing the required setup above, you can start creating transactions for these BFBenabled customers.
For BFB CUST 1 (Account Level) : To demonstrate the differences in behavior due to the settings defined at the Site level,
several invoices are created across each of the sites.
For SITE 1 : BFB, 2 invoices are created, to demonstrate that the Payment Term can be overwritten due to Override Terms
being checked.
For Invoice 12294 below, the Billing date is calculated using the setup of the BFB Cycle : BFB MTH, which we set up as the
18th of the month. The billing date has to be on or after the Transaction Date and is calculated as 18MAY08. The Due date is
calculated using the setup of the BFB Payment Term : BFB MTH which we set up to be due in 10 days. The Due date is
determined to be 28MAY08, which is 10 days after the billing date.
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For the Invoice 12295 below, we demonstrate that even though BFB is enabled for SITE 1 : BFB, a user is allowed to create a
nonBFB invoice by changing the payment term to a nonBFB term. This is allowed because Override Terms is checked in the
Site Profile.
For SITE 2 : BFB, we create one invoice, the screenshot shows the LOV for Payment term showing that the only available term
is BFB MTH. This is because the Override Terms checkbox for this site is unchecked, so all transactions will have to use the
term defined at the Site profile. For SITE 2 : BFB, all invoices will have the payment term BFB MTH.
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For Site 3 : BFB, we create one invoice, the screenshot demonstrates that the Payment Term used is BFB WEEKLY as defined
in the Customer Site profile. Note that the Billing Date and Due date are different from that calculated for BFB MTH, this is
determined by the setup for the Payment Term BFB WEEKLY.
For Site 4 : NONBFB, note that the field Billing date is not even displayed, the field Billing Date is present only for BFB
transactions.
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For BFB CUST 2 (Site Level), the following invoices are created :
Site Invoice # Payment Term Billing Date Due Date
SITE 1 : BFB 12312 BFB WEEKLY 05MAY08 10MAY08

12313 BFB MTH 18MAY08 28MAY08
SITE 2 : BFB 12314 BFB WEEKLY 05MAY08 10MAY08

SITE 3 : BFB 12315 BFB MTH 18MAY08 28MAY08
SITE 4 : NON_BFB 12316 30 NET not applicable 28MAY08
After creating the above, we are ready to run a simulated test of Generating the Balance Forward Bill.
5. Generating a Balance Forward Bill
Navigation Path : Print Documents Ã Â¢Ã Â Ã Â Balance Forward Billing
In an actual business scenario, Balance Forward Bills will be generated on a regular basis. A business process will be defined
so that the process is submitted at regular intervals. In this example, the bills for BFB MTH have never been generated.
Upon invoking this menu item, you have the following three options :
BPA Balance Forward Print Program enables you to reprint any Balance Forward Bill
Confirm Balance Forward Bill enables you to confirm or reject Draft Bills
Generate Balance Forward Bills enables you to generate new bills
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Note that the Billing date is not a mandatory field. If you do not specify a billing date, the code will pick the latest value of the
Billing date for the cycle that is on or before the system date. In this example, if I ran the process on 14JAN09 and did not
provide a billing date parameter value, the code would have run the process with a billing date of 18DEC08. This is expected
behavior for BFB. It will not print bills for each of the cycles dates defined that you have not yet printed, but rather it will fast
forward to the latest value possible.
This process will spawn 3 requests : first to collect and process the data for the BFB, second to kick off Bill Presentment
Architecture (BPA) Print process and third to actually create the output.
Following is the output for BFB CUST 1, invoices across the three BFBenabled sites are included. It shows Previous Balance =
0.00 because this is the first run for this billing cycle. The three invoices qualified for inclusion into the Bill are those that used
BFB Terms. Note that even if the invoice for Site 3 : BFB was using the term BFB WEEKLY, it was pulled into this bill anyway.
This is due to the setting of Bill Level = Account. Which causes all settings at the Site level to be ignored, and instead settings
at the Account level are used.
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Following is one of the outputs for BFB CUST 2, when submitted for BFB WEEKLY, each site using BFB WEEKLY payment
term gets its own bill :
Data associated with a Balance Forward bill is stored in the following tables :
AR_CONS_INV_ALL : a row is created for every BFB site included in the bill. Each site will have its own CONS_INV_ID.
When Bill level = Account, several CONS_INV_ID values can have the same CONS_BILLING_NUMBER value.
AR_CONS_INV_TRX_ALL : a row is created for every transaction, adjustment, receipt pulled into the bill
AR_CONS_INV_TRX_LINES_ALL : a row is created for every invoice line pulled into the bill
The corresponding CONS_INV_ID values will be stamped into AR_PAYMENT_SCHEDULES.CONS_INV_ID of all
invoices included in the bill.
Since we generated the bill in Draft mode, we need to submit another process shown below to accept it.
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The Confirm Balance Forward Bill process enables you to either Accept or Reject a Draft bill. If you choose to accept, the
invoices included in the bill are finalized. You can no longer make any changes, or modifications to these invoices even if your
System Profile : Allows Change to Printed Transactions is Yes.
Important : When invoking the Confirm Balance Forward Bill to Accept or Reject Draft bills, note that the only parameter
marked as mandatory is the Confirm Option parameter. However, the following fields have a requirement dependency upon
each other :
Customer Number Low/High (required if bill number or concurrent Request ID is not specified): Confirm one or more
accountlevel balance forward bills. The listof values includes all balance forward billing customers.
Bill Number Low/High (required if customer number or concurrent request ID is not specified): Confirm one or more
balance forward bills.
Concurrent Request ID (required if no other parameters are specified): Select the concurrent request ID for the
Generate Balance Forward Bill program to accept or reject a batch of balance forward bills.
If you happen to submit Accept or Reject without providing additional parameters, the process will still run but
will not do anything. The process will complete normal, but if you view the log file, you will see a message like:
ACCEPT : Cannot Accept Bills, user needs to provide additional parameters.
Please monitor ER bug 8520340 which is a request to have the concurrent process end in warning, instead of
normal, so users are alerted to a "problem" encountered during the Accept/Reject process.
If you choose to reject the bill, the invoices included in the bill are released, and they can be picked up by a subsequent run of
Balance Forward Billing. However, any invoice whose BFB data was overridden by the Generate Bill process will retain the new
BFB data, it will not restore the original values.
Subsequent activity such as adjustments, credit memo applications, receipt applications to the invoices included in the bill will
be reflected in future bills generated.
The following output illustrates the next Bill created for the BFB MTH cycle. It shows that prior to the next billing date of 18
JUN08, a new invoice was created and an adjustment and a receipt were created against 2 of the invoices included in the bill.
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Once an invoice has been included into a bill, you can use the View Invoice Icon (highlighted below) to view the output of the
bill to which the invoice is associated with. Note that this icon will only display output, after the Generate Balance Forward Bill
process has been submitted, and this invoice has been included in a bill.
6. Balance Forward Billing in AutoInvoice
When importing transactions via AutoInvoice, the following fields in RA_INTERFACE_LINES_ALL are related to the Balance
Forward Billing feature:
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Field Name Description
CONS_BILLING_NUMBER If the Balance Forward Bill was generated outside of Oracle Receivables, but you want to keep track
of the Billing number within Oracle Receivables, then you can provide a value in
RA_INTERFACE_LINES_ALL.CONS_BILLING_NUMBER.
AutoInvoice will validate whether this number already exists in AR_CONS_INV_ALL where
CONS_INV_TYPE = 'MINV'. If such a record does not yet exist, one will be created to keep track of
this externally generated Balance Forward Billing Number.
BILLING_DATE If using the Balance Forward Billing feature, and the billing cycle associated to the payment term of
this transaction has Billing type:
EVENT, then you are required to pass in a Billing date. A Billing cycle with type EVENT is
considered an EXTERNAL cycle, whereby the Balance Forward Bill was generated outside of
Oracle Receivables.
Note 804334.1, Autoinvoice Error: AutoInvoice Validation Report Shows an Error with Blank
Text, discusses an issue addressed in AutoInvoice wherein a blank error was raised for the
case where the Billing Type = EVENT.
RECURRING, then you should not pass in a value and AutoInvoice handles deriving the
billing_date for you.
TERM_ID or If you pass a payment term that is associated to a RECURRING Billing Cycle, then it is like you are
TERM_NAME simulating a manually entered transaction. AutoInvoice will take care of determining the Due Date for
the transaction, based upon the Billing Date derived from the billing cycle information.
Please note that validation of this field against a balance forward billing enabled customer changed
after Release 12 was originally released. Refer to Note Box in setup step: Define Balance Forward
Billing Enabled Customer for additional information for additional information.
7. Debugging Tips
The log file generated by the Generate BFB process contains numerous debug messages providing a narrative of what the
code is doing. Reviewing the log file will assist you in determining why the code did not pick up an invoice you were expecting
to see in the bill (or vice versa). By reviewing the log you can understand what logic was applied to each transaction.
Following is a sample of the log generated for the first BFB output shown above, and annotations on how to use / read the
output.
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The main cursor c_site_stmt, drives the selection of data, you can copy this statement and run it standalone in SQL*Plus to
determine if the site of your invoice is in the main selection criteria.
Further down the log it shows the loops of processing the code goes through, it first loops through the BFBenabled sites, and
then loops through all transactions within that site. Then it picks up activities (adjustment, credit memo applications, receipt
applications) against the transactions included :
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The log will also show when it overrides BFBrelated data and why, as well as when it cannot override data.
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You can also review the PL/SQL packages listed below.
8. Code Listing
Balance Forward Billing feature is controlled by the following PL/SQL code :
ARPBFBIB.pls / ARPBFBIBs.pls : Defines the package ARP_BF_BILL which controls the main process used by the concurrent
processes : Generate Balance Forward Bills and Confirm Balance Forward Bill
ARBFBUTB.pls / ARBFBUTS.pls : Defines the package AR_BFB_UTILS_PVT, which contains all the utility procedures and
functions
ARBPBFBB.pls / ARBPBFBS.pls : Defines the package AR_BPA_BFPRI_CONC, which handles the Bill Presentment process used
to generate the BFB output
9. Code Flowchart
The following represents in graphical form the logic defined in ARP_BF_BILL package.
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It is important to note that the code will attempt to make all transactions of a BFBenabled customer to conform to the settings
defined at the Account or Site level (depending on the BFB level). This is to satisfy the objective of having a BFBenabled
customer which is to ensure all his transactions are billed and due at the same time and are consolidated into one bill.
When a transaction's term/date is overriden, the modified values will be reflected when you query the transaction in the
Transactions form.
10. Balance Forward Billing Templates
The output for Balance Forward Bills is handled by Bill Presentment Architecture. To access these templates, you need to use
the BPA responsibility.
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The Balance Forward feature was released with two seeded templates shown above. These templates handle the output
requirements for the two Bill Types : Detail and Summary.
You can create your own templates by duplicating the seeded templates and modifying your version as required. Please review
BPA User's Guide for more information on how to customize the templates.
You can generate a mock version of the bill, by using the Interactive Preview Icon, and then providing the values for the
parameters required.
The following is a sample of the Summary version of the same bill we generated earlier as Detailed.
11. FAQ
For a list of frequently asked questions (FAQ), issues and concerns, Note 1080423.1, FAQ : Balance Forward Billing (BFB)
Common Issues and Concerns
Still Have Questions?
To discuss this information further with Oracle experts and industry peers, we encourage you to review, join or start a
discussion in the My Oracle Support Receivables Community.
9/12/2016 Document 761180.1
To provide feedback on this note, click on the Rate this document link.
SUMMARY
In summary, this white paper provided a definition, overview and setup required for using the new feature Balance Forward
Billing.
It provides setup steps required, discussed the differences between the two Billing levels : Account and Site at which bills can
be generated, it includes screenshots to provide clear examples. It also provides program listings, debugging tips and
information on the templates used.
Copyright © 2008 Oracle. All rights reserved. Oracle is a registered trademark of Oracle. Various product and
service names referenced herein may be trademarks of Oracle. All other product and service names
mentioned may be trademarks of their respective owners.
Disclaimer: This document is provided for information purposes only and the contents hereof are subject to
change without notice. Oracle does not warrant that this document is errorfree, nor does it provide any other
warranties or conditions, whether expressed orally or implied in law, including implied warranties and
conditions of merchantability or fitness for a particular purpose. Oracle specifically disclaims any liability with
respect to this document and no contractual obligations are formed either directly or indirectly by this
document. This document may not be reproduced or transmitted in any form or by any means, electronic or
mechanical, for any purpose, without the prior written permission of Oracle.
REFERENCES
BUG:8520340 CHANGE BEHAVIOR WHEN BFB CONFIRM FAILS TO CONFIRM DUE MISSING PARMS;
NOTE:1052906.1 How to Implement Payment Terms with Cutoff Days in R12
NOTE:761180.1 Balance Forward Billing Setup and Usage Guide for Oracle Receivables Users
NOTE:804334.1 Autoinvoice Error: AutoInvoice Validation Report Shows an Error with Blank Text
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Site Bill Level Payment Term Override Terms

SITE 2 : BFB Account BFB MTH unchecked = N

SITE 3 : BFB Account BFB WEEKLY checked = Y

Site Bill Level Payment Term Override Terms

Site Invoice # Payment Term Billing Date Due Date

SITE 1 : BFB 12312 BFB WEEKLY 05MAY08 10MAY08

SITE 2 : BFB 12314 BFB WEEKLY 05MAY08 10MAY08

SITE 4 : NON_BFB 12316 30 NET not applicable 28MAY08

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Site Bill Level Payment Term Override Terms

SITE 2 : BFB Account BFB MTH unchecked = N

SITE 3 : BFB Account BFB WEEKLY checked = Y

Site Bill Level Payment Term Override Terms

Site Invoice # Payment Term Billing Date Due Date

SITE 1 : BFB 12312 BFB WEEKLY 05­MAY­08 10­MAY­08

SITE 2 : BFB 12314 BFB WEEKLY 05­MAY­08 10­MAY­08

SITE 4 : NON_BFB 12316 30 NET not applicable 28­MAY­08

You might also like

SITE 1 : BFB 12312 BFB WEEKLY 05MAY08 10MAY08

SITE 2 : BFB 12314 BFB WEEKLY 05MAY08 10MAY08

SITE 4 : NON_BFB 12316 30 NET not applicable 28MAY08