Administration Manual

Administration Manual
PECOS P2P
Version 15.1
Administration Manual
Release March 2017
Company Confidential
© 2017 ELCOM SYSTEMS LTD - ALL RIGHTS RESERVED. CONFIDENTIAL.
Copyright in the whole and every part of this document belongs to Elcom Systems Ltd (the "Owner") and this document
may not be used, sold, transferred, copied or reproduced in whole or in part in any manner or form or in or on any media
to any person other than in accordance with the terms of the Owner's agreement or otherwise without the prior written
consent of the Owner. This document contains confidential information the property of the Owner which may not used or
disclosed without the express prior written consent of the Owner.
Document Owner: Product Management
Document Version: 8.0
Contents
1
Introduction .................................................................................... 9
1.1
1.2
1.3
1.4
1.5
1.6
2
About this Manual ....................................................................................................... 9
About Elcom ................................................................................................................ 9
About PECOS .............................................................................................................. 9
Current Release ......................................................................................................... 10
System Requirements ............................................................................................... 10
WCAG 2.0 Compliance .............................................................................................. 11
Getting Started ............................................................................. 13
2.1
2.2
2.2.1
2.2.2
2.2.3
2.3
2.3.1
2.4
2.4.1
2.4.2
2.4.3
2.4.4
2.5
2.5.1
2.5.2
2.5.3
2.5.4
2.5.5
2.6
2.6.1
3
System Setup ............................................................................... 20
3.1
3.2
3.3
4
Logging In .................................................................................................................. 13
Application Navigation ............................................................................................. 14
Application Components – Top Tabs ..................................................................... 14
Branding and System Name.................................................................................. 14
User Panel............................................................................................................. 14
P2P Admin Navigation .............................................................................................. 14
Menu Tabs ............................................................................................................. 14
Passwords ................................................................................................................. 15
Change Your Password ......................................................................................... 15
Expiry Prompt ........................................................................................................ 15
Lock-outs ............................................................................................................... 15
Forgotten Passwords ............................................................................................ 16
Using Online Help ..................................................................................................... 16
Content .................................................................................................................. 16
Features ................................................................................................................ 16
Searching .............................................................................................................. 17
Navigating ............................................................................................................. 18
Page Actions ......................................................................................................... 18
Logging Out ............................................................................................................... 19
Time Outs .............................................................................................................. 19
Preliminary Work ....................................................................................................... 20
Test Systems ............................................................................................................. 20
Sequence of Setup Tasks ......................................................................................... 21
Organisation Maintenance .......................................................... 22
4.1
4.1.1
4.2
4.2.1
4.2.2
4.2.3
4.2.4
4.3
4.3.1
4.3.2
4.3.3
4.3.4
4.3.5
4.4
4.4.1
4.4.2
4.4.3
4.4.4
4.4.5
4.5
4.6
4.6.1
4.6.2
4.6.3
4.6.4
4.7
4.7.1
4.7.2
4.7.3
Organisation Structure ............................................................................................. 22
Generic Structure .................................................................................................. 23
Organisation Information.......................................................................................... 23
Add a Level ........................................................................................................... 24
Change a Level ..................................................................................................... 25
Delete a Level ....................................................................................................... 25
Manual PO Number Entry ..................................................................................... 25
Company Settings ..................................................................................................... 25
Company Key ........................................................................................................ 26
eSourcing .............................................................................................................. 26
Password Rules .................................................................................................... 26
Financial Settlement .............................................................................................. 27
ePcards ................................................................................................................. 29
Taxation ...................................................................................................................... 29
Tax Types .............................................................................................................. 30
Tax Treatments ...................................................................................................... 31
Matching Tolerance ............................................................................................... 32
VAT Tax Type ......................................................................................................... 32
Default Accounting ................................................................................................ 33
Marketplace Properties ............................................................................................. 33
Message Management .............................................................................................. 34
eMail Delivery Failures and Replies ...................................................................... 34
Default Workflow Approver .................................................................................... 35
Faxed Order Delivery Failure ................................................................................ 37
Retransmission of Failed Faxes ............................................................................ 38
Organisation Addresses ........................................................................................... 38
Assign an Existing Address ................................................................................... 39
Change an Address ............................................................................................... 39
Add a New Address ............................................................................................... 40
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4.8
4.8.1
4.8.2
4.8.3
4.8.4
4.8.5
4.8.6
4.9
4.9.1
4.9.2
4.9.3
4.9.4
4.9.5
4.9.6
4.9.7
4.9.8
4.9.9
4.9.10
4.10
4.11
5
Notification Messages .............................................................................................. 40
Keywords............................................................................................................... 40
Returned Approvals ............................................................................................... 41
Approval Escalation ............................................................................................... 42
Approval Reassignment ........................................................................................ 43
Users ..................................................................................................................... 44
Price Quote ........................................................................................................... 44
Organisation Settings ............................................................................................... 46
Order Processing .................................................................................................. 46
Taxation ................................................................................................................. 48
Budgeting .............................................................................................................. 51
User Defined Supplier ........................................................................................... 51
Delivery ................................................................................................................. 52
Search Preferences ............................................................................................... 54
Currency ................................................................................................................ 55
PEPPOL Identifiers................................................................................................ 56
Templates .............................................................................................................. 57
Receipt States and Locations ................................................................................ 57
Group Assignments .................................................................................................. 58
Calendar ..................................................................................................................... 58
Dynamic Options .......................................................................... 60
5.1
Available Options ...................................................................................................... 61
5.1.1
Organisational Default Setting ............................................................................... 65
6
Addresses ..................................................................................... 67
6.1
6.2
6.3
6.4
7
Company Addresses ................................................................................................. 67
Supplier Addresses ................................................................................................... 67
Procurement Card Addresses .................................................................................. 67
Remittance Addresses .............................................................................................. 67
Announcements ........................................................................... 68
7.1
7.1.1
7.2
7.3
7.4
8
9
Manage Announcements .......................................................................................... 68
Filter and Sort ........................................................................................................ 69
Create New Announcement ...................................................................................... 69
Copy Announcement ................................................................................................ 70
Withdraw Announcement ......................................................................................... 70
Templates ...................................................................................... 71
Financial Tracking ........................................................................ 72
9.1
9.1.1
9.1.2
9.1.3
9.1.4
9.1.5
9.1.6
9.2
9.2.1
9.2.2
9.3
9.3.1
9.3.2
9.4
9.4.1
9.4.2
9.4.3
9.4.4
10
Overview .................................................................................................................... 72
Structure ................................................................................................................ 72
Bulk Account Load ................................................................................................. 72
Parent / Child Relationships .................................................................................. 73
Example ................................................................................................................ 73
Default Account Code Hierarchy ........................................................................... 74
Blanket Orders and Templates .............................................................................. 75
Methods...................................................................................................................... 75
Adding a Method ................................................................................................... 75
Editing a Method ................................................................................................... 75
Segments ................................................................................................................... 75
Adding a Segment ................................................................................................. 75
Editing a Segment ................................................................................................. 76
Account Codes .......................................................................................................... 77
Adding Account Codes .......................................................................................... 77
Editing Account Codes .......................................................................................... 77
Deactivating Account Codes.................................................................................. 78
Wildcard Edits ....................................................................................................... 78
Procurement Cards ...................................................................... 80
10.1
10.2
10.2.1
10.2.2
10.2.3
10.3
10.4
Creating a Procurement Card................................................................................... 80
PCard Invoice Address ............................................................................................. 81
Create Address...................................................................................................... 81
Change Address .................................................................................................... 81
Edit Address .......................................................................................................... 82
Editing PCards........................................................................................................... 82
PCard Accounting ..................................................................................................... 82
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10.5
PCard Security........................................................................................................... 83
10.5.1
Card Number Validation ........................................................................................ 83
10.5.2
PCI Data Security Standards................................................................................. 83
11
Multi Currency .............................................................................. 85
11.1
Rate Authority ............................................................................................................ 85
11.2
Conversion Rates ...................................................................................................... 85
11.2.1
Assigning a Rate Authority .................................................................................... 86
11.3
Currency P2P Display ............................................................................................... 87
12
Suppliers ....................................................................................... 89
12.1
Supplier User Field Definitions ................................................................................ 89
12.1.1
Creating User Fields .............................................................................................. 89
12.1.2
Creating User Field Values .................................................................................... 90
12.1.3
Editing User Fields ................................................................................................ 90
12.1.4
Deleting User Fields .............................................................................................. 90
12.1.5
Search and Filter ................................................................................................... 91
12.2
Adding a Supplier...................................................................................................... 91
12.2.1
Supplier Information .............................................................................................. 91
12.2.2
Purchase Order Options ........................................................................................ 93
12.2.3
Financial Settlement Options................................................................................. 94
12.2.4
Terms..................................................................................................................... 95
12.2.5
Remittance Address .............................................................................................. 96
12.2.6
Order Address ....................................................................................................... 98
12.2.7
Transmission Info .................................................................................................. 99
12.2.8
Interfaces............................................................................................................. 100
12.2.9
User Fields .......................................................................................................... 100
12.2.10 Contact Information ............................................................................................. 100
12.2.11 Taxation ............................................................................................................... 102
12.2.12 Search Preferences ............................................................................................. 103
12.2.13 PunchOut ............................................................................................................ 104
12.2.14 Organisation Assignment..................................................................................... 106
12.2.15 PEPPOL Identifiers.............................................................................................. 106
12.3
Creating Multiple Supplier Profiles ........................................................................ 107
12.4
Maintaining a Supplier ............................................................................................ 108
12.4.1
Deactivating a Supplier Profile ............................................................................ 108
12.4.2
Deleting a Supplier Profile ................................................................................... 108
12.5
Secure eMail ............................................................................................................ 108
12.6
eMarketplaces.......................................................................................................... 109
12.6.1
eMarketplace Supplier Setup .............................................................................. 109
12.6.2
Participating Supplier Setup ................................................................................ 110
12.6.3
eMarketplace Basket Content ............................................................................. 110
12.7
Level 2 PunchOut .................................................................................................... 110
13
Catalogues ................................................................................... 111
13.1
13.1.1
13.1.2
13.1.3
13.2
13.2.1
13.2.2
13.2.3
13.2.4
13.3
13.3.1
13.3.2
13.3.3
13.3.4
13.4
13.4.1
13.4.2
13.4.3
13.5
13.6
13.7
14
Overview .................................................................................................................. 111
Catalogue Format and Transmission ................................................................... 111
Electronic Catalogue Load Setup ........................................................................ 112
Manual Catalogue Creation Setup ...................................................................... 112
Catalogue Key ......................................................................................................... 113
Auto-generated Catalogue Keys ......................................................................... 113
Add a New Catalogue Key .................................................................................. 114
Maintain an Existing Catalogue Key .................................................................... 114
Assigning a Catalogue Key to a Collection .......................................................... 114
Catalogue Items....................................................................................................... 115
Item Fields ........................................................................................................... 115
Maintain Existing Items........................................................................................ 121
Maintain Items by Category ................................................................................. 121
Add New Items .................................................................................................... 122
Catalogue Collections ............................................................................................. 123
Add a New Collection .......................................................................................... 123
Edit a Collection .................................................................................................. 124
View Catalogues in a Collection .......................................................................... 124
Catalogue Indexes................................................................................................... 124
Synonym Files ......................................................................................................... 124
eForms ..................................................................................................................... 124
Product Category Codes ........................................................... 125
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14.1
Maintain Categories ................................................................................................ 125
14.1.1
Category Maintenance ........................................................................................ 125
14.1.2
Financial Tracking (Category Accounting) ........................................................... 125
14.1.3
Default VAT Treatment......................................................................................... 127
14.1.4
Receipt Tolerances .............................................................................................. 128
15
Business Rule Groups ............................................................... 130
15.1
Overview .................................................................................................................. 130
15.1.1
The Default Group ............................................................................................... 130
15.2
Creating and Editing Business Rule Groups ........................................................ 131
15.2.1
Create New Business Rule Groups ..................................................................... 131
15.2.2
Catalogue Permissions........................................................................................ 131
15.2.3
Financial Tracking Permissions ........................................................................... 132
15.2.4
Procurement Card Permissions ........................................................................... 133
15.2.5
VAT Treatment ..................................................................................................... 134
15.2.6
Parent Groups ..................................................................................................... 134
15.2.7
Membership Assignment ..................................................................................... 135
15.2.8
Non-Catalogue Business Rule Group ................................................................. 136
15.2.9
User Fields .......................................................................................................... 137
16
The Approval Process ............................................................... 138
16.1
16.2
16.2.1
16.3
16.4
16.5
16.6
16.7
17
Approval Roles ........................................................................... 142
17.1
18
Overview .................................................................................................................. 138
Requisition Approval .............................................................................................. 138
Price Quotes........................................................................................................ 138
Purchase Order Approval ....................................................................................... 138
Requisition and Order Approval ............................................................................ 139
Change Order Approval .......................................................................................... 139
Invoice Approval...................................................................................................... 140
Receipt Appproval ................................................................................................... 140
Creating New Roles ................................................................................................. 142
Approval Plans ........................................................................... 144
18.1
Plan Types ................................................................................................................ 144
18.2
Plan Tasks ................................................................................................................ 145
18.2.1
Task Content ....................................................................................................... 145
18.2.2
Serial and Parallel Tasks ..................................................................................... 145
18.3
Master and Sub Plans ............................................................................................. 146
18.3.1
Using Sub Plans .................................................................................................. 146
18.4
Creating Approval Plans ......................................................................................... 147
18.4.1
Create a New Plan .............................................................................................. 147
18.4.2
Add a Task........................................................................................................... 147
18.4.3
Activity ................................................................................................................. 149
18.4.4
Owner .................................................................................................................. 153
18.4.5
Criteria ................................................................................................................. 155
18.4.6
Final Approval eMail ............................................................................................ 157
18.5
Changing Approval Plans ....................................................................................... 157
18.5.1
Changes During Approval.................................................................................... 157
18.6
Copying Approval Plans ......................................................................................... 158
18.6.1
Copying A Plan .................................................................................................... 158
18.6.2
Copy Validation ................................................................................................... 159
18.7
One Step Approval .................................................................................................. 159
18.7.1
One Step Setup ................................................................................................... 159
18.7.2
Requisitions ......................................................................................................... 160
18.7.3
Purchase Orders ................................................................................................. 161
18.7.4
Change Orders .................................................................................................... 162
18.7.5
Error Messages ................................................................................................... 163
18.7.6
eMail Forwarding and Security ............................................................................ 163
18.8
Change Order Plans ................................................................................................ 163
18.8.1
Change Order Plan Criteria ................................................................................. 164
18.9
Invoice Settlement Approval Plans ........................................................................ 164
18.9.1
Invoice Settlement Plan Criteria .......................................................................... 164
18.10
Real Time Price Checking....................................................................................... 165
18.10.1 Price Checking Setup Steps ................................................................................ 165
18.11
Workflow Admin Report .......................................................................................... 167
19
Approval Rule Groups ............................................................... 168
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19.1
Creating Groups ...................................................................................................... 168
19.1.1
Approval Group Header....................................................................................... 168
19.1.2
Membership Assignment ..................................................................................... 168
19.1.3
Approval Plan Assignment................................................................................... 170
19.1.4
Role Assignment ................................................................................................. 171
19.1.5
Financial Tracking Code Assignment .................................................................. 172
19.1.6
User Fields .......................................................................................................... 174
19.1.7
Parent Groups ..................................................................................................... 174
20
Approval Reassignment ............................................................ 176
20.1
20.1.1
20.1.2
20.2
20.2.1
20.2.2
20.2.3
20.2.4
20.3
20.3.1
20.3.2
20.3.3
20.4
20.4.1
20.4.2
20.4.3
20.4.4
21
Users ........................................................................................... 182
21.1
21.1.1
21.1.2
21.1.3
21.1.4
21.1.5
21.1.6
21.2
21.3
21.3.1
21.4
22
Create a New User Profile ....................................................................................... 182
User Information .................................................................................................. 182
Organisation Levels ............................................................................................. 183
User Settings ....................................................................................................... 184
User Roles........................................................................................................... 184
External Order Processing .................................................................................. 187
User Delivery Address ......................................................................................... 188
Editing a User .......................................................................................................... 189
Resetting User Passwords ..................................................................................... 190
Locked Passwords .............................................................................................. 190
Copying a User Profile ............................................................................................ 190
User Assignments ...................................................................... 192
22.1
22.2
22.3
22.4
22.4.1
22.4.2
22.4.3
22.4.4
22.5
22.5.1
22.6
22.6.1
22.6.2
22.6.3
22.7
22.8
22.8.1
22.8.2
22.9
22.9.1
22.9.2
22.9.3
22.9.4
23
Overview .................................................................................................................. 176
Usage Scenarios ................................................................................................. 176
Reassignment Permission ................................................................................... 176
Approval Search and Selection .............................................................................. 176
Organisation Selection ........................................................................................ 176
Approval Listing Table ......................................................................................... 177
Search and Filter ................................................................................................. 178
Selecting Objects for Reassignment ................................................................... 178
Approval Reassignment ......................................................................................... 179
Selected Reassignments ..................................................................................... 179
Selecting a New Approver ................................................................................... 180
Reassignment Confirmation ................................................................................ 180
Reassignment Errors .............................................................................................. 181
Missing User........................................................................................................ 181
Missing Comments .............................................................................................. 181
Changed Status................................................................................................... 181
Delegation Conflict .............................................................................................. 181
Search User ............................................................................................................. 192
Buy-for Users........................................................................................................... 192
Procurement Cards ................................................................................................. 193
Groups and Roles ................................................................................................... 194
Business Rule Groups ......................................................................................... 195
Setting a Default Accounting Code ...................................................................... 195
Approval Rule Group ........................................................................................... 195
Approver Roles.................................................................................................... 195
User Dynamic Options ............................................................................................ 196
Available User Options ........................................................................................ 196
Approval Delegation ............................................................................................... 199
Create a Delegation ............................................................................................ 200
Delete a Delegation ............................................................................................. 200
Edit a Delegation ................................................................................................. 200
Search Preferences ................................................................................................. 200
Access Level............................................................................................................ 200
Order Access ....................................................................................................... 201
Receipt Access .................................................................................................... 201
Administrator Security............................................................................................ 201
Administration Permissions ................................................................................. 201
Assigning Administrative Tasks ........................................................................... 202
Available Administrative Tasks............................................................................. 202
Assigning Administrative Organisations .............................................................. 203
Utilities ........................................................................................ 205
23.1
Document User Field Definitions ........................................................................... 205
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23.1.1
Order Fields......................................................................................................... 205
23.1.2
Invoice Fields ...................................................................................................... 205
23.1.3
Formats ............................................................................................................... 206
23.1.4
Uses .................................................................................................................... 206
23.1.5
Field Uniqueness................................................................................................. 206
23.1.6
Organisation Hierarchy ........................................................................................ 206
23.1.7
Creating User Fields ............................................................................................ 207
23.1.8
Creating Field Options ......................................................................................... 212
23.1.9
Editing Fields ....................................................................................................... 212
23.1.10 Deleting Fields..................................................................................................... 213
23.2
Item User Field Definitions ..................................................................................... 213
23.2.1
Catalogue Fields ................................................................................................. 213
23.2.2
Order Fields......................................................................................................... 213
23.2.3
Formats ............................................................................................................... 213
23.2.4
Uses .................................................................................................................... 213
23.2.5
Field Uniqueness................................................................................................. 214
23.2.6
Organisation Hierarchy ........................................................................................ 214
23.2.7
Creating Item User Fields .................................................................................... 214
23.2.8
Creating Field Options ......................................................................................... 216
23.2.9
Editing Fields ....................................................................................................... 217
23.2.10 Deleting Fields..................................................................................................... 217
23.3
Attachments............................................................................................................. 218
23.3.1
Adding an Attachment ......................................................................................... 218
23.3.2
Organisation Assignment..................................................................................... 218
23.3.3
Editing an Attachment ......................................................................................... 219
23.3.4
Deleting an Attachment ....................................................................................... 219
23.3.5
Using Standard Attachments ............................................................................... 219
23.3.6
Supported Attachment Types .............................................................................. 219
23.4
System Options ....................................................................................................... 220
23.4.1
Available Options................................................................................................. 220
23.5
Administration Transaction Audit Log .................................................................. 224
23.5.1
Search Criteria .................................................................................................... 224
23.5.2
Search Results .................................................................................................... 225
23.5.3
Transaction Purge ............................................................................................... 225
24
Appendix A: Quick Reference Sheets ...................................... 226
24.1
24.2
24.3
24.4
25
Appendix B: Approval Plan Task Examples ............................. 229
25.1
25.2
25.3
26
Overview .................................................................................................................. 232
Searching for a Dynamic Document ...................................................................... 232
Previewing a Dynamic Document .......................................................................... 232
Adding a Dynamic Document to a Requisition ..................................................... 232
Appendix D: Approval eMail & Audit Trail Keywords .............. 233
27.1
27.2
27.3
27.4
27.5
27.6
27.7
28
Non-Catalogue Purchase ........................................................................................ 229
Escalation Task ....................................................................................................... 230
Receipting / Three Way Match ................................................................................ 230
Appendix C: Dynamic Documents ............................................ 232
26.1
26.2
26.3
26.4
27
Create a User ........................................................................................................... 226
Create a Business Rule Group ............................................................................... 227
Create an Approval Rule Group ............................................................................. 227
Create a Supplier ..................................................................................................... 228
Available Keywords................................................................................................. 233
Order Approval Keywords ...................................................................................... 234
Change Order Keywords ........................................................................................ 234
Invoice Settlement Keywords ................................................................................. 235
Budgeting Keywords .............................................................................................. 235
Multi-Currency Keywords ....................................................................................... 236
One Step Approval Keywords ................................................................................ 236
Appendix E: Default Overrides ................................................. 237
28.1
28.2
28.3
28.4
28.5
28.6
Requisition Accounting Default ............................................................................. 237
Tax Treatment (VAT Code) Default ......................................................................... 237
Delivery Address ..................................................................................................... 237
3-Way Matching ....................................................................................................... 237
Order Matching Tolerances .................................................................................... 238
Delivery Date Default .............................................................................................. 238
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28.7
28.8
28.9
28.10
29
Appendix F: Import and Export Utilities ................................... 239
29.1
29.2
29.3
30
Bulk Loads ............................................................................................................... 239
Import Utilities ......................................................................................................... 239
Export Utilities ......................................................................................................... 239
Appendix G: Further Topics & Documentation........................ 240
30.1
30.2
30.3
30.4
31
32
External Order Processing ..................................................................................... 238
Change Order Format ............................................................................................. 238
Search Preferences ................................................................................................. 238
PEPPOL Identifiers .................................................................................................. 238
Administration Documentation .............................................................................. 240
User Documentation ............................................................................................... 240
Supplier Documentation ......................................................................................... 240
Budget Documentation ........................................................................................... 240
Glossary of Terms ...................................................................... 241
Index ............................................................................................ 246
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1 Introduction
1.1
About this Manual
Administration of PECOS P2P is performed through a separate administration module. The P2P is highly customisable,
so there are many administrative tasks involved with an organisation’s initial system setup as well as its ongoing
maintenance.
This manual is designed for all users of PECOS P2P who are designated as administrators and are assigned
administration roles and permissions. It provides a source of reference for all setup and configuration activities and is laid
out in easy to follow sections which cover each topic using a step by step approach.
Provided alongside this manual there is additional guidance for system setup and administration of this and other
PECOS modules found in the following guides:
Budgeting – For full information on budgeting and budget checking please refer to the ‘PECOS P2P Budget Checking
Manual’.
Workflow – For additional information on Approval Plan configuration and Workflow Criteria please refer to the ‘PECOS
P2P Workflow Criteria Guide’.
Catalogues – For further detail on managing catalogue loads for PECOS please refer to the ‘PECOS P2P Catalogue
Load’ and the associated Catalogue Load Template
Reports – For further information on Actuate Management Reports please refer to the ‘PECOS P2P Reporting Guide’.
API’s – For full details of all PECOS bulk loads and interfaces for importing and exporting data please refer to the
appropriate system utility guide.
During implementation Elcom’s Professional Services team will work with your organisation to accomplish the initial
setup of the system. Your organisation’s system administrator will then receive training and become responsible for the
day-to-day maintenance and on-going growth and configuration of PECOS P2P.
No previous experience of system administration is required. However, we recommend that administrators are familiar
with their organisation’s processes, procedures and financial management rules.
Feedback
If you have any comments about this or any other PECOS document please inform your senior system administrator who
will pass your comments onto Elcom Support.
1.2
About Elcom
Elcom Systems is a trading company of Elcom International Inc., a leading global provider of remotely-hosted automated
procurement and electronic marketplace systems with over fifteen years experience in electronic commerce. Elcom
offers the most cost-effective remotely-hosted eProcurement solution available today and with clients in the US and UK,
provides purchasing solutions for the world’s largest public sector eProcurement contract. For more information please
contact http://www.elcom.com.
1.3
About PECOS
PECOS is a fully hosted ‘cloud’ solution that enables buying organisations of all sizes to automate their purchasing
processes and leverage the benefits of eProcurement.
PECOS is not installed directly within your organisation but resides in a remote data centre: as a PECOS user, the
system is simply available from anywhere within your organisation from any desktop running a standard a web browser
as well as from iPad, iPhone, Blackberry or Android.
PECOS P2P is an easy to use and convenient application for ordering all maintenance, repair, and operations (MRO)
items, goods and services your organisation needs to run its day-to-day business. PECOS P2P provides a full-circle P2P
solution: from ordering via electronic catalogues, through approval routing, to delivery and financial settlement. A wealth
of information is captured and reported to support purchasing professionals for more effective management of strategic
suppliers.
At the heart of PECOS P2P is a best of breed workflow engine which manages transactions and approvals, and supports
seamless interfaces into finance and ERP systems. Purchase information and General Ledgers can be updated in real
time with easy reconciliation of commitments and spend at period end.
PECOS P2P works for suppliers too. Suppliers can receive orders by multiple channels - from eMail and Fax to direct
electronic XML interface with a supplier’s Sales Order Processing System. Invoices can be processed through PECOS
P2P, or suppliers can submit electronic invoices directly for two or three-way matching and settlement.
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Fig 1.1 - The PECOS solution
1.4
Current Release
The current release of PECOS P2P is version 15.1 which contains the following key new features and enhancements:

Receipt Workflow

Internal Delivery Note Print

Default Accounting for VAT and Delivery

Budget Checking Enhancements

Catalogue Content Management Solution
It is recommended that administrators thoroughly review changes to this manual as well as the Release Notes, User
Manual and other relevant documentation for each product release. In this way it is possible to take full advantage of all
new enhancements by implementing any required or desired changes in a phased and controlled manner.
1.5
System Requirements
Details of required software, supported platforms and web browsers can be found in the current version of the
Supported Technology Guide for PECOS.
Note that the recommended platform will greatly enhance performance. If you are in any doubt please speak to your local
IT department.
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1.6
WCAG 2.0 Compliance
The World Wide Web Consortium has published the WCAG guidelines (Web Content Accessibility Guidelines) for making
web-based products accessible to users with disabilities. Elcom have undertaken non-functional, minor html code
changes in the Procurement module of PECOS P2P to contribute towards an objective to meet full WCAG 2.0 Level A
compliance.
These enhancements make the PECOS P2P web pages more usable for web client applications that disabled users
would utilise in place of a browser. Elcom continues to work towards full, certified compliance.
For more information about WCAG 2.0, go to http://www.w3.org/WAI/intro/wcag.php.
Modified Pages
The following pages have been modified in PECOS in order to meet WCAG 2.0 Level A compliance:

Help Pages

Requisition Delivery and Invoicing Page

Line Financial Tracking Pages - Approval Edit Mode

Order Delivery and Invoicing Page

Add Non-Catalogue Item/Update Non-Catalogue Item

Requisition Comments and Attachments

Requisition Comments and Attachments - Approval Edit Mode

Order Comments and Attachments

Order Comments and Attachments - Approval Edit Mode

Line Comments and Attachments Pages

Line Comments, Attachments and Item Information - Approval Edit Mode

Internal Comments page accessed from Requisition/Order/Line Comments and Attachments Pages

External Comments page accessed from Requisition/Order/Line Comments and Attachments Pages

Requisition Financial Tracking

Requisition Financial Tracking- Approval Edit Mode

Order Financial Tracking

Order Financial Tracking - Approval Edit Mode

Line Financial Tracking Pages

Login Page

Item Detail page

Requisition Status Summary page

Requisition Approval Summary page

Requisition Approval - Edit Mode

Amount Blanket Order Detail - Approval Edit Mode

Purchase Order Resend

Order Request Editing page

Order Request Editing - Approval Edit Mode

Status Results Screen page

Search Result page

Requisition page

Order Request Approval Summary page

PO Change Approval Summary page

Returned Order Request Summary page

Returned PO Change Summary page

Status Search

Blanket Order Listing

Save As Recurring Requisition

Requisition Review

Requisition Submitted

Blanket Order Policy

Settlement Approval Summary page

Edit Invoice page

Return Invoices - Edit Invoice

Item Search page

Return Items

Create Configuration Set

Requisition Delivery and Invoicing - Approval Edit Mode

Order Delivery and Invoicing - Approval Edit Mode

Create Configuration

Settlement Resolution

Request RMA

Change Your Password
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
























Purchase Order Change Review
Financial Tracking Information
Supplier Lookup
Address Lookup
Add New Address
Look Up Buy-for User Name and Address
User Search
VAT Accounting
Pop-up - Additional Invoice information
Pop-up – Deactivation
Pop-up - Terms Lookup
Pop-up - Currency Conversions
Recurring Requisitions page
Recurring Requisition Detail page
Blanket Order Release
Create Release
Scheduled Blanket Order Releases
Blanket Order Release Schedule
View Non-Catalogue Item
Pop-up - deactivate
Pop-up - additional invoice information
View Invoice Non-catalogue Item
Approval Delegation
Purchase Order Status Summary Page
Dynamic Document Detail
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2 Getting Started
2.1
Logging In
PECOS is a remotely hosted application which is accessed over the internet using a web browser.
1.
To access the application open a web browser and enter your system’s URL (site name) in the address bar.
Your system administrator will supply you with your system’s URL or site name, along with your user credentials.
The URL will usually be in the format: “yourorganisation”.pecosipm.com. Press enter on your keyboard.
Fig 2.1 - Browser bar
Alternatively, if you have created a PECOS link, select it from:
a.
Your ‘Favourites’ or
b.
Your ‘Links’ bar or
c.
A Shortcut on your desktop.
Contact your IT support personnel if you are unsure how to create any of these links. This is recommended for fast
and accurate access to your correct PECOS site.
2.
The PECOS login page will appear. Click in the User ID field and type your User ID.
Fig 2.2 - Login page
3.
Press Tab or click in the Password field and enter your password.
4.
If you have forgotten your password it may be reset using the ‘Forgot your password’ link if it is available.
Alternatively you must contact your site administrator to have it reset (see Passwords).
Click Enter. Your PECOS Home page appears.
You have now entered your PECOS application. Note that your home page is configurable and not all users may
land in the PECOS P2P but may alternatively be directed to P2P Administration or Reports.
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2.2
2.2.1
Application Navigation
Application Components – Top Tabs
After logging in, a row of tabs will appear at the top of the screen to provide Single Sign On (SSO) access to all of the
Elcom applications to which you have permission.
Fig 2.3 - Application components
The default application in which you land can be changed for your organisation or user profile but will invariably be the
PECOS P2P. Other tabs will appear based on your user permissions and may include, P2P Administration, P2P Reports,
eSourcing, Contract Management and eInvoicing.
2.2.2
Branding and System Name
Your organisation may have created a new name for PECOS. If so, the Top Tab area will display your organisation’s
bespoke name for the application, replacing any generic ‘PECOS’ or ‘Elcom’ logo. These changes may also include your
organisation’s logo and the application of an internal brand.
2.2.3
User Panel
The top right hand corner displays your logged in User Name. Hover or click in this area to open the User Panel where
you will find access to user specific functions.
Fig 2.4 - User panel
Belongs to: The P2P organisation to which you belong, is displayed. This is the organisation in which all your
procurement activities are undertaken.
Password: Select this option to change your password and open the Change Your Password window (see Passwords).
Log Out: When you have completed all your tasks and wish to leave the application, click here to log out of PECOS P2P.
The sign on screen will redisplay, from where you can close the web browser.
2.3
2.3.1
P2P Admin Navigation
Menu Tabs
Fig 2.5 - Menu tabs
In all screens, the main P2P Admin areas are accessible by clicking on the menu tabs. These are your primary means of
navigating – the menu which is currently open will be highlighted. Not all of the menu options will display if you have not
been granted administration permissions by your site administrator.
Company: Opens the Organisation Maintenance and Dynamic Option menus where organisationally relevant data is
managed.
Financial: Provides access to Financial Tracking Code and Procurement Card Maintenance and, when configured,
Financial Calendars and Budgets.
Business Rules: Here you are able to manage Business Rules Groups
Approval Rules: Opens the Approval Roles, Approval Plan and Approval Rule group menus.
Users: Here you are able to manage User Profiles and Administrator’s permissions.
Suppliers: Here you are able to manage Supplier Profiles.
Catalogue: Contains menu options for managing and loading Catalogues and managing Product Category Codes.
Utilities: Contains menu options for accessing the Administration Audit Trail, Standard Attachments and Document and
Item User Fields.
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2.4 Passwords
PECOS has password security features which system administrators can configure through P2P Administration. These
password rules include:






The number of false attempts allowed
Requiring a minimum password length
Requiring that passwords contain both numbers and letters
Requiring that passwords be changed at first login
Requiring that passwords expire after a specific period of time
Ensuring that you cannot reuse old passwords
Passwords are also case sensitive.
When you login to PECOS for the first time, the system may require you to change your default password. You can also
change your password manually, at any time.
Elcom recommends the use of ‘strong’ passwords that are changed regularly. Use a combination of numbers
and letters (irrespective of the rules created for you) and avoid using words that may be easy for others to
guess. Do not write down your password, do not disclose it to other users or store it on your PC. If you think
someone else knows your password change it immediately.
2.4.1
Change Your Password
To change your PECOS password, follow these steps.
1.
After logging into PECOS, click or hover your mouse over your User Name in the top of screen. The User Panel will
open where you can select the Change Password option. The Change Your Password screen will open.
Fig 2.6 - User panel
Type your current password in the ‘Enter current password:’ field.
Type your new password in the ‘Enter new password:’ field, and then again in the ‘Re-enter new password:’
field.
4. Click the 'Submit' button.
If you are changing your password because PECOS has forced you to, the application will present a ‘Back’ button for
you to return to the login page where you will need to enter your new credentials.
2.
3.
2.4.2
Expiry Prompt
PECOS will present a warning message to you a number of days before your password is due to expire. Passwords can
optionally be changed immediately or upon expiry by following the appropriate link within the warning message.
Fig 2.7 - Password expiry warning
2.4.3
Lock-outs
If you enter your password incorrectly whilst logging into PECOS your user account will become locked. Three attempts
is the default but this may be changed for your organisation. Password can be reset in one of two ways:
a) You will need to contact a system administrator to have your password re-set (an administrator can manually reset
their own password if it falls within their organisational permission). Depending upon your organisation’s password
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b)
rules, your new password will either be reset to be the same as your user id or a system generated password will be
eMailed to you.
Click ‘Forgot your password?’ on the home page. This option can only be used if your organisation’s password
rules are set as system generated (see ‘Forgotten Passwords’)
2.4.4
Forgotten Passwords
If you become locked out and have forgotten your password, it is possible to reset it without recourse to contacting a
system administrator. This means of password reset is only available to users who are not also administrators: for
security reasons a system administrator will still need to have their password reset manually by another administrator.
For security purposes users will be eMailed any system generated password.
Fig 2.8 – Login screen forgot your password link
The steps required to change a password from the login screen are shown below.
1. Click ‘Forgot your password?’ on the login page. The Reset Your Password window will open:
Fig 2.9 - Reset your password window
2. Enter your User ID and click the ‘request new password’ button. PECOS will validate the user id.
A confirmation message will be displayed informing you that your password has been reset. The reset password will be
eMailed to you using the email address in your user profile.
If PECOS is unable to reset your password a message will be displayed informing you of this: “Your password could not
be reset. Please contact your Administrator.”
2.5
2.5.1
Using Online Help
Content
Online Help facilitates users to find all relevant information about any task being undertaken. The pages are based on
PECOS P2P User Guides and Manuals and provide structured information to satisfy the different demands of its users
who:

Take part in all Procurement to Pay process activities (e.g. ordering, receipting and settlement)

Manage the P2P process (e.g. approval, budgetary control, price quote and report monitoring)

Administration and configuration of business rules.
The information on each page comprises text and illustrations. Each topic is logically structured on separate hierarchical
pages and includes further detail within child pages as appropriate. Pages have hyperlinks between topics as well as
additional documentation where appropriate. Some documents and files can be downloaded or opened in a separate
browser.
2.5.2
Features
The documentation content is held in a number of web pages in major application groupings (e.g. PECOS P2P, P2P
Admin and P2P Reporting).
Information can be navigated via the links embedded in the pages, by using the search panel or by using the tree
explorer as explained in the following sections.
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Fig 2.10 – Example help screen
(1) The help information occupies the majority of the screen and has page tools (4) to enable the export of the
information into other formats.
Within each grouping, pages are organised hierarchically and include a number of links (3) that allow you to navigate
through the information.
(2) The left side of the application are tools that enable navigation of the information (searching, related links, and the
context of the current page in the hierarchy of the help information).
2.5.3
Searching
The Search Panel accepts the entry of a “Query”: a text string of ’Terms’ (words or phrases) and ’Operators’ (such as
‘AND’ and ’OR’) that is used to find relevant information.
Enter search text and click the ‘search’ button to search information across all pages of the application groups. Results
are presented in a results page, by relevance calculated by the degree of match to the title of the page and its content.
Fig 2.11 - Help text search
On the search page you may refine your search or navigate to the detail by selecting the link on an entry.
2.5.3.1
Terms
A query is broken up into terms and operators. There are two types of terms: Single Terms and Phrases.


A Single Term is a single word such as ‘basket’ or ‘receipt’. (They do not need to be entered in quotation marks)
A Phrase is a group of words surrounded by double quotes such as “punchout catalogue”.
Multiple terms can be combined together with Boolean operators to form a more complex query (see below).
2.5.3.2
Wildcards
Wildcards help find terms in documents with a similar character pattern. For example: Invoice OR Invoicing OR Invoiced,
all of which start with ‘Invoic’.
There is support for single and multiple character wildcard searches within single terms (but not within phrase queries).

To perform a single character wildcard search use the “?” symbol.
The single character wildcard search looks for terms that match that with the single character replaced. For
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example, to search for text or test you can use: te?t

To perform a multiple character wildcard search use the “*” symbol.
The multiple character wildcard search looks for zero or more characters in a term. For example, to search for
invoice, invoiced, invoicer or invoicing you can use the search: invoice*
You can also use the wildcard searches in the middle of a term. Note that you cannot use the wildcard symbols (* and ?)
as the first character of a search.
2.5.3.3
Operators
Boolean operators allow terms to be combined through logic operators. The following are supported: AND, “+”, OR, NOT
and “-”. Boolean operators must be ALL CAPITALS.

OR is the default operator. This means that when two terms are entered, neither have precedence.
Example: to search for documents that contain either Budget Version or Budgets use the query: “Budget Version”
OR Budgets. However, as OR is the default, you could simply enter: “Budget Version” Budgets.

AND is an operator that matches documents where both terms exist.
Example: to search for documents that contains both Version and Budget use the query: Budget AND Version.

“+” is an operator that requires a term to be present whilst other terms remain optional.
Example: to search for documents that must contain Invoice and may contain ERS use the query: +Invoice ERS

NOT is an operator that excludes documents that contain the term after NOT.
Example: to search for documents that must contain Invoice but not ERS use the query: Invoice NOT ERS.
Note that the NOT operator cannot be used with just one term.

“- “is a prohibit operator that excludes documents that contain the term after the “-“ symbol.
Example: to search for documents that contain Approval but not Invoicing use the query: Approval -Invoicing
2.5.3.4
Grouping
You can group terms and operators using parentheses to force how a complex search is to be done.
For example, to search for anything to do with approvals but excluding information on budgets or price quotes, use the
query: Approvals AND NOT (budget* OR “price quote”)
2.5.4
Navigating
The Links Panel has two areas:

Related Areas - links to PECOS P2P Help pages within other groupings
Click on the name of the page to navigate to that page.

Structure - represents the hierarchical grouping of the pages
The current page and its children are displayed along with any parent
pages.
Clicking on a page will navigate to that page.
When a page has additional pages a ‘+’ symbol will appear. Click to
expand.
If a ’-‘ symbol appears, the tree elements can be collapsed.
Fig 2.12 – Links panel
2.5.5
Page Actions
Help pages can be exported in a number of formats. Only the content of the page will be exported: side panels will be
excluded.

Export. This will transform the page content into a desktop format that can be downloaded for printing. Supported
formats are: PDF, HTML and RTF.

More Actions. This allows you to see a clean print preview of the help text in your browser and also allows the page
source to be viewed.
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2.6
Logging Out
For security reasons, please log out whenever you have finished in PECOS. To log out click or hover your mouse over
your User Name in the top of screen. The User Panel will open where you can select the Log Out option.
Fig 2.13 - User panel
The original Login Page reappears when you have logged out successfully. After logging out you can close your browser
window.
2.6.1
Time Outs
PECOS may be configured to automatically log you out after a period of inactivity. This is a security feature that ensures
that the application is not inadvertently left open whilst you are away from your computer. It is recommended that you
always log out of PECOS when you are away from your desk. (See also ‘Quick Save’ later in this document.)
If you are timed out, PECOS does not lock your user id: simply login once more. However time outs will result in any
unsaved requisitions being lost.
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3 System Setup
3.1
Preliminary Work
Your system is initially set up in consultation with Elcom’s Client Services Group. They will perform preliminary work,
such as configuring and setting up the servers, obtaining URLs, and loading the software. Your Elcom Project
Manager/Implementation Consultant will work with your project team to ensure that your procurement data is entered,
initial suppliers and users are input and the workflows required to support your initial project phase are written. Several
utility programs are available for use during initial setup to ensure bulk data such as financial tracking codes,
addresses, suppliers, users and procurement cards are loaded. These programs transfer large amounts of data into
the system so that it is available for use immediately. Please refer to the Bulk Load Utilities manuals for additional
information.
After initial configuration a program of training will be undertaken after which your system will be handed over to you for
administration.
The scope of work undertaken during initial setup may differ. Please refer to your organisation’s commercial
terms with Elcom or your contracted service provider or integration partner.
3.2
Test Systems
There is no limit to the number of systems (or instances) that you can have. A test system is very useful for testing new
configuration options and for training purposes – ensuring that your live system is kept clean and test orders are not
inadvertently transmitted. As well as a test system you may also elect to have a separate development or training
system.
Please note that there might be commercial or contractual considerations for the use and configuration of a test
system. Please refer to your project or program manager before contacting Elcom Support.
System Name
If you have elected to have a test system it will be given a different URL. The URL is usually the same as your live
system but with the word ‘test’ at the end of your organisation identifier. For example for the ‘Acme’ Organisation:
Live system URL = http://acme.pecosipm.com
Test system URL = http://acmetest.pecosipm.com
Configuration
It is important to remember that your test system is still a production environment and capable of being used to create
and transmit purchase orders. Care must be taken when configuring a test system that live data is not inadvertently
transmitted:
User eMail – should be set as an internal address.
Supplier eMail and fax numbers – should always be set with dummy or internal references.
Refreshes
A database refresh is available to copy data FROM your live system TO your test system(s). Note that partial or selective
data cannot be copied: it is the entire database or nothing at all. For this reason it is not possible to copy from a test
environment into a live system.
To request a refresh please contact PECOS Support. The refresh will change certain data fields and if specific changes
are required the data to be used should be requested alongside the system details and refresh date. These fields are:

User passwords

User eMail addresses

Supplier eMail addresses

Supplier fax numbers
Any other bespoke changes to data during a refresh should be discussed with the Support Consultant.
Note that a refresh will replace the target system database with a copy of the source system database. All pre-refresh
data and configuration in the target system will be replaced and therefore permanently deleted.
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3.3
Sequence of Setup Tasks
The tasks below are numbered in the sequence in which they should (usually) be performed. Some tasks cannot be
performed fully without input from a previous task. So, although it is possible to achieve a satisfactory outcome with a
different sequence, this one is recommended.
Many of these tasks may already have been performed by Elcom’s Client Services Group during initial implementation.
As a result, some tasks (such as setting up financial tracking methods or setting up catalogues) may not need to be
performed very often. Others, such as adding users, may need to be performed more frequently.
Task 1: Organisational Data

1a: Organisation Maintenance

1b: Financial Tracking

1c: Addresses

1d: Procurement Cards

1e: Multi-Currency

1f: Dynamic Options
Task 2: Suppliers

2a: Supplier User Fields

2b: Supplier Profiles
Task 3: Catalogues and Categories

3a: Catalogues

3b: Product Category Codes
Task 4: Business Rule Groups
Task 5: The Approval Process

5a: Approver Roles

5b: Approval Plans

5c: Approval Rule Groups
Task 6: Users

6a: User Profiles

6b: User Assignments

6c: Administrator Permissions
Task 7: Utilities

7a: User Defined Field Definitions

7b: Standard Attachments
Task 8: Budgetary Control

8a: Financial Calendars

8b: Budgets
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4 Organisation Maintenance
Fig 4.1 - Menu tabs (organisation maintenance)
The starting point for configuration must always be to define and create the different organisational levels within PECOS
P2P. Each organisational level may be populated with default procurement settings, some of which are specific to the
entire organisation and some of which may be set at each individual level. Once these organisational levels have been
created, additional organisational data can then be added. This additional data includes financial tracking codes,
addresses and procurement cards.
This section covers the creation and maintenance of your organisational structure. A number of defaults must be created
which define overall business and procedural rules, high level user and organisational data and system formatting
controls.
Much of the data in organisation configuration is mandatory for your top organisation level: in a multi-organisational
environment the top level will be your ‘Level 2’ or ‘Company Level’ organisation. By making data mandatory at the top
level it becomes available as the default to be used on a ‘top down’ basis to avoid duplicating data entry. Therefore, if the
same configuration settings are required for all subordinate organisations they only have to be entered into the parent
organisation level. For each user, the system will read and use data configured for the organisation in which they are
assigned. Where the system finds empty fields or settings, it will look up the organisation tree, in sequential parental
order, until it finds default data to use.
The following pages are maintained at the top ‘Company’ level 2 only and provide settings for the whole organisation that
cannot be maintained at a subordinate level:

Organisation Structure

Company Settings

Taxation

Message management

Marketplace Properties
All other Organisation Maintenance pages contain settings and defaults that can optionally be maintained at all
organisational levels (i.e. a parent setting can be overridden).
The following sections explain the setup required for each page within the Company > Organisation Maintenance
menu option.
4.1
Organisation Structure
The first task in configuring your procurement application is to create an organisational hierarchy which closely
resembles your existing organisational structure. Most of the data that is entered hereafter will be assigned to an
organisational level. In this first section we create the naming convention or ‘labels’ for each level of your organisation.
The organisation structure is maintained at the top ‘Company’ level 2 only. Your organisation can have up to ten levels in
its hierarchy.
Fig 4.2 - Organisational structure screen
To set up your company’s organisational labels, follow these steps:
1 Click Company > Organisation Maintenance on the main menu bar.
2 Click on the ‘Org Struct.’ Button. The button will only be available for your Top Level organisation.
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3
4
5
6
On the Organisation Structure page, check that the org unit level names are present and add additional levels if
required. The level 1 ‘Corporation’ level can be modified by renaming, but cannot be deleted.
Working from the top down, enter a new label (under the last defined organisation) or change the one displayed for
any organisational unit.
To delete a level label, work from the bottom up.
Click Save when done.
Note. You can only delete a level label if there is no active organisations setup at that level.
The organisation unit names that you set here display in the Company > Organisation Maintenance > Organisation
Information page's non-editable Level field and in the User Profile > Organisation Levels form.
4.1.1
Generic Structure
When the organisation is built, all organisational units must have a parent (‘gaps’ cannot be left) and it is therefore often
difficult to define organisation level labels that logically fit all levels of your organisational hierarchy due to the different
sizes of vertical structures. For example one Level 4 ‘Department’ might have both ‘Locations’ and ‘Offices’ whereas
another might only be defined by ‘Offices’ and not contain ‘Locations’.
In the example below the Sales Departments are divided into Offices by geographic Location but the Professional
Services Departments are not. The Professional Services Offices therefore become Locations when they are created in
PECOS P2P, which although hierarchically correct, is not necessarily logically correct.
Fig 4.3 - Structure (extract) using defined organisation labels
To avoid these organisation label logical conflicts it is suggested that the structure be created with generic labels. In the
example below, a defined structure is replaced with generic labels:
Fig 4.4 - Structure (extract) using generic organisation labels
Alternatively, you may create “ghost” levels to allow everything to “fit”
4.2
Organisation Information
Use the Organisation Information page to add or change details relating to each level of your organisation.
To access Organisational Information follow the steps below.
1 Click Company > Organisation Maintenance.
2 The Organisation Information page will display by default. If it does not display, click the Org Info button.
3 In the Organisation Explorer frame of the Organisation Maintenance page, click the plus signs to open the
hierarchy tree. When you find the level you want to edit or add to, click on the organisation name.
4 The Organisation Information form for that level opens and you can see the options which you may change on the
right hand side of the page.
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Fig 4.5 - Organisation information screen
4.2.1
1
2
Add a Level
In Organisation Explorer select the organisation level that you wish to create a new child organisational level for: this
will be the parent organisation.
You can expand your organisation structure by clicking + next to an organisation folder. To select the parent
organisation for which you wish to add a child organisation, click on the organisation name. Wait for the
organisation to load in the organisation information window.
Note that until the parent organisation has been selected and loaded, the ‘Add New Org’ button will not display.
Click the Add New Org button. Enter the following information:


3
4
5
Name (mandatory): Enter the name of your organisation level.
Key (mandatory & unique): This is a database identification marker and should be your company's abbreviation
for each of its organisational units. The key must be unique and it is also recommended that you use a
consistent naming convention.

PO Prefix (optional): Enter a Purchase Order Prefix for all orders raised by users who are members of this
organisational level. If this field is left empty PECOS P2P will use the PO prefix for the parent organisation. If
the parent organisation has no PO Prefix assigned, PECOS P2P will assign a prefix based on ‘grandparent’
settings.
The maximum field length of a purchase order is 30. The number of characters used for the PO Prefix
will therefore reduce the number of characters available for the order number. (For example if the PO
Prefix is three characters long, the remaining field length available for the order number is 30 – 3 =27.)

Enter Manual PO Number: Choose whether purchase order numbers are to be automatically generated (i.e.
'Disabled) or manually entered by the requisitioner (i.e. 'Enabled'). (See 'Manual PO Number Entry for more
information).

Level: System assigned.

Parent: The organisation immediately above this one and system assigned.

Time Zone: This will default from the parent organisation and ensures the time is correctly stamped in the Audit
Trail. The default time zone can be changed by making a selection form the drop down selection box.
o GMT is not adjusted for Daylight Saving Time (i.e. BST).
o WET (Western European Time) is adjusted for Daylight Saving Time (i.e. BST). It is therefore
recommended that for all UK and Western European organisations, WET is selected.
Changing the Time Zone for an existing organisation will retrospectively change all existing audit trail times to
the new time zone.

Country/Language: This will default from the parent organisation and ensure that:
o The correct default currency setting is applied.
o The appropriate language localisation files are used.
The default can be changed by selecting from the drop down list box. For example:

Selecting ‘UK-English’ will invoke UK English localisation language files and default the currency to GBP.

Selecting ‘US-English’ will invoke US English localisation language files and default the currency to USD.
Date added and Date changed will populate automatically.
Click Save when done.
Click Clear to start again without committing any data to save.
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4.2.2
Change a Level
1
2
3
Click on the + symbols in Organisation Explorer to open each organisational level hierarchy.
Select the organisation for editing by clicking on the organisation name.
Organisational Information will populate allowing changes to be made. Refer to the section above (Inserting a New
Level) for an explanation of the fields.
4 Click Save. The Date Changed time stamp will update.
Note that Organisation levels cannot be ‘dragged and dropped’. If your organisational hierarchy requires re-organisation,
new organisations must be created under their new parent.
4.2.3
Delete a Level
Active organisations may not be deleted if the following data is present or assigned to the organisation to be deleted:
1
2
3
4

Historical orders

Subordinate (‘child’) organisations

User profile assignments

Supplier profile assignments

Recurring requisitions
Click on the + symbols in Organisation Explorer to open each organisational level hierarchy.
Select the organisation for deleting by clicking on the organisation name.
Click Delete Org to eliminate the organisational level.
Choose another function on this page or the menu bar. The explorer tree will update with the removed organisation
no longer showing.
4.2.4
Manual PO Number Entry
By default, PECOS P2P automatically generates and assigns a Purchase Order number to an Order Request, after
requisition approval (where required) is completed. The Organisation Information screen contains a setting to stop the
automatic generation of the PO Number and require the requisitioner to enter one manually. The option is called 'Enter
Manual PO Number' and has two options:

Disabled (default) - Manual override is not set and the system will auto generate the PO Number.

Enabled - Manual override is set and the system will not auto generate a PO Number for this organisation. It will be
mandatory for the requisitioner to manually enter a PO Number in the Order Delivery and Invoicing screen prior to
requisition submission.
Note that manually entered PO numbers are not validated for format or uniqueness and do not have the organisation's
PO Prefix assigned.
4.3
Company Settings
The Company Settings button on the Organisation Maintenance page will only appear at the top level organisation:

These settings are NOT available to any subordinate organisations.

These settings affect your whole organisation and cannot be over-ridden by users.
Fig 4.6 - Company settings screen
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Company Settings allow the setting of top level system defaults, some of which may be overridden by settings
elsewhere in the administration module:
a) Password Rules: Here rules for password generation and format are defined. This is a default setting that cannot be
overridden elsewhere.
b) Financial Settlement Tolerances: Default order matching tolerances are set here. An override can also be set within
supplier profiles.
c) Receipt Tolerance Message: This is the message that appears to users when a receipt tolerance is exceeded. This
is a default setting that cannot be overridden elsewhere.
d) ePcards: This is where ePcard authorisation and tolerances are set.
e) eSourcing: This is where configuration settings are defined if an eSourcing solution is integrated with PECOS.
4.3.1
Company Key
The Company Key is a database identifier that is set when your PECOS P2P instance is created. It is used primarily
within bulk data loads to ensure that data is loaded accurately.
Your Company Key can be found at the top right hand corner of the Company Settings window.
4.3.2
eSourcing
If PECOS is integrated with an eSourcing application, the eSourcing tab provides configuration settings to ensure that
the correct P2P organisation is connected to the correct eSourcing instance.
Fig 4.7 - Company settings-eSourcing
The available configuration settings may differ, depending on the selected eSourcing solution and will be provided by
Client Services.
4.3.3
Password Rules
The Company Settings screen allows you to set up Password Rules for your system.
Fig 4.8 - Company settings- password rules
4.3.3.1
Password Generation
A password is created and assigned to a user when a new user profile is created and a password is changed when an
existing user has their password reset. There are two options for defining how that password is generated:

Set to User ID: PECOS will set user’s passwords to be the same as their user ids. An eMail will not be sent to the
user informing them of their password and they will not be required to change it when they log in for the first time. or
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
System Assigned: PECOS will automatically generate a user password using random numbers and letters. The
user will be sent an eMail (to their organisational eMail account using their user profile eMail setting) containing their
password. The user will be forced to change their password when they first login.
Where system assigned passwords are generated, an eMail will be sent to the user to notify them of their new password.
This eMail will also contain the user’s login id and system URL. Users will change these passwords once they have
logged in (using their new password): PECOS will navigate the user directly to the ‘Change Your Password’ screen and
force the change.
Fig 4.9 - System assigned eMail body text
To add to the text sent in these notification messages see: Notification Messages.
4.3.3.2
Password Format
In addition to selecting a password generation option, you may optionally select password formatting rules. These
rules will operate irrespective of the generation option selected above and all or some may be set:
 Number of days a password remains valid – this numeric field enables passwords to expire after the number of days
entered.
 Password expiration warning message – the system will display a password expiration message on the login page,
from the number of days entered up to and including the date it expires.
 False attempts allowed – the system will disable a user ID after the number of failed login attempts entered here. A
locked user must contact their system administrator to have their password reset.
 Previous passwords validated for uniqueness – the system will validate a new password for uniqueness against a
number of previous passwords. Enter the previous number of passwords to be used to validate the new password
here.
 Minimum password length – allows administrators to enforce a minimum password character limit. The system
default and minimum is 6.
 Enforce use of numbers and letters – If set to ‘Yes’, requires that new passwords contain at least 1 numeric and 1
alphabetic character in addition to requiring a minimum field length requirement.
Configuration Tip
When new users are being created it is a good idea to select the password generation option of setting passwords to be
the same a user id’s. In this way configuration and communication can be better managed. After the users are created,
the password rule may be changed to system assigned, thereby forcing users to change their password when they first
login.
4.3.3.3
Marketplace Configurations
Password Rules options may not display if your PECOS P2P site is integrated within a Marketplace (and your instance is
installed as a ‘Marketplace P2P’) or if PECOS is incorporated within a Single Sign On solution. The ‘Reset Password’
button is also removed from the User Profile > User Information screen. In such a configuration users and their
passwords are managed in the marketplace administration portal.
4.3.4
Financial Settlement
PECOS P2P provides administrators with the ability to set matching tolerances for financial settlement to be used when
the financial matching process matches invoice and order values. A tolerance message can also be defined for when
receipting tolerances are enabled. These tolerances cannot be overridden by the user.
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Fig 4.10 - Company settings-financial settlement options
4.3.4.1
Matching Tolerances
These fields enable the administrator to set a tolerance percentage for orders which do not, in financial settlement,
produce an exact match when the matching program is run. If matching tolerances are not set they default to nil and the
financial match must be exact.

Tax Tolerance Percentage: Estimated Sales taxes entered on the order at the time of requisition creation are
matched, at line level, to actual sales taxes entered on the supplier invoice. Enter here, the percentage difference
allowed between estimated and actual sales tax when the invoice is matched during financial settlement. Tax
tolerances are used for US Sales Tax only: for UK VAT tolerances see the Taxation section below.

Delivery Tolerance Percentage: Estimated delivery charges can be added to an order at the time of requisition
creation. Enter here the upper percentage difference that is to be allowed between this estimated order amount and
the actual amount entered on the supplier invoice during financial matching.

Order Tolerance Percentage is used when the matching program matches the extended line level order values
with extended line level invoice values. It will allow a value to vary by the percentage entered but still be defined as a
“perfect match” by the system. The percentage entered can be up to two decimal places only.
When a percentage tolerance only is set, the matching process uses the tolerance percentage to match the order
line value above or below the invoice line value.
Example: If a 4% tolerance is set.
An invoice line item between £96 and £104 will correctly match to an order line item for £100 because it is within
4% upper and lower boundary difference.
However an invoice line for £95.99 and less or £104.01 or more will mismatch because it is outside the 4%
difference.

Order Tolerance Value is used when the matching program matches extended line level order values with extended
line level invoice values. It will allow a value to vary by the amount entered but still be defined as a “perfect match”
by the system.
When a value tolerance only is set, the matching process uses the tolerance amount to match the order line value
above or below the invoice line value.
Example: If a value of £1.50 is set as a value matching tolerance and the extended price for an item is £15.00. If
the invoice extended price is:
£13.49 and below = lower bound is outside of tolerance and will mismatch for price
£16.51 and above = upper bound is outside of tolerance and will mismatch for price
Between £13.50 and £16.50 = within tolerance and will match OK for price

Order Tolerance Percentage and Value can both be defined.
If both a Percentage and Value tolerance is set, the system will apply the lower of the two after calculating the
difference.
Example: A value of £0.50 (i.e. 50 pence) is set as a value matching tolerance and a percentage of 5% is set as
a percentage matching tolerance.
If an order contains a line for 5 units @ £15.20 each and an invoice is received for 4 units @ £15.30 each =
£61.20:
The adjusted extended price for the order to be used for matching tolerance purposes (based on the quantity
invoiced) is 4 x £15.20 = £60.80
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The percentage tolerance is calculated at +/- £3.06 (being 5% x £60.80).
Therefore the tolerance to be used will be the lower of £0.50 and £3.06: which is £0.50.
There the invoice will not be mismatched because the actual difference between the order extended price and
invoice extended price £0.40 (i.e. £61.20 less £60.80) which is within tolerance of £0.50.
4.3.4.2
Receipt Tolerance Message
If receipt tolerances are enabled (see Dynamic Options), over receipting is allowed only within set tolerances (see
Catalogue Items and Maintain Categories > Receipt Tolerances for setting tolerances). Therefore, if the receipt amount is
greater than the order amount and outside of the set tolerance percentage, an error message will display to advise the
user that the amount entered is not allowed. The default error message is displayed below:
Fig 4.11 - Default receipt tolerance message
Company Settings allows this default Receipt Tolerance Message to be changed. Enter the text that you wish to appear
in place of the default message.
For example, it might be your organisation’s policy to create change orders to ensure that there are no receipt
mismatches in PECOS P2P or your Financial Management System. Receipt Tolerance Message formatting allows you to
enter appropriate text to advise your users of the appropriate course of action.
4.3.5
ePcards
PECOS P2P provides administrators with the ability to set authorisation settings and matching tolerances for ePcards.
These types of card are used primarily in the US and will require integration with your card provider.
Fig 4.12 - ePcard options
4.3.5.1
ePcard Pre-Authorisation
For use with GECF (GE Capital Finance) ePcard XML only and not available in the UK. These fields enable the
administrator to set a predefined Order Allowance Percentage. This is the amount by which a supplier’s total can vary
from the total of the purchase order, and is included to allow the supplier to charge for tax and delivery. (Note: Users may
be granted the additional authority to override this predefined amount.)
In addition, the administrator can set the time frame (ePcard Validation Period) for which an ePcard remains “open”.
After this time frame, the ePcard is closed and may not be billed (invoiced) against by the supplier.
4.3.5.2
Financial Settlement
The ePcard Order Tolerance Percentage allows ePcard statements to be reconciled with the order header amount
within the given tolerance. This figure is used when reconciling the ePcard with PECOS P2P.
4.4
Taxation
PECOS P2P utilises Multi-Jurisdictional Taxation through the creation of bespoke Tax Types. Administrators must
ensure that the correct Tax Type(s) are selected during initial setup through the Taxation screen in Organisation
Maintenance. Some Tax Types will require the addition of Tax Treatments for use within PECOS P2P. Multi-jurisdictional
Taxation is enabled through a System Dynamic Option and is therefore applied at system level.
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4.4.1
Tax Types
Tax Types are used to define how PECOS P2P manages, calculates and displays taxation and are selected according to
the jurisdiction, territory or locality of your implementation.
Note that the default tax for PECOS P2P is US Sales Tax and it is not necessary to select a Tax Type when
implementing in the USA and adopting this default tax regime.
Fig 4.13 - Taxation maintenance screen
Search and Filter
The Tax Types table will display 10 entries, sorted alphabetically, by default but can be extended using the Show entries
control in the top left hand corner of the table. Using the list box, choose an override to display 25, 50 or 100 entries.
When more than one page is available, pagination controls will display the number of pages of entries and allow you to
scroll or jump between those pages. A Quick filter provides a 'type ahead' text search, which automatically filters the
entries in the table using the string of characters entered.
4.4.1.1
Available Tax Types
The following Tax Types are available:

VAT : Select for European VAT implementations of PECOS P2P to invoke full Value Added Tax features. VAT is
buyer selectable and Tax Treatments are required to be entered for this tax type which will enable users to assign
VAT codes to items on the requisition and invoice.

VAT (India): Select for implementations in India where Value Added Tax is used. This will enable VAT to be entered
or edited on invoices. No Tax Treatments are allowed.

Central Sales Tax (India): Select for implementations in India where Central Sales Tax is used. This will enable
CST to be entered or edited on invoices. No Tax Treatments are allowed.

Service Tax (India): Select for implementations in India where Service Tax is used. This will enable ST to be
entered or edited on invoices. No Tax Treatments are allowed.

Service Tax Education Cess (India): Select for implementations in India where Service Tax is used. This will
enable Education Cess to be entered or edited on invoices. No Tax Treatments are allowed.

Octroi (India): Select for implementations in India where Octroi is used. This will enable Octroi to be entered or
edited on invoices. No Tax Treatments are allowed.

TDS Band (India): Select for implementations in India where TDS withholding tax is used. This will enable TDS to
be entered or edited on invoices. No Tax Treatments are allowed.

TDS Education Cess (India): Select for implementations in India where TDS withholding tax is used. This will
enable Education Cess to be entered or edited on invoices. No Tax Treatments are allowed.

TDS Surcharge (India): Select for implementations in India where TDS withholding tax is used. This will enable
TDS Surcharge to be entered or edited on invoices. No Tax Treatments are allowed.
To select a tax type, follow these steps:
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1
2
In the Taxation screen click the check box in the ‘Selected Tax Types’ column.
Click Save to commit your changes.
4.4.1.2
Maintenance Level
After selecting the Tax Type(s) to be used it is important to define where the tax will be maintainable for override
purposes, when a user has appropriate permissions. There are two document levels for tax maintenance by the user:
o Invoice Document Level. This will define how tax will be maintained within the invoice screens (invoice entry and
editing).
o PO Document Level. This will define how tax will be maintained within requisition and purchase order screens
There are four levels to choose:
o None. This is the default. Tax is not displayed at either the header or line level.
o Header. Tax is displayed at header level and the user is able to override the system assigned default.
o Line. Tax is displayed at line level and the user is able to override the system defined default. Note that not all
tax types support line level entry and this option may not be available.
o Both. Tax is displayed at both the header and line level and the user is able to override the system defined
default.
4.4.2
Tax Treatments
Some Tax Types (e.g. VAT) allow for the assignment of Tax Treatments. Tax treatments are the tax codes to be used
during the procurement and invoicing process to be made available to users. Not all tax types will allow for the entry of
treatments.
To add tax treatments for a tax type click on the tax type in the ‘Selected Tax Types’ box. If treatments are allowed for this
tax type an additional ‘Treatment’ form will appear at the foot of the page for the entry and maintenance of tax codes.
Fig 4.14 - Tax treatments
Search and Filter
The Tax Treatment table will display 10 entries, sorted alphabetically, by default but can be extended using the Show
entries control in the top left hand corner of the table. Using the list box, choose an override to display 25, 50 or 100
entries. When more than one page is available, pagination controls will display the number of pages of entries and allow
you to scroll or jump between those pages. A Quick filter provides a 'type ahead' text search, which automatically filters
the entries in the table using the string of characters entered.
For each Tax Code (Treatment) the following information must be given:
a) Key: A financial system identifier. The key is used by the PECOS P2P database and must be unique value for each
Tax Code. Once in use the key cannot be edited.
b) Description: The name of the Tax Code. This field is not unique and can be edited at any time.
c) Percentage: The percentage used by PECOS P2P to calculate the tax value in the invoice posting and matching
screen. Once the tax code is in use the percentage cannot be edited.
The Tax description field is displayed to the user in the requisition module and therefore it might be a good idea to
include rate percentage details in the description.
After entering each code click ‘Add’. When all codes are entered click ‘Save’ at the top of the page to commit the
changes.
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Editing Codes
Tax Keys and Percentages cannot be edited, only Descriptions can be updated. Select an existing Tax Treatment, update
the description and click the ‘Update’ button. When you have completed your changes click ‘Save’ at the top of the
screen to save your work.
A Tax code cannot be deleted. To deactivate a code, click on it in the existing codes box and check the ‘Inactive’ radio
button. Save your change by clicking ‘Save’ at the top of the page. An inactive code can be reactivated by following the
same procedure and checking the ‘Active’ radio button.
4.4.3
Matching Tolerance
A matching tolerance can be set for each Tax Type.
This tolerance level (Percentage or absolute Value) is used by the Invoice Matching logic to determine whether there is a
difference between the Calculated Tax value and the Supplier entered invoice value. If the tolerance is exceeded the
match will fail and the invoice placed on an exception status.
a) Percentage: Enter a decimal number to be applied as a percentage tolerance.
b) Value: Enter a decimal number to be applied as an absolute amount. A Currency must also be selected, which will
determine what invoices this tolerance will be applied (i.e. only invoices in this currency).
Note that Tax tolerances are not used for ERS suppliers since there is no supplier entered VAT for a variance to be
calculated.
4.4.4
VAT Tax Type
The VAT Tax Type is designed to follow UK and European indirect sales tax principals and allows PECOS P2P to
automatically assign a Value Added Tax (VAT) rate to a requisition (or order request) line item. The VAT Treatment will
be exported as part of the Order, ReceiptReturn and AP Export interfaces to allow third-party back-end systems to
calculate VAT appropriately, based upon the VAT Treatment assigned to it.
VAT Treatments can be set to make code assignment fully automatic (i.e. it will not require any end-user invention). This
is discussed below under ‘Assignment Defaults’. A VAT override can also be set in the user profile to allow a requisitioner
or approver to manually modify the VAT Treatment.
VAT is calculated only for invoice entry and a value is not available for display on requisitions or purchase orders. VAT
Treatment codes are available as criteria for Approval Plans.
To enable the VAT Tax Type feature, the Top-Level Administrator must set the system option ‘Multi-jurisdictional Tax’
to ‘True’. The local administrator must then assign the Tax Type ‘VAT’ in the Level 2 Organisation Maintenance > Taxation
screen and create VAT codes in the Treatment section of the same screen.
4.4.4.1
Assigning VAT Defaults
VAT Treatment can be defaulted to a user in a number of ways, to enable the automatic application of VAT to line items.

A default rate is assigned to the top level Organisation (see Organisation Settings > Taxation). Category
Classification or Business Rule Group default rates do not need to be available.

A default rate is assigned as part of a user’s Default Business Rule Group membership (see Creating and Editing
Business Rule Groups > VAT Treatment). Category Classification default rates do not need to be available.

A default rate is assigned based on the Category Classification (UNSPSC) Code associated with a line item (see
Maintain Categories > Default VAT Treatment).
A user may be allowed to manually override the default VAT Treatment if permission is granted through their user profile.
4.4.4.2
Invoice Entry
PECOS P2P will automatically calculate a value for VAT based on the rates set for each line item and includes this figure
on the invoice as a Calculated VAT reference value. Supplier VAT is also entered from the supplier’s invoice and any
difference between this and Calculated VAT is retained as a rounding variance.
On invoice entry the accounts payable clerk is also able to manually change the VAT Treatment.
4.4.4.3
Evaluated Receipts Settlement
Suppliers who are ERS (or Self Billing) have their invoices automatically generated upon the processing of a receipt
within PECOS P2P (see Adding a Supplier). An invoice is not received from the supplier for posting and therefore no
value for supplier VAT is available.
The VAT added to the system generated invoice is calculated automatically, based on the VAT treatment type associated
to the requisition lines and is entered onto the invoice as Supplier VAT. This VAT total can be edited during receipt
processing. Since no actual supplier VAT is entered, PECOS P2P does not calculate a VAT tolerance for ERS suppliers.
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4.4.5
Default Accounting
All Tax Types (e.g. VAT) allow for the assignment of Default Accounting. The setting of default account codes is
optional but when provided, will override the invoice user's default in the VAT (Tax) Accounting screen, for manual invoice
entry, non-po invoice entry, the batch invoice import and the eInvoicing interface. In this way an organisation can ensure
that invoiced tax is correctly accounted for without the need for manual intervention.
To add accounting defaults for a tax type click on a selected tax type in the Taxation Types table. A Default Accounting
table will appear at the foot of the page for the entry and maintenance of tax codes.
Fig 4.15 – Default accounting
Search and Filter
The Default Accounting table will display 10 entries, sorted alphabetically, by default but can be extended using the
Show entries control in the top left hand corner of the table. Using the list box, choose an override to display 25, 50 or
100 entries. When more than one page is available, pagination controls will display the number of pages of entries and
allow you to scroll or jump between those pages. A Quick filter provides a 'type ahead' text search, which automatically
filters the entries in the table using the string of characters entered.
To set a default account code:
a)
b)
c)
d)
Select an Accounting Method from the list box.
Select the Segment for which you wish to set a default code.
Select the Value to be set as the default for this segment.
Select the Force Type:
a.
e)
f)
Default (default): allows an invoicer or approver to overtype or amend the default during invoice entry or
editing.
b. Force: does not allow the invoicer or approver to change the default during invoice entry or editing.
Click the Add button.
Optionally select another Segment. Only one code can be set for each Segment.
A default can be set for all Methods if more than one is used by your organisation. If more than one default is available
because there are multiple Accounting Methods, the system will match the Method of the Buy-For User and apply any
default set for this Method first.
4.5
Marketplace Properties
PECOS P2P can be successfully used within or connected to an eMarketplace and a Marketplace Properties screen is
available to capture data required for integration and communication purposes.
Where PECOS P2P is integrated with a Marketplace, additional properties may be required in order to link the PECOS
P2P and Marketplace Organisations together.
The display of the Marketplace Properties button in the Organisation Maintenance screen is managed by a dynamic
option called ‘Edit Additional Organisation Properties’ (see Dynamic Options). The marketplace properties button
displays at the level 2 (Company) level only, allowing the system administrator to record additional Marketplace
organisation identifiers for the whole organisation.
Entry of these identifiers will update the PECOS P2P organisation parameters to enable all users and their transactions
within each organisation and below to be identified correctly during eMarketplace connectivity. Enter the following details
from the eMarketplace to which PECOS P2P is to be connected:
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Organisation ID (mandatory): Enter the unique marketplace organisation key with which this PECOS P2P organisation
is to be identified.
Organisation UUID (mandatory): Enter the marketplace Universally Unique Identifier with which this PECOS P2P
organisation is to be identified.
Organisation DUNS (optional): Enter the unique marketplace DUNS with which this PECOS P2P organisation is to be
identified.
When connecting to a third party marketplace additional professional services will be required for integration and you will
need to contact your Client Services representative.
4.6
Message Management
The Message Management screen is available at the level 2 (Company) level only and contains mandatory
administration settings for:
a) Defining one recipient for undeliverable eMail messages received as a result of failed transmissions from PECOS
P2P.
b) Defining recipients for all replies received to any system generated order transmission or approval message.
c)
Defining one recipient for error messages generated from failed workflow approval tasks and configuring an
override eMail notification message.
d) Defining recipients for notification of faxed order delivery failures and configuring the eMail notification message
that is to be sent.
The recipients of these eMail messages are selected from a list of available system administrators and it is
recommended that an appropriate administrator be assigned to each setting in order to effectively manage potential
configuration errors: both internal and external to PECOS P2P.
Where no valid recipient is selected, (i.e. the selection is empty or a selected administrator’s rights are retrospectively
changed) all message failures and replies will be sent by default to the level 1 site administrator. In multi-organisational
environments these messages will therefore be received by the Elcom Service Desk.
Security Note. Many organisations will employ spam filtering for eMail messaging. Problems may arise, for example,
when an internal domain is present in a reply to address, for eMails that originate externally to that domain {for example,
an eMail from [email protected] will have a reply to as [email protected]}.
Elcom strongly recommends that all failure and reply recipients are thoroughly tested prior to migrating into a live
environment. If restrictions are experienced please contact the Elcom Client Services team in order for solutions to be
discussed.
4.6.1
eMail Delivery Failures and Replies
This section allows:
a) Multiple admin users to be selected to receive all eMails that are received by PECOS P2P as replies to system
generated eMails.
b) One user to be selected to receive eMails that are transmitted by PECOS P2P but returned by external eMail
servers as undeliverable (i.e. Non-Delivery Reports).
The eMails covered by this option are those:
 Generated as a result of purchase order transmission.
 Generated as a result of purchase order or attachment retransmission.
 Generated from the Notification messages configured for approval actions:
o returned requisitions
o returned orders
o returned invoices
o approval escalations
 Generated from the Notification messages configured for user management:
o new users
o reset users
 Generated by the approval process through approval plan configuration:
o Notify External Party action
o Notify User action
o One Step Approval action
o Request Approval action
o Require Receipt action
o Final Approval eMails
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Fig 4.16 - eMail delivery failures and replies
Search and Filter
The User Selection table will display 10 entries, sorted alphabetically, by default but can be extended using the Show
entries control in the top left hand corner of the table. Using the list box, choose an override to display 25, 50 or 100
entries. When more than one page is available, pagination controls will display the number of pages of entries and allow
you to scroll or jump between those pages. A Quick filter provides a 'type ahead' text search, which automatically filters
the entries in the table using the string of characters entered.
To select eMail reply recipients:
1 In the User Selection table, select all administrators to receive eMail replies by checking their box in the 'Email Reply
Recipients' column. Administration Users can be sorted by clicking in the 'User Name' column header.
2 Multiple users may be selected but note that the selection of at least one user is mandatory.
3 Click the Save button.
To deselect eMail reply recipients:
1 In the administrator selection table, deselect the administrator to receive eMail replies by un-checking their box in
the 'Email Reply Recipients' column.
2 Click the Save button. Note that at least one user must remain selected.
To select an eMail delivery failure recipient:
1 In the administrator selection table, click the radio button for the selected user in the 'Email Delivery Failure
Recipient' column. Administration Users can be sorted by clicking in the 'User Name' column header.
2 Only one user may be selected and the selection of a user is mandatory.
3 Click the Save button.
De-selection of an eMail delivery failure recipient is not allowed. It is however possible to replace the selected user by
selecting an alternate radio button. Selecting the alternate user will automatically deselect the current selection. Click
Save when finished.
4.6.2
Default Workflow Approver
This section allows one administrator to be defined as the default workflow approver to become the owner of all failed
approval plan tasks. They will receive the routed document (requisition, order, change order, receipt or invoice) into their
To Do list and receive the failed task’s approval eMail. It is also optionally possible to create an override notification eMail
message to be sent in place of the task’s message, to advise the default approver more fully of the reason for the
diverted approval.
The selected user therefore becomes the owner of an approval task when the task has been assigned to a role and
PECOS P2P is unable to find a user assigned to that role in the relevant user’s approval rule group.
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Fig 4.17 - Default workflow approver
Search and Filter
The User Selection table will display 10 entries, sorted alphabetically, by default but can be extended using the Show
entries control in the top left hand corner of the table. Using the list box, choose an override to display 25, 50 or 100
entries. When more than one page is available, pagination controls will display the number of pages of entries and allow
you to scroll or jump between those pages. A Quick filter provides a 'type ahead' text search, which automatically filters
the entries in the table using the string of characters entered.
To select a default workflow approver:
1 In the administrator selection table, click the radio button for the selected user in the 'Default Workflow Approver'
column. Administration Users can be sorted by clicking in the 'User Name' column header.
2 Only one user may be selected and the selection of a user is mandatory.
3 Click the Save button.
De-selection of a default workflow approver is not allowed. It is however possible to replace the selected user by
selecting an alternate radio button. Selecting the alternate user will automatically deselect the current selection. Click
Save when finished.
To configure an override eMail to be sent in place of the workflow task approval eMail, to the recipient selected as the
Default Workflow Approver:
1 In the 'Approver notification details' section enter the subject of the eMail in the Notification Subject Text box.
2 Enter the main text of the eMail in the Notification Body Text box.
3 Click the ‘Keyword Search’ button to optionally select and copy keywords into the email.
4 Click the Save button. Note that configuration of this eMail is optional.
Keywords
Two keywords are available to assist with the identification of the approval plan and task from which the unresolved
message originates:
%@WorkflowPlanName% - the name of the approval plan from which the unresolved message originates.
%@WorkflowTaskName% - the name of the task from which the unresolved message originates.
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4.6.3
Faxed Order Delivery Failure
If a faxed purchase order transmission fails to transmit a purchase order to a supplier, administrators can be identified to
receive an eMail notification detailing the failure. Administrators with the correct permission will then also be able to retransmit the purchase order to the supplier. The subject and content of the eMail that is sent must also be defined here.
(There will be three faxed order attempts made – all of which must fail – before a transmission is deemed failed.)
Fig 4.18 - Faxed order delivery failures
Search and Filter
The User Selection table will display 10 entries, sorted alphabetically, by default but can be extended using the Show
entries control in the top left hand corner of the table. Using the list box, choose an override to display 25, 50 or 100
entries. When more than one page is available, pagination controls will display the number of pages of entries and allow
you to scroll or jump between those pages. A Quick filter provides a 'type ahead' text search, which automatically filters
the entries in the table using the string of characters entered.
To select fax failure recipients:
1 In the User Selection table, select all administrators to receive notification of failed faxed orders by checking their
box in the 'Fax Failure Recipients' column. Administration Users can be sorted by clicking in the 'User Name' column
header.
2 Multiple users may be selected but note that the selection of at least one user is mandatory.
3 Click the Save button.
To deselect fax failure recipients:
1 In the administrator selection table, deselect the administrator to receive notification of failed faxed orders by unchecking their box in the 'Fax Failure Recipients' column.
2 Click the Save button. Note that at least one user must remain selected.
To configure the eMail that is to be sent to the users who are selected fax failure recipients follow these steps:
1 In the email fields enter the Notification Subject of the eMail that will be received by the selected recipient(s).
Example:
“Fax Failure for PO <%docid%>”
The subject will read:
Subject Line: Fax Failure for PO XYZ90877
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2
In the Notification Body Text field enter the body message of the eMail that will be received by the selected
recipient(s).
Example:
“PO <%docid%> could not be faxed to the supplier after <%attempts%> attempts.<%nl%><%nl%>Failure
information:<%nl%> Fax number: <%Faxno%><%nl%> Failure code: <%Faxsts%> (<%stsname%>)<%nl%> Failure
description: <%ststxt%><%nl%>”
The body will read:
PO XYZ30877 could not be faxed to the supplier after 4 attempts.
Failure information:
Fax number: 1111111111
Failure code 14 (nbsy) Phone network busy.
The following keywords may be used to provide more information in the eMail (content or subject title):
<%docid%> - PO number.
<%wsloc%> - The web server host name.
<%userid%> - The user ID to whom the notification is being sent.
<%lang%> - The language code preference for the user specified by 'userid', i.e. en, gb, etc.
<%attempts%> - The number of attempts made to send the fax.
<%faxno%> - The fax number
<%faxsts%> - The numeric status code returned by the PECOS P2P Fax Server.
<%stsname%> - The alpha-numeric status code returned by the PECOS P2P Fax Server.
<%ststxt%> - The description of the status code returned by the PECOS P2P Fax Server.
<%nl%> - A new line, i.e. carriage return + line feed.
3
Click the Save button. Configuration of the delivery failure eMail is mandatory.
4.6.4
Retransmission of Failed Faxes
As an administrator you will automatically have the ability to retransmit failed faxes. However, if you wish to receive
notification of any failed faxes then you must be included in the list of recipients of failed fax messages (see above).
Alternatively you can go to the Status and Order Tasks area of the Procurement module and look for all orders with the
status “Transmission Failed”.
To re-transmit a failed fax, follow these steps:
a) Navigate to Status and Order Tasks in the Procurement Module.
b) Enter the Order number in the Purchase Order box and click Search.
c) Click on the Purchase Order number in the Status and Order Tasks Results window. The Purchase Order Status
Summary screen will open. Notice the view failure button at the top of the screen:
d) Click on the ‘view failure’ button to open the Fax Failure Notification screen.
e) Review the Fax Failure Notification screen where you will see the problem description. It may be that the line is
constantly busy, or that it is dead, or that a voice is answering the line. In most cases it will be necessary to edit the
fax number in the supplier profile.
f) After any necessary changes have been made, click on the retransmit button at the top of the screen. The Order
will be resent and the audit trail updated accordingly.
4.7
Organisation Addresses
Each level of your organisation must have default address information assigned to it. These defaults can be set at all
organisation levels and there are three such addresses, which are described below.

Delivery - sets the default organisation delivery address. This address will always be over-ridden by the delivery
address assigned to each user’s User Profile.

Invoice - sets the default organisation invoice address. This address will appear on all orders raised by users
assigned to this organisation.

Postal - sets the default ordering organisation address. This address will appear on all orders raised by users
assigned to this organisation.
Address assignment is mandatory for your top level organisation only. If any child organisation has no default set,
PECOS P2P will use the address assigned to its parent organisation.
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Fig 4.19 - Purchase order extract showing address fields
4.7.1
Assign an Existing Address
It is recommended that all company addresses are bulk loaded using the Address Bulk Load utility. Manually creating
addresses is a very time consuming task.
1 In the Organisation Maintenance screen, click Delivery Address to open the Delivery Address form:
Fig 4.20 - Delivery address form
2
Click the Select Address button to open the Select Address sub-window. All existing addresses will be displayed.
To narrow down this search you can optionally enter a partial value in the Address Name field. Note that this search
value is not case sensitive.
3 Click the Select button next to the address you want to select. The address will populate the form.
4 Click Save at the top of the form.
To assign an Invoice Address or Postal Address follow the same procedure. You can specify locations for invoicing
and postal addresses that are different from the delivery location.
4.7.2
1
2
3
4
5
Change an Address
In the Organisation Maintenance screen click on the relevant Address button to open the address form. For
example the Delivery Address button:
Click the Clear Address button to remove the existing address data.
Optionally enter a partial value in the Address Name field to refine the address search.
If a partial value is not inserted to refine the search, results are limited to 100 records which are randomly selected.
Click the Select Address button to open a sub-window with all existing addresses, or those that match your partial
value. Click Select for the one you want.
Click Save.
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4.7.3
Add a New Address
To add a new address that has not previously been entered manually or through the bulk load utility, follow the steps
below. Note that the same steps are valid for the entry of Delivery, Invoice and Postal addresses.
1 In the Organisation Maintenance screen, click Delivery Address to open the Delivery Address form:
2 Click the New Address button to open the Address Maintenance sub-window.
3 Enter address details into the form. Note that the following fields are mandatory:

Address Name

Address Line 1

City
4 Click the Add Address button and close the Address Maintenance window. The address will save and populate the
Delivery Address form.
5 Click Save at the top of the form.
To add an Invoice Address or Postal Address follow the same procedure. You can specify locations for invoicing and
postal addresses that are different from the delivery location.
4.8
Notification Messages
In the Notification section, you can format the messages that PECOS P2P will send out when different actions occur.
These messages are sent automatically when certain workflow or approval tasks are performed, when the Price Quote
process is used or when user passwords are managed by an administrator.
Configuration of notification messages is mandatory at your top level organisation. If any child organisation has no
default set, PECOS P2P will use the format assigned to its parent organisation. Note that PECOS P2P will look up the
organisation tree to find settings: data will not be copied and inserted down to subordinate levels were they are left
empty.
The mandatory Comment/Feedback text entered by the approver at the time of return is automatically embedded in the
eMail body text.
4.8.1
Keywords
The following keywords can be used to personalise or customise eMail notification messages for Returned Approvals,
Approval Escalation and Users:
<%DOCID%> = Document ID (the requisition, PO or invoice number, as appropriate)
<%USRID%> = User name of the user performing the return or rejection
The following keywords can be used to customise email notification messages for Approval Reassignment:
<%Document_ID%> = Document ID
<%Document_Type%> = Document Type (i.e. Requisition, Order Request, Change Order or Invoice)
<%NewApprover_Name%> = The name of the new approver (i.e. to whom the object has been reassigned)
<%OrigApprover_Name%> = The name of the original approval (i.e. from whom the object has been un-assigned)
The following keywords can be used to customise email notification messages for Price Quotes:
<%OrgUnitName%> = Requisitioner’s organisation name
<%PQ_Description%> = Price Quote Description
<%PQ_Owner_Email%> = Approver’s eMail address
<%PQ_Owner_Name%> = Approver’s name
<%PQ_Owner_Phone%> = Approver’s phone number
<%PQ_Respond_By_Date%> = Responses are required before this date
<%PQ_Respond_By_Time%> = Responses are required before this time
<%Supplier_Name%> = Supplier Name
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4.8.2
Returned Approvals
The first tab in the Notifications screen allows for the formatting of the eMails that are generated when PECOS P2P
returns an object during the approval process.
Fig 4.21 - Notification messages: returned approvals
4.8.2.1
Returned Requisitions
This message controls the eMail content that is sent to the requisitioner when a requisition is returned by an approver.
To enter or edit this message follow these steps:
1 In the Organisation Maintenance page click the Notification button.
2 Select the Returned Approvals tab.
3 In the Returned Requisitions section enter the subject text and message text that you would like to appear in the
eMails sent to the users. Note that these eMails should be generic in nature.
4 Click Save.
Suggested Returned Requisition Text
Subject text: Requisition Return Notification
Body text: Requisition <%DOCID%> has been returned to you by <%USRID%>. Please see the comments below and
navigate to your inbox to undertake the appropriate course of action. Comments: {Approver Comment /feedback text
here}
This would create a message as follows:
Subject text: Requisition Return Notification
Body text: Requisition ABC123 has been returned to you by John Smith. Please see the comments below and navigate
to your inbox to undertake the appropriate course of action. Comments: This item is no longer required.
4.8.2.2
Returned Orders
This message controls the eMail content that is created when a purchase order or change order is returned by an
approver. The message is sent to the user who created the order document (in the case of a change order this may not
necessarily be the requisitioner).
To enter or edit this message follow these steps:
1 In the Organisation Maintenance page click the Notification button.
2 Select the Returned Approvals tab.
3 Under the heading Returned Order Requests, enter the subject text and message text that you would like to
appear in the eMails sent to the users. Note that these eMails should be generic in nature.
4 Click Save.
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Suggested Returned Order Text
Subject text: Order Return Notification
Body text: Order <%DOCID%> has been returned to you by <%USRID%>. Please see the comments below and
navigate to your inbox to undertake the appropriate course of action. Comments: {Approver Comment/Feedback text
here}
This would create a message as follows:
Subject text: Order Return Notification
Body text: Order XYZ456 has been returned to you by John Smith. Please see the comments below and navigate to your
inbox to undertake the appropriate course of action. Comments: This item is no longer required.
4.8.2.3
Returned Invoices
An eMail is transmitted to the processing user when an invoice is returned during the approval process. The mandatory
Comment/Feedback text entered by the approver at the time of return is automatically embedded in the eMail body text.
To enter or edit this message follow these steps:
1 In the Organisation Maintenance page click the Notification button.
2 Select the Returned Approvals tab.
3 Under the heading Returned Invoices, enter the subject text and message text that you would like to appear in the
eMails sent to the users. Note that these eMails should be generic in nature.
4 Click Save.
Suggested Returned Invoice Text
Subject Text: Returned Invoice
Body Text: Invoice <%DOCID%> has been returned to you by <%USRID%>. Please see the comments below and
navigate to your inbox to undertake the appropriate course of action. Comments: {Approver Comment/Feedback text
here}
4.8.3
Approval Escalation
Escalation steps can be included in your approval plans to automatically forward requisitions/orders to another approver
if the first has not dealt with them within a certain definable timeframe.
Fig 4.22 - Notification messages: approval escalation
If escalation steps are used in your approval plans and any step is invoked, this eMail is sent to the original approver
(the escalated task’s owner) to notify them that their approval has been escalated. An entry will also be made in the audit
trail and is configurable here.
Note that the eMail and audit trail for the new approver (the owner of the escalation task itself) is part of the standard
configuration of the approval plan.
To configure this message:
1 In the Organisation Maintenance page click the Notification button.
2 Select the Approval escalation tab.
3 Enter the subject text and message text that you would like to appear in eMails sent to the owner of the original
approval task.
4 In the Audit trail Message box, enter the message that you would like to appear in the requisition or purchase order
audit trail when the escalation task is invoked.
5 Click Save.
Suggested Approval Escalation Text
Subject Text: Approval Escalation
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Body Text: Document reference <%DOCID%> has not been approved within the required timeframe and has been
escalated. It has therefore been removed from your PECOS inbox because your approval is no longer required.
Audit Trail: Escalation timeframe expired and approval escalated from <%USRID%>
4.8.4
Approval Reassignment
When an approval task is reassigned by a system administrator an eMail message and audit trail message is
automatically generated. This section allows you to format the message that: gets sent to the original approver, gets sent
to the new approver and appears in the audit trail.
4.8.4.1
Original Approver
Upon successful reassignment of an approval object, an email is automatically sent to the original approver to advise
them of the action. The message configuration for this eMail will contain a Subject Text and a Body Text. Keywords are
allowed.
To enter or edit this message follow these steps:
1 In the Organisation Maintenance page click the Notification button.
2 Select the Approval Reassignment tab.
3 Under the heading Original Approver, enter the subject text and message text that you would like to appear in the
eMails sent to users. Note that these eMails should be generic in nature.
4 Click Save.
4.8.4.2
New Approver
Upon successful reassignment of an approval object, an email is automatically sent to the new approver to advise them
of the action. The message configuration for this eMail will contain a Subject Text and a Body Text. Keywords are
allowed.
To enter or edit this message follow these steps:
1 In the Organisation Maintenance page click the Notification button.
2 Select the Approval Reassignment tab.
3 Under the heading New Approver, enter the subject text and message text that you would like to appear in the
eMails sent to users. Note that these eMails should be generic in nature.
4 Click Save.
Fig 4.23 - Notification messages: approval reassignment
4.8.4.3
Audit Trail
An audit trail message to appear in the document’s audit trail must be configured. Keywords are allowed.
To enter or edit this message follow these steps:
1 In the Organisation Maintenance page click the Notification button.
2 Select the Approval Reassignment tab.
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3
4
Under the heading Audit Trail Message, enter the text that you would like to appear in the audit trail each time an
approval reassignment is undertaken.
Click Save.
4.8.5
Users
The Notification screen also contains the message formats for eMails automatically sent to users whenever a new user
profile is created, or a user’s password is reset.
These messages will only be sent when the ‘Password Rules’ option in Company Settings is set to ‘System assigned’
(see Company Settings > Password Rules).
Fig 4.24 - Notification messages: users
4.8.5.1
New Users
The body of the text sent to users is system generated and contains automated text that includes the user’s User ID and
new system-generated password. These messages cannot be edited; however administrators can add text which is
appended onto the bottom of the eMails.
To enter or edit these messages follow these steps:
1 In the Organisation Maintenance page click the Notification button.
2 Select the Users tab.
3 Under the appropriate heading enter the subject text and message text that you would like to appear in the eMails
sent to new users. Note that these eMails should be generic in nature.
4 Click Save.
4.8.5.2
Reset Users
The body of the text sent to users is system generated and contains automated text that includes the user’s existing User
ID and new system-generated password. These messages cannot be edited; however administrators can add text which
is appended onto the bottom of the eMails.
To enter or edit these messages follow these steps:
1 In the Organisation Maintenance page click the Notification button.
2 Select the Users tab.
3 Under the appropriate heading enter the subject text and message text that you would like to appear in the eMails
sent to users. Note that these eMails should be generic in nature.
4 Click Save.
4.8.6
Price Quote
When Price Quoting is enabled for your organisation the configuration of these eMail notification messages is mandatory.
The method of transmission for Price Quote messages is defined by the Price Quote document transmission method
configured in the supplier profile. The destination of the notification messages are defined by a Price Quote Contact
configured in the supplier profile (see Adding a Supplier > Contact Information).
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Fig 4.25 - Notification messages: price quote
4.8.6.1
Invitation
This is the message that is sent to suppliers inviting them to participate in the quotation process. This message is sent
when a new Price Quote is published for the first time and also when a Price Quote is republished. In addition to the text
defined here, details of the quote items and all associated comments and attachments will be automatically included in
the eMail message.
To enter or edit this messages follow these steps:
1 In the Organisation Maintenance page click the Notification tab.
2 Select the Price Quote tab.
3 Under the appropriate heading enter the subject text and message text that you would like to appear in the eMails
sent to suppliers. Note that these eMails should be generic in nature.
4 Click Save.
4.8.6.2
Retraction
This is the message that is sent to suppliers when a Price Quote is retracted (i.e. withdrawn).
To enter or edit this messages follow these steps:
1 In the Organisation Maintenance page click the Notification tab.
2 Select the Price Quote tab.
3 Under the appropriate heading enter the subject text and message text that you would like to appear in the eMails
sent to suppliers. Note that these eMails should be generic in nature.
4 Click Save.
4.8.6.3
Award Rejection
This is the eMail that is sent to suppliers who are not awarded at least one item that was included in the Price Quote.
To enter or edit this messages follow these steps:
1 In the Organisation Maintenance page click the Notification tab.
2 Select the Price Quote tab.
3 Under the appropriate heading enter the subject text and message text that you would like to appear in the eMails
sent to suppliers. Note that these eMails should be generic in nature.
4 Click Save.
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4.8.6.4
Keywords
The following keywords can be used to customise email notification messages for Price Quotes:
<%OrgUnitName%> = Requisitioner’s organisation name
<%PQ_Description%> = Price Quote Description
<%PQ_Owner_Email%> = Approver’s eMail address
<%PQ_Owner_Name%> = Approver’s name
<%PQ_Owner_Phone%> = Approver’s phone number
<%PQ_Respond_By_Date%> = Responses are required before this date
<%PQ_Respond_By_Time%> = Responses are required before this time
<%Supplier_Name%> = Supplier Name
4.9
Organisation Settings
The Organisation Settings screen allows system wide defaults to be set at the individual organisation level. Each
organisation may have its own default settings but where they are omitted, PECOS P2P will use the parent organisation
setting. The following defaults can be set, some of which may be overridden elsewhere in the application:

Purchase Order templates.

Change Order format. (Also set in the supplier profile)

External Order processing. (Also set in the user profile)

VAT treatment. (Also available within a business rule groups and category maintenance)

VAT treatment to appear on purchase orders.

VAT and Gross Amount Display settings.

User Defined Supplier defaults.

Budgeting policies.

Delivery Date default setting. (Also set in the supplier profile)

Delivery Accounting defaults.

Preferred Item Search Preferences.

Currency view and Rate Authority.

PEPPOL Identifiers. (Also set in the supplier profile)

Template Settings.

Receipt States and Locations
4.9.1
Order Processing
To set order processing defaults select the Order Processing tab in the Organisation Settings screen.
Fig 4.26 – Organisation settings: order processing
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4.9.1.1
Purchase Order Templates
PECOS P2P uses a standard purchase order template which is defined at system level during the build of your system.
The template, where transmitted, is sent as a PDF attachment for eMail suppliers. If your template settings are empty
you will be using the system default template. Additional Purchase Order templates are assigned here:
a) Single bespoke template for use across your entire organisation. Enter the template name at your top organisation
level and it will be used throughout your entire organisation.
b) Many organisationally defined templates. Each template must be assigned to the relevant organisation level.
Any organisational level that has no template assigned will use its parent or grandparent(s) default setting or the system
default if they are also empty.
Bespoke order templates are created in conjunction with Elcom Professional Services.

PDF Template (Default): Enter the file name and location of your custom template (supplied by Elcom
Support).

HTML Template: Available for use when your organisation has suppliers that are not able to receive PDF
attachments. Enter the file name and location of your custom template (supplied by Elcom Support).
4.9.1.2
Change Orders
The Change Order Format buttons determine what is included in changed purchase orders that are sent to your
suppliers. Change Orders will only be created if users are granted permission within their profile. There are two default
options:

Send changed lines only: PECOS P2P will send a Change Order that contains only the lines that have been
altered since the last order was transmitted.

Send changed and unchanged lines: PECOS P2P will send a Change Order that contains all lines
irrespective of changes and is a direct replacement of the previous order.
Note that this organisation level default is superseded by the Change Order Format setting in the Supplier Profile, where
defined.
4.9.1.3
External Order Processing
If you wish to use PECOS P2P to record orders being processed outside of the system and not send the purchase order
to the supplier, this option should be set to ‘Allow’. A common use of this feature is for users to record ad-hoc credit card
or cash purchases in the system, retrospectively. The requisition delivery and invoicing page will contain appropriate
choices for the user to define how they want the order to be processed.
Note that Requisition and Order documents will be sent for approval in the usual way and Invoices will be captured by
the settlement workflow. If externally processed orders need to be processed differently from other orders, criteria is
available (Order: Processing Type) in the workflow to achieve this.
External Order Processing options can also be set within the user profile which will override the organisation setting
defined here.
The following options are available:

Allow entry of externally processed orders with manual receiving/invoicing/settling.
This option allows the user to process an order that will not be transmitted to the supplier but will be available for
normal (manual) receiving and settlement.
The following options will be available to the user in the requisition delivery and invoicing screen:
o Normal processing through this system (default).
o Order may have been sent to the supplier. Receipts, invoicing and matching will be entered manually.
Example. A last minute telephone order is placed with a local supplier to provide an emergency repair. The service
is received on credit and an invoice issued. No purchase order or retrospective approval is required but receiving,
invoicing and settlement must be performed in the usual way.

Allow entry of externally processed orders with automatic receiving/invoicing/settling.
This option allows the user to process an order that will not be transmitted to the supplier and does not require
normal (manual) receiving, invoicing and settlement.
The following options will be available to the user in the requisition delivery and invoicing screen:
o Normal processing through this system (default).
o Order has already been sent to the supplier and goods or services received. The system will automatically
create a matching receipt and invoice and settle the order.
Example. A field engineer purchases an item for an emergency repair using a corporate credit card. No purchase
order, invoice or payment is required. The transaction is recorded for reporting and accounting purposes.

Allow both types of externally processed orders.
This option allows the user to process an order that will not be transmitted to the supplier and choose normal
(manual) or automated receiving, invoicing and settlement processing. The following three options will be available
to the user in the requisition delivery and invoicing screen:
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o
o
o


Normal processing through this system (default).
Order may have been sent to the supplier. Receipts, invoicing and matching will be entered manually.
Order has already been sent to the supplier and goods or services received. The system will automatically
create a matching receipt and invoice and settle the order.
Prohibit entry of externally processed orders.
No options for alternate processing are made available. It is assumed that all orders are created in PECOS P2P and
require the transmission of a purchase order to the supplier.
Externally processed order permission is determined by parent organisation.
This option is available to all level three organisations and below (i.e. all organisations subordinate to your top level
organisation) and is the default setting. Processing conditions will be determined by this organisation’s parent
organisation setting.
4.9.1.4
Punch In
If PECOS P2P is being used as a catalogue system it is possible to configure user profiles as ‘Punch In’. Select this box
to default all users to be Punch In users.
4.9.2
Taxation
A number of tax treatment and display options are presented in the Taxation tab of the Organisation Settings screen to
define how VAT is managed organisationally in PECOS P2P.
Fig 4.27- Organisation settings: taxation
4.9.2.1
Tax Treatment
Tax Treatment settings define the default tax code to be used as the top organisational default and whether or not tax is
to be displayed on purchase orders that are transmitted to suppliers.
VAT Default
Select the organisational default Tax Treatment (e.g. UK VAT) by choosing it from the drop down list. These Tax types
must first have been entered in the Taxation page in Organisation Maintenance (see Organisation Maintenance >
Taxation).

A different default Tax Treatment can be set for each organisational level.

The default is not mandatory and may be left empty if no default is required or it is to be set elsewhere.

If no default is assigned, PECOS P2P will use the parent or grandparent(s) default setting.

Note that this organisation level default is superseded by defaults set within product classification codes, supplier
profile and business rule groups.
Include VAT Treatment in POs
Choose whether the Tax Treatment (e.g. UK VAT) is displayed on Purchase Orders for this organisation level. Including
the Tax Treatment on the PO will add the tax treatment key to both the eMail and the outbound cXML purchase orders
(depending on which order transmission method is selected for the supplier).
The tax amounts that apply to each line are NOT calculated at this stage and are NOT included on the PO.

Yes: The Tax treatment key is displayed for each order line and the Key Description defined at the bottom of the
Order.
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
No: The Tax treatment key is not displayed for each order line.

Default from Parent (Default): The parent organisation setting will be used.
The following is an example of the Standard Purchase Order Template where UK VAT has been selected to be included:
Fig 4.28 - Purchase order with UK VAT treatment included
4.9.2.2
VAT Display
An estimated amount of VAT is calculated at the point of requisition creation based upon the tax type associated to each
item. For organisations who cannot recover some or all of their VAT, it is possible to display these VAT Amounts and a
Gross Totals on requisition, order request and purchase order screens.
VAT is calculated as follows:
1. When an item is added to a requisition the system calculates an estimated amount of VAT in the supplier’s default
currency.
2. When an item is edited or updated in a requisition, order request or change order, the system recalculates the
estimated amount of VAT and replaces the original estimated value.
3. The estimated VAT calculation is based upon the tax treatment assigned to each item id. The estimated tax is the tax
treatment percentage multiplied by the item extended amount. Normal tax default rules apply when ascertaining the
default tax treatment.
4. Total order tax is the sum of all estimated line amounts and total requisition tax is the sum of all the order tax
amounts.
VAT is displayed as follows:
1. If an item has no tax treatment assigned to it, the estimated tax will display as zero and the estimated gross value
will be the same as the extended amount.
2. If there are no estimated tax amounts calculated for any line on an order the estimated tax amount in the order
header will display as zero and the estimated gross amount will be the same as the order total.
3. If there are no estimated tax amounts calculated for any line on a requisition the estimated tax amount in the
requisition header will display as zero and the estimated gross amount will be the same as the requisition total.
A number of screens are affected including:
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
Requisition: Requisition, Requisition Review, Requisition Status Summary, Returned Requisition Summary and
Returned Requisition Editing.

Requisition Approval: Requisition Approval Editing and Requisition Approval Summary.

Order Request: Order Request Status Summary, Returned Order Request Summary and Returned Order Request
Editing.

Order Request Approval: Order Request Approval Editing and Order Request Approval Summary.

Change Orders: Purchase Order Change, PO Change Approval Editing, Returned PO Change Editing, PO Change
Review, PO Change Approval Summary and Returned PO Change Summary.

Blanket Orders: Blanket Order Summary, Blanket Order Detail and Blanket Order Release.

Receipts: Receive Items.
Two options control the view of VAT and Gross amounts in Organisation Settings.
Include VAT and Gross Amounts in Requisition Screens: enables the display of fields in requisition, order and
approval screens (i.e. all screens with the exception of the PO Template). Two options are available, presented as radio
buttons:

Yes: The VAT display option is turned on and the system will display VAT amounts and gross values

No: The VAT display option is not turned on and the system will not display VAT amounts and gross values. This is
the default.
Include VAT and Gross Amounts in Purchase Order: enables the display of fields in the standard purchase order
template. Two options are available, presented as radio buttons:

Yes: The VAT display option is turned on and the system will display VAT amounts and gross values.

No: The VAT display option is not turned on and the system will not display VAT amounts and gross values. This is
the default.
The following is an example of the Standard Purchase Order Template with VAT and Gross Amounts included:
Fig 4.29 - Purchase order with VAT and gross amounts included
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4.9.3
Budgeting
The Budgeting options control budget policy when the budgetary control module is implemented in PECOS P2P.
Fig 4.30 - Organisation settings: budgeting
4.9.3.1
Requisition Budgetary Policy
This policy determines whether or not users within their assigned organisational level are permitted to apply multiple
budgets to a single requisition.

‘Single Budgets Only’ – this selection will ensure that all users will only be able to assign a single budget to each
requisition. This is the default for level 2 organisations.

‘Multiple Budgets’ – this selection will allow all users to assign multiple budgets to each requisition.

For all organisations subordinate to the company level 2, an additional ‘Default from parent organisation’ option is
presented (this is the default setting).
4.9.3.2
Non Budgetary Lines Policy
This policy determines whether or not all lines on a requisition must be assigned to a budget line.

‘Partially Assigned’ – this selection will allow all users to have requisition lines that are not assigned to a budget.

‘Fully Assigned’ – this selection will ensure all users are required to assign all lines of a requisition to a budget. This
is the default for level 2 organisations.

For all organisations subordinate to the company level 2, an additional ‘Default from parent organisation’ option is
presented (this is the default setting).
Full information on the setup and configuration of budgets can be found in the PECOS P2P Budget Checking Manual.
4.9.4
User Defined Supplier
User defined suppliers are created in the ‘Add non-catalogue item’ screen. The User Defined Supplier area of
Organisation Maintenance allows the administrator to set defaults for these suppliers when they are created.
Fig 4.31 - Organisation settings: user defined supplier
A user must be given permission to create a user defined supplier through their user profile (see Users > User Roles).
When created, a Catalogue Key is automatically created by using the supplier name with a ‘_UD’ suffix. This catalogue
key is then automatically placed into a default Catalogue Collection in order to ensure that user defined suppliers
become available for use through user’s business rule groups.
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The following supplier settings can be entered:

Default Catalogue Collection: The default collection to be used for this organisation should be selected from the
drop down selection box. The user defined supplier can be added to other catalogue collections through the
catalogue maintenance screen. For more information on Catalogue Collections please refer to the Catalogues
section above.

Default Payment Terms: Select default terms from the drop down selection box.

Default Freight Terms: Select default terms from the drop down selection box.

Defaults FOB Terms: Select default terms from the drop down selection box.

Default Delivery Methods: Select a default method from the drop down selection box.

Override Transmission: Select if a user is allowed to override the destination eMail address or fax number of
change orders.
Note that once the requisition/order is approved, the Supplier will be updated and activated in PECOS P2P. Should the
User Defined Supplier not be used and the requisition cancelled the User Defined Supplier will automatically be made
inactive.
The default Catalogue Collection can be different for each organisation. It is possible to use this default setting to define
regional user-defined suppliers.
4.9.5
Delivery
The Delivery tab allows for:
1. The setting of an automatic Delivery Date to appear on the purchase order. The options available allow the date to be
determined as being mandatory or optional and if optional whether a default is to be calculated based on the requisition
or purchase order transmission date. The default date can also be set at the supplier level, which will override the setting
here.
2. The setting of Default Accounting to override the user default in the Delivery (Freight) Accounting screen, to be
applied for manual invoice entry, non-po invoices, the batch invoice import and the eInvoicing interface.
Fig 4.32 - Organisation settings: delivery
4.9.5.1
Delivery Date
Mandatory



When set as Mandatory, the Delivery Date field in Order Request screens will be marked with an asterisk and
requisitioners will not be able to submit an order request unless a date is entered.
The Mandatory flag is independent of the Default Date selection. When setting the delivery date as ‘mandatory’ the
selection of a Delivery Date Default Source is not required (i.e. the user must manually enter a date).
The mandatory setting applies to all standard, change and blanket order types.
Optional

Optional (with no Source) is the default setting - no delivery date is required and none is system assigned.
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
When an Optional date is selected, there are two options available depending on the election of a Delivery Date
Default: either for no date to default into an order, or for a date to automatically default into the purchase order.
o Optional + Delivery Date Default Source not selected. The entry of a delivery date by the requisitioner is
optional and there will be no default date assigned at the time of requisition or purchase order creation. The
Delivery Date Default selection remains as: "Select Source".
o Optional + Delivery Date Default Source is selected. A default date is generated at the time of requisition or
purchase order creation to be applied to the purchase order. In order to apply an active delivery date
default, after selecting ‘Optional’, a Delivery Date Default Source must also be selected.

The optional date default does not apply to change orders or blanket orders.
Delivery Date Default
Selecting a date default consists of two parts:

First the Source of the default must be selected from the drop down box. This is the basis from which the date will
be calculated:
a. Requisition – The date the requisition is created.
b. Purchase Order – The transmission date of the PO.

Second a Number of Days must be entered. This is the number of days to be added to the date of the source
document to determine the default delivery date that will be generated. If a source is selected, the number of days is
mandatory.

When a default is selected a date will be generated and applied as follows:
o Requisition. The delivery date will be calculated and added to the order request upon submission of the
requisition. It will not display until the requisition is submitted but will display in order requests after the
requisition is submitted.
o Purchase Order. The delivery date will be calculated and added to the Purchase Order when it is transmitted. It
will not display in the requisition or order request prior to transmission to the supplier.
Delivery SLA
This field is optional and independent from the other delivery date default fields. It is provided to allow you to enter a fixed
number of days based on the standard organisational conditions of supply. At some point in the future, it is intended that
this field will be available for delivery reporting purposes alongside the purchase order actual delivery date and receipt
dates.
4.9.5.2
Delivery Accounting
The setting of Default Accounting is optional, but when provided will override the invoice user's default in the Delivery
(Freight) Accounting screen, for manual invoice entry, non-po invoice entry, the batch invoice import and the eInvoicing
interface. In this way an organisation can ensure that delivery costs are correctly accounted for without the need for
manual intervention.
To add accounting defaults for delivery costs, account code values must be set for the appropriate segment for each
available accounting method in the Delivery Accounting table in the Delivery screen.
Search and Filter
The Delivery Accounting table will display 10 entries, sorted alphabetically, by default but can be extended using the
Show entries control in the top left hand corner of the table. Using the list box, choose an override to display 25, 50 or
100 entries. When more than one page is available, pagination controls will display the number of pages of entries and
allow you to scroll or jump between those pages. A Quick filter provides a 'type ahead' text search, which automatically
filters the entries in the table using the string of characters entered.
To set a default account code:
a) Select an Accounting Method from the list box.
b) Select the Segment for which you wish to set a default code.
c) Select the Value to be set as the default for this segment.
d) Select the Force Type:
a.
e)
f)
Default (default): allows an invoicer or approver to overtype or amend the default during invoice entry or
editing.
b. Force: does not allow the invoicer or approver to change the default during invoice entry or editing.
Click the Add button.
Optionally select another Segment. Only one code can be set for each Segment.
A default can be set for all Methods if more than one is used by your organisation. If more than one default is available
because there are multiple Accounting Methods, the system will match the Method of the Buy-For User and apply any
default set for this Method first.
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4.9.6
Search Preferences
Search Preferences allow a 'preference flag' to be set to determine how items are displayed in search results to
procurement users in order for them to make a more informed procurement decision.
By default, preferences are based on a number ranking from 1 to 10 with the ID's being associated to an icon and
displayed in search results in numerical order. The default icons are based on a “Star rating” of 1 to 5 (in increments of
half a star) but can be replaced with alternative icons if required. All items assigned to preference rating will become a
'preferred item' and displayed in order of ranking.
4.9.6.1
Display Preferred Items in Search Results
Within Organisation Settings the system administrator is able to determine whether to restrict catalogue search results to
display preferred items only. At the 'L2' company level organisation, two options are available:

Show all items: catalogue search results will not be filtered for preferred items and all results will be displayed to
the user. This is the default setting.

Show preferred items only: catalogue search results will be filtered and only items that are marked as preferred
will be displayed to the user.
Selecting this option will further allow the selection of a preference id, selected numerically. This will further filter the
search results to include only items ranked up to and including the selected value. For example by choosing '3' only
items with an assigned preference id of 1,2 or 3 will be included in search results.
At all other organisational levels a third option is available and set as the default:

Default from parent organisation: this ensures that a parent organisation setting is inherited down the organisation
tree.
Fig 4.33 - Organisation settings: search preferences
The search display setting is also available in the User Profile to enable overrides to be set. A Search Preference set at
the user level will override the organisational default set here.
4.9.6.2
Assigning Preferences
Various options are available for the assignment of search preferences to items, to ensure they are configured as
efficiently as possible. Search preferences can be assigned in three ways:

Supplier Profile: Within the supplier profile it is possible to provide a preferred flag for 'All catalogues'. This will
ensure that every item in all the supplier's catalogues will be marked as preferred.

Catalogue: Similarly within the supplier profile it is possible to select a specific catalogue for the supplier. This will
ensure that all items in that catalogue are marked as preferred.

Items: Individual items can be marked as preferred through the catalogue load and through editing in item
maintenance.
When items are marked as preferred with a priority ID and a priority ID is inherited from one or more source (e.g. one set
in the supplier profile and also provided in a catalogue load), the following table summarises the override hierarchy of the
ID's:
Rank
Assignment
Configuration
1
Item
Being any priority assigned to an item through the catalogue load or
directly in Item Maintenance. The assigned Item priority will override the
Catalogue or Supplier priority.
3
Supplier: Catalogue
Being any priority assigned to a single catalogue in the supplier profile.
The assigned specific catalogue priority will override the Supplier priority
but not an Item priority.
4
Supplier: All
Being any priority assigned to 'All Catalogues' in the supplier profile.
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4.9.6.3
Configuring Priority Descriptions
Within Organisation Maintenance, at the 'L2' company level organisation, it is possible to define what our Priority ID's (1
to 10) are to be called. The default descriptions can be overridden in the Search Priority Maintenance section of the
Search Preferences tab.
Fig 4.34 - Organisation settings: search priority maintenance
To change a priority description:
1. Click the 'Edit' button in the Action column for the priority you wish to change;
2. Update the description in the text box at the foot of the priority table;
3. Click the 'Update' button;
4. Click 'Save' in the Organisation Maintenance header.
4.9.7
Currency
If you operate across different national regions and require values to be displayed in a currency that is different to your
local default currency, this can be done in the Currency screen within Organisation Settings.
Fig 4.35 - Organisation settings (company view): currency




Single Currency: The default currency view is Single Currency and is defined when the system is first created.
Item prices will display in the user's default currency only and no price translation will be available.
Multi-Currency: Choosing Multi-Currency enables all users for this organisation to display prices in any currency
you choose to maintain. An additional currency field or column (which can be optionally hidden) will appear in a
number of search, shopping cart and requisition screens containing a preferred currency selection drop down box.
Users are able to select one of the alternate currencies in order to view item prices in the chosen currency. This is a
view only utility: no prices are updated or changed on requisitions or orders.
Rate Authority: When Multi-Currency views are required, it is necessary to maintain exchange rates for all the
currencies in use within your organisation. You may elect to maintain different exchange rate methods and save
these as Rate Authorities. This is done in Financial > Currency: Currency Maintenance (see Multi Currency).
All existing Rate Authorities will appear in the list box: select the one to be used for this organisation. Only valid
Rate Authorities (i.e. those that contain Currency Conversions) can be saved.
Preferred Currency: Select the default currency for this organisation.
Child organisations will automatically inherit their parent organisation default setting but can optionally be changed for an
alternative Rate Authority or currency view.
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4.9.8
PEPPOL Identifiers
PEPPOL (Pan-European Public Procurement Online) is a description of a set of business processes and the messages
that are interchanged. These messages have formatted content rules and a technical infrastructure that distributes them.
PECOS has gateways to receive and send electronic transaction messages in XML, which are then mapped to either
cXML or UBL for transmission. Inbound invoices can be sent in either cXML or UBL to be submitted to PECOS’s inbound
gateway.
A full description of the PEPPOL policy and guidelines for use within the PEPPOL network can be found at
http://www.peppol.eu/ressource-library/technical-specifications/infrastructure-resources ("PEPPOL Policy for the use of
Identifiers" refers).
PEPPOL Identifiers are provided at organisation level in Organisation Settings for use when integrating with the Elcom
PEPPOL Access Point. The settings provide organisation defaults for PEPPOL external domains for purchase order and
invoice messages.
Fig 4.36 - Organisation settings: PEPPOL Identifiers
The following fields are available:

Identifier Value (mandatory): Enter a string which adheres to the current PEPPOL constrains (e.g. ISO15459).

Scheme (mandatory): Select a Scheme ID from a list box. Note that no organisation may have two identifiers for the
same Scheme and will be validated upon being added. The following non-normative versions of selected Issuing
Agency code values are provided (Scheme Agency Names in brackets):
o DK:CPR (Danish Ministry of the Interior and Health)
o DK:CVR (Danish Commerce and Companies Agency)
o DK:P (Danish Chamber of Commerce)
o DK:SE (Danish Ministry of Taxation, Central Customs and Tax Administration)
o DK:TELEFON (Danish Telephone)
o DUNS (Dun and Bradstreet Ltd)
o FI:ORGNR (Finish National Board of Taxes (Verohallitus))
o GLN (GS1)
o IBAN (Society for Worldwide Interbank Financial Telecommunication - S.W.I.F.T)
o IS:KT (Icelandic National Registry)
o IS:VSKNR (Icelandic VAT Number)
o ISO: (International Standards Agency)
o NO:EFO (Norwegian Electrical Association)
o NO:NOBB (Norwegian Trade Database)
o NO:NODI (Norwegian Data Intechange)
o NO:ORGNR (Norwegian Agency for Public Registers: Enhetsregisteret ved Bronnoysundregisterne)
o NO:VAT (Norwegian Agency for Public Registers: Enhetsregisteret ved Bronnoysundregisterne)
o SE:ORGNR (Swedish National Tax Board)
o SE:VAT (Swedish VAT Number)
o ZZZ = Unknown issuer agency

Issuing Agency: Enter the Issuing Agency numeric code which adheres to the current PEPPOL constrains (e.g.
ISO6523).

ISO Scheme Number: Enter the PEPPOL identifier scheme for the list of Issuing Agencies (e.g. iso6523-actoridupis).

Use as e-Identifier (mandatory - default is 'No'): only one identifier may be set as the default for XML transmission.
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4.9.9
Templates
In the multi-organisational configuration of a PECOS P2P instance the L2 Company provides the boundary in which
users operate and data is available, representing a separate trading body or legal entity. Some organisations may
choose to configure PECOS P2P in such a way as to make the L3 the legal entity. For example the L2 may be a holding
company (the L1 being an ultimate holding company or corporate group) or the L2 could be a consortium (the L1 being a
government program or national body). It may further be possible for subordinate organisations to themselves contain
additional and separate trading entities.
The Template Setting is provided to identify where a top level organisation resides for the sharing of templates to
ensure data security. This setting defines the upper organisation boundary when the Template assignment looks up a
user's organisation tree for group and user assignment: the system will stop at this point and go no further. The setting is
found in the Templates tab in Organisation Settings. All Level 2 organisations are identified by default and cannot be
altered, but any number of child organisations may be optionally selected to provide additional assignment boundaries.
Fig 4.37 - Organisation settings: Template Settings
4.9.10
Receipt States and Locations
The States and Locations used by the receipting process can be administered in the Organisation Settings Receipting
tab. These labels appear in the respective list boxes for selection in the Receipt Entry screen and are used by the
Receipt Workflow as key fields to ensure receipts are routed correctly.
4.9.10.1 Receipt States
A number of system defined default States are provided. These defaults can optionally be deactivated to suppress them
from appearing in the Receipt Entry screen but cannot be deleted. The default States are listed here:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
Complete and Correct
Correct Item(s) Received
Damaged Item(s)
Delivery Note Error
Duplicate Delivery
Empty Box
Errors and Omissions
Incorrect Item(s)
Inspection Required
Missing Item(s)
No Delivery Note
Not on Order
Over Delivered Item(s)
Quarantined / Bonded
Received not Checked
Substitution
It is also possible to add your own bespoke user defined States that may be specific to your organisation. At the foot of
the Receipt States table enter the Display Name for the new State and click Add. The new state will automatically be
assigned to the logged in administrators organisation and be visible to all users in and below this organisation. A user
defined State may be deleted by the organisation that created it, as long as it has not already been assigned to a receipt
record.
Search and Filter
The Receipt States table will display 10 entries, sorted alphabetically, by default but can be extended using the Show
entries control in the top left hand corner of the table. Using the list box, choose an override to display 25, 50 or 100
entries. When more than one page is available, pagination controls will display the number of pages of entries and allow
you to scroll or jump between those pages. A Quick filter provides a 'type ahead' text search, which automatically filters
the entries in the table using the string of characters entered.
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4.9.10.2 Receipt Locations
A number of system defined default Locations are provided. These defaults can optionally be deactivated to suppress
them from appearing in the Receipt Entry screen but cannot be deleted. The default Locations are listed here:
1.
2.
3.
4.
Received to Department
Received to Desk
Received to Stores (for collection)
Received to Stores (for internal delivery)
It is also possible to add your own bespoke user defined Location that may be specific to your organisation. At the foot of
the Receipt Location table enter the Display Name for the new Location and click Add. The new location will
automatically be assigned to the logged in administrators organisation and be visible to all users in and below this
organisation. A user defined Location may be deleted by the organisation that created it, as long as it has not already
been assigned to a receipt record.
Search and Filter
The Receipt Locations table will display 10 entries, sorted alphabetically, by default but can be extended using the Show
entries control in the top left hand corner of the table. Using the list box, choose an override to display 25, 50 or 100
entries. When more than one page is available, pagination controls will display the number of pages of entries and allow
you to scroll or jump between those pages. A Quick filter provides a 'type ahead' text search, which automatically filters
the entries in the table using the string of characters entered.
4.10 Group Assignments
The Group Assignments page displays the organisational membership of:

Business Rule Groups

Approval Rule Groups

Report Groups
Each group assignment provides a link for a detailed view or editing in a separate window. Click on the hyperlink to open
the group detail window.
All users assigned to this organisation level will automatically be assigned to the groups that are displayed. Any
responsibilities or access permissions will be granted to the user upon logging in.
4.11 Calendar
A calendar is provided at each organisational level for use with task-based approval escalation within approval plans.
The calendar forms an integral part of the escalation process by ensuring tasks are only escalated during working hours
as defined by the administrator for a given organisation. For example, if a task should be escalated after 3 working days,
the plan will check the calendar to ensure non-working days and holidays are not counted toward the total elapsed days
prior to the escalation.
Fig 4.38 - Calendar screen
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Calendar Override
Each area of the organisation may share a single default calendar (defined at the top level of the organisation) or have a
different calendar. If a calendar has been set at a higher organisational level, the Administrator can override that
definition and define a different calendar for different areas.
To override the parent calendar check the ‘override’ box at the top of the screen.
Working Days
1 Select each day of the week as either Non-working day or Working day from the drop down box.
2 For each working day select a start and end time in hours and minutes from the drop down boxes.
Holidays
1 Use the calendar icon to select the date that is to be defined as a non-working day.
2 Type the name of the holiday in the Name field.
3 Click the Add/Update button to add the holiday to your list of non-working days.
4 To delete a holiday, select it from the list and click the delete button.
When you have completed your calendar configuration or changes, click the save button at the top of the Organisation
Maintenance page.
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5 Dynamic Options
Dynamic Options, within the Company menu, allow you to configure PECOS P2P with display related and functional
options for an organisational level.
Fig 5.1 – Menu tabs (dynamic options)
These settings affect all users within the organisation assignment of the option. Note that some of these options
are also available for configuring individual user profiles.
Upon installation no dynamic options exist and the value defined below for each option as the ‘Default’ will apply across
each organisation. Where a file reference is required, there is no default setting and the option is not implemented. The
following rules therefore apply to all dynamic options:
o
If a default setting is required no action is necessary.
o
A default value will only be changed where an option is saved with an alternate value to the default.
Options can be saved for each organisational level (on a top down basis) and therefore it is possible to override the
default for specific departments or divisions. Unless changed, the default will continue to apply for all other organisational
levels. Further explanation is given in the section ‘Organisational Default Setting’.
Fig 5.2 - Dynamic option maintenance
Saved options are displayed in an Options table which displays 10 options by default: pagination controls are available to
scroll through additional screens if more than 10 options are configured. The number of entries displayed can be
changed by using the drop down selection at the top of the table. The table can be sorted by Name, Description and
Organisation by clicking on the relevant table column header. Click an existing option to update it.
To define an option:
1
2
3
4
5
Select Dynamic Options from the Company menu.
Choose the option from the Option Name drop down box (marked 'Please Select' by default) at the foot of the table.
Available options for the selected Dynamic Option will appear for selection. Choose or enter an Option Description
in the Option Value Box (see below).
Optionally click the Organisation button to set this dynamic option for a specific organisation.

Choose an organisation level from the Organisation Explorer window and click Update.

If no organisation is selected the dynamic option will be set for your default admin organisation.
Click the Add button.
To delete an option:
1
2
3
4
Select Dynamic Options from the Company menu.
Choose the option from the Existing Options table.
Click the X Delete icon in the Action column.
An ‘Option successfully deleted’ confirmation message is displayed.
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5.1
Available Options
The available configuration options are explained below. Options will take effect only for users who log in after the
changes are saved.
If a system default setting exists (defaults are shown) an option only need be selected if this default requires alteration or
reassignment organisationally.

Admin Default Home Tab
This option will determine the landing screen when users, with administration permission, navigate to P2P Admin.
The default landing tab is 'Users'.
Option Value: Choose one of the eight main administration screen tabs from the list box.

Admin Order Cancellation
True: Any administrator who can view an order request or purchase order is also able to cancel it in the following
screens:
a) Cancellation of any order request in approval in the Order Request Approval Summary screen (i.e. in the inbox)
b) Cancellation of any order request in approval in the Purchase Order Status Summary screen (i.e. from a status
search)
c) Cancellation of any transmitted Purchase Order in the Purchase Order Status Summary screen (i.e. from a
status search)
False (default): Only the order originator can cancel an order.

Audit Log Purge Allowed
True: The "Purge Records" section appears at the bottom of the Administration Transaction Audit Log page, allowing
the logged records of administrative actions to be erased. This affects the log only, not functionality.
False (default): The "Purge Records" section does not appear at the bottom of the Audit Log page, and logged
records cannot be erased.
Note: If the setting is False for a child organisation but True for a parent organisation, a parent administrator can still
purge the child organisation's records. The dynamic option only restricts the purging of records for administrators of
the organisations specified when the option is set.

Automatic Recalculation
True (default): If set to True the invoice entry page will automatically recalculate the invoice total after changes to
quantities or values are entered.
False: When set to false PECOS P2P will display a ‘recalculation’ button on the invoice entry page for the user to
manual recalculate the invoice. Automatic recalculation is turned off.

Custom Home Page
Option Value: A file reference and name must be entered here. The default is ‘empty’ which will display the
standard PECOS P2P home page and any user defined homepage view will override this organisation assignment.
The Custom Home Page option allows you to specify a custom home frame which can be either an absolute URL
(e.g. http://www.elcom.com) or a relative URL for a file hosted on the PECOS server (e.g. myHomePage.html). In the
case of the latter, the file must be configured and loaded by Elcom Support.

Decimal Quantities Allowed
True: If selected and set to true, PECOS P2P will allow quantities to be entered with up to six decimal places. Prices
will also be supported up to six decimal places.
False (default): Decimal quantities will not be supported.
Note that calculations are performed and stored using the entered level of precision and the displayed amount is
rounded. Order totals continue to be based on the stored, non-rounded extended values.

Default Account Display
This selection controls the default display of financial tracking information. Select from a drop down box:
o Codes (default): Displays account codes (segment value) only.
o Codes – Descriptions: Displays account codes and names (segment value and description).
o Descriptions: Displays account code name (segment description) only.
Users can override this default during their session but the defaults are reset on next login.

Direct Item Entry
This option controls the display of the Direct Item Entry fields at the foot of the Shopping Cart screen.
True (default): The Direct Item Entry fields are displayed, allowing the requisitioner to add a catalogue item directly
onto the shopping cart by entering a quantity, item number and an optional supplier id.
False: The Direct Item Entry fields are hidden.
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
Display AP Inquiry
True (default): The AP Inquiry button is displayed on the settlement screen. Once the button is selected the user
may view the PO or close the order from within the AP Enquiry screen.
False: The AP Inquiry button is removed from the settlement screen.

Display PO Signature Box
True: A box labelled "Authorised Signature" appears below the item table on the purchase order.
False (default): The Signature Box does not appear.

Display Requisition Submit Button
True (default): A submit button appears on the Requisition page, allowing a requisition to be sent directly from that
page rather than the forcing the extra step through the Requisition Review page.
False: No submit button appears on the Requisition, so users must submit requisitions from the Requisition Review
page.

Display Run Matching
True (default): This lets your users run the PO/Invoice matching program for orders in the Status and Order Task
Results page, using a Run Matching button. Users must also have invoice and administrator user profile roles to see
this option.
False: The Run matching button does not appear on the Status and Order Task Results page.

Display Supplier Lookup Button
True: A "supplier lookup" button appears on the Add Non-catalogue Item page for the selection of an existing
supplier. The button launches a new window for a supplier search.
False (default): The "supplier lookup" button does not appear, and suppliers are chosen only from a drop-down list.

Enable Budgeting
True: Budget checking functionality is enabled for the organisation. This cannot be set unless the ‘Enable Budgeting’
site level System Option is also enabled.
False (default): Budget checking functionality is not enabled for the organisation.

Enable eInvoicing
True: For customers who implement the PECOS eInvoicing solution, this will display the eInvoicing tab for the
configuration of direct sign on.
False (default): The eInvoicing tab is not displayed.

Enable eSourcing
True: For customers who implement the PECOS eSourcing solution, this will display the eSourcing tab for the
configuration of direct sign on.
False (default): The eSourcing tab is not displayed.

Enable Price Quoting
True: Price Quote functionality is enabled for the organisation. The system will display: a Price Quote tab in the
Organisation Notification Messages screen; a Price Quote option will appear as a modification option in the owner
tab of requisition approval plans; a Price Quote button and associated functionality will appear in Requisition
Approval Summary screens (when the approval plan option requires); and the supplier profile Price Quote contact
and Price Quote transmission method become mandatory.
False (default): Price Quote functionality is not enabled for the organisation.

Grid Control Search Limit
Option Value: This numerical value determines the number of results returned by the following searches within the
Admin system. The default is ‘empty’ and 200 codes will display in search results.
o Audit Log page:
o Search results
o Business Rule Group page:
o Available Catalogue list
o Available Member list
o Available Procurement Cards list
o Available Account Codes
o Approval Rule Group page:
o Available Account Codes
o Available Users
Note that the larger the number entered, the longer the page may take to display.

Hide Address Lookup
True: When set to true the Address Lookup button is removed from the delivery and invoicing screen within a
requisition.
False (default): The address lookup button is displayed.
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
Hide Delivery Field
In order to force users to add delivery and freight charges as a separate line item on the purchase order (and
therefore also the invoice), a dynamic option is provided to remove the separate delivery fields. The delivery field is
removed from the following screens: the order delivery and invoicing screen (supplier terms section); the ERS
receive items screen; invoice entry screen and the edit invoice screen.
True: The delivery fields are removed
False (default): The delivery fields are not removed

Hide Return to Requisitioner
True: The “return to requisitioner” button is removed from the settlement approval summary screen for Invoice
Approval.
False: The “return to requisitioner” button is displayed in the settlement approval summary screen for Invoice
Approval.

Hide Save as Template Button
True: The “Save as Template” button is removed from the requisition screen. Users are not allowed to create
templates.
False: The “Save as Template” button is displayed in the requisition screen.

Internal Delivery Note Image
Option Value: A file reference and name, supplied by Elcom Support, must be entered here. Default is ‘empty’.
This option allows you to specify a file name for the image that will appear on the upper-left corner of the Internal
Delivery Note print for your organisation. A PECOS P2P image displays as a default.

Invoice Received Date Mandatory
An additional date field called ‘Invoice Received Date’ is available to record the date of invoice receipt. When
enabled, this option allows the field to be displayed on the invoice entry screens for data input; displays the date on
the invoice summary and edit screens; displays the date in the settlement screens and includes the date in the
APExport.
True: An invoice date field is available in the invoice entry screen and displays in all appropriate invoice and
settlement screens including the APExport.
False (default): The invoice date field is hidden and not available for use.

Navigational Toolbar Graphic
Option Value: A file reference and name, supplied by Elcom Support, must be entered here. Default is ‘empty’.
This option controls the graphic appearing in the top PECOS tabs bar. By creating a Navigational Toolbar Graphic
you are able to ‘badge’ your procurement system with a name of your own.
Note. You must specify the filename of the Graphics in conjunction with your Elcom consultant. A file will be
created and placed on the PECOS server. This file name must be used in the Option Value field. When the
Option Value field is empty (the default), Elcom's own default graphic will display.

One Step Approval Login
This option provides added security for the one step approval process in cases where there is a risk that an approval
eMail can be forwarded to, or received by a person who is not an authorised PECOS P2P user.
Automatic Login (default): When the ‘Approve’ or ‘Return’ buttons are clicked in the One Step Approval eMail, an
encrypted login string is passed in the URL and the requisition or order is approved or returned to requisitioner,
without the need for the user to enter their login credentials.
Force Login: This will remove the automatic login and force the user to enter their user id and password before the
response is accepted by PECOS P2P.

Order price check user field
This option must be completed when PECOS P2P is connected to an external catalogue system for which real time
price checking is to be utilised and when the price check is to be performed within a purchase order approval plan.
An order type Document User Field must first be created to hold the result of the price check.
Option Value: Enter the order Document User Field KEY which has been created to hold the result of the price
check

Override Insert Product Category Codes
This option will only have effect if the system option ‘Insert Product Category Codes’ is set to ‘False with Override’,
and therefore allows the site setting to be overridden. The System Option setting (i.e. ‘false’) prevents the entry of
product category codes through the category maintenance screen and also the catalogue load.
True: The system option is overridden and inserting a new top level category or new sub category in the Category
Information screen within Category Maintenance is allowed. The blocking of the entry of new category codes
through catalogue load is not overridden by this setting.
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False (default): The system option is not overridden and inserting a new top level category or new sub category in
the Category Information screen within Category Maintenance is not allowed.
Note that this option is also available at the User Profile level.

Personal PCard Mandatory Security Code
True: When the ‘User Entered PCards Allowed’ dynamic option (see below) is allowed the procurement card security
code field becomes mandatory.
False (Default): The security code field is not mandatory for user entered P-cards.

Purchase Order Image
Option Value: A file reference and name, supplied by Elcom Support, must be entered here. Default is ‘empty’.
This option allows you to specify a file name for the image that will appear on the upper-left corner of purchase
orders for your organisation. A PECOS P2P image displays as a default.

Purchase Order Resend
A button can be made available in the Purchase Order Status Summary screen for users to retransmit the purchase
order and external attachments, when the order is at the status ‘Order transmitted to supplier’ or ‘Transmission
failure’.
True: The resend PO button appears in the Purchase Order Status Summary screen.
False (Default): The resend PO button does not appear in the Purchase Order Status Summary screen.

Purchase Order Terms
Option Value: A file reference and name, supplied by Elcom Support, must be entered here. Default is ‘empty’.
This option allows you to specify a file name for an html file containing the terms and conditions that will appear at
the bottom of purchase orders for your organisation. Standard default terms are displayed.

Purchase Order Terms Type
Used in conjunction with the Purchase Order Terms option (see above).
Attachment: PO Terms will be sent as a separate file attachment to the purchase order.
Inline (Default): PO Terms will be added to the foot of the purchase order.

Receipt not required message – long
Option Value: Enter text to replace the initial receipt status text ‘Receipt not required’, which is displayed when the
task ‘Require Receipt’ is not included in your approval plan criteria.
This setting allows organisations who do not use PECOS P2P for matching and settlement and do not wish to
include the receipt required task in their approval plans, to override the initial ‘Receipt not required’ receipt status,
with alternate wording indicating the requirement for receipting. It is suggested that the text ‘No items received’ is
entered for the receipt status to be consistent with orders that have been processed through a ‘Require receipt’
approval plan task.

Receipt not required message – short
Option Value: Enter text to replace the ‘Not Required’ status text that is displayed in the ‘Receipt Status’ drop down
selection box on the status search page. It is recommended that this status is changed in conjunction with the long
message text above.

Receipt Tolerance
True: Receipt tolerances are enabled. Over receipts are allowed within set tolerances that are defined in Product
Category Code Maintenance and Item Maintenance (see sections above). Over Receipting is not allowed if no
tolerances are set: the default tolerance is zero. This option enables the Receipt Tolerance button in the Category
and Item Maintenance screens and a Receipt Tolerance Message option in the Company Settings section of
Organisation Maintenance.
False (default): Over Receipting is allowed. In the Receive Items screen, users are able to enter a receipt quantity
that is greater than the original order quantity.

Require Category Assignment for Non-catalogue Items
True: When adding a non-catalogue item to a requisition, the user must select level 1 and level 2 category codes for
the item.
False (default): Category assignments are not required for non-catalogue items.

Requisition price check user field
This option must be completed when PECOS P2P is connected to an external catalogue system for which real time
price checking is to be utilised and when the price check is to be performed within a requisition approval plan. A
requisition type Document User Field must first be created to hold the result of the price check.
Option Value: Enter the requisition Document User Field KEY which has been created to hold the result of the price
check.

Short Pay
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True (Default): The invoice entry page will display the ‘Short Pay’ check box to enable users to edit the ‘Payment
Amount’.
False: The ‘Short Pay’ checkbox will be removed from the invoice entry page and users will not be able to edit the
‘Payment Amount’.

Show Outstanding Items Link
This option has been added in order to allow users to access the Outstanding Items Report from a shortcut on the
traditional Home Page. The shortcut appears as a text hyperlink directly below the reports button and directly opens
the report in the Management Analysis Reporting Portal.
True: Displays an ‘Outstanding Items’ shortcut on the Home Page under the Reports button.
False (default): No shortcut displays on the Home Page.

Show Secure eMail Option
True: The option will display a ‘secure eMail’ order transmission option in the supplier information page of the
supplier profile. (Refer to the secure eMail section above.)
False (default): The ‘secure eMail’ order transmission option in the supplier information page of the supplier profile
does not display.

Show Supplier List on Req
True: A list of suppliers (for which the user has search permission) will display at the top of the shopping basket
screen, providing a fast supplier search without the need to navigate to the Item Search screen.
False (default): The supplier list is not displayed.

Supplier Drop Down List Threshold
This option allows you to limit the number of supplier names that appear in the drop down selection box in the ‘Add
Non-Catalogue Item’ requisition screen, for the selection of an existing supplier.
Option Value: Enter the number of suppliers that you want to be displayed.
Note: If the value entered is 0 (zero), the drop down selection box will be removed from display. This option can
therefore be used with the ‘Display Supplier Lookup Button’ dynamic option (i.e. set to true) to replace the drop down
box with a search button.

Useful Resources
These are the links that appear in the ‘Useful Resources’ section of the home page. A list of links: descriptions and
URL’s (or documents) must be provided and will usually be defined at the time of initial configuration.
Option value: A file reference and name, supplied by Elcom Support, must be entered here. Default is ‘empty’.

User Entered PCards Allowed
True: This allows users to define a procurement card when entering billing information for a requisition or an order.
Procurement card entry fields are displayed in the delivery and invoicing screens.
False (default): Users can only select from pre-defined procurement cards when entering billing information for a
requisition or order.
Fig 5.3 - User entered pcard option

Elcom Contact
This option displays contact information on the site Sign On (i.e. landing) Page.
5.1.1
Organisational Default Setting
Dynamic Options are enabled organisationally and where set will affect all subordinate organisations and all users
within these organisations. Organisation settings are ‘top down’.
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This is important to note, since the organisation assignment of data elsewhere in PECOS P2P affects only the rights of
administrators to administer the saved record. For Dynamic Options, the organisation assignment of data also affects the
users rights within the organisations to which they are assigned.
For example:
An organisation contains a level 2 organisation, ‘Corporate Services’, which contains seven level 3 organisations,
including ‘Finance and Accounting’.
If the dynamic option ‘Hide Address Lookup’ is set to ‘True’ at level 2, Corporate Services, ALL level 3 organisations (and
any subordinate organisations to these) will inherit the setting. The address lookup button will be removed from the
requisition screen for all users. If however, Finance and Accounting do not require the removal of the button, it is not
necessary to reset the option at level 2 and apply it to the remaining six level 3 organisations. Instead, the option can be
set as ‘False’ within Finance and Accounting, which will override the parent organisation setting. All other level 3
organisations will continue to inherit the existing parent setting.
To set a Dynamic Option Organisationally
1. Select a new option, or click on an existing option.
2. Select or enter the required option value.
3. Click the ‘Organisation’ button. An Organisation Assignment sub window will open where an organisation can be
selected from the organisation explorer tree. When selected, click the Update button.
4. When the option is saved (for a new option) or updated (for an existing option) it will be assigned to the organisation
level (and its subordinates) selected.
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6 Addresses
Addresses can be created and maintained in two ways:

By using the Bulk Address Load utility.

Directly in the address forms within Organisation Maintenance, Procurement Cards or Supplier Profile.
All addresses used in PECOS P2P are held in separate tables and there are four types, each maintainable in their
respective administrative areas:

Company – All Delivery, Invoicing and Postal addresses used in Organisation Maintenance and Delivery addresses
used in User Profiles.

Supplier – These are the order addresses defaulted in supplier profiles and assigned to the supplier’s purchase
orders.

PCard – These are the invoice addresses that are assigned to Procurement Cards.

Remittance – These are the remittance (payment) addresses defaulted in the supplier profile and assigned to the
supplier invoice.
6.1
Company Addresses
Company addresses are used for three purposes in the application. Each type of address described below is set as a
default within the organisation profile (see Organisation Maintenance). Delivery addresses are also assigned as a
default to each user profile and are available for selection upon requisition creation.

Delivery: These addresses are used by requisitioners for assigning to requisitions and orders and also by
administrators to set user and organisational defaults. The delivery address appears on the purchase order as the
destination for the delivery of goods and services. This type of address will form the bulk of your address data.

Invoicing: These addresses are used by administrators to set an organisational default. The invoice (billing) address
appears on the purchase order as the address where the supplier must post their paper invoice.

Postal: These addresses are used by administrators to set organisational defaults. This address appears on the
purchase order as the buying organisation.
Company addresses are maintained in the Company > Organisation Maintenance and User Profile windows.
6.2
Supplier Addresses
Every supplier must have an address assigned to them. These addresses represent the geographical location of the
supplier and might be a head office or sales branch: if multiple branches of one supplier are used, multiple supplier
profiles may be created and a different address assigned to each one. The address is defaulted in supplier profile and
appears on each of the supplier’s purchase orders. An address created as a supplier address CANNOT be selected as a
remittance address but only as a supplier/order address in the supplier profile.
All supplier addresses are maintained within the Address section of the Supplier Profile window.
6.3
Procurement Card Addresses
These are the ‘invoice to’ addresses that are assigned to Procurement Cards and used where a supplier is required to
send invoices to an address that is different from the organisation’s default invoicing address. These addresses are
assigned to PCards and will over-ride the organisationally assigned invoice address. Assigning an invoice address to a
PCard is optional.
All procurement card addresses are maintained in the Company > Procurement Cards window.
6.4
Remittance Addresses
Some suppliers have a different address for the receipt of remittances: they may have a centralised head office finance
department or use the services of a factoring company. A separate remittance or payment address can therefore be
assigned to the supplier profile. The remittance address is defaulted in the supplier profile and automatically assigned to
the supplier invoice. The address can be changed during invoice processing.
An address created as a remittance address can be used as a supplier/order address. Therefore suppliers that do not
have different order and remittance locations only need to have one address created and entered as a remittance type
address.
All Remittance addresses are maintained in the Remit Address section of the Supplier Profile window.
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7 Announcements
The Announcements menu is where the messages that are displayed in the Announcements panel of the P2P Home
Page are created and maintained.
Fig 7.1 - Menu tabs (announcements)
7.1
Manage Announcements
Announcements can be created, copied and withdrawn by any administrator who has been granted the ‘Announcements’
administration task. Viewing and creating announcements is done within the administrators permitted administration
organisation permissions: organisation override is permitted.
Announcements are managed in the Announcements screen accessed through the Company > Announcements tab.
Fig 7.2 - Announcements screen
All announcements are displayed in the announcements table, each having the following properties:

ID: Numerical ID’s are assigned automatically when an announcement is created. Once created, an announcement
can be copied or withdrawn.

Title/Description: The Title of the announcement is displayed in full. The beginning of the message Description is
displayed in the table but hovering your mouse over this area will open an overlay displaying the full description.

Attachment: If a URL has been attached to the message it will be displayed here.

Organisation: The organisation assignment indicates the organisational level at which the message has been
saved and determines where the message (and therefore to what users) it is displayed.

Status: There are three statuses that can be assigned to an announcement.

Future. The ‘Display From’ date is in the future and the announcement has not yet been displayed in the P2P. It
will become Active when the ‘Display From’ date is reached. Future announcements can be manually withdrawn
before they become active or copied as a new announcement. Copying a future announcement does not affect
its status.

Active. The current date is between the ‘Display From’ and ‘Display To’ date and the announcement is currently
live in the P2P Home page. Active announcements can be manually withdrawn whilst they are live or copied as
a new announcement. Copying an active announcement does not affect its status.

Past. The current date is after the ‘Display To’ date and the announcement has either expired or been
withdrawn. It is no longer live in the P2P Home page. A past announcement can be copied as a new
announcement but cannot be edited and re-activated.

Display Between: The Display From and Display To dates and times are displayed.

For Future announcements the date and time the announcement will become active and when it will
automatically expire is displayed. Future announcements can also be manually withdrawn before the ‘Display
To’ date and time is reached.

For Active announcements the date and time the announcement became active and when it will automatically
expire is displayed. Active announcements can also be manually withdrawn before the ‘Display To’ date and
time is reached.

For Past announcements the Display Between dates and times indicate the period the announcement was
active. The ‘Display To’ date shows when the announcement either automatically expired or was manually
withdrawn.
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
Edit Detail: This column displays when the announcement was last edited and the user id of the administrator who
undertook the action.
7.1.1
Filter and Sort
The content of the announcements table can be sorted by clicking on one of the column headers. Click once to sort in
ascending sequence and again to switch to descending sequence.
The contents of announcements table can also be filtered by Organisation and Date/Time. Choose one of the following
options and then click the ‘Viewer’ button:

Organisation: The administrator’s default administration organisation will display and determine the default content
of the announcements table: all announcements to which the administrator has permission to manage will display.
Click on the ‘Change Organisation’ link to open an organisation explorer. Selecting an alternative organisation will
filter the announcements table by organisation and display only those announcements that are saved for the
selected organisation and below. In this way an administrator is able to filter out ‘Company’ level messages and view
announcements saved at a local department level.

Date: Click on the date picker to select a date and time to filter the announcements. The table will be filtered to
display only announcements that have: a ‘Display From’ date and time less than or equal to that selected; a ‘Display
To’ date and time greater than or equal to that selected; and an ‘Edited On’ date and time less than or equal to the
date selected.
7.2
Create New Announcement
Announcements can be created and saved organisationally so that they can be both managed by the correct local
administrators and also display to the relevant users within your PECOS P2P site.
To create a new announcement, follow these steps.
1. Select the Company > Announcements tab to open the Announcements screen.
2. Click the ‘New Announcement’ button to open the New Announcement screen.
Fig 7.3 - New announcement
3.
4.
5.
Complete the following fields:

Title (mandatory): Enter a title to be displayed for the announcement. Up to 70 characters is allowed but it is
recommended that the title is short and succinct.

Announcement Text: Enter the main body of the message.

Display From (mandatory): Click the date picker to select the date the message is to begin to be displayed in
the P2P Home page. The time will default to 12.00 PM. To change the time, click the date picker once more,
click on the time and use the edit wheel.

Display To (mandatory): Click the date picker to select the date the message is to stop being displayed in the
P2P Home page. The time will default to 12.00 PM. To change the time, click the date picker once more, click
on the time and use the edit wheel.

Link to Reference: Enter a URL link to be displayed in the message.
Click the Change Organisation link to change the organisation this announcement will be saved to for
administration and P2P display purposes. The announcement will be saved to your default administration
organisation unless changed.
Click ‘Save’. A confirmation message will display to confirm that your new attachment has been saved. If mandatory
fields have not been completed an error message will display and the announcement will not be saved.
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7.3
Copy Announcement
To copy an announcement, follow these steps:
1. Select the Company > Announcements tab to open the Announcements screen.
2. Click the ‘Copy’ button in the ID column for the announcement to be copied. The Copy Announcement screen will
open.
Fig 7.4 - Copy announcement
3.
4.
5.
6.
7.4
The ‘Title’, ‘Announcement Text’ and ‘Link to reference’ will be copied. These fields can be edited as required.
Complete the following fields:

Display From (mandatory): Enter the date and time the message is to start to be displayed in the P2P Home
page. The default time is 12.00 PM.

Display To (mandatory): Enter the date and time when the message will stop being displayed in the P2P Home
page. The default time will is 12.00 PM.
Click the Change Organisation link to change the organisation this announcement will be saved to for
administration and P2P display purposes. The announcement will be saved to your default administration
organisation unless changed.
Click ‘Save’. A confirmation message will display to confirm that your new attachment has been saved. If mandatory
fields have not been completed an error message will display and the announcement will not be saved.
Withdraw Announcement
Announcements with a status of either ‘Active’ or ‘Future’ can be manually withdrawn (i.e. cancelled). In the
Announcements table click the red cross in the ID / Actions column. A confirmation message will display: click ‘OK’ to
proceed or ‘Cancel’ to return without cancellation.
When withdrawn, the status of the announcement will change to ‘Past’ and the ‘Display To’ date will automatically be
changed to the date of withdrawal.
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8 Templates
A Template Administration screen is provided to allow an authorised system administrator to globally manage Templates.
An Administrative Task called 'Templates' provides permission to this functionality which must first be assigned in
Administrator Security in the normal way. Permitted administrators will see a 'Templates' option within the Company
administration menus.
Fig 8.1 - Menu Tabs (template administration)
Administrators who are assigned the 'Templates' permission will be able to undertake the following tasks for all users
within their Permitted Administration organisations in a workbench screen:

Search and sort Templates by Type, Name, Group and Author;

Open and view Template content by clicking on the Template name;

Delete Templates that are no longer required;

Change the Owner (Author) of a Template.
Fig 8.2 - New Template Administration Screen
To delete or change the owner of a Template (if for example a user has left an organisation), select it by clicking the
required row. Next select the appropriate button at the top of the screen. Deleting a Template will prompt a click through
confirmation and changing ownership will open a User Search screen where an alternate owner may be selected.
Search and Filter
The Template Administration table will display 10 entries, sorted alphabetically, by default but can be extended using the
Show entries control in the top left hand corner of the table. Using the list box, choose an override to display 25, 50 or
100 entries. When more than one page is available, pagination controls will display the number of pages of entries and
allow you to scroll or jump between those pages. A Quick filter provides a 'type ahead' text search, which automatically
filters the entries in the table using the string of characters entered.
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9 Financial Tracking
The creation and maintenance of financial tracking codes is undertaken in the Financial Tracking Maintenance screen,
accessed through the ‘Financial’ tab.
Fig 9.1 - Menu tabs (financial tracking maintenance)
Financial structure is integral to the configuration of PECOS P2P. All line items on every requisition are financially coded
at the time of creation. This ensures that all orders and all subsequent invoices are correctly coded for accounting
purposes.
It is necessary to enter the financial accounting codes that are to be used with all PECOS P2P orders. It may not be
necessary to enter ALL general ledger codes since many of these may not be used for purchases through PECOS P2P.
9.1
Overview
The structure of your accounting codes in PECOS P2P may not therefore need to exactly resemble those of your main
financial and general ledger systems. The codes used however must be the same. This is to ensure that any data sent
out from PECOS P2P through integration points matches that in your finance system(s).
9.1.1
Structure
The structure and content of accounting setup in PECOS P2P is described here.
Fig 9.2 - Financial tracking maintenance screen

Method
This is the name given to the STRUCTURE of the account codes. Each Method may have different Segments and
Values. You may create as many different Methods as are required to support your Organisation. Users may be
granted permission to use any combination of values for all or some of your Methods.

Segment
This is the name or label of each account code TYPE. There must be at least one segment within each Method with
a maximum of nine segments. Each segment can have a relationship with its neighbour and this relationship will
determine how code combinations are built. Segments will appear in the order they are listed and this order cannot
subsequently be changed.

Value
Values are all the individual general ledger code numbers and descriptions. Values are input under each
Segment. There must be at least one Value entered under each Segment.
Once created, Financial Tracking methods and their segments cannot be deleted because there may be historic data
linked to them. It is possible to deactivate or change a segment value, but you cannot delete it. If you deactivate a
segment value, it remains available to legacy data but not to new data.
9.1.2
Bulk Account Load
A bulk load utility (the 'bulkaccountload') is available for the automated loading and updating of account code values.
The 'bulkaccountload' process addresses initial high-volume loads during implementation allowing you to take an
extract from your financial system and bulk load the data directly into PECOS P2P. This speeds the initial set-up process
and also avoids any typographical errors that can be the result of a manual data input process. The utility is also capable
of managing ongoing data updates, minimising the need for Administrators to manage the account code update process.
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The bulk load interface supports both flat file (csv) and XML file formats. Additional information on the bulk loading of
account data is available in the Document ‘Bulk Account Load for PECOS P2P’
Although the bulk load utility is capable of creating Segments, where they do not exist, it is recommended that the
Method and Segment structure is created prior to the bulk load.
Please refer to your Elcom consultant or the Elcom Service Desk for further details of the bulk account load service.
9.1.3
Parent / Child Relationships
The principal of creating Parent / Child relationships within an accounting method allows for cross validation between
account code values. This will ensure that different ranges of general ledger codes within one segment can only be used
when a particular code is chosen within another.
For example if an organisation has two segments within a method: Region and Department; and certain department
values can only be used within certain regions, a Parent / Child relationship can be created. The Region segment will
become the Parent of the Department Segment. The Department segment will therefore become the Child of the Region
segment.
This relationship is created when the Segments are created and will apply to ALL values that are subsequently entered.
Example
Using the scenario above, an organisation has a financial tracking method containing two segments: Region and
Department.
The following validation is required: the department codes for Central Purchasing and Finance are only to be selected if
the Eastern region is selected; the Marketing department can only be selected when the Northern region is selected and
the Warehouse Operations department exists only in the Western region. All regions have a sales department.
The table below shows the configuration required.
Segment – Region
Segment – Department
100 - Eastern
1020 – Central Purchasing
1050 – Finance Department
1060 – Sales
200 - Northern
1030 – Marketing Department
1060 – Sales
300 - Southern
1060 – Sales
400 - Western
1060 – Sales
1070 – Warehouse Operations
Solution

When setting up the method, the Department segment will have a Parent selected as the Region segment.

Enter all four Region segment values.

Enter Department values for each Region:

Select the Region ‘100 – Eastern’ and then add its three department values: Central Purchasing, Finance
and Sales to the Department segment.

Select the Region ‘200 – Northern’ and then add its two department values: Marketing Department and
Sales to the Department segment.

Select the Region ‘300 – Southern’ and add its department value: Sales to the Department segment.

Select the Region ‘400 – Western’ and add its two values: Sales and Warehouse Operations to the
Department segment.

All department values have become ‘linked’ to a region.

Notice that the four sales departments have to be entered against each region.

If any further regions are created, its related department values will need to be entered also. If they are not, the
code combination will fail.
9.1.4
Example
The following describes an example of how Methods may be created to accommodate the different accounting
requirements for different divisions within an organisation.
Requirement: The I.T. division within your organisation may be centralised and only requires a range of account codes
that includes a Cost Centre and Financial (Subjective) Code. The Transport Services division however may be
geographically dispersed and requires additional account codes to identify Region and an optional Project Code.
Solution: Firstly, a Method called ‘Information Technology’ can be created that contains two Segments. The first segment
will be called ‘Cost Centre’ and the second will be called ‘Financial Code’. All cost centre and financial code Values that
are to be used within the I.T. division will be entered under the appropriate segments.
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Fig 9.3 – Financial tracking method example 1
A second Method called ‘Transportation’ can be created that contains four Segments. These segments will be called
‘Region’, ‘Cost Centre’, ‘Financial Code’ and ‘Project’. All accounting Values to be used within the Transport Services
division will be entered under the appropriate segments.
Fig 9.4 - Financial tracking method example 2
The Method called ‘Information Technology’ can now be assigned to all members of the I.T. division and the method
called ‘Transportation’ can be assigned to all users who work within transport services. In this way PECOS P2P will
ensure that your users are able to correctly and accurately code their requisitions with all the required financial
information.
Although the example above describes the flexibility of Financial Tracking setup within the PECOS P2P, it is usually only
necessary to create a single Method, against which all values are input. Validation of and access to accounting values
can also be easily defined within Business Rule Groups.
9.1.5
Default Account Code Hierarchy
PECOS P2P will automatically apply an account code combination to every line on a requisition for each user. The
requisition accounting is determined by a number of default settings that may be in place. Some defaults are mandatory
and others are optional and they will take precedence as follows:
a) User’s Business Rule Group Default. Every user will have a default account code combination based on their
membership of a Business Rule Group. If a user is to be a requisitioner a default account code is mandatory.
b) Procurement Card. Procurement cards can optionally have an account code value assigned to them. When a
procurement card is applied as the default payment method, PCard accounting will take precedence over Business
Rule Group accounting.
c) Commodity Accounting. Where commodity accounting is optionally set, this will take precedence over both
Procurement Card and Business Rule Group accounting.
d) Buy-For User. When a Buy-For User is selected, the default account code combination of the buy-for user will
populate the requisition and take precedence over all other accounting defaults.
The accounting permissions available to the requisitioner after the selection of a buy-for user, will be limited to the
business rule group permissions of the buy-for user only. Access to the accounting permissions of the requisitioner
will only become available once more if the Financial Tracking Responsibility is changed back to ‘Requisitioner’ in
the Requisition Financial Tracking screen.
The over-riding of default accounting can be performed at any time before the submission of a requisition through
the Requisition, Order or Line Item level financial tracking screens. The editing of account code defaults is limited by the
user’s business rule group permissions.
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Any accounting value that is ‘forced default’ from procurement card or commodity accounting is non-editable by the
requisitioner.
It must be remembered that any accounting changes derived from manual changes or procurement card selections,
performed prior to the selection of a buy-for user, will be lost upon the selection at requisition level of a buy-for user.
9.1.6
Blanket Orders and Templates
PECOS P2P supports the creation of Blanket Orders and Templates (recurring lists) with different Financial Tracking
Code combinations in the Header and the line level. The Financial Tracking Codes are stored with Blanket Orders and
Templates. These Financial Tracking codes will be propagated to the requisition created from the Template and the
Blanket Release created from the Blanket Order if the requisitioner has the permissions to use those specific Financial
Tracking Codes. If the user does not have the correct permissions, the user’s default Financial Tracking codes will be
used.
9.2
Methods
An accounting method is a specified set of segments with their values. To add and edit Methods complete the following
steps.
9.2.1
1
2
Adding a Method
Select the Financial > Financial Tracking Maintenance tab.
In the Financial Tracking Maintenance screen, select ‘add method’ from the bottom of the Method dropdown list.
The Add New Method panel will appears to the right of the screen.
Fig 9.5 - Add a new financial tracking method
3
4
5
6
7
Type a Method Name. This how you wish the method to be displayed to users.
Type a Method Key. This is a unique database identification label and must be different for each method created.
Optionally click on the Organisation button and assign this method to an organisation level for administration
purposes.
Click the Save button. Your new method will be displayed in the list.
You are then prompted to create the first Segment for this new method.
9.2.2
1
2
3
4
5
6
Editing a Method
Select the Financial > Financial Tracking Maintenance tab.
Select the method you wish to update in the Method List.
Click Edit to display it in the field to the right of the screen.
Make your changes to its Name or Key (identifier).
Optionally click on the Organisation button and (re)assign this method to an organisation level for administration
purposes.
Click the Save button.
Note. An accounting Method cannot be deleted or deactivated once created.
9.3
Segments
A segment often represents a hierarchical organisational accounting unit. Segments are general ledger cost allocation
labels, against which you must enter values.
It is advisable not to add segments to an existing method that might have been used by legacy data, as this may
lead to data corruption, and may have adverse effects on users to whom permissions to the new segments have
not been granted.
9.3.1
Adding a Segment
These instructions apply primarily to when a new method is being created. Adding a new segment to an existing method
with legacy data is not advisable and may result in corrupt data.
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1
2
3
Select the Financial > Financial Tracking Maintenance tab.
After creating a new method you will be prompted to add your first Segment on the right hand side of the Financial
Tracking Maintenance screen. The text: ‘Add Segment to Method: x’ (where ‘x’ is your new method name) will be
displayed.
To add subsequent Segments, click ‘Add Segment’ at the bottom of the Segment column.
Fig 9.6 - Add a new segment to a method
4
On the right hand side of the screen, complete the following fields in the ‘Add Segment To Method:’ section:

Segment Name (Mandatory) – This will be the name displayed to all users.

Segment Key (Mandatory) – Enter a unique database identification label.

Parent Segment (Mandatory) – Select a segment that is to be the parent of this segment from the drop down
list. All values subsequently entered to this segment will be linked to a separate value within the parent segment.
o
If this is the first segment there will be no parent selection available.
o
The parent will default to the preceding Segment. Choose an appropriate value from the drop down
list to change this default.
o
If no parent relationship is required choose No Parent.
o
A Parent relationship cannot be changed after the segment has been created.

Pre-Separator – Optionally enter an identifier to appear before this segment’s values when they are displayed
in the PECOS P2P (e.g. a dash or a slash).

Post-Separator – Optionally enter an identifier to appear after this segment’s values when they are displayed in
the PECOS P2P (e.g. a dash or a slash).
The Separator values can be any special character with which you want to break each account code and may be
edited at a later date. Separators make it visually easier for users to interpret the values for each segment.
Example:
o If the account code combination, within a three segment method, is to be displayed as: 30 3456 58, the pre
and post separators should be left blank.
o If the account code combination, within a three segment method, is to be displayed as: 30 – 3456 – 58, the
pre and post separators should be entered as one of the following:
a) Segments 1 and 2 have a Post-Separator of: ‘–‘
or
b) Segments 2 and 3 have a Pre-Separator of: ‘–‘

5
6
7
Max Acct Code Length (Mandatory) – Enter the maximum length for account code values to be entered for this
segment. The account code values will be validated against this length as they are saved.
Click Save. Your new segment will be displayed in the Segments list.
You are then prompted to create at least one account code value for this new segment, specifying its name and
description. See Account Codes below for more detail.
It is not necessary to add account code values immediately. It is often more logical to create the entire Segment
structure before entering the account codes, especially if you wish to use the bulk account load utility.
9.3.2
Editing a Segment
In the Financial Tracking Maintenance page:
1 Select the Method name in the Method drop down selection box. The method you wish to edit a segment value for
will appear.
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2
3
4
Click on the Segment name. The segment details will display on the right of the screen.
Make your changes to the Name, Key or Separators. Note that changes to a parent relationship cannot be made.
Click Save.
9.4
Account Codes
Account Codes consist of an Account Code Value (usually a numeric account code value) and an Account Code
Description (usually a text description of the value) and are separated by a hyphen when displayed.
For example if the cost centre code for the purchasing department is 1020 it will be displayed in PECOS P2P as: ‘1020 –
Purchasing’. Here 1020 represents the account code value and Purchasing represents the account code description.
Rules relating to values:

The value can be alpha-numeric.

‘Child’ values are validated within each ‘Parent’ segment. A value can therefore only exist once for each valid
combination of codes.

Descriptions can be duplicated.

Only descriptions can be edited: values cannot.

Values are passed through onto the APExport interface.
Each user is assigned a default account code combination consisting of one value for each segment within a method.
9.4.1
Adding Account Codes
In the Financial Tracking Maintenance page:
1 Select + add new value + from the Account Code Value - Description drop down box. The ‘add account code
value’ fields will appear on the right of the screen.
Fig 9.7 - Add a new account code to a segment
2
3
Enter the new account code details in the Account Code Value (the code number) and Account Code Description
(the code name) fields.
Click Save. Your new account code will be added and displayed.
9.4.2
Editing Account Codes
In the Financial Tracking Maintenance page:
1 Select the name and description from the Account Code Value – Description drop down box.
2 Click the Edit button. The ‘Edit Account Code Value’ fields will open to the right of the screen.
Fig 9.8 - Edit an account code value
3
4
Make your change in the Account Code Description field. Note that the Account Code Value (code number) cannot
be changed.
Click Save.
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9.4.3
Deactivating Account Codes
Before deactivating an accounting value you must check to see if it is used as a default value anywhere in your
configuration. It may be assigned to one of the following:
a) Used as a user’s default account code and therefore assigned to a Business Rule Group.
b) A default assigned to a Procurement Card through Procurement Card Financial Tracking.
c) A default assigned to a Product Classification Code through Commodity Accounting.
These defaults MUST be changed and updated before deactivation. Failure to do so will result in application errors.
The effect of deactivating an account code value will be to remove it from all user’s selection options and it will appear
bracketed in the Account Code Value drop down box in the Financial Tracking Maintenance page.
Deactivated account codes DO NOT have any affect on existing requisitions and orders and DO NOT therefore affect
accounting retrospectively.
Deactivation Steps
1 Select the name and description from the Account Code Value – Description drop down box.
2 Click the Edit button. The Edit Account Code Value fields will open to the right of the screen.
3 To deactivate a value, check the Deactivate box.
4 Click the Save button.
5 To reactivate a value, simply remove the check from the Deactivate box.
If the following message is displayed after deactivation, the deactivated value is in use as a default and errors may be
experienced.
Fig 9.9 - Account code deactivation warning message
If this is the case it is advisable to reactivate the account code value and change the default assignment(s) before
deactivation is reattempted.
When modifying account code values, be aware that they cannot be deleted from the system, only deactivated.
This is to ensure that historical data for financial reporting is not corrupted.
9.4.4
Wildcard Edits
A wildcard can be used to view and edit values within any child segment.
Select % Any Value % from the Account Code Value – Description dropdown list for the parent segment of the
segment for which you wish to edit account code values. PECOS P2P will ‘wildcard’ this segment and temporarily
override any parent/child relationship. All values will appear for editing purposes within subordinate account code value
drop down lists and any duplicate values will appear only once. Edits will apply globally to all child values without the
need to select each individual parent value.
This permits convenient enterprise-wide administration by allowing you to make changes to child segments that are
used, for example, by multiple parent department segments in the accounting method.
Wildcard Example
A method contains two segments: Region and Department, Region being the parent of the Department. Each of the four
geographic regions has its own sales department, coded as 1060.
Segment – Region
Segment – Department
100 - Eastern
1020 – Central Purchasing
1050 – Finance Department
1060 – Sales
200 - Northern
1030 – Marketing Department
1060 – Sales
300 - Southern
1060 – Sales
400 - Western
1060 – Sales
1070 – Warehouse Operations
To apply changes to the Finance Department code, you would work conventionally, without wildcards.

Within the Region segment select: Eastern.
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

Within the Department segment the values for Purchasing, Finance and Sales will appear.
Select ‘1050 – Finance’ and click the Edit button.
Edit and Save.
To apply changes to ALL Sales Departments for the four regions we can use the wildcard.

Within the Region segment select: % any value %.

Within the Department segment ALL values will appear. Because all Sales departments have the same value it will
be displayed only once. Select ‘1060 – Sales’ and click the Edit button.

Edit and Save.

All four Sales department values will be updated.
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10 Procurement Cards
Procurement cards can be set up either by a batch process, or by direct entry into PECOS P2P from the administration
module. ‘Procurements Cards’ is the term used for all credit cards, charge cards or GPC’s.
Fig 10.1 - Menu tabs (procurement cards)
This section explains how to enter a new card and edit and delete existing card information and also explains the options
available for card data security. Once created, a card can be associated to an optional invoice address or have default
financial tracking codes assigned in order to affect an override of default values. If you have run the PCard Bulk Load
Utility the initial loading of this information will already have been done.
10.1 Creating a Procurement Card
To add a new procurement card manually:
1
Select the Financial > Procurement Cards tab to open the Procurement Card screen.
Fig 10.2 - Procurement card administration
2
From the Card type dropdown list, select the type of card you want to add. There are six types of card:

American Express

Discover

Visa

Master Card

GECF ePCard – this card type is for use with the GECF ePCard XML system. Use of GECF ePCard XML
requires prior setup with GE Capital and with Elcom’s professional services group.

Ghost Card - if you are entering a card which you wish to record using a notional number (such as a card alias
where the supplier already has the actual card number for the alias in his system). A ghost card number is not
validated using the “Luhn” algorithm (see Card Number Validation).
3
Complete the following fields (mandatory fields are indicated):

Cardholder Name (mandatory) – Enter the full name of the card. This can be a user, department, supplier or
commodity depending on the type of card being entered.

Card Number (mandatory) – Enter the full card number.

CVV2 – Card Verification Value. Can be found on the signature strip at the back of the card. A three figure
number set apart from the rest. This field can optionally be masked or removed (see Security Options below).

Alias – This is the name by which the card is known and is the field displayed to users and administrators.

Bank name (mandatory) – Enter the card Issuer details.

Transaction Limit (mandatory) – Enter the maximum transaction value for each order. Note that this is not the
card credit limit.

Currency – Enter the default currency for the card. The currency will default from the currency set as the default
for the site. The procurement card currency must match the requisition currency and therefore the supplier
currency: this ensures that the payment currency matches the procurement card currency.

Expiration Date (mandatory) – Use the calendar icon to select the card expiry date.
Click on the field expansion arrows to open and assign a PCard Invoice Address. This is optional and any address
selected will override the user’s default invoice address that is assigned via their organisational membership. The
address will appear as the invoice-to address on all purchase orders for which the card is selected. The section
below explains how to create and edit addresses.
Click Insert to add the card details to the database.
4
5
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10.2 PCard Invoice Address
Optionally a Procurement Card can have an invoice address assigned to it. The invoice address will appear printed on
the purchase order as the address to which invoices should be sent and will override any other default invoice address
assignment for the user.
To access the invoicing address fields click on the expansion arrows:
Fig 10.3 - PCard invoicing address fields
10.2.1
Create Address
To create a new address:
1 Click the New Address button to open the Procurement Card Address Maintenance window.
2 Enter address data. The following fields are mandatory:
o Address Name
o Address Line 1
o City
3 Click the Add Address button. The address will populate the invoicing address fields and be saved as a PCard
address.
4 If no further PCard addresses are to be entered close the Procurement Card Address Maintenance window.
5 Click Update to save this new address to your PCard.
10.2.2
Change Address
To change an existing PCard address:
1 Click on the Clear Address button. The existing address will be removed from display.
2 Optionally enter a partial value in the Address Name field to refine your search.
If a partial value is not inserted to refine the search, results are limited to 100 records which are randomly selected.
3 Click the Search Address button. A Select Address window will open displaying the results of your search.
Fig 10.4 - Select PCard address
4
Click on the Select button next to the address you wish to assign to this PCard.
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5
6
The Select Address window will close and the address selected will populate the invoicing address fields.
Click Update.
10.2.3
Edit Address
To edit an existing PCard address:
1 Select the address that you wish to edit. You can edit the address that is displayed (already assigned to your PCard)
or any other PCard invoicing address.
a) If the address you wish to edit is already assigned to your PCard, click on the Search Address button. The
Select Address window will open displaying only the address currently assigned.
b) If the address that you wish to edit is an address other than the address assigned to the open PCard, firstly click
on the Clear Address button. The currently assigned address will be removed from display. Optionally a partial
value can now be entered in the Address Name field to refine your search. Click on the Search Address button
to display available addresses for editing in the Select Address window.
2 Click on the edit button next to the address to be edited. The address will open in a Procurement Card Address
Maintenance window.
3 Perform changes to the address and click the Update button. Be careful not to remove any mandatory information.
4 Address data is updated and you are returned to the Select Address window where optionally you may undertake
further address editing.
5 After completing all editing tasks close the Select Address window.
10.3 Editing PCards
1
2
3
4
Click Search to find the PCard you wish to edit. Optionally insert a partial value into one of the following fields to
refine the search: Card Type, Cardholder Name, Card Number, Alias or Bank Name. If a partial value is not inserted
to refine the search, results are limited to 100 records which are randomly selected.
From the pop up search results (Procurement Card List), select the card you wish to edit.
Undertake changes to the PCard record.
Click the Update button to save your changes.
10.4 PCard Accounting
After adding a Procurement Card it can be associated to Financial Tracking codes. Linking a PCard to financial tracking
codes ensures that each time a card is selected as a means of payment the correct accounting is used. Appropriate
Segment values are selected and will override the user’s default accounting on the requisition.
Fig 10.5 - Procurement card financial tracking
To assign Financial Tracking Code defaults to a Procurement Card:
1 Click Search to find the PCard you wish to associate financial tracking codes to. Optionally insert a partial value into
one of the following fields to refine the search: Card Type, Cardholder Name, Card Number, Alias or Bank Name. If
a partial value is not inserted to refine the search, results are limited to 100 records which are randomly selected. A
Financial Tracking assignment appears at the bottom of the screen.
2 Select a Method from the dropdown list.
3 Choose the Segment from the Segment Key drop down list, that contains the account code value you wish to
default.
4 Choose the Segment Value from the drop down list. Only valid values for the segment selected will be displayed.
5 Choose the Force Type:
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
6
7
8
9
Default – This will default the value onto all requisitions and allow the requisitioner to change it. The user can
override PCard accounting.

Force – This will default the value onto all requisitions and NOT allow the requisitioner to change it. The user
cannot override PCard accounting.
Click the Insert button.
One value for each segment within a method can be selected as a default.
To update an existing assignment, click on the radio button to the left of the code, make your change following the
steps above and click the update button.
To delete an existing assignment, click the delete button to the right of the code. The default code will be removed.
10.5 PCard Security
10.5.1
Card Number Validation
With the exception of GECF ePcards and Ghost Cards, all Procurement Card numbers are validated using a proprietary
formula for the generation of a card number. PECOS P2P valuates the “correctness” of a number according to the
respective card type proprietary format, using an algorithm known as the Luhn algorithm. This ensures that a PCard
Number has been entered correctly.
10.5.2
PCI Data Security Standards
In an effort to improve security and comply with current PCI (Procurement Card Industry) Data Security Standards for the
storage and transmission of cardholder data, a System Dynamic Option exists. This option allows organisations to
select an option for masking card data in both the administration pages and the transmitted purchase order.
The following three security options are available:
10.5.2.1 Level 2 PCard Security

The card number is masked in the Procurement Card Search popup window.
Fig 10.6 - Procurement card search page showing masked card number

The CVV2 field is masked in the Procurement Card admin page.
Fig 10.7 - Procurement card page showing masked CVV2 number

The CVV2 field is masked in the Order Delivery and Invoicing page when adding/updating personal procurement
cards. (Users can be allowed to dynamically enter personal procurement card data through the assignment of a
dynamic option.)
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
The CVV2 field is masked in the Requisition Delivery and Invoicing page when adding/updating personal
procurement cards. (Users can be allowed to dynamically enter personal procurement card data through the
assignment of a dynamic option.)
Fig 10.8 - Requisition delivery and invoicing page showing masked personal PCard CVV2
10.5.2.2 Level 3 PCard Security



PO Template: the card number is always masked, even when being transmitted to the supplier.
PO Template: the expiration date is masked.
PO Template: the CVV2 is always masked, even when being transmitted to the supplier.
Fig 10.9 - Purchase order template showing masked card data
10.5.2.3 Level 4 PCard Security



The CVV2 field is removed from the procurement card admin page.
The CVV2 field is removed from the order delivery and invoicing page.
The CVV2 field is removed from the requisition delivery and invoicing page.
Fig 10.10 - Procurement card administration showing removed CVV2 field
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11 Multi Currency
PECOS supports the display of multiple currencies. The system administrator can specify which currencies an
organisation uses in its day to day business, as well as which currencies users of an organisation may view.
If multi-currency is enabled requisitioners and approvers are able to view document values in alternate currencies and
administrators are able to configure workflow to route based on available currencies. Currency translation is done 'on the
fly', PECOS P2P does not store translated values. Values are stored based on a user's default currency and locale.
Currency maintenance is accessed through selecting the Currency option from the Financial tab.
Fig 11.1 - Menu tabs (currency)
11.1 Rate Authority
A Rate Authority is a specific set of conversion rates designed to be used for a specific purpose or within certain
organisations. Multiple Rate Authorities can be created, each being derived from a specific source, and may be assigned
flexibly to any PECOS P2P organisation.
This screen DOES NOT automatically assign the Rate Authority for use by an organisation - it merely creates a distinct
set of conversion rates for potential assignment. Actual assignment of a Rate Authority is performed in Organisation
Maintenance > Organisation Settings.
Fig 11.2 - Currency maintenance: rate authority screen
Search and Filter
The Rate Authority Maintenance table will display 10 entries, sorted alphabetically, by default but can be extended using
the Show entries control in the top left hand corner of the table. Using the list box, choose an override to display 25, 50
or 100 entries. When more than one page is available, pagination controls will display the number of pages of entries and
allow you to scroll or jump between those pages. A Quick filter provides a 'type ahead' text search, which automatically
filters the entries in the table using the string of characters entered.
To set up a new Rate Authority:
1 Select Financial > Currency in the menu tabs to display the Currency Maintenance screen.
2 Click the Rate Authority tab to display the Rate Authority Maintenance screen.
3 Type a new Rate Authority Name in the text box at the bottom of the Rate Authority column. Give each Rate
Authority a logical name. The name could relate to the source of the exchange rates used or the organisation that is
to use the set of conversions.
4 Optionally click the organisation button to assign this rate authority to an organisation for administrative purposes.
You may wish to allow divisional administrators to maintain their own currency translations.
5 Click the Add button in the Action column.
To update or delete a Rate Authority:
1 To delete a Rate Authority, click the 'Delete' button in the Action column. A Rate Authority can only be deleted if it is
dormant and there are no currency conversions configured
2 To update a Rate Authority, click on it to display editable fields at the foot of the table. Its description and
organisation assignment may be changed. Click the 'Update' button in the Action column to save your changes.
11.2 Conversion Rates
After Rate Authorities have been created, currency conversion rates to be used by each authority must be entered.
Select a Rate Authority:
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1
2
3
Select the Financial > Currency tab to open the Currency Maintenance screen.
Click the Currency Conversion tab to display the Currency Conversion Rates screen.
Select the Rate Authority from the list box at the top of the screen for the Authority for which you wish to add or
maintain currency conversions.
You may only have one Rate Authority, in which case it will display by default. All existing Currency Conversion Rates
will display.
Fig 11.3 - Currency conversion rates
Search and Filter
The Currency Conversion Rates table will display 10 entries, sorted alphabetically, by default but can be extended using
the Show entries control in the top left hand corner of the table. Using the list box, choose an override to display 25, 50
or 100 entries. When more than one page is available, pagination controls will display the number of pages of entries and
allow you to scroll or jump between those pages. A Quick filter provides a 'type ahead' text search, which automatically
filters the entries in the table using the string of characters entered.
Add a new conversion rate:
1 At the foot of the From Currency column, select a currency from the list box for which you wish to create a
conversion rate from.
2 At the foot of the To Currency column, select a currency from the list box for which you wish to create a conversion
rate to.
3 Click in the date field at the foot of the 'Effective Date' column to display a calendar picker. Set the Effective Date of
the currency by selecting a date and time for this currency conversion to become active.
This is the date and time this conversion rate will first take effect and will automatically replace any existing
conversion rate already in existence for this 'from' and 'to' currency combination. It will remain in effect until a new
rate is entered.
4 At the foot of the Rate Factor column, select how you wish the rate to be calculated:
a) Multiply: the 'From' currency value will be multiplied by the Rate to determine the 'To' currency value.
b) Divide: the 'From' currency value will be divided by the Rate to determine the 'To' currency value.
5 At the foot of the Rate column, enter the Rate that must be applied to convert the currency.
It is also possible to select an existing currency conversion to pre-populate the fields. Although an existing currency
cannot be updated or deleted, fields can be quickly edited to provide a conversion rate for a new date or rate.
6 Click the Add button in the Action column. The currency conversion will be added to the conversion rate table.
11.2.1
Assigning a Rate Authority
Once a rate authority has been created, it can be assigned to an organisation in Organisation Maintenance.
1 Select the Company > Organisation Maintenance tab to open the Organisation Maintenance screen.
2 In the left hand Organisation Explorer window, select the Organisation for which you wish to assign a Rate
Authority. The organisation will load.
3 Click the Org Settings button to display the Organisation Settings options.
4 Select the Currency tab.
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Fig 11.4 - Organisation settings showing the currency tab
5
6
7
8
Choose the 'Multi-Currency' option if you want all users in this organisation to be able to see an additional currency
conversion column in the shopping cart and be able to display values in converted currencies. This setting will
automatically be inherited by child organisations unless manually updated.
Use the Rate Authority dropdown list to select the Rate Authority you wish to assign to this organisation.
Select the default currency to be used in the multi-currency conversion display from the Preferred Currency list
box. This will define the default that is displayed in the shopping cart converted price column and may be optionally
overridden by the currency selection for the user profile.
Click the Save button.
Example
If a senior manager wishes to view GBP requisitions in USD, a rate authority must be created that contains a conversion
rate between the two currencies.
Firstly set up a rate authority and obtain the current foreign currency exchange rates from a suitable financial paper or
web site.
Setup a conversion rate from GBP to USD and enter the exchange rate for converting GBP to USD using a factor of
Multiply.
Next, setup a conversion rate from USD to GBP and enter the exchange rate for converting USD to GBP also using a
factor of Multiply.
Assign the rate authority in the Organisation Settings > Currency screen for the organisation in which the senior manager
resides. It is not necessary to turn on Multi-Currency view for any other organisation. The senior manager will now be
able to select an alternate currency view by selecting USD in the currency drop down boxes – where available.
11.3 Currency P2P Display
The display and conversion of exchange rates are made throughout PECOS P2P for orders, requisitions, receipts and
invoices, and include:

Additional currency display columns in the shopping cart which can be collapsed under user control;

A hyperlink is associated to values in all summary screens which invokes the conversion pop-up;

The converted value that is displayed uses either: a) transaction date (e.g. order date, receipt date, invoice date or
'now') when converting an amount to display; or b) advises that historic rates are not being used and are for
guidance only.
Fig 11.5 - Shopping Cart with Multi-Currency Enabled
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The screen above displays the Shopping Cart when Multi-Currency is enabled:


A price conversion column (2) displays converted unit and extended prices to the right of the catalogue prices.
Requisitioners are able to choose a conversion currency using the drop down to change the view as required.
A collapse icon (1) is provided to hide the currency conversion column.
Fig 11.6 - Catalogue Search Results with Multi-Currency Enabled
The screen above displays the Catalogue Search Results screen when Multi-Currency is enabled. Price conversion
fields display converted prices beneath the catalogue prices.
Requisitioners are able to choose a conversion currency using the drop down to change the view as required.
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12 Suppliers
Each supplier requires a separate profile that contains all the required information for creating and placing purchase
orders through PECOS P2P. All catalogues, external punch-out sites, dynamic documents and e-forms are loaded
against this profile.
Fig 12.1 - Menu tabs (suppliers)
You may also create and edit custom user fields for each supplier and may save more than one profile for each where
necessary.
12.1 Supplier User Field Definitions
PECOS P2P allows you to create user defined fields for use in the Supplier Profile when there is a requirement in your
organisation to capture additional supplier data. There are seven pre-existing supplier user fields that can be edited,
after which new supplier user fields can be created. After being defined these fields are available in the User Fields
sub window in the Supplier Profile where they can be used to capture additional supplier data that may be required for
default, reference or integration purposes. These fields can be exported in the Order Export, AP Export, and Receipt
Return Export files to assist integration into back-office systems.
There are two steps to using supplier user definable fields:

Setup: Creating and maintaining the user fields is performed via the Supplier User Field Definitions page accessible
under the Suppliers menu item.

Data population: Selecting the values for each user field is performed via the User Fields sub window, accessible
from the Supplier Profile page.
This section explains how to setup the user fields. The section ‘Adding a Supplier’ explains how to populate them with
data.
12.1.1
1
Creating User Fields
To access Supplier User Definable fields, select the Suppliers > Supplier User Field Definitions tab. The Supplier
User Field Definitions screen will open.
Fig 12.2 - Supplier user field definitions
2
Seven permanent non-formatted default fields are provided (i.e. ‘userfield1’ to ‘userfield7’) and these should be used
first. Click on the field (described as 'not defined') in the definitions table to edit the Display Name and Description
(note that the Key cannot be changed). Click the 'Update' button to save the change. If more than seven fields are
needed, simply create them as required and defined below.
3
Define a new field by entering the following information into the fields at the foot of the table (do not click on an
existing field). All fields are mandatory.
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


4
Key – A unique database identifier. This is not used or seen in the procurement UI.
Display Name – This is displayed on the Supplier Profile/User Fields page. It can be up to 30 characters.
Description – A long description up to 255 characters.
Once the field description is added, define how and where the field is to display by checking the relevant check box.
These fields are optional.

5
Export – If set to Yes, the fields will be included in the Order Export, AP Export, and Receipt Return Export
files. The field will also be included in all purchase orders transmitted by cXML.

Active – Determines if the field is displayed on the Supplier Profile/User Fields page. This field applies to all
suppliers within the organisation.

Mandatory – If set to Yes, a value for this user field must be provided on the Supplier Profile/User Fields page.
It is added to the list of mandatory supplier profile fields.

PO - If set to Yes, the field will be included in all purchase orders transmitted in PDF format.
Click the Add button. The field is assigned to the administrator’s default administrative organisation.
If you wish to clear the data entry fields without saving or deleting data and remain in the User Fields Definitions
screen, click the Clear button.
12.1.2
Creating User Field Values
User defined fields can be set-up to support free text entry or selection from a drop-down list of values displayed on
the Supplier Profile/User Fields page.

If values are not entered in the User Field Options section, a free form text box will be displayed for data entry,
supporting up to 255 characters.

If values are entered in the User Field Options section, a drop down list box will be displayed containing these
values, for data selection.
To create a list of values for a user defined field:
1 Highlight the User Field in the User Field Definitions screen. This can be done immediately after adding a new user
field or by editing an existing user field.
Fig 12.3 - Supplier user field options
2
In the User Field Options section at the bottom of the page enter:


3
4
5
6
Text – The description to be displayed in the drop down list box.
Click the Add button to save the selection.
Repeat steps 2 and 3 above until all values are entered.
If you wish to clear the option, without saving or deleting data and remain in the User Fields Definitions screen, click
the Clear button.
To delete a value click the Delete icon (X) in the Action column.
12.1.3
1
2
3
4
Key – Unique database reference.
Editing User Fields
Select the Suppliers > Supplier User Field Definitions tab to open the Supplier User Field Definitions screen.
In the definitions table, click on the field for the existing user field that you wish to edit.
Existing field details will populate at the foot of the table where they can be updated.
Click the Update button to save your changes.
12.1.4
Deleting User Fields
Any Supplier User Defined field that has been manually created can be made inactive or deleted. System defaulted user
fields cannot be deleted – they can be made inactive.
To delete a user field click the Delete icon (X) in the Action column.
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12.1.5
Search and Filter
The Supplier User Field Definitions and User Field Options tables will display 10 entries, sorted alphabetically by default
but can be extended using the Show entries control in the top left hand corner of the table. Using the list box, choose an
override to display 25, 50 or 100 entries. When more than one page is available, pagination controls will display the
number of pages of entries and allow you to scroll or jump between those pages. A Quick filter provides a 'type ahead'
text search, which automatically filters the entries in the table using the string of characters entered.
12.2 Adding a Supplier
To add a new supplier, click the Suppliers > Profile tab to open the Supplier Profile screen.
Fig 12.4 - Supplier profile
Supplier data is entered through a number of forms represented by a row of buttons at the top of the Supplier Profile
screen. The default screen is the Supplier Information screen. The following steps explain the content of each screen.
Mandatory fields are indicated.
12.2.1
Supplier Information
Firstly enter all the key supplier data fields in the Supplier Information section.









Name (mandatory) – The supplier’s full name. This is used each time the supplier is displayed and is the name
that is attached to catalogues.
Key (mandatory) – A unique database identifier. The key is used by the catalogue loading program and is not
visible in the GUI.
Short name – The idiomatic supplier name that your users know this supplier by. Typically this is used by EDI
translator software to identify the supplier. This is not displayed in the GUI.
GLN - A Global Location Number field provides an additional unique supplier level identifier. The field is optional
and will accept up to 20 characters. Note that this field is not currently validated for a valid GS1 key. This field will
display in number of screens (e.g. status and approval summary screens) and can be used in supplier and
document searches.
Supplier's Customer Number (mandatory) – Your supplier’s unique number for your organisation. This is
typically the supplier’s sales ledger or customer number for you and will often be suggested by your supplier. This
is displayed on all the purchase orders transmitted to this supplier.
Customer’s Supplier Number (mandatory) – Your organisation’s unique number for this supplier. This is typically
your accounts payable reference number. This is used by the APExport program to identify a supplier account in
your ERP system. EDI transactions also often identify suppliers with this value.
County/Language (mandatory with default) – Used when catalogue load programs interpret date and currency
values in the load file. The default is the country/language of your PECOS P2P instance.
Phone (mandatory) – Supplier’s phone number.
Fax – The supplier’s fax number. This is used by the PECOS P2P order transmission program if the supplier
wishes to receive orders by fax.
If PECOS is hosted by Elcom the number must be prefixed with the international dialling code FROM the US: this
is because the fax servers are located in the Elcom hosted data centre in the USA. The supplier fax number must
be prefixed 011 followed by a country code (defined by the supplier’s location: 44 for UK) and the removal of the
leading zero of the area code. For example, a UK supplier with a fax number 01234 567890 would be entered 011
44 1234567890. Spaces are optional.
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
eMail (mandatory) – The supplier eMail address. This is used by the PECOS P2P order transmission program if
the supplier wishes to receive orders by eMail. This address is also used to transmit attachments when orders are
submitted by XML. The eMail address is validated – see email address validation.
Supplier type – Used to indicate whether a supplier is:
o Catalogue Only: The supplier will provide an electronic catalogue and will only display in the catalogue search
screen. This supplier will NOT appear in the ‘Add Non-Catalogue Item’ screen (i.e. only contract or catalogue
items can be purchased from this supplier).
Some suppliers who receive POs electronically via cXML are unable to receive Non-Catalogue
orders via this route. Choose ‘Catalogue Only’ to ensure Orders to suppliers via this method do not fail.
o Non-Catalogue Only: The supplier is used to raise Non-Catalogue orders only. This supplier will not appear in
the catalogue search page but will only appear in the supplier lookup in the ‘Add Non-Catalogue Item’ screen.
o Catalogue and Non-Catalogue: The supplier provides an electronic catalogue and is authorised for noncontract or free text ordering. The supplier profile will appear in both the catalogue search page and in the
supplier lookup in the ‘Add Non Catalogue Item’ screen.
o External Marketplace Only: The supplier is a PunchOut supplier only. The supplier profile will not appear in
the catalogue search screen or the, add non catalogue item supplier search. The supplier is not therefore
approved for free text ordering.
o External Marketplace and Non-Catalogue: The supplier is a PunchOut supplier. The supplier profile will not
appear in the catalogue search screen but will appear in the supplier search in the, 'Add Non-Catalogue Item
screen. The supplier is therefore approved for non catalogue and free text ordering.
o Approved User-defined: System assigned when users create new supplier profile in the Add Non-Catalogue
Item screen. You do not create user-defined suppliers here.
If changing supplier type from a Catalogue type to a 'Non-Catalogue Only' type it is important to note
that any loaded catalogue will not automatically be removed or deactivated. To ensure catalogue items
for these changed supplier types do not get returned in text or quick search results, catalogues must
be separately deactivated or removed.
Catalogue Collection – This field is either display only or requires selection depending on which Supplier Type is
selected. The selection of a catalogue collection is required when PECOS P2P automatically generates a
Catalogue Key. Described below are the supplier types for which PECOS P2P will auto create a catalogue key and
the selection of a collection is therefore required during supplier creation.
o Manually Created Catalogue Key: When the supplier type is ‘Catalogue Only’ or ‘Catalogue and NonCatalogue’ the supplier’s catalogue key must be manually created and placed in a catalogue collection. The
Catalogue Collection selection is therefore not required when creating the supplier profile (it is greyed out) and
this field will be populated retrospectively after a catalogue collection has been assigned.
o Auto-generated Catalogue Key: When the supplier type is ‘Non-Catalogue Only’, ‘External Marketplace Only’
or ‘External Marketplace with Non-catalogue’ the supplier’s catalogue key will be system generated. After
being generated PECOS P2P must place the catalogue key into a catalogue collection and this collection must
therefore be selected when creating the supplier profile. For these supplier types click in the drop down list box
to select the collection that this supplier is to belong for user access purposes. The auto-generated catalogue
key will use the Supplier Key and add a suffix of: _P (for external marketplace supplier types) or _N (for NonCatalogue supplier types).
Tax ID / VAT Number – The supplier’s VAT number or other tax identifier. This tax id will default into the supplier’s
invoice entry screen.
DUNS Number – Enter the supplier’s Dun and Bradstreet Number if known. The Dun and Bradstreet number is
available for all commercial organisations upon application and is a unique supplier identifier. This field is 9 + 4
characters to accommodate a unique ID and location/division. Typically the first nine digits only are used.
If PECOS is integrated with other eCommerce or eMarketplace applications, it may be very important to
include an accurate DUNS reference.
Active Supplier – Supplier activation setting. The default is ‘Yes’ (i.e. the supplier is active). To deactivate a
supplier choose ‘No’ and save. Note that this setting is used as a search key. Deactivated suppliers are not
available for user’s to create new requisitions but remain available for historic searches.
Preferred Currency – This is will be the default currency for this supplier. Any non-catalogue items or additional
lines added to an invoice will appear as this currency. The default is the currency of your PECOS P2P instance.






eMail Address Validation
The eMail field of the Supplier Information section is validated to reduce the likelihood of an invalid eMail addresses
being entered. The following validations are undertaken:









There is at least one ampersand (@) (e.g.: jsmith.elcom.com).
The ampersand is neither the first or last character (e.g.: [email protected]).
There is at least one dot in the address (e.g.: [email protected]).
Two dots do not appear simultaneously (e.g.: [email protected]).
There are no spaces in the domain name (e.g.: [email protected] .com).
The domain name does not start or end with a dot (e.g.: [email protected]).
Characters used in the domain name are valid (e.g.: [email protected]£).
The domain length is between 3 and 255.
User name does not start with a dot (e.g.: [email protected]).
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

User name does not end with a dot (e.g.: [email protected]).
User name is checked for invalid characters which include: (“£€)(@][;:><\`¬) (e.g.: jsmi£[email protected]).
Domain is checked for invalid characters which include: !#$%&'*+,/=?^_{|}~“£€)(@][;:><\`¬ (e.g.:
[email protected]#om.com).
If validation fails, the supplier profile will not be saved and an error message is displayed:
Fig 12.5 - Email domain validation error message
12.2.2
Purchase Order Options
Fig 12.6 - Supplier purchase order options

Delivery Date – This provides a mechanism for automatically determining a delivery date when the requisition is
submitted or the purchase order is transmitted. The setting at the supplier level will override the same field that
may be set in Organisation Settings.
o Mandatory: The Delivery Date field in Order Request screen for this supplier will be marked with an asterisk
and requisitioners will not be able to submit a requisition unless a date is entered. The mandatory setting
applies to all standard, change and blanket order types.
The mandatory setting is independent of the default date selection. When setting the delivery date as
‘mandatory’ the selection of a Delivery Date Default Source is not required. It is not possible to set a default
when the date is set to mandatory.
o Optional (default): The Delivery Date field in Order Request screen for this supplier will be optionally
completed and requisitioners will be able to submit a requisition with no delivery date selected. The optional
default applies to standard orders only and does not apply to change orders or blanket orders.

Delivery Date Default Source is not selected (default): The entry of a delivery date by the
requisitioner is optional and there will be no default date assigned at the time of requisition or
purchase order creation unless one is provided by an organisation default setting.

Delivery Date Default Source is selected: A delivery date default will be assigned for this supplier
based on the selected source.
o Delivery Date Default – Used in conjunction with the Delivery Date ‘Optional’ setting only, to provide a
means of calculating a default date.

Select Source (default): No source is selected and therefore the default is not active and none will
be applied. The Organisation default setting will apply to the order request.

Requisition: The delivery date will be calculated and added to the order request upon submission
of the requisition. It will not display until the requisition is submitted but will display in order requests
after the requisition is submitted

Purchase Order: The delivery date will be calculated and added to the Purchase Order when it is
transmitted. It will not display in the requisition or order request prior to transmission to the supplier.
A Number of Days must be entered when a source is selected. This is the number of days to be added to
the date of the source document to determine the default delivery date that will be generated.
Default delivery date calculations will use the user’s organisational Workday Calendar definition. Any non working
day or public holiday is excluded in the calculation. Any day marked as a working day will be assumed a full day:
the non working hour elements are ignored.
When a Requisition is submitted:
a. If the optional default source = ‘Requisition’, the delivery date will be generated based on the current
date and assigned to the order request.
b. If the default Source = ‘Purchase Order’, no date will be generated and the order request will not display
a delivery date.
When the Purchase Order is transmitted:
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If the default source = ‘Requisition’, the order request delivery date will already have become fixed when
the requisition was submitted. There is no change to the date.
b. If the default Source = ‘Purchase Order’, the delivery date will be generated based on the current date
and will be assigned to the purchase order.
If any delivery date is replaced manually by a requisitioner or approver it will become fixed and no longer adjusted
by any default setting or calculation. It is flagged as being manually set.
If a delivery date is mandatory, the delivery date that is calculated to appear on purchase orders for ERS suppliers
will be the same as the receipt date. This rule overrides all default delivery date settings.
Delivery SLA – This field is optional and independent from the other delivery date default fields. It is provided to
allow the entry of a fixed number of days, representing the standard supplier terms and conditions of supply. At
some point in the future, it is intended that this field will be available for delivery reporting purposes alongside the
purchase order actual delivery date and receipt dates.
a.




Change Order Format – Choose the default content of Change Orders that are transmitted to this supplier:
o Send Changed Lines Only: Only lines that have been added or changed will appear on Change Orders
sent to the supplier.
o Send Changed and Unchanged Lines: All lines on the Change Order will be re-transmitted to the supplier.
(Note that changes lines are indicated.)
Order Configuration – This is used if the supplier performs configuration services and their catalogue contains
configuration service items. This feature is usually only used by Information Technology VAR’s (Value Added
Resellers).
o Enabled: Choose to turn order configuration functionality on. This allows requisition items to be grouped into
configuration sets, configuration instructions to be entered and configuration service items to be added to the
requisition.
o Disabled: Configuration functionality is not enabled.
PO Terms – You can select a specific Terms and Conditions file for this supplier that will override the Terms and
Conditions document set at organisation level when an order is transmitted to the supplier. Supplier specific terms
must first be pre-loaded by sending a word or html document containing the supplier specific text to Customer
Elcom Support.
12.2.3
Financial Settlement Options
Supplier financial settlement options




Payment Method – This dropdown box allows you to choose the supplier’s preferred method of payment. The
choices are:
o Invoice: User’s may only choose to pay for Orders by invoice.
o Procurement Card: User’s may only choose to pay for Orders by Procurement Card.
o Invoice and Procurement Card: User’s may choose to pay for Orders by either Invoice or Procurement Card.
Partial Delivery Payment – Choose either yes or no:
o Yes: This supplier accepts payment for partially shipped orders. After the first invoice has been posted,
matched and interfaced for payment the order remains open for additional processing of invoices.
o No (default): An invoice may be entered, however the invoice will not export until the invoice is complete. Once
the invoice is complete, matched and interfaced, the user does not have the ability to add additional items onto
the invoice.
Evaluated Receipt Settlement – This will enable the supplier as Self-Billing.
o Enabled: Indicates that the receipt of items from this supplier automatically generates an invoice (the supplier
does not need to send invoices separately). When VAT is on the Order, the receipt will automatically calculate
the VAT based on the VAT Treatment Type selected on the Order. If the receipt is partial, the calculation will
display accurately.
o Disabled (default): The receipt of items will not automatically generate an invoice. Invoices are manually
entered or received electronically.
Order Tolerance Percentage is used when the matching program matches the extended line level order values
with extended line level invoice values. It will allow a value to vary by the percentage entered but still be defined
as a “perfect match” by the system. The tolerance entered at supplier level will override the tolerance set at
organisation level (see Company Settings > Financial Settlement).
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


When a percentage tolerance only is set, the matching process uses the tolerance percentage to match the order
line value above or below the invoice line value.
Example: If a 4% tolerance is set.
An invoice line item between £96 and £104 will correctly match to an order line item for £100 because it is within
4% upper and lower boundary difference.
However an invoice line for £95.99 and less or £104.01 or more will mismatch because it is outside the 4%
difference.
Order Tolerance Value is used when the matching program matches extended line level order values with
extended line level invoice values. It will allow a value to vary by the amount entered but still be defined as a
“perfect match” by the system. The tolerance entered at supplier level will override the tolerance set at
organisation level (see Company Settings > Financial Settlement).
When a value tolerance only is set, the matching process uses the tolerance amount to match the order line value
above or below the invoice line value.
Example: If a value of £1.50 is set as a value matching tolerance and the extended price for an item is £15.00. If
the invoice extended price is:
£13.49 and below = lower bound is outside of tolerance and will mismatch for price
£16.51 and above = upper bound is outside of tolerance and will mismatch for price
Between £13.50 and £16.50 = within tolerance and will match OK for price
Order Tolerance Percentage and Value can both be defined. The tolerance entered at supplier level will override
the tolerance set at organisation level (see Company Settings > Financial Settlement above).
If both a Percentage and Value tolerance is set, the system will apply the lower of the two after calculating the
difference.
Example: A value of £0.50 (i.e. 50 pence) is set as a value matching tolerance and a percentage of 5% is set as
a percentage matching tolerance.
If an order contains a line for 5 units @ £15.20 each and an invoice is received for 4 units @ £15.30 each =
£61.20:
The adjusted extended price for the order to be used for matching tolerance purposes (based on the quantity
invoiced) is 4 x £15.20 = £60.80
The percentage tolerance is calculated at +/- £3.06 (being 5% x £60.80).
Therefore the tolerance to be used will be the lower of £0.50 and £3.06: which is £0.50.
There the invoice will not be mismatched because the actual difference between the order extended price and
invoice extended price £0.40 (i.e. £61.20 less £60.80) which is within tolerance of £0.50.
ePCard Order tolerance Percentage – This is used when the matching program matches ePCard orders. Order
values are compared with invoice values at order level (line level is not used since this information is not always
available). It will allow a value to vary by the percentage entered but still be defined as a “perfect match” by the
system. The tolerance entered at supplier level will override the tolerance set at organisation level (see Company
Settings > Financial Settlement).
Invoice Match – Select a method to be used for settling invoices for this supplier. Selecting 2-way or 3-way will
override settings in the approval plan.
o 2-Way: will compare the invoice and order values and invoice and order quantities.
o 3-Way: will set all orders for this supplier to ‘Receipt Required’ and compare the invoice and order values, the
invoice and order quantities and the invoice and receipt quantities during settlement.
o Workflow (default): the settlement process will use the type of matching specified in the approval plan used.
Note that if the task ‘Receipt Required’ is not included in the workflow, receipting will be deemed not required.
12.2.4
Terms
The selection of terms is mandatory. At least one Payment Term, Delivery Term, FOB Term and Delivery Method must be
selected.
Each term is defined in detail here:

Available Payment Terms – Choose the payment terms to be made available for this supplier. After selection
click the default button to set a default.
The default term will be assigned to every order. Selected Payment terms are available for selection by the user
when a Requisition is created in the Order Delivery and Invoicing screen if user permissions are granted. The
editing of terms is also available to approvers during Order and Change Order approval editing.

Available Delivery Terms - Choose the delivery terms to be made available for this supplier. After selection click
the default button to set a default.
The default term will be assigned to every order. Selected Delivery terms are available for selection by the user
when a Requisition is created in the Order Delivery and Invoicing screen if user permissions are granted. The
editing of terms is also available to approvers during Order and Change Order approval editing.

Available FOB Terms - Choose the Freight terms to be made available for this supplier. After selection click the
default button to set a default.
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
The default term will be assigned to every order. Selected FOB terms are available for selection by the user when
a Requisition is created in the Order Delivery and Invoicing screen if user permissions are granted. The editing of
terms is also available to approvers during Order and Change Order approval editing.
Available Delivery Methods - Choose the delivery methods to be made available for this supplier. After selection
click the default button to set a default.
The default term will be assigned to every order. Note that users are able to override the default and select an
available shipping method in the requisition Order Delivery and Invoicing screen. Approvers are also able to
change the delivery method during Requisition, Order and Change Order approval editing.
Fig 12.7 - Supplier terms
Selecting and Deselecting Terms:
To Select one Term: Highlight the term in the ‘Available’ box and click the > (move one) button to move the term to the
‘Selected’ box.
To Select all terms: Click the >> (move all) button to move all the available terms to the ‘Selected’ box.
To Deselect one term: Highlight the term in the ‘Selected’ box and click the < (move one) button to move the term back
to the ‘Available’ box.
To Deselect all terms: Click the << (move all) button to move all the selected terms back to the ‘Available’ box.
Supplier Unique Code
The Supplier Unique Code field has been created for bespoke system integration requirements. Unless your integration
interfaces have been written to capture data entered into these fields they should be left empty.
12.2.5
Remittance Address
Each supplier profile must have a Remittance Address assigned to it. The remittance address is the address to which
payment is to be sent and is assigned by default to each supplier invoice and passed to your finance system on the
APExport.
Assignment of a remittance address is mandatory but may be the same as the supplier’s order address. All addresses
entered as Remittance addresses are available for selection as Order addresses.
All supplier addresses are entered against a supplier profile and are available for assignment only to that particular
supplier and all of its associated views. A supplier may have multiple addresses associated to it but only one can be
assigned.
Note also that the ability to edit an address (as with all other PECOS P2P data) is dependent upon the administrative
organisation permissions of the administrator.
Note that supplier addresses are linked to a single supplier profile and cannot be shared across suppliers.
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Fig 12.8 - Supplier remittance address
12.2.5.1 Create Initial Address
To create a new supplier remittance address, follow these steps:
1 Enter the address details into the address form. Note that the following fields are mandatory:

Address Name: This must be unique and can be used as a key to refine searches.

Address Line 1

City
2 The address will be automatically linked to the supplier and saved when the supplier profile is inserted.
12.2.5.2 Edit Existing Address
To edit an address that is assigned to an existing supplier, follow the steps below. Note that an address will only be
available for editing if it is within the administrator’s administrative organisation permissions.
1
2
3
4
5
6
7
Click on the Change Remit Address button to open the Select Address window.
PECOS P2P will use the Address Name field to restrict the records displayed in the Select Address window. If you
want ALL of the remittance addresses associated to this supplier to be displayed then first remove the address name
from the Address Name field before clicking the Change Remit Address button. Note that the number of addresses
returned will be limited to 100 (randomly selected).
In the Select Address window, click on the edit button next to the address you wish to edit. The Remit Address
Maintenance window will open displaying the address for editing.
Perform changes, making sure not to remove any mandatory data.
Click on the Update button to save your changes. An ‘Update Successful’ pop up window will confirm that the update
has been saved.
Click the Close button to close the Remit Address Maintenance window.
The Select Address window remains open for you to either:
a) Undertake further editing activities on your selected addresses or
b) Select the address that has been edited – click the Select button to update the supplier remittance address that
is associated to this supplier.
Note that the supplier record must be updated in order for the associated address to be saved to the supplier profile.
12.2.5.3 Create New Address
Additional Remittance addresses can be created by clicking the New Address button. Note that the new Address button
will not be available until an initial address has been created and saved.
Enter new address details in the Remit Address Maintenance screen and click the Add Address button.
When all new addresses have been entered click the Close button to close the Remit Address Maintenance screen and
return to the supplier profile.
Note that the last address added will display in the remittance address window as the associated address but will not be
saved unless the supplier profile record is updated.
12.2.5.4 Change Existing Address
To change an existing address and replace it with an alternative address that is available to assign to the supplier, follow
the steps:
1 Delete the existing Address Name from the Address Name field.
2 Click the Change Remit Address button.
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3 In the select address window select the address to be assigned to the supplier.
The addresses returned for selection will be limited to the first 100 (randomly selected). The search can be refined by
entering a partial value in the Address Name field.
Note that addresses are supplier specific and an address can only be changed to one that has previously been added.
12.2.6
Order Address
Every supplier must have an order address to define its branch or location. The address appears on all purchase orders
raised for the supplier and appears in the supplier search screens.
In the Address screen a supplier address can be selected, created or edited. Supplier addresses may already have been
loaded using the address bulk load utility.
12.2.6.1 Create Initial Address
To create an order address for a new supplier, follow these steps:
1 Enter the address details into the address form. Note that the following fields are mandatory:

Address Name: This must be unique and can be used as a key to refine searches.

Address Line 1

City
2
The address will be automatically linked to the supplier and saved when the supplier profile is inserted.
If the Order Address is the same as the Remittance address, select the ‘Same as Remit Address’ check box. The
Remittance address will be copied into the order address form.
12.2.6.2 Edit Existing Address
To edit an address that is assigned to an existing supplier, follow the steps below. Note that an address will only be
available for editing if it is within the administrator’s administrative organisation permissions.
1
2
3
4
5
6
7
Click on the Change Address button. The Select Address window will open.
PECOS P2P will use the Address Name field to restrict the records displayed in the Select Address window. If you
need ALL of the addresses associated to this supplier to be displayed then first remove the address name from the
Address Name field before clicking the Change Address button. Note that the number of addresses returned will be
limited to 100 (randomly selected).
In the Select Address window, click on the edit button next to the address you wish to edit. The Supplier Address
Maintenance window will open displaying the address for editing.
Perform changes, making sure not to remove any mandatory data.
Click on the Update button to save your changes. An ‘Update Successful’ pop up window will confirm that the update
has been saved.
Click the Close button to close the Supplier Address Maintenance window.
The Select Address window remains open for you to either:
a) Undertake further editing activities on your selected addresses or
b) Select the address that has been edited – click the Select button to update the supplier address that is
associated to this supplier.
Note that the supplier record must be updated in order for the associated address to be saved to the supplier profile.
Note that order addresses are tied to supplier profiles in the same way as Remittance Addresses and follow the same
administration rules. If a supplier address is not available for editing using your administration profile it will be because it
has been created and saved at a higher organisational level for administration.
12.2.6.3 Create New Address
Additional Supplier Order addresses can be created by clicking the New Address button. Note that the new Address
button will not be available until an initial address has been created and saved.
Enter new address details in the Supplier Address Maintenance screen and click the Add Address button.
When all new addresses have been entered click the Close button to close the Address Maintenance screen and return
to the supplier profile.
Note that the last address added will display in the remittance address window as the associated address but will not be
saved unless the supplier profile record is updated.
12.2.6.4 Change Existing Addresses
To change an existing address and replace it with an alternative address that is available to assign to the supplier, follow
the steps:
1 Delete the existing Address Name from the Address Name field.
2 Click the Change Address button.
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3 In the select address window select the address to be assigned to the supplier.
The addresses returned for selection will be limited to the first 100 (randomly selected). The search can be refined by
entering a partial value in the Address Name field.
Note that addresses are supplier specific and an address can only be changed to one that has previously been added.
12.2.7
Transmission Info
This screen is used to configure the Document Transmission methods for the supplier.
You must contact Elcom Customer Support if your supplier wishes to use Electronic Data Interchange for Order
Transmission, and they will provide assistance with system configuration.
Fig 12.9 - Supplier document transmission information
12.2.7.1 Document Transmission Types






Purchase Orders. Select the method for the Original Purchase Order to be transmitted.
Purchase Orders (Test): Optionally select an additional order transmission method for test purposes. (The default
is None.) For example, if the ‘Purchase Order’ transmission method is XML (the desired transmission method for all
live orders), it may not be possible to complete the advanced connections in time for testing. By setting this test
transmission method to eMail, for example, the system would create two types of output during PO Export. A copy of
the purchase order will be sent via eMail.
Change Orders: Select the method for all Change orders to be transmitted. Note that the eMail and Fax addresses
used are those defined in the Purchase Order Change / Cancellation Contact in the Contact Information screen.
Purchase Order Cancellations: Select the method for all Cancelled orders to be transmitted. Note that the eMail
and Fax addresses used are those defined in the Purchase Order Change / Cancellation Contact in the Contact
Information screen.
Purchase Order Attachments: Select Email as the method for order attachments to be transmitted. Note that XML
transmission is currently not supported for attachments, irrespective of the means by which the purchase order is
transmitted.
Price Quote: Select the method for all Price Quote notifications (invitations, retractions and award rejection) to be
transmitted. When price Quoting is enabled completing this option is mandatory. The transmitted destination of these
Price Quote notifications will be defined by the Price Quote Contact in the Contact Information screen and NOT the
email address and fax number defined in the supplier Information screen.
12.2.7.2 Transmission Methods
The different transmission method options are explained below:

eMail: Document is sent as an attachment to the eMail address specified either in the Supplier Info or Contacts
screen. All order documents are sent in .pdf format.

Secure eMail: Document is to be encrypted and sent to the eMail address specified in the Supplier Info or Contacts
screen. This will only be available if the dynamic option ‘show secure eMail option’ is set. The supplier must provide
a digital certificate. (See ‘Secure eMail’ below)

EDI: Document is sent using Electronic Data Interchange.

XML: Document is sent using XML.

Fax: Document is sent electronically to the supplier fax service specified in the Supplier Info or Contacts screen.
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12.2.7.3 Order Information

XML Partner Pair – This will be completed by Elcom Technical Services if this supplier chooses to receive orders by
XML.
12.2.7.4 EDI Information




Interchange ID: Enter a unique supplier identifier, used in a transaction of any type. A phone number or DUNS
number can be used.
EDI Technical Contact: Enter the name at the supplier to contact for EDI matters. (Not needed if EDI is not the
production or test transmission mode.) You may include other information, such as the person’s eMail address.
EDI Contact Phone: Enter the contact’s phone number. (Not needed if EDI is not the production or test transmission
mode.)
TP Code: The unique supplier identifier - 8 characters.
12.2.8
Interfaces
Fig 12.10 - Supplier interfaces
The completion of any of these fields can invoke the display of an appropriate button on the Item Detail Screen. When
the user clicks the button it will connect to the relevant URL.

Tax URL – Enter an external web address if the supplier maintains Sales Tax tables for use in defining requisition
shipping taxes.

Delivery URL – Enter an external web address if the supplier maintains Delivery Charge tables for use in calculating
delivery costs.

Price URL – Enter an external web address if the supplier maintains real time pricing.

Availability URL – Enter an external web address if the supplier maintains real time availability.

External Marketplace URL - Provides access to the supplier’s eMarketplace site (Punch-out). If this functionality is
not yet used by your organisation, contact Elcom’s Customer Support for information.
12.2.9
User Fields
Fill in information in the appropriate user defined field or select a value from a drop down list box if available. Note that
these fields are defined and edited in the Supplier User Field Definitions option of the Supplier menu (see Supplier User
Field Definitions) and may be different for each organisation. Some fields may be mandatory and an error message
will be displayed if such a field is not completed.
Fig 12.11 - Supplier user fields
12.2.10 Contact Information
Enter information here to define contact details for the supplier's Change Orders, RMA Requests and Price Quotes. If
information is not entered here these PECOS P2P features will not be fully available.
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Fig 12.12 - Supplier contact information
12.2.10.1 Purchase Order Changes and Cancellations

Purchase Order Change Contact: If Change Order permission is assigned in the user profile of a requisitioner or
approver, the details entered here will be the default destination of Change Orders.

Purchase Order Cancellation Contact: If Change Order permission is not assigned in the user profile of a
requisitioner or approver, the details entered here will be the default destination of Cancelled Orders.
The following information must be provided:

Name: Enter the name of the supplier contact to who changed and cancelled orders are to be sent.

Phone: Enter the phone number of the supplier contact to who changed and cancelled orders are to be sent.

Fax: Enter the fax number of the supplier contact to whom cancelled orders are to be sent. The cancel order
transmission method will use this fax number if fax is defined.

eMail: Enter the eMail address of the supplier contact to whom changed or cancelled orders are to be sent. The
cancel order transmission method will use this email address if email is defined. The eMail address domain is
validated – see below.
Note. If both fax and eMail details are entered the user will have a choice of order transmission method.

PO Change Transmission Override: Select ‘Yes’ to allow the requisitioner to override this default setting and enter
a different destination eMail address or fax number for Change Orders.
Change Order Permissions Summary
User permissions to purchase order change is defined by a combination of the user profile role setting and the supplier
profile contacts settings. The table below summarises the purchase order change (i.e. post order transmission)
permissions granted to the user based on the different configuration options.
User Permission
Supplier Permission
NO
NO
No PO Change is allowed (buttons are not displayed)
NO
A Change PO Button is displayed and full PO Changes are allowed.
The change order is editable by the user.
PO change transmission override is not available. Changes are sent using the
supplier’s order transmission method.
YES
A Cancel PO Button is displayed and the order can be cancelled only.
A zero value change order is created which cannot be edited by the user.
PO change transmission override is available if allowed by the supplier
permission setting.
YES
A Change PO Button is displayed and full PO Changes are allowed.
The change order is editable by the user.
PO change transmission override is available if allowed by the supplier
permission setting.
(A Cancel PO Button is also displayed allowing similar functionality)
YES
NO
YES
Resulting User Functionality in PO Status Summary
12.2.10.2 RMA Request
The details entered here will be the destination of Return Number Request eMails for this supplier. Entry of these details
will invoke an RMA Request button on the Return Items page. A requisitioner can request a Return Materials
Authorisation (RMA) number by clicking this button and completing a template. Upon submission PECOS P2P will
transmit an eMail to the user defined here.

Name: Enter the name of the supplier contact to who RMA Requests are to be sent.
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


Phone: Enter the phone number of the supplier contact to who RMA Requests are to be sent.
Fax: Enter the fax number of the supplier contact to whom RMA Requests are to be sent.
eMail: Enter the eMail address of the supplier contact to whom RMA Requests are to be sent. This will be the
address used to transmit the request. The eMail address is validated – see below.
12.2.10.3 Price Quote
The details entered here will be the destination of Price Quote notification messages that are automatically generated
and transmitted during the price quotation process. Entry of these details is mandatory when the ‘Enable Price Quote’
Dynamic Option is set to ‘True’.

Name: The name of the supplier contact to who price quote notifications will be transmitted.

eMail: The eMail address of the supplier contact to whom price quote notifications can be transmitted (as defined by
the transmission method).

Phone: The phone number of the supplier contact.

Fax: The fax number of the supplier contact to who price quote notifications can be transmitted (as defined by the
transmission method).
12.2.10.4 eMail Address Validation
The eMail field of the PO Change, RMA Request and Price Quote contacts are validated to reduce the likelihood of
invalid eMail addresses being entered. The following validations are performed:












There is at least one ampersand (@). (e.g.: jsmith.elcom.com)
The ampersand is neither the first or last character (e.g.: [email protected])
There is at least one dot in the address (e..g.: [email protected])
Two dots do not appear simultaneously (e.g.: [email protected])
There are no spaces in the domain name (e.g.: [email protected] .com)
The domain name does not start or end with a dot (e.g.: [email protected])
The domain length is between 3 and 255.
Characters used in the domain name are valid (e.g.: [email protected]£)
User name does not start with a dot (e.g.: [email protected])
User name does not end with a dot (e.g.: [email protected])
User name is checked for invalid characters which include: (“£€)(@][;:><\`¬) (e.g.: jsmi£[email protected])
Domain is checked for invalid characters which include: !#$%&'*+,/=?^_{|}~“£€)(@][;:><\`¬ (e.g.:
[email protected]#om.com)
If validation fails, the supplier profile will not be saved and an error message is displayed.
12.2.11 Taxation
The Taxation screen allows a default Tax Treatment to be assigned directly to the supplier, to be applied (depending on
other default overrides) on every item added to a requisition for the supplier.
Fig 12.13 - Supplier taxation
Since the purchase from certain suppliers may materially affect the Tax treatment and therefore the accounting of an
order, it is expeditious to allow an override based on the supplier. Assigning a default to the supplier removes the
dependency on users having to select the correct Tax treatment when ordering goods from these exceptional suppliers,
especially when there are occasions when users are not aware of the requirement to change Tax treatment.
A default Tax treatment can also be assigned to commodity codes and the user’s default business rule group to override
the organisational default. The full hierarchy for the Tax default is as follows:
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1.
2.
3.
4.
Commodity Code
Supplier
Default Business Rule Group
Organisation
To assign a default tax code to the supplier:
1 Click the Taxation button to open the supplier Taxation screen.
2
3
Select the Tax Type from the drop down box.
The available Tax Treatments for the selected Tax Type will display in a drop down list box. Select the required
treatment that is to be the default for the supplier.
4 Click the Update button. Upon initial insertion of a VAT Treatment, the system will display a message “Inserted
Successfully”.
5 Click Insert (if inserting a new profile) or Update (if editing an existing profile) for the supplier to finally save the tax
default to the supplier profile.
Only one tax treatment can be applied to each supplier profile but the default can be changed at a later date by simply
selecting an alternate treatment from the drop down box and clicking ‘Update’.
12.2.12 Search Preferences
The Search Preferences screen allows search preferences to be assigned for the supplier and their individual
catalogues. Search Preferences allow a 'preference flag' to be set to determine how items are displayed in search results
to procurement users in order for them to make a more informed procurement decision.
12.2.12.1 Default and Hierarchy
By default, preferences are based on a number ranking from 1 to 10 with the ID's being associated to an icon and
displayed in search results in numerical order (i.e. 1 first, through to 10). The default icons are based on a “Star rating” of
1 to 5 (in increments of half a star) but can be replaced with alternative icons if required. It is also possible to change the
description of the priority labels (see Organisation Settings > Search Preferences). All items assigned to preference
rating will become a 'preferred item' and displayed in order of ranking.
Various options are available for the assignment of search preferences to items, to ensure they are configured as
efficiently as possible. Search preferences can be assigned in three ways: all catalogues (supplier profile); individual
catalogues (supplier profile); and items (catalogue load and item maintenance).
Within Organisation Settings the system administrator is able to determine whether to restrict catalogue search results to
display preferred items only (see Organisation Settings > Search Preferences).
When items are marked as preferred with a priority ID and a priority ID is inherited from one or more source (e.g. one set
in the supplier profile and also provided in a catalogue load), the following table summarises the override hierarchy of the
ID's:
Rank
Assignment
Configuration
1
Item
Being any priority assigned to an item through the catalogue load or
directly in Item Maintenance. The assigned Item priority will override the
Catalogue or Supplier priority.
3
Supplier: Catalogue
Being any priority assigned to a single catalogue in the supplier profile.
The assigned specific catalogue priority will override the Supplier priority
but not an Item priority.
4
Supplier: All
Being any priority assigned to 'All Catalogues' in the supplier profile.
12.2.12.2 Setting a Supplier Preference
Within the supplier profile it is possible to provide a preferred flag for:

All Catalogues - This will ensure that every item in all the supplier's catalogues will be marked as preferred.

Individual Catalogue - This will ensure that all items in that catalogue are marked as preferred.
1
Select a catalogue from the 'Select Catalogue' list box. Catalogues are identified by the catalogue key followed by
the catalogue description. Alternatively select 'All Catalogues' to set a search preference for all items for all
catalogues.
Next, select a Search Priority ID (i.e. 1 to 10). Only one numeric ID can be selected.
Click the 'Insert' button.
Click to Update the supplier profile.
2
3
4
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Fig 12.14 - Supplier search preferences
To delete a saved search preference click the 'Delete' button. A pop up confirmation will display for you to confirm the
deletion. After confirmation, click to Update the supplier profile.
12.2.13 PunchOut
The PunchOut screen allows the administrator to enter PunchOut information for suppliers who are External Marketplace
type suppliers. PECOS P2P supports cXML or SAP OCI. The entry of PunchOut information is controlled by a
dynamic option.
Fig 12.15 - PunchOut information
12.2.13.1 PunchOut Information
All fields in the PunchOut Information section must be populated.

Buyers Identity – Enter the identity which is to be passed to the supplier in the 'PunchOutRequest' to identify your
organisation as the buying organisation. The supplier will usually provide this information.

Shared Secret – Enter the Shared Secret to be passed in the 'PunchOutRequest'. This is a password that must be
provided by the supplier. Note that this field is masked with asterisks upon entry.

Sender’s Identity – Select the identity to be used for the sender of the 'PunchOutRequest' from the drop down
box. The supplier will usually inform you how they wish to recognise the user:
o
Logged in user: The PECOS P2P user id of the user who punches out to the supplier transactional site will
be used.
o
Logged in User eMail: The PECOS P2P eMail address of the user who punches out to the supplier
transactional site will be used.
o
Fixed Value: If a fixed value is to be used. Enter the fixed value in the ‘Fixed Value’ box.
o
Org Unit Parameter: If a Pre-Defined value is to be used, select the value from the Pre-Defined Value drop
down box.

Pre-Defined Value – If the Sender’s Identity (above) ‘Org Unit Parameter’ is selected the value to be used must be
selected here.

Fixed Value – If the Sender’s Identity (above) ‘Fixed Value’ is selected the value to be used must be entered here.

Punch-out URL – Enter the URL for the External Marketplace or supplier transactional website.

Punch-out Style – Select either cXML or OCI. If cXML is selected the following optional selection boxes will be
available:
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o
o
o
o
o
o
o
o
o
o
o
o
Supplier Allows Inspect/Edit – The supplier allows the requisition to be returned to their transactional web
site for editing. The requisition will be returned as a shopping basket by clicking on an item number.
Use Reversed Credentials – The shopping basket being returned back from the supplier will use the
reverse 'PunchOutRequest' credentials for identification. (The Buyer and Supplier id’s will be reversed.)
Returned Items marked as Non-Catalogue items – All items being returned to PECOS P2P will be
marked as ‘Non-Catalogue’ type items. If this is not selected all items will be identified as ‘Catalogue’ type
items.
Allow Modification of item quantities and item deletion in requisition – The editing of item quantities
and deletion of items in the PECOS P2P requisition is allowed. If this is not selected all editing of items must
be performed in the supplier site.
Marketplace – If the PunchOut site is a Marketplace and not a single supplier site this must be selected.
PECOS P2P will enable the requisition for multiple external marketplace suppliers and use the supplier
DUNS number to identify the supplier.
New Window - Select this option for suppliers who do not support framing. When selected, the supplier's
PunchOut site will open in a new browser window, rather than being framed inside the P2P browser window.
Use SNI - SSL supported protocol. Select if used by this supplier.
SSLv2 - SSL supported protocol. Select if used by this supplier.
SSLv3 - SSL supported protocol. Select if used by this supplier.
TLS1.0 - SSL supported protocol. Select if used by this supplier.
TLS1.1 - SSL supported protocol. Select if used by this supplier.
TLS1.2 - SSL supported protocol. Select if used by this supplier.
Note that either ‘Supplier Allows Inspect/Edit’ or ‘Allow Modification of item quantities and item deletion in
requisition’ should be enabled to allow users to edit the requisition.
12.2.13.2 Extrinsic Field Definitions
Extrinsic fields can be created for either OCI or cXML PunchOut styles. The extrinsic field(s) will be placed in the
'PunchOutSetupRequest' XML header.
Fig 12.16 - Extrinsic field definitions section
To create a new extrinsic field and assign a value to the field:
1 Enter a Name for the extrinsic field. Each field must have a unique name.
2 Choose the Type of field. The field type will determine the value passed in the and there are six options:
a.
Fixed Value – Enter a fixed value in the ‘Fixed Value:’ field.
b.
Supplier User Field – This allows one of the supplier’s existing Supplier User Field Definitions to be
selected. Choose from the ‘Pre-Defined Value’ drop down box which will populate when this type is selected.
c.
Org Unit Parameter – This allows the user’s Organisation ID to be passed. Choose from the ‘Pre-Defined
Value’ drop down box which will populate when this type is selected.
d.
Logged In User – To pass the logged in user’s (i.e. the requisitioner) User ID select this type. No further
selection is necessary.
e.
User Country Code – To pass the logged in user’s (i.e. the requisitioner) Country Code ID select this type.
No further selection is necessary.
f.
User Language Code – To pass the logged in user’s (i.e. the requisitioner) Language Code ID select this
type. No further selection is necessary.
3 Pre-Defined Value. Select from the drop down selection box when the extrinsic type ‘Supplier User Field’ or ‘Org
Unit Parameter’ is selected.
4 Fixed Value. Enter a value when the extrinsic type ‘Fixed Value’ is selected.
5 Click the Add button to insert the new extrinsic field. The new field will appear in the table.
Multiple fields of each type can be created as long as the field names are unique.
To Delete an extrinsic field, select the previously defined field from the table and click the Delete button.
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To Edit an existing extrinsic field, select it from the table, undertake the change and click the Update button. The
previous value will be replaced.
Session Cookies
The enabling of session cookies in user’s browsers is a configuration requirement for the successful connection to
supplier’s PunchOut sites.
12.2.14 Organisation Assignment
Click the Organisation button and choose an organisational level for this supplier. If you do not, the supplier will be
saved to your default administration level.
The selection of an organisational level for a supplier profile will dictate the profile used by users when creating
requisitions. This is different to the organisational assignment of other records which is performed for the purposes of
system administration only.
One supplier profile can be assigned to each level of your organisation in order to create multiple profiles for the same
supplier. See the section below to discover how these supplier profiles can be created. When the supplier is opened for
editing purposes, PECOS P2P will inform you of the organisational level this supplier profile is saved to:
Fig 12.17 - Supplier profile organisational assignment message
If you do not see the Organisation button your administration profile does not allow you to over-ride your default
organisation. All profiles will therefore be automatically saved to your default organisation. Please contact your senior
administrator if you require permission to save data to other organisational levels. Click Insert. The supplier profile will be
added to the database.
12.2.15 PEPPOL Identifiers
PEPPOL (Pan-European Public Procurement Online) is a description of a set of business processes and the messages
that are interchanged. These messages have formatted content rules and a technical infrastructure that distributes them.
PECOS has gateways to receive and send electronic transaction messages in XML, which are then mapped to either
cXML or UBL for transmission. Inbound invoices can be sent in either cXML or UBL to be submitted to PECOS’s inbound
gateway.
A full description of the PEPPOL policy and guidelines for use within the PEPPOL network can be found at
http://www.peppol.eu/ressource-library/technical-specifications/infrastructure-resources ("PEPPOL Policy for the use of
Identifiers" refers).
PEPPOL Identifiers for purchase order and invoice messages, are provided for use when integrating with the Elcom
PEPPOL Access Point. When these settings are also defined at organisation level in Organisation Settings, the Supplier
defined settings will override these organisation defaults. The following fields are available:

Identifier Value (mandatory): Enter a string which adheres to the current PEPPOL constrains (e.g. ISO15459).

Scheme (mandatory): Select a Scheme ID from a list box. Note that no organisation may have two identifiers for the
same Scheme and will be validated upon being added. The following non-normative versions of selected Issuing
Agency code values are provided (Scheme Agency Names in brackets):
o DK:CPR (Danish Ministry of the Interior and Health)
o DK:CVR (Danish Commerce and Companies Agency)
o DK:P (Danish Chamber of Commerce)
o DK:SE (Danish Ministry of Taxation, Central Customs and Tax Administration)
o DK:TELEFON (Danish Telephone)
o DUNS (Dun and Bradstreet Ltd)
o FI:ORGNR (Finish National Board of Taxes (Verohallitus))
o GLN (GS1)
o IBAN (Society for Worldwide Interbank Financial Telecommunication - S.W.I.F.T)
o IS:KT (Icelandic National Registry)
o IS:VSKNR (Icelandic VAT Number)
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o
o
o
o
o
o
o
o
o
ISO: (International Standards Agency)
NO:EFO (Norwegian Electrical Association)
NO:NOBB (Norwegian Trade Database)
NO:NODI (Norwegian Data Intechange)
NO:ORGNR (Norwegian Agency for Public Registers: Enhetsregisteret ved Bronnoysundregisterne)
NO:VAT (Norwegian Agency for Public Registers: Enhetsregisteret ved Bronnoysundregisterne)
SE:ORGNR (Swedish National Tax Board)
SE:VAT (Swedish VAT Number)
ZZZ = Unknown issuer agency

Issuing Agency: Enter the Issuing Agency numeric code which adheres to the current PEPPOL constrains (e.g.
ISO6523).

ISO Scheme Number: Enter the PEPPOL identifier scheme for the list of Issuing Agencies (e.g. iso6523-actoridupis).

Use as e-Identifier (mandatory - default is 'No'): only one identifier may be set as the default for XML transmission.
12.3 Creating Multiple Supplier Profiles
PECOS P2P allows for a supplier to have multiple profiles. This provides for scenarios where a supplier may have
different geographic branches or multiple customer accounts for your organisation.
Organisational Assignment
When the supplier is created the profile is saved to an Organisation Level. If a further profile is required with different
supplier details it may be saved to a different Organisation level, thereby creating a second profile. One supplier profile
may be created for each level of your organisation. This organisational assignment is therefore different to the
assignment of other PECOS P2P data records which dictates the organisational access of the record for administration
purposes only. The organisational assignment of a Supplier record therefore also defines the actual supplier profile used
by users within your organisation.
The Supplier profile used by a user’s requisition is dependent upon the organisational assignment of the user and the
supplier. PECOS P2P will find a supplier profile by looking at the user’s organisation membership (in their user profile)
and use the supplier profile that is saved to the same level of the Organisation. In the absence of a supplier profile
existing at the same organisation level as the user, PECOS P2P will look up the organisational hierarchy, to parent
organisations, until one is found. Each supplier profile can be independently edited and maintained and can share the
same catalogue.
Setup Summary
The following fields must remain consistent across supplier profiles for the supplier to be identified as a single supplier
and share the same catalogue:
o Supplier Name
o Supplier Key
o Short Name
o Currency
o Payment Method
Quick Setup
Create the supplier at your top organisational level as detailed above. This supplier profile can then be used to create a
copy profile by opening, editing and selecting a different Organisation assignment before saving. PECOS P2P will
always display the organisation that the supplier profile is assigned to on the Supplier Information page. For example:
“Maintenance to this Supplier Profile will be assigned to Organisation: Professional Services”.
Example
A buying organisation purchases all its computer consumables from a single supplier called PC Supplies Ltd from a
single catalogue. The buying organisation has two divisions that are geographically dispersed in the North and South and
these divisional offices use a sales branch of PC Supplies Ltd that is local to them.
Two supplier profiles are required, one for the Northern branch of PC Supplies Ltd and one for the Southern branch of
PC Supplies Ltd. Each profile must contain a different phone number, fax number, address and supplier customer
number. PECOS P2P users in the North and South must use the appropriate supplier profile to ensure their orders are
received by the correct supplier branch.
Solution
Create a supplier called PC Supplies Ltd containing default profile information. This profile is saved to the top level
organisation.
Open this top level supplier profile, edit the profile using the details of the Northern branch of PC Supplies Ltd and click
on the Organisation button. Choose the Northern organisation division in the organisation explorer window and save this
profile. A copy of the profile now exists that will be used by all users who are assigned to the Northern level of your
organisation.
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Open the top level supplier profile once more, edit the profile using the details of the Southern branch of PC Supplies Ltd
and click on the Organisation button. Choose the Southern organisation division in the organisation explorer window and
save this profile. A copy of the profile now exists that will be used by all users who are assigned to the Southern level of
your organisation.
12.4 Maintaining a Supplier
1
2
3
4
5
6
7
8
9
Click the Suppliers > Profile tab to open the Supplier Profile screen.
Optionally enter a partial value in Name, Key or Short Name fields to refine your search.
If a partial value is not inserted to refine the search, results are limited to 100 records which are randomly selected.
Optionally select an Active Supplier flag of ‘No’ to search for suppliers that have been deactivated.
Click the Search button.
Select the supplier profile to edit from the search results window. Notice that PECOS P2P displays the organisational
assignment of this supplier profile at the top of the Supplier Information page.
Make your changes.
To deactivate a supplier profile, click the Active Supplier: ‘No’ radio button.
To save changes for this supplier profile click the Update button at the top of the supplier profile page.
To create a copy of this supplier, click on the Organisation button and select a different Organisation level
assignment. Notice that PECOS P2P now displays a different organisational assignment of this supplier profile at the
top of the Supplier Information page. Click the Update button at the top of the supplier profile page.
12.4.1
Deactivating a Supplier Profile
Deactivated suppliers are removed from view within the procurement area of the application to prevent user’s from
creating new requisitions. Deactivated suppliers are however available in the Status Search screen for accessing historic
documents and deactivation does not affect requisitions and purchase orders within the approval process. They will
always remain available within the supplier profile screen for reactivation.
12.4.2
Deleting a Supplier Profile
To delete a supplier profile, click the Delete View button. PECOS P2P will display a warning message prior to removing
the profile. Click OK to continue. Deleted profiles are permanently deleted and cannot be recovered.
The supplier profile saved to the top level of your organisation (the original profile) cannot be deleted.
12.5 Secure eMail
Secure eMail allows PECOS P2P to encrypt an eMail before it is sent to the supplier. The Supplier then decrypts the
eMail on receipt, ensuring that the eMail is secure and cannot be intercepted and understood by a third party.
You should make your suppliers aware that a secure eMail option is available and request a digital certificate from them if
they would like to migrate to this method of purchase order transmission. The process flow for the Secure eMail is as
follows:
Fig 12.18 - Secure email process flow
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Each Supplier who will utilise PECOS P2P’s encrypted eMail order delivery facility must provide Elcom with an
encryption certificate, also known as a ‘Digital ID’.
Further information on Cryptography and PKI Basics can be found at:
https://msdn.microsoft.com/en-us/library/windows/desktop/ee663293(v=vs.85).aspx
An Introduction to Certificates can also be found at: https://technet.microsoft.com
These certificates can be obtained from a number of external certifying authorities. Example of security providers include
(but are not limited to): http://www.verisign.com and http://www.thawte.com
Note that this list is not exhaustive and does not represent any endorsement by Elcom. (Elcom does not recommend
using the free personal certificates available from a number of vendors, as they are only valid for 12 months from date of
issue and many are restricted for personal use only.)
Once a digital certificate has been received by Elcom Support, a system option will be set to allow the Secure eMail
Transmission Type to be displayed in the supplier profile. As digital certificates are received by Elcom Support the
individual supplier Transmission Methods will be updated to Secure eMail (.pdf) accordingly.
eMail notification will be sent to the Supplier indicating the change. From this point forward, all eMails sent to the supplier
will be encrypted.
Further information on setting up Secure eMail from a supplier perspective may be found in the ‘Supplier Guide to
Secure eMail’ document which may be obtained from Elcom Support or the Knowledgebase.
12.6 eMarketplaces
The PECOS P2P may be connected to external eMarketplaces or third party catalogue systems, where multiple
suppliers and their catalogue content are hosted.
Consideration must be given to supplier setup in order to accommodate an External Marketplace:

The eMarketplace must be setup correctly as a PunchOut supplier.

All suppliers participating in the eMarketplace, for which an item could potentially be returned to a PECOS P2P
requisition, must be setup correctly in PECOS P2P.
12.6.1
1
2
eMarketplace Supplier Setup
It is recommended that the eMarketplace supplier be configured at the L1 because the attributes should not
change for any organisation within the PECOS P2P instance. Suppliers can be created at each L2 that require
connection to the eMarketplace but consideration must be made to ongoing maintenance.
The supplier must be setup in the same way as a normal PunchOut supplier, with all mandatory details completed. It
should be noted that not all supplier information provided will necessarily be used. Special consideration however
must be made to the following data fields:

The supplier name should be the name of the eMarketplace and will be used by users to identify the site in the
‘External Marketplace’ section of the PECOS P2P search page.

The supplier type must be either: ‘External Marketplace Only’ or ‘External Marketplace with Non Catalogue’:
o
External Marketplace Only: The supplier is a PunchOut supplier only. The supplier will not appear as a
supplier in the item search section of the search screen or in the ‘add non catalogue item’ supplier
search. The supplier is not therefore approved for free text ordering.
o
3
4
5
External Marketplace and Non Catalogue: The supplier is a PunchOut supplier. The supplier will not
appear as a supplier in the item search section of the catalogue search screen but will appear in the
‘add non catalogue item’ supplier search. The supplier is therefore approved for non catalogue and
free text ordering.
The eMarketplace connection information must be provided in the supplier PunchOut sub-screen. Please refer to the
section in this chapter ‘Adding a Supplier > Punch Out’ for additional information.

When the PunchOut style is cXML, the ‘Marketplace’ option must be checked to enable all suppliers in a multisupplier basket to be recognised by their DUNS numbers.

By default, PECOS does not allow a user to edit items from an external marketplace but requires them to punch
back and undertake changes in the eMarketplace application. Careful consideration must therefore be made to
whether or not items are to be edited in the PECOS requisition by selecting the ‘Allow modification to item
quantities and item deletion in requisition’ option.
The supplier catalogue key (which is auto generated for external supplier types) will need to be assigned to a
catalogue collection in the usual way. If a new catalogue collection has been created to host the eMarketplace
supplier it will also be necessary to update Business Rule Groups. Please refer to the relevant sections in this
manual for additional information.
Although not a supplier specific setup issue, it must be noted that if the PunchOut style is OCI, the eMarketplace site
may try to return a cookie in its set up response, that MS Internet Explorer considers a ‘third party’ cookie. It may
therefore be necessary to make the eMarketplace an allowable site in the privacy settings of the user’s browser.
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12.6.2
1
2
Participating Supplier Setup
All suppliers participating in the eMarketplace must also be setup in PECOS P2P in the normal way, with particular
attention being given to the following fields:

The Supplier Type should be ‘Non-Catalogue Only’ in order for the supplier to not appear as a supplier in the
item search section of the catalogue search screen. This will also ensure that the supplier appears in the ‘Add
non catalogue item’ screen.

The supplier must have a DUNS number id which must match the DUNS number id of the supplier in the
eMarketplace. The shopping basket returned by the eMarketplace (i.e. the PunchBack message) must have an
element labelled ‘DUNS’ that contains this id. PECOS P2P will use this id to identify and validate the supplier for
the requisition.
Users must have permission to the eMarketplace suppliers for them to appear successfully in their requisitions. The
supplier must be associated with a catalogue key which will need to be assigned to a catalogue collection, which in
turn must be assigned to the user’s Business Rule Group in the usual way. Please refer to the appropriate section of
this manual for further information. It is recommended that all eMarketplace suppliers be contained in a separate
catalogue collection for ease of administration.
12.6.3
eMarketplace Basket Content
Any item attribute or field that is not represented by a standard PECOS P2P catalogue item field will not appear in the
PECOS P2P requisition. The integration of additional fields or extrinsic values will require development and professional
services support and you should contact your Client Services representative.
It is recommended that all non catalogue and free text items be very carefully created in the eMarketplace shopping
basket if they are to be returned to a PECOS P2P requisition. Any free text line that is not identified to a correctly
configured supplier or is missing a field that is mandatory for the PECOS P2P requisition may result in a data transfer
failure.
Any item that is not identifiable with a PECOS P2P supplier through a DUNS number (or alternatively configured id) will
fail to appear in the PECOS P2P requisition.
Any item that contains a Unit of Measure or Product Classification Code that is not recognised by PECOS P2P (i.e. does
not exist in PECOS P2P) will also cause a data transfer failure.
12.7 Level 2 PunchOut
PECOS P2P fully supports 'Level 2 PunchOut' or 'Item Level PunchOut' for External Marketplace suppliers who are able
to provide a catalogue in support of their PunchOut site. The principal benefit of Item Level PunchOut is that a user is
able to search a PunchOut supplier catalogue alongside all other hosted catalogue content from the Item Search screen.
The buyer is therefore able to see both catalogue and PunchOut items in search results for comparison and informed
purchasing decision making.
Supplier Prerequisites
a) The supplier must have PunchOut capabilities.
b) The supplier must support edit/inspect
c) A catalogue must be provided using the standard template. All items must have the Item Type of 'po' (i.e. Level 2
PunchOut).
Setup Requirements - New Supplier
1 Create supplier profile and set the supplier type as 'Catalogue'.
2 Create a Catalogue Key in the usual way and assign it to Collections in the normal way.
3 Add the supplier catalogue (i.e. Catalogue Key) to an index group. This is an Elcom Support task and only needs to
be done once prior to the first time loading of the PunchOut catalogue.
4 Upload catalogue using the standard PECOS P2P catalogue upload template. All items must be specified with item
type of ‘po’ (column AI in the template) – all of the mandatory fields must be filled out as normal.
5 Index catalogue. This is a standard Elcom support task which runs automatically.
6 Change supplier type in the supplier profile to 'External Marketplace with Non-Catalogue'. Ensure Punch Out
parameters are configured and the 'Supplier Allows Inspect/Edit’ option is selected.
Setup Requirements - Existing Supplier
1 Change the supplier type in the supplier's profile from 'External Marketplace' to 'Catalogue'.
2 Add the supplier catalogue (i.e. Catalogue Key) to an index group. This is an Elcom Support task and only needs to
be done once prior to the first time loading of the PunchOut catalogue.
3 Upload catalogue using the standard PECOS P2P catalogue upload template. All items must be specified with item
type of ‘po’ (column AI in the template) – all of the mandatory fields must be filled out as normal.
4 Index catalogue. This is a standard Elcom support task which runs automatically.
5 Change the supplier type in supplier profile back from 'Catalogue' to 'External Marketplace with Non-Catalogue'.
Ensure Punch Out parameters are configured and the ‘Supplier Allows Inspect/Edit’ option is selected.
Note: Steps 1, 3, 4, 5 must be repeated each time a subsequent catalogue is reloaded for the existing supplier.
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13 Catalogues
13.1 Overview
Catalogues, Catalogue Items and Product Category Codes can be fully maintained in PECOS P2P through the
Catalogues tab.
Fig 13.1 - Menu tabs (catalogues)
Depending on how your administrative permissions are set up (see User Assignments > Administrator Security) some of
the Catalogue menu selections may not be available. The Items and Categories options are the only ones that will show
with full Administrator rights. You have to be granted additional permissions to see all the Catalogue options.
There are five catalogue menu options, summarised below. Use the Catalogue tab to access these catalogue and item
management sub menus:
Items. This option allows for the creation and maintenance of all catalogue items. Items are typically loaded in bulk as
part of a catalogue load and are assigned to a category code (usually UNSPSC).
Categories. Every catalogue item is assigned to a product category code. This option allows you to: create and maintain
product category codes; assign default financial tracking codes; assign default Tax treatments and assign receipt
tolerances. This option is covered in: ‘Product Category Codes’.
Catalogue Collections. This option allows Catalogue Collections to be created and maintained. A catalogue collection is
a group into which supplier catalogues (i.e. catalogue keys) are be placed. Catalogue collections facilitate the
management and assignment of catalogues to users through business rule groups.
Catalogues. This option allows Catalogue Keys to be created, maintained and assigned. A Catalogue template or ‘Key’
must be created before a catalogue is loaded – it is the key against which the load is performed. Each Catalogue ‘Key’ is
assigned uniquely to a supplier and then placed into a Catalogue Collection for assignment to users (via Business Rule
Groups).
Catalogue Content. This option provides access to the PECOS P2P Content Manager, a separate module that allows
administrators to directly manage catalogue loads: validate content; apply version control; run price and content
comparison reports; and publish catalogues to the P2P. Full details of this option can be found in the PECOS P2P
Catalogue Manager User Guide.
13.1.1
Catalogue Format and Transmission
The PECOS P2P catalogue is a simple MS Excel © spreadsheet. The current template is available from Customer Elcom
Support upon request and will be provided with guidance and completion notes.
When completed, the catalogue template must be saved as a .csv file with any header rows removed. Catalogues can be
loaded to PECOS P2P by sending them via eMail or posting direct to the Service Desk. Further information can be found
in the PECOS P2P Catalogue Load manual.
Elcom do not under any circumstances change or manage the catalogue data.
Alternatively content can be managed and loaded directly via the PECOS P2P Catalogue Content module: see PECOS
P2P Catalogue Manager User Guide.
13.1.1.1 Submit to Service Desk
Catalogues should be submitted directly to the Elcom Service Desk by a system administrator with the appropriate
access permissions. Connect to the Service Desk at http://servicedesk.elcom.com and login using your credentials.
Select ‘Catalogues’ > ‘Upload Catalogue’ and then select which system the catalogue is to be loaded (Test or
Production). Please refer to the latest Customer Support and Service Desk Guides for additional information.
13.1.1.2 Submit by eMail
When submitting a catalogue to the Service Desk is not practicable, catalogues can be submitted by eMail. To eMail
catalogues for upload, send to [email protected] The eMail should ideally contain a single catalogue and
must contain the following information:

The catalogue, attached as a .csv file.

The Catalogue Key

The type of load: Upload or Reload

Load Location (PECOS Test or Production URL)
eMail confirmation will be sent by Elcom Support after the successful loading of a catalogue, detailing the number of
items loaded and number of failed items with a brief description of the reason for failure. (Note that a full or detailed
reason for load failures may not always be available.) Any catalogues that do not meet the correct load criteria will be
returned.
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13.1.2
Electronic Catalogue Load Setup
The following steps should be followed in order to load an electronic catalogue provided by a supplier or created inhouse. Each step is covered in detail later in this section.
1 Create a Supplier Profile (see Suppliers).
2 Optionally use Category Maintenance to update or create categories that are to be used in the Catalogue (see
Maintain Categories).
3 Optionally create a Catalogue Collection into which your catalogue is to be placed (A collection may already exist)
and add it to appropriate Business Rule Groups (see Catalogue Collections).
4 Create a Catalogue Key and assign it to the Supplier Profile. Place the Catalogue Key in an appropriate Catalogue
Collection(s) (see Catalogue Key).
5 Submit the Supplier Catalogue to Elcom’s Catalogue Management team (see Catalogue Format and Transmission).
6 Finally, check that the Collection(s) into which the catalogue belongs are correctly assigned to Business Rule
Groups and the Business Rule Groups are correctly assigned to all users who require access to the catalogue.
Graphical Representation of Catalogue Creation
1. CREATE SUPPLIER
PROFILE
2. CREATE
CATALOGUE KEY
1. CREATE SUPPLIER
PROFILE
Cat
2. CREATE
CATALOGUE KEY
1. CREATE SUPPLIER
PROFILE
Cat
2. CREATE
CATALOGUE KEY
Cat
3. CREATE CATALOGUE COLLECTION(s)
4. ASSIGN TO
BUSINESS RULE
GROUP(s)
5. USERS
Fig 13.2 - Catalogue creation and setup
13.1.3
Manual Catalogue Creation Setup
The following steps should be followed in order to manually create a catalogue using Item Maintenance.
1 Create a Supplier Profile.
2 Optionally use Category Maintenance to update or create categories that are to be used in the catalogue items
(see Maintain Categories).
3 Optionally create a Catalogue Collection into which your catalogue is to be placed (A Collection may already exist)
and add it to appropriate Business Rule Groups (see Catalogue Collections).
4 Create a Catalogue Key and assign it to the Supplier Profile. Place the Catalogue Key in an appropriate Catalogue
Collection(s) (see Catalogue Key).
5 Contact Elcom’s Customer Elcom Support and ask for an Index to be created for the Catalogue. Wait for
confirmation that this task has been completed.
6 Add the items manually to your catalogue in Item Maintenance (see Catalogue Items).
7 Finally, check that the Collection(s) into which the catalogue belongs are correctly assigned to Business Rule
Groups and the Business Rule Groups are correctly assigned to all users who require access to the new catalogue.
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13.2 Catalogue Key
The Catalogue Maintenance page is used to add new catalogue keys or to update existing catalogue keys.
Fig 13.3 - Menu tabs (catalogue maintenance)
The catalogue is made up of an identifier consisting of a unique Catalogue Key and Catalogue Description. These are
created here and are used for loading every supplier catalogue. In turn, each Catalogue Key is associated with a single
supplier and inserted into a Catalogue Collection.
To access Catalogue Maintenance, click the Catalogue > Catalogues tab to open the Catalogue Maintenance screen.
Fig 13.4 - Catalogue maintenance
The following logical links are therefore made through the creation of a Catalogue ‘Key’ and assignment to a Collection:
Catalogue Key to Supplier to Catalogue Collection.
Search and Filter
The Existing Catalogues table will display 10 entries, sorted alphabetically by default but can be extended using the
Show entries control in the top left hand corner of the table. Using the list box, choose an override to display 25, 50 or
100 entries. When more than one page is available, pagination controls will display the number of pages of entries and
allow you to scroll or jump between those pages. A Quick filter provides a 'type ahead' text search, which automatically
filters the entries in the table using the string of characters entered.
13.2.1
Auto-generated Catalogue Keys
Catalogue Keys are automatically generated for the following supplier types:

Non-Catalogue Only

External marketplace Only

External Marketplace with Non-Catalogue
These keys are generated when the supplier profile is created and they are placed into a Catalogue Collection which is
defined within the supplier profile.
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The format of these keys is as follows:

Non-Catalogue suppliers: ‘Supplier Key’ + _N

External Marketplace suppliers: ‘Supplier Key’ + _P
13.2.2
1
2
3
4
5
6
Type in a Catalogue Name in the Catalogue Key Name field. The Catalogue Key name will often be a similar
description to the supplier’s name. Each Catalogue Key Name must be unique.
Enter a description of the catalogue in the Catalogue Description field. Often the Catalogue name and Description
will be the same.
From the dropdown list choose the Supplier that is to be associated with this Catalogue Key. Only one supplier can
be associated.
Language and Currency will default from the supplier profile.
Assign the new catalogue to a Catalogue Collection (see Catalogue Collections).
Click Insert. The new catalogue will appear in the Existing Catalogues table.
13.2.3
1
2
3
3
4
5
6
Maintain an Existing Catalogue Key
Click on a catalogue in the Existing Catalogues table.
Make your changes to the Catalogue Key Name or Catalogue Description.
Click Update.
13.2.4
1
2
Add a New Catalogue Key
Assigning a Catalogue Key to a Collection
In the Catalogue Maintenance screen click on an Existing Catalogue.
Scroll through the list of Available Catalogue Collections and click on a collection you would like this catalogue to
be a member of. The Collection will be selected and appear in the Selected Catalogue Collections list.
A catalogue can be a member of multiple Catalogue Collections. Repeat the process of single assignment as
required.
Click on the >> move all arrow to select ALL Collections. All Collections will appear in the list of Selected Catalogue
Collections.
To remove a Catalogue from a Collection simply click on the Collection name in the Selected Catalogue
Collections list and it will automatically move back to the Available Catalogue Collections list.
Click Update.
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13.3 Catalogue Items
It is possible to create and maintain all items in any catalogue that exists in PECOS P2P. The catalogue may have been
manually created or electronically loaded by a supplier.
Fig 13.5 - Menu tabs (catalogue items)
13.3.1
Item Fields
Navigate to the Catalogue > Items tab to open the Item Maintenance screen.
Fig 13.6 - Item maintenance
The following item details are available; each one represents a catalogue field. All mandatory fields are indicated.
13.3.1.1 Item Detail
This is the default view and these item attributes remain in view as you navigate through the Item Maintenance sub
windows.
 Item Number (mandatory): This is the unique supplier product number or stock code. No item will have the same
item number within the same catalogue. The field is alpha/numeric and supports up to 50 characters.
 Item Description (mandatory): This is the item description up to 255 characters in length.
 Catalogue (mandatory): This is the unique Catalogue Key. This field is used as a primary search field and must be
selected prior to searches in order to define the correct catalogue for maintaining.
 Supplier (mandatory): The supplier that the catalogue (key) is assigned to is displayed. Note that this field is not
editable in this screen and will auto populate based on the selected catalogue.
 Receipt Required: The receipt required indicator enables 3-way matching for this item. This receipting flag will
override both approval plan (workflow) and supplier profile financial matching settings.
o Yes: If an item is flagged as requiring receipt, three-way matching will be enabled for all invoices matched
to any order that contains this item.
o No: A matching default is not set at item level.
 Receipt Tolerance %: This field will appear only if Receipt Tolerance is enabled through Dynamic Options for the
control of over receipting. Enter the percentage tolerance for which a quantity of this item can be received over its
ordered quantity. If all items for a catalogue require a receipt tolerance it is best to load them using the catalogue
load.
When Receipt Tolerance is enabled, items cannot be over received unless a tolerance is entered for the Item or for
the Category (see Maintain Categories > Receipt Tolerance). Where a tolerance is entered for both an item and the
category for which it belongs, the item tolerance will take precedence.
Note. By default, over receipting is allowed and restricted only when Receipt Tolerance is enabled.
 Deactivate Item: Check to deactivate this item and remove it from view in any new catalogue searches. Note that
this selection does not delete the item or affect any historic or current requisitions and orders that may already
contain this item.
13.3.1.2 Search
Click the search button to find an existing item to modify.

You must first specify the Catalogue you wish to modify by selecting from the ‘Catalogue’ drop down list box. If a
catalogue is not selected the search will fail and an error message will display. If the catalogue you wish to edit does
not appear in the list box, it is maintained at an organisational level outside of that which you have access
permission.
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
You may optionally enter a full or partial value in the Item Number field to refine the search. Search results will be
limited to 100 items and if not refined, a random 100 indexed items will display with a message to refine the search.
13.3.1.3 Category Information
Click the Category Button to display and edit the category assignment (e.g. UNSPSC Code) and Contract ID.
Fig 13.7 - Item maintenance (category information)


Contract ID (optional). This is a text box (50 characters) to allow a contract reference or additional catalogue id to be
associated to the item. This is a searchable field for catalogue items.
Product Category Code (mandatory)
o To remove the assignment click on the category assigned and click the ‘Remove’ button.
o To change the assignment, use the category explorer window to select the category code: click on the ‘+’
symbols to expand the category hierarchies. When you have drilled into the required level of product
classification code, click on the name of the code and it will populate the category information box.
13.3.1.4 Pricing
Click the Pricing Button to enter or edit price related fields.
Fig 13.8 - Item maintenance (price information)




Currency (mandatory): This is the item’s catalogue currency. The currency is validated upon catalogue load against
all other items and the supplier's default currency. It is not editable in item maintenance since it is not possible to
have mixed currencies in a catalogue. Any current currency code defined in Table A.1 of ISO 4217 standard is
supported.
List price (mandatory): This price is displayed for reference in the ‘Item Detail’ screen.
Discounted price (mandatory): This is the price displayed in the catalogue, and the price paid by you on all
purchase orders
Expiration Date: This is the date up to which the item price is valid. If the date of ordering is past the item expiration
date, users are NOT barred from ordering the item. The item price will be displayed in a coloured box to indicate that
the price is not current.
To enter an end date for an item price, click on the calendar icon next to the date box. An interactive calendar
will open for you to select a date. Click the calendar navigation buttons to move the calendar forwards and backwards
by month and year and click on a day to select the date.
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


Unit of Measure (UOM): This is the unit of one item of purchase selectable from a list box. All common standards for
units of measure are supported in PECOS P2P. If a unit of measure that you wish to use is not displayed in the drop
down box please contact the Elcom Service Desk to have it added.
UOM Quantity (UOMQ): This is the Unit of Measure Quantity (also known as the unit of purchase quantity) to
define the quantity of one unit of measure when the unit of measure is not 'Each' and is able to be quantified. This
field is validated for decimal numbers up to a length of 20 characters
For example, if the UOM is 'Box' or 'Pallet', the UOMQ will define how many single units or quantifiable items are
contained within each box or pallet.
o If one Box of paper contains 4 reams, the UOMQ will be 4;
o If one Pallet of plaster board contains 25 sheets, the UOMQ will be 25.
Unit Price. When an item has a UOMQ this will be used to calculate the Unit Price (i.e. the price per unit of measure
unit) in Item Search Results. This value is calculated as: Item Price (i.e. customer price per unit per the catalogue) /
UOMQ and is displayed using the UOMQ Unit in order to normalise and display comparable pricing when suppliers
package the same or similar items in different sales units.
UOM Quantity Unit (UOMQU): This is the Unit of Measure Quantity Unit (also known as the unit of purchase unit)
to define the unit of one unit of measure quantity when a unit of measure quantity is defined. This field is selectable
from a list box containing valid UOM's and is mandatory if the UOMQ is defined.
For example if the UOM is 'Box' or 'Pallet', and the UOMQ defines how many single units or quantifiable items are
contained within each box or pallet, the UOMQU will define the UOM for each of these units.
o If one Box of paper contains 4 reams, the UOMQ will be 4 and the UOMQU will be 'Ream';
o If one Pallet of plaster board contains 25 sheets, the UOMQ will be 25 and the UOMQU will be 'Sheet'.
Further examples of using the UOMQ:

If we purchase copper pipe and the sales order quantity = 2 and the UOM = 'Box'. If the UOM Unit = 'Meter', and
UOM Qty = 4: each of the 2 boxes contains 4 meters of pipe.

If we purchase gloves and the sales order quantity = 4 and UOM = 'Pack'. If the UOM Unit = 'Each', and UOM
Qty = 12: each of the 4 packs contain 12 pairs of gloves.

If we purchase sand and the sales order quantity = 3 and UOM = 'Bag’. If the UOM Unit = 'KG' and UOM Qty =
25: we get 3 bags weighing 25 KG each.
13.3.1.5 Manufacturer
Click the Manufacturer Button to specify manufacturer information.
Fig 13.9 - Item maintenance (manufacturer information)






Manufacturer Name: This is the company, organisation or person who manufactures this item.
Manufacturer Number: The manufacturer’s part number or stock reference. This will not necessarily be the same as
the item number if this supplier is not also the manufacturer of the item.
Page Number: If the supplier maintains a paper catalogue that is also in circulation they can indicate here the page
number this item appears on.
Minimum Quantity: The minimum quantity that must be added to a requisition, order or change order. The default is
‘null’ (blank) indicating that there is no minimum quantity. The minimum quantity supports decimal places (6) as long
as the decimal places dynamic option is activated.
Maximum Quantity: The maximum quantity that can be added to a requisition, order or change order. The default is
‘null’ (blank) indicating that there is no maximum quantity. The maximum quantity supports decimal places (6) as long
as the decimal places dynamic option is activated.
Item Type (mandatory): Choose one item type from the drop down selection box. The item type is invariably going to
be ‘Catalogue’.
o Catalogue: Most items created should fall into this type. The item is assigned to a catalogue.
o Dynamic Document: This type of item is an HTML document that allows for “mark-up” by a user, and
requires special configuration as detailed in Appendix C.
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o


eForm: Electronic Form. This type of item specifies a static document, such as an editable excel
spreadsheet or text document that is loaded for routing purposes. Also requires special configuration.
o Configuration: This type of item is a special item used for configuring IT products. Used when supplier
Order Configuration is enabled.
o Punch-Out: System assigned item type for punch-out suppliers. This should never be selected.
o Non-catalogue: This item type is system assigned to all non-catalogue items created. This should never
be used when creating or editing items.
o Level 2 PunchOut: This will be the item type assigned to a PunchOut supplier's level 2 catalogue that is
loaded to support catalogue searches. All level 2 PunchOut items appear in catalogue search results, in
order that procurement users are able to compare catalogue and PunchOut items side by side.
GTIN: The GS1 Global Trade Identification Number. This is an additional text field to accommodate a supplementary
part number and although not validated specifically for GTIN, is validated to 14 characters. This field is searchable in
catalogue items.
GHS Hazard Code: The Hazard Warning indicator for this item used to identify if the item is hazardous or dangerous.
The field contains the code of the GHS Hazard Warning (i.e. the unique alphanumeric code for the hazard
pictogram), selectable from a list box. Each codes' corresponding icon is displayed in catalogue search results.
Code
Description
GHS01
Explosive
GHS02
Flammable
GHS03
Oxidizing
GHS04
Compressed Gas
GHS05
Corrosive
GHS06
Toxic
GHS07
Irritant
GHS08
Health Hazard
GHS09
Environmentally
Damaging
Pictogram
There are numerous classification and labelling standards used in different countries. PECOS P2P adheres to the UN
GHS system (The United Nations Globally Harmonized System of Classification and Labelling of Chemicals) which is
the system used by: the EU CLP Regulation (Classification, Labelling and Packaging) No 1272/2008 (which replaces
the provisions of the Dangerous Substances Directive 67/548/EEC (DSD) and the Dangerous Preparations Directive
1999/45/EC (DPD)); and the system used by COSHH (Control of Substances Hazardous to Health) in the UK.
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

UN TDG Hazard Code: The United Nations Hazard Number for the classification of hazardous and dangerous items.
This text field is not validated for specific UN Numbers (i.e. it provides for alternative regulations to be adopted) and is
validated to 20 characters.
The United Nations TDG is for the regulation of Transportation of Dangerous Goods and provides the requirements
for packaging, testing , containers, labelling and consignment instructions. Dangerous goods are more widely defined
as i) Chemical Substances, ii) Mixtures and iii) Manufactured goods. TDG is prescribed by the ‘Recommendations on
the Transport of Dangerous Goods’ and have their own model regulations. These UN Model Regulations use Hazard
Classes and Division and have their own pictograms which are similar but nevertheless different to the GHS. They
are coloured differently and some have the class id on them. Not all dangerous goods have pictograms. All
dangerous goods have a UN Number (UN + 4 digits). Every UN number belongs to a Hazard Class/Division and
there are 9 classes.
The UN Dangerous Goods number is also a requirement for PEPPOL: 10.2.3 catalogue specification refers.
Control Regulation: A field to define whether the item is a Controlled Substance or requires Regulatory Control.
This is a text field validated for 50 characters and provides the flexibility for it to be used across multiple national or
international control classifications and for different commodity types (e.g. substances, assets, implementation
processes, installations etc). Local administrators can enhance this catalogue field through order or line level user
fields (e.g. 'Risk Assessment Required/Undertaken: Y/N') to be completed during the procurement process.
The UK COSHH (Control of Substances Hazardous to Health) legislation requires employers to control substances
and mixtures that are hazardous to health by preventing and reducing exposure to them. Employers must undertake
risk assessment and ensure control measures are in place.
Lead Time (Days): The lead time of an item: an expression of time or duration before which an item is available for
shipment or delivery. The lead time should always be expressed in days. This field accepts a decimal number
validated to 15 digits.
13.3.1.6 Media
Click the Media Button to add or change multimedia links.
Fig 13.10 - Item maintenance (media information)






Media 1: Primary media link that contains the item’s image name. (Images must be loaded with the catalogue.) The
image must also contain the correct file extension. Supported image types include: .PDF, .GIF, .JPG and .BMP.
Media 2: Secondary media field to accommodate additional item attributes.
Media 3: Secondary media field to accommodate additional item attributes.
Link 1: Primary link that contains a URL that provides more information for the item. Populating this field will ensure a
‘specification’ button appears on the item maintenance screen that directs the user to this URL.
Link 2: Secondary text or URL link for additional item information.
Link 3: Secondary text or URL link for additional item information.
13.3.1.7 Additional Information
Click the Additional Information Button to add Additional Tax Information and a Long Description for the item.
Fig 13.11 - Item maintenance (additional information)
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
Additional Taxes and Charges: Enter text information to define any special tax treatment that applies to this item.
The information entered will appear in the Item Detail page.
Long Description: Enter a text (up to 500 characters) long description for the item. The information entered will
appear in the Item Detail page.

13.3.1.8 Catalogue User Fields
Click the Catalogue User Fields Button to add or maintain values for catalogue user fields.
Fig 13.12 - Item maintenance (catalogue user fields)
All Item User Defined Fields created as a Catalogue type will appear in this section for maintenance.
Fields may be created as Mandatory, in which case the field must be populated and will not save unless a value is
entered. These fields are marked with an asterisk.
Values may be populated through the use of a default being assigned to user field. Both defaults and values manually
entered will be overwritten by a catalogue load or reload.
Fields may be of two types:

Text: Any value can be entered as a string.

Drop down list box: select a pre-defined value from the list.
Clear - Click the Clear Button to return to the screen defaults without committing to save.
Update - Click to Update Button to save the items you have just added, edited or deactivated.
13.3.1.9 Search Preferences
Click the Search Preferences Button to set a search priority for the item. Search Preferences allow a 'preference flag'
to be set to determine how items are displayed in search results to procurement users in order for them to make a more
informed procurement decision.
By default, preferences are based on a number ranking from 1 to 10 with the ID's being associated to an icon and
displayed in search results in numerical order (i.e. 1 first, through to 10). The default icons are based on a “Star rating” of
1 to 5 (in increments of half a star) but can be replaced with alternative icons if required. It is also possible to change the
description of the priority labels (see Organisation Settings > Search Preferences). All items assigned to preference
rating will become a 'preferred item' and displayed in order of ranking.
Various options are available for the assignment of search preferences to items, to ensure they are configured as
efficiently as possible. Search preferences can be assigned in three ways: all catalogues (supplier profile); individual
catalogues (supplier profile); and items (catalogue load and item maintenance).
Within Organisation Settings the system administrator is able to determine whether to restrict catalogue search results to
display preferred items only (see Organisation Settings > Search Preferences).
When items are marked as preferred with a priority ID and a priority ID is inherited from one or more source (e.g. one set
in the supplier profile and also provided in a catalogue load), the following table summarises the override hierarchy of the
ID's:
Rank
Assignment
Configuration
1
Item
Being any priority assigned to an item through the catalogue load or
directly in Item Maintenance. The assigned Item priority will override the
Catalogue or Supplier priority.
3
Supplier: Catalogue
Being any priority assigned to a single catalogue in the supplier profile.
The assigned specific catalogue priority will override the Supplier priority
but not an Item priority.
4
Supplier: All
Being any priority assigned to 'All Catalogues' in the supplier profile.
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The Search Preferences screen will display any existing preferences that affect this item. Referring to parent settings will
ensure that any item level preference can be correctly assigned.
Catalogue Level: When displayed, indicates the search preference that is assigned to this specific catalogue. This is
configured in the supplier profile.
Supplier Level: When displayed, indicates the search preference that is assigned for all catalogues for this supplier.
This is configured in the supplier profile.
Item Level: When displayed (i.e. a number is highlighted), indicates the search preference that is already assigned to
the item. This is configured either through the catalogue load or previously in this screen.
Fig 13.13 - Item maintenance (search preferences)
It is possible to set or change the item level priority by simply clicking on a priority ID. Click Update to save the change.
To remove the item level search priority, click the 'Reset Priority' button and click Update to save the change.
13.3.2
Maintain Existing Items
From the Item Information section of the Item Maintenance page, follow these steps to edit an existing item:
1 From the Catalogue dropdown list, choose the catalogue in which the item appears.
2 Enter the Item Number to look for a particular item, or enter a partial number to wildcard the search in that
catalogue. Note that if no partial value is entered, the first 100 indexed items only will be returned for selection.
3 Check the Case-insensitive box if you want the system to ignore upper and lower case in your Item Number for
your search.
4 Click the Search button.
5 Click Select when you see the item you want in the pop up search results window.
6 Edit key Item Information attributes including description and receipting requirements.
7 Click the Category button to edit contract and category information.

To remove the category code assignment (e.g. UNSPSC) click on the category assigned and click the ‘Remove’
button.

To change the category code assignment, use the category explorer window to select the category code: click
on the ‘+’ symbols to expand the category hierarchies. When you have drilled into the required level of product
classification code, click on the name of the code and it will populate the category information box.
8 Click the Pricing button to specify unit of measure details, the list and discount prices.
9 Click the Manufacturer button to edit the min and max order quantity accepted for this item, manufacturer details,
hazardous code indicators, lead time and item type.
10 Click the Search Preference button to specify a search priority.
11 Click the Media button if you want to change links to multimedia including image.
12 Click the Additional Information button to update additional tax information or long description text.
13 Click the Catalogue User Fields button to update any extended catalogue field available for this item.
14 Click Update to save any changes.
13.3.3
Maintain Items by Category
Items can be selected for maintenance in the item search by selecting Category codes. This is useful if you wish to edit
or change category code assignment for all items in a catalogue by reference to its existing category code.
1
2
3
From the Catalogue dropdown list, choose the catalogue.
In the Category Explorer on the left, choose (highlight) a category by clicking on the category description. Work
down hierarchical levels as required by clicking on the + signs.
You can combine category selections by clicking more than one choice in Category Explorer, thus enabling you to
manage items across different categories at the same time. For example, if you select ‘Lighting’ and then ‘Computer
Hardware’, the search looks for items that exist in both categories, not just in either category.
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4
5
6
7
8
The category levels chosen are displayed in the Category Information box at the bottom of the Item Information
screen.
To remove a selected category, click the Remove button to the right of the category information box.
Click Search.
Click Select when you see the item you want. Proceed as Maintain Existing Items.
Click Update.
13.3.4
Add New Items
To add a new catalogue item follow these steps:
1 From the Catalogue dropdown list, choose the catalogue in which to place the item.
2 Type in an Item Number.
3 Type in an Item Description.
4 From the Category Explorer on the left, choose the category level under which you want to place the new item.
This will appear in the table to the right.
5 Proceed as Maintain Existing Items.
6 Click Update.
After entering an item manually, it may not be available immediately (or contain full details) within the item search until
the search index has been rebuilt. The search index is automatically rebuilt on regular schedule.
! Note that any changes to catalogue items undertaken manually through Item Maintenance, may be overwritten
by an electronically loaded catalogue.
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13.4 Catalogue Collections
A catalogue collection is a defined group of catalogues that can contain any number of supplier catalogues. A collection
can also be for just one supplier. It is used to create the searchable indexes used in ordering items.
Fig 13.14 - Menu tabs (catalogue collections)
Catalogue Collections are assigned to users through Business Rule Groups and should therefore be logically created
and represent a defined set of catalogues for which users require access.
Use Catalogue Collection Maintenance to add new catalogue collections or update existing ones.
Fig 13.15 - Catalogue collection maintenance
The number of catalogue collections must be no greater than the number of Business Rule Groups that have been
created. The intent of the Catalogue Collection is to allow individual catalogues to be assigned to specific groups.
1 Select the Catalogue > Catalogue Collections tab.
2 The Catalogue Collection Maintenance page opens with Existing Collections listed in the Existing Collections
window.
Search and Filter
The Existing Collections table will display 10 entries, sorted alphabetically by default but can be extended using the
Show entries control in the top left hand corner of the table. Using the list box, choose an override to display 25, 50 or
100 entries. When more than one page is available, pagination controls will display the number of pages of entries and
allow you to scroll or jump between those pages. A Quick filter provides a 'type ahead' text search, which automatically
filters the entries in the table using the string of characters entered.
13.4.1
1
2
3
4
Add a New Collection
Type a name for the new collection in the Collection Name field at the foot of the Existing Collections Table. The
collection name must be unique.
Type a description for the collection in the Collection Description field.
Optionally select an Organisation assignment for administration access.
Click the Add button at the foot of the Actions column.
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13.4.2
1
2
3
Edit a Collection
Click on the name of the existing collection to be edited in the Existing Collections table. The Collection Name and
Collection Description fields will populate at the foot of the table.
The catalogues that are contained in that collection will also appear in the ‘Catalogues in Collection:’ table at the foot
of the page.
Make changes to the collection name or description. Note that the collection name must be unique.
Click the Update button.
13.4.3
View Catalogues in a Collection
To view all the catalogue keys that are contained in any collection simply click on the Collection Name in the Existing
Collections table to display a listing in the Catalogues in Collection table at the foot of the page.
13.5 Catalogue Indexes
The menu choice of Catalogue Index is not typically seen by organisational administrators but is maintained by your site
administrator. Catalogue indexes enable the item search process. Indexing associates index prefix numbers to catalogue
index names for catalogue loading and maintenance routines. The task of creating Catalogue Indexes is performed by
Customer Support during catalogue loading. If you are creating a new internal catalogue please eMail or call Elcom
Support to arrange for an index to be created. Have your site name, catalogue and catalogue collection details to hand.
13.6 Synonym Files
It is possible for you to create a file of synonyms which will assist the users in their search for items. For example, you
may have a supplier who uses the word ‘flashlight’ throughout their catalogue. However your users and other suppliers
use the word ‘torch’. You can therefore link the words torch and flashlight in your synonym file so that any searches for
“torch” will also return items containing the text “flashlight” and vice versa.
To do this you simply complete an excel spreadsheet containing 2 columns. The first column must contain an identifier
which must be one word long. The column on the right should contain as many synonyms as required with the word OR
separating each of them as below.
Synonyms do not need to be case sensitive.
Identifier
Synonyms
Torch
torch OR flashlight
Tipex
tipex OR tippex OR tip-ex OR tip ex OR correction fluid OR snowpake
Briefcase
briefcase OR attaché OR backpack
cable
cable OR cbl
CDRW
cdrw OR cdw OR cd OR rewrite
13.7 eForms
eForms can be used within PECOS P2P for any purpose you decide. They are searchable and added to a requisition as
an attachment to a catalogue item. eForms can then, if required, be routed for approval and may be transmitted internally
or externally as (attachments to) Purchase Orders.
External / Suppliers: eForms are held as an item on the supplier catalogue. A supplier catalogue can contain a mixture
of ‘catalogue’ and ‘eForm’ items. Examples are details required for a business card to be printed, travel arrangement
details or a request for a quotation.
Internal: eForms are used to replace paper forms traditionally routed manually and can be held in a generic ‘Internal
Form’ catalogue assigned to an internal supplier profile.
Examples are:





Travel Planning – routed for approval to the travel department.
Holiday Requests – routed for approval to department managers and transmitted to personnel for updating
holiday records.
Absence forms – Submitted directly to personnel for record keeping.
Expense claim forms – routed for approval before being transmitted to finance for payment.
IT Purchase Specification – Routed to IT for specification and compatibility review before being returned to the
originator for ordering.
Any document format may be loaded as an eForm. This can be a spreadsheet (e.g. MS excel) a text document (e.g. MS
Word) or any other application document used by your Organisation. It is important to ensure that all users have access
to the appropriate application in order to open and edit eForms.
Setup
In order to have an eForm loaded into your PECOS P2P, simply send it to Elcom Support detailing which supplier profile
and catalogue it needs to be loaded against.
The setup requirement for user access is identical to making a catalogue available. The supplier(s), catalogue
collection(s) and business rule group(s) must be created in the usual way.
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14 Product Category Codes
14.1 Maintain Categories
Click the Catalogue > Categories tab to open the Category Maintenance page. You can use the functions on this page
to add top or lower level categories and assign financial tracking codes (Category Accounting), VAT Treatments and
receipt tolerances to categories.
Fig 14.1 - Menu tabs (categories)
14.1.1
Category Maintenance
The Category Information screen displays by default when you open the Category Maintenance page. Use this page
to create and maintain product category codes.
Fig 14.2 - Category maintenance
14.1.1.1 Create a new top level category
1
2
3
4
Type a new name in the Description field.
Type in a Category Key – this must be unique.
Click Insert.
Click the Info button to refresh the Category Explorer. Your new top level category will appear.
14.1.1.2 Create a new lower hierarchical level category
1
2
3
4
5
6
Click on the category name in Category Explorer under which you wish to add a new code. Work down hierarchical
levels as required by clicking on the + signs.
The existing Category hierarchy will open in the Category Information window, displaying descriptions and keys. Text
boxes will display to enable you to add a new category level.
Enter a Description and Unique Category Key.
Click Insert.
Click the Info button to refresh Category Explorer.
Repeat theses steps as required to enter further new category codes.
Note. The maximum number of hierarchical levels is five.
Top level categories are loaded by Elcom and represent a current release of the UNSPSC code. Although PECOS
P2P will allow you to create new top level categories not covered by UNSPSC codes, you should review your
organisation or eMarketplace best practice policy to ensure that creating a new category is allowed. A Dynamic
Option exists to prevent new category codes from being created.
14.1.2
Financial Tracking (Category Accounting)
Click on the Financial Tracking button to assign default accounting values to categories and their subcategories
(Category Accounting). This allows an Organisation to ‘auto-code’ shopping baskets and requisitions based on the
commodity code(s) of the line item(s) that are added.
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Financial Tracking Code values that are assigned to product category codes will override the user default financial
tracking code on all items when creating requisitions.
Fig 14.3 - Category maintenance (financial tracking)
1
2
On the Category Maintenance page, click Financial Tracking.
When Category Explorer fully opens click on the Category Code Name that you wish to assign Financial Tracking
Codes to.
3 Financial Tracking codes can be assigned to any level within a code hierarchy. If necessary click on the ‘+’ icon to
drill into a Category Code hierarchy to display subordinate levels.
4 The Financial Tracking Assignment by Category screen will open.
5 Choose a Financial Tracking Method in the ‘Limit Segment Key List by Method’ drop down list.
6 Choose the appropriate Segment from the Segment Key drop down box for which you want to assign a default
value.
7 Choose the Account Code Value from the Segment Value drop down box. The Values displayed will be those
associated with the Segment chosen.
8 Choose the Force Type from the dropdown list:

Default – This will default the value onto all requisitions and allow the requisitioner to change it: the user can
override Category accounting.

Force – This will default the value onto all requisitions and NOT allow the requisitioner to change it: the user
cannot override Category accounting.
9 Click Insert.
10 Repeat as required for further Segment Values.
14.1.2.1 User Defaults for Category Accounting
Note that a user must have permission to use the defaults assigned to category codes in order for the defaults to
override the user’s accounting default. Unless a user has permission to use or access account codes through their
Business Rule Group assignment, category accounting defaults (for which they do not have permissions) will NOT
override existing default accounting. Additionally, the user's default method (i.e. the method used for the user's default
account code) will be used to validated and identify any account code default. Only defaults derived from the same
accounting method will be applied as category accounting. Therefore, when setting category accounting, it is important to
review accounting Business Rule Groups to ensure that users have appropriate permissions to accounting values.
14.1.2.2 Assign Default Setting to Subcategories
A Default Account Code does not need to set at all four levels of the product classification code hierarchy. If the same
default code is required for an entire segment, family or class it can be entered once at the appropriate level and copied
down to its subcategories.
To cascade the assignment to subordinate sub-categories click the Apply Financial Tracking to Subcategories button
to open the ‘Copy Accounting to Subcategories’ pop up screen.
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Fig 14.4 - Category maintenance copy category accounting
There may be existing default accounting set within the selected categories’ subordinate levels. It is therefore necessary
to choose one of the following options as appropriate:

Do not overwrite existing subcategory accounting; or

Overwrite existing subcategory accounting.
Click Continue to copy the setting down to subcategories. A ‘Successfully copied category accounting’ confirmation
message will be displayed.
14.1.3
Default VAT Treatment
Click on the VAT Treatment button to assign particular UK VAT types to categories and their subcategories. This allows a
default VAT Type to be assigned to all line items assigned a particular commodity code. VAT Treatment assigned to
category codes will supersede all other VAT defaults (Organisational or Business Rule Group).
To enable you to see VAT types on this screen they must first be set up in the Company > Organisation
Maintenance > VAT Screen.
Fig 14.5 - Category maintenance (VAT treatment)
1
2
3
4
5
On the Category Maintenance page, click VAT Treatment.
When Category Explorer fully opens click on the Category Code that you wish to assign a VAT Code to.
A VAT code can be assigned to any level within a code hierarchy. If necessary click on the ‘+’ icon to drill into a
Category Code to display subordinate levels.
The VAT Treatment Assignment by Category screen will open.
Select the required VAT treatment from the drop down list.

Click Insert.

You will now have the option to Update or Update and apply to subcategories.
14.1.3.1 Assign Treatment Setting to Subcategories
A VAT Treatment does not need to set at all four levels of the product classification code hierarchy. If the same treatment
is required for an entire segment, family or class it can be entered once at the appropriate level and copied down to its
subcategories.
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To cascade the assignment to subordinate sub-categories, after saving a VAT Treatment, click the ‘Update and Apply to
Subcategories’ button. The Copy VAT Treatment To Subcategories screen will open.
Fig 14.6 - Category maintenance copy VAT treatment
There may be existing treatments set within the selected categories’ subordinate levels. It is therefore necessary to
choose one of the following options as appropriate:

Do not overwrite existing subcategory VAT Treatment; or

Overwrite existing subcategory VAT Treatment.
Click Continue to copy the setting down to subcategories. A ‘Successfully Copied VAT Treatment to Children’ message
will be displayed.
14.1.4
Receipt Tolerances
A receipt tolerance is the ability to enter a receipt quantity for an item that is greater than the current order quantity. The
default setting in PECOS P2P is to allow over receipting.
Receipt Tolerances are enabled using the Dynamic Option: ‘Receipt Tolerance’ (see Dynamic Options). When this
option is enabled, over receipts are allowed only within set tolerances. Tolerances can be set for either Product Category
Codes or Items (see Item Maintenance). A Receipt Tolerances button will appear in the Category Maintenance screen
to allow these settings to be made. Note that a Receipt Tolerance Message option in the Company Settings section of
Organisation Maintenance is also enabled.
After enabling the Receipt Tolerances option, over receipting is not allowed, if no tolerances are set at either commodity
or item level.
If the Receipt Tolerance dynamic option is not enabled, over receipting is allowed. In the Receive Items screen, users are
able to enter a receipt quantity that is greater than the original order quantity. The Receipt Tolerance option will not
appear in the Category Maintenance screen.
Fig 14.7 - Category maintenance (receipt tolerance)
1
2
3
4
On the Category Maintenance page, click the Receipt Tolerance button.
When Category Explorer fully opens click on the Category Code that you wish to assign a receipt tolerance to.
Receipt tolerances can be assigned to any level within a code hierarchy. If necessary click on the ‘+’ icon to drill into
a Category Code to display subordinate levels.
The Receipt Tolerance Assignment by Category screen will open.
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5
Enter the required receipt tolerance percentage. Note that decimal percentages are allowed.

Click Insert.

You will now have the option to Update or Update and apply to subcategories.
14.1.4.1 Assign Tolerance Setting to Subcategories
Fig 14.8 - Apply receipt tolerances to subcategories
A receipt tolerance does not need to set at all four levels of the product classification code hierarchy. If the same
percentage tolerance is required for an entire segment, family or class it can be entered once at the appropriate level and
copied down to its subcategories.
To cascade the receipt tolerance assignment to subordinate sub-categories click the Update and Apply to
Subcategories button. The Copy Receipt Tolerance To Subcategories screen will open.
Fig 14.9 – Category maintenance copy receipt tolerances
There may be existing tolerances set within the selected categories’ subordinate levels. It is therefore necessary to
choose one of the following options as appropriate:

Do not overwrite existing subcategory tolerances; or

Overwrite existing subcategory tolerances.
Click Continue to copy the receipt tolerance down to subcategories. A ‘Successfully Copied Receipt Tolerance to
Children’ message will be displayed.
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15 Business Rule Groups
15.1 Overview
There are two types of group to which every user must belong: a Business Rule Group and an Approval Rule Group.
This section covers the creation and maintenance of Business Rule Groups only.
Fig 15.1 - Menu tabs (business rule groups)
Access Permissions
Business Rule Groups control your user’s access permissions to:

Catalogue Collections (i.e. suppliers and supplier catalogues)

Accounting Methods and Values (i.e. financial tracking codes)

Procurement Cards

Default Tax Treatment (e.g. UK VAT)

Blanket Order Maintenance
Any quantity or type of Business Rule Group (BRG) can be created, each defining different access permissions,
according to your organisation’s procurement requirements. A BRG can contain permissions to all or some of the data
areas listed above, although it is recommended that they are created logically and separately according to type:
catalogue access only, accounting access only and PCard access only. In this way the administration and assignment of
BRG’s becomes administratively much easier. You may combine access to any combination of these data areas within a
single BRG if it is logical or practical to do so.
A user may be placed in multiple Business Rule Groups. Membership to more than one group is simply indicative of a
user being granted additional or different access permissions.
Membership Assignment
A BRG may be assigned either to an individual user or to an organisation. If assignment is by organisation, ALL users
within that organisational level will automatically be granted membership to the BRG. Furthermore, any new users
created will become members based on their user profile organisation assignment. Organisational assignment is
therefore a quick and maintenance free way of assigning permissions to large groups (e.g. by department) of users.
15.1.1
The Default Group
Every user who is to create or maintain requisitions must have a default account code combination assigned to them.
Default account code combinations are set within a BRG which grants accounting access permissions. The user
therefore obtains a default account code from their assignment to an appropriate BRG. This group is known as the user’s
‘Default Group’.
Where a default VAT code is placed in a business rule group (for example to override a user’s organisation default
setting) this must also be assigned within the user’s Default Group.
Example 1: Separate Business Rule Groups
In a larger organisation, where there are many departments and users who require (or potentially require) different
combinations of access permissions, it may be decided to create separate or hierarchical BRG’s to enable easy and
more dynamic administration of users.
In such a scenario it is prudent, firstly, to create a number of BRG’s that give access only to catalogues. These can be
called: “Catalogue - x”, where x represents the collection of catalogues selected.
Since each supplier catalogue may be contained in a separate collection, one BRG can be created for each catalogue
and called (for example): “Catalogue – Widget Ltd”, “Catalogue – PC Supplies Ltd” etc. Alternatively a logical group of
catalogues (e.g. all stationery suppliers) can be contained within a single collection, in which case the group could grant
permission to this collection and be labelled: “Catalogues – Stationery”. The number of catalogue collections must be
no greater than the number of Business Rule Groups.
Secondly, a number of BRG’s should be created to give access only to Financial Tracking Codes. These should be
created according to business requirements with each one containing different permissions to different ranges of
accounting values. Each group may contain a logical default account code combination and named appropriately. For
example an accounting access group granting permission to all cost centres and subjective codes used by maintenance
managers and containing the default cost centre value for the maintenance department (374) could be called:
“Accounting – Maintenance Mgr (374)”.
A range of BRG’s granting access only to procurement cards could finally be created and named appropriately. For
example:” PCards - Marketing” could be created to grant access to all cards used by the Marketing department. “PCards
– Today Travel” could be created to grant access to the PCard used for the supplier Today Travel Ltd.
Finally each user can be granted membership to as many Business Rules Groups which satisfy their access
requirements within PECOS P2P. In this way user profiles can be created in a more flexible and manageable
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administrative environment – each user being granted a bespoke procurement profile which allows them to conduct their
procurement activities efficiently.
Example 2: Combined Business Rule Groups
In a small organisation containing limited organisational levels and users, it may be decided that access to financial
tracking codes, catalogues and procurement cards is consistent for all users within each department.
For example, all users within the Information Technology Department require access to four IT catalogues, a range if IT
related cost centres, all subjective codes, and two corporate PCards. As a solution a single BRG can be created,
granting permission to the appropriately created IT Catalogue Collection, the two PCards and the required range of
financial tracking code values – defining the default account code for the IT Department. This single BRG should be
called: “IT Department” and be assigned to the organisation: IT Department. All users within the IT Department will have
the same, standard access level.
15.2 Creating and Editing Business Rule Groups
15.2.1
Create New Business Rule Groups
The first step in creating Business Rules Groups is to create the header against which permissions are to be assigned.
Fig 15.2 - Business rule group
1
2
3
4
5
6
7
Click the Business Rules > Business Rule Groups tab to open the Business Rule Group screen.
Click in the Group Name field and fill in the name of your new group.
Fill in the Group Key (this must be unique) to enter a database identification code.
The Key must be unique across both BRG’s and ARG’s. It is recommended that the letters BRG and ARG are
used as part of the key to ensure uniqueness.
Select an available Parent Group Name (if this is a sub-group of another group). Specifying a Parent Group lets
you create subgroups that inherit all attributes of a parent, making enterprise-wide administration easier.
Type a Group Description in the Group Description text box to describe the new group’s function.
Optionally click on the Organisation button to assign this Business Rule Group to an Organisation level for
administration purposes. When you do this, the Business Rule Group becomes available for use by other
administrators who have access to this Organisation. Administrators who do not have access to the organisation you
select will not be able to view or modify this business rule group
Click Insert to create the BRG header
Type in the Group Name (or partial value) and click Search, you will see the new group in your list of Business Rule
Groups. If you have more than 100 business rule groups it is important when searching, to enter a partial value for the
group name: search results are limited to the first 100 (randomly selected). This group is now available for selection to
assign access permissions.
15.2.2
Catalogue Permissions
Users will be granted permission to view all catalogues contained in the Catalogue Collections assigned here.
1 On the Business Rule Group page, click Search: a partial value may be entered in the Group Name field to refine
your search.
2 In the list of search results click Select against the one you want to edit.
3 Click the Catalogues button to open the Catalogue Permissions screen.
4 The Catalogue Collections which are assigned to this BRG are displayed in the 'Selected Catalogue Collections'
table.
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Fig 15.3 - Business rule group catalogue permission
To Grant Permission to a Catalogue
1 Enter a value (or partial 'begins with' value) in the 'Collection Search' box to search for a collection to add to the
BRG. Note that leaving the search box empty will return all available Collections.
2 Click the 'Search' button to retrieve Collections matching the search criteria. Matching Collections will appear in the
'Available Catalogue Collections' window.
3 Click on a catalogue in the Available Catalogue Collections window to select it. The catalogue will move to the
Selected Catalogue Collections widow.
4 To optionally move ALL available catalogues click on the >> (move all) symbol.
5 Click Update to save the change.
To Remove Permission to a Catalogue
1 Click on a catalogue in the Selected Catalogue Collections window. The catalogue moves to the Available
Catalogue Collections window and is deselected.
2 To optionally remove ALL catalogues click on the << (move all) symbol.
3 Click Update to save the change.
To enable users to see any suppliers which have been set up in the system by users able to create user defined
suppliers, select the catalogue collection that contains “User Defined Suppliers”. It is recommended that this is
a separate collection
15.2.3
Financial Tracking Permissions
In the Financial Tracking Permissions window you can specify the account code values available for each segment of
an accounting method. These control financial tracking based on Business Rule Group membership.
1
2
3
On the Business Rule Group page click Search: a partial value may be entered in the Group Name field to refine
your search.
In the list of search results click Select against the one you want to update or edit.
Click the Financial Tracking button to open the Financial Tracking Permissions screen.
Fig 15.4 - Business rule group financial tracking permissions
To Grant Permissions to Account Codes
1 Specify a Method to add or update for the selected Business Rule Group by choosing one from the dropdown list.
2 After selecting the Method, its associated Segments will display in the Segment drop down list.
3 Choose the Segment for whose Values you wish to grant permissions within this BRG. The Segment Values will
appear in the Available Account Codes window.
4 Click on an account code to assign it and move it to the Selected Account Codes window.
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5
6
To un-assign an account code and remove it from the Selected Account Codes window, simply click on it.
To optionally assign ALL available account code values and move them to the Selected Account Codes window, click
on the >> (move all) symbol.
7 To optionally remove ALL assigned account codes click on the << (move all) symbol
8 Click Update to save your assignments. This button must be clicked after you make a change to each segment or
the change will not be saved.
9 Choose another Segment and repeat the process until all values have been selected for all segments.
To later assign a complete account code combination default, you must add at least one Value for each
Segment. If you don’t, you will not be able to assign a full Default Account Code.
15.2.3.1 Wildcards
You can use a wildcard to specify a range of account code values in the Selected Account Code box. The wildcard is
expressed as a “%” and may be used to represent a full or partial account code string.
Type a value in the wildcard box and click add. To remove a wild card, click on the value in the selected account code
box and click remove. Remember to click update to save your change.
For example if there are four digits in all cost centre segment values, type %%%% to wildcard all digits. PECOS P2P will
automatically include ALL cost centre values. If you wish to include all cost centre values in a range that begins 53, type
53%% to wildcard the range. PECOS P2P will automatically include all account codes that begin 53. The wild card can
be used for any combination of digits within the string of characters.
The advantages of using a wildcard are to save time manually selecting values and to enable efficient administration of
the BRG should values be changed within accounting methods: changes will be automatically made to permissions
where wildcards are used. Note that the wildcard field MUST NOT be used for the direct entry of account code values
into the ‘Selected Account Codes’ list.
15.2.3.2 Default Account Codes
Not all Financial Tracking Business Rule Groups require a default combination setting. Only set a default account code
combination within a group if you are to use this group as a Default Group (see Overview > The Default Group).
1
2
First select and save all your segment value permissions (a default code will not be available unless permission has
been allowed within the group).
Click the Set Default Account Codes button in the Financial Tracking Permissions screen to open the Set Default
Account Codes window.
Fig 15.5 - Set default account codes
3
4
5
In the Set Default Account Codes window choose the Accounting Method for which a default code is to be set.
Choose a Value for each Segment by clicking in the Segment dropdown lists.
Note that only the values for which permissions have been previously selected and saved will appear in each
segment value drop down list.
6 If you see the error message, “No permission to Acct. codes”, you must close the window and grant permission to at
least one account code for the chosen segment. You will not be able to set a default until a code can be selected for
each segment.
7 Click Update in the Set Default Account Codes window when you are finished setting the default codes.
8 Click Close Window in the Set Default Account Codes window.
9 Click Update in the Financial Tracking Permissions window
10 A default account code combination is now available within this BRG for assigning within a user profile.
15.2.4
Procurement Card Permissions
In the Procurement Cards window, you can assign previously created Corporate Procurement Cards to your Business
Rule Group.
Users will be granted permission to use the cards that are assigned as a means of payment for their purchase orders.
You can also set up user profiles to default to the PCard payment method. The PCard can also be used as criteria for
approval within the Approval Plan.
1
2
On the Business Rule Group page, click Search: a partial value may be entered in the Group Name field to refine
your search.
In the list of search results click Select against the one you want to update or edit.
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3
Click the Procurement Cards button. The Procurement Cards window will open displaying details for each card
(alias, transaction limit, type, bank name):
Fig 15.6 - Business rule group procurement cards
4
5
6
7
8
To assign a Procurement Card simply click the card in the 'Available Procurement Cards' window and it will move to
the 'Selected Procurement Cards' window.
To optionally select ALL available cards click on the >> (move all) symbol.
To un-assign a card from the 'Selected Procurement Cards' window, click on the card and it will move back to the
'Available Procurement Cards' window.
To optionally remove ALL assigned cards click on the << (move all) symbol.
Click the Update button to save the changes.
15.2.5
VAT Treatment
In the VAT Treatment window, you can assign VAT Treatments to your Business Rule Group. Only assign a VAT
Treatment to a Business Rule group that is also to be used as a Default Group and therefore has an Account Code
Combination also defined within it. Any default VAT Treatment set within a Business Rule Group that is not also defined
as a user’s default group will not be recognised as a default override for the user. In this way PECOS P2P ensures that a
user is only assigned to a single VAT Treatment default.
Any order raised by a user who has this group set as their default group, will then be assigned this tax type by default.
This will override any defaults set for the organisation as a whole but will not override any defaults which may have been
set up linking the tax type to the commodity code of the chosen item.
1 On the Business Rule Group page, click Search: a partial value may be entered in the Group Name field to refine
your search.
2 In the list of search results click Select against the one you want to update or edit.
3 Click the VAT Treatment button to open the VAT Treatment window.
Fig 15.7 - Business rule group default VAT treatment
4
Select the VAT Treatment you wish to assign to this BRG from the list box. (As a prerequisite, Tax Treatments must
have been created.)
15.2.6
Parent Groups
Specifying a Parent Group allows you to attach two BRG’s together so that a group can inherit all attributes of another.
Groups are not created as parent groups but become classified as a parent when they are attached to a group as a
‘parent group’. The permissions of the parent group are inherited down to the group to which it is attached. Note that the
‘child’ group permissions are NOT inherited upwards into the parent group.
The principal of associating a parent to a BRG is to make making enterprise wide administration easier and is similar in
some ways of creating sub plans in the approval process. If it is decided that all users in an organisation should be
granted permission to certain catalogues or financial tracking codes and these permissions are unlikely to ever change, it
may be advantageous to place these permissions in a group that can be associated as a parent group. In this way
duplication of administration setup tasks can be avoided.
For example:
An organisation utilises two accounting methods: ‘UK Accounting’ to account for all UK based operations and ‘EU
Accounting’ to manage all of its European subsidiaries. All UK based employees will require access to appropriate
accounting values for the ‘UK Accounting’ method, based, in the usual way, on their department and seniority. All
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members of the Finance and Administration division however will additionally require access to the ‘EU Accounting’
method. One option for the configuration of groups therefore could be to create one or more groups to grant access to all
appropriate values for the ‘EU Accounting’ method. When creating BRG’s for accounting access to the ‘UK Accounting’
method for Finance and Administration users, these groups can be assigned as parent groups. This association will
alleviate the need to duplicate the assignment of EU Accounting financial tracking permissions across these BRG’s.
15.2.7
Membership Assignment
After Business Rule Groups have been created and permissions to Catalogues, Financial tracking codes and P-cards
granted, they must be assigned to users.
Until this assignment is performed users will not have access to any of the data granted by the BRG. In the Membership
window of the BRG you can assign the group to both users and organisations. Assigning a group to an organisation will
automatically grant membership to all users who are associated with that organisational level.
Users must be created before user membership can be granted but not necessary before organisational membership is
granted.
15.2.7.1 User Assignment
1
2
3
On the Business Rule Group page, click Search: a partial value may be entered in the Group Name field to refine
your search.
In the list of search results click Select against the one you wish to update.
Click the Membership Users button to open the Users window.
Fig 15.8 - Business rule group user assignment
4
5
Assigned users will display in the 'Group Members' window.
Use the User Search to find users for assignment:

Select the 'User Name' (default) or 'User ID' radio button to define the type of search to be undertaken.

If you want your search to be case-sensitive, check the Case-sensitive search box.

A partial value may be entered to refine the search.
6 To see a list of all available users, leave the user text box empty. The first 100 records will be displayed.
7 A list of users that match your search criteria will appear in the 'Available Users' window.
8 To assign a user, simply click on the user name and it will be moved to the 'Group Members' window.
9 To optionally assign ALL available users, click on the >> (move all) arrows.
10 To un-assign a user from this group simply click the user name in the 'Group members' window. The user will be
moved to the 'Available Users' window.
11 To optionally remove ALL assigned users click on the << (move all) arrows.
12 Click the Update button in the Users window to save changes.
All users who are members of this BRG will now be granted permissions to use the Catalogues, Financial tracking
codes and PCards that have been associated to this group.
15.2.7.2 Organisation Assignment
1
2
3
On the Business Rule Group page, click Search: a partial value may be entered in the Group Name field to refine
your search.
In the list of search results click Select against the one you wish to update.
Click the Membership: Orgs button to open the Organisation Assignment window.
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Fig 15.9 - Business rule group organisation assignment
4
5
6
7
8
Drill down through the Organisation Explorer tree by clicking the + symbols to expand each level.
When you have found the organisation level for assignment, click on its name: the Organisation will be selected and
appear in the Assigned Organisation table at the bottom of the screen.
To include all levels below the organisation you have chosen, ensure the 'Check box if selection should apply to
this organisation and lower', check box is ticked. This is ticked by default. Note that a subordinate organisation
cannot be selected if its parent organisation has already been assigned.
Click the Update button to save changes.
To remove the current organisation assignment, click the Remove icon (X) in the Action column of the Assigned
Organisations table. Click the Update button to save the change.
Search and Filter
The Assigned Organisations table will display 10 entries, sorted alphabetically by default but can be extended using the
Show entries control in the top left hand corner of the table. Using the list box, choose an override to display 25, 50 or
100 entries. When more than one page is available, pagination controls will display the number of pages of entries and
allow you to scroll or jump between those pages. A Quick filter provides a 'type ahead' text search, which automatically
filters the entries in the table using the string of characters entered.
15.2.7.3 Dynamic Rule Group Assignment
The Business Rule Groups to which a user is assigned are dynamic based on the organisation to which they belong. At
the time a user logs in, PECOS P2P will check which Business Rule Groups the user belongs to based on their
organisation and any individual groups to which they have been added. If a user’s organisation has been reassigned,
their rule group assignment will be automatically updated at the next log in. A user’s session access to catalogues,
financial tracking codes and all other things governed by inclusion in a rule group will be based on this dynamic group
assignment.
15.2.8
Non-Catalogue Business Rule Group
A Business Rule Group can be created to grant user permission to access a list of suppliers that have been created for
the purpose of Non-Catalogue item ordering only. Detailed below are the steps that should be followed to create this
type of group. At each step, it may be necessary to refer to the appropriate section of this guide for more detailed setup
instructions. Navigation tips are shown in brackets.
1 Create all suppliers with the Supplier Type of ‘Non-Catalogue’ (see Adding a Supplier).
2 PECOS P2P will automatically create a Catalogue Key. The Key will be in the format: “Supplier Name_N”. There is
no need therefore to manually create a Catalogue.
3 Create a Catalogue Collection (see Catalogues > Catalogue Collections). Use an appropriate naming convention
to clearly identify this Collection as a collection of Non-Catalogue suppliers.
4 Assign the Catalogue Key automatically created to the Collection created in 3 above (see Catalogue Key). Scroll
through the Existing Catalogues listing until you find your supplier Catalogue Key in the format described in 2 above.
Click on the Key and assign it to your Collection which will be found in the Available Catalogue Collections window.
5 Create a Business Rule Group (see Creating and Editing Business Rule Groups). Use an appropriate naming
convention to clearly identify this group as containing your Non-Catalogue supplier Collection.
6 Assign your Non-Catalogue Collection in the Catalogues sub-window of the BRG (see Creating and Editing
Business Rule Groups).
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7
Assign the Business Rule Group to appropriate users in the Membership sub windows of the BRG (see Creating
and Editing Business Rule Groups).
8 All users to whom this non-catalogue BRG has been assigned, will now be able to see the list of non-catalogue
suppliers in the Existing Supplier drop down box in the add non-catalogue item screen of the requisition.
Note. The list of non-catalogue suppliers viewed in the ‘add non catalogue item’ screen will be in addition to the
catalogue suppliers the user has permissions to see.
15.2.9
User Fields
These configurable fields are provided for any additional business rule group information that may be required, for
example, for reporting or workflow purposes. In order for these fields to be fully utilised it is necessary to contact your
Client Services representative to undertake the necessary configuration.
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16 The Approval Process
16.1 Overview
The approval process controls the flow of requisitions and orders through PECOS P2P prior to purchase order
transmission and receipts and change orders post order transmission. It determines when and to whom documents are
routed for approval or review based on defined rules that are applied to all documents after they are submitted by a user.
Invoices received can also be routed for approval as part of the settlement process, prior to being transferred to your
finance system for payment. The approval plan is also referred to as the Workflow and may be considered synonymous
within this section.
The Workflow process is one of the most powerful and versatile features of the PECOS P2P. As an administrator you are
able to define the Approval Roles to be used in your plans, define workflow processes within Approval Plans and
finally assign approval plans to users and determine which users are to fill the approval roles within Approval Rule
Groups.
There are four basic types of document approval routing for which approval plan types are available and the following
sections explain the different processing steps involved in the different document approval scenarios:

Approval of Requisitions

Approval of Purchase Orders (Order Requests)

Approval of Change Orders

Approval of Receipts

Approval of Invoices
16.2 Requisition Approval
Requisition Approval is the process that occurs between the creation and submission of a requisition and the electronic
creation of individual purchase orders derived from the requisition content. It is the approval, if you like, of the shopping
list before orders are created.
Requisition Approval Process
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
l)
User submits a requisition.
PECOS P2P looks at the user’s Approval Rule Group to determine what Approval Plan to follow – A Requisition
Plan only is present.
Requisition follows each task (step) in the plan in the order that it has been created.
Where task criterion is valid an activity is undertaken.
The owner of the activity is sent an action (e.g. requisition to approve or eMail).
Where approval is required the requisition is sent to the owner of the approval activity.
Where approval is owned by a ‘Role’ PECOS P2P will return to the user’s Approval Rule Group to determine what
user(s) is (are) filling the role.
After a valid task has been completed (e.g. approval undertaken) the requisition will proceed through the remaining
tasks: an activity undertaken each time criteria is valid, or skipped if criteria is not valid.
After completing the final task the requisition is turned into Purchase Orders – one for each supplier.
PECOS P2P returns to the user’s Approval Rule Group to see if there is a Purchase Order plan to invoke.
If there is no PO Plan PECOS P2P sources a Supplier Profile based on the user’s organisation assignment.
Purchase Orders are transmitted to suppliers according to their chosen method contained in the profile selected.
16.2.1
Price Quotes
Organisations are increasingly looking for a simple solution for obtaining price quotations from suppliers without having to
implement a full blown eSourcing or RFx solution.
The PECOS P2P Price Quote feature allows a simple price quote to be sent to one or more suppliers as part of the
current requisition approval process. An approver, with permission, is able to create a Price Quote containing catalogue
or non catalogue items selected from a submitted requisition. The quote contains a description, a respond by date,
comments and attachments and can be issued to one or more selectable suppliers. After publication, the requisition is
locked until the respond by date and until responses are received and awarded. Suppliers respond to the published
quote and the requisition is manually updated through the existing approval edit screen in order to reflect the award of
each item. When complete the requisition is unlocked and approved in the normal way.
16.3 Purchase Order Approval
Purchase Order Approval is the process that occurs after requisitions have completed approval (the approval of
requisitions prior to purchase orders in optional) but before orders are transmitted to suppliers. Purchase Orders are
electronically created from the requisition content: one for each supplier.
Purchase Order Approval Process
a)
b)
c)
User submits a requisition.
PECOS P2P looks at the user’s Approval Rule Group to determine what Approval Plan to follow – A Purchase
Order Plan only is present.
PECOS P2P creates Purchase Orders – one for each supplier.
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d)
e)
f)
g)
h)
i)
j)
k)
Every order follows each task (step) in the plan in the order it was created.
Where task criterion is valid an activity is undertaken.
The owner of the activity is sent an action (e.g. order to approve or eMail).
Where approval is required the order is sent to the owner of the approval activity.
Where approval is owned by a ‘Role’ PECOS P2P will return to the user’s Approval Rule Group to determine what
user(s) is (are) filling the role.
After a valid task has been completed (e.g. approval undertaken) the order will proceed through the remaining
tasks: an activity undertaken each time criteria is valid, or skipped if criteria is not valid.
After completing the final task PECOS P2P sources a Supplier Profile based on the user’s organisation assignment.
Purchase Orders are transmitted to suppliers according to their chosen method contained in the profile selected.
16.4 Requisition and Order Approval
Requisition and Purchase Order approval can be combined to enable the creation of powerful and detailed approval
rules for your organisation. Where both types of document require approval, PECOS P2P first routes the requisition for
approval before orders are created. Upon completion of requisition approval purchase orders are created and these are
also routed for approval.
Each document will follow a different approval plan and therefore will follow different approval rules. Utilising both types
of routing ensures that the WHOLE requisition is approved by the appropriate members of staff before it is broken down
into its constituent orders. These CONSTITUENT orders can then be further routed for additional approval where
necessary.
Requisition and Order Approval Process
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
l)
m)
n)
o)
p)
q)
r)
s)
t)
User submits a requisition.
PECOS P2P looks at the user’s Approval Rule Group to determine what Approval Plan to follow – A Requisition
Plan and an Order Plan is present.
PECOS P2P selects the Requisition Plan.
Requisition follows each task (step) in the plan in the order it was created.
Where task criterion is valid an activity is undertaken.
The owner of the activity is sent an action (e.g. requisition to approve or eMail).
Where approval is required the requisition is sent to the owner of the approval activity.
Where approval is owned by a ‘Role’ PECOS P2P will return to the user’s Approval Rule Group to determine what
user(s) is (are) filling the role.
After a valid task has been completed (e.g. approval undertaken) the requisition will proceed through the remaining
tasks: an activity undertaken each time criteria is valid, or skipped if criteria is not valid.
After completing the final task the requisition is turned into Purchase Orders – one for each supplier.
PECOS P2P returns to the user’s Approval Rule Group to see if there is a Purchase Order plan to invoke.
PECOS P2P sends the Purchase Orders to the Order Plan.
Every order follows each task (step) in the plan in the order it was created.
Where task criteria are valid an activity is undertaken.
The owner of the activity is sent an action (e.g. order to approve or eMail).
Where approval is required the order is sent to the owner of the approval activity.
Where approval is owned by a ‘Role’ PECOS P2P will return to the user’s Approval Rule Group to determine what
user(s) is (are) filling the role.
After a valid task has been completed (e.g. approval undertaken) the order will proceed through the remaining
tasks: an activity undertaken each time criteria is valid, or skipped if criteria is not valid.
After completing the final task PECOS P2P sources a Supplier Profile based on the user’s organisation assignment.
Purchase Orders are transmitted to suppliers according to their chosen method contained in the profile selected.
16.5 Change Order Approval
Change order approval is the process that ensures all orders that are changed, after being originally transmitted to the
supplier, are approved. Approval can take place irrespective of the order being re-transmitted to the supplier. Change
order approval plans therefore do not approve original orders but orders that fulfil the criteria of being both CHANGED
after transmission.
Change Order Approval Process
a)
b)
c)
d)
e)
f)
g)
h)
i)
User submits a Change Order.
A change order is created using the original order number but suffixed with a numerical version reference. The
content of the change order is defined by the supplier profile requirements for what is to be transmitted.
PECOS P2P looks at the user’s Approval Rule Group to find a Change Order Plan.
Change Order follows each task (step) in the plan in the order it was created.
Where task criterion is valid an activity is undertaken.
The owner of the activity is sent an action (e.g. order to approve or eMail).
Where approval is required the change order is sent to the owner of the approval activity.
Where approval is owned by a ‘Role’ PECOS P2P will return to the user’s Approval Rule Group to determine what
user(s) is (are) filling the role.
If the approval task allows editing, the owner of the task may optionally undertake changes to the change order.
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j)
k)
After a valid task has been completed (e.g. approval undertaken) the change order will proceed through the
remaining tasks: an activity undertaken each time criteria is valid, or skipped if criteria is not valid.
After completing the final task, the Change Order is either:
a) Transmitted to the supplier according to the method chosen by the user during creation or that determined by a
supplier profile default; or
b) Saved without being transmitted if no transmission requirement was selected for the order.
16.6 Invoice Approval
Invoice approval is achieved through the use of Invoice Settlement Approval Plans which route invoices for approval,
editing or force settlement, after the financial matching program has been run. As with other plan types, different
combinations of document criteria (including invoice status) can be selected to ensure that invoices are appropriately
approved.
Invoice Approval Process
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
User processes an invoice against a PECOS P2P purchase order.
Invoice is Matched (invoice, order and receipt details automatically compared and out of tolerance differences
highlighted) and the invoice status is updated.
PECOS P2P looks at the users Approval Rule Group to find an Invoice Settlement Approval plan.
The invoice follows each task (step) in the plan in the order it was created.
Where task criterion is valid an activity is undertaken.
The owner of the activity is sent an action (e.g. invoice to action or eMail).
Where approval is required the invoice is sent to the owner of the approval activity.
Where approval is owned by a ‘Role’ PECOS P2P will return to the user’s Approval Rule Group to determine what
user(s) is (are) filling the role.
The task owner will either: approve, force settle, edit, return or deactivate the invoice.
After approval has been performed the invoice will proceed through the remaining tasks: an activity undertaken
each a time criterion is valid, or skipped if a criterion is not valid.
After completing the final task the invoice is approved and available for force settlement if necessary, (if it has not
been force settled during the approval process) and processing for payment on the APExport interface.
16.7 Receipt Appproval
Receipt approval is the process whereby the receipt object (GRN) is routed for multi-stage receipting or quantitative or
qualitative review. In addition to workflow routing, receipt and internal delivery note prints are available to complement
and assist secondary or internal delivery processes employed by different organisations.
Listed below are a number of usage scenarios for Receipt Workflow:

Two stage receipting. When goods are received into a central warehouse or depot, it is now possible to have the
onward delivery to the end user confirmed and audited. A Receipt workflow plan can be created with a task,
configured with appropriate eMail text and audit messages, to route any receipt for the attention of the buy-for user
or requisitioner. The task owner is able to confirm receipt, add an appropriate comment and optionally be allowed to
update the receipt details.

Delivery discrepancies for quality. When goods are received, by a third party or central depot, and those goods
are damaged in some way, it is possible to quarantine and flag the delivery for review. A Receipt workflow plan can
be created with a task, configured with appropriate eMail text and audit messages, to route the receipt for the
attention of an appropriate, responsible person. The task owner is therefore prompted to undertake the necessary
quality checks, optionally liaise with the supplier and process a return. The receipt is updated with confirmation that
the quality check is complete and appropriate comments may be appended to the receipt.

Delivery discrepancies for quantity. When goods are received, possibly by a third party or central depot, and
there is a discrepancy between the quantity received and quantity ordered, it is possible to identify the discrepancy
for notification and review. A Receipt workflow plan can be created with a task, configured with appropriate eMail text
and audit messages, to route the receipt for the attention of the requisitioner. The requisitioner is prompted to
undertake the necessary review, optionally liaise with the supplier or process a change order. The receipt is updated
with confirmation that the quantity check is complete and appropriate comments may be appended to the receipt.

Inspection process. When specialist electrical, computer or scientific equipment is received requiring an inspection
or asset tagging process to be undertaken, Receipt workflow plan can be created with a task, configured with
appropriate eMail text and audit messages, to route the receipt for the attention of the appropriately qualified or
certified personnel.

Service performance confirmation. When services are receipted centrally by a commodity or finance manager,
possibly upon receipt of a scheduled or stage confirmation notice, it is possible to request approval of service
performance (e.g. annual alarm maintenance) by the local recipient of that service (e.g. branch or department
managers) prior to receipt of invoice or payment. A Receipt workflow plan (or sub plan) can be created with a task,
configured with appropriate eMail text and audit messages, to route the receipt of a contract order for the attention of
the service recipients (e.g. branch managers). The service recipients are prompted to review the receipt and confirm
service performance. The receipt is either approved or amended with comments as necessary and when the step is
completed by all task owners, finance receives a notification email to confirm payment approval.
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The following sections explain more fully the importance, options and steps involved in creating Roles, Approval Plans
and Approval Rule Groups. The graphic below describes the relationship between each configuration step:
Fig 16.1 - Configuration of the approval process
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17 Approval Roles
Use the Approver Roles page to establish the roles that are going to be used in your Approval Plans. Here, you are
simply creating a label that will own an Approval Task – used to determine to whom a requisition or order should be
routed for approval. Users are assigned to Roles within Approval Rule Groups to determine who owns the role for any
given organisational level or department. Role labels are used across all Approval Plans.
Fig 17.1 - Menu tabs (approval roles)
Advantages of Roles
Roles are not mandatory since an approval task can be owned by a named user in the approval plan rather than owned
by a role. However, embedding a PECOS P2P user id in approval plans is not the ideal way to administer the approval
process:

Users leave organisations frequently and create an administrative burden: plans require updating each time a user
leaves or changes job responsibility. If a document is routed to a user who has been deactivated the plan will fail.

Plans that use Roles rather than users can be used across multiple organisations. If a user is named as an approver
in a plan, that plan can only be used for the department for which that user is the approver.

Multiple users can fill a Role. A document can therefore be sent to more than one user for approval at the same time
and require approval by one or all of those users.
Naming Convention
A role is not displayed in the UI – but is a descriptive label used in configuring your approval process and can therefore
be given any name. It can be a defined managerial level within your organisation (e.g. ‘Department Manager’ or
‘Purchasing Supervisor’) or it can be a generic label (e.g. ‘Approver 1’ or ‘IT Approver’).
17.1 Creating New Roles
To create a new Role:
1
2
Select the Approval Rules > Approver Roles tab to open the Approver Roles screen.
Existing roles will be displayed in the Existing Roles table.
Fig 17.2 - Approver roles
3
Type a name into the Role Name field at the foot of the Existing Roles table.
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4
5
Optionally define an Organisation assignment for this role for administration purposes by clicking the Organisation
button and choosing an organisation from the explorer window. If no organisation is selected the role will be saved to
your administration profile default organisational level for administration access.
Click the Add button to save the new role.
To edit the description of an existing role, click the Edit icon in the Action column. The role name will display for editing.
Click the Update button to save changes.
To delete an obsolete role, click the delete icon (X) in the Action column. Warning! Be very careful when deleting
roles. DO NOT delete a role that is assigned to a plan task or the plan will become locked.
The View Users assigned to a role, click on the role name and all users who are assigned to the selected role will
appear in the 'Existing Role Assignments' table at the foot of the page.
Search and Filter
The Existing Roles and Existing Role Assignments tables will display 10 entries, sorted alphabetically by default but can
be extended using the Show entries control in the top left hand corner of the table. Using the list box, choose an
override to display 25, 50 or 100 entries. When more than one page is available, pagination controls will display the
number of pages of entries and allow you to scroll or jump between those pages. A Quick filter provides a 'type ahead'
text search, which automatically filters the entries in the table using the string of characters entered.
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18 Approval Plans
An Approval Plan is set up to define the path a requisition, order, change order, receipt or invoice takes for approval or
review. Approval plans are synonymously known as ‘Workflows’ since they determine the flow of a buyer’s work through
the P2P.
A plan principally routes documents to users or roles for approval based on configurable criteria but can also be
configured to send eMail notification messages to an internal user or external party, manage budgets, process price
quote processes or trigger an external process.
Fig 18.1 - Menu tabs (approval plans)
Each approval plan is made up of:

Fixed header information: Type (see Plan Types), Name, Description, Master or Sub Plan identifier (see Master
and Sub Plans) and an Organisational Assignment for administration purposes.

Editable Tasks: The configurable content of plan consisting of an activity, an activity owner and the criteria
governing the validity of the activity (see Plan Tasks).
Fig 18.2 - Approval plan header
18.1 Plan Types
There are 5 types of plan. Each one will route specific documents.
1. Requisition Approval Plans: these plans route the whole Requisition through a chain of approval steps when it is
submitted. At the end of the approval steps the requisition is split into individual purchase orders – one for each supplier.
The individual purchase orders are then available for processing (optionally) through a Purchase Order Approval Plan.
PECOS P2P therefore processes Requisitions through a Requisition Plan before it routes orders through an Order Plan.
Requisition Plans allow the Approvers to do four things during the approval process: approve, edit and approve, reject or
edit and reject.
One Requisition Plan may be assigned to each user through an Approval Rule Group.
2. Purchase Order Approval Plans: these plans route individual Purchase Orders through a chain of approval steps.
A Purchase Order Plan will be followed after a Requisition Plan. If a Requisition Plan is not assigned to a user, after
submitting the Requisition PECOS P2P will immediately create the individual Purchase Orders and route them through
the Purchase Order Plan. At the end of the approval steps the Purchase Orders are transmitted electronically to
suppliers.
One Purchase Order Plan may be assigned to each user through an Approval Rule Group.
Examples:
If both a requisition type plan and a purchase order type plan is assigned. PECOS P2P will firstly route the whole
requisition through the requisition plan and upon completion, create purchase orders. The purchase orders will then be
routed through the purchase order plan and upon completion be transmitted to the suppliers.
If only a requisition plan is assigned. PECOS P2P will route the whole requisition through the requisition plan and
upon completion, create purchase orders and transmit them to suppliers.
If only a purchase order plan is assigned. When submitted, the requisition will be split into purchase orders and the
individual orders routed through the purchase order plan. When complete the orders will be transmitted to suppliers.
3. Change Order Approval Plans: these plans are used to route changed purchase orders for approval. The change
order may or may not be re-transmitted to the supplier. These plans are not used to route original documents and are not
mandatory.
One Change Order Plan may be assigned to each user through an Approval Rule Group.
4. Receipt Approval Plan: these plans are used to route the receipt object for multi-stage receipting and quantitative
or qualitative review. Receipt workflow improves the receipting process by providing a means to resolve delivery
discrepancies (prior to the invoice and matching process) and better manage simple two stage receipting.
One Receipt Plan may be assigned to each user through an Approval Rule Group.
5. Invoice Settlement Approval Plans: these plans are used to route all system processed invoices whether
processed against a PECOS P2P purchase order or entered as a Manual Invoice. Invoices will follow settlement
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approval only after financial matching has been run. Rules can be written to route only those invoices that require
approval – for example based on certain matching statuses.
One Invoice Settlement Plan may be assigned to each user through an Approval Rule Group. Assignment is NOT
mandatory and if no plan is assigned, invoice approval will not be performed.
18.2 Plan Tasks
18.2.1
Task Content
Each task in a plan has:
1) Activity, which determines what action must be undertaken:
 Request Approval: Send the document out to the task owner for approval.
 Request Receipt: Used in Receipt Plans to send a receipt object to the task owner for action or update.
 Request Qualitative Action: Used in Receipt Plans to send a receipt object to the task owner for review.
 Request One Step Approval: Send the document out to the task owner for approval and allow approval to be
undertaken directly from the approval eMail message.
 Require Receipt: Invoke the 3-way match for this order and send an eMail to the task owner.
 Notify User: Send an eMail to the task owner.
 Notify External Party: Send an eMail to an external party.
 Initiate External Process: Initiate a process on an external server (e.g. budget review).
 Execute a Sub Plan: Call and follow a sub plan of the same plan type.
2) Owner, to designate the person responsible for the activity. The task owner receives an eMail notification message to
inform them of their required action and can be defined in one of two ways:
 Role: Choose a previously defined role to own the activity.
 User: Choose a single PECOS P2P user id to own the activity.
3) Criteria, to determine what conditions have to be met for the activity to be performed by the owner. Each criterion is
made up of a combination of:
 Field: Select a PECOS P2P requisition or order field.
 Operator: Variable operands are selectable to link each field to a value. (e.g. <,>,=,contains)
 Value: A selectable or text entry field to define what value is to be validated using the selected operator for the
selected PECOS P2P field.
Please refer to the ‘Workflow Criteria Guide’ for a detailed explanation of all the criteria used in Approval Plans
Multiple criteria can be grouped together using ‘AND’ and ‘OR’ logic. If all criteria are not met for a task the activity will be
bypassed.
Example1:
Field
Operator
Value
Doc: Total Amount
>
500
For the activity to be valid and approval undertaken, the document total amount must be greater than £500. If it is not,
approval is deemed unnecessary.
Example 2:
Field
Operator
Value
Order: Supplier Name
Contains
Computer Supplies Ltd
For the activity to be valid and approval undertaken, the document must contain items purchased from the supplier called
Computer Supplies Ltd. If it does not, approval is deemed unnecessary.
Example 3:
Field
Operator
Value
Logic
Doc: Total Amount
>
500
AND
Order: Supplier Name
Contains
Computer Supplies Ltd
For the activity to be valid and approval undertaken, the document must contain items purchased from the supplier called
Computer Supplies Ltd AND be greater than £500 in total. If one or both criteria do not apply, approval is deemed
unnecessary.
18.2.2
Serial and Parallel Tasks
Serial Task: Each task is followed in order one after the other. Each task is a child of a parent task and will not be
undertaken until its parent has been completed.
Parallel Task: Tasks are followed together. A set of tasks are children of a parent task and will be undertaken at the
same time as each other when the parent task has been completed. All parallel tasks must be completed before a
document moves forward to the next child (serial or parallel) task.
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Rejected Requisitions or Purchase Orders (i.e. not approved by task owners) are returned to the requisitioner with an
eMail explaining why it was rejected (see Organisation Maintenance > Notification Messages). The requisitioner can
modify, resubmit or cancel.
18.3 Master and Sub Plans
Each plan that is created can be either a Master Plan or a Sub Plan. It is the Master Plan that all requisition or order
documents follow since only Master Plans are assigned to an Approval Rule Group. A user must therefore be assigned to
at least one Master Plan.
One or more Sub Plans can be attached to a Master Plan, being ‘called’ by it during the approval routing process. Sub
plans can also call other sub plans, but a sub plan cannot call itself.
18.3.1
Using Sub Plans
Master and Sub Plans bring Administrators significant benefits when managing the Approval Plan set:

Ability to centralise plan maintenance by allowing central administrators to maintain plans and then roll them out to
subordinate organisations as and when required.

Ability to decentralise plan maintenance by allowing central administrators to maintain Master Plans and then permit
subordinate organisations edit ability on sub plans.

Ability to reduce administrative overhead associated with duplicated tasks / task groups by creating a sub plan
containing those duplicated tasks / task groups and then utilising that sub plan when required.

Report on the usage of sub plans to provide administrators with an overview on where sub plans are being used and
therefore assess the impact should a sub plan be altered.
A sub plan is called by a master plan or another sub plan and is very useful for sets of steps that are duplicated in many
different plans or branches within plans. Modularising approval plans into sub plans makes the approval plan set-up
process more efficient. When a sub plan is called from a master plan, it is executed until complete; once the sub plan is
complete, the system returns to the master plan and continues with the next task. If, however, the sub plan results in the
Requisition or Order Request being cancelled, the master plan will not continue.
Fig 18.3 - Approval Plan illustrating execute subplan action and subplan selection
Upon initial plan creation, you must specify if the plan is a master or sub plan. To have a master plan call a sub plan, use
the Execute Subplan Action and then specify the appropriate sub plan.

Requisition Sub Plans can only be executed by (i.e. used by) Requisition Master or Requisition Sub Plans. They
cannot be executed by order type plans.

Purchase Order and Change Order Sub Plans can only be executed by (i.e. used by) either a Purchase Order
Master Plan, a Change Order Master Plan, a Purchase Order Sub Plan or a Change Order Sub Plan.
To ensure you have selected the correct sub plan, click on the Details button next to the Sub plan list to view the details
of the Sub plan’s tasks.
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18.4 Creating Approval Plans
Previous sections have covered Plan Types and Plan Tasks and should be read and understood before creating a new
Approval Plan. This section covers the steps involved in creating a New Approval Plan.
18.4.1
1
Create a New Plan
Select the Approval Rules > Approval Plans tab to open the Approval Plan screen.
Fig 18.4 - Create new approval plan
2
3
4
5
6
7
8
9
At the Plan Type dropdown list click one option (see Plan Types):

Requisition Approval: The plan will route requisition documents only for approval.

Purchase Order Approval: The plan will route Purchase Order documents only for approval.

Change Order Approval: The plan will route Change Order documents only.

Receipt Approval: The plan will route Receipt records only.

Invoice Settlement Approval: The plan will route Invoice documents only.
Click New. ‘New Plan’ will appear by default in the description and name fields.
Enter a Plan Name (max 48 characters). This should be the short name for your plan and will appear at the top of
your task list. The plan name is viewed when you search for a plan.
Enter a Plan Description (max 256 characters – default is ‘New Plan description’). This is the long name of your
plan and can contain greater detail. The plan description is viewed when you search for a plan.
Select either the Master or Subplan plan radio button (default is Master Plan).
Click the Organisation button and using the organisation explorer tree, designate the organisation to which this plan
will be assigned for administration purposes. Click the update button after selection.
Note that this organisation selection is optional: if none is selected the plan will be saved to your default
administration organisation.
Click Update. A confirmation screen will display: click OK to establish your new Approval Plan.
You are now ready to build the tasks for the new plan. Click Insert Child to add your first task: ‘New Task’ will
appear in the task tree and task name field. Follow the steps for Activity, Owner and Criteria below.
18.4.2
Add a Task
A number of buttons are available to add and manage tasks (i.e. steps) in the Approval Plan. There is no limit to the
number of steps that can be added to a plan.
Fig 18.5 - Approval plan task buttons
18.4.2.1 Serial and Parallel tasks
Firstly, tasks can be added in one of two ways:

Serial Tasks: Tasks are created in serial to be performed one after the other. A document must complete the
action required by one serial task before it moves onto the next task in the plan.

Parallel Tasks: Tasks are created in parallel to be performed at the same time as each other. A document must
complete the actions required by all parallel tasks before it moves on to the next task in the plan.
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18.4.2.2 Insert Child
‘Insert Child’ inserts a parallel task immediately below the task that is selected in the task tree, to be performed after
the task selected. Existing children will not be inherited. The first task added to a new plan will always be a child task.
If a child task already exists below the task for which a new child task is added, the new task will be a parallel task
undertaken at the same time as the existing child task.
If no child task exists below the task for which a new child task is added, the new task will be a serial task undertaken
after the existing child task is completed. This will occur only when a child is inserted to the final (bottom) existing task.
Fig 18.6 - Task tree showing insert child tasks
18.4.2.3 Insert Parent
‘Insert Parent’ inserts a serial task immediately above the task that is selected in the task tree, to be performed before
the task selected.
Note that a parent task cannot be added as the first task to a new plan.
Fig 18.7 - Task tree showing insert parent tasks
18.4.2.4 Insert Child Inherit Children
‘Insert Child-Inherit Children’ inserts a serial task immediately below the task that is selected in the task tree, to be
performed after the task selected. All existing child tasks are inherited by the new task.
Fig 18.8 - Task tree showing insert child-inherit children tasks
18.4.2.5 Delete
‘Delete’ will delete the selected task. Note that any child tasks will not be deleted. PECOS P2P will display a warning
message: click ‘OK’ to confirm deletion and ‘Cancel’ to return to the plan without deleting the task.
18.4.2.6 Expand All
When tasks are hidden, a plus ‘+’ symbol will appear next to the parent task that contains child tasks. To expand the
parent task to display hidden children, click on the ‘+’ symbol. To expand all hidden tasks in the task tree click the
‘Expand All’ button.
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18.4.3
Activity
The first sub screen to be completed when creating a new task is the Activity. This is the activity to be undertaken by
any document that agrees to the task Criteria that is defined in the same step.
Fig 18.9 - Approval plan activity
18.4.3.1 Task Name
Task Name is mandatory and can be a maximum of 48 characters. Enter a name for the task to indicate what this task
does or when the task will be invoked. For example: “Manager Approval over £100”, or “IT Notification”. Each task name
must be unique within each plan.
18.4.3.2 Action
Action is mandatory and must be selected from the drop down selection box. The available actions will vary slightly
depending on the plan type.

Request Approval: Send the document out to the task owner for approval.

Request Receipt: Used in Receipt Plans to send a receipt object to the task owner for action or update.

Request Qualitative Action: Used in Receipt Plans to send a receipt object to the task owner for review.

Request One Step Approval: (Not available for invoice settlement plan types.) Send a requisition, order or change
order out to the task owner for approval. Allow the approver to optionally approve or reject directly from the email
message.

Require Receipt: (Not available for invoice settlement plan types.) Invoke the 3-way match for this order and send
an eMail to the task owner.

Notify User: Send an eMail to the task owner.

Notify External Party: Send an eMail to an external party and optionally copy it to an additional user.

Initiate External Process: Initiate a process on an external server (e.g. budget review or real time price check).

Execute a Sub Plan: Call and follow a sub plan of the same plan type.
18.4.3.3 eMail Message
Configuring an eMail Message for each step is mandatory. Click on the hyperlink to configure the eMail notification
message to be sent to the owner of this activity. A sub window will open to configure the eMail. Messages are not
required when the Activity Actions are either Initiate External Process or Execute Subplan.
a)
When the following Activity Actions are selected a simple eMail must be configured: Request Approval; Notify
User; Require Receipt and Request One Step Approval.
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Fig 18.10 - Request approval eMail message
Complete the following mandatory fields:

eMail Subject Text: This is the eMail subject.

eMail Body Text: Text to appear in the main body of the eMail, describing what activity is to be undertaken and why.
Keywords can be added to either the subject or body text.
Click ‘OK’ to save the text or ‘Cancel’ to close the window without saving changes.
b)
When the Activity Action is ‘Notify External Party’ an alternate eMail format is available. This eMail will not be sent
to the task owner (which is still a required setting and should be set to ‘requisitioner’) but to the destination address
defined.
Fig 18.11 - Notify external party eMail message
i) For Requisition, Purchase Order and Change Order approval plan types the following must be completed:


External eMail – eMail Address (mandatory): The eMail address of the external party to whom this message
is to be sent.
External eMail – Recipient Name (mandatory): The name of the person to whom the eMail is to be sent.
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



eMail cc: Optionally, a courtesy copy of the message and attachments can be sent to another party by selecting
one of following radio buttons.
o None (default) – No copy will be sent
o Task Owner – A copy of the message will be sent to the user who is specified as the owner of the approval
task, either by name or role association. There may be multiple users filling the associated role.
o Other – Enter an alternative email address and user name into the appropriate fields. Both fields are
mandatory if this option is selected.
o eMail Address – The eMail address of the party to whom a copy is to be sent. Note that this field is also
validated in the same way as the External eMail Address (see above).
o Recipient Name – The name of the person to whom a copy is to be sent.
Include Attachments: Check the box if you want the original attachments to be sent with the external party
notification. A requisition summary is also sent for requisition plans and a copy of the purchase order is sent with
purchase order and change order plans. Header and line level external attachments are sent with all plan types.
Subject Text (mandatory): This is the eMail subject.
Body Text (mandatory): Enter the body of the eMail message.
ii) For Invoice Settlement approval plan types the following must be completed:


External eMail – Supplier: the system will send an email to the supplier’ eMail address (as defined in the
supplier profile). No eMail address detail is required.
External eMail – Other: enter the eMail Address of the external party to whom this message is to be sent and
the Recipient Name of the person to whom the eMail is to be sent. These fields are mandatory if this option is
selected.
Fig 18.12 - External email options for invoice settlement plans

eMail cc: Optionally, a courtesy copy of the message and attachments can be sent to another party by selecting
one of following radio buttons.
o None (default) – No copy will be sent
o Task Owner – A copy of the message will be sent to the user who is specified as the owner of the approval
task, either by name or role association. There may be multiple users filling the associated role.
o Other – Enter an alternative email address and user name into the appropriate fields. Both fields are
mandatory if this option is selected.
o eMail Address – The eMail address of the party to whom a copy is to be sent. Note that this field is also
validated in the same way as the External eMail Address.
o Recipient Name – The name of the person to whom a copy is to be sent.

Include Attachments: A PDF version of the invoice will be rendered and automatically attached to the eMail if
this is selected. If there are any other associated invoice attachments (e.g. thorough the Elcom eInvoicing
module) these will also be attached.

Subject Text (mandatory): This is the eMail subject.

Body Text (mandatory): Enter the body of the eMail message.
eMail Address Validation
The eMail Address field is validated to reduce the likelihood of an invalid eMail addresses being entered. The following
validations are undertaken:












There is at least one ampersand (@). (eg: jsmith.elcom.com)
The ampersand is neither the first or last character (eg: [email protected])
There is at least one dot in the address (eg: [email protected])
Two dots do not appear simultaneously (eg: [email protected])
There are no spaces in the domain name (eg: [email protected] .com)
The domain name does not start or end with a dot (eg: [email protected])
Characters used in the domain name are valid (eg: [email protected]£)
The domain length is between 3 and 255.
User name does not start with a dot (eg: [email protected])
User name does not end with a dot (eg: [email protected])
User name is checked for invalid characters which include: (“£€)(@][;:><\`¬) (eg: jsmi£[email protected])
Domain is checked for invalid characters which include: !#$%&'*+,/=?^_{|}~“£€)(@][;:><\`¬ (eg:
[email protected]#om.com)
If validation fails an error message will be displayed.
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Keyword Search
Keywords are database identifiers that can be embedded into the text of eMail notification messages. Keywords
therefore allow you to make eMails more meaningful for the recipients by adding, for example, document id’s or user
names. These keywords are replaced with the matching variable database values when the notification is generated. For
example, if a requisition number, Requisitioner’s name and requisition value is required, a message could read:
“Requisition number %@ExternalRequisitionID% from %@BuyerName% for
GBP%@DefaultCurrencyTotalOrder Amount% has been sent to you for approval.”
To access the current list of keywords available click on the Keyword Search button in the eMail message sub window.
Suppress Require Receipt eMail
It is possible to suppress the eMails for the Require Receipt approval activity. A check box appears in the approval plan
Activity screen for Purchase Order Approval and Requisition Approval plan types to appear when the Activity Action
'Require Receipt' is selected.
The check box, called "Suppress eMail message", is placed adjacent to the "Edit eMail message" link and has a default
of unchecked (i.e. the eMails will not be suppressed). When the box is checked, PECOS P2P will suppress the
transmission of the eMail notification message to the task owner.
Note that the 3-way match and audit messages will NOT be affected in any way if the eMail is suppressed.
18.4.3.4 Audit Trail Message
An audit trail follows orders from requisition creation to financial settlement, tracking who performs each task and when.
For every task you must enter mandatory Start and Completion text.
Fig 18.13 - Approval plan audit trail message


Start: Will appear stamped in the audit trail when the task is invoked. For example when a document is sent out for
approval.
Completion: Will appear in the audit trail when the task has been completed. For example when a document has
been approved.
18.4.3.5 Deactivate Task
Click the Deactivate Task check box only if you want to deactivate an existing task and have PECOS P2P skip over it for
all future document routing. A deactivated task can later be reactivated by removing the tick in the check box.
18.4.3.6 Escalation
Setting an escalation for a task is optional. An escalation will create an expired task if the activity has not been
completed within a fixed period. The document is moved forwards in the approval plan without the task owner completing
their action, and an eMail sent to the requisitioner informing them of the escalation (see Organisation Maintenance >
Notification Messages). For example, important approval steps may be escalated to a subordinate or deputy approver.
If you want this task to be escalated after a fixed time period, enter the following details:

Timeframe: Choose a timeframe from the drop down selection box.

Days / Hours: Uses the Organisation calendar to calculate working time. Non working time will be ignored in
the escalation calculation.
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

Minutes / Seconds: Does not use the Organisation Calendar to calculate working time. Real time is used to
calculate when the task is escalated.
Units: Specify the timeframe units to determine when this escalation should be triggered.
An escalation task must immediately follow any task that is escalated to define the new action and owner of the
escalation activity.
18.4.4
Owner
After completion of the Task Activity sub window, click on the Owner button to open the task’s Owner sub window.
Here you must enter the details of the user who is to be responsible for undertaking the activity, how any role is to be
resolved and the approvers editing permissions.
Owner button hidden
Note that a Task Owner is not defined when the following Activities are selected:

Initiate External Process

Execute Sub Plan
Fig 18.14 - Task owner
18.4.4.1 Owner Type
Choose who is to own / take responsibility for the activity. In the drop down selection box choose one of two owner types:
selection is mandatory.
a) User. The activity is to be assigned to a named PECOS P2P user.
A User Search sub window will open for you to search for a user profile. Enter a partial value in the text box before
clicking the search button to wildcard and refine your search. When the user list appears, click on the Select button for
the user you want to be the owner of this task. The user will appear in the box (now labelled ‘User’) to the right of the
owner type selection box.
b) Role. The activity is to be assigned to an approval Role.
After selection, the box to the right of the Owner Type will be labelled ‘Role’. Choose a role from the selection box.
In addition to those Roles created (see Approval Roles), the list may include four system defined approver roles that are
fixed and can be selected as required:





Requisitioner: The owner of the task is defined as the Requisitioner – the user who creates the requisition
document or order request document.
Buy-for user: The owner of the task is defined as the Buy-for user defined in the requisition or order request. (The
requisition default assigns the Requisitioner as the Buy-for user until a selection is made.)
Invoicer: The owner of the task is defined as the user who creates the invoice document.
Receiver: The owner of the task is defined as the user who creates the receipt record.
Budget Line Owner: This role will only be available if Budget Checking is activated. The owner of the task is the
designated owner of the budget line, as defined in the budget.
18.4.4.2 Role Approval Requirement
These radio buttons are available when the owner type of Role is selected and a role other than Requisitioner or Buy-for
user is selected. This will define how may of the users who are assigned to the role in Approval Rule Groups, are
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required to perform the activity before it is considered completed. This requirement is usually linked to the activity
‘Request Approval’.

Required by one: Only one of the users assigned to the role need to perform the task action for it to be considered
completed. The document will move forward onto the next task after one approver completes an approval action. If
there is more than one role owner, documents are removed from all approver’s inboxes after the first role owner has
performed the approval activity.

Required by all: All users assigned to the role need to perform the task action for it to be considered completed.
The document will move forwards in the approval plan onto the next task only after all the approvers complete their
approval action.
18.4.4.3 Resolve Role by
This is mandatory if the approval is owned by a Role. The role resolution defines which Approval Rule Group is used to
define who the owner of the role is.

Buy-for User’s Approval Rule Group: PECOS P2P uses the Approval Rule Group of the buy for user (i.e. the
person for whom a requisition is raised for) to determine approval rules. All documents are routed using the buy for
user’s approval plan assignment and role owners. In this way you are able to ensure that approval is undertaken by
the appropriate approvers.

Requisitioner’s Approval Rule Group: PECOS P2P uses the Approval Rule Group of the Requisitioner (i.e. the
person who creates a requisition) to determine approval rules. All documents are routed using the Requisitioner’s
approval plan assignment and role owners.

Segment Value: If you wish to route approval based on an account code and have created account code based
Approval Rule Groups, select Segment Value. Choose an accounting method Segment from the dropdown list (all
will be available). This will determine the Approval Rule Group used for approval: PECOS P2P will source the ARG
by matching the Segment value used in the document being routed for approval with that contained in an ARG. The
segment value used is most often a cost centre, to ensure approval is undertaken by cost centre or budget code
managers.
Example
If approval is to be based on the cost centre that a requisition is charged to, the following is a simple example of
approval setup.
a) Setup a role called ‘Cost Centre Manager’.
b) Approval Rule Groups must be created for routing requisitions based on cost centre. These are not assigned user
membership. The Role Assignment permissions must be made for role Cost Centre Manager and the Financial
Tracking segment value(s) selected in the Financial Tracking window. These are the cost centres that the role owner
is to approve.
c) In the Approval Plan Owner window, for the appropriate approval task, select the ‘Owner Type’: Role and choose
Cost Centre Manager. Then select ‘Resolve Role by’: Segment Value and choose Cost Centre.
d) PECOS P2P will now identify the cost centre value used in the requisition and use the Approval Rule Group that
also contains this value. The requisition is sent to the cost centre manager role owner defined in this group.
18.4.4.4 Approver Can Modify
When the Activity Request Approval is selected, the approver is able to perform editing activities during the approval
process. Here you are able to define the scope of editing activity. You might want to liaise with your internal audit
department before defining editing rules for approvers

Requisition Plans. As many or as few of the following selections may be made. If no selection is made the approver
is unable to perform any editing during approval:
 Item and quantity: Line items can be deleted, added and quantities changed.
 Price Quote: When Price Quote is enabled this will display as a child value of Item and Quantity and will
selectable when this is first selected. Selection will enable the task owner to create a quote during approval and
edit the requisition with any award decision.
 Accounting information: The Financial Tracking icon is displayed to allow the editing of account codes at
header or line level.
 Delivery and invoicing information: The requisition and order delivery and invoicing links are displayed
allowing the editing of delivery addresses, invoice information, supplier terms, payment method and request
date.
 Comments and attachments: The paper clip icon is displayed to allow the editing of internal comments,
external comments and attachments.
 VAT treatment: The VAT code assignment can be edited at header and line level

Purchase Order and Change Order Plans. As many or as few of the following selections may be made. If no
selection is made the approver is unable to perform any editing during approval:
 Item and quantity: Line items can be deleted, added and quantities changed.
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



Accounting information: The Financial Tracking icon is displayed to allow the editing of account codes at
header or line level.
Delivery and invoicing information: The requisition and order delivery and invoicing links are displayed
allowing the editing of delivery addresses, invoice information, supplier terms, payment method and request
date.
Comments and attachments: The paper clip icon is displayed to allow the editing of internal comments,
external comments and attachments.
VAT treatment: The VAT code assignment can be edited at header and line level

Receipt Approval Plans. As many or as few of the following selections may be made. If no selection is made the
approver is unable to undertake any modifications in the Update Receipt screen:
 Receipt Header Detail: The Receipt Detail Header information (e.g. GRN or Receipt Date) can be updated for
all receipts.
 Receipt Quantity: The quantity or amount received can be updated for all receipts.
 Receipt State: The header and line level States can be updated for all receipts.
 Receipt Location: The header and line level Locations can be updated for all receipts.
 Comments and Attachments: The paper clip icons are displayed to allow the editing of header and line level
Receipt Comments and Attachments.

Invoice Settlement Plans. As many or as few of the following selections may be made. If no selection is made the
approver is unable to perform any editing during approval:
 Invoice item and quantity: Invoice items can be fully edited. Quantities and values are fully editable.
 Invoice accounting information: Line and Header level accounting is editable for all invoices.
 Payment terms: The ‘terms lookup’ button is displayed for payment terms to be changed.
 Remit address: An ‘address lookup’ button is displayed for the remittance address to be changed for the
invoice.
18.4.5
Criteria
After completion of the Task Owner sub window, click on the Criteria button to open the task’s Criteria sub window.
Here you must define the criteria (rules) that must be valid in each document being routed through this plan, for the Task
Activity to be activated. If a criterion is not valid, the task activity will not be activated and the document will move onto
the next task.
Multiple criterion may be added together and linked using AND / OR logic. This logic may be further defined by grouping
fields together and changing the linking. Up to 19 fields may be grouped together.
Setup tip!
It is recommended that approval criterion is kept as simple as possible for each task. An over complicated set of criteria
is difficult to administer and may not be easily understood by other administrators. It is better to write separate tasks to
accommodate your different approval rules than try to fit them together into a single task. Having multiple steps will now
slow down the approval process.
Fig 18.15 - Task criteria
A set of criterion is made up of: Field + Operator + Value. The fields are fixed and have defined operators that are
selected form drop down selection boxes. Some values are fixed and others are free text entry.
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18.4.5.1 Field
Choose a data field from the drop down list box. There are a number of field types:

Document: A data field that applies to all document types.

Invoice: A data field that applies only to Invoice Settlement plans.

Line: A data field that applies to all document types at line level. Note that individual lines are not routed for
approval.

Order: Applies to Orders and Change Orders only.

Requisition: A data field that applies to Requisitions only.

Receipt: Applies to Receipts only.

Task: Applies to a specific previous task within the same approval plan.
Note that some fields mat be prefixed with ‘Obs’. This identifies the field as an obsolete field that is listed for compatibility
with existing plans only. These fields will eventually be removed and should not be used when creating new plan tasks.
18.4.5.2 Operator
Choose an operator from the dropdown list. Not all operators are available for each field and will display appropriately
after the field is selected.

= (equal to)

!= (not equal to)

(greater than)

< (less than)

>= (greater than or equal to)

<= (less than or equal to)

Contains (any part of the value must be present in the selected field)

Includes (exact value must be present in the selected field)

Does not contain (any part of the value must not be present in the selected field)

Does not include (the exact value must not be present in the selected field)

Is empty/Is blank (selected field contains no value)

Is not empty/Is not blank (selected field contains a value)

Starts with (the field must start with the selected value)

Ends with (the field must end with the selected value)
18.4.5.3 Value
Enter a number or field value to apply to the selected Field and Operator. Sometimes it will be selectable from a drop
down box and other times will be free text entry.
Alphabetical Values are case sensitive and must be input accurately. PECOS P2P will look for an exact match when
determining if the task is valid. For example if a task depends upon a supplier name and the supplier’s profile name is
“I.T. Supplies Ltd”, this name must be input exactly with all spaces, punctuation and cases being correct. “IT Supplies
Ltd” and “I.T.Supplies” will not be recognised and the task will fail.
18.4.5.4 Managing Criteria
Click one of the following buttons:

Add Rule: Click to add the rule you have defined.

Replace: Click to have a rule previously defined replaced. First highlight the criteria to be replaced in your list then
click ‘replace’ and the new criteria will overwrite the highlighted criteria.

Delete: Highlight (click on) an unwanted rule in your list and click the Delete button to remove it.
Repeat the above steps to add multiple criteria as required.
18.4.5.5 Grouping
After you have entered all of the criteria to be applied to a task it may be necessary to group some of them together in
order to change the logic that joins them together. The following logic is used to link criterion:

AND (default): Determines that all individual criterions must be valid for the result to be true and the Activity
undertaken.

OR: Determines that any one of the criterion must be valid for the result to be true and the Activity undertaken.
To group criterion use the following buttons:
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
Group: Click to create a group of rules and change the logic for the group to ‘OR’. To create a group, click on the
first rule, hold ‘Shift’ and click on the last rule. The rules will be highlighted and the Group button will become
available. Clicking the group button will bracket the selected rules together.

Ungroup: Click ungroup to remove a grouping and change the logic to ‘AND’. To ungroup, click on the first rule, hold
‘Ctrl’ and click on the last rule. The Ungroup button will become available. Clicking the Ungroup button will remove
the brackets.

Logic. The logic within grouped fields can be changed by selecting ‘AND’ or ‘OR’ from the Logic drop down box.
When task does not apply, enforce subsequent applicable tasks: Check this box (the default, and usually advisable)
to make sure that all applicable assigned tasks remain operative and are followed. However, there may be occasions
when, if the first task does not apply (for example the order value is very small), you want to skip all further approval
steps (i.e. stop the document following any further approval steps). To do this, uncheck this box.
18.4.6
Final Approval eMail
At the top of the Approval Plan page, in the header section, there is an icon that looks like a letter. This is the
Final Approval eMail button.
Click this icon to open the Final Approval eMail sub-window to format the eMail notification message you want to send
to the requisitioner when the document being processed has been fully approved. This eMail will be transmitted as soon
as the final task in the approval plan has been completed by the task owner. If this notification is left unformatted, no
eMail will be sent. Click Update when you have finished.
Setup tip!
Keywords can be used in the final approval eMail but the order number keyword must not be used for Requisition
Approval Plans because it has not yet been issued. If both Requisition and Purchase Order plans are used for approval
routing it is only necessary to format the final approval eMail within the Purchase Order plan.
18.5 Changing Approval Plans
Approval plans can be fully edited at any time.
1 In the Approval Plan window, click Search to view all approval plans. To refine your search:

Enter a partial value in the Plan Name field. The partial value is not a wild card and is case sensitive: enter a
precise ‘starts with’ string of characters.

Select a Plan Type to filter the search results by the type selected.

To see all approval plans, leave fields blank.
2 When the list of approval plans appears, click Select against the one you want to edit.

To expand and view all the steps in your plan click the Expand All button.
3 Add a step: Refer to Task Buttons above. Follow the same procedure as creating an approval plan.
4 Maintain a step: Click on the existing step in the task tree to highlight it. Select the Activity, Owner or Criteria button
as appropriate and perform your changes.
5 Delete a step: To delete a step, click on the existing step in the task tree to highlight it. Click the Delete button above
the task tree. DO NOT click the delete button at the top of the plan – this will delete the entire plan. A warning
message will be displayed requiring confirmation before a task is deleted.
6 Delete a Plan: Click on the Delete button at the approval plan screen. A warning message will be displayed
requiring confirmation before a plan is deleted. A plan cannot be deleted if it is in use.
7 When you have finished making changes click Update. A confirmation window will display:

Click OK in the confirmation window to save your changes.

To clear the approval plan screen without saving changes click on the Clear button
If there are unsaved changes the following warning message will be displayed:

Click OK. Unsaved changes will be saved and the screen cleared.

Click Cancel. Unsaved changes will not be saved and the screen cleared.
18.5.1
Changes During Approval
An approval plan can be changed at any time. However the change may not necessarily affect documents currently in
the approval process, especially when tasks are added to a plan:
 Any task that is edited or added that is a prior task will have no affect on document routing. For example, if the
second task in a plan is deactivated, any document using this plan that has already passed this step (i.e. is on task 3
or beyond) will not be affected.
 Any task that is not a prior task (i.e. the task is ahead of where the document currently resides) will affect a document
using this plan if it is changed. For example, the task criteria may be edited or the task deleted or deactivated.
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
Any task that is not a prior task (i.e. the step is ahead of where the document currently resides) will not affect a
document using this plan if it is an added task.
If the document is returned to the start of the plan however (example a requisition is returned to the requisitioner by
an approver) a new task will be included in the restarted approval process.
18.6 Copying Approval Plans
Copying approval plans enables the duplication of master and sub plans, in order for their creation to be made more
efficient through time saving and the reduction in typographical errors. Change Order and Purchase Order plan types are
interchangeable whilst Requisition, Receipt and Invoice Settlement plan types can only be copied as the same type.
Plans can be copied between any organisation and care should be taken when copying at the site administration level
(i.e. the level 1 organisation) between different Companies (i.e. level 2 organisations). It is necessary to ensure that all
roles, users and plan criteria are consistent within both master and sub plans.
18.6.1
Copying A Plan
A ‘Copy’ button is available on the Approval Plan page that will be enabled once the plan is retrieved from the search list
and populated in the page.
Follow these steps to copy an existing plan:
1 Select and open the plan that you wish to copy.
2 Click the Copy button to open the Copy Approval Plan screen.
Fig 18.16 - Copy approval plan
3
4
5
6
7
8
Edit the New Plan Name. A default name will be created that is a copy of the name of the plan being copied prefixed
with the words: ‘Copy of’.
Edit the New Plan Description. A default name will be created that is a copy of the description of the plan being
copied prefixed with the words: ‘Copy of’.
Optionally select a New Plan Type from the drop down list box if the plan being copied is a Purchase Order or
Change Order Plan. The following rules apply to copying plans:

A Requisition plan can only be copied as a requisition plan and cannot be altered.

An Invoice Settlement plan can only be copied as an Invoice Settlement plan and cannot be altered.

A Receipt Plan can only be copied as a Receipt plan and cannot be altered.

A Purchase Order plan can be copied as either a Purchase Order plan or a Change Order plan and can be
altered.

A Change Order plan can be copied as either a Change Order plan or a Purchase Order plan and can be
altered.
Optionally change the administration Organisation Assignment for the new plan. The new plan will be saved to the
same organisation as the copied plan by default if it is not changed.
Click the Continue button to create and save a copy of the plan.
To return to the Approval Plan screen without creating a copy of the plan click the Cancel button.
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18.6.2
Copy Validation
The system will validate the plan when it is copied to ensure that all users who are assigned as the owner of a task are
valid for the administration organisation to which it belongs. A warning message will appear to advise the administrator. It
is imperative that any task that contains an invalid user is edited to ensure that approval routing does not fail.
It is equally important to check the copied plan for the following areas of potential incompatibility:
a) Sub plans. Sub plans are not automatically copied when master plans that they are associated with are copied: the
original sub plan will remain referenced. It may be necessary therefore to also copy sub plans when master plans are
copied. If this is the case, it is important that the master plan is edited to ensure that the newly copied sub plan is
executed by the copied master plan rather than the original sub plan.
b) Roles. The approval roles used in the copied plan must be available within the new administration organisation.
c) Criteria Fields. All criteria should be checked to ensure that all fields are available in the administration organisation in
which the copied plan has been placed. In particular, user defined and financial tracking segments fields should be
checked for compatibility.
d) Change Order Criteria. When copying a change order plan type as a purchase order plan type, special attention
should be given to ‘Order:’ and ‘Change Order:’ fields used in the workflow criteria that are available only to the change
order plan. These fields will not appear in the copied plan and will require editing.
18.7 One Step Approval
The Approval process allows the approver to approve or return a requisition or order directly from their email instead of
logging into PECOS P2P. This feature is supported for requisitions, purchase orders and change orders but not for
invoice settlement. The One Step Approval process co-exists with the standard approval process: the approver maintains
the ability to login to PECOS P2P and use the standard Inbox procedure for approval.
Fig 18.17 - One step approval email message
The approval eMail contains two attachments and two buttons (with embedded links) allowing the approver to either
approve or return the requisition from within the eMail body.
The One Step Approval process does not support editing and does not allow approvers to add comments. There will
therefore be instances when the Approver must continue to log into PECOS P2P to edit or add comments prior to
approval.
The feature includes several components:
 A logon type allowing logon from an encrypted token
 A workflow action: ‘Request one-step approval’.
 An email notification type corresponding to the above workflow action.
 Keywords (Link URL’s) to be used in the above email.
 An .asp page for processing the one-step request.
18.7.1
One Step Setup
The following configuration of the workflow is required:
1. Workflow Activity
The workflow task must be setup to support One Step Approval by selecting the activity ‘Request One Step Approval’.
2. eMail Message
The primary difference between one-step approvals and standard approvals is in the eMail notification message.
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The message must include the proper links in the form of specially formatted html that will provide the one-step
functionality. These message formats are provided below. Approvers need only to click on the appropriate button to
complete the approval action: approve or return.

Approve. If the Approver determines the requisition should be approved they must click the approve button in the
eMail and a confirmation page is displayed.

Return. If after reviewing the Requisition Detail screen the approver elects not to approve the requisition they must
click the return button in the eMail. A confirmation page will be displayed.
The one-step email will contain an extra attachment that contains a snapshot summary of the document, to allow the
approver to view its details without logging directly into PECOS P2P.
A dynamic option is available to enhance security by forcing the approver to have to enter their login id and password
after clicking on one of the eMail responses (see ‘eMail Forwarding and Security’).
18.7.2
Requisitions
18.7.2.1 eMail Text
When creating the email message the following html text must be added, exactly as displayed below. In the email
received by the approver, two buttons with the correct document number and user information will be displayed.
<html>
<body>
<style type="text/css">
a.buttonText {font: normal bold 12px tahoma, arial, sans-serif;color:white;text-decoration:none;}
a.buttonText:hover{color:#fffece}
td.button {
background-color: #4477aa;
border-left: 1px solid #6699cc;
border-top: 1px solid #6699cc;
border-right: 2px solid #000066;
border-bottom: 2px solid #000066;
text-align:center;
padding: 0px;
}
</style>
User <b>%@BuyerName%</b> has submitted requisition <b>%@ExternalRequisitionID%</b>. This requisition requires
your approval.<br>&nbsp;<br>
<table style="height:18px;">
<tr>
<td style="height:18px">
To approve the requisition directly, click on this button:
</td>
<td class="button" style="width:80px;height:18px">
<a class="buttonText"
href="http://%@WebHostName%/IPMExports/reqAutoApprove.asp?action=approve&request=<%%AutoLoginToken%%>
&auth=<%%AutoLoginAuth%%>" target="_blank">Approve</a>
</td>
</tr>
</table>
<br>
<table style="height:18px;">
<tr>
<td style="height:18px">
To reject the requisition and return it to the requisitioner, click on this button:
</td>
<td class="button" style="width:80px;height:18px">
<a class="buttonText"
href="http://%@WebHostName%/IPMExports/reqAutoApprove.asp?action=return&request=<%%AutoLoginToken%%>&
auth=<%%AutoLoginAuth%%>" target="_blank">Reject</a>
</td>
</tr>
</table>
<br>
To see the full details of this requisition, click on the attached HTML page.<br>&nbsp;<br>
</body>
</html>
Note the double percent signs around the AutoLoginToken and AutoLoginAuth keywords. Secondly, the only option to
vary the two URLs is the substitution of https for http.
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18.7.2.2 eMail Attachments
The email received by the approver contains an extra attachment displaying details of the requisition. The requisition
detail page is necessary, as the approver will not be entering PECOS P2P to undertake the approval. Clicking on the
attachment will open the requisition detail page for the requisition to be reviewed.
 Requisition_login.html: First, the normal approval attachment. If the approver opens this attachment they will be
transferred to the normal login page and from there to the standard approval page.
 Requisition_approval_trail.html: The second attachment contains a snapshot summary of the document that
allows them to view its details without logging into PECOS P2P.
18.7.3
Purchase Orders
18.7.3.1 eMail Text
When creating the email message for purchase order one step approval, the following html text must be added, exactly
as displayed below. In the email received by the approver, two buttons with the correct document number and user
information will be displayed.
<html>
<body>
<style type="text/css">
a.buttonText {font: normal bold 12px tahoma, arial, sans-serif;color:white;text-decoration:none;}
a.buttonText:hover{color:#fffece}
td.button{
background-color: #4477aa;
border-left: 1px solid #6699cc;
border-top: 1px solid #6699cc;
border-right: 2px solid #000066;
border-bottom: 2px solid #000066;
text-align:center;
padding: 0px;
}
</style>
User <b>%@BuyerName%</b> has submitted Purchase Order <b>%@ExternalOrderID%</b>. This order requires your
approval.<br>&nbsp;<br>
<table style="height:18px;">
<tr>
<td style="height:18px">
To approve the order directly, click on this button:
</td>
<td class="button" style="width:80px;height:18px">
<a class="buttonText"
href="http://%@WebHostName%/IPMExports/OneStepApproval.asp?action=approve&request=<%%AutoLoginToken%%
>&auth=<%%AutoLoginAuth%%>" target="_blank">Approve</a>
</td>
</tr>
</table>
<br>
<table style="height:18px;">
<tr>
<td style="height:18px">
To reject the order and return it to the requisitioner, click on this button:
</td>
<td class="button" style="width:80px;height:18px">
<a class="buttonText"
href="http://%@WebHostName%/IPMExports/OneStepApproval.asp?action=return&request=<%%AutoLoginToken%%>
&auth=<%%AutoLoginAuth%%>" target="_blank">Reject</a>
</td>
</tr>
</table>
<br>
To see the full details of this order, click on the attached HTML page.<br>&nbsp;<br>
</body>
</html>
Note the double percent signs around the AutoLoginToken and AutoLoginAuth keywords. Secondly, the only option to
vary the two URLs is the substitution of https for http.
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18.7.3.2 eMail Attachments
The email received by the approver contains an extra attachment displaying details of the purchase order. The order
detail page is necessary, as the approver will not be entering PECOS P2P to undertake the approval. Clicking on the
attachment will open the purchase order summary page for the order to be reviewed.
 approval.html: First, the normal approval attachment. If the approver opens this attachment they will be transferred
to the normal login page and from there to the standard approval page.
 PO_Summary_View.html: The second attachment contains a snapshot summary of the purchase order that allows
the approver to view its details without logging into PECOS P2P.
18.7.4
Change Orders
18.7.4.1 eMail Text
When creating the email message for change order one step approval, the following html text must be added, exactly as
displayed below. In the email received by the approver, two buttons with the correct document number and user
information will be displayed.
<html>
<body>
<style type="text/css">
a.buttonText {font: normal bold 12px tahoma, arial, sans-serif;color:white;text-decoration:none;}
a.buttonText:hover{color:#fffece}
td.button{
background-color: #4477aa;
border-left: 1px solid #6699cc;
border-top: 1px solid #6699cc;
border-right: 2px solid #000066;
border-bottom: 2px solid #000066;
text-align:center;
padding: 0px;
}
</style>
User <b>%@BuyerName%</b> has submitted Change Order <b>%@ExternalOrderID%</b>. This order requires your
approval.<br>&nbsp;<br>
<table style="height:18px;">
<tr>
<td style="height:18px">
To approve the order directly, click on this button:
</td>
<td class="button" style="width:80px;height:18px">
<a class="buttonText"
href="http://%@WebHostName%/IPMExports/OneStepApproval.asp?action=approve&request=<%%AutoLoginToken%%
>&auth=<%%AutoLoginAuth%%>" target="_blank">Approve</a>
</td>
</tr>
</table>
<br>
<table style="height:18px;">
<tr>
<td style="height:18px">
To reject the order and return it to the requisitioner, click on this button:
</td>
<td class="button" style="width:80px;height:18px">
<a class="buttonText"
href="http://%@WebHostName%/IPMExports/OneStepApproval.asp?action=return&request=<%%AutoLoginToken%%>
&auth=<%%AutoLoginAuth%%>" target="_blank">Reject</a>
</td>
</tr>
</table>
<br>
To see the full details of this order, click on the attached HTML page.<br>&nbsp;<br>
</body>
</html>
Note the double percent signs around the AutoLoginToken and AutoLoginAuth keywords. Secondly, the only option to
vary the two URLs is the substitution of https for http.
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18.7.4.2 eMail Attachments
The email received by the approver contains an extra attachment displaying details of the change order. The order detail
page is necessary, as the approver will not be entering PECOS P2P to undertake the approval. Clicking on the
attachment will open the purchase order summary page for the order to be reviewed.
 approval.html: First, the normal approval attachment. If the approver opens this attachment they will be transferred
to the normal login page and from there to the standard approval page.
 PO_Summary_View.html: The second attachment contains a snapshot summary of the change order that allows the
approver to view its details without logging into PECOS P2P.
18.7.5
Error Messages
Various errors can occur during One Step approval which will be displayed to the approver. The messages and their
meaning are:

Authorisation code is null or non-numeric. There is an error in the URL. Be sure the URL is formatted exactly as
shown above.

No login request. There is an error in the URL. Be sure the URL is formatted exactly as described.

Not a requisition login request. There is an error in the URL. Be sure the URL is formatted exactly as described.

Not a purchase order login request. There is an error in the URL. Be sure the URL is formatted exactly as
described.

Login failure. (Err: <number>). There was an error logging in. The user’s password may have expired since the
email was sent.

Your approval authorisation number was not found. Another user may have rejected or cancelled this
order. The authorisation number that identifies your workflow task has been removed from the system. This is a
normal situation based on the explanation in the message.

Your approval authorisation number does not match your user ID. Please be sure you are logged in with
the correct user ID. There is an error in the URL. Be sure the URL is formatted exactly as described.

A system error has occurred accessing the order. An internal error has occurred during the approval process.
Please note the time the error occurred and report it to your system administrator.

Requisition ID mismatch. There is an error with the requisition reference in the URL.

Order ID mismatch. There is an error with the order reference in the URL.

Workflow task not found -- another user may have approved the requisition. Your workflow task is no longer
active in the system. This is a normal situation based on the explanation in the message.

You cannot approve a requisition containing items for an unknown supplier. The requisition contains items for
which no supplier has been identified. You cannot use one step approval. You must either log in to PECOS P2P and
edit the requisition or return the requisition to the sender.

Failed approving requisition <number>. An internal error has occurred during the approval process. Please note
the time the error occurred and report it to your system administrator.

Failed approving order <number>. An internal error has occurred during the approval process. Please note the
time the error occurred and report it to your system administrator.

Failed returning requisition <number> to originator. An internal error has occurred during the return process.
Please note the time the error occurred and report it to your system administrator.

Failed returning order <number> to originator. An internal error has occurred during the return process. Please
note the time the error occurred and report it to your system administrator.
18.7.6
eMail Forwarding and Security
All email systems allow users to forward email messages to other users either manually or via automated rules. One click
approval cannot validate the originator’s identity (ie based on the originator’s mailbox or third party email system) and
therefore it is important that one click approval emails are never forwarded to unauthorised personnel either internally or
externally to your organisation. If there is a risk of unauthorised approval email forwarding, it is advisable to either
exercise caution when utilising the one step approval feature or utilise the dynamic option explained below.
Dynamic Option
A dynamic option is available to enhance security for one step approval called ‘One Step Approval login’. Two options
are available: ‘Automatic Login’ and ‘Force login’. When ‘Force Login’ is selected, when the approve or reject buttons are
clicked in the one step approval eMail, the PECOS P2P login window will appear in a pop up window. The approver is
required to enter their user id and password credentials to validate their identity (see ‘Dynamic Options’ for more
information).
18.8 Change Order Plans
Change Order Approval Plans allow an Administrator to specify a specific approval plan that Purchase Order changes
will follow. This allows you to route Purchase Order changes through a different approval process than an original
Requisition or Purchase Order. This approach has a number of benefits:
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


Administrators can ensure Changes are routed appropriately without unnecessary duplicate approval that may slow
the approval process for a PO Change.
Certain categories of PO Change can be “ignored” and therefore ensure that only significant PO Changes are
captured by the approval plan and routed for approval.
Only PO changes that meet certain criteria (e.g. the value has increased by a certain percentage) are captured by
the approval plan, therefore allowing minor adjustments to be processed quickly and efficiently.
When creating an approval plan for a change order, you must select the Plan Type: Change Order Approval.
A user can therefore have four plans: a Requisition Plan, Order Plan, Invoice Settlement Plan and a Change Order Plan
assigned to them in their Approval Rule Group. If a Change Order Approval Plan is not assigned to a user, any PO
Changes they submit will not go through any approval and may be transmitted directly to the supplier. Change
Order Approval Plans have the same characteristics, page layout and navigation as Requisition and Order Request
Approval Plans. A Change Order Approval Master Plan can use the same sub plans that are used in Order plans but not
Requisition plans.
18.8.1
Change Order Plan Criteria
This plan Type has the same criteria as order approval, plus the following additional criteria:

Percent Change between PO Change order amount and Original PO order amount.

Percent Change between PO Change order amount and most current PO or PO Change order amount.

Amount Change between PO Change order amount and Original PO order amount.

Amount Change between PO Change order amount and most current PO or PO Change order amount.

Modification to the following fields:
o Date Requested
o Financial Tracking Codes
o Attachments (internal or external)
o Comments (internal or external)
o Delivery Address
o Payment Terms or Method
o Delivery Method or Name
o Freight or FOB Terms
These criteria allow a plan to route a PO Change based on both percent and actual amount change. For example, if the
value of the Purchase Order Change is more than 10% greater than the original order’s amount, route it for approval.
If a Change Order type plan is not assigned to an approval rule group, Change Orders will not be approved but
transmitted directly to the supplier without approval.
18.9 Invoice Settlement Approval Plans
Invoice Settlement Approval Plans allow an Administrator to specify a specific approval route that invoices are to follow
before they are released into the accounts payable export for payment.
The invoice approval process is started when the Run Matching program is completed. PECOS P2P will identify the
existence of a plan within a user’s approval rule group and undertake approval as necessary.
The benefits and advantages of using invoice settlement approval plans include:

Allows the approval of invoice mismatches to be undertaken by the appropriate and authorised individual in an
expeditious manner.

Enables force settlement tasks to be undertaken by the authorised personnel quickly and effectively.

Introduces the ability to edit invoices for errors and omissions prior to settlement thereby eliminating payment,
accounting and taxation errors.

Allows organisations that require segregated document approval to route invoices independently of purchase
orders.

Allows the processing of Manual invoices and credit notes to be checked and appropriately approved.
When creating an invoice settlement approval plan, you must select the Plan Type: Invoice Settlement Approval.
18.9.1
Invoice Settlement Plan Criteria
This plan type has the same criteria as order approval plans, plus the following additional criteria:

Invoice origin

Invoice type

Payment method

Settlement status

Supplier’s Tax ID

Total freight amount
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
Total PO amount

Total supplier VAT amount
If an Invoice Settlement type plan is not assigned to a user’s approval rule group, Invoices will not be sent for approval
following invoice matching.
For the purposes of plan assignment, the ‘User’ is the ‘Invoicer’ i.e. the person that owns the invoice. This will
usually be the person who created the invoice in PECOS P2P.
18.10
Real Time Price Checking
It is possible for an Approval Plan to validate the price on a Purchase Order prior to it being transmitted to a supplier,
where a third party catalogue system is being used (i.e. catalogues are hosted outside of the PECOS P2P). In such
circumstances an External Process is executed to check the price on the purchase order against the price on the current
catalogue as a task in the approval plan.
Real Time Price Checking is a Value Added Service available where a third party catalogue system is being utilised
within an eMarketplace environment. Only Catalogue items contained in a PECOS P2P order which are derived from the
external source will be available for validation. Initial setup steps will need to be undertaken by Elcom Professional
Services including (but not necessarily limited to) the installation of a Price Check Server, connectivity to the third party
catalogue system and the provisioning of a Web Service.
18.10.1 Price Checking Setup Steps
Once installation and the necessary configuration have been completed, the following administrative setup tasks are
required in PECOS P2P in order for Price Checking to be implemented.
1 Create Document User Fields
A document user field must be created to hold the results of the price check. This field must be of the same document
type as the approval routing method chosen to capture the price check (i.e. the approval plan in which the price check
task is to be added).
If requisition routing is selected, a requisition type user field must be created. If order routing is selected, an order type
user field must be created. (Note that there is currently no user interface for creating requisition type user fields and
therefore Elcom Support must be contacted for the field to be created directly in the database).
The field must be the Data Type of String and be available in Approval Plan Maintenance. Make note of the Key and
Description of the user field created.
Fig 18.18 – Price check document user field definition
2 Define Dynamic Options
The second step is to define an organisational dynamic option. Two options are available:

Requisition price check user field – complete if a requisition document user field has been created for use in a
requisition routing approval plan.

Order price check user field – complete if an order document user field has been created for use in a purchase
order routing approval plan.
The document user field Key must be entered exactly as the option value.
Fig 18.19 - Price check dynamic option
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3 Update Approval Plan - Add Price Check Task
A new approval task must be added to the appropriate approval plan to perform the real time price check. Elcom
Professional Services will have configured the price check and created an external process.
Navigate to Approval Plan Maintenance and open the plan to be used to perform the price check. The plan can be either
a master plan or a sub-plan but must be of the correct type (Requisition or Purchase Order) to accommodate the field
created in steps 1 and 2 above.
Insert a task at the appropriate place in the plan (it is recommended that it be placed after all approval steps).

The Action for the task should be Initiate External Process

The Process must be either Real-time Price Check (Requisition) for Requisition Approval plans or Real-time Price
Check (Order) for Purchase Order Approval plans
Fig 18.20 - Price check approval task to call external process

Enter the desired Criteria for the price check
4 Update Approval Plan - Add Approval Task
Immediately after the external process created in step 3 above, a second task must be added to invoke approval for all
documents that fail the price check.

The Action for this task should be Request Approval.
Fig 18.21 - Price check approval activity to request approval




Enter appropriate eMail notification and Audit Trail Messages
Select an appropriate approver as the task Owner.
Under Criteria select either:
o ‘Req: User field xxxx’ (where the plan type is requisition) or
o ‘Order: User field xxxx’ (where the plan type is purchase order)
where xxxx is the name of the Document User Field created in step 1 above.
The Operator should be “Is not blank”. This should be the only criterion for the task.
Fig 18.22 - Price check approval criteria to request approval
Documents which fail the Real Time Price Check (i.e. are not equal to the current catalogue price) based on the criteria
entered in step 3, will be sent for approval based on the ownership of the approval task in step 4.
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18.11 Workflow Admin Report
A Workflow Administration Report has been developed and is available by selecting a link in the Approval Plan
screen.
The report generates a view of the open Approval Plan and is identical to the Approval Plan page and its criteria but is
formatted for easy viewing.
To run the Workflow Administration Report, open the Approval Plan and click the ‘Report’ button in the Approval Plan
header. The Workflow Report will run for the open approval plan.
Fig 18.23 - Approval plan workflow admin report button
Fig 18.24 - Example output for the workflow report
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19 Approval Rule Groups
Approval Rule Groups assign Approval Plans to users and define the users who fill the Approval Roles used in those
plans.
Fig 19.1 - Menu tabs (approval rule groups)
Each Group can contain one Approval Plan of each type and each user is assigned to one Approval Rule Group.
Upon submission of a requisition, PECOS P2P will look at the Approval Rule Group of the user first looking for a
Requisition Plan and then for a Purchase Order Plan, and route in that order.
A Change Order plan is used when change orders are created and submitted. An Invoice Settlement plan is used when
invoices are posted and matched (see The Approval Process).
Default Group
If a user is not assigned to an Approval Rule Group their orders will be transmitted to suppliers without any
approval. The default assignment for all users is 'Default Workflow' which has a 'Default' approval plan associated to it. It
is recommended that this default plan, which resides at the L1 for administration purposes, has a step added to it to route
everything to a senior administrator. In this way if a user is erroneously not assigned to an Approval Rule Group, their
requisitions will be diverted for review rather than transmitted without approval.
19.1 Creating Groups
19.1.1
1
Approval Group Header
Select the Approval Rules > Approval Rule Groups tab to open the Approval Rule Group window.
Fig 19.2 - Approval rule group header
2







Enter the following details to create and save the Approval Group Header
Group Name (mandatory): The name of the group. This should easily identify the area of your organisation in
which it is assigned.
Group Key (mandatory): A unique database identifier. This is not used in the procurement UI.
The Key must be unique across both BRG’s and ARG’s. It is recommended that the letters BRG and ARG are
used as part of the key to ensure uniqueness.
Group Description (mandatory): Enter a long description to describe the content and assignments within the group
Parent Group Name: Select an approval rule group to be the parent of this group to create a group hierarchy.
Parent Groups are explained later in this section.
Organisation: Optionally click the Organisation button to assign this group to an organisation level for
Administration purposes. If you do not assign this group to an organisation it will be saved to your default
administration profile organisation.
The Organisation button will only be available to administrators who have the Organisation Override checkbox
selected in their Administration Profile.
Insert: When all the mandatory details have been provided click the ‘Insert’ button to add the group. Confirmation
that the group has been saved will be displayed. At this stage only the group header - without assignments - has
been created and saved.
The next step is to assign users, plans and roles to the group.
19.1.2
Membership Assignment
To assign users to an Approval Rule Group:
1 Type the Group Name (or partial name) and click Search. Note that if no partial value is inserted, search results will
be limited to the first 100 (randomly selected).
2 When the search results appear, click Select to load the group header to complete the setup for the group.
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3
User membership can be assigned to a group in two ways: directly via a user profile selection or through an
organisation assignment, or both.
19.1.2.1 Assign by User
To assign to specific PECOS P2P users, click the Membership: Users button to open the Users sub-window.
Fig 19.3 - Approval group membership by user









Assigned users will display in the 'Group Members' window.
Use the user Search to find users for assignment:

Select the 'User Name' (default) or 'User ID' radio button to define the type of search to be undertaken.

If you want your search to be case-sensitive, check the Case-sensitive search box.

A partial value (used as a wildcard) may be entered to refine the search.
To see a list of all available users, leave the user text box empty. The first 100 records will be displayed.
A list of users that match your search criteria will appear in the 'Available Users' window.
To assign a user, simply click on the user name and it will be moved to the 'Group Members' window.
To optionally assign ALL available users, click on the >> (move all) arrows.
To un-assign a user from this group simply click the user name in the 'Group members' window. The user will be
moved to the 'Available Users' window.
To optionally remove ALL assigned users click on the << (move all) arrows.
Click the Update button in the Users window to save changes.
All users who are members of this ARG will now be linked to the Approval Plans that are associated to this group.
Approval will also be routed according to the Approval Roles and Financial Tracking codes (depending on approval
plan configuration) contained in this group.
19.1.2.2 Assign by Organisation
To assign to all users in an organisation click the Membership: Orgs button to open the Organisation Assignment sub
window.
Organisational assignment of the group ensures that all users who belong to the same organisation will automatically be
assigned to this Approval Rule Group. For example, an approval rule group created for all members of the IT Department
can be assigned to the IT Department organisation, to ensure all IT users (current and future) are automatically placed
into the group.
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Fig 19.4 - Approval group membership by organisation






Any previously assigned organisations will display in the Assigned Organisations table.
To add or edit organisation assignment, drill down through the Organisation Explorer tree by clicking the + symbols
to expand each level.
When you have found the organisation level for assignment, click on its name: the Organisation will be selected and
appear in the Assigned Organisation table at the bottom of the screen.
To include all levels below the organisation you have chosen, ensure the 'Check box if selection should apply to
this organisation and lower', check box is ticked. This is ticked by default. Note that a subordinate organisation
cannot be selected if its parent organisation has already been assigned.
Click the Update button to save changes.
To remove the current organisation assignment, click the Remove icon (X) in the Action column of the Assigned
Organisations table. Click the Update button to save the change.
Search and Filter
The Assigned Organisations table will display 10 entries, sorted alphabetically by default but can be extended using the
Show entries control in the top left hand corner of the table. Using the list box, choose an override to display 25, 50 or
100 entries. When more than one page is available, pagination controls will display the number of pages of entries and
allow you to scroll or jump between those pages. A Quick filter provides a 'type ahead' text search, which automatically
filters the entries in the table using the string of characters entered.
19.1.3
Approval Plan Assignment
In the Plan Assignment sub-window, you must specify the Approval Plan(s) associated with your approval rule group.
Each group can only have one plan of each type assigned:

One Requisition Plan

One Purchase Order Plan

One Change Order Plan

One Receipt Plan

One Invoice Settlement Plan
1
2
Search for your Approval Rule Group.
In the Approval Rule Group screen click the Plan button to open the Plan Assignment window.
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Fig 19.5 - Approval group plan assignment
3
4
5
6
All available and unassigned plans are displayed in the Available Plans window.
Click on the plan you want assign to move it to the Selected Plans window. Note that you may only assign one plan
of each type.
To reverse assignment and move a plan out of the Selected Plans window, simply click on it. It will move back to the
Available Plans window.
Click Update to save changes.
19.1.4
Role Assignment
After assigning Approval plans to the Approval Rule Group it is important to assign a user to all the Roles that are used in
those Plans.
If a Role is not specified the approval step will fail. Before assigning Roles therefore, it is important that you note what
Roles are used in the plans associated with this group.
The advantages of using Roles in your approval plans has been discussed earlier but it is clear from these assignment
screens that:

Roles allow the same approval plans to be used by multiple divisions and departments – i.e. Plans are assigned to
different Approval Rule Groups.

Roles allow more than one person to fill the role of approver.
Example
For example, an organisation might have two sales branches that use the same plan but have different managers that
wish to approve orders.
In the Birmingham office, John Smith is the Branch Manager. In the Boston office, Mary Jones is the Branch manager.
Each office has several sales representatives. The configuration of the approval rule group is shown below.
Birmingham
Boston
Branch Manager
John Smith
Mary Jones
Sales
Representatives
J. Elway
P. Roy
D. Issel
T. Williams
B. Orr
L. Bird
Approval Plan
Standard PO Plan
Standard PO Plan
Approval Rule Group
Birmingham Approval Rule Group
Boston Approval Rule Group
Two Approval Rule Groups are created, both using the same Approval Plan. The approval plan contains an approval step
that is owned by the role of ‘Branch Manager’.
In the ‘Birmingham Approval Rule Group’, the approval plan ‘Standard PO Plan’ is assigned and the role of Branch
Manager is assigned to John Smith. J. Elway, P. Roy and D. Issel are all assigned membership to the group.
In the ‘Boston Approval Rule Group’, the approval plan ‘Standard PO Plan’ is also assigned and the role of Branch
Manager is assigned to Mary Jones. T. Williams, B. Orr and L. Bird are all assigned membership to the group.
To assign Roles follow these steps:
1
Click on the Roles button in the Approval Rule Group Screen to open the Role Assignment window.
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Fig 19.6 - Approval group role assignment
2
3
4
5
6
7
At the bottom of the Role Assignment table, choose the Role you wish to assign to a user from the Roles dropdown
list.
Click the Search for User button to open a User Search sub window.
Select the user whom you wish to assign to the role by clicking Select by their name.
Click the Add button to add this assignment to the table.
Repeat these steps until users have been assigned to all roles used in the plans assigned to this group. Note that
multiple users may be assigned to the same Role.
To remove a Role assignment at any time click the delete icon (X) in the Action column.
There is no need to select an Approval Limit or Currency. Approval limits are defined in the Approval Plan Criteria.
Search and Filter
The Role Assignment table will display 10 entries, sorted alphabetically by default but can be extended using the Show
entries control in the top left hand corner of the table. Using the list box, choose an override to display 25, 50 or 100
entries. When more than one page is available, pagination controls will display the number of pages of entries and allow
you to scroll or jump between those pages. A Quick filter provides a 'type ahead' text search, which automatically filters
the entries in the table using the string of characters entered.
19.1.5
Financial Tracking Code Assignment
Use the Financial Tracking Codes sub-window to associate accounting segment values with an Approval Rule Group.
Configuring groups in this way is necessary if approval plans resolve roles by segment value. PECOS P2P will use
these groups to determine the owner of the approval role based on accounting values contained in requisitions and
purchase orders, by matching them with accounting values entered here.
Creating financial tracking approval groups assumes an organisational wide policy of approval based on an account code
value. Such a group would allow for roles to which one or many segment values have been assigned.
For example, if requisition approval is determined by the cost centre it is charged to, you can have a role for Cost Centre
Manager. An Approval plan task is created and owned by the role of cost centre manager and resolved by segment
value. Approval Rule Groups are created to define who the manager (approver) is for each financial cost centre.
These Approval Rule Groups should be member less (i.e. not assigned to users or organisations) since they are used
only to determine the role owner for approval plan tasks that are resolved using segment value. PECOS P2P will still
determine the actual approval plan to use based on the Requisitioner’s Approval Rule Group assignment along with all
other approvals, not resolved using segment value.
It should be noted that approval is not limited to just being resolved using account codes but can be a mixture of
resolving tasks by Requisitioner or Buy-for User’s group and Segment Value.
To assigning financial tracking code segments and values follow these steps.
1 In the Approval Rule Group page click the Financial Tracking button.
2 First choose the Method you are assigning from the dropdown list. The Segments associated to that method will
appear in the Segment dropdown list.
3 Select the Segment that is being used within the Approval Plan for Role resolution.
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Fig 19.7 - Approval group financial tracking code assignment
4
5
All vales that have already been assigned will appear in the Selected Segment Values window.
The unassigned values available for selection will appear in the Available Segment Values window.
6
7
It is not possible to assign a segment value more than once across all approval groups (since PECOS P2P can only
route approval based on a single Approval Rule Group). If a segment does not appear therefore, it will have been
assigned within another Approval Rule Group.
Click on the available value you wish to assign to move it to the Selected Segment Values window.
To move ALL values click the >> (move all) button.
8
Values can be deselected by simply clicking on them in the Selected Segment Values window. The value will be
returned to the Available Segment Values window.
9 To deselect ALL values, click the << (move all) button.
10 Click Update to save changes.
Detailed Example
A cost centre manager, Alan Brown, is responsible for approving all order requests that are charged against his family of
cost centres, A, B, and E. A second manager, Alice Watson, is responsible for approving all similar order requests for
cost centres C, D, and F.
A) Configuration
1 Create a Role called ‘Cost Centre Manager’.
2 Create an Approval Plan Task called ‘Cost Centre Manager Approval’.

The Activity action is Request Approval and configured in the same way as other approval actions.

The Owner of this task is the Role of Cost Centre Manager.

The Resolve Role by selection is Segment Value. Choose the segment ‘Cost Centre’ (it is assumed that this is
the name of the accounting segment).
Fig 19.8 - Example resolve approval role by segment value
3

The Criteria for this task is left empty.
Create an Approval Rule Group called ‘Cost Centre A, B, E Approval’.


In Role Assignment, assign the Role ‘Cost Centre Manager’ to the user profile ‘Alan Brown’.
In Financial Tracking, assign the Financial Tracking values A, B and E for the Cost Centre account Segment.
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Fig 19.9 - Example assignment of financial tracking codes
4

Do not assign Plans or Membership to this group.
Create a second Approval Rule Group called ‘Cost Centre C, D, F Approval’.

In Role Assignment, assign the Role ‘Cost Centre Manager’ to the user profile ‘Alice Watson’.


In Financial Tracking, assign the Financial Tracking values C, D and F for the Cost Centre account Segment.
Do not assign Plans or Membership to this group.
B) Routing
a) When an order request is submitted by a user PECOS P2P will determine what Plan to follow based on the
Requisitioner’s Approval Rule Group membership.
b) The order request will arrive at the task called ‘Cost Centre Manager Approval’.
c) PECOS P2P will determine that the task is resolved using Segment value = Cost Centre and will therefore look at all
cost centre values at line level.
d) PECOS P2P will read all Approval Rule Groups until it finds the one that contains the segment value assignment that
matches that used in the order request. For example it will use ‘Cost Centre A, B, E Approval’ if the order request has
been charged to cost centre B.
e) PECOS P2P will then look for the Role = Cost Centre Manager within the cost centre Approval Rule Group and send
the order to the person assigned to that role (in our example Alan Brown) for approval.
f) If the order request is charged to more than one cost centre it will be sent to all relevant approvers. For example if lines
are charged or split to cost centres A and F, PECOS P2P will find two matching cost centre Approval Rule Groups and
the order request will be sent to both cost centre role owners: Alan Brown and Alice Watson.
g) After approval by the cost centre manager(s), the order request will move onto the next task in the Approval plan.
19.1.6
User Fields
Click the User Fields button to see custom fields. These fields are used for development purposes and are not currently
user definable. To utilise these fields please contact Elcom Support or your Client Services representative.
19.1.7
Parent Groups
Specifying a Parent Group allows you to attach two rule groups together so that a group can inherit the attributes of
another. Groups are not created as parent groups but become classified as a parent when they are attached to a group
as a ‘parent group’. The permissions of the parent become hierarchically available to the group to which it is attached (ie
the ‘child’). Note that there is not a similar backwards relationship created between the ‘child’ group the parent.
The principal of associating a parent to an ARG is to create a default approval process whereby an approval plan or
owner of an approval role can be located in a group other than that assigned directly to the user. A ‘master’ approval
group can be used in a similar way as sub plans are used when defining the workflow process: to eliminate repetitive
setup and configuration steps.
PECOS P2P will look at the approval rule group hierarchy to resolve the approval process, looking first at the buy for
user or requisitioner’s approval rule group. If a plan or role owner is not found, the system will look at the parent group of
the user’s approval group, then to the next parent group and so on. In this way a default approval hierarchy is created.
Example1:
An organisation has a defined process for approving all orders over £100,000 irrespective of where they originate. The
approval process for orders with a value up this amount however are subject to departmental approval which varies by
department. For all documents in excess of £100,000 there are five approval roles and three users filling each role. In
total there are 35 departments within the organisation that require a separate approval rule group.
There are over 500 setup steps required just to assign users to the roles for the approval process for documents in
excess of £100,000. To reduce the number of setup steps required for each departmental approval rule group, a single
group is created just containing the role assignments for these high value approval steps and assigned as the parent
group of all the 35 departmental groups (these roles are therefore not assigned within the departmental groups). When a
purchase order in excess of £100,000 is routed for approval, PECOS P2P will look first at the group assigned to the user
(the departmental group). Being unable to find an owner of the role it will then look at the parent group where the role will
be resolved.
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Creating an approval group to manage common approvers in this way also reduces the amount of future administration
required when a change needs to be made (for example a senior approver is replaced). The approver’s role assignment
only needs to be edited for one approval group rather than (in our example) 35 times.
Example 2:
An organisation has a single, defined order approval and invoice approval process that it wishes to roll out across the
entire organisation. Requisition approval however is locally defined and will differ for each organisation or department.
In order to ensure that all users follow the correct purchase order approval process and invoices are consistently
approved, organisation wide Purchase Order Approval and Invoice Settlement Approval plans are written and assigned
to a ‘Master’ approval rule group. This group also contains default approvers for the roles contained within these plans.
Regional administrators are responsible for defining Requisition Approval plans and maintaining their departmental
Approval Rule Groups which is assigned the ‘Master’ group as parent.
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20 Approval Reassignment
The Approval Reassignment feature provides a ‘post delegation’ route, to enable system administrators to reassign an
approval object to an alternate approver due to the absence of the original approver.
Approval reassignment is available to administrators with the appropriate permission from within the Approval Rules
tab.
Fig 20.1 - Menu tabs (outstanding approvals)
20.1 Overview
An approval object can get ‘stuck’ in the approval process for a number of reasons, which include:

An approver or escalation task owner has failed to set a delegation rule.

The unexpected absence of an approval task owner.

Approval plan escalation tasks are not set or are ineffective.
It is necessary for the system administrator to be able to efficiently progress the approval object to avoid having to cancel
and reissue the requisition, or log in as the approver and action on their behalf. This causes delays in the approval
process and, due to the ad-hoc changes required to approval processes and user passwords, is often an audit and
security concern.
This feature enables a system administrator to act upon a specific request from a user in a timely manner to manually
reassign a requisition, order request, change order or invoice to an alternate approver. The action is controlled by an
administration security task, provides full email notifications and is fully recorded in the audit trail.
In addition, this feature also allows administrators to search and interrogate outstanding approvals in order to proactively
manage their processes and approval plan administration. To this end, the system also provides the ability to search and
sort outstanding approval objects and displays an aged outstanding calculation.
20.1.1
Usage Scenarios
The following are summary examples of how the Approval Reassignment feature can be utilised.
1.
2.
3.
A requisitioner experiences a delay in the transmission of their purchase orders. It becomes apparent that a number
of requisitions are not being progressed through the approval process due to the unexpected absence of their line
manager. The system administrator is able to ascertain from the department head an appropriate alternate approver
and, with permission, is able to reassign the outstanding requisitions for approval.
A system administrator is able to review how many change orders are outstanding for approval by department, in
order to proactively manage approval delays and undertake a review of approver availability and performance.
The financial controller receives a complaint from a supplier that some payments are being delayed. The system
administrator is able to search and review all outstanding invoice approvals for this supplier. The financial controller
is subsequently able to suggest improvements to approval plan escalation timeframes in order to improve the
efficiency of the settlement process.
20.1.2
Reassignment Permission
To control outstanding approval reassignments an Administrator Security Administrative Task is provided called
‘Outstanding Approvals’ (see User Assignments> Administrator Security).
When assigned, the administration task provides the approved administrator with access to the administration menu tab
Approval Rules > Outstanding Approvals. Selecting the option opens the Outstanding Approvals screen.
20.2 Approval Search and Selection
When the Outstanding Approvals tab is selected, the system will identify the organisational level permission of the
logged in administrator:

If the administrator’s Permitted Administration Organisation is defaulted to or includes permission for level 1 (i.e. site
level), a level 2 organisation must first be selected and an Organisation Selection screen will open.

For any administrator who is level 2 (i.e. ‘Company’ level) or below, the Outstanding Approvals – Approval Listing
screen opens where approval objects can be searched and selected for reassignment.
20.2.1
Organisation Selection
All level 1 site administrators must first select an organisation in which to manage approvals. Most administrators will not
have access at the site level and therefore this selection will usually be by-passed.
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A drop down list box is presented containing all level 2 organisation descriptions. One organisation must be selected
before the Continue button becomes active. Clicking the Continue button will open the Outstanding Approvals –
Approval Listing screen for the selected organisation.
20.2.2
Approval Listing Table
For a user who is not a site administrator (i.e. level 2 ‘Company’ admin or below), the landing page after selecting the
Outstanding Approvals menu option is the Outstanding Approvals – Approval Listing screen.
The default display populates the approvals table with all current outstanding approval tasks for the logged in user’s
default Permitted Administration Organisation. The scope of all subsequent searches is similarly limited to the logged in
user’s Permitted Administration organisation.
Fig 20.2 - Outstanding approvals approval listing
The outstanding approvals table displays the following column headings:

Document Type. This is one of the following object types that can be outstanding for approval:
o Change Order
o Invoice
o Order Request
o Receipt
o Requisition

Document ID. This is the document identification number (e.g. requisition id, GRN or invoice number)

Submitted. This is the date and time the document was originally submitted into the current approval process (i.e.
the start of the approval plan). The display is in the appropriate format for the logged in user’s locale (i.e. UK:
DD/MM/YYYY HH:MM; US: MM/DD/YYYY HH:MM) and uses the 24hr clock.

Submitted By. This is the full User Name of the document owner.

Organisation. This is the Name of the organisation that the document owner is assigned to.

Value. This is the document (approval object) total.

Approver (Name/ID). This is the name and id of the user who currently owns the approval task (i.e. the approver).

Assigned. This is the date and time that the document was assigned to the current owner (i.e. entered the step in
the approval plan). The display is in the appropriate format for the logged in user’s locale (i.e. UK: DD/MM/YYYY
HH:MM; US: MM/DD/YYYY HH:MM) and uses 24hr clock.

Approver Waiting (Days/Hours). This is the calculated time that the document has been outstanding with the
current approver. It is the difference between the current date and time (i.e. when the Outstanding Approvals –
Approval Listing screen opened) and the ‘Assigned’ date and time. It is displayed in Days and Hours with all minutes
being rounded up to the nearest hour (i.e. 1 minute through to 59 minutes will = 1hour).

Task Waiting (Days/Hours). This is the calculated time that the document has been outstanding with the approval
task. It is the difference between the current date and time (i.e. when the Outstanding Approvals – Approval Listing
screen opened) and the date and time the document was originally sent for approval under this approval step (i.e.
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first sent to the original approver(s)). It is displayed in Days and Hours with all minutes being rounded up to the
nearest hour (i.e. 1 minute through to 59 minutes will = 1hour).

Select. This column displays a check box in order to select an approval object. The default is unchecked.
The sort sequence for the outstanding approvals table is: Document Type, alphabetically ascending, then, Document ID,
alpha-numeric ascending in order to display the oldest record first. In the unlikely event that a document ID is not unique,
the sequence is next sorted by Submitted date.
It is possible to sort the content of the outstanding approvals table by clicking on any column header (except ‘Select’).
Clicking once will sort descending and twice will sort to ascending. Subsequent clicks will reverse the sort order.
20.2.2.1 Summary Bar
Fig 20.3 - Outstanding approvals summary bar
A Summary bar displays the number of outstanding approval objects currently displayed in the outstanding approvals
table: the summary totals will update dynamically as filters are applied or reset.
The “Total:” indicates the sum of all the outstanding approval objects and numeric values display for each document type.
If there are no outstanding approvals for a document type the numeric value will indicate as zero.
20.2.2.2 Pagination
When more than 10 approval objects are returned by the search, multiple pages are created which are added
incrementally as required: one page per factor of 10. Page numbering and navigation allows the user to scroll between
pages of results when there is more than one page.
20.2.3
Search and Filter
Search fields are provided at the top of the outstanding approvals table to filter the table content.
Fig 20.4 - Outstanding approvals search filters

Document Type - a drop down selection box containing the name of each Document Type:
o Requisition
o Order Request
o Change Order
o Invoice
o Receipt

Submitted By (starts with) - text box for the entry of the document owner’s (i.e. requisitioner or invoicer) user
name. The system will filter using the start of the text string. For example, entering ‘al’ will find all users who’s name
begins with ‘al’ including: ‘Alex’, ‘Alexis’, ‘Alistair’, ‘Ally’ etc

Organisation (starts with) - text box for the entry of name of the organisation that the document owner is assigned
to. The system will filter using the start of the text string. For example, entering ‘ma’ will find the ‘Marketing’
department.

Approver (Name/ID) (starts with) - text box name and id of the user who currently owns the approval task (i.e. the
approver). The system will filter using the start of the text string. For example, entering ‘al’ will find all users who’s
name begins with ‘al’ including: ‘Alex’, ‘Alexis’, ‘Alistair’, ‘Ally’ etc
It is possible to enter one or more search options joined by the Boolean ‘AND’. Clicking the ‘Search’ button will undertake
a new search based on the criteria entered, refreshing the results table and replacing all previous content. Selected
approval lines are not be saved or retained but will be overwritten along with all other lines when a new search is
undertaken.
The clear button will clear the search fields and remove all text from the ‘Submitted By’, ‘Organisation’ and ‘Approver’
search boxes.
20.2.4
Selecting Objects for Reassignment
Two selection buttons enable the mass selection of approval objects for reassignment. Any existing selections will be
overridden.

“Select All” automatically checks all boxes in the Select column (i.e. selecting all approval objects in view).

“Deselect All” automatically un-checks all boxes in the Select column (i.e. de-selecting all approval objects in view).
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Fig 20.5 - Outstanding approvals approval listing
It is possible to individually select a single row by checking the box in the Select column. More than one selection can be
made and rows are checked and unchecked independently, even after the ‘Select All’ or ‘Deselect All’ buttons are
selected. When the ‘Select’ check box is checked, the row is highlighted.
Selected rows are not cumulatively stored or saved between searches. If a new search is undertaken after a line(s) has
been selected, the results table is completely refreshed for all lines (selected and not selected). The reassignment
selection must be started again.
Clicking the Reassign button will progress the user to the Approval Reassignment screen where the selected approval
objects can be reassigned to an alternate approver.
Validation will take place to ensure that at least one row is selected in the outstanding approvals table. Validation failure
will result in an error message being presented: “You must select at least one approval document to reassign before
continuing.” and the user will remain in the ‘Outstanding Approvals – Approval Listing’ screen and the screen.
20.3 Approval Reassignment
20.3.1
Selected Reassignments
The Outstanding Approvals – Approval Reassignment screen opens when the reassign button is clicked in the
Outstanding Approvals - Approval Listing screen and validation is successful.
A table displays a summary of the outstanding approval tasks that were selected in the previous screen for reassignment
and contain the following column headings. The selected outstanding approvals table is read only and cannot be sorted.
The selection of a new approver (see below) and comments is mandatory in order to complete the reassignment.
Fig 20.6 - Outstanding approvals approval reassignments default view
The Confirm button invokes validation (see below) and completes approval reassignment and the Cancel button returns
the user to the previous screen without making an update.
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20.3.2
Selecting a New Approver
To select a user to become the new approver for the approval tasks, the User Lookup button must be selected. Clicking
the User Lookup button will open a user search screen.
Fig 20.7 - Outstanding approvals user search
Standard PECOS P2P user search is employed in order to select a user: a partial value can be optionally entered to
refine the search; the search can be conducted by either user name (default) or user ID and can optionally be defined to
be case sensitive.
A User List will display the search results and clicking the Select button against any user in the search results will close
the user search window and redisplay the Outstanding Approvals – Approval Reassignment screen.
The Cancel button terminates the search and returns the user to the Outstanding Approvals – Approval Reassignment
screen without a user being selected.
Fig 20.8 - Outstanding approvals approval reassignment completed view
After selection, the user chosen is displayed as the New Approver and after comments are entered, reassignment can be
completed by selecting the Confirm button.
20.3.3
Reassignment Confirmation
Completing the approval reassignment process by clicking the Reassign button in the Outstanding Approvals – Approval
Reassignment screen, first invokes validation to ensure that a user has been selected, reassignment comments have
been entered and there has been no change in approval object status since the original search and selection.
If validation is successful, a confirmation click through message will appear in a pop up screen:

OK – completes the reassignment, closes the confirmation message and returns the user to the Outstanding
Approvals - Approval Listing screen
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
Cancel - closes the confirmation message and returns the user to the Outstanding Approvals - Approval
Reassignment screen
20.4 Reassignment Errors
20.4.1
Missing User
Clicking the Reassign button in the Outstanding Approvals – Approval Reassignment screen invokes validation to ensure
that a user has been selected. Failing validation will display the following error message: “Missing information. Please
select a User to reassign approval responsibility.”
Reassignment will not progress and the user will remain in the Outstanding Approvals – Approval Reassignment screen
to correct the error.
20.4.2
Missing Comments
Clicking the Reassign button in the Outstanding Approvals – Approval Reassignment screen invokes validation to ensure
that reassignment comments have been entered. Failing validation will display the following error message: “Missing
information. Please enter reassignment comments.”
Reassignment will not progress and the user will remain in the Outstanding Approvals – Approval Reassignment screen
to correct the error.
20.4.3
Changed Status
Clicking the Reassign button in the Outstanding Approvals – Approval Reassignment screen invokes validation to ensure
that the documents selected for reassignment are still available:

The approval document is the same type

The original approver is still the current approver

The object still requires approval

There are no locks and the object is not open in another session
Failing validation will display the following error message: “Reassignment cancelled. The following documents have
changed status:”. The approval objects that have failed validation will be listed.
Reassignment will not progress and the user will be returned to the Outstanding Approvals – Approval Listing screen
where they can investigate and reselect.
20.4.4
Delegation Conflict
Clicking the Reassign button in the Outstanding Approvals – Approval Reassignment screen invokes validation to ensure
that the documents selected for reassignment do not cause a reassignment conflict. The system will check that the
original approver is not set as the CURRENT delegation recipient (i.e. ‘delegatee’) for the new approver.
Failing validation will display the following error message: “Reassignment cancelled. One or more documents cannot be
reassigned due to an approval delegation conflict.”
Reassignment will not progress and the user will be returned to the Outstanding Approvals – Approval Listing screen
where they can investigate and reselect.
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21 Users
Every user who has a role within the procurement process within PECOS P2P must have a user profile. Each user
profile can be configured differently according to the rights and responsibilities of the user. User types can be broadly
broken down into the following categories:

Buyers who create their own requisitions.

Buyers who create requisitions on behalf of others.

Senior purchasing professionals who create and place contract orders.

Managers and Approvers who approve requisitions, orders or invoices.

Senior members of staff who both buy (create requisitions) and approve.

Goods-in staff who receive product and receipt orders.

Accounts staff who process invoices.

Senior accounts staff who run financial matching and export payment data.

Administrators who maintain and configure PECOS P2P.

Senior Managers who run procurement reports.
Within PECOS P2P users may be created with all or any combination of roles and responsibilities.
21.1 Create a New User Profile
To add a new user, you will need to provide the following information on the User Profile pages. Much of this information
is mandatory. It is recommended that you design a data capture sheet to collect all the required profile data for your
users to make profile creation more efficient.
Fig 21.1 - Menu tabs (user profile)
To manage users click on the Users > Profile tab to open the User Profile screen.
The six User Information sub sections, detailed below, must be completed:

User Information

Organisation Level

User Settings

User Roles

External Order Processing

User Delivery Address
All User information sections must be entered and saved before your new user can be assigned to Buy-for Users,
Procurement Cards, Groups and Roles and Dynamic Options (see User Assignments).
21.1.1
User Information
Fig 21.2 - User profile user information options
The user information screen opens by default and contains the following key user details:
1 User Name (mandatory): 30 characters maximum and does not have to be unique. Type the full name of the user.
2 User ID (mandatory): must be unique, a minimum of 6 characters and may contain special characters including a
full stop. This is the login user id. If the Organisation System Assigned password rule has not been set, the User ID
will also be the user's initial password. This field cannot be edited after the user has been saved.
3 eMail Address (mandatory): this will be the destination of all notification messages sent by PECOS P2P. This is the
user’s fully qualified Internet eMail address. The eMail address is validated.
4 Telephone Number: appears in the contact section of the purchase order.
5 Fax Number: appears in the contact section of the purchase order.
6 GSRN: Enter a Global Service Relationship Number or equivalent user identifier. This can be used to identify a
relationship between a service provider and an individual who is a service recipient. It is an identification point
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7
8
against which data can be stored for a service relationship (e.g. a patient in a hospital for the recording of medical
information and treatment received. Since the GSRN does not identify a business or individual specifically for
purposes other than the service being provided, it does do not raise any privacy concerns.) The field accepts up to
30 characters and is not currently validated to be a specific GS1 key (e.g. valid check digit) to allow for flexible
implementation.
The GSRN will default into the shopping cart requisition and order delivery and invoicing screens. The
Requisitioner's GSRN is editable in the requisition delivery and invoicing screen. The buy-for user's GSRN can be
edited in both the requisition and order delivery and invoicing screens. The GSRN will display in all Status and
Approval Summary screen headers and when provided, will be included in the standard PDF and cXML purchase
orders, the Order Export and Receipt Return Export.
Preferred Payment Method (mandatory with default): choose either ‘Invoice’ or ‘Procurement Card’ to set the
user’s requisition default payment method. The default can be changed by the user during requisition creation and
editing.
Default Procurement Card: this field is non-editable and will display after a default procurement card has been
associated with this user. The default can be changed by the user during requisition creation and editing.
eMail Address Validation
The eMail Address field of the User Information section is validated to reduce the likelihood of invalid eMail addresses
being entered. The following validations are performed:












There is at least one ampersand (@). (eg: jsmith.elcom.com);
The ampersand is neither the first or last character (eg: [email protected]);
There is at least one dot in the address (eg: [email protected]);
Two dots do not appear simultaneously (eg: [email protected]);
There are no spaces in the domain name (eg: [email protected] .com);
The domain name does not start or end with a dot (eg: [email protected]);
Characters used in the domain name are valid (eg: [email protected]£);
User name does not start with a dot (eg: [email protected]);
User name does not end with a dot (eg: [email protected]);
User name is checked for invalid characters: “£€)(@][;:><\`¬ (eg: jsmi£[email protected]);
Domain is checked for invalid characters: !#$%&'*+,/=?^_{|}~“£€)(@][;:><\`¬ (eg: [email protected]#om.com);
The following characters used in the user name are quoted (i.e. the first and last character of the user name
must be quoted): <>)(;:][. (eg: “jsmith>”@elcom.com).
If validation fails, the user profile will not be saved and an error message will be displayed.
21.1.2
Organisation Levels
Scroll down the page and assign the user to an organisation level.
Fig 21.3 - User profile organisation level selection
This organisation assignment is very important and will determine the following defaults:
a) From Organisation configuration:

Purchase Order prefix

Purchase Order template used

Invoice Address

Postal Address

Default Time Zone and Country / Language (see also User Settings below)

eMail notification message defaults

eMail and fax failure recipients

Available tax treatments

Default VAT treatment

VAT and gross amount display rules

Change order content

Default Catalogue Collection for user defined suppliers

Workflow Calendar and Holidays

Budget policies (when implemented)
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b) From Rule Group configuration:

Organisationally defined Business Rule Groups:
o Catalogue access
o Financial tracking code access
o Procurement card access
o Default tax code

Budgets (when implemented)
c) From Approval configuration:

Organisationally defined Approval Rule Group:
o Approval plan use
o Owners of approval roles
d) From Supplier configuration:

Supplier Profile (including override tax codes and matching rules)
To assign an organisation to a user follow these steps:
1
2
3
4
5
Under ‘Organisation Levels for [Your Instance Name]’, click the Select Organisation Assignment button.
When the User Organisation Assignment sub-window appears, drill down through the Organisation Explorer tree.
Expand organisation levels by clicking the + symbol by the organisation folder icon.
When you see the organisation level to which you want to assign this user, click on the organisation name. This
organisation then appears in the box below.
The user can only be assigned to one organisation level.
Click Finished when you are done to return to the User Information screen.
21.1.3
User Settings
The User Setting will default from the Organisation Level Assignment above but may be changed here.
Fig 21.4 - User profile user settings selection
Time Zone selection will affect the audit trail date and time stamp.
Country/Language selection will affect the language localisation directory used by this user. This is an important
selection if your organisation has been configured to use foreign language translation.
Preferred Currency selection will affect the default currency display for this user. This is important if your organisation
uses multi-currency.
To manage user settings follow these steps:
1 Time Zone (mandatory with default): from the dropdown list choose the time zone your user belongs to. Note:

GMT (also referred to as UTC or Universal Time Coordinated) is not adjusted for Daylight Saving Time (i.e.
BST).

WET is adjusted for Daylight Saving Time (i.e. BST).
The default time zone is the one that applies to your instance or to the organisation level that was specified above.
2 Country/Language (mandatory with default): choose the appropriate combination to define the language and
international currency settings for this user.
3 Preferred Currency (mandatory with default): choose the user’s default currency view from the drop down
selection list if your system setup as multi currency. If multi currency is not enabled this will default from the
Organisation Level assignment (see section above) and not be editable.
21.1.4
User Roles
The User Roles section defines the system access permissions and responsibilities for the user.
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Fig 21.5 - User profile user roles selection




Requisitioner: the user can create a requisition by adding items from catalogues, punch-out sites, recurring
requisitions and e-forms. Enables additional requisitioning roles to be selected.
The following roles are conditional on ‘Requisitioner’ being selected:

Blanket Requisitioner: can create blanket orders.

New Address Entry: can create a new Delivery Address during the requisitioning process. (Note. All users
have a default Delivery Address that they may override in the Requisition Details browser page from the system
address book).

Non-Catalogue Entry: can order non-catalogue based services or goods. This role will make the ‘Add noncatalogue item’ button appear in the requisition screen.

User-Defined Supplier Entry: this button will be available only if ‘Non-Catalogue Entry’ is selected. The User
has the permission to create “ad hoc” suppliers in the ‘Add Non-Catalogue item’ screen.

Pre-Authorisation Allowance Override: applies only to users of GECF ePCard XML (available only in the
USA). The user is allowed, on a GECF ePCard, to override the allowance amount given to the supplier on a
PCard transaction. Typically, this is to cover items such as tax and delivery charges; a user who has this ability
is, in effect, granted permission to allow the supplier to charge extra tax and delivery.

Selectable Supplier Terms: the user can select the following alternate supplier terms in the Order Delivery and
Invoicing screen, where available, for:
o Payment Terms
o FOB terms
o Delivery Terms

Personal Templates Only: when selected this will hide all Group assigned templates from the user's Templates
table and ensure that they only see Private and User assigned Templates. This therefore removes Templates
that are potentially irrelevant and is especially useful for Mobile users where screen size is more limited.

VAT Override: this permission allows a user to change the VAT Treatment default assignment on their
requisitions. This would normally only be given to a user who has specific knowledge about VAT Treatment.
User specified VAT will override any system generated defaults linked to either business rule group or
commodity type.
Batch Requisitioner: The system accepts requisitions generated from internal or external processes (supporting
batch feeds from materials management and inventory systems for example, or from such internal processes such
as scheduled recurring requisitions). If selected, the user will be authorised to use these external requisitions and
check the status of them in the Status and Order Tasks page. Typically only one user (a system login) will be granted
this permission, and will possess few others.
Receiver: the user can access Receipt Entry for each order they have access to, according to their Receipt
Access Level. If this permission is not granted the user will not be able to process receipts for any user. A
requisitioner can always receive their own orders. This role provides access to the Receipt Detail screen, accessed
through a Prior Receipt.

Edit Receipts: This button will be available only if the ‘Receiver’ role is selected. This role allows a user to edit
or update receipts after they have been entered and saved. An Edit button will display in the Receipt Detail
screen, accessed through a Prior Receipt.
Note that a receipt cannot be updated if: it is in the workflow process; it has been included in the ReceiptReturn
Export; or if the order has been manually closed. The Edit button will be hidden from the Receipt Detail screen.
Invoicer: the user can access Invoice entry permissions: Invoice Entry page - for entering invoice documents
against purchase orders. Access to the invoice entry page is granted through an invoice icon in the status search
results page and a button in the purchase order status summary page. Invoice Detail – allowing access to the
invoice detail screen where financial tracking code editing can be undertaken.
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
Remit Address Entry: this option is only available for selection if the ‘invoicer’ role has first been selected. The
user is allowed to select or change a remittance address in the invoice entry forms.
Non-PO Invoice: the user can access Non-PO Invoice Entry - allowing the posting of ad hoc invoice documents
that are not associated to a PECOS P2P purchase order. Access to Non-PO Invoicing is granted through an option
on the main menu bar.
Settlement: this option gives access to all settlement activities as described below.

Settlement Resolution screen – where all settlement activities can be undertaken and matching results and
statuses reviewed. Access is via a settlement icon in the status search results screen.

Invoice Deactivation – allowing the deactivation of existing invoices that have not been sent to APExport.

Close Orders – allowing the ability to manually close an order.

AP inquiry – allows a user to access the ‘AP Inquiry’ screen where an order can be ‘Closed in AP’.
Force Settlement: this option is only available for selection if the ‘Settlement’ role has first been selected. This
allows a user to run the force settlement program for any order that is placed on a financial matching exception
status.
Administrator: this has a number of functions:

The user is a system administrator. Administration rights are granted in the Administrator Security screen.

The user is granted permission to run the batch export utilities.

Run Financial Matching – the ability to run the financial matching program. Financial matching can be
performed for all orders in organisations that the user has access to through their order access level (see
‘groups and roles’ below). Access is granted through a button on the status search results screen (which runs
matching for ALL available orders within the user’s permissions) and a button on the settlement resolution
screen (which runs matching for the individual order only).

An administrator is granted permissions to cancel any purchase order.





Purchase Order Change Access: The user can create change orders in the Purchase Order Status Summary
screen. This permission also allows users to cancel order requests and purchase orders which they may have
access to. See below for further information.

Approval Delegation: this button allows the user to delegate their approval responsibility to any other PECOS P2P
user. It enables the approval delegation button to be displayed in the user’s inbox which allows access to the
approval delegation screen. Note that this role does not specify the user as an approver, nor does it validate the user
as a person for whom approval can be delegated. The users who are available as delegatees will be defined by the
user’s Order Access permissions: only those users who belong to these organisations will be available for selection.

Bypass Approval Level: use this setting to identify the user to a managerial or approval hierarchy. The numerical
setting is used with the approval plan criteria: ‘Requestors Approval Level’. Principally this is used to define when an
approval step is to be by-passed by requesting approval only if a user’s bypass level is greater or less than a
particular value. For example you may not require certain managers, who also buy through PECOS P2P, to have
their requisitions approved by themselves or a subordinate. The levels are configured by your Elcom Consultant or
Elcom Support.
Bypass levels are created for the top level of your organisation only and cannot be altered for subordinate
organisation levels.

Punch-in User: this role is used when PECOS P2P is operated as a catalogue system and the user is an externally
maintained profile setup for the purposes of punch-in from an external ordering system to create a requisition (and
then punch-back to the external ordering system).

Active User/ Inactive User: designating an Inactive User deactivates the user profile and prevents access to
PECOS P2P. An inactive user can later be reactivated. Note that a user profile cannot be deleted.
21.1.4.1 Purchase Order Change Permission
User permissions to purchase order change is altered slightly by a combination of the user profile role setting (described
above) and the supplier profile contacts settings (described in an earlier chapter above). The table below summarises the
change order (i.e. post order transmission) functionality granted to the user based on the different configuration options.
User
Permission
Supplier
Permission
Resulting User Functionality in PO Status Summary
NO
NO
No PO Change is allowed (buttons are not displayed)
YES
NO
Change PO Button is displayed and full PO Changes are allowed.
The change order is editable by the user.
PO change transmission override is not available. Changes are sent using the supplier’s order
transmission method.
NO
YES
A Cancel PO Button is displayed and the order can be cancelled only.
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A zero value change order is created which cannot be edited by the user.
PO change transmission override is available if allowed by the supplier permission setting.
YES
YES
Change PO Button is displayed and full PO Changes are allowed.
The change order is editable by the user.
PO change transmission override is available if allowed by the supplier permission setting.
(A Cancel PO Button is also displayed allowing similar functionality)
Note that an administrator is also able to cancel a purchase order when the ‘Admin Order Cancellation’ dynamic option
is set for their organisation.
21.1.4.2 User Cancellation Permission
Requisitioner’s are always allowed to cancel their own requisitions and order requests prior to purchase order
transmission.
Other users are able to cancel requisitions and order requests which are not their own (which they have organisation
access permission to) if they have the Purchase Order Change Access permission. Requisition, order request and
purchase order cancellation is described in full below.
Requisition Cancellation
i.e. the requisition is submitted into the approval process but no orders are transmitted.
a) The requisitioner is always able to cancel their own requisitions:

In the Requisition Approval Summary screen (i.e. the requisitioner approves their own requisitions)

In the Returned Requisition Summary screen

In the Requisition Status Summary screen (i.e. from a status search)
b) Other Users (e.g. Approvers) cannot cancel requisitions
c) Administrators cannot cancel requisitions
Order Request Cancellation
i.e. the requisition is submitted and split into order requests which are in the approval process but no orders are
transmitted.
a) The requisitioner is always able to cancel their own order requests:

In the Order Request Approval Summary screen (i.e. the requisitioner approves their own order requests)

In the Returned Order Request Summary screen

In the Purchase Order Status Summary screen (i.e. from a status search)
b) Other Users are able cancel if they have the ‘Purchase Order Change Access’ user role assigned to them:

In the Order Request Approval Summary screen (i.e. they are an approver)

In the Purchase Order Status Summary screen (i.e. from a status search)
c) Administrators are able to cancel if they have the ‘Admin Order Cancellation’ dynamic option set for their
organisation:

In the Order Request Approval Summary screen (i.e. they are an approver)

In the Purchase Order Status Summary screen (i.e. from a status search)
Purchase Order Cancellation
i.e. the requisition is submitted, order requests are created and approved and transmitted as Purchase Orders.
a) Any user with the ‘Purchase Order Change Access’ user role assigned to them:

In the Purchase Order Status Summary screen (i.e. from a status search)
b) Any administrator when the ‘Admin Order Cancellation’ dynamic option is set for their organisation:

In the Purchase Order Status Summary screen (i.e. from a status search)
21.1.5
External Order Processing
External Order Processing defaults are set in Organisation Settings. This default can be overridden here and set for
individual users.
Fig 21.6 - User profile external order processing options
If you wish to use PECOS P2P to record orders being processed outside of the system and not send the purchase order
to the supplier, this option should be set to ‘Allow’. A common use of this feature is for users to record ad-hoc credit card
or cash purchases in the system, retrospectively. The requisition delivery and invoicing page will contain appropriate
choices for the user to define how they want the order to be processed.
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Note that Requisition and Order documents will be sent for approval in the usual way and Invoices will be captured by
the settlement workflow. If externally processed orders need to be processed differently from other orders, criteria is
available (Order: Processing Type) in the workflow to achieve this.
The following options are available:

Allow entry of externally processed orders with manual receiving/invoicing/settling.
This option allows the user to process an order that will not be transmitted to the supplier but will be available for
normal (manual) receiving and settlement. The following options will be available to the user in the requisition
delivery and invoicing screen:
o Normal processing through this system (default).
o Order may have been sent to the supplier. Receipts, invoicing and matching will be entered manually.
Example. A last minute telephone order is placed with a local supplier to provide an emergency repair. The service
is received on credit and an invoice issued. No purchase order or retrospective approval is required but receiving,
invoicing and settlement must be performed in the usual way.

Allow entry of externally processed orders with automatic receiving/invoicing/settling.
This option allows the user to process an order that will not be transmitted to the supplier and does not require
normal (manual) receiving, invoicing and settlement. The following options will be available to the user in the
requisition delivery and invoicing screen:
o Normal processing through this system (default).
o Order has already been sent to the supplier and goods or services received. The system will automatically
create a matching receipt and invoice and settle the order.
Example. A field engineer purchases an item for an emergency repair using a corporate credit card. No purchase
order, invoice or payment is required. The transaction is recorded for reporting and accounting purposes.

Allow both types of externally processed orders.
This option allows the user to process an order that will not be transmitted to the supplier and choose normal
(manual) or automated receiving, invoicing and settlement processing. The following three options will be available
to the user in the requisition delivery and invoicing screen:
o Normal processing through this system (default).
o Order may have been sent to the supplier. Receipts, invoicing and matching will be entered manually.
o Order has already been sent to the supplier and goods or services received. The system will automatically
create a matching receipt and invoice and settle the order.

Prohibit entry of externally processed orders.
No options for alternate processing are made available. It is assumed that all orders are created in PECOS P2P and
require the transmission of a purchase order to the supplier.

Externally processed order permission is determined by parent organisation.
This option is available to all level three organisations and below (i.e. all organisations subordinate to your top level
organisation) and is the default setting. Processing conditions will be determined by this organisation’s parent
organisation setting.
21.1.6
User Delivery Address
Scroll down to select a default delivery address for the user. This will override the default organisation profile setting.
Fig 21.7 - User profile delivery address assignment
1
Deliver To Name (mandatory): This will default from the User Name field when creating a new user. If you want to,
you can set a new default by over-typing this field. This will appear as the first line of the user’s delivery address on
all Purchase Orders.
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2
3
Internal Delivery Location: Enter additional (optional) delivery information to appear on the purchase order for this
user (such as a unique mail stop or office location). This is often used if the delivery address does not contain
sufficient specific location information. This field is also editable by the requisitioner in the order delivery and
invoicing screen of the requisition.
Select Address: Click this button to search for Company Addresses.
A partial value may be entered in the Address Name field to refine your search. The partial value is not case
sensitive but is not used as a wildcard. A correct string of characters beginning with the start of the address name is
required (for example to find the address called ‘Head Office Stores’ enter ‘hea’ or ‘head’. ‘office’ or ‘stores’ will not
work). Note that if no partial value is inserted, search results will be limited to the first 100 (randomly selected).
21.1.6.1 Add New Address
To add a new delivery address, follow these steps:
1 Ensure the Address Name field is empty
2 Click the Select Address button.
3 In the Select Address window click the New Address button.
4 In the User Address Maintenance window enter the new address details.
Note that the following fields are mandatory:

Address name

Address Line 1

City
5 Enter an optional Address GLN (Global Location Number), to provide a unique location reference. The field accepts
up to 20 characters which are not validated for specific GS1 keys in order to provide flexibility for implementation.
The Delivery Address GLN appears in the Order and Accounts Payable Exports and is included in the standard PDF
and cXML purchase orders.
6 Click the Add Address button. A window will confirm that the new address has been saved.
7
Continue entering new addresses in the Company Address Maintenance window. When you have finished click the
Close button to close the window.
If you do not click on the Organisation button to override the address organisation assignment, the address will be
saved to your default organisation level for administration purposes.
21.1.6.2 Edit Existing Address
If you have suitable permissions an address can be edited. Follow these steps:
1 Choose the address to edit:

If the address to edit is the address currently assigned to the User Profile, simply click on the Select Address
button. (Only the address with the address name displayed in the Address Name field will display for editing.)

If you wish to edit an address other than the one displayed in the User Profile first delete the Address Name. All
addresses available to your administration profile will display for selection. Alternatively, you may enter a partial
value in the Address Name field to restrict your search.
2 The address(es) selected will display in the Select Address window. Click the edit button by the address you wish to
edit. Note that the edit button will not appear next to an address that has been saved above your organisation
administration permission.
3 Undertake editing changes in the Company Address Maintenance window. Click Update.
4 A message will confirm that the changes have been saved and the window can be closed by clicking the close
button.
Finally, click the Add User button at the top of page to save the new profile.
If any mandatory fields have been omitted a warning message will be displayed. Click OK to return to the User
Information screen and enter the missing data.
21.2 Editing a User
To edit an existing user profile:
1 Navigate to the Users > Profile tab.
2 Click the Search button to open a user list sub window that displays user profiles for selection. Note that the search
is limited to 100 users (randomly selected if not refined).
To refine your search, enter a partial value in or select one of the following fields:
o User Name
o User ID
o Organisation Level
o Active User / Inactive User button
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3
4
5
Click the Select button next to the user name in the user list to load the profile for editing.
Undertake changes. All user profile fields are editable with the following exceptions:

User ID (this affects procurement history)

Default Procurement Card (this is assigned in the procurement cards tab)
When you have finished making changes, click the Update User button.
21.3 Resetting User Passwords
A user’s password can be reset at any time and will always be necessary if the password has become locked.
1 Navigate to the Users > Profile tab.
2 Click the Search button to open a user list sub window that displays user profiles for selection. Note that the search
is limited to 100 users (randomly selected if not refined).
To refine your search, enter a partial value in or select one of the following fields:
o User Name
o User ID
o Organisation Level
o Active User / Inactive User button
3 Click the Select button next to the user name in the user list to load the profile. The user profile will load.
4 Click Reset Password at the top of the page to reset the current user password.
Depending on the password rule selected in Organisation Maintenance: Company Settings this will either:
i)
Generate an eMail to the user containing a system-generated password for them to use. PECOS P2P will
require them to change this password on first login.
or
ii)
Reset the user password to be the same as their User ID.
21.3.1
Locked Passwords
A user profile will become locked after a number of false attempts: three is the default but this may be overridden by the
‘False attempts allowed’ Password Rule setting in the Company Settings screen.
A locked password is unlocked by resetting the user password, as described above.
The User List, returned after a user search in the User Profile screen, indicates if a user profile is locked and tracks the
number of times each user has been ‘locked out’.
Fig 21.8 - User search results list showing lockout information
21.4 Copying a User Profile
An efficient way to add users with similar configuration is to copy a user profile. A ‘template’ for the next user is
created, pre-populated with the following copied profile details:

Fax Number

Organisation Level

User Settings

User Roles

Delivery Address
Only user profile information specific to that user is then required.
1 From the Search list, choose a user whose profile you want to copy. To easily find a user, enter a partial name value
in the User name field before clicking search.
2 After the user profile has loaded, click the Copy Button. This updates the User Information fields with some fields
already completed.
Some input will be necessary for:
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3
4

User Name

User ID

eMail Address

Telephone

Deliver To Name
Enter the required information for the new user and change any other copied fields as necessary.
Click Add User.
Note that only User Information is copied. User Assignments (Buy-for, PCards, Groups and Roles and Dynamic
Options) are not copied.
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22 User Assignments
Once the User Profile has been created, you can create assignments for the user that further define the user’s functions
and authority within PECOS P2P. Usually these assignments will be performed at the same time as the user profile is
created.
Fig 22.1 - Menu tabs (user profile)
22.1 Search User
If assigning permissions to users at a later date, navigate to the Users > Profile tab to open the user Profile screen.
Retrieve a user by clicking Search and selecting the user from the search results.
The following fields may be used to refine the user search:
 A partial value may be entered in the User Name. The system will find all user names that contain the text entered –
the search is not case sensitive.
 A partial value may be entered in the User ID. The system will find all user ids that contain the text entered – the
search is not case sensitive.
 Select an Organisation. The system will find all users who belong to the organisation selected.
 Active / Inactive User flag. The system will return results for users who are either active or inactive. This can be
used in addition to partial values provided for the user name or id.
When a user profile is selected, additional buttons at the top of the screen become available for assigning permissions to
the user.
Fig 22.2 - User profile assignment buttons
The User Profile Buttons are:
 Buy-for Users – this button allows you to assign individuals or organisations for whom the user can purchase on
behalf of.
 Procurement Cards – this screen allows you to assign Procurement cards at the individual user level. These are
known as ‘User’ assigned cards.
 Groups and Roles – this screen allows you to assign users to Business and Approval Rule Groups and set a usser's
default account code. A box also displays all the Approval Roles this user is assigned to.
 Access Level - this screen allows you to set user's level of access for Orders and Receipts.
 Dynamic Options – this screen allows you to select customised screen-appearance settings for the user.
 Approval Delegation – this allows you to delegate this user’s approval responsibilities to another user.
 Search Preferences - this allows you to select whether all items or only preferred items are displayed in catalogue
search results.
22.2 Buy-for Users
The Buy-for Users sub window enables you to select other PECOS P2P users for the selected user to buy on behalf of.
The user will be able to select these Buy-for users in the Requisition delivery and invoicing screen of their shopping
basket.
The affect of such a selection is to change the profile of the whole requisition being created to that of the user being
bought for (i.e. the Buy-for user):
 The Delivery Name and Address is changed to that of the buy-for user.
 The Billing Address is changed to that of the buy-for user.
 The buy-for users Procurement Cards are made available for use.
 The buy-for user’s Default Accounting overrides that of the requisitioner.
 The requisition will resolve all Approval roles based on the buy-for user’s Approval Rule Group and not the
Requisitioner’s. Note that the Approval plans must be appropriately configured.
Note that the primary advantage of allowing a user buy-for rights is to define the appropriate approval routing of the
requisition. Subject to the configuration of your approval plans, it will follow the approval route of the buy-for user rather
than the requisitioner. Delivery, procurement card and accounting defaults can all be edited irrespective of the granting of
buy-for rights.
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Fig 22.3 - User profile buy-for assignment
To assign Buy-for Users and give permission to users whom your user is to buy on behalf of:
1 Click the Buy-for Users button to open the Buy-for Assignments screen.

2
 Any previously assigned Buy-for Users will be displayed in the right hand window.
Specify a Buy For Organisation:

3
4
Any previously assigned Buy-for Organisation will display in the 'Buy-for Organisation:' list box.
If you select an organisation from the drop-down box, the user will have permission to buy on behalf of all users
within that organisation. This is a quick way to select multiple users based on an organisation.
 If no organisation permission is required select '-None-' (default).
Specify a User:

Use the user Search to find users for assignment:
o Select the 'User Name' (default) or 'User ID' radio button to define the type of search to be undertaken.
o If you want your search to be case-sensitive, check the Case-sensitive search box.
o A partial value (used as a wildcard) may be entered to refine the search.
o To see a list of all available users, leave the user text box empty. The first 100 records will be displayed.

A list of users that match your search criteria will appear in the 'Users' window.

To assign a user, simply click on the user name and it will be moved to the 'Buy-for Users' window.

To optionally assign ALL available users, click on the >> (move all) arrows.

To un-assign a user simply click the user name in the 'Buy-for Users' window. The user will be moved back to
the 'Users' window.
 To optionally remove ALL assigned users click on the << (move all) arrows.
When you have finished click the Update button. Navigating out of the Buy-for user screen before clicking the
update button will reset the screen and changes will not be saved.
22.3 Procurement Cards
The Procurement Cards sub window enables you to assign permissions for a user to use procurement cards as a
payment option in the requisition delivery and invoicing screens.
Fig 22.4 - User profile procurement card assignment
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To assign a user procurement card, on the User Profile page:
1 Click the Procurement Cards button to open the User Procurement Cards screen.
2 All available Procurement Cards display in the Procurement Card table. To assign a card to this user, mark it as
selected by checking the box in the 'Selected' column. One or more cards may be selected.
3 Optionally choose one of the selected cards to be the Default Procurement Card. Select one of the assigned cards
from the dropdown list. Note that this selection does not affect the user’s default payment method but is used only
when the payment method selected is procurement card through either default or user selection.
4 Click the Update button to save the assignments. Navigating out of the screen before clicking the update button will
reset the screen and changes will not be saved.
Search and Filter
The Procurement Cards table will display 10 entries, sorted alphabetically by default but can be extended using the
Show entries control in the top left hand corner of the table. Using the list box, choose an override to display 25, 50 or
100 entries. When more than one page is available, pagination controls will display the number of pages of entries and
allow you to scroll or jump between those pages. A Quick filter provides a 'type ahead' text search, which automatically
filters the entries in the table using the string of characters entered.
22.4 Groups and Roles
In the User Profile Groups and Roles sub-window, you can set or change the users:
 Default Business Rule Groups (multiple assignments are allowed)
 Default Accounting Code
 Default Approval Rule Group (a single assignment only is allowed)
You are also able to view what Approval Roles the user is assigned to across all Approval Rule Groups.
Business Rule Groups and Approval Rule Groups can also be assigned within the Rule Group administration windows
where users are assigned either as individuals or through organisation membership.
Fig 22.5 - User profile groups and roles assignment
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22.4.1
Business Rule Groups
The Business Rules section allows you to assign the user to Business Rule Groups and remove the user from Business
Rules Groups they are already assigned to.
Users might have been assigned to Business Rule Groups through the membership selection options (user or
organisation) within the business rule group menu. If this is the case the selected group will display an asterisk and the
group will not be available for de-selection.
To update the business rule group assignments:
1 On the User Information page of the User Profile screen search for the user.
2 Click Groups and Roles. A sub-window appears with the heading Group Assignment for <username>.
3 Under the Business Rules section move the group names between the Available Business Rule Groups box and
the Selected Business Rule Groups box by clicking on the move one (< and >) and move all (<< and >>) buttons.
22.4.2
Setting a Default Accounting Code
The users Default Accounting Code is selected from one of the Business Rule Groups in the Selected Business Rule
Groups window. This will only be possible if you have selected a Business Rule Group that has Financial Tracking
permissions and a Default code associated with it. This group is defined as the user’s ‘Default Group’. To set a default
group:
1 Choose (i.e. click on) a Business Rule Group in the Selected window which has a Default contained within it.
2 Click the Set Default Accounting Code button.
3 The default contained in the selected Business Rule Group will appear in the User Default Accounting Code
Window. If the window is empty no default code has been found in the Business Rule group selected. Another group
must be selected.
4
To open the selected Business Rule Group in a new browser window click the green button on the top right of
the Selected Business Rule Groups box. This window will also allow you to modify the group.
Be sure to assign default accounting for all users who are requisitioners otherwise, they will not be able to create a
requisition. Any default VAT Treatment assigned to the user’s default group will also be assigned to the user profile.
22.4.3
Approval Rule Group
The user’s Approval Rule Group membership can be assigned in the Approval Rules section of the Group Assignment
window. The Approval Rule Group defines what approval plans the user’s requisitions, orders and change orders follow
and which users are filling the approval roles used within those plans.
When first created, a user is assigned to a default group called ‘Default Workflow’. This system assigned group does not
contain any approval rules and must be changed for all users.
Setup tip! Ask your implementation consultant to add an approval step to the default workflow plan to route all
documents to a nominated administrator in your organisation. In this way, any document raised by a user who
accidentally does not get an approval rule group assigned to them, will be captured.
To assign or update the Approval Rule Group:
1 On the User Information page of the User Profile screen search for the user.
2 Click Groups and Roles. A sub-window appears with the heading Group Assignment for <username>.
3 Scroll to the Approval Rules section.
4 Select or change the user’s membership to an Approval Rule Group by choosing a Group name from the Approval
Rule Group dropdown list.
5
To open the selected Approval Rule Group in a new browser window click the green button above the Approval
Rule Group selection box. This window will also allow you to modify the group.
22.4.4
Approver Roles
The Assigned Approver Role table at the bottom of the screen shows all the approval roles that are assigned to this
user and the approval rule group that contains the assignment.
These approver roles are assigned to users on the Approval Rule Groups page under the Roles button (see ‘Approval
Rule Groups’).
Search and Filter
The Assigned Approver Role table will display 10 entries, sorted alphabetically by default but can be extended using the
Show entries control in the top left hand corner of the table. Using the list box, choose an override to display 25, 50 or
100 entries. When more than one page is available, pagination controls will display the number of pages of entries and
allow you to scroll or jump between those pages. A Quick filter provides a 'type ahead' text search, which automatically
filters the entries in the table using the string of characters entered.
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22.5 User Dynamic Options
Dynamic Options are configurable options that define how some screens are displayed in PECOS P2P. The options
affect the user interface and include default settings, graphics and buttons.
Dynamic Options are also available at system level and can be set organisationally within the Utilities menu (see
Dynamic Options). Dynamic Options set here – within the user profile – affect only the individual user.
To set a user’s Dynamic Options:
1
On the User Information page of the User Profile screen search for the user to be updated. Click the Dynamic
Options button to display the Dynamic Options Screen
Fig 22.6 - User profile dynamic options
2
In the 'Option Name' drop-down box at the foot of the Options table select the option to be set for this user.
3
Each option requires one of three types of value to be selected and will appear in the 'Description' column once the
option is selected:

A ‘True’ or ‘False’ value.

The entry of a pre-configured file name.

The selection of defined options from a drop down selection box.
After selecting the appropriate Option and associated Description, click the Add button. The option will be assigned
to the user and appear in the Assigned Options table.
4
To remove a dynamic option click on the delete icon (X) in the Action column.
To edit an option click on it. The current associated description will populate at the foot of the table where it may be
changed. Click the Update button to save the change.
Search and Filter
The Assigned Dynamic Option table will display 10 entries, sorted alphabetically by default but can be extended using
the Show entries control in the top left hand corner of the table. Using the list box, choose an override to display 25, 50
or 100 entries. When more than one page is available, pagination controls will display the number of pages of entries and
allow you to scroll or jump between those pages. A Quick filter provides a 'type ahead' text search, which automatically
filters the entries in the table using the string of characters entered.
22.5.1
Available User Options
The following Dynamic Options are currently available to be assigned at user level:

Actuate Business Reports User
This option enables users to be given access to P2P Reports which must have been installed as a value added
option to your PECOS P2P site. The option must be set within the user profile. An additional application component
will be displayed in the top tabs when it is assigned.
Option Value: Enter the report server name, provided by Client Services, for all users who are to have access to
P2P Reports.

Admin Default Home tab
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This option defines the default screen that opens when an Administrator navigates to the P2P Admin tab (i.e. this
will be the ‘landing page’).
Option Value: Select one of the administration main menu options from the list box.

Audit Log Purge Allowed
True: The "Purge Records" section appears at the bottom of the Administration Transaction Audit Log page, allowing
the logged records of administrative actions to be erased. This affects the log only, not functionality.
False (default): The "Purge Records" section does not appear at the bottom of the Audit Log page, and logged
records cannot be erased.
Note: If the setting is False for a child organisation but True for a parent organisation, a parent administrator can still
purge the child organisation's records. The dynamic option only restricts the purging of records for administrators of
the organisations specified when the option is set.

Custom Home Page
Option Value: A file reference and name must be entered here. The default is ‘empty’ which will display the
standard PECOS P2P home page and any user defined homepage view will override this organisation assignment.
The Custom Home Page option allows you to specify a custom home frame which can be either an absolute URL
(e.g. http://www.elcom.com) or a relative URL for a file hosted on the PECOS server (e.g. myHomePage.html). In the
case of the latter, the file must be configured and loaded by Elcom Support.

Default Account Display
This selection controls the default display of financial tracking information. Select from a drop down box:

Codes (default): Displays account codes (segment value) only.

Codes – Descriptions: Displays account codes and names (segment value and description).

Descriptions: Displays account code name (segment description) only.
Users can override this default during their session but the defaults are reset on next login.

Direct Item Entry
This option controls the display of the Direct Item Entry fields at the foot of the Shopping Cart screen.
True (default): The Direct Item Entry fields are displayed, allowing the requisitioner to add a catalogue item directly
onto the shopping cart by entering a quantity, item number and an optional supplier id.
False: The Direct Item Entry fields are hidden.

Display PO Signature Box
True: A box labelled "Authorised Signature" appears below the item table on the purchase order.
False (default): The Signature Box does not appear.

Display Requisition Submit Button
True (default): A submit button appears on the Requisition page, allowing a requisition to be sent directly from that
page rather than the forcing the extra step through the Requisition Review page.
False: No submit button appears on the Requisition, so users must submit requisitions from the Requisition Review
page.

Display Supplier Lookup Button
True: A "supplier lookup" button appears (replacing the drop down list) on the Add Non-catalogue Item page. The
button launches a new window for a supplier search.
False (default): The "supplier lookup" button does not appear, and suppliers are chosen from a drop-down list.

Enable eInvoicing
True: For customers who implement the PECOS eInvoicing solution, this will display the eInvoicing tab for the
configuration of direct sign on.
False (default): The eInvoicing tab is not displayed.

Enable eSourcing
True: For customers who implement the PECOS eSourcing solution, this will display the eSourcing tab for the
configuration of direct sign on.
False (default): The eSourcing tab is not displayed.

Enable Price Quoting
True: Price Quote functionality is enabled for the user. The system will override the organisational setting.
False: Price Quote functionality is not enabled for this user.

Grid Control Search Limit
Option Value: This numerical value determines the number of results returned by the following searches within the
Admin system. The default is ‘empty’ and 200 codes will display in search results.
o Audit Log page:
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o
o
Search results
Business Rule Group page:
Available Catalogue list
Available Member list
Available Procurement Cards list
Available Account Codes
Approval Rule Group page:
Available Account Codes
Available Users

Internal Delivery Note Image
Option Value: A file reference and name, supplied by Elcom Support, must be entered here. Default is ‘empty’.
This option allows you to specify a file name for the image that will appear on the upper-left corner of the Internal
Delivery Note print for this user. A PECOS P2P image displays as a default.

Navigational Toolbar Graphic
Option Value: A file reference and name, supplied by Elcom Support, must be entered here. Default is ‘empty’.
This option controls the graphic appearing in the top PECOS tabs bar. By creating a Navigational Toolbar Graphic
you are able to ‘badge’ your procurement system with a name of your own.
Note. You must specify the filename of the Graphics in conjunction with your Elcom consultant. A file will be created
and placed on the PECOS server. This file name must be used in the Option Value field. When the Option Value
field is empty (the default), Elcom's own default graphic will display.

Order price check user field
This option must be completed when PECOS P2P is connected to an external catalogue system for which real time
price checking is to be utilised and when the price check is to be performed within a purchase order approval plan.
An order type Document User Field must first be created to hold the result of the price check.
Option Value: Enter the order Document User Field KEY which has been created to hold the result of the price
check.

Override Insert Product Category Codes
This option will only have effect if the system option ‘Insert Product Category Codes’ is set to ‘False with Override’,
and therefore allows the site setting to be overridden. The System Option setting (i.e. ‘false’) prevents the entry of
product category codes through the category maintenance screen and also the catalogue load.
True: The system option is overridden and inserting a new top level category or new sub category in the Category
Information screen within Category Maintenance is allowed. The blocking of the entry of new category codes
through catalogue load is not overridden by this setting.
False (default): The system option is not overridden and inserting a new top level category or new sub category in
the Category Information screen within Category Maintenance is not allowed.
Note that this option is also available at the organisation level.

Purchase Order Image
Option Value: A file reference and name, supplied by Elcom Support, must be entered here. Default is ‘empty’.
This option allows you to specify a file name for the image that will appear on the upper-left corner of purchase
orders for your organisation. A PECOS P2P image displays as a default.

Purchase Order Resend
A button can be made available in the Purchase Order Status Summary screen for users to retransmit the purchase
order and external attachments, when the order is at the status ‘Order transmitted to supplier’ or ‘Transmission
failure’.
True: The resend PO button appears in the Purchase Order Status Summary screen.
False (Default): The resend PO button does not appear in the Purchase Order Status Summary screen.

Purchase Order Terms
Option Value: A file reference and name, supplied by Elcom Support, must be entered here. Default is ‘empty’.
This option allows you to specify a file name for an html file containing the terms and conditions that will appear
either at the bottom of or sent with, purchase orders for your organisation.

Purchase Order Terms Type
This is used in conjunction with the ‘Purchase Order Terms’ Dynamic Option.
Attachment: PO Terms will be sent as a separate file attachment to the purchase order.
Inline: PO Terms will be added to the foot of the purchase order.

Require Category Assignment for Non-catalogue Items
True: When adding a non-catalogue item to a requisition, the user must select level 1 and level 2 category codes for
the item.
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False (default): Category assignments are not required for non-catalogue items.

Requisition price check user field
This option must be completed when PECOS P2P is connected to an external catalogue system for which real time
price checking is to be utilised and when the price check is to be performed within a requisition approval plan. A
requisition type Document User Field must first be created to hold the result of the price check.
Option Value: Enter the requisition Document User Field KEY which has been created to hold the result of the price
check.

Short Pay
True (Default): The invoice entry page will display the ‘Short Pay’ check box to enable to user to edit the ‘Payment
Amount’.
False: The ‘Short Pay’ checkbox will be removed from the invoice entry page and the user will not be able to edit the
‘Payment Amount’.

Supplier Drop Down List Threshold
This option allows you to limit the number of supplier names that appear in the drop down selection box in the ‘Add
Non-Catalogue Item’ requisition screen, for the selection of an existing supplier.
If this option is selected and a value entered, a drop down selection box will appear next to a supplier lookup button
in the ‘Add Non-Catalogue Item’ requisition screen.
Option Value: Enter the number of suppliers that you want to be displayed.
If the number of available suppliers is less than or equal to the threshold number entered here, the drop down list will
display ALL suppliers.
Note: If the value entered is 0 (zero), the drop down selection box will be removed from display. This option can
therefore be used with the ‘Display Supplier Lookup Button’ dynamic option (i.e. set to true) to replace the drop down
box with a search button.

User Entered PCards Allowed
True: This allows users to define a procurement card when entering billing information for a requisition or an order.
Procurement card entry fields are displayed in the delivery and invoicing screens.
False (default): Users can only select from pre-defined procurement cards when entering billing information for a
requisition or order.
22.6 Approval Delegation
Approval delegation allows any user to delegate their approval tasks to another proxy user for a specified period of time.
Approval delegation is especially useful to ensure:

Documents are not held up in the approval process due to the unexpected or unplanned absence of an approver.

Planned absence no longer needs to be managed by the system administrator through the editing of approval plans
or approval rule groups.
ANY user may be selected and ALL documents requiring approval will be diverted to the delegated approver for the
duration of the time period specified. The document audit trail will reflect the fact that approval delegation is in existence.
To ensure that a delegated approver is not sent their own documents to approve, PECOS P2P will check the
profile of the document’s buy-for user. Where it is the same as the delegatee, the document is sent to the
original approver and the delegation is ignored.
In the Approval Delegation screen the system administrator is able to:

View existing approval delegations created by the user

Edit and create approval delegations on behalf of the user
Fig 22.7 - User profile approval delegation
When managing delegations on behalf of users it is recommended that all changes are communicated to both
the delegator and delegatee.
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22.6.1
Create a Delegation
To set up an approval delegation, follow these steps:
1 Click the Approval Delegation button to open the Approval Delegation screen.
2 Select Dates for Delegation.
a) Click on the calendar icon to set the Start Date: the date the delegation is to begin.
b) Secondly set the End Date: the date that delegation is to end.
Date validation
Note that upon saving the delegation, the start date is validated and cannot be before today’s date. The end date is also
validated to ensure that it is not before the start date. Both dates are inclusive.
3 Select a Delegatee
a)
b)
4
Click on the user lookup button to open the user search screen.
Enter a partial value into the search box to refine the search and select if you wish to search by user name or
user id (user name is the default). Alternatively the text box can be left empty to search for all users. Click on the
search button to invoke your search.
c) A list of users who match your search will display. Click on the ‘Select’ button to select one of the users and
return to the approval delegation screen.
Click Save. The delegatee will be added to the list of existing delegations.
22.6.2
1
2
Delete a Delegation
To delete a delegation navigate to the existing delegations box at the bottom of the Approval Delegation window.
Click the ‘Delete’ button. The delegation will be deleted and removed from the existing delegations box.
There is no need to click the save button after deletion.
22.6.3
Edit a Delegation
A delegation cannot be edited. To alter an existing delegation it must be deleted and re-created.
22.7 Search Preferences
It is possible to set a search preference at user level, to determine whether only preferred items are to be displayed in
catalogue search results.
To set the user's default click the 'Search Preferences' button. This will override any organisation setting.
Fig 22.8 - User Profile Catalogue Search Preferences
Check the 'Override Organisation Setting' box to allow one of two options to be set for the user:

Show all items - a 'Preferred Items Only' option will appear in the 'Item Search' screen. Checking this box will
override the default search preference and return only preferred items in the Search Results screen.

Show preferred items only - Only catalogues and items marked as preferred will display in catalogue search
results. It is not possible for the user to override this.
22.8 Access Level
The Access Level screen contains the user's 'Order Access Level' (Note. From version 15.1 this is moved from the
Groups and Roles screen) and the 'Receipt Access Level'.
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22.8.1
Order Access
Use the Order Access Level to specify whether this user can view and access other users’ orders based on their
organisation level access. This selection affects:
 The options available as search options in the Status Search page.
 The organisations available for reporting.
 The orders for which financial matching can be performed.
 The users available for Approval Delegation.
The default selection is ‘Individual’ which enables the user to access only requisitions and orders which they own (i.e.
for which they are the requisitioner).
To change the user’s order access permissions:
1 On the User Information page of the User Profile screen search for the user.
2 Click Access Level. A sub-window appears with the heading Access Level for <username>.
3 In the ‘Order Access Level’ drop down box, select the organisation level you want the user to have document access
permissions for. Note that the content of the drop down box is limited to an organisational ‘branch’ derived from the
organisation level assigned to the user profile.
The user will be able to see and search for all orders for all users within the selected organisation level and below.
The Order Access Level also defines the users available to approvers who are able to delegate approval authority. All
users who belong to the Order Access organisation level will be available for selection as delegatees for approval
purposes.
22.8.2
Receipt Access
The Receipt Access Level will determine those orders for which the user is allowed to process receipts. All orders which
are assigned to users who belong to the permitted organisation(s) will display the 'Receipt' button in the Purchase Order
Status Summary screen and the Receipt icon in the document search results screen. The Receipt Access Level will not
determine what orders are returned in document searches: this will continue to be determined only by the Order Access
Level see (above).
It is possible to assign the user access to either their own orders only (i.e. 'Individual') or to multiple users via an
organisation selection.
Receipt Access is subordinate to Order Access and the available organisation levels available for Receipt Access will be
determined by the User's Order Access Level (i.e. only organisations permitted by the User's Order Access will be
available for Receipt Access selection). Permission may therefore be restricted and not increased: Receipt Access Level
will either be the same as or less than the Order Access Level.
22.9 Administrator Security
The Administrator Security screen is used to define the Permitted Tasks and Permitted Administrative Organisation
Access for all users who are designated as an administrator. Access to the screen is thorough the Users >
Administrator Security tab.
Fig 22.9 - Menu tabs (administrator security)
An administrator is first defined by selecting the ‘Administrator’ Role in their user profile. Access to the P2P Admin tab
is permitted when this role is selected.
Until permissions are granted within the Administrator Security screen, although the user can access P2P
Admin, they are unable to perform any administration tasks.
22.9.1
Administration Permissions
Profile Security
As an administrator with access to Administrator Security, you can set or change permissions for all other administrators
within your own permitted organisation access level. You are NOT able to access and change your own administration
profile: only another administrator within your organisation (or parent organisation) with similar task permissions can
modify your administration profile.
Administration rights are TOP DOWN. This means that an administrator can only administer the organisation that they
have been given rights to administer and that organisation’s subordinate organisations, not any of its parent levels.
Flexibility
Not all administrators are granted rights to perform all tasks across all organisational levels. PECOS P2P allows you to
define different tasks (menu options) and organisational level access for each administrator, thereby defining different
grades and/or organisationally specific levels of administration.
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22.9.2
1
2
3
Assigning Administrative Tasks
Click the Users > Administrator Security tab to open the Administrator Security screen.
On the Administrator Security page the current administrators are listed in the ‘Administrators’ box. (These are the
users who have the role of 'Administrator' granted in their user profile).
Scroll and select the administrator’s name whom you want to configure or edit.
Fig 22.10- Administrator security
4
5
6
To assign permissions:
 In the ‘Available Administrative Tasks:’ window click a task that you want the administrator to perform. The
task will move to the ‘Permitted Administration Tasks:’ window.
 If you want to grant all administrative tasks to this user, click the >> (move all) button. All tasks will move to the
‘Permitted Administration Tasks:’ window.
To remove permission:
 Click on the task to be removed in the ‘Permitted Administration Tasks:’ box. . The task will move to the
‘Available Administration Tasks:’ window.
 To remove all tasks, click the << (move all) button. All tasks will move to the ‘Available Administration Tasks:’
window.
When you have finished, click Update.
22.9.3
Available Administrative Tasks
Most administration tasks are self explanatory and allow access to an administration menu option. The available tasks
are listed below with a brief explanation of their access permissions.

Address Maintenance: Allows access to the Address options in various screens for the maintenance of company,
supplier and PCard addresses.

Administration Audit Trail: Allows access to the Utilities > Audit Log tab.

Administration of Punchout Data: Allows access to the Punchout screen in the Supplier Profile.

Administrator Security: Allows access to the Users > Administrator Security tab. This option allows an
administrator to create and edit administrator profiles and should be granted only to senior administrators.

Announcements: Allows access to the Company > Announcements screen to create and manage
Announcements.

Approval Plans: Allows access to the Approval Rules > Approval Plans and Approver Roles tab, allowing the
creation and maintenance of approval plans.

Approval Rule Groups: Allows access to the Approval Rules > Approval Rule Groups tab.

Archives: This option is not currently used.

Attachments: This option gives access to the Utilities > Attachments tab and enables the creation and
maintenance of system assigned document attachments.
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Budget Editor: When the budgeting module is implemented, this option provides the administrator with restricted
access to budgets and budget data. Rights allow full management of inactive budgets but do not allow access to
activate or manage active budgets and provide view only rights for alerts and approvals for active budgets. The
Financial > Budgeting tab is enabled.
Budget Manager: When the budgeting module is implemented, this option provides the administrator with
unrestricted access to upload and fully maintain budgets and budget data. The Financial > Budgeting tab is
enabled.
Business Rule Groups: This option gives access to the Business Rules > Business Rule Groups tab. This
option allows administrators to create and maintain access groups for catalogues, financial tracking codes and
procurement cards.
Catalogue Content Management: This option is provided for future development to allow fully integrated access to
the Elcom Catalogue Content Management module. It provides access to the Catalogue > Catalogue Content tab
which is a place holder only and provides no functionality at this time. This option should not be permitted to any
administrators.
Catalogue Maintenance: This option gives access to the following tabs. Catalogue > Items; Catalogue >
Categories; Catalogue > Collections and Catalogue > Catalogue. This allows full access to catalogue
maintenance options.
Company: This option gives access to the Company > Organisation Maintenance tab, allowing the administrator
to add and maintain all organisational data.
Create Organisation Structure: This option is not used.
Currency Maintenance: This option allows access to the Financial > Currency tab, enabling the administrator to
maintain currency conversion data.
Document User Field Maintenance: This option allows access to Utilities > User Field Definitions tab, enabling
the administrator to create Order and Invoice user defined fields.
Dynamic Options Maintenance: This option allows access to the Company > Dynamic Options tab.
Financial Calendars: When the budgeting module is implemented, this option enables the administrator to maintain
financial calendars in the PECOS P2P administration module. The Financial > Financial Calendars tab is enabled.
Financial Tracking Codes: This option allows access to the Company > Financial Tracking Maintenance tab.
With this option the administrator is able to maintain and add all financial tracking code data within accounting
methods.
Outstanding Approvals: This option allows access to the Approval Rules > Outstanding Approvals tab. Here
the administrator is able to review all outstanding approval objects and optionally reassign to alternate approvers.
Procurement Cards: This option allows access to the Financial > Procurement Cards tab, enabling the
maintenance of all procurement card information.
Report Groups: This option is not currently used.
Suppliers: This option allows access to the Suppliers > Profile and Suppliers > User Fields tabs. Administrators
are able to edit and create all supplier information.
Templates: This option allows access to the Company > Templates tab, allowing the administrator to manage all
Templates (i.e. delete or change ownership) within their organisation.
Users: This option allows access to the Users > Profile tab for the administration of all user profiles. Note that
access is not given to the Administrator Security sub menu which is a separate permission.
New product releases
When a new PECOS P2P product version is released that contains new functionality contained in new menu options,
these options are not automatically granted to existing administrators. A new ‘Available Administrative Task’ will be
created that must be granted to appropriate administrators through the editing of their administrator profile. Upon release
of a new feature, Support Services will enable new options for the site administrator only.
22.9.4
Assigning Administrative Organisations
After assigning administrative tasks, thereby defining WHAT tasks the administrator is to perform, you must next select
WHERE they are to perform their tasks. To do this, scroll to the ‘Permitted Administration Organisations:’ section of
the Administrator Security screen.
Fig 22.8 - Administrator security permitted organisations
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1
2
3
To define in what level of the organisation your selected administrator is to have permission to perform their
administrative tasks, click on the Add/Remove Orgs button. An Organisation Assignment sub window will open
displaying the PECOS P2P organisation tree.

In the Organisation Assignment window select all appropriate organisations by clicking on the organisation
name in the organisation explorer window. Open each subordinate organisational level by clicking on the ‘+’
symbol.
Note that the highest level organisation only need be selected for each organisational branch: all subordinate
organisations will be included by default.

You may select more than one organisation. Simply drill into the organisation explorer tree and click on the
organisation name. Note that a subordinate organisation of an organisation already selected will not appear as
a separate selection, since it is already included by default.

To remove a selection: highlight the selected organisation in the table and click the Remove button.

Default Organisation. By default, the first selected organisation will become the administrators default
organisation. To change this default, highlight an alternative organisation that you have selected and click the
Set Default Organisation button. The new default will appear at the top of the organisational unit selection. The
administrators default organisation is explained below.
When you have finished selecting all the organisational permissions for your administrator click the Finished button.
The Organisation Assignment sub window will close and your selections will populate the Permitted Administration
Organisations box on the Administrator Security screen.
Click the Update button at the top of the Administrator Security window to save your settings.
22.9.4.1 Default Organisation
All administrators must have a Default Administration Organisation. This will define the organisation that all data is
saved to when the administrator creates a record in PECOS P2P. It is important that data is saved to the appropriate
organisational level since this affects its access permissions to other system administrators. An administrator will not be
able to access a record that is saved to an organisation above their assigned administrative organisation permissions.
22.9.4.2 Organisation Override
If you are setting administrative permissions for an administrator who has access to an organisational hierarchy or
multiple organisations, you can allow the administrator to override their default administration organisation.
To do this, check the Organisation Override box in the Administrator Security window.
This will enable the Organisation button to display in a number of the administration windows. This then allows the
administrator to open an organisation explorer window, prior to saving data, and select an organisational level that is not
their default organisation. The data record will then be saved to the selected (overridden) organisational level for
administration purposes. This override selection will operate only within the administrators permitted organisational
permissions.
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23 Utilities
23.1 Document User Field Definitions
Document User Fields are extensible definable fields that allow the system administrator to extend the application by
creating customised fields for users to enter additional procurement information into requisition, order and invoice
documents.
Fig 23.1 - Menu tabs (document user field definitions)
Document User Fields are one of two types of user definable field available in PECOS P2P (see Item User Field
Definitions) and are accessed through the ‘Documents’ option under ‘User Field Definitions’ in the Utilities tab.
Field content is available to the workflow approval process and can be configured to contain default data. The fields can
additionally be configured as open fields for text entry or with selectable options from customisable drop-down lists.
There are two types of Document field: Order and Invoice.
23.1.1
Order Fields
Order Fields are displayed in the requisition’s Delivery and Invoicing screens – both at requisition and order level.
They display under the ‘Additional Order Information; section.
Fig 23.2 - Order delivery and invoicing screen showing order fields
23.1.2
Invoice Fields
Invoice Fields are displayed, via an ‘additional invoice information’ button, in the Invoice Entry and Invoice Detail
screens.
Fig 23.3 - Invoice entry screen showing additional invoice information
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23.1.3
Formats
Document user fields can be flexibly formatted to provide accurate data capture for all users in specific organisational
units and ensure appropriate information is used for approval and in integration files. The following attributes can be
optionally selected for each field:

Use in Approval Plans

Include in Export utilities

Mandatory completion

Editable text entry or Create selectable options

String, Integer, Decimal or Date data type allowed.
23.1.4
Uses
Uses and advantages of these user fields are:

Important information can be captured in purchasing documents.

Additional data can be included for exports into back-end office systems.

Additional information can be added to the purchase order transmitted to suppliers.

Customised fields can be used in approval workflow plans for system processing and approval routing. This
improves the overall efficiencies and effectiveness of the entire purchasing process.

Additional keywords can be made available for use in automated eMail and audit trail messages.
Usage Examples

If an organisation requires contract numbers to be entered on certain purchase orders, the system administrator can
create a customised, optional text entry Order Field to enable the requisitioner to enter contract ID numbers.

A commodity manager, responsible for the approval of capital expenditure, needs to know which capital annuity a
requisition is to be charged against. An optional Order Field can be created with Field Options defining the available
capital annuity codes for the requisitioner to select from. The new field and selectable options can also be made
available for approval routing to ensure that the commodity manager only receives appropriate documents for
approval.

Accounts clerks who experience quality problems or disputes with suppliers need to be able to temporarily withhold
payment permission for some invoices. The system administrator is able to create a new Invoice Field called ‘Hold’
with two, yes or no, selectable options. Additionally another new text entry field can be created to accommodate a
hold reason. Both fields can be made available on the APExport utility for integration to the financial payment
system.

The financial controller is required to calculate KPI’s for payment days. A date type Invoice Field can be created to
record dispute resolution dates for export to the finance system, for accurately calculating payments from the date
an invoice dispute is resolved.
23.1.5
Field Uniqueness
The uniqueness of a Document User Field is defined by its Key. As long as the field key is different, it will be visible to
users within each organisational level based on the administration hierarchy described below.
23.1.6
Organisation Hierarchy
As with other data created in the PECOS P2P, the User Defined Field is saved against the default administration level of
the administrator who creates the record for administration purposes. Procurement user access to user defined fields is
based on the same principal. Therefore when an administrator creates a field it is saved against their administrative
organisation and will also be available for all of the procurement users within that organisation and below. The effects of
creating fields at each administrative level are described below:
L1 Site Access: A field created by the site administrator and saved organisationally at the site level (i.e. at Level 1) will
be available for all users within all companies (level 2 organisations). The field can only be administered by a site
administrator (level 1) and therefore fields created at the site level will always be required by and used by all companies
and organisations within the whole PECOS P2P site. Fields created at this level will often be defined by your program or
marketplace managers.
L2 Company Access: A field created and saved at the level 2 organisation will be available for all procurement users
within that company (i.e. level 2 organisation) and below. No other level 2 organisation user will be able to see or use the
field. The field can be administered by the site (level 1) and company (level 2) administrators only. Fields created at this
level will always be required by and used by the whole business company / organisation.
L3 Subordinate Organisation Access: A field created and saved to a lower level department or region (i.e. at
organisational level 3 or below) will be available for procurement users within that region or division (and its subordinate
organisations) only. The field can be administered by the site (level 1), company (level 2) and regional (level 3)
administrators. Fields created at this level will therefore be required by and used by local users only.
It is important therefore that user field definitions are saved to the correct organisation to ensure that the correct user
community are afforded access.
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23.1.7
Creating User Fields
User fields can be added at any time and will become available to requisitioners immediately. Select the Utilities > User
Field Definitions > Documents tab to open the Document User Field Definitions screen.
Fig 23.4 - Document user field definitions
23.1.7.1 Field Header Detail
At the foot of the Field definitions table enter or select the following details:

Document Type: Select from the drop down list box whether the field is to be an order or invoice field.

Order – the field will appear in the requisition’s additional order information section of the Requisition
Delivery and Invoicing and Order Delivery and Invoicing screens.

Invoice – the field will appear in the additional invoice information sub window of the Invoice Entry, Edit
Invoice and Invoice Detail screens. It will also be displayed in the additional invoice information section of the
Settlement Approval Summary screen.

Key: Enter a unique key to identify the field.

Display Name: Enter the name of the field that is to be displayed to the user. This is the label assigned to the data
entry box in either the order or invoice.

Description: Enter a full description of the user field. The full description is available to fully describe the
requirement, use and purpose of this field within the administration screen. The description is also used by the
approval plan to define the field criteria when the attribute ‘show in approval plan’ is selected. For example the
criteria description will appear: “User field ‘description’” where ‘description’ is the description entered here.

Data Type: select from the drop down selection box what type of data your new field is to accept.

String – any series of data characters

Integer – any whole number only

Decimal – any decimal number (up to 6 decimal places) only

Date – the field will be a date, entered and maintained using a pop up calendar.
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23.1.7.2 Field Attributes
Select from the following configuration options: check each box to turn the attribute on:

Show in Procurement: (default is yes) the field will be displayed in the appropriate areas within the procurement
module. The display of the fields enables them to be completed or updated by the requisitioners and approvers.

Show in Approval Plan: (default is yes) the field will be available as selectable criteria for defining tasks within
approval plans:

Invoice Type: All data types except ‘Date’ can be selected for inclusion in approval plans. Criteria will be
available to invoice settlement plans only.

Order Type: available to all plan types.

Include in Exports: (default is no) the field will be included in the standard XML interfaces.

Include in Orders: (default is no) the field will appear in all Purchase Orders. This option is available for Order
document types only.

Active: (default is yes) the field is active. Uncheck the box at any time to disable this user field. (Note that once
actively in use, a field cannot be deleted.)

Mandatory: (default is no) completion of the field is mandatory by the user when entering a requisition (for order
type) or invoice (for invoice type).

Default Value: (default is ‘none’) enables a default value to be set which will automatically populate the field.

Auto Update: (default is ‘none’) enables an Invoice document with a data type of Date to be automatically updated
based on a future invoice settlement event. This option is greyed out for all other document and data type
combinations.
23.1.7.3 Default Value
A default value can be set to display automatically in the user field. (This default can be changed by the user.) To change
the default value click on the existing value (the default is ‘none’) and select a default type from the Default Value pop up
window.
For all document and data type combinations except Invoice > Date, there are two default types to choose from: ‘Fixed’
and ‘Supplier User Field’.
Fig 23.5 - Document field non invoice date defaults
When the Document Type is Invoice and the Data Type is Date, the two default types are Invoice Date and ‘Posting
Date’.
Fig 23.6 - Document field invoice date defaults

Type = None (default)
The field will be left empty for the user to populate an appropriate value.

Type = Fixed
The field will be populated with a value that you define. There are two options for selecting a fixed default value
depending on whether or not you have created user field option (see below for how to create these options).
o If your user defined field is a text entry box (i.e. with no user field options) enter any default value to be used in
the text box.
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o

If your user defined field is a list box, with user field options, the fixed value displayed as the default must be
one of the field options defined. In the ‘Value:’ box, enter the User Field Option KEY (not the field option text).
Type = Supplier User Field
Use this default type to populate the user field with the same value used within the supplier profile, for one of your
supplier user defined fields. When this default type is selected the supplier user field descriptions will display as
selectable options in the Value list.
The configuration of both the Supplier User Field Definition and the Document User Field Definition must match in one of
two ways for the default value to propagate correctly:
a) Both fields are text entry boxes.
As long as neither the supplier nor the document user fields have field option values that create drop down selection
boxes, PECOS P2P will use the text that is entered into the supplier user field within the supplier profile to populate the
default value for the document user field.
b) Both fields are list boxes and the user field option keys are the same.
Both the supplier and document user fields must have field option values that create drop down selection boxes. The
field value KEYS setup for the supplier user defined field must be the same as the values setup for the document user
defined field for them to be recognised and propagate successfully as the default value.
Note that MIXED field types are NOT compatible for successfully propagating a default value between supplier and
document user fields.
Supplier User Field Example:
Two supplier user fields are required to capture an invoice hold flag (with two options: yes or no) and an invoice hold
reason (a text entry box). These fields are optionally populated by the system administrator when the finance
department sends notification of supplier accounts that have been placed into dispute. There is also a requirement for
the same hold flag and reason to be assigned to all invoices processed in PECOS P2P for the supplier, so that the
finance system can withhold payment.
The personnel posting invoices may not always be aware of existing supplier disputes. Therefore in order to ensure
that the same hold indicator and reason assigned to the supplier profile is contained in the supplier’s invoices, two
invoice type document user fields must be created to capture the same information and default any existing supplier
values from the supplier user field.
Supplier User Field Example Solution:
i. First, setup the Supplier User Field Definitions

The ‘Hold Invoices’ field is setup with two selectable user field options:
Fig 23.7 - Example supplier user field definition for hold invoices
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
The ‘Hold Reason’ field is setup as a text entry box without any user field options as displayed below:
Fig 23.8 - Example supplier user field definition for hold reason
The supplier profile is now able to capture key supplier information relating to supplier payment disputes. When the
system administrator is informed of a dispute by the finance department they will set the hold invoices field to ‘Yes’
and the reason for setting the hold will be entered into the ‘hold reason’ text box.
To ensure that all invoices entered for this supplier carry the same invoice hold flag and hold reason, ‘invoice’
document user fields must be created with default values that reference the corresponding supplier user field.
ii. Second, setup the Document User Field Definitions

An invoice type field (to capture additional data on the invoice document) called ‘Hold Invoice’ is created with
two user field options. Notice this field mirrors the supplier field that is to be used to capture the default value.
o The two user field options are similar to and have the same data keys as the two supplier user field options
created to capture the invoice hold information.
o The Default Value is set to capture the Supplier Field: ‘Hold Invoices’.
Only if the data keys of the supplier and document user field options match will the default value propagate
correctly.
Note that if the default value is not going to reference the corresponding supplier field, the user field options do not
have to match: the supplier and document user fields are assumed to be independent of each other.
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Fig 23.9 - Example document user field hold invoice field

An invoice type field (to capture the additional data on the invoice document) called ‘Hold Reason’ is created as
a text field (i.e. with no user field options). Notice this field mirrors the supplier field that is to be used to capture
the default value.
o The Default Value is set to capture the Supplier Field: ‘Hold Reason’.
o No user field definitions are required because the supplier field is also a text entry box.
Fig 23.10 - Example document user field hold reason field

Type = Invoice Date
This default value is available when the ‘Date’ data type is selected for the ‘Invoice’ document type only.
When the invoice form is refreshed or the invoicer clicks to recalculate, the invoice date will be copied into the user
defined invoice date field assuming:
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o A date has been entered into the Invoice Date field.
o The invoicer has not manually entered a date in the user defined invoice date field. This will be deemed to be a
default override and the system will retain the user entered date.
The default will only be applied during invoice creation: no date will default during invoice editing.

Type = Posting Date
This default value is available when the ‘Date’ data type is selected for the ‘Invoice’ document type only.
When the Invoice Entry form is first opened by the invoicer, the user defined invoice date will pre-populate with the
current (i.e. posting) date. The invoicer is able to change this default during invoice entry and if so, it will be deemed to
be a default override and the system will retain the user entered date.
The default will only be applied during invoice creation: no date will default during invoice editing.
23.1.7.4 Auto Update
The Auto Update option is available when the Data Type of ‘Date’ is selected for an ‘Invoice’ document type only. This
option will automatically update the user defined date field based on a future settlement event, irrespective of whether
it is empty or contains a default or user entered value.
Click on the value displayed in the options panel (the default is ‘None’) to open the ‘Auto Update’ pop up window. A drop
down list box will contain the following three value types for selection:

Type = None
The date will not be automatically updated. This is the default.

Type = Reconciliation
The date will automatically change when the Invoice Settlement Status moves to any reconciled and payable state.
The date will update with the date the status was assigned. The following statuses are relevant:
o Reconciled
o Reconciled – pending full invoicing
o Force Settled

Type = Final Approval
The date will automatically change when the invoice is finally approved. The date will update with the date the invoice
exits the final task in the invoice settlement approval plan. If selected, this option will be ignored by any invoice not
subject to invoice workflow approval.
23.1.8
Creating Field Options
Document User Fields can be set-up to support free text entry or selection from a drop-down list of values.
If values are not entered in the User Field Options section, a free form text box will be displayed for data entry,
supporting up to 210 characters.
If values are entered in the User Field Options section, a drop down list box will be displayed containing these values, for
data selection. User Field Options are available for all field definitions except when the ‘Date’ data type is selected for the
‘Invoice’ document type.
To create a list of values follow these steps:
1
2
3
4
5
6
Highlight the User Field in the existing User Fields table. This can be done immediately after adding a new user field
or by editing an existing user field.
In the User Field Options section at the bottom of the Document User Field Definitions screen enter:

Key – A unique database reference.

Text – The description to be displayed in the drop down list box.
Click the Add button to save the option.
Repeat steps 2 and 3 above until all values that are required to appear in the drop down list box are entered.
If you wish to clear the option, without saving or deleting data and remain in the Document User Field Definitions
screen, click the Clear button.
To delete a value, highlight it in the list of existing values box and click the Delete (X) icon.
Search and Filter
The User Field Definitions and Field Options tables will display 10 entries, sorted alphabetically by default but can be
extended using the Show entries control in the top left hand corner of the table. Using the list box, choose an override to
display 25, 50 or 100 entries. When more than one page is available, pagination controls will display the number of
pages of entries and allow you to scroll or jump between those pages. A Quick filter provides a 'type ahead' text search,
which automatically filters the entries in the table using the string of characters entered.
23.1.9
Editing Fields
Document user fields can be edited at any time. Select an existing user field from the user fields table.
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If a number of fields exist, to expedite finding the field to edit, the table can be sorted by clicking on the column headers.
Click again to sort alternately in ascending then descending order.


Editing User Fields. All fields are editable by simply changing the field value and clicking the Update button.
Editing User Field Options. To edit a user option (first select the user field from the user fields table), click on the
existing value in the options table. Edit the field text (i.e. description) and click the Update button. Note that the field
Key is not editable.
23.1.10 Deleting Fields
Deleting Fields. A field can be deleted only if it is not in use. Select the user field from the user fields table and click the
Delete (X) icon. If the field has been used it will not be removed and an error message is displayed.
Deleting Field Options. A user field option can be deleted at any time. After selecting the user field from the user fields
table, click on the option you wish to delete in the field options table and click the Delete (X) icon.
23.2 Item User Field Definitions
Item User Fields are extensible fields that allow the system administrator to create customised user fields at item level.
The ability to enter additional, bespoke information allows organisations to capture or display important data during the
procurement process using open fields for text entry and/or selecting options from customisable drop-down boxes.
Fig 23.11 - Menu tabs (item user field definitions)
Item User Fields are one of two types of user definable field available in PECOS P2P (see Document User Field
Definitions) and are accessed through the ‘Items’ option under ‘User Field Definitions’ in the Utilities tab.
Field content is available to the workflow approval process and can be configured to contain default data. The fields can
additionally be configured as open fields for text entry or with selectable options from customisable drop-down lists.
There are two types of Item field: Order and Catalogue. Item user fields can be created for population by suppliers
through catalogue loads, administrators through item maintenance or by users during the requisitioning process. Fields
can also be automatically populated through the setting of default data.
23.2.1
Catalogue Fields
A Catalogue Field is added to the catalogue and displayed in the Item Maintenance and Item Detail screens. This field
is populated by suppliers or administrators and can be viewed by the requisitioner during the procurement process. A
fixed default value can be assigned.
Both: The field is created as both a Catalogue and an Order field. The user defined field therefore appears at item level
in both the catalogue and the requisition
23.2.2
Order Fields
An Order Field is added at item level to the requisition and displayed in the Comments and Attachments screen. This
field is editable by requisitioners and may contain a default value derived from a fixed or supplier user field. The content
of these fields appear on the purchase order transmitted to the supplier.
Both: The field is created as both a Catalogue and an Order field. The user defined field therefore appears at item level
in both the catalogue and the requisition.
23.2.3
Formats
Item user fields can be flexibly formatted to provide accurate data capture for all users in specific organisational units and
ensure appropriate information is used for approval and in integration files. The following attributes can be optionally
selected for each field:

Use in Approval Plans

Include in Export utilities

Mandatory completion

Editable text entry or Create selectable options
23.2.4
Uses
Some of the uses (and advantages) of these user fields are:

Add additional information to purchase orders for transmission to suppliers.
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



The catalogue format can be extended to include organisation specific, bespoke fields.
Important item specific information can be captured in purchasing documents.
Additional data can be included in exports into back-end office systems.
Customised fields can be used in approval workflow plans for system processing and approval routing. This
improves the overall efficiencies and effectiveness of the entire purchasing process.
Usage Examples

A Science faculty need to provide additional mandatory information for Chemical purchases which is used for
approval purposes (and is a legal requirement). An Item User Field is created with selectable options that need to be
available to certain Science faculty buyers only.

The suppliers of certain commodity types are required to provide health and safety information. Mandatory
Catalogue User Fields are created and added to the catalogue template that is sent to these suppliers in order for
them to complete the appropriate fields. The correct health and safety data will therefore be available for users to
review in the Item Detail screen.
Field Limitations
Whilst there are a number of advantages to item user fields the following limitations must be stressed:

Order type field values (that do not have a default value) are not copied when requisitions and orders are copied.

Catalogue type fields are not added to the search index (ie they are not available as searchable fields).

Fields added after scheduled blanket releases are created are not added to these order types retrospectively.

Item user fields are not saved to recurring requisitions.

Fields are not included in any standard reports and data warehouses and data marts have not been modified.

Fields are not available in invoice settlement approval plans.

Other than the catalogue load, item fields are not available in any other import utility or the invoice exception report.
23.2.5
Field Uniqueness
The uniqueness of an Item User Field is defined by its Key. As long as the field key is different, it will be visible to users
within each organisational level based on the administration hierarchy described below.
23.2.6
Organisation Hierarchy
As with other data created in PECOS P2P, the User Defined Field is saved against the default administration level of the
administrator who creates the record for administration purposes. Procurement user access to user defined fields is
based on the same principal. Therefore when an administrator creates a field it is saved against their administrative
organisation and will also be available for all of the procurement users within that organisation and below. The effects of
creating fields at each administrative level are described below:
L1 Site Access: A field created by the site administrator and saved organisationally at the site level (i.e. at Level 1) will
be available for all users within all companies (level 2 organisations). The field can only be administered by a site
administrator (level 1) and therefore fields created at the site level will always be required by and used by all companies
and organisations within the whole PECOS P2P site. Fields created at this level will often be defined by your program or
marketplace managers.
L2 Company Access: A field created and saved at the level 2 organisation will be available for all procurement users
within that company (i.e. level 2 organisation) and below. No other level 2 organisation user will be able to see or use the
field. The field can be administered by the site (level 1) and company (level 2) administrators only. Fields created at this
level will always be required by and used by the whole business company / organisation.
L3 Subordinate Organisation Access: A field created and saved to a lower level department or region (i.e. at
organisational level 3 or below) will be available for procurement users within that region or division (and its subordinate
organisations) only. The field can be administered by the site (level 1), company (level 2) and regional (level 3)
administrators. Fields created at this level will therefore be required by and used by local users only.
It is important therefore that user field definitions are saved to the correct organisation to ensure that the correct user
community are afforded access.
23.2.7
Creating Item User Fields
Item user fields can be added at any time and will become available to requisitioners immediately. Select the Utilities >
User Field Definitions > Items tab to open the Item User Field Definitions screen.
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Fig 23.12 - Item user field definitions
23.2.7.1 Field Header Detail
At the foot of the Field definitions table enter or select the following details:

Field Entry Type: Select from the drop down list box whether the field is to be a catalogue or order field or both.

Catalogue. The field will be added to the catalogue and appear in the item maintenance screen. All fields
populated with a value will appear in the item detail screen.

Order. The field will be added at item level on the requisition and appear in the Comments and Attachments
screen where it is editable by the requisitioner.

Key: Enter a unique key to identify the field.

Display Name: Enter the name of the field that is to be displayed to the user. This is the label assigned to the data
entry box.

Description: Enter a full description of the user field. The full description is available to fully describe the
requirement, use and purpose of this field within the administration screen. The description is also used by the
approval plan to define the field criteria when the attribute ‘show in approval plan’ is selected. For example the
criteria description will appear: “User field ‘description’” where ‘description’ is the description entered here.

Organisation: Select an organisation for both administration permission and procurement visibility for this field.
(See Organisation Hierarchy.)
23.2.7.2 Field Attributes
Select from the following configuration options: check each box to turn the attribute on. Note that not all attributes are
available for both field types:

Show in Procurement: (default is yes) the field will be displayed in the requisition for editing by the requisitioner.
This is available for order type fields only.

Show in Approval Plan: (default is yes) the field will be available as selectable criteria for defining tasks within
approval plans.

Include in Exports: (default is no) the field will be included in the standard XML interfaces

Active: (default is yes) the field is active. Uncheck to deactivate this field.
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

Mandatory: completion of the field is mandatory for catalogues (catalogue type field) or requisitions (order type
field).
Default Value: click to assign a default for this field. (See Default Value.)
23.2.7.3 Default Value
A default value can be set to display automatically in the new field. (For order type fields this default can be changed by
the user.) To change the default value click on the existing value (the default is ‘none’) and select a default type from the
‘Default Value’ pop up window.
There are three different default types to choose from, explained below.

Type = None (default)
The field will be left empty for either the administrator or the user to populate an appropriate value:

Type = Fixed
The field will be populated with a value that you define. There are two options for selecting a fixed default value
depending on whether or not you have created user field options (see the section below for how to create these
options).

If your user defined field is a text entry box, without any user field options, enter any default value to be
used in the text box.


If your user defined field is a list box, with user field options, the fixed value displayed as the default must
be one of the field options defined for the field. In the ‘Value:’ box, enter the field option KEY (not the field
option text).
Type = Supplier User Field
Use this default type to populate the item user field with the same value used within the supplier profile, for one
of your supplier user defined fields. Note: Supplier User Field defaults are only available for Order Type fields.
The configuration of both the Supplier User Field Definition and the order type Item User Field Definition must match
in one of two ways for the default value to propagate correctly:

Both fields are text entry boxes.
As long as neither the supplier nor the item user fields have field option values that create drop down selection
boxes, PECOS P2P will use the text that is entered into the supplier user field within the supplier profile to
populate the default value for the item user field.

Both fields are list boxes and the user field option keys are the same.
Both the supplier and item user fields must have field option values that create drop down selection boxes. The
field value KEYS setup for the supplier user defined field must be the same as the values setup for the item
user defined field for them to be recognised and propagate successfully as the default value.
Note that mixed field types are not compatible for successfully propagating a default value between supplier and
item user defined fields.
23.2.8
Creating Field Options
Item User Fields can be set-up to support free text entry or selection from a drop-down list of values.
If values are not entered in the User Field Options section, a free form text box will be displayed for data entry,
supporting up to 210 characters.
If values are entered in the User Field Options section, a drop down list box will be displayed containing these values, for
data selection.
To create a list of values:
1
2
3
4
5
6
Click on the User Field in the existing User Fields table. This can be done immediately after adding a new user field
or by editing an existing user field.
In the User Field Options section at the bottom of the screen enter:

Key – A unique database reference.

Text – The description to be displayed in the drop down list box.
Click the Add button to save the option.
Repeat steps 2 and 3 above until all values that are required to appear in the drop down list box are entered.
If you wish to clear the option, without saving or deleting data and remain in the Item User Field Definitions screen,
click the Clear button.
To delete a value click the Delete (X) icon in the Action column.
Search and Filter
The User Field Definitions and Field Options tables will display 10 entries, sorted alphabetically by default but can be
extended using the Show entries control in the top left hand corner of the table. Using the list box, choose an override to
display 25, 50 or 100 entries. When more than one page is available, pagination controls will display the number of
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pages of entries and allow you to scroll or jump between those pages. A Quick filter provides a 'type ahead' text search,
which automatically filters the entries in the table using the string of characters entered.
23.2.9
Editing Fields
Item user fields can be edited at any time. Select an existing user field from the user fields table.
If a number of fields exist, to expedite finding the field to edit, the table can be sorted by clicking on the column headers.
Click again to sort alternately in ascending then descending order.

Editing User Fields. All fields are editable by simply changing the field value and clicking the Update button.

Editing User Field Options. To edit a user option (first select the user field from the user fields table), click on the
existing value in the options table. Edit the field text (i.e. description) and click the Update button. Note that the field
Key is not editable.
23.2.10 Deleting Fields
Deleting User Fields. A field can be deleted only if it is not in use. Select the user field from the user fields table and
click the Delete icon. If the field has been used it will not be removed and the following warning message is displayed.
Deleting User Field Options. A user field option can be deleted at any time. After selecting the user field from the user
fields table, click the Delete (X) icon for the option to remove.
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23.3 Attachments
On the Standard Attachments page you can create a set of file attachments for your users to include with orders or
select when processing a receipt. For example, a text or word document could be attached giving contract terms, or you
could attach images or spreadsheets.
Fig 23.13 - Menu tabs (standard attachments)
There are two types of attachment which are available in different procurement screens:

Requisition – available in the requisition screens during requisition creation and approval.

Receipt – available in the receive Items screen.
Fig 23.14 - Standard attachments
To view an existing file in the preloaded attachments list click on the file name hyperlink in the Description column.
23.3.1
1
2
3
4
5
6
7
8
Adding an Attachment
Select the Utilities > Attachments tab to open the Standard Attachments screen.
Click the Browse button to open your file chooser. This window will vary depending on the operating system of your
desktop.
Browse the directories of your local computer and network to find the document you wish to attach.
When you find your chosen document click (to highlight) the one you want and then click Open. Alternatively simply
double click the document. (Note that your local operating system may present an alternate means of choosing a
file.)
The Select File text box updates with the location of the document. In effect, you have told PECOS P2P where to
look. You have not yet attached or loaded the document.
In the File Description field enter a name for the document. This is the name that will be displayed to your users in
the available attachments list.
If you do not enter a description, PECOS P2P will use the actual name of the file being loaded, shortened to six
characters.
Select an Attachment Type from the drop down list:

Requisition: the attachment will only be available in the requisition screens during requisition creation and
approval.

Receipt: the attachment will only be available in the receive Items screen.
Click the Add attachment button to upload the file and include it in the set of available attachments.
A ‘file loading…..’ message will be displayed whilst the document uploads to the PECOS P2P servers. The length
of time this message displays will depend upon the size of the document being uploaded and the speed of your
Internet connection. A copy of the selected file has now been transferred to PECOS P2P.
23.3.2
Organisation Assignment
Assigning an attachment to an Organisation will have two consequences:
a) It will be assigned for Administration purposes. All administrators who have permission to administer the selected
organisation and below will be able to administer the attachment.
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b)
It will be assigned for Procurement purposes. All P2P procurement users who are in the selected organisation and
below will be able to see and use the Standard Attachment. In this way it is possible to assign specific attachments
for specific departments within your organisation.
To assign this attachment to an organisational level follow these steps.
1 After browsing and selecting the file to be loaded, click on the Organisation button.
2 Select an organisation level from the organisation explorer window that opens.
3 Click Update.
4 Click the Add attachment button.
If you do not assign this attachment to an organisation it will be saved to your default administration profile organisation.
23.3.3
Editing an Attachment
A loaded and saved Standard Attachment cannot be changed or edited. Altering the original copy, saved locally on your
computer or network will NOT affect the copy saved on PECOS P2P. To update an attachment the old version must be
deleted and the new version re-loaded.
23.3.4
Deleting an Attachment
If you want to remove a file from the list,
1 Click on the X in the Delete column.
2 A warning message will display for you to confirm that you wish to proceed with the action.
3 Click OK to confirm. The standard attachment will be removed from PECOS P2P.
23.3.5
Using Standard Attachments
When a user selects and attaches a standard attachment through the ‘comments and attachments’ screen on the
requisition, a copy of the document is attached to each specific requisition or order.
Deleting or updating the original document copy saved to PECOS P2P in the administration Standard Attachments
window will not affect any documents currently or previously attached to a requisition or order. Changes to standard
attachments will only affect new attachments.
23.3.6
Supported Attachment Types
Noted below are the external attachment types supported and their transmission method for each purchase order
transmission method.
eMail transmission. All file types are supported and are transmitted by eMail.
Fax transmission. Only the following attachment types are supported for the PECOS P2P Fax Service and are
transmitted by fax.

Microsoft Word Document (.doc)

Microsoft Excel Spreadsheet (.xls)

Rich Text Format (.rtf)

Adobe Portable Document Format (.pdf)

Microsoft PowerPoint Presentation (.ppt)
XML transmission. All file types are supported and are transmitted by eMail.
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23.4 System Options
System Options allows certain options to be set at overall system level for your instance of PECOS P2P. This menu
option is only available to top level (Level 1) system administrators and is not available to subordinate company or
organisational administrators. Please speak to your client services representative or support desk if you do not have the
appropriate administrative access and require changes to these options.
Fig 23.15 - Menu tabs (system options)
Changes to these options should be done with caution since they will affect the entire PECOS P2P site and therefore
ALL organisations within the multi-organisational environment.
Fig 23.16 - Dynamic system maintenance
Upon installation no system options exist and the value defined below for each option as the ‘Default’ will apply across
the site. Where a file reference is required, there is no default setting and the option is not implemented. The following
rules therefore apply to system options:
o If the default setting is required no action is necessary
o A default value will only be changed where an option is saved with an alternate value to the default.
To define an option:
1
2
3
4
Open the System Options menu in the Utilities tab to open the Dynamic System Maintenance screen.
Choose the option from the Option Name drop down box. An Option Value box will appear.
Choose or enter an Option Value in the Option Value Box.
Click Save to add the option to existing option.
To delete an option:
1
2
3
Choose the option from the Existing Options table.
Click the Delete button.
An ‘Option successfully deleted’ confirmation message is displayed.
Search and Filter
The System Option table will display 10 entries, sorted alphabetically by default but can be extended using the Show
entries control in the top left hand corner of the table. Using the list box, choose an override to display 25, 50 or 100
entries. When more than one page is available, pagination controls will display the number of pages of entries and allow
you to scroll or jump between those pages. A Quick filter provides a 'type ahead' text search, which automatically filters
the entries in the table using the string of characters entered.
23.4.1
Available Options
The available configuration options are explained below. Options will take effect for all users who log in after the changes
are saved. None of these options are available for organisational override.
 Edit Additional Organisation Properties
Where PECOS P2P is integrated within a Marketplace, additional properties are required in order to link the PECOS P2P
and Marketplace organisations. Invoking this option will display an additional button in the Organisation Maintenance
window at each Level 2 organisation.
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The marketplace properties button allows the system administrator to record three additional marketplace organisational
identifiers for: Organisation ID; Organisation UUID; DUNS Number.
Option values are:
True: Additional ‘Org Properties’ button displays in Organisation Maintenance.
False (Default): Additional ‘Org Properties’ button does not display.
Fig 23.17 - Organisation maintenance showing marketplace properties
 Forgot Password Link
The PECOS login screen contains a link to enable users to request a password reset if they forget their password
The password reset is available for users who are not also administrators and requires the ‘System Assigned’ password
rule to be set in Company Settings. The user password is reset automatically and emailed to the user.
Option values are:
True: ‘Forgot Your Password?’ link is displayed in the PECOS login screen.
False (Default): ‘Forgot Your Password?’ link is not displayed.
 Insert Product Category Codes
This option enables site administrators to control or prevent local administrators from:
a) Adding a new product classification code or extending existing classification codes through category maintenance.
b) Adding product classification codes through the catalogue load (‘Loadcat’ program).
Option values are:
True (Default): Administrators (within their normal organisational permissions) are allowed to insert new top level
categories and subcategories for existing categories either through category maintenance or through catalogue loads.
False: Inserting new top level categories and subcategories for existing categories through the category maintenance
screen, is prohibited. The category description and key definition boxes and the insert button are removed: category
information becomes read only.
Inserting new category codes via the catalogue load (loadcat) program is also prohibited:
a) The catalogue load will block the insertion of all items that have new product classification codes (i.e. non existing
codes) entered in columns D (Level 1 codes) through to M (Level 5 Description) in the standard catalogue template.
b) The catalogue load will block the insertion of all items that have a new user defined level UNSPSC code entered in
columns L (Level 5 codes) to M (Level 5 Description) in the standard catalogue template. This is irrespective of the
item containing a valid UNSPSC code in columns D to K.
False with Override: Presents the same functionality as ‘False’ but allows the prohibition of inserting category codes
through the category maintenance screen to be overridden. A Dynamic Option called ‘Override Insert Product Category
Codes’ is available at the organisation and user levels to enable this override. Note that inserting codes through the
catalogue load will not be overridden by this dynamic option.

Item Info Button
If a catalogue supports a per-item link to a supplier's detailed item information, a button for that link will appear on the
Item Detail page. This option allows a bespoke button image to be provided. If no button image file is specified and a
catalogue supports a link, then a default ‘specification’ button image will appear.
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Fig 23.18 - Item detail screen showing default specification button
Option Value: A file reference and name, supplied by Elcom Support, must be entered here. Default is ‘empty’.
 Multi Jurisdictional Taxation
Where specialised or localised taxes are to be used outside of the USA, multi-jurisdictional taxes must be enabled in
order to display all available localised ‘Tax Types’. The default setting is ‘False’ which does not allow taxation other than
US Sales tax to be entered.
True: Activates a ‘Taxation’ screen in Organisation Maintenance (Level 2 only) to allow administrators to select the
appropriate tax types to be used in their organisation.
False: Deactivates Multi-jurisdictional Taxation features.
The image below displays the Taxation screen which appears in the Organisation Maintenance window for each Level 2
Organisation. Taxation is a company level setting which cannot be overridden at a subordinate organisational level.
The selection of certain tax types (e.g. VAT) allows the administrator to enter additional Tax Treatments for use within
their organisation. Other tax types (e.g. VAT India) are fixed and the entry of bespoke tax treatments is not permitted.
Fig 23.19 - Taxation options in organisation maintenance
 Procurement Card Security Level
Procurement card data held in PECOS P2P is visible to system administrators who possess the appropriate functional
and organisational permissions. In order to improve security and for compliance with current PCI Data Security
Standards a security level can be selected to mask certain card data within both the administration module and the
transmitted purchase order.
There are four security levels from which to choose, each with different security features. Levels are cumulative, which
means that Level 3 includes its own features as well as the features of Level 2 and Level 4 includes its own features as
well as the features of Levels 2 and 3. Level 1 is the default and does not assign any additional security features.
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Level 1 (default):
o Existing functionality, without any changes. This is the default.
Level 2:
o Procurement Card Search popup window: the card number is masked.
o Procurement Card Admin page: the CVV2 field is masked (using password entry control).
o Order Delivery and Invoicing page: the CVV2 field is masked when adding/updating personal procurement cards.
o Requisition Delivery and Invoicing page: the CVV2 field is masked when adding/updating personal procurement
cards.
Fig 23.20 - Procurement card administration showing masked CVV2 field
Level 3:
o PO Template: the card number is always masked, even when being transmitted to the supplier.
o PO Template: the expiration date is masked.
o PO Template: the CVV2 is always masked, even when being transmitted to the supplier.
Fig 23.21 - Purchase order template showing masked card data
Level 4:
o Procurement Card Admin page: the CVV2 field is removed.
o Order Delivery and Invoicing page: the CVV2 field is removed.
o Requisition Delivery and Invoicing page: the CVV2 field is removed.
 Registration Graphic
The registration graphic is an optional image that can be displayed on the login page.
Option Value: A file reference and name, supplied by Elcom Support, must be entered here. Default is ‘empty’.
 Registration Message
The registration message is an optional message that can be displayed on the login page. For example it could be a
helpdesk phone number.
Option value: A file reference and name, supplied by Elcom Support, must be entered here. Default is ‘empty’.

Show PunchIn Setup Information
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PECOS P2P can be used as a catalogue repository for certain external procurement applications to punch into. Where
such a configuration is required this dynamic system option enables setup information and will be enabled with the
assistance of Elcom’s Client Services team.
 Static Server
A URL reference to a folder on a ‘static cluster’ where all images and graphics are held for this PECOS P2P instance.
23.5 Administration Transaction Audit Log
The Administration Transaction Audit Log provides a full audit trail of all Administrative changes to your system. This
allows senior administrators the ability to monitor all administrator activity for audit, process control, or system
diagnostics purposes. PECOS P2P automatically logs all changes that are made.
Access to the Administration Transaction Audit Log is found under the Utilities tab.
Fig 23.22 - Menu tabs (admin audit log)
Access to the Administration Transaction Audit Log should be limited to those Administrators that require audit
information and have an in-depth knowledge of the system. Administrators, who are given access, are able to search and
view transactions only within their own permitted administrative organisation(s).
Fig 23.23 - Administration transaction audit log
23.5.1
Search Criteria
The following information relating to administrative transactions are available as search criteria:

Administrator: The administrator’s name who made the change.

Object Type: What administrative object was changed. (e.g. User or Supplier) The objects are data types and
roughly correspond with administration menu options.

Organisation: The PECOS P2P organisation where the data resides.

Action: The Action performed to the data:
o Add – All items that have been added
o Modify – All items that have been edited or deactivated
o Delete – All items that have been deleted

From Date: The Date from which the action was performed.

To Date: The Date to which the transaction was performed.

SQL Text: A partial text that appears in the transaction SQL Statement that was executed to perform the action.
The default criterion for all search selections is: ‘All’. Note that after a period of time the number of administration
transactions will grow and potentially slow down the return of search results if search criterion is not limited.
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23.5.2
Search Results
In addition to the above search criteria the following information is displayed in the search results:

Time: The transaction time is displayed in addition to the transaction date.

IP Address: The source IP address where the transaction was performed.

Object Description: The name or title of the record that was administered.

Transaction SQL Statement: The full SQL Statement that was executed to perform the action.
Search results can be sorted by clicking on the column header of the results window. Click once to sort in ascending
sequence and twice to sort in descending sequence.
To display the full Transaction SQL Statement, click on an event in the search results.
Search and Filter
The Search Results table will display 10 entries, sorted alphabetically by default but can be extended using the Show
entries control in the top left hand corner of the table. Using the list box, choose an override to display 25, 50 or 100
entries. When more than one page is available, pagination controls will display the number of pages of entries and allow
you to scroll or jump between those pages. A Quick filter provides a 'type ahead' text search, which automatically filters
the entries in the table using the string of characters entered.
23.5.3
Transaction Purge
Rights to purge audit log transactions can be given through the Dynamic Option setting ‘Audit log purge allowed’. (see
Dynamic Options). This option can be set organisationally (to all administrators who have permissions to the audit log
screen) or to individual administrators through their user profile.
To purge transactions, first select a date using the interactive calendar and then click the ‘Purge’ button. A confirmation
message will be displayed for you to check that the selection made is correct. Click ‘OK’ to continue.
ALL records up to the date selected will be permanently deleted from the database.
You are able to retain the Audit Log for as long as you wish without incurring a transactional performance penalty,
although the larger the Audit Log becomes, the longer it will take PECOS P2P to search for a particular entry.
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24 Appendix A: Quick Reference Sheets
These sheets may be helpful in doing some of the common, day-to-day tasks of administration. If you print these out and
keep them as a reference, they may help you in navigating to the correct pages and keeping the steps of each task in the
correct sequence.
24.1 Create a User
Requirement
1. Obtain the user’s configurable details including:
name, department, user id, email address, phone
number and default delivery address.
2. Define the user’s roles and permissions,
including: requisition, receipting and invoicing
rights; accounting access (including a default
account code combination); catalogue access and
approval process.
3. Check / Create Organisation
(i.e. the organisation to which the user belongs)
Navigation
M*
Prerequisites
Y
Outside PECOS
Data Gathering Sheet
Y
Outside PECOS
Data Gathering Sheet
N
Company > Organisation
Maintenance
4. Check / Create Procurement Card(s)
N
Company > Procurement Cards
5. Check / Create Business Rule Group(s)
N
Business Rules > Business Rule
Groups.
Financial Tracking Codes loaded
Catalogue Collections created
6. Check / Create Approval Rule Group
N
Approval Rules > Approval Rule
Groups
Approval Plan(s) created
7. Complete User Information screen
Y
8. Select or create Default Delivery Address
Y
Default identified (1)
9. Add User Information
Y
All mandatory User Information
is entered (7)
10. Assign Buy-For User(s)
N
11. Assign Procurement Card(s)
N
12. Assign to Business Rule Group(s)
Y
13. Set Default Account Code
Y
14. Set Order and Receipt Access Levels
Y
15. Assign Approval Rule Group
Y
16. Set Dynamic Options
N
17. Set Search Preferences
N
18. Set Approval Delegation
N
Users > Profile
User data obtained (1)
User roles defined (2)
Organisation created (3)
Users > Profile
Users > Profile
Buy-for User’s user profile(s)
created
Users > Profile
Procurement Card(s) created (4)
Users > Profile
Business Rule Groups created
(5)
Users > Profile
Default Business Rule Group
created and assigned (5 & 11)
Users > Profile
Option identified (1 & 2)
Users > Profile
Approval Rule Group created (6)
Users > Profile
Options identified (1 & 2)
Users > Profile
Override identified (1 & 2)
Users > Profile
Override identified (1 & 2)
*M = Mandatory for this primary task. Y= Yes, N= No
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24.2 Create a Business Rule Group
Requirement
Navigation
M*
Prerequisites
1. Create BRG Header Detail: Name, Key and
Description.
Y
Business Rules > Business Rule
Groups
Naming Conventions decided
2. Select a Parent Group
N
Business Rules > Business Rule
Groups
Parent BRG created
3. Insert and save
Y
4. Search back to perform assignments.
Y
5. a) Assign Catalogue
and/or
N
Catalogue Collections created
5. b) Assign Financial Tracking Codes for each
Segment of your chosen Method.
and/or
N
Accounting Method built and
Account Codes loaded
5. c) Assign Procurement Card(s).
N
PCards loaded
6. If the group is to be a Default group:
a) Set a Default Financial Tracking Code.
and/or
b) Select Default VAT Treatment
N
Financial Tracking Codes
assigned (4b)
Create VAT Treatment codes
7. Assign Membership rights to users
Y
User Profiles created
8. Optionally also assign membership rights by
organisation
N
Organisation level created
Header detail entered (1)
Business Rules > Business Rule
Groups
Create group header (2)
*M = Mandatory for this primary task. Y= Yes, N= No
24.3 Create an Approval Rule Group
Requirement
Navigation
M*
Prerequisites
1. Create All Roles and Approval Plans
Y
Approval Rules > Roles / Plans
2. Create User profiles for all users who are to fill
approver roles.
Y
User > Profile
3. Create ARG Header Detail: Name, Key and
Description.
Y
Approval Rules > Approval Rule
Groups
4. Select a Parent Group
N
Approval Rules > Approval Rule
Groups
5. Insert and Save
Y
6. Search back to perform assignments.
Y
7. Select Approval Plan(s): at least one but only
one of each type. (Requisition or Purchase Order
or Change Order or Invoice Settlement)
Y
Approval Roles and Plans
created (1)
8. Assign users to all Roles that are used in all the
plans assigned.
Y
Approver’s user profiles created
(2)
9. Assign Financial Tracking Code Segment
values if Plan Approval Roles are resolved by
Segment Value
N
Financial Tracking Code Values
created
10. Assign membership rights to users
Y
User Profiles created
11. Optionally also assign membership rights by
organisation
N
Organisation level created
Parent ARG created
Header detail entered (3)
Approval Rules > Approval Rule
Groups
Create group header (5)
*M = Mandatory for this primary task. Y= Yes, N= No
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24.4 Create a Supplier
Requirement
Navigation
M*
1. Obtain all supplier profile information
Y
Outside PECOS
2. Check / Create Supplier User Definable Fields
N
Suppliers > Supplier User Field
Definitions
3. Enter Supplier Information
Y
4. Select Payment and Delivery Terms
Y
5. Create Remittance Address
Y
6. Create Order Address
Y
7. Enter Document Transmission Information
Y
8. Enter optional Interface information
N
9. Enter optional User Field data
N
10. Enter optional PO Change/Cancellation and
RMA Request contact details
N
11. Set optional Search Preferences at supplier or
catalogue level
N
12. Set optional supplier level PEPPOL Identifiers.
N
13. Configure optional PunchOut settings and
Extrinsic fields
N
Prerequisites
Data Gathering Sheet
(workbook) or Supplier Adoption
Questionnaire.
Suppliers > Profile
Data gathering exercise
complete (1)
Suppliers > Profile
Data gathering exercise
complete (1)
Suppliers > Profile
Data gathering exercise
complete (1)
Suppliers > Profile
Data gathering exercise
complete (1)
Suppliers > Profile
Suppliers > Profile
Suppliers > Profile
Suppliers > Profile
Data gathering exercise
complete (1)
Data gathering exercise
complete (1)
User field configuration complete
(2)
Data gathering exercise
complete (1)
Suppliers > Profile
Data gathering exercise
complete (1)
Catalogues are loaded
Suppliers > Profile
Data gathering exercise
complete (1)
Suppliers > Profile
Supplier is defined as an
‘External Marketplace’ supplier
type
Suppliers > Profile
Tax Types and Treatments
Created
Data gathering exercise
complete (1)
14. Enter optional Default Tax Treatment
N
15. Choose an Organisational profile if not to be
assigned to your default org level.
N
Organisation level created.
16. Insert and Add
Y
Mandatory information is
entered
17 a). Create a Catalogue Key
N
Catalogue > Catalogues
Supplier created and saved (14)
17 b). Add Catalogue Key to a Catalogue
Collection.
N
Catalogue > Catalogues
Catalogue Collections created
Suppliers > Profile
*M = Mandatory for this primary task. Y= Yes, N= No
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25 Appendix B: Approval Plan Task Examples
An Approval Plan, in its simplest terms, is a list of actions or tasks through which a user’s requisition or order will pass.
Each task in a plan has an activity (what must the document do), an owner (who undertakes the activity), and criteria
(what rule(s) must be matched for the activity to be undertaken).
The following examples are provided to help explain the steps in creating an approval plan and to help you create
common Approval Plan tasks.
For a detailed explanation of the criteria that can be used in approval plans and further detailed examples please
refer to the PECOS P2P Workflow Criteria Guide.
25.1 Non-Catalogue Purchase
If your company allows a requisitioner to purchase non-catalogue items, it is important that these non-catalogue
purchases are routed to a designated person for review and editing.
Non-catalogue tasks should generally be handled as the first task in an Approval Plan:
The first reason is that when a non-catalogue item is added to a requisition the only field populated for the item
might be the (mandatory) description. Approver review may be forced to add any missing information including the
name of a supplier (mandatory) or price information. If therefore non-catalogue item approval appears after approval
steps for (for example) suppliers or financial limits, these steps would be missed if non-catalogue item editing
updated these fields to the extent that they would ordinarily require approval.
The second reason to place non-catalogue approval as the first step in your plan, is that if a supplier has not been
selected (i.e. left as ‘Unknown’) it becomes a mandatory editing task by the approver. The approver who receives
such requisitions for approval must therefore be able to select a correct supplier if required.
It is also advisable to route non-catalogue approval through a requisition type approval plan rather than a purchase order
type plan. This is because: if no supplier is assigned, a PO plan will create a single purchase order upon submission,
assigned to a supplier called ‘Unknown’. If there is more than one item on the order and they require sourcing from
different suppliers, this is not possible since a single order containing all items has been created. The supplier must be
updated and the items to be ordered from this supplier left on the order. Any item not to be ordered from this supplier
must be deleted and added to a new requisition for inclusion on a separate order.
To set up the task in an Approval Plan:

















Click one of the ‘Insert’ buttons, depending upon where you require the task.
Call the new task ‘Non-catalogue Approval’ by typing this into the Task Name field.
Select the Action ‘Request Approval’ from the drop down selection box.
Fill in the eMail and audit trail messages that you want PECOS P2P to generate by clicking on the hyperlinks.
Optionally determine if you would like this task to be escalated by selecting a timeframe and units of time.
Click on either the Owner button to set up approver information.
Set the Owner Type field to either User or Role. If an appropriate Role does not exist, you should first go to the
Approval Rules > Approver Roles menu and create it there. If User is selected a user search sub window will
open for you to select the user who is to fill the approval role.
If a role, other than Requisitioner or Buy-for User, is chosen select a ‘Resolve Role by’ option. If approval is not
to be determined by an account code value the ‘Buy-for user’s Approval Rule Group’ is recommended.
Optionally select a combination of five editing options for the approver in the ‘Approver can modify’ check
boxes. For non-catalogue items it is recommended that the approver be able to fully edit the item: all check
boxes should therefore be ticked.
Click on the Criteria button to enter the criteria for this task to be invoked.
In the Field dropdown selection box choose the value ‘Doc: Catalogue/Non-Catalogue’.
Set the Operator field to the Equal Sign (=).
Set the Value field to Non-catalogue Order.
Click the Add Rule Button to add and save this criteria combination. It will appear in the criteria box below these
buttons.
Click the Update Button at the top of the screen (located just above the Plan Type field). Wait until the ‘Plan
successfully updated’ confirmation box appears.
The system will prompt you if you failed to complete any mandatory fields.
Click OK. This saves your work.
Summary: This task will route all requisitions or orders (depending on the Plan Type) to the user or role selected for
approval, if it contains a non-catalogue item.
Additional criteria can be added to further refine the requisitions or orders to be routed for non-catalogue approval. For
example: ‘Order: Supplier name’ + ‘Contains’ + ‘Unknown’ can be added to route only non-catalogue items that have not
had a supplier assigned to them.
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25.2 Escalation Task
If you require a task to be escalated to another approver if the task has not been approved after a specific time period
has elapsed, you must set up an Escalation.
This is a two part process:
1. First, you must specify that the task is to be escalated by adding an Escalation timeframe to it.
2. Secondly you must create a new task that defines the routing of the requisition if the escalation is invoked. This
task must immediately follow the task that is escalated.
1. Specify an Escalation Timeframe
In the Activity sub-window of the task you want to escalate, in the ‘Escalation’ section choose the Timeframe and then
choose the number of Units to be used to calculate the escalation for that timeframe.
Note that the timeframes ‘Days’ and ‘Hours’ use the Organisation Calendar and will calculate based on working hours
only. The timeframes ‘Minutes’ and ‘Seconds’ will calculate escalation based on clock time.
PECOS will begin counting the timeframe immediately the task is invoked. As soon as the defined number of units is
reached the task becomes expired and the requisition or order will move forwards in the approval plan onto the next task.
For Example. If you wish a financial approval task to be escalated to a deputy approver after 4 hours: within the financial
approval task, within the activity window select the timeframe of ‘Hours’ and type in the ‘Units’ of 4. You must then create
an escalation task immediately below the financial approval task in order to define the approval for the deputy approver.
To do this, follow part 2 below.
2. Create an Escalation Task
To specify to whom your requisition or order gets escalated after a previous task’s timeframe has expired, you need to
set up the Escalation Task immediately following the escalated task in the plan:

Insert a new task by using one of the ‘insert’ buttons.

Call the new task (for example) ‘Approval Escalation’ by typing this into the Task Name field.

Select the Action ‘Request Approval’ from the drop down selection box.

Fill in the eMail message that you want the system to generate for transmission to the task owner. Note that the
eMail message will go to your escalated approver and the text should reflect this, along with a note to the
urgency of approval.

Complete the audit trail. The audit trail message should read (for example) “Requisition escalated to
‘%User_Name%’ for approval”.

Click on the Owner button to set up the approver information.

Set the Owner Type field to either User or Role. If an appropriate Role does not exist, you should first go to the
Approval Rules > Approver Roles menu and create it there. If User is selected a user search sub window will
open for you to select the user who is to fill the approval role. The Role or User is the person to whom the
requisition or order is being escalated to.

If Role is chosen, select a ‘Resolve Role by’ option. ‘Buy-for user’s Approval Rule Group’ should be selected if
the buy for user’s role owner (approver) is to be used or ‘Requisitioner’s Approval Rule Group’ if the
Requisitioner’s role owner (approver) is to be used. The former is recommended.

Optionally select a combination of five editing options for the approver in the ‘Approver can modify’ check
boxes.

Click on the Criteria button.

In the Field dropdown selection box choose the value ‘Task: Prior tasks expired’.

Set the Operator field to the Greater Than Sign (>).

Set the Value field to 0.

Click the Add Rule Button. This puts the rule in the lower window.

Click the Update Button at the top of the screen (located just above the Plan Type field). Wait until the ‘Plan
successfully updated’ confirmation box appears.

Click OK. This saves your work.
Summary: This task will only be invoked if the previous task has been marked by PECOS as being ‘expired’. If this is
true the requisition or order will be routed for approval in the usual way. If the task immediately prior to this one has not
expired (i.e. the approver has approved within the designated timeframe) this task will be skipped.
25.3 Receipting / Three Way Match
Only if a receipt task is included in an Approval Plan will PECOS P2P perform the receipting match. The receipting match
is in addition to the 2-way match: the matching program will match the total items received at line level to the total items
on the invoice at line level.
This task should generally be set up at or near the end of an Approval Plan and will also submit an eMail notification to
the person designated as the owner of the receipting activity.

Insert a new task by using one of the ‘insert’ buttons. Ideally this task should appear at the end of your plan.

Call the new task (for example) ‘Receipt Required’ by typing this into the Task Name field.

Select the Action ‘Require Receipt from the drop down selection box.
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








Fill in the eMail message format. This eMail will be sent to the person who you designate as the owner of the
receipt task – usually the requisitioner.
Complete the audit trail messages that you want the system to generate. Note that a ‘Completion Audit Trail
Message’ is not required.
Click the Owner button to determine who receives the eMail notification message.
Set the Owner Type field to Role or User. Commonly the role of ‘Requisitioner’ is chosen if your Requisitioner’s
are responsible for receiving their own orders. If goods are received by a central goods in department or
warehouse you should choose an appropriate (predetermined) role.
If Role is chosen, select a ‘Resolve Role by’ option. ‘Buy-for user’s Approval Rule Group’ should be selected if
the buy for user’s role owner (receiver) is to be used or ‘Requisitioner’s Approval Rule Group’ if the
Requisitioner’s role owner (receiver) is to be used. The former is recommended.
Note that editing tasks are not selectable for this activity.
There is no need to fill in Criteria: PECOS understands that this task requires no criteria to be entered. If criteria
is entered
Click the Update Button at the top of the screen (located just above the Plan Type field). Wait until the ‘Plan
successfully updated’ confirmation box appears.
Click OK. This saves your work.
Summary: The user who is designated as the task owner will receive a notification eMail containing (for example)
instructions to receive items.
The matching program will also perform a 3-way match for all invoices processed for any requisition or purchase order
that has been approved using this approval plan. If the receipt quantity is less than the invoice quantity a post matching
exception status will be assigned to the invoice.
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26 Appendix C: Dynamic Documents
26.1 Overview
A Dynamic Document is a pre-formatted electronic form that uses document parameters for editing purposes. Users are
able to complete a dynamic document by editing these parameters, some of which may be pre-populated using PECOS
P2P configuration data. Examples of dynamic documents are business cards, newsletters, travel requests and corporate
brochures. A user can search for a dynamic document, edit the document content and then visually preview it prior to
submitting their requisition. The dynamic document is automatically stored as both an .XML and an .HTM line-item
attachment and both are transmitted to the supplier as external PO attachments. Please contact Customer Elcom
Support for more information on the specification and creation of dynamic documents.
Fig 26.1 - Example of a business card created as a dynamic document
26.2 Searching for a Dynamic Document
A dynamic document will be loaded as an item on a supplier catalogue. Using any PECOS P2P Search, type in
appropriate text to locate the document. The Search Results screen will display the dynamic document(s) and are
added to a requisition by clicking an Add Item hyperlink instead of a quantity text box.
26.3 Previewing a Dynamic Document
After clicking on the Add Item hyperlink from Search Results the dynamic document detail screen will open. The left
frame contains the pre-formatted document parameters that can be edited (if pre-populated) or completed and the final
document can be previewed in the right hand frame. The quantity to be ordered is entered and the final proof added to a
requisition.
Note that document parameters will be different for each dynamic document and will depend on your original document
specification. There is no limit or constraint on the fields that can be made available for the creation of a dynamic
document.
26.4 Adding a Dynamic Document to a Requisition
When a user is satisfied with the contents and layout of their dynamic document, it is added to the requisition from the
dynamic document detail screen by entering a quantity in a Quantity box and clicking on an Add button.
Two external attachments are automatically added to the line item. Note that this differs from standard e-forms that are
manually saved and attached to the line item.

XML file – containing the document XML for importing into your supplier’s manufacturing, back office or sales order
systems.

HTM file – containing an html view of the document.
The attachments can be viewed or deleted in the usual way.
A dynamic document can be edited after it has been added to a requisition, prior to submitting for approval. On the
requisition page click on the Item Number to open the dynamic document detail screen.
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27 Appendix D: Approval eMail & Audit Trail Keywords
27.1 Available Keywords
Standard Keywords used in ALL Approval Plan eMail Notification and Audit Trail messages are listed in the table below.
Keyword
Description
%@BlanketOrder%
Blanket order id
%@BuyerID%
Doc: Requisitioner’s ID
%@BuyerName%
Requisitioner’s name
%@BuyForEMail%
Doc: Buy-for user's e-mail
%@BuyForID%
Doc: Buy-for user’s ID
%@DateRequested%
Date requested
%@DefaultCurrencyAmountOfOrdersThisMonth%
Order: Total amount this month
%@DefaultCurrencyAmountOfOrdersThisWeek%
Order: Total amount this week
%@DefaultCurrencyAmountOfOrdersThisYear%
Order: Total amount this year
%@DefaultCurrencyAmountOfOrdersToday%
Order: Total amount today
%@DefaultCurrencyTotalOrderAmount%
Doc: Total amount **
%@ExternalRequisitionID%
External requisition id
%@NumberOfOrdersThisMonth%
Order: Count of orders this month
%@NumberOfOrdersThisWeek%
Order: Count of orders this week
%@NumberOfOrdersThisYear%
Order: Count of orders this year
%@NumberOfOrdersToday%
Order: Count of orders today
%@OrderType%
Doc: Catalogue / Non-Catalogue
%@OrgUnitName%
Doc: Organizational unit name
%@RecurringRequisitionType%
Req: Blanket type
%@RequisitionerApprovalLimit%
Doc: Requester’s approval level
%@RequisitionerEMail%
Doc: Requisitioner's e-mail
%@RequisitionType%
Req: Type
%@ShipToID%
Buy-for user’s ID
%@ShipToName%
Buy-for user’s name
%@ShipToUserApprovalLimit%
Doc: Buy-for user’s approval level
%@UserDefinedPCard%
Order: User defined PCard
%@UserDocumentField::reqtotal%
Req: User field Requisition Total
%@UserDocumentField::Auxiliary Code%
Order: Auxiliary Account Code *
%Document_ID%
The internal document ID
%User_ID%
The ID number of the task owner
%User_Name%
The full name of the task owner
%@WebHostName%
Doc: Web server name
%@WorkflowPlanName%
Doc: Workflow plan name
%@WorkflowTaskName%
Doc: Workflow task name
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* Only if Auxiliary User field is enabled. Additional keywords may be available if User Fields have been configured for
your implementation. Please contact Elcom Support if this is the case.
** This will be the total of the document being routed (i.e. plan dependant): requisition total for requisition plans; order
total for order plans; and invoice total for invoice settlement plans.
27.2 Order Approval Keywords
The following additional keywords are available for Purchase Order Approval Plan eMail notification and audit trail
messages.
Keyword
Description
%@ExternalOrderID%
External order ID
%@ProcurementCard%
Order: Procurement Card Alias
%@ReqID %
Requisition ID
%@UserDocumentField::xxxxxx%
Order: User field xxxxxx *
%@VendorEmail%
Order: Supplier eMail Address
%@VendorName%
Order: Supplier Name
* These fields will appear only when Order type Document User Fields are defined (see Utilities; Document User Fields).
The description of the user field will appear where ‘xxxxxx’ is displayed.
27.3 Change Order Keywords
The following additional keywords are available for Change Order Approval Plan eMail notification and audit trail
messages.
Keyword
Description
%@COAmountChangeOriginal%
Order: Amount variance – original
%@COAmountChangePrevious%
Order: Amount variance – previous
%@CODateRequestedChange%
Change Order: Date Requested
%@COExternalAttachmentChange%
Change Order: Ext. Attachments
%@COExternalCommentChange%
Change Order: Ext. Comments
%@COFOBTermsChange%
Change Order: FOB Terms
%@COFreightTermsChange%
Change Order: Freight Terms
%@COFTCodesAndSplitsChange%
Change Order: Financial Tracking Code
%@COInternalAttachmentChange%
Change Order: Int. Attachments
%@COInternalCommentChange%
Change Order: Int. Comments
%@COMethodOfPaymentChange%
Change Order: Payment Method
%@COPaymentTermsChange%
Change Order: Payment Terms
%@COShippingAddressChange%
Change Order: Delivery Address
%@CoShippingMethodChange%
Change Order: Delivery Method
%@COShippingNameChange%
Change Order: Delivery Name
%@COPercentChangeOriginal%
Order: Amount variance % – original
%@COPercentChangePrevious%
Order: Amount variance % - previous
%@ExternalOrderID%
External order ID
%@ProcurementCard%
Order: Procurement Card Alias
%@ReqID %
Requisition ID
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%@UserDocumentField::xxxxxx%
Order: User field xxxxxx *
%@VendorEmail%
Order: Supplier eMail Address
%@VendorName%
Order: Supplier Name
* These fields will appear only when Order type Document User Fields are defined (see: Utilities; Document User Fields).
The description of the user field will appear where ‘xxxxxx’ is displayed.
27.4 Invoice Settlement Keywords
The following additional keywords are available for Invoice Settlement Approval Plan eMail notification and audit trail
messages.
Keyword
Description
%@CalculatedVATAmount%
Inv: Calculated VAT
%@ExternalOrderID%
External order ID
%@InvoiceDefaultCurrencyTotalOrderAmount%
Inv: Total PO amount
%@InvoiceDefaultCurrencyTotalOrderAmountPlus%
Inv: Total PO amount (+ frt. and tax)
%@InvoiceMethodOfPayment%
Inv: Payment method
%@InvoiceNumber%
Invoice number
%@InvoiceOrigin%
Inv: Invoice origin
%@InvoicerEMail%
Inv: Invoicer's e-mail
%@InvoiceSettlementStatus%
Inv: Settlement status
%@InvoiceSettlementStatusDescription%
Settlement status Description
%@InvoiceTotalOrderAmount%
Inv: Total PO amount
%@InvoiceType%
Inv: Invoice type
%@InvoiceUserDocumentField::xxxxxx%
Inv: User field xxxxxx *
%@ProcurementCard%
Order: Procurement Card Alias
%@ReqID %
Requisition ID
%@SupplierTaxID%
Inv: Supplier's tax ID
%@TotalFreightAmount%
Inv: Total freight amount
%@TotalTaxAmount%
Inv: Total us sales tax amount
%@TotalVATAmount%
Inv: Total supplier VAT amount
%@UserDocumentField::xxxxxx%
Order: User field xxxxxx **
%@VendorEmail%
Order: Supplier eMail Address
%@VendorName%
Order: Supplier Name
* These fields will appear only when Invoice type Document User Fields are defined (see: Utilities; Document User
Fields). The description of the user field will appear where ‘xxxxxx’ is displayed.
** These fields will appear only when Order type Document User Fields are defined (see: Utilities; Document User
Fields). The description of the user field will appear where ‘xxxxxx’ is displayed.
27.5 Budgeting Keywords
The following additional keywords are available for all approval plan types when Budgeting is enabled.
Keyword
Description
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%@UserDocumentField::OverBudgetAmount%
Req: User field Amount by which actual exceeds budget
%@UserDocumentField::OverBudgetCode%
Req: User field Budget code
%@UserDocumentField::OverBudgetPercent%
Req: User field Percentage of budget used
%@UserDocumentField::reqtotal%
Req: User field Requisition Total
27.6 Multi-Currency Keywords
The following additional keywords are available for all plan types when Multi-Currency is enabled.
The table below defines keywords if multi-currency is configured for GBP, USD and Euros.
Keyword
Description
%@AmountOfOrdersThisMonth::EUR%
Order: Total amount this month (European Union euros)
%@AmountOfOrdersThisMonth::GBP%
Order: Total amount this month (Great Britain Pounds)
%@AmountOfOrdersThisMonth::USD%
Order: Total amount this month (United States Dollars)
%@AmountOfOrdersThisWeek::EUR%
Order: Total amount this week (European Union euros)
%@AmountOfOrdersThisWeek::GBP%
Order: Total amount this week (Great Britain Pounds)
%@AmountOfOrdersThisWeek::USD%
Order: Total amount this week (United States Dollars)
%@AmountOfOrdersThisYear::EUR%
Order: Total amount this year (European Union euros)
%@AmountOfOrdersThisYear::GBP%
Order: Total amount this year (Great Britain Pounds)
%@AmountOfOrdersThisYear::USD%
Order: Total amount this year (United States Dollars)
%@AmountOfOrdersToday::EUR%
Order: Total amount today (European Union euros)
%@AmountOfOrdersToday::GBP%
Order: Total amount today (Great Britain Pounds)
%@AmountOfOrdersToday::USD%
Order: Total amount today (United States Dollars)
%@TotalOrderAmount::EUR%
Doc: Total amount (European Union euros)
%@TotalOrderAmount::GBP%
Doc: Total amount (Great Britain Pounds)
%@TotalOrderAmount::USD%
Doc: Total amount (United States Dollars)
27.7 One Step Approval Keywords
The following keyword phrases can be used in approval eMails when the ‘Request One Step Approval’ activity action is
selected.
Keyword
Description
http://%@WebHostName%/IPMExports/reqAutoApprove.asp?
action=approve&request=<%%AutoLoginToken%%>&auth=
<%%AutoLoginAuth%%>
Approve Requisition Link
http://%@WebHostName%/IPMExports/reqAutoApprove.asp?
action=return&request=<%%AutoLoginToken%%>&auth=
<%%AutoLoginAuth%%>
Return Requisition
Link
http://%@WebHostName%/IPMExports/OneStepApproval.asp?
action=approve&request=<%%AutoLoginToken%%>&auth=
<%%AutoLoginAuth%%
Approve Order Request and
Change Order Link
http://%@WebHostName%/IPMExports/OneStepApproval.asp?
action=return&request=<%%AutoLoginToken%%>&auth=
<%%AutoLoginAuth%%
Return Order Request and
Change Order Link
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28 Appendix E: Default Overrides
The following section defines the order in which some of the default settings are selected by PECOS P2P. For a detailed
description as to how these settings are created please refer to the appropriate chapter in this manual.
28.1 Requisition Accounting Default
PECOS P2P will automatically apply an account code combination to every line on a requisition for each user. Some
defaults are mandatory and others are optional and they will take precedence as follows:
1. User Profile – Default Business Rule Group. Every user will have a default account code combination based on
their membership of a Business Rule Group. If a user is to be a requisitioner a default account code is mandatory.
(see Business Rule Groups)
2. Procurement Card. Procurement cards can optionally have an account code value assigned to them. When a
procurement card is applied as the default payment method, PCard accounting will take precedence over Business
Rule Group accounting. (see Procurement Cards)
3. Category Code. Where category accounting is optionally set (assigning an account code to a Commodity /UNSPSC
code), this will take precedence over both Procurement Card and Business Rule Group accounting. (see Product
Category Codes)
4. Buy-For User. When a Buy-For User is selected, the default account code combination of the buy-for user will
populate the requisition and take precedence over all other accounting defaults. The accounting permissions
available to the requisitioner after the selection of a buy-for user, will be limited to the business rule group
permissions of the buy-for user only.
A user is allowed to manually override default accounting at any time before the submission of a requisition through the
Requisition, Order or Line Item level financial tracking screens.
Any accounting value that is ‘forced default’ from procurement card or commodity accounting is non-editable by the
requisitioner.
It must be remembered that any accounting changes derived from manual changes or procurement card selections,
performed prior to the selection of a buy-for user, will be lost upon the selection at requisition level of a buy-for user.
28.2 Tax Treatment (VAT Code) Default
Tax Codes can be defaulted to a user in a number of ways, to enable the automatic application of Tax Treatments to line
items.
1. Organisation. A default rate is assigned to the top level Organisation (see Organisational Maintenance >
Organisation Settings). Category Classification or Business Rule Group default rates do not need to be available.
2. Supplier. A default rate is assigned to the supplier profile (see Suppliers).
3. User Profile. A default rate is assigned as part of a user’s Default Business Rule Group membership (see Business
Rule Groups). Category Classification default rates do not need to be available.
4. Category Code. A default rate is assigned based on the Category Classification (Commodity/UNSPSC) Code
associated with a line item (see Product Category Codes).
A user may be allowed to manually override the default Tax Code if permission is granted through their user profile (see
Users). Tax codes can further be overridden at the time of invoice entry.
28.3 Delivery Address
PECOS will assign a default delivery address to each purchase order based on the following settings:
1. Organisation Default. The default delivery address associated to the organisation that the user is assigned to.
2. User Profile. The default delivery address assigned to the user’s profile.
3. Buy-for User. The default delivery address assigned to the buy-for user’s user profile.
A user is able to override an order’s default delivery address in the requisition and order delivery and invoicing screens.
To prevent a user changing their default delivery address, the ‘Hide Address Lookup’ dynamic option must be set.
28.4 3-Way Matching
The accounting match performed during invoice settlement is derived as follows:
1. System Default. The non-editable system default applied in the absence of any other default setting is 2-way
matching.
2. Approval Plan. If a ‘Receipt Required’ task is included in any approval plan used by an order, the 3-way match will
be applied to all invoices matched to that order. In the absence of a receipting task, the system default of 2-way
matching will apply.
3. Supplier Profile. A Supplier setting allows the setting of 2-way or 3-way matching to override the approval plan
default. The default supplier setting is ‘workflow’ (approval plan).
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Item Maintenance. An individual item can be set as ‘receipt required’ which will override both the supplier profile
and approval plan settings. An order that contains an item requiring receipt will automatically require 3-way
matching.
5. Blanket Order Processing Condition. If the order is a blanket order or blanket order release the ‘Require Receipt’
processing condition will take precedence. ‘Yes’ = 3-way match and ‘No’ = 2-way match.
A user is unable to override financial matching rules.
4.
28.5 Order Matching Tolerances
The line level financial settlement matching tolerance applied when matching the invoice to its purchase order is derived
from the following default settings:
1. Company Settings. The default rule associated to the user’s L2 organisation. If set, the default is defined as a
percentage, a value or both.
2. Supplier Profile. The default rule associated to the supplier profile. If set, the default is defined as a percentage, a
value or both.
28.6 Delivery Date Default
The rule defining whether a delivery date is mandatory or how a default date is formed on the requisition is defined by the
following default settings:
1. Organisation Settings. The default rule associated to the organisation that the user is assigned to. The setting is
either no default, mandatory or defaulted from either the requisition or purchase order date.
2. Supplier Profile. The default rule associated to the supplier profile. The setting is either no default (i.e. same as
organisation), mandatory or defaulted from either the requisition or purchase order date.
28.7 External Order Processing
External order processing options are defaulted as follows:
1. Organisation Settings. The default processing options associated to the organisation that the user is assigned to.
2. User Profile. The default processing options assigned to the user’s profile.
The default option displayed in the user’s requisition delivery and invoicing screen is ‘Normal processing through this
system’ A user is able to manually select an alternate option based on permissions granted by these processing
settings.
28.8 Change Order Format
The format of change orders transmitted to suppliers is defined by the following default settings:
1. Organisation Settings. The default order format associated to the organisation that the user is assigned to. The
setting is either all lines or changed lines only.
2. Supplier Profile. The default order format associated to the supplier profile that is used by the purchase order. The
setting is either all lines or changed lines only.
28.9 Search Preferences
The preference rating assigned to an item displayed in catalogue search results, is applied in the following order of
hierarchy:
1. Item. Being any preference assigned to an item through the catalogue load or directly in Item Maintenance. This will
take precedence over catalogue and supplier preference settings.
2. Catalogue. Being any preference assigned to a single catalogue in the supplier profile. This will take precedence
over all supplier preference settings and will be used in the absence of any item level setting.
3. Supplier. Being any preference assigned to 'All Catalogues' in the supplier profile. This will be used in the absence
of any item or catalogue level settings.
28.10 PEPPOL Identifiers
The external identifiers used by the Elcom PEPPOL Access Point are defaulted as follows:
1. Organisation Settings. The default identifiers set at organisation level in Organisation Settings.
2. Supplier Profile. The default set at supplier level will override any organisationally set identifiers.
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29 Appendix F: Import and Export Utilities
PECOS P2P provides standard import and export utilities for the management of data. Bulk load files and imports are
accompanied by excel templates and are usually undertaken as flat file (csv) data loads. Please contact your
implementation consultant or Elcom Support for further information.
29.1 Bulk Loads
The following bulk load utilities are available for the bulk loading of system configuration data into PECOS P2P.

Bulk Address Load (csv only)

Bulk User Load (csv only)

Bulk Supplier Load (XML and csv)

Bulk Account Load (XML and csv)

Bulk PCard Load (XML only)

Bulk Business Rule Group Load (XML only)
29.2 Import Utilities
Inbound interfaces allow external system to push information to our systems without being asked. There are two
methods for data handoff to PECOS P2P: one active and one passive.

Active: Customer’s own internal systems invoke ASP pages and deal directly with the responses and
notifications thereafter received. The customer is able to POST payload documents using the HTTP protocol,
directly and in real-time. A web server will route them accordingly.

Passive: The second supported method allows the customer to leverage Elcom’s feature rich automations to do
the work. The customer simply transmits the payload documents via secure FTP or eMail, or alternatively posts
direct to the online service desk, and automated routines do the rest. The intelligence in these interfaces will
maintain the files to ensure they are delivered, archived, and loaded complete with notifications.
The following import utilities are available for the bulk import of procurement data into PECOS P2P.

Invoice Import (cXML and csv)

Requisition Import (cXML only)

Receipt Return Import (XML only)

External Process Interface: During the requisition workflow routing phase of processing an order, external
systems can make changes to the order just as a user would. This HTTP based interface is used in combination
with approval plans and allows a customer to invoke external routines such as a web services call (WSDL)
using SOAP or the more recent RESTful services to contact a Payment Gateway or Credit Card Validation
service. The interface also accepts notifications in order to allow objects to be progressed through the workflow
process and ensures that changes are recorded in the audit trail for an order just as if an approver had made
the change
29.3 Export Utilities
PECOS P2P contains procurement information that is both required and useful for external systems. Three standard
outbound interfaces offer a mechanism for those systems to perform either a ‘GET’ or ‘POST’ of this information. PECOS
P2P provides the information in an XML formatted document, using ELCOM specific DTD’s. There is also a User
Interface provided in PECOS P2P for customers to see the export history or manually request the next or a previous
batch for all the exports.
The following XML export utilities are available for exporting procurement data out of PECOS P2P.

Order Export: This interface allows the transfer of full purchase order information

Receipt Return Export: This interface offers a way of extracting a list of orders that have been receipted and
returned.

Accounts Payable Export: This interface is designed to allow an external system to automatically query
PECOS via an HTTP GET command and run a batch containing payable invoice information. The data in this
interface contains purchase order and invoice information and includes all additional charges or price changes.
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30 Appendix G: Further Topics & Documentation
This manual has been created for administration users and includes all areas of PECOS P2P setup, maintenance and
configuration. Listed below are a number of topics not covered by this manual which can be found elsewhere in other
PECOS P2P administrative manuals. Also listed are user and supplier facing guides and manuals.
30.1 Administration Documentation
Workflow Process
For additional information on Approval Plan configuration and Workflow Criteria please refer to the ‘PECOS P2P
Workflow Criteria Guide’.
Catalogue Management
For further detail on managing catalogue loads for PECOS P2P please refer to the ‘PECOS P2P Catalogue Load’ and
the associated Catalogue Load Template
30.2 User Documentation
Approvals
For further detail on approving requisitions and orders in PECOS P2P please refer to the ‘PECOS P2P Approvers
Guide’.
Closing Orders
For further details on closing orders in PECOS P2P please refer to the ‘PECOS P2P Invoicing and Settlement Guide’.
Invoicing and Settlement
For further detail on invoicing and settlement in PECOS P2P please refer to the ‘PECOS P2P Invoicing and Settlement
Guide’.
Management Reporting
For further information on Actuate Management Reports please refer to the ‘PECOS P2P Reporting Guide’
Training
Elcom Systems and its approved partners offer a wide choice of training that can be tailored to suit your organisation’s
needs. Please contact your local Elcom or Program representative for further details of available courses and
documentation.
User Guide
The ‘PECOS P2P User Manual’ is the main user guide for buyers and includes all areas of PECOS P2P that are used
by users who have responsibility for creating requisitions within the procurement process.
30.3 Supplier Documentation
Punch Out and cXML Orders
For information about modifying eCommerce websites and integration with PECOS P2P for cXML punchout please refer
to the ‘PECOS P2P PunchOut Implementation Guide’. For information about cXML order integration suppliers can
refer to the ‘PECOS P2P cXML Ordering Implementation Guide’.
Catalogues
For information about supplier’s requirements for catalogue creation please refer to the ‘PECOS P2P Supplier
Catalogue Guide’.
Secure eMail
For information about configuring encrypted eMail for PECOS refer to the ‘PECOS P2P Supplier Guide to Secure
eMail’.
30.4 Budget Documentation
For further detail on budgeting and budget checking in PECOS please refer to the ‘PECOS P2P Budget Checking
Manual’
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31 Glossary of Terms
Accounting Codes: Account codes are the individual values assigned to accounting segments. Each item in PECOS
P2P has a combination of account codes assigned to it.
Accounting Segments: The individual labels given to each set of accounting codes within an accounting method.
Accounting Method: The overall accounting structure containing a combination of account segments and account
codes.
Ad Hoc Addresses: Users may have, depending on their authority level, the ability to add delivery addresses to orders
that are not in the system. This is known as adding an ad-hoc address.
ANSI: American National Standards Institute.
API: Application Program Interface (sometimes application programming interface). The specific method prescribed by a
computer operating system or by an application program by which a programmer writing an application program can
make requests of the operating system or another application.
Approval Plan: A list of business rules defining what happens to either a requisition or purchase order after it is
submitted by a user. Approval Plans contain approval criteria and notification controls.
Approval Rule Groups: In PECOS P2P the groups to which users belong that determine how their orders are routed for
approval.
Audit Trail: A list of all actions that occur during the processing of a requisition or purchase order that PECOS P2P
records and automatically time and date stamps, which is visible to all the parties who have permission to view the order.
Browser: The user interface to PECOS P2P is through your standard Web browser (example: Microsoft Internet
Explorer or Mozilla Firefox).
Business Rule Groups: In PECOS P2P, the groups to which users belong that determine their access to catalogues,
financial tracking codes, and procurement cards or define their default VAT Treatment code.
Buy-For User: a user for whom one has the power to buy things in PECOS P2P. This ability is granted by the
administrator in the Administration Module. Also called; “Ship-To User.
Card Aliases: In PECOS P2P the combination of numbers/letters that the system uses to refer to a credit card,
preventing the actual credit card number is not revealed.
Catalogue: The online supplier catalogue loaded electronically into PECOS P2P and made available for users to search
and select items for adding to their Shopping Basket.
Category Explorer: An indexation of all items contained within online catalogues sorted by product classification code.
Accessed through the Left Navigation Panel of the Item Search screen, it allows users to drill down and conduct a search
by product classification code.
CGI: Common Gateway Interface. A standard way for a Web server to pass a Web user's request to an application
program and to receive data back. When the user requests a Web page (for example, by clicking on a highlighted word
or entering a Web site address), the server sends back the requested page. However, when a user fills out a form on a
Web page and sends it in, it usually needs to be processed by an application program. The Web server typically passes
the form information to a small application program that processes the data and may send back a confirmation message.
This method or convention for passing data back and forth between the server and the application is called the common
gateway interface (CGI). It is part of the Web's Hypertext Transfer Protocol (HTTP).
Class Code: The product classification code associated to an item (example UNSPSC, NSV or eClass) . It is mandatory
for all items.
Cookie: A cookie is a small piece of data which is sent from a website to a web browser and stored locally on a users
PC. The use of cookies enables a Web site to become more interactive with its users. A session cookie is used to
ensure that a user is recognised when they move from page to page within an eMarketplace and that any information
entered is remembered. Unlike normal cookies, session cookies are deleted from the users PC when they logout from a
web site.
CPV: Common Procurement Vocabulary. A product classification system derived from the UN Common Procurement
Classification and adopted as an EU standard. Used for public procurement and public sector reporting and used to drive
OJEU Notices. {Web: http://www.simap.eu.int}
Current Basket: This is the Shopping Basket that requisitioners are currently adding items to which has not yet been
submitted as a Requisition into workflow.
CSV: Comma Separated Value. A flat file format used for data import and export.
cXML: Commerce eXtensible Mark-up Language (see also XML).
CVV: Card Verification Value. A 3 or 4 digit number placed on a credit card, used by transacting organisations to verify
the physical presence of the card.
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Data Key: The individual or combined elements or properties of data that are used to determine the uniqueness of a
catalogue item.
DTD: Document Type Definition. Is a specific definition that follows the rules of the Standard Generalized Mark-up
Language (SGML). A DTD is a specification that accompanies a document and identifies what the funny little codes (or
mark-up) are that separate paragraphs, identify topic headings, and so forth and how each is to be processed. By mailing
a DTD with a document, any location that has a DTD "reader" (or "SGML compiler") will be able to process the document
and display or print it as intended. This means that a single standard SGML compiler can serve many different kinds of
documents that use a range of different mark-up codes and related meanings. The compiler looks at the DTD and then
prints or displays the document accordingly.
DUNS: Dun and Bradstreet Number. DUNS numbers (or correctly D-U-N-S Numbers) are issued, owned and solely
maintained by Dun & Bradstreet Corporation and are used in the main for credit risk management and corporate
authentication. The DUNS Number is a unique nine-digit identification sequence, which provides unique identifiers of
single business entities, while linking corporate family structures together. When a business is entered into the D&B
business information database each distinct business location that it has, is assigned its own DUNS Number.
Dynamic HTML: Dynamic HTML is a collective term for a combination of new Hypertext Mark-up Language (HTML) tags
and options that will let you create Web pages more animated and more responsive to user interaction than previous
versions of HTML. Much of dynamic HTML is specified in HTML 4.0. Simple examples of dynamic HTML pages would
include (1) having the colour of a text heading change when a user passes a mouse over it or (2) allowing a user to "drag
and drop" an image to another place on a Web page. Dynamic HTML can allow Web documents to look and act like
desktop applications or multimedia productions.
EAN: European Article Numbering. Widely used bar code symbology used for product marking. Two versions of EAN
exist. (See also UPC.) The EAN system is managed worldwide by EAN International {Web: http://www.ean-int.org}.
eClass: An international standard product classification system that has been developed to enable products, materials,
merchandise and services to be organised in a logical structure. The system has four hierarchical levels. The highest
level consists of 26 technical domains, which are divided into main groups, groups, and subgroups as leaf product
classes. Each level is identified by a two-digit number, so that each subgroup can be identified by its eight-digit class
number. {www.eclass-online.com}
EDI: Electronic Data Interchange. Being a standard format for exchanging business data. The standard is ANSI X12 and
it was developed by the Data Interchange Standards Association. ANSI X12 is either closely coordinated with or is being
merged with an international standard, EDIFACT.
An EDI message contains a string of data elements, each of which represents a singular fact, such as a price, product
model number, and so forth, separated by delimiter. The entire string is called a data segment. One or more data
segments framed by a header and trailer form a transaction set, which is the EDI unit of transmission (equivalent to a
message). A transaction set often consists of what would usually be contained in a typical business document or form.
The parties who exchange EDI transmissions are referred to as trading partners.
eForm: A document held electronically in PECOS P2P.
ERP: Enterprise Resource Planning. Systems such as Oracle, JD Edwards, SAP, or Agresso - an industry term for the
broad set of activities supported by multi-module application software that helps a manufacturer or other business
manage the important parts of its business, including product planning, parts purchasing, maintaining inventories,
interacting with suppliers, providing customer service, and tracking orders. ERP can also include application modules for
the finance and human resources aspects of a business. Typically, an ERP system uses or is integrated with a relational
database system. PECOS can integrate information into these systems.
ERS: Evaluated Receipt Settlement. The process of 'self billing' which automatically creates an invoice in PECOS P2P
upon the processing of a receipt.
EUR: Euro (currency).
External Marketplace: A location, external to PECOS P2P hosting supplier content. The way PECOS P2P allows
access to PunchOut Suppliers.
FOB: Free On Board. Delivery terms indicating that the seller (supplier) has borne the cost of transporting goods to a
port (place) of dispatch. The buyer is responsible for all costs from that point.
GBP: Great British Pounds (currency).
GECF: GE Capital Finance (corporation).
GLN: Global Location Number. Used to uniquely identify any location relevant in a supply chain, which can be a legal,
physical or functional entity (e.g. a company location, a government department, a delivery point or a mail box). Originally
developed and managed by GS1.
GMT: Greenwich Mean Time (Time Zone Setting).
GPC: Government Procurement Card. The Government Procurement Card (GPC) is a branded VISA Purchasing Card. It
is available to the entire UK public sector at no cost through a framework agreement between OGCbuying.solutions,
VISA and six VISA issuing banks.
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GS1: GS1 is a neutral, not-for-profit, international organisation that develops global standards and solutions to improve
the efficiency and visibility of supply chains across industries. It engages a global community of trading partners, industry
organisations and technology providers to understand their business needs and develops global standards in response
to those needs. Today, the GS1 System of standards is the most widely used supply chain standards system in the world.
GSRN: Global Service Relationship Number. Used to identify a relationship between a service provider and a service
recipient (business or individual). It is an identification point against which data can be stored for a service relationship
(e.g. a patient in a hospital for the recording of medical information and treatment received). Originally developed and
managed by GS1.
GTIN: Global Trade Item Number. A product / part identifier used to identify trade items: any item that can be priced or
ordered or invoiced at any point in a supply chain, upon which there is a need to retrieve pre-defined information.
Originally developed and managed by GS1.
GUI: Graphical User Interface (see UI).
HTML: Hypertext Mark-up Language. Is the set of mark-up symbols or codes inserted in a file intended for display on a
World Wide Web browser page. The mark-up tells the Web browser how to display a Web page's words and images for
the user. Each individual mark-up code is referred to as an element (but many people also refer to it as a tag). Some
elements come in pairs that indicate when some display effect is to begin and when it is to end.
HTML is a formal Recommendation by the World Wide Web Consortium (W3C) and is generally adhered to by the major
browsers, Microsoft's Internet Explorer and Netscape's Navigator, which also provide some additional non-standard
codes. The current version of HTML is HTML 4.0. However, both Internet Explorer and Netscape implement some
features differently and provide non-standard extensions. Web developers using the more advanced features of HTML 4
may have to design pages for both browsers and send out the appropriate version to a user. Significant features in HTML
4 are sometimes described in general as dynamic HTML. What is sometimes referred to as HTML 5 is an extensible
form of HTML called Extensible Hypertext Mark-up Language (XHTML).
HTTP: Hypertext Transfer Protocol.
Invoice: The bill for goods or services. In PECOS P2P this information is recorded in the Invoice screen.
IR: Indian Rupees (currency).
Key: A database identification field not used in the GUI that uniquely identifies a PECOS P2P data element.
Keywords: Database identification fields that are embedded in eMail Notification messages in order to make them more
meaningful for the recipient.
LAN: Local Area Network. Usually your computer is attached to other computers and severs that reside internally within
your organisation. This is your organisation’s LAN.
LDAP: Lightweight Directory Access Protocol. Is a software protocol for enabling anyone to locate organizations,
individuals, and other resources such as files and devices in a network, whether on the public Internet or on a corporate
intranet. LDAP is a "lightweight" (smaller amount of code) version of Directory Access Protocol (DAP), which is part of
X.500, a standard for directory services in a network. LDAP is lighter because in its initial version it did not include
security features. LDAP originated at the University of Michigan and has been endorsed by at least 40 companies.
Netscape includes it in its latest Communicator suite of products. Microsoft includes it as part of what it calls Active
Directory in a number of products including Outlook Express. Novell's NetWare Directory Services interoperates with
LDAP
Line Item Accounting: In PECOS P2P line item accounting is said to be “in effect” when a user’s default is changed at
line level and different line items in a requisition are being charged to different account codes.
Lock Out: The inability of a user to login to PECOS P2P due to the freezing of their user id. A lockout occurs after 3
failed login attempts.
MIME Object: Multi-Media Object. Any picture, image or video file associated to an item.
MIS: Management Information System.
MRO: Maintenance, Repair, and Operations. Products and services that organisations must obtain to run their day-today business operations.
Non-Catalogue Items: Goods or services added to a shopping basket or requisition which are not included in a
catalogue. Also known as 'Free Text' items.
NSV: National Supplies Vocabulary. Product classification code originally developed by the NHS and used as a standard
in UK government. Managed by Coding International. {Web: http://codingit.co.uk}
OCI: Open Catalogue Interface. Used by SAP EBP applications to communicate with external catalogue systems.
OLAP: Online Analytical Processing. Being computer processing that enables a user to easily and selectively extract and
view data from different points-of-view. OLAP can be used for data mining or the discovery of previously unknown
relationships between data items.
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Orders: Requisitions submitted through PECOS P2P are split into separate orders based on the number of suppliers
and whether non-catalogue items are being ordered. Once the order is approved, it is sent to the supplier electronically
(by fax or eMail) for fulfilment.
Status and Order Tasks: A screen within PECOS P2P which allows a user to search for orders and requisitions in order
to process receipting, returns, changes orders, invoices and settlement tasks or discover historical data or current
document status.
P2P: Purchase to Pay or Procure to Pay. Another term associated with procurement applications (example PECOS
P2P).
Parameter Search: A method of searching catalogues that enables the user to define values for certain catalogue fields.
PECOS P2P returns a list of items that match the search criteria.
PCI: Procurement Card Industry. The organisation who govern data security standards for credit card issuers.
pdf: Adobe Portable Document Format. A format that allows the conversion of virtually any document in virtually any
application to be universally distributed, read and stored.
PECOS: Professional Electronic Commerce Online System .
PEPPOL: Pan European Public Procurement Online.
Preferred Catalogue Suppliers: Suppliers that the Purchasing Department has evaluated, approved, and included in
the on-line PECOS P2P catalogue.
Procurement Cards: In some buying organisations, credit or charge cards which are used for purchasing supplies.
Procurement card details can be configured in PECOS P2P and printed onto the supplier purchase order. Also known as
Purchasing Cards.
PunchOut: The ability to access a supplier’s website from the eProcurement application, search catalogues, fill a
shopping basket and return items into a PECOS P2P basket for approval and submission.
Purchase Order Number: The system assigns a unique number to each order.
Query: SQL Standard Reporting tool.
Receipt: The action in PECOS P2P confirming the physical receipt of items or the performance of a service.
Requisition: Request for purchase, which may consist of items from various suppliers, grouped and submitted for
approval or order. In PECOS P2P a Requisition is a submitted Shopping Basket.
RFI: Request For Information.
RFQ: Request For Quotation.
RMA: Return Material Authorisation. A returns number issued by suppliers for tracking returned goods and against which
a credit note can be issued.
Search Engine: A tool which enables a user to search for items or documents based on information that they enter. A
search engine returns a list of results which meet the search criteria.
SGML: Standard Generalized Mark-up Language.
Ship-To User: see Buy-For User.
Shopping Basket: The list of items from multiple suppliers awaiting submission as a Purchase Requisition. When
punched into an external marketplace or supplier transactional website, the term is also used to refer to the list of items
that an individual is buying and wishes to return to their procurement application. The basket is sometimes referred to as
a “Shopping Cart” (US).
SME: Small and Medium Enterprises.
Source File: The relative path and name or URL of a file.
SQL: Sequential Query Language. The query logic used to run a standard report.
SSCC: Serial Shipping Container Code. Used to identify logistics units: any item of any composition established for
transportation or storage (e.g. a box or pallet of goods). The SSCC is often encoded in a bar code or RFID tag and
commonly used in the ASN and is vital to automated goods receipting. Originally developed and managed by GS1.
SSL: Secure Sockets Layer. The means of encrypting data as it passes over the internet. SSL is used by all Elcom
applications.
SSO: Single Sign On.
Submitted Requisition: When the current Shopping Basket is submitted into workflow for approval routing it becomes
the Submitted Requisition.
System Administrator: The person responsible for maintaining system data, configuration and data integrity within the
administration module(s) of PECOS.
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Template: A saved list of regularly purchased items. A Template can be used to add items to a Shopping Basket instead
of searching catalogues.
To Do: The part of the PECOS P2P application where an approver can go to approve or reject requisitions, change
orders and purchase orders. The To Do list also contains listings of user’s rejected requisitions, change orders and
purchase orders.
UCC: Uniform Code Council. (Also known as GS1US) The organisation appointed by the UNDP as the code manager
responsible for managing the UNSPSC Classification scheme. The code manager is responsible for ensuring compliance
with the principles of the UNSPSC as well as the integrity of the code schema. The UCC is responsible for overseeing
code change requests, industry revision projects, issuing regularly scheduled updates to the Code, communications with
members, as well as special projects and initiatives as determined both by the UNDP and member requests {Web:
http://www.gs1us.org and http://www.uc-council.org}.
UI: User Interface (see also GUI). Refers to what the user actually sees in the application: the interface between PECOS
P2P and the user.
UNDP: United Nations Development Program. The UNDP own all rights to the UNSPSC and appointed the Uniform
Code Council (UCC) as code manager (Web: http://www.undp.org).
UNECE: United Nations Economic Commission for Europe.
UNSPSC: the Universal Standard Product and Service Classification code. The UNSPSC is a classification scheme for
categorising goods and services. This standard schema allows organisations to better determine which product and
services they are regularly using. The UNSPSC hierarchy is displayed in the Catalogue Explorer.
UN TDG: United Nations Regulation of Transportation of Dangerous Goods. The UN TDG is provided for organisations
to define a UN Hazard Number for the classification of hazardous and dangerous items. All dangerous goods have a UN
Number (UN + 4 digits) and each belongs to a Hazard Class/Division defined by the United Nations regulation of
Transportation of Dangerous Goods (TDG).
UOM: Unit of Measure.
UOMQ: Unit of Measure Quantity. The Unit of Measure Quantity (also known as the 'Unit of Purchase') is provided to
define the quantity of one unit of measure when the unit of measure is not 'Each' and is able to be quantified.
UOMQU: Unit of Measure Quantity Unit. The Unit of Measure Quantity Unit (also known as the 'Unit of Purchase Unit')
defines the unit of one unit of measure quantity when a unit of measure quantity is defined.
UPC: Universal Product Code. Widely used bar code symbology developed originally by the grocery industry, used for
product marking. Five versions of UPC exist. (See also EAN.) An online database for UPC codes exists at:
http://www.upcdatabase.com.
URL: Uniform Resource Locator. An internet address.
USD: United States Dollars (currency).
UUID: Universally Unique Identifier. An identifier standard used in software construction, standardised by the Open
Software Foundation (OSF) as part of the Distributed Computing Environment (DCE). Enables distributed systems to
uniquely identify information without significant central coordination.
VAR: Value Added Reseller. An acronym used to describe an Information Technology vendor who provides services in
addition to product distribution. For example configuration, consultancy or integration.
VAT: Value Added Tax.
WET: Western European Time. Time zone recognised in Western Europe being the same as GMT and UTC.
W3C: World Wide Web Consortium. An international community for the development of open standards (protocols and
guidelines) for the web in order for it to meet its full potential.
XML: Extensible Mark Up Language. A type of web page that allows large amounts of data to be shipped across the
internet in a compact format while retaining the information in distinct fields, that can be used for integration with a
database.
Administration Manual for PECOS P2P
© 2017 ELCOM SYSTEMS LTD - ALL RIGHTS RESERVED. CONFIDENTIAL.
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32 Index
A
Accounting. See Financial Tracking
Actuate Business Reports, 61, 196
Additional Taxes, 120
Address Lookup Button, 62
Addresses, 67
Add New, 40, 81, 97, 98, 189
Change, 39, 81, 97, 189
Company, 67
Edit, 82
Organisation Default Delivery, 38
Organisation Defaults, 38
Procurement Card, 67, 80, 81
Remittance, 67
Supplier, 67
Types, 67
User Default Delivery, 188
Admin Order Cancellation, 61
Administration Audit Log, 224
Administrator Security, 201
Administration Permissions, 201
Assigning Organisations, 203
Available Tasks, 202
Default Organisation, 204
Organisation Override, 204
Announcements, 68
Approval, 138
3-Way Match, 230
Approval Reassignment, 43
Approvers Editing Options, 154
Audit Trail, 152
Change Order Plans, 163
Copy Plans, 158
Default Approver, 35
Escalation Notification, 42
Escalation Task, 230
Failed Approval Task, 34
Final Approval email, 157
Invoice Settlement, 144
Invoice Settlement Plans, 164
Master Plans, 146
Non Catalogue Purchase, 229
One Step Approval, 63, 159
Overview, 138
Plan Examples, 229
Plans, 144
Reassignment, 176
Receipting, 57, 230
Roles, 142
Rule Groups, 168
Sub Plans, 146
Workflow Report, 167
Approval Delegation, 181, 186, 199
Approval Plan, 144
Actions, 149
Activity, 149
Changing, 157
Copying, 158
Create Plan, 147
Criteria, 155
email Messages, 149
Escalation Task, 152
Examples, 229
Field, 156
Administration Manual for PECOS P2P
© 2017 ELCOM SYSTEMS LTD - ALL RIGHTS RESERVED. CONFIDENTIAL.
Group Criteria, 156
Operator, 156
Owner, 153
Parallel Task, 147
Serial Task, 147
Task Buttons, 147
Tasks, 145
Types, 144
Value, 156
Approval Process
Change Orders, 139
Invoices, 140
Purchase Orders, 138
Receipts, 140
Requisitions, 138
Approval Reassignment, 43, 176, 203
Approval Rule Groups, 168
Assigning Members, 168
Default Group, 195
Financial Tracking Codes, 172
Parent, 174
Plan Assignment, 170
Roles, 171
User Fields, 174
Approved User Defined Supplier, 92
Audit Log
Purge, 61
Audit Trail, 43
Auto Update, 212
B
Boolean, 18
Branding, 14
Budget Checking, 9, 51
Budget Editor, 203
Budget Manager, 203
Dynamic Option, 62
Financial Calendars, 203
Bulk Account Load, 72
Bulk Load Utilities, 20
Business Rule Groups, 130
Catalogues, 131
Default Account Code, 133
Financial Tracking, 132
Membership, 135
New, 131
Non Catalogue Suppliers, 136
Organisation Assignment, 135
Parent, 134
Procurement Cards, 133
User Assignment, 135, 195
User Fields, 137
User Login Rules, 136
VAT Treatment, 134
Wildcards, 133
Buy For Users, 192
Bypass Approval, 186
C
Calendar, 58
Card Verification Value, 80
Catalogue Collections, 123
Catalogue Key, 92
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Catalogues, 111
Add Item, 122
Collection, 92
Collections, 123
Edit Items, 121
eforms, 124
Format, 111
Indexes, 124
Item Maintenance, 115
Key, 113
Loading, 112
Manual Setup, 112
Search Preferences, 120
User Fields, 120
Category Accounting, 125, 127
Category Assignment, 64
Category Codes. See Product Categories
Change Order
Default, 238
Change Orders
Approval Plans, 144
Approval Process, 139
Org Default, 47
Permissions Table, 101
Supplier Contact, 100
Cloning Suppliers, 107
Company Key, 26
Company Settings, 25
Conversion Rates, 85
Cookies, 106
Copy User, 190
COSHH, 119
Country Setting, 24
Credit Cards. See Procurement Cards
CST, 30
Custom Home Page, 61, 197
Custom Links, 65
CVV, 80, 223
D
Database Refresh, 20
Deactivate Item, 115
Decimal Quantities Enabled, 61
Default Account Code, 33, 53, 133, 195
Default Account Display, 61, 197
Default Accounting Hierarchy, 74
Default Administration Organisation, 204
Default Catalogue Collection, 52
Delivery Accounting Default, 53
Delivery Date, 52, 93, 238
Delivery Date Default, 53
Delivery Methods, 52, 96
Delivery SLA, 53, 94
Delivery Terms, 95
Direct Item Entry, 61, 197
Display AP Enquiry, 62
Display VAT and Gross Amounts, 50
Document Transmission, 99
Document User Fields, 205
Attributes, 208, 215
Create Options, 212, 216
Creating, 207, 214
Default Value, 208, 216
Deleting, 213, 217
Editing, 212, 217
Price Check, 165
Administration Manual for PECOS P2P
© 2017 ELCOM SYSTEMS LTD - ALL RIGHTS RESERVED. CONFIDENTIAL.
User Field Options, 212, 216
DUNS, 34, 92, 109, 110
Dynamic Documents, 232
Dynamic Options, 60
Available User Options, 196
Price Check, 165
System, 60
User Profile, 196
VAT Tax Type, 222
E
EDI, 99, 100
Edit Receipts, 185
Editing Approval Options, 154
eForms, 124
eInvoicing, 62, 197
Elcom Contact, 65
eMail Address Validation, 92, 102, 151, 183
E-mails. See Notification Messages
eMarketplace, 100, 109
Error Messages, 163
ERS, 32, 94
Escalation Task, 152
eSourcing, 26, 62, 197
External Marketplace, 92, 109
External Order Processing, 47, 187
Extrinsic Fields, 105
F
Failed Order Transmission, 34
Final Approval eMail, 157
Financial Tracking, 72
Approval Rule Groups, 172
Blanket Orders, 75
Bulk Load Utility, 72
Business Rule Groups, 132
Category Accounting, 125
Deactivate Values, 78
Default, 126, 130, 195, 237
Default Hierarchy, 74
Edit Method, 75
Edit Segment, 76
Edit Values, 77
Methods, 75
Parent Segments, 73
Procurement Card Accounting, 82
Recurring Requisitions, 75
Segment Values, 77
Segments, 75
Settlement Tolerances, 27
Wildcard Edits, 78
FOB Terms, 52, 95
Forgot Password, 221
Freight Terms, 52
G
GECF, 29, 185
Ghost Card, 80
GHS Hazard, 118
GLN, 91, 189
Glossary, 241
GMT, 24, 184
GPC. See Procurement Cards
Grid Control Search, 62, 197
Page 247 of 250
Group Assignment, 58
GSRN, 182
GTIN, 118
H
Help Files, 16
Hide Delivery Field, 63
Hide Return To Requisitioner, 63
Hide Save As Recurring, 63
Holidays, 59
Home Page, 13
Workbench, 14
HTML, 47
Supplier Lookup, 62, 197
Non Catalogue Supplier Type, 92
Notification Messages, 40
Approval Escalation, 42
Approval Plans, 149
Approval Reassignment, 43
Delivery Failure, 34
Failed Faxed Orders, 37
Final Approval email, 157
Keywords, 40
Passwords, 44
Rejected Orders, 41
Replies Received, 34
Returned Invoices, 42
Returned Requisitions, 41
I
Internal Delivery Location, 189
Internal Delivery Note, 63, 198
Invoice Approval, 140
Invoice Match, 95
Invoice Matching Tolerances, 28
Invoice Recalculation, 61
Invoice Received date, 63
Invoice Settlement, 164
Item End Date, 116
Item Images, 119
Item Level 3-way Match, 115
Item Maintenance, 115
Item Types, 117
Item User Fields, 213
K
Keywords, 36, 38, 40, 46, 152, 233
L
Level 2 PunchOut, 110
Locked Password, 190
Lock-outs, 15
Logging Out, 19
Long Description, 120
Luhn Algorithm, 83
M
Manual PO Number, 24, 25
Marketplace Properties, 33, 220
Master Plans, 146
Matching Default, 237
Matching Tolerance, 28, 94
Matching Tolerances, 27
Maximum Order Quantity, 117
Message Management, 34
Method-Accounting, 72
Minimum Order Quantity, 117
Multi Currency, 55, 85
N
Navigational Toolbar, 63
Navigational Toolbar Graphic, 198
New Users, 44
Non Budgetary Lines Policy, 51
Non Catalogue Items
Administration Manual for PECOS P2P
© 2017 ELCOM SYSTEMS LTD - ALL RIGHTS RESERVED. CONFIDENTIAL.
O
OCI, 104, 109
Octroi, 30
One Step Approval, 63, 145, 159, 236
Online Help, 16
Order
Approval Process, 138
Configuration, 94
Default Address, 38
Document User Fields, 205, 213
Example, 49, 50
Fax Failure Notification, 37
Fax Retransmission, 38
Invoice Address, 38
Matching Tolerances, 27
Number Prefix, 24
Templates, 47
Terms, 94
VAT Treatment Default, 48
Order Price Check, 198
Organisation
Addresses, 38
Budget Policy, 51
Business Rule Group Assignment, 136
Calendar, 58
Company Key, 26
Company Settings, 25
Currency, 55
Delete Level, 25
Group Assignments, 58
Information, 23
Insert Level, 24
Maintenance, 22
Notification Messages, 40
Search Preferences, 54
Settings, 46
Settlement Tolerances, 27
Structure, 22
User Assignment, 183
VAT Default, 48
VAT Treatment, 29
Organisation Override, 204
Outstanding Items Report, 65
Override Insert Category Codes, 63
Override Transmission, 52
P
Parallel Tasks, 145
Parent Groups, 134, 174
Page 248 of 250
Partial Delivery Payment, 94
Password, 15
Notification Messages, 44
Password Reset, 190
Password Rules, 26
Marketplace, 27
Passwords
Change Button, 14
Expiry, 15
Forgotten, 16
Payment Method, 94
Payment Terms, 52, 95
PCI Data Security, 83, 222
PECOS Defined, 9
PEPPOL, 56, 106, 238
PO Image, 64, 198
PO Prefix, 24
PO Resend, 64
PO Signature, 62, 197
PO Terms, 64, 198
Preferred Currency, 92
Preferred Items, 54
Price Quote, 44, 62, 102, 138, 197
Procurement Cards, 80
Business Rule Groups, 133
Financial Tracking, 82
Security, 64, 83, 222
System Option, 222
User Profile, 193
Product Categories, 125
Category Accounting, 125
Insert Override, 63
VAT Treatment, 127
Punch Out Information, 104
Punch-in, 48
Punchin Setup, 223
PunchOutSetupRequest, 105
Purge Admin Transactions, 225
Q
Quick Reference Sheet
Create Approval Rule Group, 227
Create Business Rule Group, 227
Create Supplier, 228
Create User, 226
R
Rate Authority, 55, 85
Real Time Price Check, 165
Dynamic Options, 63, 64
Receipt Location, 155
Receipt Locations, 58
Receipt Required, 115
Receipt Required Message, 64
Receipt State, 155
Receipt States, 57
Receipt Tolerance, 29, 64, 115, 128
Receipt Workflow, 57, 140
Refresh. See Database Refresh
Registration Graphic, 223
Registration Message, 223
Requisition Approval Process, 138
Requisition Budget Policy, 51
Requisition Price Check, 199
Requisition Submit Button, 62, 197
Administration Manual for PECOS P2P
© 2017 ELCOM SYSTEMS LTD - ALL RIGHTS RESERVED. CONFIDENTIAL.
Reset Usesr, 44
RMA, 101
RMA Request
Supplier Contact, 100
Roles
Advantages, 142
Approval Rule Groups, 171
Creating, 142
Plan Assignment, 153
Run Matching Button, 62
S
Search Preferences, 54, 103, 120
Search Priority, 55
Secure email, 65, 99, 108
Security
Password Rules, 26
Passwords, 15
Procurement Cards, 83
Segment-Accounting, 72
Self Billing. See ERS
Serial Tasks, 145
Session Cookies, 106
Set Default Account Codes, 133
Settlement Approval, 144
Settlement Tolerances, 26, 27
Shared Secret, 104
Short Pay, 64, 199
Single Currency, 55
Standard Attachments, 218
Sub Plans, 146
Supplier Lookup Button, 62, 197
Supplier Unique Code, 96
Suppliers, 89
Address, 98
Change Contact, 100
Creating, 91
Customer Supplier Number, 91
Default Tax Code, 102
Delete Profile, 108
EDI Profile, 99
Interfaces, 100
Matching Method, 95
Multiple Profiles, 107
Org Assignment, 106
Organisational Assignment, 107
Preferred Supplier, 122
Punch Out, 104
Remittance Address, 96
Return Contact, 100
Search Preferences, 103
Secure email, 108
Supplier Customer Number, 91
Supplier Information, 91
Supplier Key, 91
Supplier Type, 92
Supplier Unique Code, 96
User Fields, 89, 100
Supported Attachments, 219
Synonym File, 124
System Options, 220
T
Tax, 29, 48
Business Rule Group Default, 134
Page 249 of 250
Catalogue Tax Information, 119
Category Accounting, 127
Default, 237
Default Accounting, 33
Multi Jurisdictional, 222
Supplier Default, 102
Supplier ID, 92
System Option, 222
Tax Treatment, 31, 48, 103
Tax Types, 30, 48, 103
Tolerance, 28, 32
TDS, 30
Templates, 57, 71
Test System, 20
Time Outs, 19
Time Zone, 24, 184
Transmission Methods, 99
U
UBL, 56, 106
UK VAT. See VAT
UN TDG, 119
Unit of Purchase. See UOMQ
Unit of Purchase Unit. See UOMQU
UNSPSC. See Product Categories
UOM, 117
UOMQ, 117
UOMQU, 117
URL, 13, 20, 68, 100, 104
User Defined Suppliers, 51
User Entered Pcards, 65, 199
User Field Options, 90
User Fields, 205
Approval Rule Groups, 174
Catalogue, 120
Order, 205
Suppliers, 89, 100
Users, 182
Admin Role, 186
Admin Security, 201
Approval Delegation, 199
Approval Group Assignment, 195
Approver Roles, 195
Business Group Assignment, 195
Buy For Assignment, 192
Copy, 190
Default Account Code, 130, 195
Default Delivery Address, 188
Dynamic Options, 196
Editing, 189
New User, 182
Administration Manual for PECOS P2P
© 2017 ELCOM SYSTEMS LTD - ALL RIGHTS RESERVED. CONFIDENTIAL.
Order Access, 201
Organisation Levels, 183
Password Reset, 190
Procurement Card Assignment, 193
Settlement Rights, 186
User Information, 182
User Roles, 184
User Settings, 184
VAT Override, 185
UTC, 184
Utilities, 205
Audit Log, 224
Dynamic Options, 60
Standard Attachments, 218
System Options, 220
UUID, 34
V
VAT, 29, 30, 32
Business Rule Group Default, 134
Category Assignment, 127
Default, 237
Default Accounting, 33
Default Codes, 32
Display on PO, 49
Gross Amounts, 50
Invoice Entry, 32
Org Default, 48
Self Billing Suppliers, 32
Settlement Tolerance, 32
Supplier Default, 102
Supplier ID, 92
VAT Accounting, 127
W
WCAG, 11
Web Browser, 13
Western European Time, 24
WET, 184
Wildcards, 17, 133
Workbench, 14
Workflow, 138
Calendar, 58
Default Approver, 35
Workflow Report, 167
X
XML, 99, 104, 109, 219, 239
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