PeopleSoft Enterprise Purchasing 9.1 PeopleBook

Chapter 26, "Managing Requests for Quotes," page 609

Chapter 34, "Closing Purchase Orders," Understanding the Close Purchase Orders Process, page 1003

Chapter 29, "Using Purchase Order Sourcing," page 807

Defining Purchasing Business Unit Attributes

Access the Purchasing Business Unit Attributes page (click the BU Attributes (business unit attributes) link on the Purchasing Attributes - Purchasing Controls page).

If you do not specify tolerance values for the business unit, the system uses tolerance values defined for the item's purchasing attributes.

When you access this page to specify business-unit specific attributes, tolerance values appear by default from the item's purchasing attributes. To define zero tolerances on this page, you must manually clear the tolerance fields.

If you access this page but do not enter any values, and you click OK to exit the page, the system records default tolerance values from the purchasing attributes to create business-unit specific values. Click Cancel instead to avoid this situation.

The fields on this page match those on the Purchasing Attributes - Purchasing Controls page and the

Purchasing Definition - Business Unit Options page.

Defining Attributes and Priorities for Purchasing Item Vendor Relationships

Access the Purchasing Attributes - Item Vendor page (Items, Define Items and Attributes, Purchasing

Attributes, Item Vendor).

Chapter 4 Defining Purchasing Item Information

Purchasing Attributes - Item Vendor page (1 of 2)

Purchasing Attributes - Item Vendor page (2 of 2)

Defining Purchasing Item Information Chapter 4

Vendor Priorities

Priority Loc (priority

location)

•

Select the ordering location for the item and vendor. The vendor default location appears by default.

Several processes in PeopleSoft Purchasing use this field:

•

Purchase order sourcing uses the item vendor priority for orders if no item and ship to priority vendor has been defined.

The Sourcing Load process used by PeopleSoft Supply Planning uses the item vendor priority if no item and ship to priority vendor has been defined.

The Requisition Loader process uses the first item vendor priority location if no location is specified.

Item Vendor

Vendor Set ID

Vendor Lookup

Status

Vendor ID

Priority

Allocation %

Include in Planning

Vendors Catalog

Select a vendor setID. The value determines the values available for the vendor

ID.

Click to access the Vendor Search page, where you can define search criteria to locate vendors.

Select a value that describes the status of the vendor. Values include:

Active.

Discntued (discontinued).

Hold.

Inactive.

To Be Del (to be deleted).

Select the vendor ID. Only values for the selected vendor setID are available.

If you selected Sched Split or Cumulative Split in the Sourcing Method field on the Item Categories - Category Definition 2 page, enter the allocation percentage for the selected vendor.

Select to include purchase options in PeopleSoft Supply Planning. Deselect this check box to not include purchase options in PeopleSoft Supply Planning.

Enter a vendor catalog assigned to the selected item-vendor combination. The system uses the value as a default value on the Purchase Order Line Details page.

Chapter 4

Vendor Item ID

Item Extension

Description

Defining Purchasing Item Information

Enter an item ID.

Enter an item extension. The system uses this value to further define an item.

Enter an item description for this vendor associated with the item. This field is informational only and is not used anywhere else in PeopleSoft Purchasing.

Associated Picture

Use this section to access or define a picture for use with this item vendor.

File Name

File Extension

File Path

URL

Open URL

Enter the name of the file that contains the picture.

Enter the type of file.

Enter a path to where the file is located.

Enter an URL address at which the file is stored.

Click to access the picture file.

Vendor Attributes

Price Loc (price location) Select a vendor location. Vendor locations are set up on the Vendor Information -

Location page. Location codes provide the flexibility to set up different pricing information for the same item-vendor combination, depending on which vendor location you identify as the pricing location.

Price Date

Select the date used for effective-dated price adjustments:

Due: Price adjustments based on the date that the order was due to be received.

PO (purchase order date): Price adjustments based on the date that the order was placed.

Price Qty (price quantity) Select a price quantity. Based on the selection, the system uses the Line or

Schedule quantity to determine any applicable price breaks.

Origin Country

Select the country in which the item was originally manufactured. This information is generally required for the Intrastat Arrivals report; however, the

PeopleSoft Intrastat Transaction Loader uses the field for return-to-vendor transactions (RTVs).

If you leave the field blank, the transaction loader uses the country code of the shipping PeopleSoft Inventory business unit as the default value for RTVs.

Defining Purchasing Item Information Chapter 4

Region of Origin

Accept Any UOM

(accept any unit of measure)

Accept Any Ship To

Stockless Item

Select the region or department from which the item was initially shipped for return to vendor. This information is generally required for the Intrastat

Dispatches report.

If the initial shipping region or department for return to vendor is different from the one defined for the PeopleSoft Inventory business unit, enter a specific state code. The state code should belong to the country of the PeopleSoft Inventory business unit.

If you leave the field blank, the Intrastat Transaction Loader uses the state code of the shipping PeopleSoft Inventory business unit as the default region of origin.

This default value is also used if a state code does not belong to the country defined for the PeopleSoft Inventory business unit.

Select this check box if this item can be ordered in any UOM from this vendor. If you do not select this check box, you must set up an item-vendor UOM relationship for each UOM in which the item can be purchased from the vendor.

Note. This check box does not affect requisition processing. The system does not

use this check box when displaying the available UOMs for an item on a requisition. The available UOMs for a requisition item are item vendor UOMs and item ordering UOMs.

Select this check box if you want to receive the item from the vendor at any of the ship to locations. If you do not select this check box, you must establish an item-vendor ship to relationship on the Item Ship To Locations page.

Note. This check box overrides the corresponding field set up for the item on the

Purchasing Attributes - Purchasing Control page. If you do not select the Accept

Any Ship To check box on either page, you must establish an item-vendor ship to relationship on the Item Ship To Locations page.

Select this check box if an agreement has been set up with the vendor to supply this item for par inventory replenishment.

Note. If the Stockless Item check box was not selected for the item on the

Purchasing Attributes - Purchasing Controls page, it won't be available at the item-vendor level on this page.

Lead Time Days

If you do not select the Use Item Standard Lead Time check box, this field is available for you to enter vendor-specific lead-time values.

Check Order Multiples

Select this check box if you want to use order multiples for this item vendor and location. The system will check for order multiples for all the associated UOMs for this item vendor and location.

Chapter 4 Defining Purchasing Item Information

Rounding Rule

•

When using order multiples, specify the rounding rule for the system to use so that calculations involving the item quantity that you order result in whole numbers. Options are:

Natural Round: Decimal values greater than or equal to 0.5 are rounded up to the nearest whole number, and decimal values less than 0.5 are rounded down to the nearest whole number. For example, 1.223 rounds down to 1.0000, while 1.678 rounds up to 2.0000.

Round Up: All decimal values are rounded up to the nearest whole number.

So both 1.223 and 1.678 round up to 2.0000.

See Chapter 4, "Defining Purchasing Item Information," Understanding Order

Multiple Rounding Rules, page 74.

Chapter 4, "Defining Purchasing Item Information," Defining Attributes and Priorities for Purchasing Item

Chapter 29, "Using Purchase Order Sourcing," Running the PO Calculations Process, page 844

Defining Purchasing Item Vendor UOM and Pricing Information

Access the Vendor's UOM and Pricing Information page (click the Item Vendor UOM link on the Purchasing

Attributes - Item Vendor page).

Defining Purchasing Item Information Chapter 4

Vendor's UOM and Pricing Information page

Unit Of Measure

Default

Select to have the PO Calculations process use this UOM on the purchase order when this vendor is chosen to source this item to. When multiple UOMs are established for the item-vendor combination, users can select which UOM to use as the default.

Chapter 4 Defining Purchasing Item Information

Min Qty (minimum

quantity) and Max Qty

(maximum quantity)

Order Quantity

Multiple

Enter the quantity limits for orders in the selected UOM.

If you enter a requisition that does not fall within these quantities, you receive a warning. You do not receive an error message because consolidation may bring the request within the defined limits. If the limits are not met when the request is processed by the PO Calculations process, you receive an error message.

If you enter a purchase order that does not fall within these quantities, you receive an error message and the system uses the standard UOM and item standard price.

Enter the order quantity multiple for each item vendor and UOM. This field is used if you are using the order multiples functionality.

A quantity of 1 appears by default.

Note. The order multiple for the UOM is applicable if the Qty Precision field

value is Whole Nbr (whole number) only.

Packing Details

Effective Dated UOM

(effective dated unit of measure)

Update PO(update

purchase order)

Click to access the Packing Details page. Use this page to enter packing volume and weight information for the item along with item package dimensions by vendor.

Click to access the Effective Dated UOM page. Use this page to enter effectivedated conversion rate changes along with packing detail information.

Click to access the Update Purchase Order page. Use this page to update existing purchase orders with the new effective-dated UOM conversion rate changes.

Conversion to Item Base UOM

If the vendor ordering UOM for the item is different from the item's standard UOM, specify how to convert the vendor UOM.

Rate Type

Select from these values:

Override: Select if the standard conversion rate does not apply for this itemvendor combination. Enter a conversion rate in the field that appears. The value that you enter in this field represents the conversion rate between the vendor

UOM and one unit in the standard UOM.

Standard: Select to use the standard conversion rate.

For example, suppose that the standard UOM for the item is EA (each) and the vendor UOM is BOX. The standard conversion between EA and BOX is 12 to 1, that is, 12 each per box. However, this vendor has 24 eaches per box. Select the

Override field value to specify a new conversion rate of 24 to 1.

Std UOM Rate (standard

unit of measure rate)

Displays the standard conversion rate between the vendor UOM and the item's standard UOM that was established on the Units of Measure page.

Defining Purchasing Item Information Chapter 4

Qty Precision (quantity

precision)

Select the quantity precision to be used in UOM conversions:

Decimal: Round to four decimal places.

Whole Nbr (whole number): Round to a whole number and enable only a whole number to be entered.

Get Std Rate (get

standard rate)

Click to display the standard UOM rate.

UOM Price Attributes

Qty Rcvd Tolerance %

(quantity received tolerance percentage)

Enter the quantity received tolerance percentage to be used in the receiving transactions for this item-vendor UOM combination. This field appears by default from the Purchasing Attributes - Purchasing Controls page.

Standard Price Update

Statusand BU Price

Update Status (business

unit price update status)

Select from these options for updating standard prices, business unit standard prices, or both:

No Update: Do not update prices.

To Be Upd (to be updated): Price is updated on the date in the Eff Date (effective date) field.

Note. If duplicate rows exist, the system uses these rules: If the effective dates

are the same, the system checks the vendor priority. If multiple records are entered for the same vendor with the same effective date, the system selects the record with the standard UOM.

Updated: Price has been applied.

Matching Controls

Use Item Standard

Tolerances

Select this check box if you want to use the price tolerances established in the item's purchasing attributes. If not, specify the price tolerances in the tolerance fields provided.

Entering Item Vendor UOM Conversion Rate Changes

Access the Effective Dated UOM page (click the Effective Dated UOM link on the Vendor's UOM and

Pricing Information page).

Chapter 4 Defining Purchasing Item Information

Effective Dated UOM page

Unit Of Measure

Effective Date

Select the date when the new conversion rate becomes effective. The current date appears by default.

Conversion Rate to Base

UOM(conversion rate to

base unit of measure)

Enter the new conversion rate based on the base UOM.

Update PO (update

purchase order)

Click to access the Update Purchase Order page. Use this page to update the existing purchase orders with the conversion rate change.

Packing Details

Use all the fields in this section to specify the packing details for this effective date.

Defining Purchasing Item Information Chapter 4

Other Information

OK

When you click this button, a message appears asking whether you want to update the item vendor UOM with these changes. You can update the information or you can choose not to update the information.

Note. When you are updating from this page, the Item Vendor UOM is updated

with the most current effective-dated UOM regardless of which effective date row is shown on this page.

Updating Purchase Orders with Item Vendor UOM Conversion Rate Changes

Access the Update Purchase Order page (click the Update PO link on the Vendor's UOM and Pricing

Information page or the Effective Dated UOM page).

Update Purchase Order page

Search Criteria

You can access this page in a few different ways. If you access this page from the Vendor's UOM and Pricing

Information page, most of the fields in the search criteria section of this page appear by default from that page. If you access this page from the Effective Dated UOM page, most of the fields in the search criteria section of this page appear by default from that page.

Effective Date

Select an effective date. The current date appears by default when you access this page from the Vendor's UOM and Pricing Information page.

The effective date from the Effective Dated UOM page appears by default when you access this page from the Effective Dated UOM page.

Chapter 4 Defining Purchasing Item Information

PO Date Type(purchase

order date type)

•

Select the date type for the system to use to retrieve the purchase orders for update. The system compares the effective date to the purchase order date type.

Options are:

PO Date (purchase order date): All purchase order schedules within the purchase order lines that meet the search criteria and for which the PO date is greater than or equal to the effective date appear in the Retrieved Rows group box.

Due Date: All purchase order schedules within the purchase order lines that meet the search criteria and for which the due date on the schedule is greater than or equal to the effective date appear in the Retrieved Rows group box.

Price Date Type: The system first determines the price date type (PO date or due date) from the purchase order line. Then the system retrieves the information based on the two preceding scenarios.

Note. Because price date type is defined at the purchase-order line level, each

line is retrieved based on its price date type (PO date or due date).

Search

Click to have the system display in the Retrieved Rows group box all the purchase order schedules that match the search criteria entered.

Retrieved Rows - PO Schedules

Sel(select)

PO ID (purchase order

ID)

Click this check box next to each purchase order schedule that you want to update with the new conversion rate change.

Click the Select All link to select all the purchase order schedules. Click the

Clear All link to clear all the purchase order schedules that you previously selected.

Click to access the Maintain Purchase Order - Purchase Order page. Use this page to view and maintain the purchase order.

Retrieved Rows - Detail

Displays the existing purchase order conversion rate.

PO Conversion Rate

(purchase order conversion rate)

New Conversion Rate

Displays the new conversion rate that the system will use to update the purchase order schedules that you select.

Defining Purchasing Item Information Chapter 4

Other Buttons

Update Selected Rows

Click to have the system recalculate the expected standard quantity and store the new conversion rate for all the selected purchase order schedules. The new conversion rate that is used is from the most recent effective-dated row that appears on the Effective Dated UOM page compared against the effective date that you select in the search criteria.

Updating Item Vendor Unit-of-Measure Conversion Rates

This section discusses how to update item vendor unit-of-measure conversion rates.

Page Used to Update Item Vendor Unit-of-Measure Conversion Rates

Page Name Definition Name

Update Item Vendor UOM

(update item vendor unit of measure)

PO_RUN_UPDIVUOM

Navigation

Items, Define Items and

Attributes, Update Item

Vendor UOM

Usage

Initiate the Update Item

Vendor UOM Application

Engine process

(PO_UPDIVUOM), which updates current and future item vendor unit-ofmeasure conversion rate changes.

Updating Item Vendor Unit of Measure Conversion Rates

Access the Update Item Vendor UOM page (Items, Define Items and Attributes, Update Item Vendor UOM).

Effective Date

Select the effective date from which to update the item vendor UOM conversion rate changes.

The item vendor UOM is updated with the most recent effective-dated UOM changes using the effective date that you select on this page as the reference. The effective date that you select on this page can be in the past, present, or future.

Note. The timing for running this process is important. If the process runs after

midnight, set the future conversion rate date to the date that the rate actually becomes effective. If it runs before midnight, enter the future conversion rate date as one day earlier. Alternatively, you can modify the selection criteria to select those conversion rate changes for which the effective date is tomorrow.

Also, to ensure that the future-dated conversion rate gets updated correctly on weekends and holidays, we suggest that you run this process every day, including weekends and holidays. Plus, we suggest that you run the process the first thing in the morning, before the start of each workday.

Chapter 4 Defining Purchasing Item Information

Capturing Item Miscellaneous Charges

To define miscellaneous charges for item and category vendors, use the Item and Category Vendor

Miscellaneous Charges component (ITM_CAT_VNDR_MC).

This section discusses how to assign miscellaneous charges and templates to items and categories.

Pages Used to Capture Item Miscellaneous Charges

Page Name

Miscellaneous Charges

Selection

Miscellaneous Charges -

Miscellaneous

Definition Name

ITM_CAT_MC_CRITERA

ITM_CAT_VNDR_MC

•

Navigation

•

Usage

Items, Define Items and

Attributes,

Miscellaneous Charges,

Miscellaneous Charges

Selection

Enter the criteria for the miscellaneous charges that will appear on the

Miscellaneous Charges -

Miscellaneous page.

Click the Selection

Criteria link on the

Miscellaneous Charges

- Miscellaneous page.

Click the OK button on the

Miscellaneous Charges

Selection page.

Assign miscellaneous charges and miscellaneous charge templates to different item and category combinations.

Assigning Miscellaneous Charges and Templates to Items and Categories

Access the Miscellaneous Charges - Miscellaneous page (Items, Define Items and Attributes, Miscellaneous

Charges, Miscellaneous Charges Selection).

Defining Purchasing Item Information Chapter 4

100

Miscellaneous Charges - Miscellaneous page

Item

Select a value to associate these miscellaneous charges with a category-vendor business unit ship-to location, category vendor business unit, category vendor combination, or category. Otherwise, leave the field blank.

Select a value to associate these miscellaneous charges with an item-vendor business unit ship-to location, item vendor business unit, item vendor combination, or item. Otherwise, leave the field blank.

Vendor,Location,Ship

To,Unit

If you want to associate these miscellaneous charges with a combination that includes any of these fields, select a value for the field.

Template ID

To apply a template of miscellaneous charges, select the template ID.

Miscellaneous charge templates are defined on the Misc Chg/Landed Cost

Template (miscellaneous charge/landed cost template) page.

Calc Method (calculation

method)

Select the method to use to calculate this charge:

FL (flat amount): A flat amount that you enter in the Amount field.

FR (free): No charge is applied.

UNT (per unit amount): Calculates the charge based on the number of items on the purchase order line.

VAL (percent of value): Calculates the charge based on a percentage of the material value.

VOL (rate based on volume): Calculates the charge based on the total volume for the purchase order line.

WT (rate based on weight): Calculates the charge based on the total weight for the purchase order line.

Chapter 4 Defining Purchasing Item Information

Alloc Method (allocation

method)

Select the method to use to allocate the miscellaneous charge: None, Quantity,

Volume, Weight, or Matl Value (material value). Charges are allocated based on the value of the items on each selected line.

Merch Vendor

(merchandise vendor)

This check box setting appears by default from the miscellaneous charge's purchasing attributes on the Misc Charge/Landed Cost Defn page. If you select this check box, charges are paid to the purchase order vendor. If you do not select this check box, you can use the Vendor and Vendor Location fields to designate a third-party vendor.

See Also

PeopleSoft Enterprise Source-to-Settle Common Information 9.1 PeopleBook, "Defining Procurement

Options," Defining Miscellaneous Charges and Landed Costs

Setting Up Item Vendor Price Adjustment Rules

To set up vendor price adjustments, use the Price Adjustment component (PRICE_ADJUSTMENT).

This section provides an overview of item vendor price adjustments and discusses how to:

•

Define item vendor price adjustments.

Define item vendor price adjustment details.

Understanding Item Vendor Price Adjustments

With PeopleSoft Purchasing item vendor price adjustment features, you can define vendor price adjustments based on specific purchase order conditions, such as item quantity and ship to locations. The pricing schemes are ultimately used on purchase orders, where you can view the details of how a particular price was calculated.

You set up vendor price adjustments for items that have item-vendor relationships already established on the

Purchasing Attributes - Item Vendor page. You can define as simple or complex a pricing scheme as you need for each of the items. You can also define contract price adjustments on the PO Line Price Adjustment

(purchase order line price adjustment) page and combine them with the vendor price adjustments to define specific contract pricing terms.

PeopleSoft Enterprise Source-to-Settle Common Information 9.1 PeopleBook, "Using Voucher and Order

Contracts," Entering Contract Purchase-Order Line Price Adjustments

101

Defining Purchasing Item Information Chapter 4

Pages Used to Set Up Item Vendor Price Adjustment Rules

Page Name

Price Adjustment

Definition Name

PRICE_ADJUSTMENT

Navigation

Items, Define Items and

Attributes, Price

Adjustments, Price

Adjustment

Price Adjustment Details

PRICE_ADJUST_DTLS

Items, Define Items and

Attributes, Price

Adjustments, Price

Adjustment Details

Usage

Define the rules for the system should follow when calculating the vendor adjusted price from the vendor's base price. You can define effective-dated adjustment rule sequences for each item-vendor combination.

Define the quantities and adjustment methods for each of the price adjustment rules.

Defining Item Vendor Price Adjustments

Access the Price Adjustment page (Items, Define Items and Attributes, Price Adjustments, Price Adjustment).

Calc Type (calculation

type)

Seq (sequence)

For each adjustment rule, select one type of method by which to calculate adjustments. Choose from:

Increment Adjustments: Each valid adjustment is made against the current (base or adjusted) price. For example, if you have a base price of 100 and two percentage adjustments of

–

10 percent each, then the first adjustment is deducted from the base price of 100, for a current adjusted price of 90. The second adjustment of

–

10 percent is deducted from 90 for a final adjustment price of 81.

Sum All Adjustments: Adjustments are summed and made against the original base price. For example, if you have a base price of 100 and two percentage adjustments of

–

10 percent each, the system takes the total adjustment of

–

20 and deducts it from the base price of 100 for a final adjusted price of 80.

Enter the sequence number for each rule. Price adjustment rules are applied in ascending order.

Dflt UOM (default unit of

measure)

Select to use the default UOM for the item established on the Vendor's UOM and

Pricing Information page. The system makes a default UOM adjustment when the UOM on the transaction is the same as the vendor default UOM or when the

UOM on the transaction is not established for the item-vendor combination.

UOM Match (unit of

measure match)

Select to define an adjustment rule based on a specific UOM established for the item-vendor combination.

Chapter 4 Defining Purchasing Item Information

UOM (unit of measure)

Match Ship

If you selected the UOM Match check box, select the UOM that you want to use for adjustments. The item-vendor UOMs must first be established on the

Vendor's UOM and Pricing Information page.

Select to define an adjustment rule based on a specific ship to location code

(setID/ship to) established for the item-vendor combination.

SetID,Ship To

Hard

Stop Price

Select the values if you selected the Match Ship check box.

Select to indicate a hard price adjustment. This is an adjustment that the system uses to the exclusion of all other adjustments, even those with earlier sequence numbers.

Select to indicate a final price adjustment. No further adjustments can be made after the system applies this adjustment.

Ignore Flg (ignore flag)

Select to create a price adjustment scenario in which this price adjustment is ignored if the order qualifies for another adjustment. If no other adjustment applies, this adjustment applies even if the Ignore Flg check box is selected.

Suppose that you have the following price adjustment conditions for an item:

Apply a hard 10 percent discount if the UOM matches.

Apply a 100 USD discount, but ignore this if another adjustment applies. The

Ignore Flg is selected for this adjustment.

If you order the item in the matching UOM, the 10 percent discount is applied and the 100 USD discount is ignored, according to the selected Ignore Flg option.

If you order the item in a nonmatching UOM, you qualify only for the 100 USD discount. Because this is the only adjustment that applies, the adjustment can be applied.

See Chapter 29, "Using Purchase Order Sourcing," Sourcing by Region, page 833.

PeopleSoft Enterprise Source-to-Settle Common Information 9.1 PeopleBook, "Maintaining Vendor

Information," Defining Vendor Locations

Defining Item Vendor Price Adjustment Details

Access the Price Adjustment Details page (Items, Define Items and Attributes, Price Adjustments, Price

Adjustment Details).

103

Defining Purchasing Item Information Chapter 4

Copy Price Adj. Qty

(copy price adjustment quantity)

Min Qty/Max Qty

(minimum quantity/maximum quantity)

Adjusted Price

Click to define the same price break quantities for multiple adjustment details.

Define the quantities for a location on the Price Adjustment Details page, then access the Price Adjustment page and insert a new row in the Adjustment by

UOM scroll area. Return to the Price Adjustment Details page, access the newly inserted detail row, and click this link to copy the adjustment quantities from the previous definition to the new definition.

Enter the minimum purchase order quantity allowed for this price. When you insert a new range, the minimum quantity for the new range is supplied by default to the maximum quantity of the old range plus one.

Enter the adjusted price that you want. The adjustment amount or percent is automatically calculated and appears.

Note. This column is provided for informational purposes only. If you have

multiple adjustments for a particular transaction, the final adjusted price will not equal any of the adjusted prices calculated for the adjustment rules. The adjusted price provides an idea of what would happen if only the single adjustment were applied.

Updating Standard Prices and Business Unit Standard Prices

This section provides overviews of price updates and the Price Update process and discusses how to:

•

Use standard price and business unit standard price updating online.

Use standard price and business unit price batch updating.

Run the Price Update process.

You can also update future effective-dated prices by running an application engine process.

Note. You can use Item Catalog Maintenance to update item data for multiple items at one time by extracting

them from the production tables into the item staging tables, where you can then alter the data.

See Also

PeopleSoft Enterprise Managing Items 9.1 PeopleBook, "Using Item Catalog Maintenance"

Understanding Price Updates

Your PeopleSoft system may have multiple prices for an item, including the item's standard price, item and vendor price, and standard price by business unit. In addition, if a contract is in place for an item, contract pricing may override other prices. At times you may need to update prices in multiple places to keep information current when prices change and to prevent errors during the PO Build process.

The price update feature enables you to implement price changes by:

Chapter 4 Defining Purchasing Item Information

•

Automatically updating an item's standard price whenever an item/vendor price with a current effective date is updated using the Vendor's UOM and Pricing Information page.

Updating the item's standard price based on an item/vendor price that was entered in the past for an upcoming effective date.

After the future effective-dated prices are entered, and the Price Update process is run on or after the date that the item/vendor price becomes effective, the item's standard price is updated to reflect the new item/vendor pricing.

Automatically updating an item's business unit standard price whenever an item/vendor price is updated using the Vendor's UOM and Pricing Information page.

Updating the item's business unit standard price based on an item/vendor price that was future effectivedated at the time that it was entered.

After the future effective-dated prices are entered, and the Price Update process is run on or after the date the price becomes effective, the item's standard price is updated to reflect the new item/vendor pricing.

•

Updating standard prices with the current effective item/vendor prices and business unit standard prices that are loaded through the Item Loader.

Note. Changing an item's contract price does not automatically trigger changes to item/vendor pricing or item

standard prices. Contract pricing is a special pricing for purchases meeting specific criteria. Not all purchases may qualify for contract pricing; therefore, the contract price does not exist on the item definition. The system automatically assigns a contract to a purchase order when the criteria are met.

See Also

PeopleSoft Enterprise Managing Items 9.1 PeopleBook, "Loading Items"

Understanding the Price Update Process

The Price Update process scans the Item/Vendor tables for dates that have become effective and calculates the new standard price or business unit standard price based on the price entered for that effective date on the

Vendor's UOM and Pricing Information page. It also scans for prices that have been loaded into the system with the Item Loader.

You must run the Price Update process to pick up any future effective-dated prices that have become effective and to calculate the new prices. You can also use this page to update a price that is currently effective or to update a price that is effective within a range of dates.

You must choose to use either the current date or date range. If you select the Date Range option, you must select a range of dates. The process compares the effective date of the Item/Vendor Price record to the current date or the date range to determine whether the price is in effect. The process applies updates in the order of effective date, applying the most current effective date as the end result.

You will probably want to schedule the Price Update process to run regularly if the system includes many price changes.

105

Defining Purchasing Item Information Chapter 4

Pages Used to Update Standard Prices and Business Unit Standard Prices

Page Name Definition Name

Vendor's UOM and Pricing

Information (vendor's unit of measure and pricing information)

ITM_VENDOR_UOM

Purchasing Business Unit

Attributes

IMT_BU_PUR

Item Loader

Update PO Price

RUN_IN_ITMLOAD

RUN_PO_PRICE_UPD

Navigation Usage

Items, Define Items and

Attributes, Purchasing

Attributes, Item Vendor

Click the Item Vendor

UOM link on the

Purchasing Attributes - Item

Vendor page.

Update item/vendor prices and choose to apply the price changes to the item's standard price and

PeopleSoft Purchasing business unit standard prices.

Items, Define Items and

Attributes, Purchasing

Controls

Click the BU Attributes link on the Purchasing Attributes

- Purchasing Controls page.

Mark items for standard price updating at the business unit level. This is a mandatory step for updating at the business unit level.

SCM Integrations, Process

Transactions, Items, Item

Loader

Mark items for standard price updating and business unit standard price updating when item/vendor UOM price records are entered in batch. The Item Loader process (IN_ITMLOAD) is run to update the PeopleSoft application tables with the item data in the Item Loader staging tables.

Items, Define Items and

Attributes, Update PO Price

Run the Price Update application engine process

(PO_PRICE_UPD) to scan the Item/Vendor UOM tables to locate item/vendor prices that have become effective and calculate the item's new standard price or business unit standard price based on the item/vendor

UOM price.

Using Standard Price and Business Unit Standard Price Updating Online

To update standard prices and business unit standard prices online:

1. Access the Vendor's UOM and Pricing Information page for the item and vendor that must be updated.

Chapter 4 Defining Purchasing Item Information

2. Change the pricing on the current row in the UOM Attributes group box or insert a new row with a new price.

Note. For the system to prompt the automatic price change feature, the row selected for the price change

cannot have a status of Inactive. If the row is inactive, an error message appears when the changes are saved.

3. Select To Be Upd (to be updated) in the Standard Price Update Status field to apply the price change to the item's standard price on the Purchasing Attributes - Purchasing Attributes page.

4. Select ToBe Upd (to be updated) in the BU Price Update Status field to apply the price change to the standard prices by PeopleSoft Purchasing business unit.

You must also select the Update Business Unit Price check box on the Purchasing Business Unit

Attributes page because the business unit is not specified on the Vendor's UOM and Pricing Information page.

Note. To use the price as a reference or use another vendor price, for example, you can select No Update

instead of To Be Upd.

5. Verify that you have selected only one item/vendor price to update the item's standard prices.

If multiple item/vendor prices are selected when you save the item changes, the system will prompts you to proceed with the new selected item/vendor price or keep the previous selected price.

6. Click the OK button on the Vendor's UOM and Pricing Information page.

7. Save the Purchasing Attributes - Item Vendor page.

•

The system updates the standard prices as in the following way:

•

If you selected To Be Upd (to be updated) in the Standard Price Update Status field and the new price is effective currently, the new price appears in the Standard Price field of the Purchasing Attributes -

Purchasing Attributes page.

•

When the price is updated, the value in the Standard Price Update Status field on the Vendor's UOM and Pricing Information page is changed to Updated by default.

•

If necessary, the UOM and currency of the item/vendor price are converted from the vendor UOM and currency code to the standard UOM and currency code located on the Purchasing Attributes -

Purchasing Attributes page.

•

If you selected To Be Upd (to be updated) in the BU Price Update Status field and the price is effective currently, all business units that match the setID/item combination and that have the Business Unit Update

Price check box selected on the Purchasing Business Unit Attributes page will have the new price applied.

When the price is updated, the value in the BU Price Update Status field on the Vendor's UOM and

Pricing Information page becomes Updated by default.

If necessary, the UOM and currency of the item/vendor price are converted from the vendor UOM and currency code to the standard UOM and currency code located on the Purchasing Attributes -

Purchasing Attributes page.

107

Defining Purchasing Item Information Chapter 4

•

Any future effective-dated prices will take effect when the Price Update process has run on or after the effective date.

Note. To convert the item/vendor UOM to the item's standard UOM, the system uses the vendor override

conversion factor (if one exists). When no vendor override exists, the conversion factor for the Inventory

Item UOM setup process is used (INV_ITEM_UOM). If that conversion rate does not exist, the Units of

Measure page is used to determine the conversion factor. If no row is on the Units of Measure page that coincides with the item/vendor UOM (from UOM) and the item standard UOM (to UOM), an error message appears.

Note. To convert the item/vendor currency to the item's standard currency, the system uses the

CUR_RT_TBL record to determine the conversion factor. If no row on this record coincides with the item/vendor currency code (from currency code) and the item standard currency code (to currency code), an error message appears.

Using Standard Price and Business Unit Price Batch Updating

To update standard prices with data entered using the Item Loader:

1. Select the items that you want to update in the Item Loader.

a. Access the Item Loader page.

b. In the Item Load Type field, select Item Pricelist.

This processes item data that is staged with the Item Price List EIP, ITEM_PRICELIST_LOAD.

2. Select Update Standard Price to update the item standard price when a currently effective item/vendor

UOM price record is loaded and set the Standard Price Update Status field to To Be Upd for the future effective-dated records.

3. Select Update Business Unit Price to update business unit standard prices when a currently effective item/vendor UOM price record is loaded, and set the BU Price Update status to To Be Upd for the future effective-dated records.

To update business unit prices, you must also select the Update Business Unit Price check box for all items on the Purchasing Business Unit Attributes page.

4. Mark items on the Purchasing Business Unit Attributes page for standard price updating at the business unit level.

Select the Update Business Unit Price check box and click the OK button to save the changes.

When you are updating with prices loaded using the Item Loader, this step enables business units that match the setID/item combination to have the new price applied.

Chapter 4 Defining Purchasing Item Information

5. For any future effective-dated prices, run the Price Update process on or after the effective dates.

a. Access the Price Update page.

b. Use the page controls to select criteria for the price updates.

The Price Update process scans the Item/Vendor tables for dates that have become effective and calculates the new standard price based on the price entered for that effective date on the item/vendor

UOM price entered with the Item Loader.

See Also

PeopleSoft Enterprise Managing Items 9.1 PeopleBook, "Loading Items"

Running the Price Update Process

Access the Update PO Price page (Items, Define Items and Attributes, Update PO Price).

Update PO Price page

You can use the filter controls on this page to limit the prices to be updated.

Date Range

As of Date

Select to process prices that are currently effective.

109

Defining Purchasing Item Information

Date Range

Chapter 4

Select to process prices that are in effect within the range that you specify in the

Date From/Date To fields.

Selecting Vendors Based on Item Ship To and Item Vendor

Locations

To define item ship to locations, use the Item ShipTo Locations component (ITM_SHIPTO_VNDR). Use the

ITM_SHIPTO_VNDR_CI component interface to load data into the staging tables for this component.

This section discusses how to define priority vendors for specific item and ship to location combinations. For more information about defining priority vendors for specific item and vendor location combinations, see the

"Using Purchase Order Sourcing" chapter. The pages are similar.

Note. The PO Calculations process selects a vendor for an item/ship to location combination based on the

definition on this page (if the Override Suggested Vendor option is selected on the Sourcing Controls page).

Pages Used to Select Vendors Based on Item Ship To and Item Vendor

Locations

Page Name

Item Ship To Locations

Item Vendor by Region

Definition Name

ITM_SHIPTO_VNDR

ITM_REGION_VNDR

Navigation

Items, Define Items and

Attributes, Item Ship To

Locations

Items, Define Items and

Attributes, Item Ship To

Locations

Usage

Set up a prioritized list of vendors and vendor locations for a particular item and ship to location combination.

Define vendor priority and vendor location by region.

See Chapter 29, "Using

Purchase Order Sourcing,"

Sourcing by Region, page

833.

Defining Priority Vendors by Item Ship To Location

Access the Item Ship To Locations page (Items, Define Items and Attributes, Item Ship To Locations).

SetID and Ship To

Region Code

Select each shipping location that you're defining for the item. Ship to location codes are established on the Ship To Locations page.

Select a region code to associate to this ship to location.

Chapter 4 Defining Purchasing Item Information

Include in Planning

Select to enable purchase options to be created in PeopleSoft Supply Planning for the PeopleSoft Inventory business unit related to this ship to location.

The purchase option then enables the creation of new purchase orders through

PeopleSoft Supply Planning for this PeopleSoft Inventory business unit. If this check box is not selected at the item and ship to level, it will not be available at the item ship to vendor level in the List of Vendors grid box.

List of Vendors

Vendor SetID

Priority

Vendor

Location

Ship Via

Lead Time

Lead Time Option

Include in Planning

Select a vendor setID. You cannot select a setID value and vendor that already exists in another row when the record definition does not allow duplicate entries.

Displays the priority value for the vendor setID and vendor combination with 1 being the highest priority.

Select a vendor. Available vendors are those for which item vendor relationships have been established on the Purchasing Attributes - Item Vendor page.

Select the vendor location.

Select the shipping method for this item vendor.

Enter the lead time for shipping to the item ship to location. This lead time accommodates multiple sites receiving goods from the same vendor location where each location requires its own lead time. The lead time defined at this level with the lead time option of Use will be the first level default value. If a value is not specified at this level, the system checks the item vendor by region.

Select the lead time option that you want to use at this item/ship to level. When vendors are assigned to requisitions in purchasing, the purchasing system checks a hierarchy to find the highest priority vendors. First, it checks for vendor priorities based on the item/ship to location. Next, it checks vendor priorities based on the item/region. And, finally it checks vendor priorities based on the item. PeopleSoft Supply Planning uses this feature, for example, if a purchase option does not have adequate lead time, the Supply Planning can go to the next prioritized option to determine whether it can use that option to meet the demand.

Select Default to use the next level lead time (item/region). Select Use to use the lead time defined at this level. If you do not specify a value for use at the first two levels, the system checks the item vendor followed by the purchase item.

Select to enable purchase options to be created in PeopleSoft Supply Planning for the PeopleSoft Inventory business unit related to this ship to location.

The purchase option then enables the creation of new purchase orders through

PeopleSoft Supply Planning for this PeopleSoft Inventory business unit. If this check box is not selected at the item/ship to level, it will not be available at the item ship to vendor level in the List of Vendors grid box.

111

Defining Purchasing Item Information Chapter 4

Chapter 4, "Defining Purchasing Item Information," Capturing Item Miscellaneous Charges, page 99

PeopleSoft Enterprise Source-to-Settle Common Information 9.1 PeopleBook, "Maintaining Vendor

Information," Defining Vendor Locations

Creating Purchasing Kits

To define purchasing kits, use the Purchasing Kit component (ITM_CONFIG_TBL).

This section provides an overview of purchasing kits and lists the page used to create purchasing kits.

Understanding Purchasing Kits

A purchasing kit is a set of components that comprise two or more items. Purchasing kits contain items and quantities that are often ordered together.

When you enter a requisition or purchase order, you can order by purchasing kit ID to capture all items and quantities in the kit instead of entering each item and quantity separately.

When you enter a purchasing kit ID on a transaction line, the system creates a separate line for each of the kit's component items. The quantity of each line item is by default the quantity of that item per kit multiplied by the number of kits that you order. For example, if a kit includes one CD-ROM drive and two speakers and you order two kits, the system generates a line for the CD-ROM drive with a quantity of two and a line for the speakers with a quantity of four.

The account and alternate account that you define on the purchasing kit definition appears on the requisition distribution line when you associate a purchasing kit with a requisition.

Page Used to Create Purchasing Kits

Page Name

Purchasing Kit Definition

Definition Name

PURCH_KIT_TBL

Navigation

Items, Define Items and

Attributes, Purchasing Kit

Definition

Usage

Define purchasing kits.

Chapter 5

Defining Miscellaneous Charges and

Landed Costs

This chapter provides an overview of miscellaneous charges and discusses how to define miscellaneous charge defaults.

Understanding Miscellaneous Charges

You can add miscellaneous charges to a purchase order in addition to sales and use taxes and value-added taxes (VAT). Miscellaneous charges can include freight, set up, insurance, and a variety of other costs incurred to deliver purchased goods to a location. Designating the charge as a "landed cost component" also enables you to incorporate the additional cost into the item's inventory value.

If you have PeopleSoft Inventory and PeopleSoft Cost Management installed, the landed cost charges may be defined as additional costs, beyond the merchandise value of the item. Depending on the costing method defined for the inventory item, the values associated with the additional costs are used to value inventory transactions or treated as variances against the item's standard cost. Comparisons of estimated and actual landed costs are provided through PeopleSoft Cost Management reports.

If you do not have PeopleSoft Cost Management installed, you can still define and use miscellaneous charges that are added to the purchase orders. You can set up PeopleSoft Purchasing to automatically calculate miscellaneous charges based on items, item and vendor combinations, and other criteria. A calculation method is assigned to each miscellaneous charge, and an allocation method is assigned to each component.

Alternatively, you can manually add miscellaneous charges on the purchase order.

To use miscellaneous charges and landed costs in PeopleSoft Purchasing, set up miscellaneous charges on the

Misc Charge/Landed Cost Defn page.

Optionally, you can use the Misc Chrg/Landed Cost Template page to define templates that group several miscellaneous charges. These templates can be associated with an item, category, purchase order, or purchase order schedule. Receipt lines are assigned the estimated costs of their associated purchase order schedule.

Once you have created miscellaneous charges and miscellaneous charge templates, you can assign them to purchase orders on the Header - Miscellaneous Charges page. You can also assign miscellaneous charges and templates to items and categories using the Miscellaneous Charges - Miscellaneous page.

113

Defining Miscellaneous Charges and Landed Costs Chapter 5

Chapter 4, "Defining Purchasing Item Information," Assigning Miscellaneous Charges and Templates to

Items and Categories, page 99

PeopleSoft Enterprise Cost Management 9.1 PeopleBook, "PeopleSoft Enterprise Cost Management Reports"

PeopleSoft Enterprise Source-to-Settle Common Information 9.1 PeopleBook, "Defining Procurement

Options," Defining Miscellaneous Charges and Landed Costs

PeopleSoft Enterprise Source-to-Settle Common Information 9.1 PeopleBook, "Defining Procurement

Options," Defining Miscellaneous Charge and Landed Cost Templates

Defining Miscellaneous Charge Defaults

To populate the purchase orders with the correct miscellaneous charge codes or landed cost templates, you must design a series of parameter combinations. When you enter a purchase order that matches the combination of parameters that you defined, the assigned charge code or template is used.

You can set up default miscellaneous charges that are automatically calculated based on the following combinations, where level one overrides level two, and so on:

Level

Miscellaneous Charge Hierarchy Criteria

Item, vendor, business unit, and ship to location.

(INV_ITEM_ID, VENDOR_ID, BUSINESS_UNIT, and SHIPTO_ID)

Item, vendor, and business unit.

(INV_ITEM_ID, VENDOR_ID, and BUSINESS_UNIT; and no SHIPTO_ID)

Item and vendor.

(INV_ITEM_ID and VENDOR_ID; and no BUSINESS_UNIT nor SHIPTO_ID)

Item.

(INV_ITEM_ID; and no VENDOR_ID, BUSINESS_UNIT, nor SHIPTO_ID)

Category, vendor, business unit, and ship to location.

(CATEGORY_ID, VENDOR_ID, BUSINESS_UNIT, and SHIPTO_ID; and no

INV_ITEM_ID)

Chapter 5 Defining Miscellaneous Charges and Landed Costs

Level

Miscellaneous Charge Hierarchy Criteria

Category, vendor, and business unit.

(CATEGORY_ID, VENDOR_ID, and BUSINESS_UNIT; and no INV_ITEM_ID nor

SHIPTO_ID)

Category and vendor.

(CATEGORY_ID and VENDOR_ID; and no INV_ITEM_ID, SHIPTO_ID, nor

BUSINESS_UNIT)

Category.

(CATEGORY_ID; and no INV_ITEM_ID, VENDOR_ID, BUSINESS_UNIT, nor

SHIPTO_ID)

For example, you can set up miscellaneous charges that are automatically calculated on the purchase order when a certain item is ordered from a particular vendor, for a particular business unit, and a specific ship to location of the business unit. You can also set up a miscellaneous charge that is automatically calculated for a particular item.

Only one Miscellaneous Charges - Miscellaneous page combination is used. The higher level overrides the lower level. For example, suppose that you defined miscellaneous charges for an item (level 4), and also for the category (level 8) to which the item belongs, only the miscellaneous charges that you defined for the item are used. The miscellaneous charges that you defined for the category are only used for items that do not have miscellaneous charges specifically defined.

115

Chapter 6

Using Workflow

This chapter provides an overview of PeopleSoft Purchasing workflow and discusses how to:

•

Set up the approval framework for PeopleSoft Purchasing.

Set up the PeopleTools workflow technology for PeopleSoft Purchasing.

Issue requisition sourcing workflow notifications.

Issue purchase order cancellation workflow notifications.

Issue contract expiration and exceed maximum workflow notifications.

Use purchase order acknowledgement alert workflow notifications.

Use Item Loader exception workflow notifications.

Use rebate manager workflow notifications.

Use receipt quantity change workflow notifications.

Use settlement manager workflow notifications.

Understanding PeopleSoft Purchasing Workflow

Many daily tasks are part of a larger process that involves several steps and people working together. The term workflow refers to this process, which could encompass, for example; approving a purchase order or notifying a manager of an exception. To facilitate this type of multiuser process, PeopleSoft can automatically trigger workflow notifications to inform the next person in the process of work awaiting them.

Use PeopleSoft workflows to:

•

Automate the information flow.

Enforce business process rules.

Combine the tasks of several users into a business process.

PeopleSoft offers two types of workflow:

1. PeopleTools Workflow Technology documented in the Enterprise PeopleTools PeopleBook: Workflow

Technology. This method is used to approve transactions and generate workflow notifications of various events. To setup this workflow, users must possess technical skills in PeopleSoft PeopleTools to create and maintain workflow using PeopleSoft Application Designer, PeopleCode, and Workflow

Administrator.

117

Using Workflow Chapter 6

2. PeopleSoft Approval Framework documented in the PeopleSoft Enterprise FSCM 9.1 PeopleBook:

Approval Framework. This method is used to approve transactions. The approval framework requires less technical skills than the PeopleTools workflow technology. For example, all of the steps in approval framework are defined by means of PeopleSoft pages rather than the underlying PeopleSoft PeopleCode, so functional users can design and maintain workflow using these online PeopleSoft pages without technical developers having to create workflow rules. In addition, the approval framework enables you to approve transactions at the line level and use several additional approval features.

Within PeopleSoft Purchasing, the PeopleTools workflow technology is used for all workflow notifications.

Purchase orders and requisitions can be approved using the approval process within the PeopleTools workflow technology or the approval framework. This choice of workflow method is made at the business unit level. PeopleSoft eProcurement uses the approval framework to approve requisitions and purchase orders.

Setting Up the Approval Framework for PeopleSoft Purchasing

This section discusses how to:

•

Set up the Approval Framework in PeopleSoft Purchasing.

Set up Email Approvals for PeopleSoft Purchasing.

Understanding the Approval Framework Setup Steps

Within PeopleSoft Purchasing, the approval of requisitions and purchase orders can be handled by the approval framework. Most of the work has already been done for you and is delivered with your PeopleSoft system. You need to activate the workflow and adjust the approval setup to identify your individual users, templates, and servers. This chapter discusses the setup of requisition and purchase order approval within

PeopleSoft Purchasing.

After a requisition or purchase order is created, the system routes the transaction to an approver. The approver can view and take action in two ways: using their worklist or navigating directly to an approvals page. The approver can preview, in a graphical format, the path that the transaction approval will take, view who has already approved the transaction, and see any comments that previous approvers have entered.

While the system awaits approval action, the approval framework maintains the overall state of the requisition or purchase order, invokes routings, and interacts with the application classes.

•

The approval framework enables you to perform a number of approval tasks, including:

•

Approving a transaction (requisition or purchase order) at the header or line-level. You can approve the entire transaction at the header level or approve individual lines at the line level.

Performing mass approvals. Using the Manage Requisition Approvals page or the Approve Purchase

Orders page, you can select multiple transactions to be approved or denied at one time. Use the Mark All icons to perform mass approval.

Denying a transaction. Once a transaction is denied, the workflow stops.

Chapter 6 Using Workflow

•

Hold a transaction or transaction line. The hold action enables an approver to stop the approval process and research an issue. When hold is used, the system automatically adds the person who created the transaction as an ad hoc reviewer so that a comment can be sent. Once the transaction is placed on hold, it cannot move to the next approval step until the approver removes the hold.

Pushing back a transaction or transaction line. A pushback returns the transaction to the previous approval step. The meaning of push back is that the approver is questioning the prior step's approval and is requesting clarification.

Adding or removing ad hoc approvers or reviewers. During the approval process, approvers can add other approvers or reviewers to the current or a later stage of the approval process. For example, if a buyer wants input from an inventory analyst, she can add the analyst as an approver. This action is called ad hoc approval, and it applies only to the approval instance in which the addition occurs and does not affect the underlying process definition used for other requests.

Reviewing an online transaction that shows the layout of the printed version. The transaction opens up as a second window and can be printed. The Oracle XML Publisher is used to generate this report, and you can customize it.

•

Making comments to be viewed by other approvers or reviewers.

Approving a transaction that has been changed. When a transaction is changed during or after the approval process, the approval framework can require re-approval of the changes using the same approval component as the original transaction.

Approving or denying a transaction using email rather than PeopleSoft pages.

Self approval of transactions. This feature can be restricted or turned off.

Note. Users with the system administrator role can self approve transactions, regardless of the transaction

amount.

•

Alternate approvers who are assigned to receive emails and Worklist notifications for the primary approver when the primary approver is not available.

For a complete list of approval features, see the Understanding Approval Features section of the

Understanding the Approval Framework chapter of the PeopleSoft Enterprise FSCM 9.1 PeopleBook:

Approval Framework.

•

During the approval process these actions take place:

•

The system notifies approvers and reviewers that there is a pending transaction (requisition or purchase order) that needs their attention.

Approvers and reviewers access the transaction details, provide comments, and take action (approve, deny, or push back) for the requisition or purchase order. In addition, approvers and reviewers can be granted the authority to add additional ad hoc approvers or reviewers to the workflow for a pending transaction.

The system checks for additional routings in the same routing path.

If all steps have been completed for the stage, then the next step is started in the next stage. If there are multiple routing paths, the system routes them in parallel.

Once all approvers of a transaction have approved it, the approval framework notifies the PeopleSoft

Purchasing application. The requisition or purchase order is then ready for the next step.

119

Using Workflow

See PeopleSoft Enterprise FSCM 9.1 PeopleBook: Approval Framework.

Chapter 6

Setting Up the Approval Framework for PeopleSoft Purchasing

Complete information about the setup and use of the approval framework is located in the PeopleSoft

Enterprise FSCM 9.1 PeopleBook: Approval Framework.

Use the following steps to set up the requisition and purchase order approval process within PeopleSoft

Purchasing:

Set Up the User Profile Component

•

For the users with PeopleSoft Purchasing:

•

Use the User Profile-Workflow page to identify the supervisor who should approve the user's new requisitions or purchase orders.

Use the User Profile-Roles page to enter the roles of the user. A role is a class of users who perform the same type of work, such as a requestor, buyer, or manager. A role describes how people fit into workflow.

Roles are defined under PeopleTools, Security, Permissions & Roles, Roles.

See "Defining Users for Approval Framework," PeopleSoft Enterprise FSCM 9.1 PeopleBook: Approval

Framework.

Define User Lists

Use the User List Definition page to define lists of users who can approve transactions. These lists are used with steps in the approval process. The PeopleSoft product delivers a set of default user list roles corresponding to the roles within an organization. For PeopleSoft Purchasing, default user lists include buyers, buyers for hardware, buyers for Software, line level approvers, department managers, and project managers.

See "Defining User List," PeopleSoft Enterprise FSCM 9.1 PeopleBook: Approval Framework.

Grant eProcurement Role Actions to the Appropriate User Roles

•

If your environment includes PeopleSoft eProcurement as well as PeopleSoft Purchasing and the approval framework is used in PeopleSoft Purchasing, then the following eProcurement role actions enable approval features for requisitions in PeopleSoft Purchasing:

ALLOWHOLD: Displays the Hold button on requisition approval pages.

ALLOW_ADHOC_ONSUBMIT : Allows for adding or removing ad hoc approvers after you submit the requisition.

ALLOW_ADHOC_ONPREVW : Enables users to add or remove ad hoc approvers on requisition preview.

CANCHANGEALL: Enables a requester to change any field on the requisition without restarting the approval process while the requisition is in a pending approved status.

CANCHANGEDISTRIB: Enables the requester to change any field on the requisition distribution without restarting the approval process while the requisition is in a pending approved status.

Chapter 6 Using Workflow

•

CANCHANGEHEADER: Enables the requester to change any field on the requisition header without restarting the approval process while the requisition is in a pending approved status.

•

CANCHANGELINE: Enables the requester to change any field on the requisition line, with the exception of quantity and price, without restarting the approval process while the requisition is in a pending approved status.

•

CANCHANGESCHEDULE: Enables the requester to change any field on the requisition schedule without restarting the approval process while the requisition is in a pending approved status.

MASS_APPROVER: Enables a requester to approve multiple requisitions at one time. The Approve

Requisitions component is where the actions are enabled.

•

WF_EXPAND_APPROVER:Enables users to always see the Review/Edit Approvers section in the eProcurement Approval page when it is expanded.

If PeopleSoft eProcurement is not installed in your environment, then the eProcurement role actions do not need to be setup.

See PeopleSoft Enterprise eProcurement 9.1 PeopleBook, "Determining Technical Implementation Options,"

Attaching Role Actions to User Roles.

Establish the Requisition Status at Save

Use the Requester Setup page to establish the status of a requisition when it is saved. The requisition status of

Pending is immediately submitted to workflow when the new requisition is saved, however, the status of

Open is not submitted to workflow. An open requisition cannot be viewed on the approver's worklist, in the

Manage Requisition Approvals page or the Requisition Approval page.

In addition, you must authorize the user to approve requisitions by selecting the Approval check box in the

Allowed Requisition Actions group box of the User Preferences: Procurement - Requisition Authorizations page.

Establish the Purchase Order Status at Save

Use the Buyer Setup page to establish the status of a purchase order when it is saved. The purchase order status of Pending is immediately submitted to workflow when the new PO is saved, however, the status of

Open is not submitted to workflow. An open purchase order cannot be viewed on the approver's worklist or in the Approve Purchase Orders page.

In addition, you must authorize the user to approve purchase orders by selecting the Approval check box in the Allowed Purchase Order Actions group box of the User Preferences: Procurement - Purchase Orders

Authorizations page.

Create Change Templates

Define change templates for requisitions and purchase orders to identify when a field change should initiate the re-approval of the transaction by the approval framework.

To create a change template for requisitions, use the change template type of Requisition. When you first create the change template, the system defaults the re-approval workflow trigger for the following fields in both the REQ_LINE and REQ_LINE_SHIP records:

1. MERCHANDISE_AMT

121

Using Workflow Chapter 6

2. PRICE_REQ

3. QTY_REQ

Once you have created the change template for requisitions, attach the template to the Purchasing business unit using the Purchasing Definition-Req Change Options page. The change template entered in this page are shared by the same business unit across the PeopleSoft Purchasing, eProcurement, and Services Procurement applications. If no requisition change template is defined for the business unit, then any field changes start the re-approval of the requisition line using the approval framework feature.

To create a change template for purchase orders, use the change template type of Purchase Order. When you first create the change template, the system defaults the re-approval workflow trigger for the following fields in the PO_LINE_SHIP record:

1. MERCHANDISE_AMT

2. PRICE_PO

3. QTY_PO

After you create the change template for purchase orders, attach the template to the Purchasing business unit using the Purchasing Definition-PO Change Options page. The change template entered in this page are shared by the same business unit across the PeopleSoft Purchasing, eProcurement, and Services Procurement applications.

See PeopleSoft Enterprise Source-to-Settle Common Information 9.1 PeopleBook, "Defining Procurement

Options," Creating Change Templates.

See Chapter 3, "Defining PeopleSoft Purchasing Business Units and Processing Options," Establishing

Change Options and Approval Rules, page 36.

Review the Approval Transaction Registry

The approval transaction registry is the interface application used to register an application with the approval framework. You use the Register Transactions page to link the components, event handler, records, and classes that you created into the approval process for an application transaction, such as a requisition or purchase order. The main records and components that make up the transaction are registered, along with the approval transaction on which to base the approval process definition.

Any PeopleSoft delivered approvals already have the Approval Transaction Registry populated. No additional configuration is typically needed. This includes the transaction registry for requisition approval (process ID

Requisition) and for purchase order approval (process ID PurchaseOrder).

The transaction registry with the process ID of Requisition uses the cross-reference table PV_REQ_AW and the default approval component of PV_REQ_APPROVAL. Keep in mind that a changed requisition uses the same workflow setup as the original requisition; it is a re-approval of the requisition. PeopleSoft Purchasing and PeopleSoft eProcurement share the same setup data, even though the objects begin with PV.

The transaction registry with the process ID of PurchaseOrder uses the cross-reference table PO_AW and the default approval component of PO_APPROVAL.

See "Defining the Approval Transaction Registry," PeopleSoft Enterprise FSCM 9.1 PeopleBook: Approval

Framework.

Chapter 6 Using Workflow

Configure the Approval Transactions

Use the Configure Transactions page to select and define elements that determine what triggers a notification, who receives the notification, and the content of the notification. Notifications are mapped to work with the approval transaction registry and include menus and components and SQL definitions.

For the process ID of Requisition, use the approval component of PV_REQ_APPROVAL.

For the process ID of PurchaseOrder, use the approval component of PO_APPROVAL.

See "Configuring Approval Transactions," PeopleSoft Enterprise FSCM 9.1 PeopleBook: Approval

Framework.

Set Up Process Definitions

Use the Setup Process Definition component to define an approval definition process. This definition is made up of the stages, paths, steps, and criteria that build a workflow.

See "Setting Up Approval Framework Process Definitions," PeopleSoft Enterprise FSCM 9.1 PeopleBook:

Approval Framework.

Authorize Approvers and Roles for Dynamic Approval

PeopleSoft applications use workflow to configure approval paths in two manners. The first configuration is to define every approval in step-by-step fashion. The second manner is to create dynamic approvals. Use the

Approval Authorization component to authorize roles and approvers for dynamic paths.

See "Defining Dynamic Approvals," PeopleSoft Enterprise FSCM 9.1 PeopleBook: Approval Framework.

Set Up the Approval User Monitor

The approval monitor gives administrators a view into all approvals to which they have access, as well as the ability to take necessary actions on pending approvals. Each process ID can be configured using the Approval

Monitor Configuration page (Enterprise Components, Approvals, Approvals, Monitor Configuration).

Once configured, the Monitor Approvals page can be accessed from Enterprise Components, Approvals,

Approvals, Monitor Approvals.

See "Using the Approval Monitor," PeopleSoft Enterprise FSCM 9.1 PeopleBook: Approval Framework.

See PeopleSoft Enterprise eProcurement 9.1 PeopleBook, "Determining Technical Implementation Options,"

Setting Up Event Notifications and Escalations.

Define Ad Hoc Notification Templates

•

Use the Generic Template Definition page to establish a common format for all ad hoc notifications. This provides functionality similar to the Approval Monitor but not limited to the administrators. Add templates for:

PO Approval

PO Approved

PO Cancelled

123

Using Workflow Chapter 6

•

PO Denied

PO Escalation

PO Information Added

PO Information Requested

PO Line Approval

PO Line Approved

PO Line Information Added

PO Line Information Requested

PO Line Pushback

PO Line Reviewed

PO Pushback

PO Review

Similar templates exist for requisitions.

See "Defining Notification Templates and Users for Approval Framework," PeopleSoft Enterprise FSCM 9.1

PeopleBook: Approval Framework.

Set Up Email Approvals for PeopleSoft Purchasing

The email collaboration feature enables applications to send, receive, and process emails with interactive content. You can use it to send email approvals for requisitions or purchase orders. You can send an HTML form to a user, and that user does not need to log in to his or her system to perform tasks.

Set Up the Notification and Escalation Manager

The Notification and Escalation Manager (NEM) is a mechanism used to process notifications and escalations on a specified interval. For example, escalations are used when an approver has not responded within a specified time period to a transaction that is pending approval. You can specify the time period (timeout) and you can specify alternate approvers to whom to notify and escalate the approval for further action. Timeout options are defined on the Approval Path Definition page.

To set up the NEM, use the following pages: Event Types, Setup Event, Event Status, and Schedule JobSet

Definitions.

See "Using the Notification and Escalation Manager," PeopleSoft Enterprise FSCM 9.1 PeopleBook:

Approval Framework.

Chapter 6 Using Workflow

Determining the Maximum Rows for the Approval Monitor and Other Pages

On the Installation Options- Purchasing page, enter the maximum number of lines to be displayed at one time in the Review/Edit Approvers section of the workflow approval components. Additional lines can be accessed by using the chunking options at the top of the section, including; using the Next Item button, Last Item button, or entering a range of lines and clicking the Retrieve button. Use the PO Approval Monitor field to define the maximum number of purchase order lines. Use the Requisition Approval Monitor field to define the maximum number of requisition lines. The default value for these fields is 5.

See PeopleSoft Enterprise Application Fundamentals 9.1 PeopleBook, "Setting Installation Options for

PeopleSoft Applications," Defining Purchasing Installation Options.

Activate Workflow

•

Activate the approval framework for requisitions and purchase orders by using the:

•

Purchasing Definition-PO Change Options page. Use the Purchasing business unit to activate the approval framework for purchase orders in PeopleSoft Purchasing. Select the PO Workflow Approval Required check box to enable purchase order approval within the business unit. Select this check box to replace the

PeopleTools workflow technology (virtual approver) in PeopleSoft Purchasing with the approval framework. If you enable the approval framework for the Purchasing business unit, then it is enabled for eProcurement also. Once you have selected the PO Workflow Approval Required check box, use the PO

Create Exceptions group box and PO Change Request Exceptions group box to identify sources that do not require approval. The Change Template entered on this page is used by PeopleSoft Purchasing, eProcurement, and Services Procurement to determine which field changes to the original purchase order will launch the approval framework for PO re-approval. Select the Resubmit Workflow for Quantity and

Price Decrease check box to require approval of a PO changes with a decrease in item quantity or price.

Purchasing Definition-Req Change Options page. Use the Purchasing business unit to turn on the approval framework for requisitions in both PeopleSoft Purchasing and PeopleSoft eProcurement. Select the Workflow Approval Required check box to enable requisition approval within the business unit. By selecting this check box the PeopleTools workflow technology (virtual approver) in PeopleSoft

Purchasing is replaced by the approval framework. If you enable the approval framework for the

Purchasing business unit, then it is enabled for eProcurement also. The Change Template entered on this page is used by PeopleSoft Purchasing, eProcurement, and Services Procurement to determine which field changes to the original requisition will launch the approval framework for requisition re-approval.. Select the Resubmit Workflow for Quantity and Price Decrease check box to require approval of a requisition changes with a decrease in item quantity or price.

See Chapter 3, "Defining PeopleSoft Purchasing Business Units and Processing Options," Establishing

Change Options and Approval Rules, page 36.

125

Using Workflow Chapter 6

Pages Used to Set Up Approval Framework in PeopleSoft Purchasing

Page Name

User Profiles - Roles

User Profiles - Workflow USER_WORKFLOW

User List Definition

Requester Setup

User Preferences:

Procurement - Requisition

Authorizations

OPR_REQ_AUTH

Buyer Setup

User Preferences:

Procurement - Purchase

Order Authorizations

Definition Name

USER_ROLES

PTAF_USER_LIST

REQUESTOR_TBL

BUYER_TBL

OPR_PO_AUTH

Navigation Usage

PeopleTools, Security, User

Profiles, User Profiles

Select the Roles tab.

Attach workflow roles to users.

See "Defining Users for

Approval," PeopleSoft

Enterprise FSCM 9.1

PeopleBook: Approval

Framework.

PeopleTools, Security, User

Profiles, User Profiles

Define supervisors.

See "Defining Users for

Approval," PeopleSoft

Enterprise FSCM 9.1

PeopleBook: Approval

Framework.

Enterprise Components,

Approvals, Approvals, User

List Setup

Define user-list definitions.

See "Defining User Lists,"

PeopleSoft Enterprise

FSCM 9.1 PeopleBook:

Approval Framework.

Set Up Financials/Supply

Chain, Product Related,

Procurement Options,

Purchasing, Requester

Setup

Establish default information for requesters.

Set Up Financials/Supply

Chain, Common

Definitions, User

Preferences, Define User

Preferences, Procurement.

Click the Requisition

Authorizations link on the

Procurement page.

Authorize users to initiate and update requisitions for applicable requesters.

Enable users to approve requisitions. Define a user's requisition processing authority in relation to applicable requesters.

Set Up Financials/Supply

Chain, Product Related,

Procurement Options,

Purchasing, Buyer Setup

Establish default information for buyers.

Set Up Financials/Supply

Chain, Common

Definitions, User

Preferences, Define User

Preferences, Procurement.

Click the Purchase Order

Authorizations link on the

Procurement page.

Authorize users to initiate and update purchase orders for applicable buyers.

Enable users to approve purchase orders. Define a user's purchase order processing authority.

Chapter 6 Using Workflow

Page Name

Change Template

Purchasing Definition-PO

Change Options

Purchasing Definition-Req

Change Options

Configure Transactions

Setup Process Definitions

Approval Authorization

Approval Monitor

Configuration

Definition Name

CHNG_ORD_TEMPLATE

BUS_UNIT_PO_APPR

BUS_UNIT_REQ_APPR

EOAW_TXN

EOAW_TXN_NOTIFY

EOAW_PRCS_MAIN

EOAW_AUTH

EOAW_MONDIS_CONFIG

Navigation

Set Up Financials/Supply

Chain, Product Related,

Procurement Options,

Purchasing, Change

Template

Usage

Identify the fields on a requisition, purchase order, or contract that can initiate the following actions when the field is changed. For a requisition identify the field changes that create change tracked records, require approval by the approval framework, and creation of a change request. For a purchase order identify the field changes that create change tracked records and require approval by the approval framework.

Set Up Financials/Supply

Chain, Business Unit

Related, Purchasing,

Purchasing Definition, PO

Change Options

Define purchase order approval requirements for each business unit.

Set Up Financials/Supply

Chain, Business Unit

Related, Purchasing,

Purchasing Definition, Req

Change Options

Define requisition approval requirements for each business unit.

Enterprise Components,

Approvals, Approvals,

Transaction Registry

Enterprise Components,

Approvals, Approvals,

Transaction Configuration

Use the Configuration

Transactions page to configure how the system uses the particular implementation of approval triggers.

Enterprise Components,

Approvals, Approvals,

Approval Process Setup

Define workflow approval process stages.

Enterprise Components,

Approvals, Approvals,

Authorize Approvers

Enterprise Components,

Approvals, Approvals,

Monitor Configuration

Authorize roles and approvers for dynamic paths.

Configure the approval monitor.

127

Using Workflow Chapter 6

Page Name

Monitor Approvals

Generic Template

Definition

Event Types

Setup Event

Event Status

Schedule JobSet Definitions

Installation Options-

Purchasing

Definition Name

EOAW_ADM_MON_SRC

WL_TEMPLATE_GEN

EOAW_NEM_EVENTS

EOAW_NEM_SETUP

EOAW_NEM_STATUS

SCHDLDEFN

INSTALLATION_PO

Navigation

Enterprise Components,

Approvals, Approvals,

Monitor Approvals

Usage

View into all approvals to which you have access, as well as take necessary actions on pending approvals.

PeopleTools, Workflow,

Notifications, Generic

Templates

Use the Generic Template

Definition page to establish a common format for all ad hoc notifications.

Enterprise Components,

Approvals, Notification and

Escalations , Events

Associate events to a server.

Enterprise Components,

Approvals, Notification and

Escalations , Notifications and Escalations

Set up an escalation event and define the evaluation and action details.

Enterprise Components,

Approvals, Notification and

Escalations, Status

Check status of notification.

PeopleTools, Process

Scheduler, Schedule JobSet

Definitions

Set up a NEM to define the job to run, and how often you want it to run.

Set Up Financials/Supply

Chain, Install, Installation

Options, Purchasing

Set up PeopleSoft

Purchasing installation options including the maximum number of lines to be displayed at one time in the Review/Edit

Approvers section of the workflow approval components.

Use the PO Approval

Monitor Max Rows field to define the maximum number of purchase order lines.

Use the Req Approval

Monitor Max Rows field to define the maximum number of requisition lines.

Chapter 6 Using Workflow

Setting Up Email Approvals for PeopleSoft Purchasing

The email collaboration framework allows applications to send, receive, and process emails with interactive content. It can be used to send email approvals for requisitions or purchase orders. You can send an HTML form to a user, and they do not need to log into their system to perform tasks.

These steps describe the flow of email collaboration:

1. A system event triggers PeopleSoft PeopleCode, which creates a collaborative email and sends it to a user.

2. The user who receives the email takes appropriate action and clicks Submit.

3. The user's submission is sent to an email account that is designated for holding responses.

4. An application engine program runs on a configured interval, polling the repository for new emails. It processes the emails and publishes them as service operation messages.

5. The service operation runs, allowing the implementing application to process the data in a known and supported format.

To set up email approvals:

1. On the Register Transactions page, complete the Notification Options section to include email notifications. Be sure to select the Use Email Approvals check box. Update the Register Transactions page for the process IDs of Requisition and PurchaseOrder.

See "Defining the Approval Transaction Registry," PeopleSoft Enterprise FSCM 9.1 PeopleBook:

Approval Framework.

2. On the Configure Transactions page, complete the Notification Options section. Select the Sent Email

Approvals to All check box or add a user list in the Email Approval User List field. Update the Configure

Transactions page for the process IDs of Requisition and PurchaseOrder.

See "Configuring Approval Transactions," PeopleSoft Enterprise FSCM 9.1 PeopleBook: Approval

Framework.

3. Design the format of the email to be sent using the Form Element Designer page, Form Layout Designer page, and Field Mapping page within the Email Collaboration menu (Enterprise Components, Approvals,

Email Collaboration). For directions, see the Using Email Collaboration chapter of the Enterprise

Components: PeopleSoft Approval Framework 9.1 PeopleBook.

See "Using Email Collaboration," PeopleSoft Enterprise FSCM 9.1 PeopleBook: Approval Framework.

4. Use the Node Properties page to modify the PT_EMC_GETMAIL node to enable email collaboration. For directions, see the Using Email Collaboration chapter of the Enterprise Components: PeopleSoft Approval

Framework 9.1 PeopleBook.

5. Set up the PO_EMAIL_PO_APPROVAL and PV_EMAIL_REQ_APPROVAL service operations within

PeopleSoft Integration Broker and Enterprise Components. The Purchase Order Approval

(PO_EMAIL_PO_APPROVAL) service operation is used for collaborative emails for purchase orders and the Requisition Approval (PV_EMAIL_REQ_APPROVAL) service operation is used for collaborative emails for requisitions. For directions in activating a service operation, see the

Implementing Integrations chapter of the PeopleSoft Enterprise Supply Chain Management Integration

9.1 PeopleBook.

129

Using Workflow Chapter 6

6. Schedule the PeopleSoft Application Engine program EOAWEMC to run on a regular basis. For directions, see the Using Email Collaboration chapter of the Enterprise Components: PeopleSoft Approval

Framework 9.1 PeopleBook.

PeopleSoft delivers service operations in PeopleSoft Integration Broker with a default status of Inactive. You must activate each service operation before attempting to send or receive data from a third-party source. Use the information in this table and refer to the setup instructions in the PeopleSoft Supply Chain Management

Integrations 9.1 PeopleBook, "Implementing Integrations" chapter, Setting Up Service Operations section.

Service Operation Direction and Type Handlers

EmailSubscription

Chunkin g

Available

Integrates

With

No External

XML

PO_EMAIL_PO_APPROVA

Inbound

Asynchronous

PV_EMAIL_REQ_APPROV

Inbound

Asynchronous

EmailSubscription No External

XML

See Also

"Configuring Approval Transactions," PeopleSoft Enterprise FSCM 9.1 PeopleBook: Approval Framework

Enterprise PeopleTools PeopleBook: Integration Broker

PeopleSoft Enterprise Supply Chain Management Integration 9.1 PeopleBook, "Implementing Integrations,"

Setting Up Service Operations

Setting Up PeopleTools Workflow Technology for PeopleSoft

Purchasing

This section discusses how to:

•

Set up approvals in PeopleTools Workflow Technology.

Set up EDX exception workflow.

Set up notification in PeopleTools Workflow Technology.

Understanding PeopleTools Workflow Technology Setup for PeopleSoft

Purchasing

Use PeopleSoft Application Designer and PeopleSoft Workflow Administrator to use the workflow processes that are delivered with PeopleSoft Purchasing. You can also use PeopleSoft Application Designer to design and build your own business processes, including workflow rules. You use PeopleSoft Workflow

Administrator to access, monitor, analyze, and control workflow in your organization.

Chapter 6 Using Workflow

•

PeopleTools Workflow Technology can be used to:

•

Approve transactions. For example, PeopleTools Workflow Technology can route requisitions or purchase orders through the approval process to ensure that the transactions are approved before moving forward in the business process.

Send workflow notifications to managers, buyers, requesters, and other users about events and actions that are relevant to them. For example, PeopleTools Workflow Technology can notify the appropriate buyer when a POA is received that requires buyer approval before being processed.

Use PeopleSoft Application Designer to build the workflow business process for PeopleTools Workflow

Technology. The workflow process is based on rules, roles, and routings.

Rule Set Up

Rules determine which activities are required to process your business data. For example, you might implement a rule that says department managers must approve all requests for external classes.

You implement rules through workflow events, such as PeopleCode that evaluates a condition and triggers a notification (a routing) when appropriate.

Role and User Set Up

Users are the people who participate in one or more workflow processes. Users can be PeopleSoft users, as well as people and groups who don't have direct access to PeopleSoft applications, but rather send or receive data using workflow. For example, if your workflow delivers electronic order forms to vendors, your vendors are users.

When you build a workflow, you identify the users who perform each activity according to their roles in the organization and in the workflow. The process of approving a purchase order transaction, for example, may involve the roles of buyer, purchasing analyst, and manager. When the system routes a work item to the next activity in a business process, it forwards the item to the users who fill the role that is assigned to that activity.

In some cases, you may define multiple users who fill the role. In most cases, the system runs a query to find out who the appropriate users are for a given work item. You define users' roles when you assign user IDs.

Note. The content of this section is only part of what you need to know to map your business processes. Other

information that is common to many applications is located in the PeopleSoft Enterprise Application

Fundamentals 9.1 PeopleBook.

Route Controls Set Up

Route controls further specify which users that belong to a specific role are to receive a workflow item. For instance, you may have a role of manager, but not every manager in the system should receive every purchase order for approval. A particular manager may be responsible for a certain purchase order business unit.

Establish the business unit as a route control and assign specific business unit values to specific users. By doing this, you limit the routing of purchase orders from a particular business unit to those managers who should be reviewing those purchase orders.

131

Using Workflow

See Also

Enterprise PeopleTools PeopleBook: Workflow Technology

PeopleSoft Enterprise Application Fundamentals 9.1 PeopleBook, "Getting Started With PeopleSoft

Enterprise Application Fundamentals"

Enterprise PeopleTools PeopleBook: Security Administration

Chapter 6

Setting Up Approvals in PeopleTools Workflow Technology

You can use PeopleSoft Workflow to automate the approval process for requisitions and purchase orders.

Depending on the configuration of the business unit, amount and ChartField approvals may be needed before the system changes the status of a requisition or purchase order from Pending Approval to Approved. While these approvals are independent of each other, they are set up similarly.

Changing the status on the requisition or purchase order approval table to In Process triggers the workflow approval process. Workflow searches for requisitions or purchase orders that require approval and moves those requests to the appropriate users for approval.

•

You can use either of the following methods to send requisitions and purchase orders into workflow:

•

Use the PeopleSoft Application Engine processes.

PeopleSoft Application Engine processes use queries to determine which requisitions and purchase orders are eligible for workflow routings and approvals. To be eligible, a requisition or purchase order must have a status of Pending Approval and the approval status on the requisition or purchase order approval table must be Initial. The requisition or purchase order approval table tracks the approval status.

For eligible requisitions and purchase orders, the PeopleSoft Application Engine processes sets statuses on the approval table to In Process, and the first worklist entries are created for the requisition and purchase order. The requisition or purchase order is now in workflow. The status remains as Pending

Approval, until the requisition or purchase order completes its workflow cycle and the status changes to

Approved.

Perform manual steps on the requisition and purchase order approval pages.

If the requisition or purchase order requires workflow approval, setting the requisition or purchase order status to Approved on these pages changes the status on the requisition or purchase order approval table to

In Process, which triggers workflow approval.

This requisition or purchase-order-in-process is an activity in the workflow process that must be approved before it can move to the next event in the process. After the requisition or purchase order is submitted, workflow verifies that you have the authority to approve the activity. If you don't have the authority, workflow notifies the approver at the next higher level that the activity needs approval and adds the activity to that approver's worklist or sends email notification. The status of the requisition or purchase order remains as

In Process. Workflow moves the activity up the hierarchy of approvers until the person with the proper authority approves the activity.

This diagram illustrates the use of workflow objects to define the approval workflow for purchase orders:

Chapter 6 Using Workflow

Purchase order approval process workflow

Virtual Approver

PeopleSoft Purchasing uses a workflow model that is called Virtual Approver to handle the requisition and purchase order approval processes. Using the Virtual Approver model, you define approval rules in

PeopleSoft Application Designer and routings in PeopleSoft Workflow Administrator, instead of writing lines of PeopleCode.

133

Using Workflow Chapter 6

When you define an approval process, the Virtual Approver determines transactions that need further approval and routes them to the appropriate approval user. Users enter transactions, as they always have, through a PeopleSoft application page. When an user saves the page, the Virtual Approver checks the approval rules that are defined through the Approval Rule Set to determine what kind of approval is necessary.

On purchase orders and requisitions, the approval transactions are the amount and ChartField approval transactions. If the current user has the authority to approve the transaction, the Virtual Approver sets the transaction status to Approved and doesn't route it using workflow.

Note. Even if you do not implement PeopleSoft Workflow at this time, the approval function is still defined

within the Workflow component. If workflow isn't being used, the approver manually accesses the approval pages and the approval rules are invoked when he or she saves the page.

The purchase order approval process workflow diagram illustrates a typical example of how you might use the Virtual Approver model to define approval processes. In the example, the system checks both the purchase order amount and the ChartField authorization.

If the system finds that the person who set the purchase order status to Pending Approval has authorization for both of those approval transactions, the purchase order is approved.

However, if the purchase order needs further approval, the system adds a transaction to the worklists or sends an email to the appropriate users, based on the rules that are set up in PeopleSoft Workflow Administrator.

The purchase order status changes to In Process until all approval actions are complete. The next user selects the worklist entry on the Worklist page to access the approval pages and recycles, approves, or denies the purchase order. If the user denies the purchase order, the system generates an email message and a worklist entry to notify the buyer that appears on the purchase order.

Setting Up Requisition Approvals

When you use the PeopleTools Workflow Technology, requisitions are approved using workflow roles, rules, and routings. To implement workflow approvals, define the roles, rules, and routings using the Workflow component. Your system is delivered with basic approval rules already established.

To set up requisition approvals:

1. Access the User Preferences - Procurement: Requisition Authorizations page.

To authorize a user to approve requisitions, select the Approval check box in the Allowed Requisition

Actions group box.

2. Access the Purchasing Definition - Req Approval Options page. a. If you want to use automatic approvals for the selected business unit, do not define any approval requirements on this page. b. If you want to use workflow approvals for the selected business unit, define your amount and

ChartField approval options.

3. Access the Requester Setup page.

In the Requisition Status group box, select either Open or Pending to determine the default status of requisitions once the selected requester saves them.

Chapter 6 Using Workflow

Setting Up Purchase Order Approvals

When you use the PeopleTools Workflow Technology, the system approves purchase orders by using workflow roles, rules, and routings. To implement workflow approvals, define the roles, rules, and routings by using the Workflow component. PeopleSoft delivers a system that includes basic approval rules.

To set up purchase order approvals:

1. Access the User Preferences - Procurement: Purchase Order Authorizations page.

To authorize a user to approve purchase orders, select the Approval check box in the Allowed Purchase

Order Actions group box.

2. Access the Purchasing Definition - PO Approval Options page.

a. To use automatic approvals for the selected business unit, do not define any approval requirements on this page.

By leaving these options blank, you have chosen to use automatic approvals.

b. To use workflow approvals for the selected business unit, define the amount and ChartField approval options.

3. Access the Buyer Setup - Buyer Setup page.

In the Default PO Status group box, select either Open or Pending Approval/Approved to determine the default status of purchase orders once the selected buyer saves them.

See Also

Enterprise PeopleTools PeopleBook: Workflow Technology

Chapter 3, "Defining PeopleSoft Purchasing Business Units and Processing Options," Defining Purchase

Order Change Options and Approval Requirements, page 36

Chapter 3, "Defining PeopleSoft Purchasing Business Units and Processing Options," Defining Requisition

Change Options and Approval Requirements, page 43

PeopleSoft Enterprise Application Fundamentals 9.1 PeopleBook, "Defining User Preferences," Defining

Requisition User Authorizations

PeopleSoft Enterprise Source-to-Settle Common Information 9.1 PeopleBook, "Defining Procurement

Options," Establishing Requesters and Defaults

Setting Up EDX Exception Workflow

When using inbound electronic data exchange (EDX) messages, it may be desirable for exception conditions to be noted and brought to the attention of various people within the purchasing and inventory management organizations. These require processes to notify the procurement and inventory management organizations and ensure that appropriate measures are taken to react to these conditions.

135

Using Workflow Chapter 6

When loading Item Catalog EDX messages, possible exceptions include price changes outside of expected tolerances, unknown items, and other exceptions. Receiving these exceptions should trigger notification to personnel in the buying and inventory management organizations to review and approve the changes. This ensures vendor compliance with buying arrangements and identification of errors before transactions are processed.

When loading Purchase Order Acknowledgement EDX messages, exceptions such as rejecting the purchase order or changing it must be addressed by the buyer to determine whether the changes are acceptable or require any additional follow up.

When you receive inbound Purchase Order Acknowledgment (X.12 855) and Item Catalog (X.12 832) EDX messages that have exceptions, the system provides exception notifications to resources in the buying organization.

Chapter 6, "Using Workflow," Using Purchase Order Acknowledgement Alert Workflow Notifications, page

139

Setting Up Notification in PeopleTools Workflow Technology

In addition to requisition and PO approvals, you can use PeopleTools Workflow Technology to automate requester and buyer notification processes for requisitions and purchase orders. These notifications let the requesters and buyers know about the statuses of requisitions and purchase orders at key points in the purchasing business process.

Other processes in PeopleSoft Purchasing that use workflow notification include procurement card, RFQ, and contract processes. These notifications alert users about situations that they need to address. You can also receive notifications when the matching process fails.

You enable PeopleTools Workflow Technology notifications using PeopleSoft Application Designer by setting the status for each business event to active in the selected workflow business processes. This table lists workflow notification events that you can use in PeopleSoft Purchasing:

Workflow Notification Event

Notify the requester when a requisition line is sourced to a purchase order line through the

Create PO process.

Workflow Notification Type

Business Process Name

REQ_SOURCED

Note. You must run this workflow manually from an online page.

See Chapter 6, "Using Workflow,"

Issuing Requisition Sourcing

Workflow Notifications, page 138.

Chapter 6 Using Workflow

Workflow Notification Event Workflow Notification Type

Notify the requester when the purchase order for the requisition is canceled.

Business Process Name

PO_CANCELED

Note. You must run this workflow manually from an online page.

See Chapter 6, "Using Workflow,"

Issuing Purchase Order

Cancellation Workflow

Notifications, page 138.

PROCARD_BANK_SMENT_ARR

IVED

Notify appropriate users that a procurement card statement has arrived and is ready for reconciliation.

Notify appropriate users that the reconciliation of a procurement card bank statement was not finished within the preset time frame.

Notify the buyer when a requisition line requires an RFQ.

Worklist

Notify the buyer when a contract expires or reaches the maximum monetary amount. Also, notify the buyer when a contract is nearing its renewal date.

Worklist

PROCARD_GRACE_PERIOD_EX

PIRED

RFQ_NOTIFICATION

Notify the buyer when a POA is received that requires approval by the buyer before being processed.

(POA can be either an EDX or

Online POA.)

Worklist

CONTRACT_EXPIRY_ALERT

Note. You must run this workflow manually from an online page.

See Chapter 6, "Using Workflow,"

Issuing Contract Expiration and

Exceeding Maximum Workflow

Notifications, page 138.

PO_ACKNOWLEDGEMENT

Note. Within the activity tied to this business process, the EDI PO

Acknowledgement and the Online

PO Acknowledgement worklist definitions are the ones being used for this realtime notification.

See Also

Enterprise PeopleTools PeopleBook: PeopleSoft Application Designer Developer's Guide

137

Using Workflow Chapter 6

Issuing Requisition Sourcing Workflow Notifications

This section lists the page that you use to issue requisition sourcing workflow notifications using PeopleTools

Workflow Technology.

The PO_RQSRCD_WF process notifies requesters when their requisition lines have been sourced to purchase order lines.

Page Used To Issue Requisition Sourcing Workflow Notifications

Page Name

Requisition Sourced

Workflow - Req Srcd Prcs

Wf (requisition sourced process workflow)

Definition Name

REQ_SRCD_PRCS_WF

Navigation

Purchasing, Purchase

Orders, Stage/Source

Requests, Requisition

Sourced Workflow, Req

Srcd Prcs Wf

Usage

Run the PO_RQSRCD_WF process, which notifies requesters when their requisition lines have been sourced to purchase order lines by the Create Purchase

Orders process

(PO_POCREATE).

Issuing Purchase Order Cancellation Workflow Notifications

This section lists the page that you use to issue purchase order cancellation workflow notifications using

PeopleTools Workflow Technology.

Page Used to Issue Purchase Order Cancellation Workflow Notifications

Page Name Definition Name

Canceled Sourced POs

Workflow - Po Pocncl Prcs

(canceled sourced purchase order workflow - purchase order cancel process)

PO_POCNCL_PRCS

Navigation

Purchasing, Purchase

Orders, Stage/Source

Requests, Cancel Sourced

POs Workflow, Po Pocncl

Prcs

Usage

Run the PO_POCNCL_WF process, which notifies requesters when purchase orders that are sourced from their requisitions have been canceled.

Issuing Contract Expiration and Exceeding Maximum Workflow

Notifications

This section lists the page that you use to issue contract expiration and exceed maximum workflow notifications using PeopleTools Workflow Technology.

Chapter 6 Using Workflow

Page Used to Issue Contract Expiration and Exceed Maximum Workflow

Notifications

Page Name

Contract Alert Workflow

Definition Name

CNTRCT_ALERT_WF

Navigation

Purchasing, Procurement

Contracts, Create Contract

Alert Workflow, Contract

Alert Workflow

Usage

Run the PO_CNTRCT_WF process, which notifies buyers when their contracts have expired or reached their maximum monetary amounts. In addition, this process will update the work list entries for the buyer when the expiration date, release amount, or any thresholds have been modified for a contract and that contract still exceeds the thresholds.

See Also

PeopleSoft Enterprise Source-to-Settle Common Information 9.1 PeopleBook, "Using Voucher and Order

Contracts," Defining Contract Thresholds and Notifications

Using Purchase Order Acknowledgement Alert Workflow

Notifications

This section discusses how to use the purchase order acknowledgement alert workflow notification within the

PeopleTools Workflow Technology.

The purchase order acknowledgement alert workflow provides buyers with notifications for every purchase order where the purchase order is violating the defined rules for when a purchase order acknowledgement should be received by.

To generate the purchase order acknowledgement alert notification:

1. Define purchase order acknowledgement settings.

2. Run the POA_ALERTS Application Engine process to create worklist entries for the purchase orders that are violating the defined rules for when a purchase order acknowledgement should be received.

3. The system routes the worklist entry to the specified user ID based on the buyer ID on the purchase order header.

139

Using Workflow Chapter 6

4. Click the worklist entry.

The system transfers you to the purchase order on the Maintain Purchase Order - Purchase Order page where the buyer can acknowledge on behalf of the supplier or get the necessary information to contact the supplier.

See Also

PeopleSoft Enterprise eSupplier Connection 9.1 PeopleBook, "Acknowledging Purchase Orders Online"

Chapter 3, "Defining PeopleSoft Purchasing Business Units and Processing Options," Defining POA Settings, page 54

Chapter 28, "Creating Purchase Orders Online," Using Purchase Order Acknowledgements, page 787

PeopleSoft Enterprise Source-to-Settle Common Information 9.1 PeopleBook, "Maintaining Vendor

Information," Defining POA Settings

Pages Used to Use Purchase Order Acknowledgement Alert Workflow

Notifications

Page Name

POA Settings (purchase order acknowledgement settings)

Procurement Options

Definition Name

POA_DEF_BU_SP

VNDR_PROC_OPT_SEC

Navigation Usage

Set Up Financials/Supply

Chain, Business Unit

Related, Purchasing,

Purchasing Options,

Purchasing Options

Click the POA Settings link on the Purchasing Options page.

Define the purchase order acknowledgement alert settings for the purchasing business unit.

Vendors, Vendor

Information, Add/Update,

Vendor, Location

Click the Procurement link on the Vendor - Location page.

Define the purchase order acknowledgement alert settings for a vendor and location. The system will first use the POA settings defined for the vendor location on a purchase order, and if not defined there, will then use the POA settings for the purchasing business unit on the purchase order.

Chapter 6

Page Name

POA Alerts

Definition Name

PO_POA_ALERTS

Using Workflow

Navigation Usage

Purchasing, Purchase

Orders, Acknowledgements,

Run Acknowledgement

Alerts, POA Alerts

Initiate the Purchase Order

Acknowledgement Alerts

Application Engine process

(POA_ALERTS) which will generate worklist entries for the buyer. Buyers will receive a worklist entry for each purchase order that is violating the defined

POA settings for when a

POA should be received by the supplier.

Using Item Loader Exception Workflow Notifications

•

This section discusses how to use the Item Loader EDX exception workflow notification within the

PeopleTools Workflow Technology.

With the Item Loader EDX message, you can receive item data that is published by third-party sources by subscribing to XML-based messages or uploading a flat file.

•

The following conditions should trigger an exception notification:

•

Price change exceeds tolerance.

Notify when the new price on the item price change is greater than or equal to the old item price multiplied by the item price tolerance.

New item added.

Notify when a vendor provides a new item on the catalog. This enables you to set up defaults accordingly.

Unit of measure (UOM) does not exist.

New UOM is supplied for this item. Notify when the vendor item UOM does not exist on the UOM tables.

UOM changed.

Notify when the conversion rate has changed.

Error encountered.

Notify when an error (other than the exceptions identified above) is encountered when loading items. For example, a UOM code is not convertible.

To generate the Item Loader exception notification, follow these steps:

1. Define workflow rules using the Workflow Rule Assignment page.

2. Optionally, if you want the system to send out notifications when price tolerances are exceeded, define price tolerances.

141

Using Workflow Chapter 6

3. Run the Item Loader Workflow process (IN_ITMEXP_WF) to create worklist entries for item loader messages that meet the exception criteria.

Use the process to identity the errors and exceptions generated from the Item Loader process and then route them to the appropriate role user. The process either generates a worklist or emails, depending on how you define setup on the Workflow Rule Assignment page. You can run this process separately or with the Item Loader process.

4. The system routes the worklist entry to the specified user ID.

5. When you click the worklist entry, the system transfers you to the Approve Item Exceptions component, where you can view and approve item exceptions.

Defining Price Tolerances

You define price tolerances to use in conjunction with the price change exception rule. The item load processes compare the new item or vendor price on the Item Loader Staging table to the previous item or vendor price; if the new price exceeds the tolerances, the system generates an exception.

Tolerances may be defined by item category or by item. You can define price tolerances by a percentage increase or decrease, or by a higher or lower amount.

Over Percentage

Tolerance

Defines the minimum percent price increase that generates an exception. The default value is unlimited tolerance.

Over Amount Tolerance Defines the minimum amount price increase that causes an exception to be

generated. The default value is unlimited tolerance.

Under Percentage

Tolerance

Under Amount

Tolerance

Defines the minimum percent price decrease that causes an exception to be generated. The default value is unlimited tolerance.

Defines the minimum amount price decrease that causes an exception to be generated. The default value is unlimited tolerance.

Viewing and Approving Item Exceptions

•

After you find exceptions, you can use the Item Exception Approvals component to:

•

Approve the change and process as is (for price change, item does not exist or UOM change only).

Change the item attributes (for any exception).

Cancel the Item Load record completely.

This does not delete the item from the master database, but prevents any updates from being processed.

Change the exception approval status to Approved.

Chapter 6 Using Workflow

Pages Used to Use Item Loader Exception Workflow Notifications

Page Name Definition Name

Workflow Rule Assignment PV_WF_SETID_ASGN

Item Categories

Purchasing Controls

Item Loader Workflow

Select Exceptions

Exception Summary

Exception Detail

Item Master EIP

Maintenance

CATEGORY_TBL2

ITM_TBL_PUR2

RUN_IN_ITMLOADWF

IN_ITMEXP_SEL

IN_ITMEXP_SUM

IN_ITMEXP_DTL

IN_EIP_ITEM_MAINT

Navigation Usage

SCM Integrations, Setup,

Item Exceptions, Workflow

Rule Assignment

Assign workflow rules by setID, including whether you should notify using workflow or email. You can also check for exceptions and write the exceptions into the error log without generating workflow or email.

Items, Define Controls,

Item Categories, Category

Definition 2

Set price tolerance defaults for items.

Items, Define Items and

Attributes, Purchasing

Controls

Set price tolerance defaults for purchased items. These tolerances appear by default from the item category and can be overridden during online item setup.

SCM Integrations, Process

Transactions, Items, Item

Load Workflow, Item

Loader Workflow

Run the Item Loader

Workflow process to process errors and exceptions for Item Loader messages.

SCM Integrations,

Transaction Error Handling,

Approve Item Exceptions,

Select Exceptions

Select exceptions by setID, vendor, item, category, exception rule ID, status, or enterprise integration point control ID.

SCM Integrations,

Transaction Error Handling,

Approve Item Exceptions,

Exception Summary

Display the records matching the selection criteria from the Select

Exceptions page.

SCM Integrations,

Transaction Error Handling,

Approve Item Exceptions,

Exception Detail

Display the exception detail for each exception.

Click the EIP control ID link on the Exception Detail page.

View or correct the item data.

143

Using Workflow Chapter 6

Viewing and Approving Item Exceptions

Access the Exception Summary page (SCM Integrations, Transaction Error Handling, Approve Item

Exceptions, Exception Summary).

The system displays the status of the exception. Use the Change Status To field to select the status to which you want to change the exception. After making a selection in the Change Status To field, click the Apply All button to change the status for all errors and exceptions that appear. The exception is then available for reprocessing.

Click the Data Correction button on the Exception Detail page to access the appropriate component to correct the exception condition.

Using Rebate Manager Workflow Notification

This section discusses how to use the rebate manager workflow notification within the PeopleTools

Workflow Technology.

The rebate manager workflow provides rebate managers with notifications of claims generated against vendor rebate agreements that they are responsible for.

To generate the rebate manager notification:

1. Run the Rebate Accrual process to generate rebate accrual transactions.

2. Run the Generate Claims process to generate vendor rebate claims.

3. Run the Notify Rebate Manager process to create worklist or email entries to notify the rebate managers that claims have been generated for the vendor rebate agreements they are responsible for.

4. Review the worklist entry or the email sent for the rebate manager notification.

The rebate manager will use either the Message Dashboard or the Worklist page to review and acknowledge the notifications that were sent by the workflow process to the worklist.

Chapter 16, "Managing Vendor Rebate Claims," page 367

Appendix C, "Delivered Workflows for PeopleSoft Enterprise Purchasing," page 1327

Prerequisites

Before the rebate manager workflow notification process can be executed successfully you must have:

•

Defined a vendor rebate agreement with the Notify Rebate Manager check box selected on the Rebate

Agreement - Rebate Options page.

Chapter 6

•

Performed purchasing transactions on which to base vendor rebate claims.

Using Workflow

Pages Use to Use Rebate Manager Workflow Notifications

Page Name

Notify Rebate Mgr

Message Dashboard

Worklist

Definition Name

VRBT_NTFY_RM_RC

SAC_EWN_DSH_SRCH

WORKLIST

Navigation

Purchasing, Vendor

Rebates, Vendor Rebate

Claims, Notify Rebate

Manager, Notify Rebate

Mgr

Usage

Initiate the Notify Rebate

Manager process to notify the rebate managers of claims generated against their vendor rebate agreements.

Set Up Financials/Supply

Chain, Common

Definitions, Errors and

Warnings, Message

Dashboard

Worklist, Worklist

Manage rebate manager notifications.

Using Receipt Quantity Change Workflow Notifications

This section discusses how to use the receipt quantity change workflow notification within the PeopleTools

Workflow Technology.

The receipt quantity change workflow provides the rebate managers with notifications when a receipt associated with vendor rebate agreements that has accruals already included on a claim has been changed.

To generate the receipt quantity change workflow notification:

1. Change the quantity on a receipt associated with a vendor rebate agreement that already has accruals included on a claim using the Maintain Receipts - Receiving page.

Upon changing the quantity the system will automatically generate the notification.

2. Review the worklist entry or the email sent for the receipt quantity change notification.

The rebate manager will use either the Message Dashboard or the Worklist page to review and acknowledge the notifications that were sent by the workflow process to the worklist.

145

Using Workflow

Chapter 12, "Understanding Vendor Rebates," page 309

Chapter 16, "Managing Vendor Rebate Claims," page 367

Appendix C, "Delivered Workflows for PeopleSoft Enterprise Purchasing," page 1327

Chapter 6

Prerequisites

Before the receipt quantity change workflow notification process can be executed successfully you must have previously received a quantity on a receipt that was associated with a vendor rebate agreement that has accruals on a claim.

Pages Use to Use Receipt Quantity Change Workflow Notifications

Page Name

Maintain Receipts -

Receiving

Message Dashboard

Worklist

Definition Name

RECV_WPO

SAC_EWN_DSH_SRCH

WORKLIST

Navigation

Purchasing, Receipts,

Add/Update Receipts,

Maintain Receipts -

Receiving

Usage

Change the quantity on a receipt that is associated with a vendor rebate agreement that has accruals already included on a claim.

Set Up Financials/Supply

Chain, Common

Definitions, Errors and

Warnings, Message

Dashboard

Worklist, Worklist

Manage receipt quantity change notifications.

Using Settlement Manager Workflow Notifications

This section discusses how to use the settlement manager workflow notification within the PeopleTools

Workflow Technology.

The settlement manager workflow provides settlement managers with notifications of claims settlement activity that has occurred against vendor rebate claims that they are responsible for.

To generate the settlement manager notification:

1. Run the Rebate Accrual process to generate rebate accrual transactions.

2. Run the Generate Claims process to generate vendor rebate claims.

Chapter 6 Using Workflow

3. Run the Claim Settlement process to send claims to PeopleSoft Payables and PeopleSoft Receivables to be processed.

4. Run the Notify Settlement Manager process to create worklist or email entries to notify the settlement managers that claims settlement activity has occurred for the vendor rebate agreements they are responsible for.

5. Review the worklist entry or the email sent for the claims settlement notification.

The settlement manager will use either the Message Dashboard or the Worklist page to review and acknowledge the notifications that were sent by the workflow process to the worklist.

Chapter 14, "Generating Rebate Accruals," page 345

Chapter 16, "Managing Vendor Rebate Claims," page 367

Appendix C, "Delivered Workflows for PeopleSoft Enterprise Purchasing," page 1327

Prerequisites

•

Before the settlement manager workflow notification process can be executed successfully you must have:

•

Defined a vendor rebate agreement with the Notify Settlement Manager check box selected on the Rebate

Agreement - Rebate Options page.

Performed purchasing transactions on which to base vendor rebate claims.

Pages Use to Use Settlement Manager Workflow Notifications

Page Name

Notify Settle Mgr

Message Dashboard

Worklist

Definition Name

VRBT_NTFY_SM_RC

SAC_EWN_DSH_SRCH

WORKLIST

Navigation Usage

Purchasing, Vendor

Rebates, Vendor Rebate

Claims, Notify Settlement

Manager, Notify Settle Mgr

Initiate the Notify

Settlement Manager process to notify the settlement managers of claims settlement activity that occurred against their rebate claims.

Set Up Financials/Supply

Chain, Common

Definitions, Errors and

Warnings, Message

Dashboard

Worklist, Worklist

Manage settlement manager notifications.

147

Chapter 7

Using Default Hierarchies

This chapter provides overviews of:

•

PeopleSoft Purchasing default hierarchy.

Unit of measure (UOM) conversion hierarchy.

Matching default hierarchy.

Vendor location hierarchy and multicurrency pricing.

Multicurrency conversions.

Value-added tax (VAT) drivers, VAT driver keys, and the defaulting hierarchy for VAT defaults.

Understanding the PeopleSoft Purchasing Default Hierarchy

For each business unit that you define in PeopleSoft Purchasing, you establish default information used in all transaction processing. Depending on the fields that you define, you can specify default information at each applicable level in the hierarchy or have default fields obtain their values from default values designated at less-specific levels in the hierarchy.

PeopleSoft Purchasing provides default capability for those values that are relatively static in nature (values that remain the same in everyday operations and would become repetitive to enter for every transaction). For example, if you set up the ChartField defaults with the most appropriate values for the items, categories, and requesters, theoretically, you have little need to navigate to the requisition's distribution level to enter any values. The ChartField values at that level are set by default.

•

PeopleSoft defaults operate in two parallel areas: transactions and items.

•

Transaction defaults begin at the more-specific buyer level in the hierarchy and end with the most-general user level.

Item defaults begin at the most-specific ship to level and end at the most-general item category level.

Purchasing Transaction Default Hierarchy

•

This list illustrates an overview of the PeopleSoft Purchasing transaction default hierarchy, where each level represents a factor in the procurement process that can provide a transaction default value:

Level One: Buyer.

Level Two: Requester.

149

Using Default Hierarchies Chapter 7

•

Level Three: Vendor.

Level Four: Purchase Order Origin.

Level Five: Business Unit.

Level Six: User.

The first level, represents the buyer level, one of the most specific default levels. Level six, the last level, represents the user level, which is one of the least-specific default levels. When determining which value to use on a purchase order, the system references the highest default level for a value. If it cannot find one there, it moves down level by level, searching for a defined value.

This table details the levels in the transaction default hierarchy from which the selected transaction values can appear by default. The possible default hierarchy levels listed for each transaction field value begin with the more-specific default and end with the less-specific default.

For example, when determining the accounting template to use for a purchase order, the system first determines whether a vendor has defined an accounting template. If so, the system uses the vendor's accounting template. If a template is not defined at the vendor level, the system uses the accounting template defined at the business unit level.

Transaction Field Value

Accounting Template

Default Hierarchy

Vendor, Business Unit

AM Capitalize Flag

AM Unit

Business Unit

AP Accrue Flag

AP Unit

ASN Flag

Billing Location

BU Comments (business unit comments)

Business Unit

Buyer

Catalog ID

Business Unit

Vendor

Business Unit

User

Vendor, User

Requester

Chapter 7

Transaction Field Value

Contract Authority

Contract Dispatch Method

Contract Status

Country

Currency

Currency Code/Rate Type

Days + / - Today

Department

Fax

Freight Terms

GL Unit (general ledger unit)

Location Code

Match Option/Match Type

Order Location

Origin

Override Vendor

Payment Terms

Payment Terms Basis Date

Using Default Hierarchies

Default Hierarchy

User

Vendor, Business Unit

User

Vendor, User

Requester

Vendor, Business Unit

User

Buyer, Requester, Purchase Order Origin, User

Requester

Vendor, Business Unit

Business Unit

Buyer, Requester, Business Unit, User

Vendor, Business Unit

Vendor

Buyer, Requester, Business Unit, User

Buyer

Vendor, Business Unit

Vendor

151

Using Default Hierarchies

Transaction Field Value

Phone

PO Authority

PO Dispatch

PO Status

Pricing Location

Receiving Authority

Receiving BU

Replenishment Dispatch Method

Report Template

Requester Name

Requisition Authority

Requisition Status

Returning Location

RFQ Authority (request for quotation authority)

RFQ Dispatch Method

RFQ Status

RTV Debit Memo (return-to-vendor debit memo)

RTV Dispatch Method

Vendor

User

Vendor

Default Hierarchy

Buyer, Requester

User

Vendor, Business Unit

Buyer, User

Business Unit

User

Requester, User

Vendor

User

Vendor, Business Unit

User

Vendor

Vendor, Business Unit

Chapter 7

Chapter 7 Using Default Hierarchies

Transaction Field Value

RTV Fees

RTV Notification Method

RTV Replace Invoice

Sales Tax Tolerance

Sales/Use Tax Information

SetID

Ship To

Ship Via

Vendor

User

Default Hierarchy

Buyer, Requester, User

Vendor, Business Unit

Sourcing % Unit Price Tolerance (sourcing percentage unit price tolerance)

Business Unit

Tax Exempt Flag/Tax Exempt ID Business Unit

Use VAT Suspension (use value-added tax suspension) Business Unit

VAT Calculation Type

VAT Declaration Point

Business Unit

VAT Home

VAT Options

VAT Registration ID

VAT Rounding Rule

VAT Tolerance Check Indicator

Business Unit

Vendor, Business Unit

Business Unit

153

Using Default Hierarchies

Transaction Field Value

VAT Transaction Code

Vendor Authority

Business Unit

User

Default Hierarchy

Chapter 7

Requisition Default Hierarchy

PeopleSoft Purchasing enables you to create requisitions using requisition loader batch processing or the requisition online entry pages.

The Purchasing Requisition Loader Application Engine process (PO_REQLOAD) derives its most specific default values from the data sources of this batch process. At a less specific level, you can use the Requisition

Loader Defaults page to set the default values for the Purchasing Requisition Loader process. These default values populate empty requisition ChartFields when you run the process. Use the Requisition Loader Defaults

- Overrides and Options page to set override options for the Purchasing Requisition Loader process. These values replace source requisition ChartField values when you run the process.

•

After you create requisitions from the online entry pages, use the Maintain Requisitions - Requisition

Defaults page to set defaults for requisitions at the individual transaction level. This page gives you the option to do the following for all future requisition lines:

Specify default values.

The application references the default values specified in the existing hierarchy to populate fields on future lines. If no values are found, it uses the values defined on this page as defaults.

Specify overriding values.

The application references the values that you defined on this page to populate fields on the requisition for future lines.

If you have pre-existing defaults on the Requisitions - Header or Line Defaults pages and you change any of these values, PeopleSoft Purchasing enables you to retrofit these changes to existing requisition lines and distributions.

Line, Schedule, and Distribution Fields, page 457

Chapter 19, "Creating Requisitions Online," Entering Requisition Header Defaults, page 453

Chapter 20, "Using the Requisition Loader," Understanding the Purchasing Requisition Loader Application

Engine Process (PO_REQLOAD), page 515

PeopleSoft Enterprise Source-to-Settle Common Information 9.1 PeopleBook, "Defining Procurement

Options," Using Requisition Loader Defaults and Overrides

Chapter 7 Using Default Hierarchies

Purchase Order Default Hierarchy

PeopleSoft Purchasing enables you to create purchase orders using purchase order staging batch processing or the purchase order online entry pages.

The PO Stage Load Application Engine process (PO_POSTAGE) derives its more specific default values from the data sources of this batch process. At a less-specific level, you can use the PO Loader Defaults page to set the default values for the PO Stage Load process. These default values populate empty purchase order

ChartFields when you run the process. You can also use the PO Loader Defaults - Overrides and Options page to set override options for the Create Purchase Orders Application Engine process (PO_POCREATE).

These values replace existing purchase order ChartField values when you run the process.

•

Once you create purchase orders from either online or batch processes, use the Purchase Order Defaults page to set defaults for purchase orders at the individual transaction level. The page gives you the option to do the following for all future purchase order lines:

Specify default values.

The application references default values specified in the existing hierarchy to populate fields on future lines. If no values are found, it uses the values defined on this page as defaults.

Specify overriding values.

The application references the values that you defined on this page to populate fields on the purchase order for future lines.

If you have pre-existing defaults on the PO Header Defaults pages and you change any of these values,

PeopleSoft Purchasing enables you to retrofit these changes to existing purchase order lines and distributions.

Schedules, and Distributions, page 714

Chapter 28, "Creating Purchase Orders Online," Entering Purchase Order Defaults, page 710

Chapter 29, "Using Purchase Order Sourcing," Loading Staged Purchase Order Requests from PeopleSoft

Supply Planning and Manufacturing, page 837

PeopleSoft Enterprise Source-to-Settle Common Information 9.1 PeopleBook, "Defining Procurement

Options," Using Purchase Order Loader Defaults and Overrides

Purchasing Item Default Hierarchy

•

This list illustrates an overview of the PeopleSoft Purchasing item default hierarchy, where each level represents a factor in the procurement process that can provide an item default value:

Level One: Ship To Location

Level Two: Regions

Level Three: Kit Item

155

Using Default Hierarchies Chapter 7

•

Level Four: Item/Vendor Attributes

Level Five: Item BU Attributes

Level Six: Item Purchasing Attributes

Level Seven: Item

Level Eight: Item Category BU Attributes

Level Nine: Item Category

The first level is the ship to location level, which is one of the most-specific default levels. Level nine, the last level, represents the item category level. Level nine is one of the least-specific default levels. When determining which value to use for an item, the system first references the highest default level for a value. If it cannot find one there, it moves down the relevant levels, searching for a defined value to use.

This table details the levels in the item default hierarchy from which the selected transaction values can appear by default. The possible default hierarchy levels listed for each item-related field value begin with the more-specific default and end with the most-general level default.

For example, when determining the asset profile ID for an item, the system first references the item purchasing attributes to determine whether an ID is defined. If so, the system uses that asset profile ID. If an

ID is not defined, the system uses the asset profile ID defined at item category level.

Text in boldface indicates a grouping of default fields, rather than just a single field, for example, matching controls and sourcing controls.

Transaction Field Value

Asset Profile ID

Default Hierarchy

Item Purchasing Attributes, Item Category

Buyer

Currency Code

Origin Country

Item BU Attributes, Item Purchasing Attributes, Item

Category-BU Attributes, Item Category

Item/Vendor Attributes, Item BU Attributes, Item

Purchasing Attributes, Item Category

Item/Vendor Attributes

Description

Delivery Instructions

Distribution Network

Inventory BU

Item Purchasing Attributes, Item

Ship To Location

Chapter 7 Using Default Hierarchies

Transaction Field Value

Item/Item Category

Item Specifications

Lead Time Days

Default Hierarchy

Ship To Location

Item Purchasing Attributes

Item/Vendor Attributes, Item BU Attributes, Item

Purchasing Attributes, Item Category

Item Purchasing Attributes, Item

Item

Long Description

Lot Item

Manufacturer ID

Manufacturer Item ID

Item/Vendor Attributes, Item

Matching Controls: Unit Price Tolerance Over, Unit

Price Tolerance Under, % Unit Price Tolerance Over, %

Unit Price Tolerance Under, Ext. Price Tolerance Over,

Ext. Price Tolerance Under, % Ext. Price Tolerance

Over, % Ext. Price Tolerance Under

Item/Vendor Attributes, Item BU Attributes, Item

Purchasing Attributes, Item Category

Miscellaneous Controls and Options

Accept Any Ship To

Accept Any UOM

Item/Vendor Attributes, Item BU Attributes, Item

Purchasing Attributes, Item Category

Item/Vendor Attributes, Item BU Attributes, Item

Purchasing Attributes

Item/Vendor Attributes

Accept Any Vendor

Auto Select

Close PO Under Percent Tolerance

Contract Required

RFQ Required

Item BU Attributes, Item Purchasing Attributes

Item BU Attributes, Item Purchasing Attributes, Item

Category

Item BU Attributes, Item Purchasing Attributes

Item/Vendor Attributes, Item BU Attributes, Item

Purchasing Attributes

157

Using Default Hierarchies

Transaction Field Value

Stockless Item

Taxable

Tax Exempt Information

Ultimate Use Code

Order Location

Packing Weight

Packing Weight UOM

Packing Volume

Packing Volume UOM

Price (vendor)

Price (standard)

Price Can Be Changed On Order

Receiving BU

Receiving Controls

Early Ship Reject Days

158

Chapter 7

Default Hierarchy

Item/Vendor Attributes, Item BU Attributes, Item

Purchasing Attributes

Ship To Location, Item/Vendor Attributes, Item BU

Attributes, Item Purchasing Attributes

Ship To Location

Item BU Attributes, Item Purchasing Attributes, Item

Category

Ship To Location, Region

Item/Vendor Attributes, Item BU Attributes, Item

Purchasing Attributes

Item/Vendor Attributes, Item BU Attributes, Item

Purchasing Attributes

Item/Vendor Attributes, Item BU Attributes, Item

Purchasing Attributes

Item/Vendor Attributes, Item BU Attributes, Item

Purchasing Attributes

Item/Vendor Attributes

Item BU Attributes, Item Purchasing Attributes

Item/Vendor Attributes

Ship To Location

Item BU Attributes, Item Purchasing Attributes, Item

Category

Item BU Attributes, Item Purchasing Attributes, Item

Category

Chapter 7 Using Default Hierarchies

Transaction Field Value

Inspection ID

Inspection Required

Inspect Sample %

Inspection UOM

Partial Quantity

Quantity Received Tolerance %

Receiving Required Flag

Reject Quantity Over Tolerance

Region of Origin

Sales/Use Tax Information

Serial Item

Ship Via

Standard or Vendor UOM

Standard UOM

Rounding Tolerance

RTV Information: RTV Miscellaneous Charge, RTV

Action, RTV Percent, RTV Reason

Default Hierarchy

Item BU Attributes, Item Purchasing Attributes, Item

Category

Item BU Attributes, Item Purchasing Attributes, Item

Category

Item BU Attributes, Item Purchasing Attributes

Item BU Attributes, Item Purchasing Attributes, Item

Category

Item BU Attributes, Item Purchasing Attributes, Item

Category

Item/Vendor Attributes, Item BU Attributes, Item

Purchasing Attributes, Item Category

Item BU Attributes, Item Purchasing Attributes, Item

Category

Item BU Attributes, Item Purchasing Attributes, Item

Category

Item/Vendor Attributes

Ship To Location

Item

Item BU Attributes, Item Purchasing Attributes, Item

Item/Vendor Attributes

Item

Item/Vendor Attributes

159

Using Default Hierarchies Chapter 7

Transaction Field Value

Sourcing Controls

Use Category Sourcing Controls

Vendor Sourcing Priorities

Sourcing Method

Accumulate Level

Lead Time Factor %

Price Factor %

Ship To Priority Factor %

Vendor Priority Factor %

Cumulative Sourcing: Year to Start, Month to Start,

Number of Months, Start Date, End Date

Vendor Sourcing Priorities

Priority

Vendor ID

Allocation Percentage

Use Item Standard Lead Time

Use Standard Item Tolerance

Vendor History: Number of Months, Month to Start

Default Hierarchy

Item Purchasing Attributes, Item Category

Item Purchasing Attributes

Item Category

Item Purchasing Attributes, Item Category

Item Category

Item Purchasing Attributes, Item Category

Item Category

Ship to Location, Region, Item/Vendor Attributes, Item

Category

Ship to Location, Region, Item/Vendor Attributes, Item

Category

Item/Vendor Attributes, Item Category

Item/Vendor Attributes

Item Category

Chapter 7 Using Default Hierarchies

Purchasing ChartField Default Hierarchy

•

This list illustrates an overview of the PeopleSoft Purchasing ChartField default hierarchy, where each level represents a factor that can provide a ChartField default value.

Level One: Purchasing Kit Items.

Level Two: Item BU Attributes.

Level Three: Item Purchasing Attributes.

Level Four: Item Category.

Level Five: Requester.

The first level represents the purchasing kit item setup, one of the most-specific default levels. Level five represents the requester level, one of the least-specific default levels. When determining which ChartField value to use, the system first references the highest default level for a value. If it cannot find one there, it moves down the relevant levels, searching for a defined value.

Understanding the UOM Conversion Hierarchy

All of the PeopleSoft applications use UOMs to quantify resources. In PeopleSoft Purchasing, the various

UOMs that are available for the transactions enable you to quantify and track the items that you have purchased.

You must first define the UOM codes to be used in the system on the Units of Measure page. Use this page to define standard conversion rates between any combination of UOMs necessary. These codes are stored in the

Units table.

These are the UOMs commonly used by PeopleSoft Purchasing transactions:

•

General UOM

The general UOM and its conversion rates are defined on the Units of Measure page. This information is stored in the Units table.

161

Using Default Hierarchies Chapter 7

•

Inventory item UOM

The inventory item UOM is the UOM defined for the item on the Item Definition - Units of Measure page. The inventory item UOM rate of conversion to the item standard UOM is also defined on the Item

Definition - Units of Measure page. The inventory item UOM information represents the UOM in which the item is tracked in the business process. This information is stored in the Inventory Item table.

Define an item standard UOM when you first enter an item definition into the system on the Item

Definition - General: Common page. After transactions against the item are created, the standard UOM cannot be changed.

•

The item standard UOM serves as the smallest common denominator for UOM conversion, and should be selected accordingly. The standard UOM should be the smallest unit in which the item is transacted and should be selected, so that any conversions performed for the item are converted from the standard UOM.

For example, do not assign a standard UOM of CASE to an item that you regularly order in the smaller

UOM of BOX or EACH.

Item vendor UOM

The item-vendor UOM is defined for an item-vendor combination on the Vendor's UOM & Pricing Info page. The item-vendor UOM rate of conversion to the item standard UOM is also defined on this page.

The item-vendor UOM information represents the UOM in which the item is purchased from a specific vendor. This information is stored in the Item Vendor table.

Information, page 91

PeopleSoft Enterprise Managing Items 9.1 PeopleBook, "Defining Items by SetID," Associating an Item with a UOM

PeopleSoft Enterprise Managing Items 9.1 PeopleBook, "Defining Items by SetID," Assigning a UOM to an

Item

UOM Defaulting

The PeopleSoft Purchasing UOM default hierarchy is based in part on the type of transaction that you create

(RFQ, requisition, purchase order, contract, or procurement card). If a vendor is involved in the transaction, the setting of the Accept Any UOM check box for the vendor on the Purchasing Attributes - Item Vendor page is also a factor in the UOM default hierarchy.

This diagram illustrates the UOM default hierarchy:

Chapter 7 Using Default Hierarchies

UOM default hierarchy

When you enter a requisition with a specified item ID, the system searches for a preferred vendor for the item. If a preferred vendor exists, the preferred vendor default UOM appears on the requisition.

If the item ID that you add to a requisition has no vendor ID, the UOM appears by default in the item standard UOM defined for the item.

If you are creating an ad hoc, RFQ, or procurement card transaction, the system creates the transaction with the general UOM that you specify on the transaction.

163

Using Default Hierarchies Chapter 7

Chapter 4, "Defining Purchasing Item Information," Defining Attributes and Priorities for Purchasing Item

UOM Conversion Rate Defaults

When you convert one transaction type to another, the UOM on the originating transaction may need to be converted to the UOM that is required for the new transaction. This kind of UOM conversion may be performed when you source a requisition to a purchase order, or award an RFQ and create a purchase order for it.

For example, suppose that you have a requisition with no vendor for a quantity of 10 boxes of an item in the inventory item UOM. When you source the requisition to a purchase order, and the vendor assigned to the purchase order does not accept any UOM, the item vendor UOM overrides the inventory item UOM. If the vendor has a preferred UOM of cases, the requisition quantity of 10 boxes in the inventory item UOM must be converted to the item vendor UOM of cases.

To accomplish this, the system uses the UOM conversion rate between boxes and the standard UOM defined on the Inventory Item table. It then accesses the UOM conversion rate between cases and the standard UOM defined on the Item Vendor table. If none exists, the system uses the conversion rate defined on the Inventory

Item table. The system then reconciles the quantities in the standard UOM to derive the quantity to be ordered in the preferred item vendor UOM of cases.

If the chosen vendor accepts any UOM, you can create the purchase order from the requisition with the inventory item UOM, and no conversion is necessary.

When you source an ad hoc item transaction to a purchase order, the general UOM on the originating transaction is carried to the purchase order and no conversion is performed. This diagram illustrates the process:

Chapter 7 Using Default Hierarchies

UOM conversion default hierarchy

Understanding the Matching Default Hierarchy

This section outlines the way in which matching and Evaluated Receipt Settlement (ERS) statuses appear by default onto vouchers, purchase orders, and receipts. Status flags determine the application of match rules to a purchase order, receipt, or voucher rather than the type of match control ID. The status flag settings are derived from the vendor location options and options at the PeopleSoft Payables business unit level or

PeopleSoft Purchasing business unit level. ERS processing is further controlled by options at the PeopleSoft

General Ledger business unit level (procurement accounting controls). Matching includes receipt-only matching (voucher to non-purchase order receipts).

This table illustrates the matching default hierarchy used in PeopleSoft Purchasing:

165

Using Default Hierarchies Chapter 7

166

Matching default hierarchy table

Purchase Order Key

MATCH_STATUS_PO

T (to match)

N (not required)

Receipt Key

MATCH_STATUS_RE

CV

T (to match)

N (not required)

ERS_INV_DT_OPT

F (freight terms)

R (receipt date)

N (none)

Voucher Key

MATCH_STATUS_VC

HR

T (to be matched)

N (not applicable)

MATCH_ACTION

Y (yes)

N (no)

E (evaluated receipt settlement)

See Also

PeopleSoft Enterprise Payables 9.1 PeopleBook, "Running the Matching Process"

Chapter 7 Using Default Hierarchies

Understanding the Vendor Location Hierarchy and Multicurrency

Pricing

PeopleSoft Purchasing uses the vendor location hierarchies to determine vendors and various vendor locations for online requisitions. These hierarchies are also used by the PO Calculations Application Engine process (PO_POCALC) to determine the vendor necessary to create a purchase order and determines how pricing is ultimately derived based on this hierarchy.

This section also discusses how involvement of multicurrencies affects which pricing locations the system obtains. Depending on the setting of the multicurrency flags and which currencies have been set up for the purchasing business unit, requester, vendor location, and pricing locations, PeopleSoft Purchasing performs multicurrency conversions when required.

Here is the setup hierarchy for vendor location and pricing:

Level 1

Level 2

Level 3

Level 4

Level 5

When defined, the system uses Item Ship To Vendor Locations to determine the priority vendor and the vendor location specified for the item and ship to location. Based on the vendor and vendor location, the pricing location is derived from the Maintain Vendor setup. If not defined, it uses level 2 defaulting.

When defined, the system uses the Item Region Vendor Locations to determine the priority vendor and the vendor order location specified for the item and region. Based on the vendor and vendor location selected for the region, pricing location is derived based on the vendor and vendor location selected for the region by accessing the location details from the Maintain Vendor setup. If not defined, it uses level 3 defaulting.

The system selects the vendor based on the Item Vendor setup. When defined, the system uses the Ship To Vendor Location to get the vendor order locations to derive the pricing location from the Maintain Vendor setup. Ordering locations can be different from the default locations. If not defined, it uses level 4 defaulting.

The system selects the vendor based on the Item Vendor setup. When defined, the system uses the Region Vendor Location to get the vendor order locations to derive the pricing location from the Maintain Vendor setup. Ordering locations can be different from the default locations. If not defined, it uses level 5 defaulting.

When defined, the system uses the vendor priorities established in the Item

Vendor setup to derive the pricing location from the Maintain Vendor setup. If the Item Vendor setup is the only one defined, the pricing location is always derived from the vendor default location. If not defined, there is no control hierarchy defined.

You can define various locations for a vendor on the Vendor Information - Location page accessed from the

Maintain Vendors menu. Each location that you define points to an ordering location and a pricing location.

167

Using Default Hierarchies Chapter 7

The Item Ship To Vendor Location that you define on the Item Ship To Locations page is a setup based on the combination of the item and ship to location. This setup prioritizes the vendors from which the item can be purchased for a ship to location and determines the specific vendor location from which to get a pricing location.

The Item Region Vendor Location that you define on the Item Region Locations page is a setup based on the combination of the item and region. This setup prioritizes the vendors from which the item can be purchased for a region and determines the specific vendor location from which to get a pricing location. The region is derived from the shipto location on the requisition or staged purchase order's schedule.

The Ship To Vendor Location that you defined on the Ship To Locations page defines all of the vendors that can ship an order to a particular ship to location and is not item-specific. Each vendor and the appropriate vendor order location appears. When determining the vendor ordering location, the system first references the

Item Vendor for the priority 1 vendor and then references the Ship To Location page to determine the order location.

The Region Vendor Location that you defined on the Region Locations page defines all of the vendors that can ship an order to a particular region and is not item-specific. Each vendor and the appropriate vendor order location appears. When determining the vendor ordering location, the system first references the Item Vendor for the priority 1 vendor and then references the Region Location page to determine the order location.

The Item Vendor setup dictates only vendor priorities, and establishes vendor UOM pricing for their pricing locations. This setup does not dictate vendor order locations for the item. Vendor ordering locations default from one of the hierarchies discussed previously or, if no higher level defaults are found, from the default location defined on the Maintain Vendor - Location page. The item vendor relationship that you defined on the Purchasing Attributes - Item Vendor page defines the pricing location for the vendor's default location.

Regardless of the setup that you implement, the pricing location the system uses is ultimately derived from the vendor ordering location. In addition, you can override anything that appears by default on the requisition.

To ensure the override is carried to the purchase order, make sure that the Override Suggested Vendor check box is clear on the Maintain Requisition - Requisition page and the Let POCalc Override Vendor check box is clear on the Selected Item Details page accessed from the Sourcing Workbench.

By selecting this check box on the requisition, you enable the purchase order to be created using the same hierarchy and ignore all of the overriding information that the user enters on the requisition. Once the purchase order is created, the buyer can still override this information prior to dispatching.

For example, suppose that the user changes the vendor or vendor location that appear by default on the requisition, and the override suggested vendor check boxes are selected, the purchase order is created following the hierarchy. This overrides the user suggested vendor or vendor location on the requisition.

The purpose of defining the areas described here is to enable more control and automation in the system, thereby reducing the level of repetitive effort by the user. If you want a more automated system, a greater effort is required for the initial setup. This setup is a one-time effort that can increase the utilization of timesaving batch processing capabilities by the system. These setups require occasional updating as vendor changes occur.

Note. These setup scenarios are based on normal day-to-day practices. Exceptions are handled through

manual intervention at the requisition, sourcing, or the purchase order level.

Chapter 7 Using Default Hierarchies

Purchasing Business Units, page 17

PeopleSoft Enterprise Source-to-Settle Common Information 9.1 PeopleBook, "Defining Procurement

Options," Defining Ship To Locations

PeopleSoft Enterprise Source-to-Settle Common Information 9.1 PeopleBook, "Maintaining Vendor

Information," Specifying High-Level Procurement Processing Options

High-Level Controls Implementation: Item Ship To Vendor Location and Item

Region Vendor Location Overview

Establishing Item Vendor relationships associated with a ship to location or region provides the highest degree of control. These relationships are specific to the item and the ship to location or region, and enable definition of the vendor priority and vendor order location at a more granular level.

The ship to location is the most specific designation, which overrides both the Item Region Vendor Location and the Item Vendor priorities and location. Grouping ship to locations into regions provides the ability to override the Item Vendor prioritization and default vendor order location at the intermediate Item Region

Vendor Location level. Both of these options, add flexibility to the default vendor selection hierarchy.

Item Ship To Vendor Location Setup

Defining item ship to vendor locations provides the highest degree of control. This location-pricing relationship is specific to the item and ship to location. You can specify a multitude of ship to locations for one item and define different vendor priorities for the same item based on ship to locations. Indeed, this can require a large effort depending on the quantity of items and ship to locations that you have. However, time spent on this one-time setup saves time and repetitive effort in the future.

When you create the online requisition or when you source an existing requisition, the system references the item and ship to location of the requisition and accesses the item ship to location to get the priority 1 vendor and its vendor location. The system derives the pricing location that you defined for the vendor location. It then looks to the item-vendor relationship to access the pricing for the derived pricing location.

This diagram illustrates this default hierarchy:

169

Using Default Hierarchies Chapter 7

Default Hierarchy using the Item Ship To Vendor Location setup

Item Region Vendor Location Setup

A Ship to location can be associated to a region, allowing for management of similar ship to locations at the region level. Item region vendor locations provide a location-pricing relationship that is specific to the item and region. You can associate many regions to an item and define different vendor priorities for the same item based on region. This level of flexibility in vendor prioritization ensures the right suppliers are assigned to the purchase orders, without driving all of the maintenance down to the item ship to location.

When you create the online requisition or when you source an existing requisition, the system references the ship to location to determine the appropriate region. If the ship to location is assigned to a region and a lower level override for the Item Ship To Location does not exist, the system will accesses the item region vendor location to get the priority 1 vendor and its vendor location. The system derives the pricing location that you defined for the vendor location. It then looks to the item-vendor relationship to access the pricing for the derived pricing location.

Chapter 7 Using Default Hierarchies

Mid-Level Control Implementation: Ship To Vendor Location and Region

Vendor Location Vendor Order Location Overview

Establishing a vendor order location relationship with a ship to location or region provides an intermediate level of control (less control) in the vendor hierarchy. These relationships associate either a ship to location or a region to a vendor order location to override the Vendor's default order location.

With these additional levels of the hierarchy, the priority vendor is determined from the Item Vendor definition. Once the vendor ID is identified, the determination of the vendor order location begins with the ship to vendor location, then looks to the region vendor location and finally the vendor default location, as defined on the Maintain Vendors component.

Ship To Vendor Location Vendor Order Location Setup

The next level of control is provided by defining the vendor order location for each ship to location. The ship to location is based on the requester and buyer setups that include ship to location defaults for the requisition and purchase order.

One vendor ordering location for each vendor is defined for each ship to location. You can have more than one vendor for each ship to location but only one order location per vendor. This default system is not itemspecific, but rather ship to location specific. This setup can require a large effort depending on the quantity of vendors and ship to locations that you have.

As you create an online requisition or when you source an existing requisition, the system references the item-vendor relationship to get the priority 1 vendor. The system then accesses the ship to location to determine the order location for the priority 1 vendor and uses the order location to derive the pricing location. The system then retrieves the pricing for the derived pricing location from the Item Vendor setup.

This diagram illustrates the default hierarchy for defining the ship to vendor order location for each ship to location:

171

Using Default Hierarchies Chapter 7

Default Hierarchy using the ship to vendor location vendor order location setup

Region Vendor Location Vendor Order Location Setup

Using the procurement region enables you to group ship to locations for additional defaulting purposes. By defining the vendor order location for each region, you can override the default vendor order location for additional control, without maintaining these overrides for every ship to location in the buying organization.

One vendor ordering location for each vendor can be defined for each region. You can have more than one vendor for each region but only one order location per vendor. This default system is not item-specific, but rather region specific.

As you create an online requisition or when you source an existing requisition, the system references the item-vendor relationship to get the priority 1 vendor. Once the system determines the ship to location's region, it accesses the region vendor location definition to determine the order location for the priority 1 vendor and uses the order location to derive the pricing location. The system then retrieves the pricing for the derived pricing location from the Item Vendor setup.

Chapter 7 Using Default Hierarchies

Low-Level Control Implementation: Defining Item-Vendor Relationships

Overview

The least amount of control and setup effort occurs in the item-vendor setup scenario. In this case, you only define vendor priorities and vendor UOM pricing for the pricing locations of each established vendor. If neither item ship to location nor ship to location is defined, the system uses the priority 1 vendor default location to derive its pricing location. Any other vendor locations and pricing locations, if defined, are not considered. It then goes back to the item-vendor relationship to reference the pricing for the derived pricing location. This hierarchy applies to purchase orders created online.

This diagram illustrates the default hierarchy for defining item-vendor relationships:

Default hierarchy using the item-vendor setup

173

Using Default Hierarchies Chapter 7

Zero-Level Control Implementation Overview

A zero-level of control results from not defining any of these setups, including no item-vendor relationships.

In this scenario, no vendor automatically appears on the requisition, so the standard price is used. You can enter a suggested vendor, but the standard price remains. During the requisition selection process, you can select a vendor if the field is blank or change the vendor that the requester suggested. Because none of the setups were defined, the purchase order is built with the same pricing as the requisition or any buyer pricing updates are performed through requisition selection. Failure to establish item-vendor relationships prevents the creation of contracts. In the same scenario, purchase orders created online use the standard price as well.

Understanding Multicurrency Conversions

You can define multiple currencies and UOMs for a pricing location. When multicurrencies are involved, the system creates the requisition and purchase order provided that there is a currency and UOM match. If there is no match, the system uses an additional hierarchical path to determine the price and currency to use when creating the requisition and purchase order. When required, the system also performs multicurrency conversions.

This diagram illustrates the multicurrency conversion hierarchy:

Chapter 7 Using Default Hierarchies

Multicurrency conversion

Requisitions are created in the PeopleSoft Purchasing business unit currency when the Allow Multicurrency

Reqs (allow multicurrency requisitions) check box is clear on the Purchasing Definition - Business Unit

Options page. If the check box is selected, the requisition is created in the requester's currency.

175

Using Default Hierarchies Chapter 7

When the system determines the pricing location and the pricing location is defined in the Item Vendor setup, the following text describes the steps that the system uses to determine what price to use based on the requisition (transaction) currency.

Use these steps to determine the requisition multicurrency price:

1. If the pricing location has a price defined in the requisition currency and UOM, this is the price that is used.

2. If there is no match in step 1, the system looks at the currency defined for the vendor order location.

3. If the vendor location currency (price vendor location) is not specified, the system moves on to step 4.

If the vendor location currency (price vendor currency) is specified, the system accesses the item-vendor pricing location to obtain the price for the vendor location currency (price vendor currency) and transaction UOM. If there is a match, the system takes that price and converts it to the transaction currency.

4. If there is no match in Step 3, the system uses the transaction currency and vendor default UOM to find a match in the pricing location.

If it finds a match, this price is used on the requisition. When there is no match and if the vendor location currency is not defined, the system skips step 5 and moves on to step 6.

5. If there is no match in step 4, the system uses the price vendor currency derived in step 2 and the default

UOM when checking the pricing location.

If there is a match, it converts it to the transaction currency.

6. If there is no match in step 5, the system uses the standard price.

If the currency is different, it converts that price to the transaction currency.

The requisition base price is derived from the transaction price. If the transaction price is in a different currency, the system converts it into the base price currency.

If the Allow Multicurrency POs check box is selected on the Purchasing Definition - Business Unit Options page, purchase orders are always built in the vendor order location currency (price vendor currency). If the vendor location currency is not defined, or if the Allow Multicurrency POs check box is clear, the purchase order is built in the currency for the PeopleSoft Purchasing business unit.

When the Override Suggested Vendor check box is clear, the purchase order is built from the requisition, and if currencies are different, the system converts the requisition transaction price or currency to the purchase order currency. If the Override Suggested Vendor check box is selected, the system follows the same vendor location hierarchies described previously.

If the purchase order is built from a requisition and the Define PO option was selected during requisition selection, the purchase order is built in the vendor currency, or the modified currency, if it was modified during Define PO.

Chapter 7 Using Default Hierarchies

Understanding VAT Drivers, VAT Driver Keys, and the Defaulting

Hierarchy for VAT Defaults

The following table lists the PeopleSoft Purchasing VAT drivers and associated VAT driver keys for the

VAT Defaults component. The table also indicates which drivers control defaults for the Services VAT

Treatment:

VAT Driver

Item BU

VAT Driver

Keys

PeopleSof t

Applicatio n

Countr y

State Applicable to

Regular VAT

Defaults

Item SetID

Item ID

Business

Unit

Purchasing l

Optiona l

Optiona Yes

Applicable to

Services VAT

Treatment

Defaults

Item Yes

Item Category

Item SetID

Item ID

Purchasing

, Payables l

Optiona l

Optiona Yes

Item SetID

Category

Code

Purchasing l

Optiona l

Optiona Yes Yes

Yes Vendor Location Vendor

SetID

Vendor ID

Vendor

Location

Purchasing

, Payables l

Optiona l

Optiona Yes

Vendor Vendor

SetID

Vendor ID

Purchasing

, Payables l

Optiona l

Optiona Yes

PO Business Unit Business

Unit

PO Options

Purchasing l

Optiona l

Optiona Yes

SetID

Process

Option ID

Purchasing l

Optiona l

Optiona Yes

Yes

177

Using Default Hierarchies Chapter 7

VAT Driver

VAT Entity

Registration

VAT Country

Credit Card

Provider

VAT Driver

Keys

PeopleSof t

Applicatio n

Countr y

VAT

Entity

Country

All Require d

State Applicable to

Regular VAT

Defaults

Optiona Yes

Applicable to

Services VAT

Treatment

Defaults

No Country All Not applica ble l

Optiona Yes

Vendor

SetID

Credit Card

Vendor

Purchasing l

Optiona l

Optiona Yes No

See Also

PeopleSoft Enterprise Global Options and Reports 9.1 PeopleBook, "Getting Started"

Chapter 8

Using Commitment Control

This chapter provides an overview of commitment control in PeopleSoft Purchasing and discusses how to:

•

Use partial and final liquidations.

Budget check requisitions.

Budget check purchase orders.

Budget check procurement cards.

Run budget period-end processes.

Roll over purchase orders at budget period-end.

Understanding Commitment Control in PeopleSoft Purchasing

In PeopleSoft Purchasing, commitment control enables you to track or control commitments, obligations, or expenditures. You can track for encumbrance accounting, as well as check validation against predefined, authorized budgets. Commitment control enables you to automate large portions of the accounting control process.

When you set up your budgets, you designate amounts for those budgets and associate them with the appropriate PeopleSoft General Ledger business unit. After budgets are established, you can track and control all transactions in the procurement life cycle against the overall budget.

From a budgetary perspective, the procurement life cycle includes pre-encumbrances, encumbrances, and expenditures, all of which are tracked against a designated budget. When you use commitment control, the system deducts each type of financial obligation from the budget and tracks it according to obligation type; this enables you to determine how many dollars you have committed in pre-encumbrances, encumbrances, and expenditures. You can liquidate your pre-encumbrance and encumbrance balances by amount or quantity.

Depending on the liquidate method that you specify on a document, the budget processor uses that method scheme to calculate the remaining spending authority accordingly.

Here is a high-level overview of the procurement life cycle in commitment control:

1. When you generate a requisition, a pre-encumbrance is created in your budget records by the budgetchecking process.

2. When a requisition is sourced to a purchase order, commitment control liquidates the pre-encumbrance from the requisition and establishes an encumbrance for the purchase order.

3. When the purchased goods or services are delivered and the purchase order references a voucher, commitment control liquidates the encumbrance and records an expenditure.

179

Using Commitment Control Chapter 8

You can set up commitment control to act on transactions that exceed your budget limit. Transactions and future obligations that exceed the budget are exceptions. You can specify the degree of control and corrective action that you want to enable individual users to exercise over exceptions. Commitment control warns you of exceptions if transactions and future obligations exceed your budgeted amounts. You can set this feature to prevent transactions that exceed a designated budget or to warn you about transactions that exceed a budget, and therefore, require corrective action.

Here are some examples of corrective actions:

•

Increasing approved budgetary amounts.

Requesting competitive bids from alternate suppliers.

Denying requisitions or canceling purchase orders.

Overriding exceptions by authorized users.

Commitment control enables you to receive warnings about activities that may send your budgets over their approved amounts. For example, a transaction that exceeds the budget can trigger a workflow warning to personnel at a higher level, while still going through the system as if the necessary budget existed. The transaction can also be rejected and stopped without approval from a higher authority. In either scenario, you can define options in PeopleSoft General Ledger that provide you with control over how your system handles exceptions for individual budgets and business units.

Commitment control also enables you to determine a budget date default scheme to use when setting up your system for the first time. Use the Installations Options page to define your preferred budget date defaults. You can either automatically change the accounting date to the document's accounting date, or you can copy the budget date from the predecessor document.

You can view summarized budget checking information for affected transactions on the PeopleSoft

Purchasing requisition and purchase order inquiry pages.

See Also

PeopleSoft Enterprise Commitment Control 9.1 PeopleBook, "Understanding PeopleSoft Commitment

Control"

PeopleSoft Enterprise Commitment Control 9.1 PeopleBook, "Setting Up Basic Commitment Control

Options"

PeopleSoft Enterprise Application Fundamentals 9.1 PeopleBook, "Setting Installation Options for

PeopleSoft Applications"

Delivered Source Transaction Types for Purchasing

PeopleSoft Purchasing delivers seven source transaction types for use in PeopleSoft Purchasing. This table illustrates the delivered source transactions types along with their selection criteria (header record field name and field value) that the system uses for selecting source transactions for budget-checking.

Note. You can modify the selection criteria for these source transaction types but special care should be taken

when performing the modifications. These modifications are best done by programmers with extensive experience in PeopleSoft application code.

Chapter 8 Using Commitment Control

Source Transaction Types

This table illustrates the delivered source transaction types for use with PeopleSoft Purchasing:

Source Transaction Type

REQ_PREENC

(requisition pre-encumbrance)

REQ_PRECNP

(requisition - non-prorated)

PO_POENC

(purchase order - encumbrance)

Selection Criteria (Field Name and

Field Value Pertaining to Header

Record)

Interpretation of Selection Criteria

REQ_STATUS = A (approved)

REQ_STATUS = C (closed)

REQ_STATUS = X (canceled)

REQ_STATUS = LA (line approved)

HOLD_STATUS = N

POST_DOC = Y

Requisitions that meet this criteria will be budget checked: requisitions that are not on hold, requisitions with valid ChartField combinations, and those requisitions with a status of approved, closed, canceled, and line approved.

Note. The line approved status is only applicable if you are using the

PeopleSoft eProcurement application.

If you do not require approval before budget checking, then you could modify the selection criteria and enter a REQ_STATUS = PA (pending approval), and perhaps O (open).

REQ_STATUS = A (approved)

REQ_STATUS = C (closed)

REQ_STATUS = X (canceled)

REQ_STATUS = LA (line approved)

HOLD_STATUS = N

POST_DOC = Y

BUDGET_STATUS = V (valid)

Non-prorated value adjustments

(REQ_PRECNP) selection criteria should be the same as requisition preencumbrance (REQ_PREENC) selection criteria.

If you modify the selection criteria for one source transaction type you should also modify the selection criteria for the other source transaction type.

PO_STATUS = A (approved)

PO_STATUS = C (closed)

PO_STATUS = X (canceled)

PO_STATUS = D (dispatched)

PO_STATUS = PX (pending cancel)

HOLD_STATUS = N

POST_DOC = Y (ChartField combinations are valid)

Purchase orders that meet this criteria will be budget checked: purchase orders that are not on hold, purchase orders with valid ChartField combinations, and those purchase orders with a status of approved, closed, canceled, dispatched, and pending cancel.

If you do not require approval before budget checking, then you could modify the selection criteria and enter a PO_STATUS = PA (pending approval), and perhaps O (open).

181

Using Commitment Control Chapter 8

Source Transaction Type

PO_POENCNP

(purchase order encumbrance - nonprorate item)

Selection Criteria (Field Name and

Field Value Pertaining to Header

Record)

PO_STATUS = A (approved)

PO_STATUS = C (closed)

PO_STATUS = X (canceled)

PO_STATUS = D (dispatched)

PO_STATUS = PX (pending cancel)

HOLD_STATUS = N

POST_DOC = Y

Interpretation of Selection Criteria

Non-prorated value adjustments

(PO_POENCNP) selection criteria should be the same as purchase order encumbrance (PO_POENC) selection criteria.

If you modify the selection criteria for one source transaction type you should also modify the selection criteria for the other source transaction type.

Warning!

You should not modify the selection criteria for these source transaction types:

•

PO_PROCARD (procurement card)

PO_RAENC (receipt accruals - encumbrance)

PO_RAEXP (receipt accruals - expense)

Commitment Control Budget Processor Process in PeopleSoft Purchasing

The Commitment Control Budget Processor Application Engine process (FS_BP) enables you to budget check your transactions independent of the online budget checking feature or the batch transaction creation processes. You can select process parameters that capture exactly the group of transactions that you want for budget checking. You access this process from the menu for requisitions, purchase orders, and procurement cards.

The Commitment Control Budget Processor process operates the same whether it is initiated in batch mode using the Process Scheduler or when it is initiated from the purchase order and online entry pages. The batch mode affects a group of transactions whereas the online entry pages affect one transaction. The process compares the total amounts on each transaction (distribution) line to the available amounts in the referenced budget. If any line has an amount that exceeds the available budget, allowing for acceptable tolerances, that line fails budget checking and the system generates an exception message.

After you run the process, the transaction statuses and exception messages are on a batch log, which you can view by clicking the Message Log link on the Process Details page.

All lines on a transaction must pass budget checking for the transaction to receive a Valid budget status.

Transactions with an Error budget status have one or more budget exceptions, which is a transaction or a transaction line that has failed budget checking. Transactions in Error status must be corrected.

The budget processor records liquidations in the commitment control ledger (LEDGER_KK) as taking place in the fiscal year and accounting period in which the liquidation takes place. For example, when a voucher liquidates a purchase order, the liquidation is recorded using the fiscal year and accounting period of the voucher.

Chapter 8 Using Commitment Control

Note. Commitment control is not automatically invoked for requisitions and purchase orders built from batch

processes. These transactions must be approved and budget checked using separate processes. If you are using commitment control, a requisition cannot qualify for online sourcing until it has been budget checked and has a Valid budget status.

Chapter 29, "Using Purchase Order Sourcing," page 807

PeopleSoft Enterprise Commitment Control 9.1 PeopleBook, "Processing Source Transactions Against

Control Budgets," Understanding the Budget Checking of Source Transactions

PeopleSoft Enterprise Commitment Control 9.1 PeopleBook, "Setting Up Basic Commitment Control

Options"

Open Period

Open period for receipt accrual transactions is the allowable open date range for accounting entry creation and for budget checking transactions if you are using commitment control. If the accounting date falls within the open period date range, the system posts the accounting entry to the actuals ledger. If the transaction budget date falls before or after the open period date range, the system provides an error or warning message to prevent or warn you from running budget checking.

Open period for requisition or purchase order transactions is the allowable open date range for budget checking transactions when you are using commitment control. If the transaction accounting date falls before or after the open period date range, the system provides an error or warning message to prevent or warn you from running budget checking.

When running budget checking, the system translates the accounting date to a fiscal year and accounting period in the budget ledger.

If you are using commitment control, the system sets open period checking to issue errors as a default. You can activate or override open period checking for PeopleSoft Purchasing on the Purchasing Options page.

You enter the open period date range according to general ledger business unit on the Update Open Period page.

The system validates the open period for requisitions, purchase orders, procurement cards, requisition and purchase order reconciliation workbench (for cancel and close), batch reconciliation processes, and receipt accrual transactions.

See Also

PeopleSoft Enterprise Application Fundamentals 9.1 PeopleBook, "Defining Accounting Calendars,"

Defining and Updating Open Periods and Adjustment Periods

183

Using Commitment Control Chapter 8

Liquidation Method

Liquidate method is a document schedule control option that instructs the Commitment Control Budget

Processor process how to accurately calculate and relieve outstanding pre-encumbrance and encumbrance balances from the budget ledger. You can selectively determine how to liquidate an encumbrance or preencumbrance at the document schedule level. To enable this functionality, configure your system to liquidate by quantity. Otherwise, all transactions liquidate by amount. Use the Purchasing Definitions - Business Unit

Options page to determine whether a purchase order business unit liquidates by quantity and determine the default liquidate method. You can then modify the liquidate method on the requisition or purchase order, and change it to the desired liquidation method. If you choose to distribute by amount, you can not liquidate by quantity.

•

When liquidating your balances by quantity, the budget processor must adhere to the following rules:

•

Calculate the unit price by using the amount of the preceding document.

Calculate the liquidate amount by using the predecessors unit price and multiplying it by the standard quantity of the current document.

Use the newly derived amount to relieve the pre-encumbrance and encumbrance of the preceding document.

See Also

PeopleSoft Enterprise Application Fundamentals 9.1 PeopleBook, "Setting Installation Options for

PeopleSoft Applications"

Chapter 3, "Defining PeopleSoft Purchasing Business Units and Processing Options," page 13

Document Tolerances

For information on document tolerances see the discussion on the topic.

See Chapter 9, "Running Document Tolerances," page 219.

Budget Pre-Check

When running a budget check only (budget pre-check), the budget processor performs the budget checking and edits that it normally does when a budget or transaction is posted, but it does so without committing changes (postings) to the general ledger records such as the Ledger_KK record. The check only feature is specifically intended to check one document, but does not update the Commitment Control tables (ledger and activity log).

To enable budget pre-checking for Purchasing, select Set Up Financials/Supply Chain, Install, Installation

Options, Commitment Control. Then, select the Purchasing check box in the Enable Budget Pre-check section. You must also ensure that if the Purchasing check box is selected in the Enable Commitment Control section on the Installation Options - Products page

The Budget Pre-Check button is available for use on these PeopleSoft Purchasing pages:

Chapter 8 Using Commitment Control

•

Requisition

Requester's Workbench

Purchase Order

Express Purchase Order

Buyer's Workbench

When you perform budget pre-check only processing, the statuses of Provisionally Valid or Error on the transaction pages indicate whether a budget is available. If you click the Budget Pre-Check button and if the budget check is valid, then the system sets the budget header status for the requisition to Prov Valid. If the budget check is not valid, then the system sets the budget header status to Error with a link to the Exception page.

See Also

PeopleSoft Enterprise Commitment Control 9.1 PeopleBook, "Processing Source Transactions Against

Control Budgets," Checking Budget Journals and Transactions Without Posting

Budget Exceptions

When using commitment control with PeopleSoft Purchasing, you track all requisition, purchase order and non-prorated purchase order transactions, procurement cards, and receipt accrual transactions that you submit, even if they cause you to go over budget. If you have a transaction that causes you to go over budget, you can adjust either your transaction or your budget to handle the exception.

•

Inevitably, some transactions do not pass the budget-checking process and the system identifies them as exceptions. Some of the circumstances that generate errors include:

Insufficient funds for a particular transaction.

Inconsistent ChartField combinations.

Transaction has an offset account.

Budget date for a transaction is out of bounds.

Depending on the configuration of your control budgets, the exact reason that a budget has insufficient funds varies from budget to budget. The budget may be on hold, closed, or simply out of funds. Additionally, you may have set up some budgets to approve transactions even if they go over budget amounts. Because of this, exceptions fall into two categories: warnings and errors.

Error Correction

You can correct errors for transactions by taking one or more of the following actions:

•

Change the amount on the transaction lines to conform to budget limits.

Change the budget amounts to enable more transactions to pass budget check.

Override the budget for a particular transaction.

185

Using Commitment Control Chapter 8

•

Override the entire transaction for all affected budgets.

Only a user with proper authorities can perform this type of correction.

Transactions fail budget checking if they have at least one line that fails budget checking for at least one budget. These transactions are candidates for overrides on either a budget basis or a transaction basis. You are notified of exceptions in two ways: online and through workflow notification.

In an online situation, you receive a message regarding a transaction status when the budget-checking process is complete. The message indicates the type of exception the transaction created and enables you to access the

Transaction Exception page, where you can either view the warnings generated or override the errors.

In a batch budget-checking situation, users are notified of exceptions through workflow, based on their individual security profiles in the system. The system generates an appropriate worklist for each user. Your users have access to a list of budgets that caused exceptions or a list of transactions with exceptions. These two options are available through the PeopleSoft menus or through the worklist.

•

There are a few different methods to access and override exceptions. You can:

•

Choose a particular budget from a worklist and access the Budget Exceptions page to view a list of all transactions that have failed for that budget.

Choose a particular transaction on a worklist and access the Transaction Exception page to view a list of all budgets that have caused exceptions on that transaction.

Click the Budget Status link on the document that has an error. When you click this link you access the

Transaction Exceptions page.

On a document with errors, the budget status field will become a link.

The worklist contains a complete list of exceptions, stating the exact cause of the error or warning. These methods enable you to inquire about exceptions and to set overrides. Once the transaction is overridden, the system sends a warning notification.

See Also

Chapter 6, "Using Workflow," page 117

PeopleSoft Enterprise Commitment Control 9.1 PeopleBook, "Managing Budget Exceptions," Setting Up and

Running Exception Notification

PeopleSoft Enterprise Commitment Control 9.1 PeopleBook, "Managing Budget Exceptions," Understanding

Viewing and Handling of Budget Transaction Exceptions

PeopleSoft Enterprise Commitment Control 9.1 PeopleBook, "Managing Budget Exceptions," Viewing and

Handling Budget Transaction Exceptions

Budget Overrides

Various override attributes can affect a budget-checked transaction:

•

Only authorized users can perform transaction and budget overrides.

Multiple super users can override different budgets for the same transaction.

Chapter 8 Using Commitment Control

•

A super user need only override a budget for a particular transaction once, unless that transaction changes after the override.

A user can perform an online remote call to the Commitment Control Budget Processor process.

This process budget checks the transactions that the user selected. Transaction lines with overridden budgets receive a warning for every budget that was exceeded. The system refreshes the budget and transaction exception pages to reflect these changes.

The actual process of overriding a budget just requires selecting a check box on the appropriate page. A super user can access either the Budget Exceptions page or the Transaction Exception page to override specific budgets or transactions.

See Also

PeopleSoft Enterprise Commitment Control 9.1 PeopleBook, "Managing Budget Exceptions," Viewing and

Handling Budget Transaction Exceptions

PeopleSoft Enterprise Commitment Control 9.1 PeopleBook, "Setting Up Commitment Control Security"

Effects of Changes to Budget-Checked Transactions

Altering a transaction that has been through budget checking results in the deletion of all existing exception rows for the transaction. The Commitment Control Budget Processor process deletes the exception rows when the altered transaction is budget checked again. This includes the deletion of override marks for any budgets that appear on the altered transactions. A message to this effect appears when the budget is identified for override and you save the page.

Altering a transaction after it has been budget checked forces the Commitment Control Budget Processor process to treat the transaction as if it were new when budget checking is performed again. All previous exceptions are deleted, and any new ones are recorded as the transaction moves through the Commitment

Control Budget Processor process.

Similarly, altering budgets can affect active transactions. The Commitment Control Budget Processor process reacts to the most current budget data. Consequently, if you alter your budgets and run a budget check, errors on active transactions can change.

Note. If your transaction fails the Commitment Control Budget Processor process, you must override the

budget information using the Budget Exceptions page. Otherwise budget changes can be made by increasing the budget by editing the budget entry.

To make changes to transactions that have been budget checked:

1. Open the source transactions and make the changes to specific transactions.

2. Save your changes.

3. Run the Commitment Control Budget Processor process again to check the budget.

The Commitment Control Budget Processor process removes the original commitment control journal and creates a new one with the changed transactions.

This table lists examples of transaction changes and their resulting effects:

187

Using Commitment Control Chapter 8

Transaction Change

Change requisition quantities and requisition item prices.

Change purchase order quantities and item prices.

Modify ChartFields.

Cancel, delete, or insert a requisition line.

Effect

Changes final pre-encumbrance amount generated during budget checking.

Changes final encumbrance amounts generated during budget checking.

Sets the budget status to Not Checked. Requires another run of the budget processor.

Sets budget-header status to Not Checked. Requires another run of the budget processor to release the preencumbrance.

This table lists examples of budget changes and their resulting effects:

Budget Change

Change arrangement of budgets. Move a detail budget under a new summary budget. Technically, you would be changing the tree or the node level within the same tree that the system uses to translate the relationship between a detail budget and a summary budget. You may be moving a node to a new tree.

Effect

If this change results in a transaction that is no longer controlled by the original budget, you must change all relevant transactions to reference the budget in its new location or to reference a new detail budget.

Increase or decrease budget amounts.

Adjust tolerances for a particular budget.

Generates different exceptions for all affected transactions. Increasing your budget decreases exceptions and decreases your budget increases exceptions.

Increasing tolerances generally enables more transactions to pass budget checking within tolerance.

Decreasing tolerances generally enables fewer transactions to pass. Although this alteration does not change the total number of exceptions, it does change the proportion of errors and warnings generated for a particular transaction or budget. You receive more warnings and fewer errors.

Alter the status of a budget.

There are three possible statuses for budgets: Open,

Hold, and Closed. If you change the status of a budget, that action affects all referencing transactions captured in the next budget check.

Chapter 8 Using Commitment Control

See Also

PeopleSoft Enterprise Commitment Control 9.1 PeopleBook, "Managing Budget Exceptions," Viewing and

Handling Budget Transaction Exceptions

Commitment Control and PeopleSoft Purchasing Close Processes

If you have commitment control enabled, the Close Requisitions (PO_REQRCON) and Close Purchase

Orders (PO_PORECON) Application Engine processes consider this functionality.

After you have selected your process parameters and run a close process, the process verifies whether you have enabled commitment control. If it is enabled, the process updates the budget distribution lines and the budget header on all requisitions (for PO_REQRCON) or purchase orders (for PO_PORECON) that meet the close criteria. The status on the distribution line and the header changes from V (valid) to N (not checked).

The close processes set the budget status to Not Checked and the fully liquidated flag to Yes. Run the budget processor to relieve the remaining encumbrance.

For example, you have a purchase order for 100.00 USD, but after discounts, the vendor only invoices you for

98.00 USD. Before running the Close Purchase Orders process, the remaining 2.00 USD still exists as an encumbrance. When you close the purchase order, you must liquidate the remaining encumbrance for 2.00

USD. For this reason, the Close Purchase Orders process set the budget status to Not Checked and fully liquidated flag to Yes. You then run the budget processor to relieve the remaining encumbrance. The running of the budget processor is not an automated step in the close processes.

The commitment control process creates separate closing entries in the PeopleSoft Commitment Control activity log for purchase orders and requisitions. The activity log retains and displays the complete budgetary life cycle of purchase orders and requisitions.

See Also

PeopleSoft Enterprise Commitment Control 9.1 PeopleBook, "Inquiring on Budgets and Transaction

Activities," Viewing the Activity Log

Chapter 24, "Closing Requisitions," page 575

Chapter 34, "Closing Purchase Orders," page 1003

Budget Checking Receipt Accruals

This process is used to budget check the expense and encumbrance reclassification transactions. You can budget check either type.

189

Using Commitment Control Chapter 8

Common Elements Used in This Chapter

Activity ID

Foreign Amount

Line Status

Maximum Rows

Monetary Amount

More Budgets Exist

Activity ID assigned to the individual tasks or events that you want to update in a project.

Select to access the Budget Exceptions - Refine Inquiry Criteria page.

Advanced Budget

Criteria

Budget Date

Budget Period

Exception Type

More Lines Exist

Override Budget

Override Transaction

PC Business Unit

(PeopleSoft project costing business unit)

Budget date of the transaction line. You define which field the system uses for the budget date for the transaction in the source transaction definition.

Period to which the budget transaction posts.

Select to limit the exception rows retrieved to transactions with either an Error or

Warning exception. This is a required field.

The amount of the line in the entry currency.

Use to limit the rows to lines with either Error or Warning exceptions.

Select the maximum number of rows that are to appear in the scroll area.

The amount in the base currency of the primary ledger.

If selected, the transaction has more exceptions than the number that you entered in the Maximum Rows field.

If selected, the transaction has more transaction line exceptions than the number that you entered in the Maximum Rows field.

Select to update the control budget although the transaction exceeds the budget.

This option is available only if the budget transaction fails budget checking and you have super-user authority. It is not available if the source transaction type does not enable overrides and the budget header status is Not Checked. The budget header status appears as Not Checked if you changed the source transaction after the Commitment Control Budget Processor process issued the exceptions and you have not run the process again.

After you override a budget with exceptions, adjust the budget available amount, or adjust the source transaction amount; the transaction passes budget checking.

Select to enable the entire transaction to update the control budget, even if error exceptions exist. This option is available only for super users. This option is not available if the transaction passes budget checking with only warning exceptions.

You can select it prior to budget checking or after you run the Commitment

Control Budget Processor process and it returns errors.

Business unit assigned to the project in PeopleSoft Project Costing.

Chapter 8 Using Commitment Control

Resource Type

Resource category, such as labor, associated with a given cost. This is used in conjunction with resource categories, resource subcategories, and resource groups.

Tran Type (transaction

type)

Select the type of transaction that you want to budget check. Values are:

REQ_PREENC: Requisition pre-encumbrance.

REQ_PRECNP: Non-Prorated requisition pre-encumbrance.

PO_POENC: Prorated purchase order encumbrance.

PO_POENCNP: Non-prorated purchase order encumbrance.

PO_PROCARD: Procurement card transaction.

PO_RAENC: Receipt accrual encumbrance.

PO_RAEXP: Receipt accrual expenses.

Displays the related accounting entry type.

Type

Budget Override

Available Info

Budget Check

Click the Budget Override Available Info button to determine the reason why you cannot override a single budget entry.

Click to run the remote call budget processor again once you override the transaction or a budget. You should also run the process again if you change the requisition, purchase order, or procurement card transaction.

Tran Override Available

Info (transaction override

available information)

Click the Tran Override Available Info button to determine the reason why you cannot override the transaction.

Budget Override

Select the Budget Override tab to access a page that enables you to access the

Budget Exceptions page or Budget Details page. You must have authority to inquire about the budget to access these pages.

View Exception Details

Click the View Exception Details button at the exception header level to access the Exception Details page for transaction headers to view the budgets with error or warning exceptions, budget ChartFields, and any overrides.

Run Control ID

Create a unique run control ID for each type of source transaction that you want to budget check independently of other source transactions. If you use the same run control ID for purchase orders and requisitions, the budget processor will process both purchase orders and requisitions existing at the time the run control

ID is used to initiate the budget checking process. For example, this occurs if you have created a run control ID of BPO1 for both purchase orders and requisitions.

However, if you create a different run control ID for purchase orders and requisitions, the different source transactions are processed independently of each other. For example, creating BPPO1 for purchase orders and BPRQ1 for requisitions enables you to budget check the two source transactions independently of one another.

191

Using Commitment Control Chapter 8

Chapter 10, "Using Entry Events," page 225

PeopleSoft Enterprise Application Fundamentals 9.1 PeopleBook, "Defining and Using ChartFields,"

Understanding PeopleSoft Enterprise ChartFields

PeopleSoft Enterprise Application Fundamentals 9.1 PeopleBook, "Setting Installation Options for

PeopleSoft Applications," Setting Up Application-Specific Installation Options

PeopleSoft Enterprise Commitment Control 9.1 PeopleBook, "Inquiring on Budgets and Transaction

Activities," Viewing Budget Details and Transaction Activity

PeopleSoft Enterprise Commitment Control 9.1 PeopleBook, "Managing Budget Exceptions," Viewing and

Handling Budget Transaction Exceptions

PeopleSoft Enterprise Commitment Control 9.1 PeopleBook, "Processing Source Transactions Against

Control Budgets"

Using Partial and Final Liquidation

If you are using commitment control, you can specify partial or final liquidation of a requisition when it is sourced to a purchase order. When you create or modify a purchase order, you can designate that the purchase order is final, prompting the system to liquidate the preceding requisition. You can make your purchase order the final document to be affected by the preceding requisition, for less money than you originally authorized.

You can also reverse the finalization of the document.

•

In PeopleSoft Purchasing, you can perform partial or final liquidations where the successor transaction references and liquidates its predecessor, including:

Requisition to purchase order.

Purchase order to payment voucher.

The system fully liquidates document lines automatically upon completion of the subsequent transaction when you designate the transaction as final. The system then creates the appropriate accounting entries to relieve outstanding pre-encumbrances and encumbrances, performing the reversing entry according to the document type and entry event of the referenced transaction.

•

Using partial and final liquidation, you can:

•

Liquidate requisition or purchase order lines and relieve the outstanding pre-encumbrance and encumbrance from the budget ledger.

Create the appropriate accounting transactions in the budget to relieve outstanding pre-encumbrances and encumbrances as applicable.

Perform the correct accounting and available (open) amount calculations for modifications and cancellations of predecessor or successor transactions.

Chapter 8 Using Commitment Control

•

Process final liquidations at the schedule line level of transactions, that is, orders can have some lines open while others are closed.

The corresponding voucher lines that reference (liquidate) the lines determine this.

At times, multiple transactions reference the same predecessor. If two payment vouchers for two invoices of

500.00 USD each are associated to the same 1000.00 USD purchase order, only the second payment voucher is considered final. The first 500.00 USD payment voucher is considered partial, because an additional 500.00

USD encumbrance remains outstanding. If the first 500.00 USD actually represents the last expected action against the order, you can designate the voucher as final for less and relieve the entire 1000.00 USD encumbrance.

Partial and Final Liquidation Example

For example, suppose that you create a requisition for 200.00 USD and run budget checking. The system shows an increase of 200.00 USD to the existing pre-encumbrance amount of 40.00 USD.

Amount Ledger

Budget 5,000,000.00 USD

Expense

Encumbrance

0.00 USD

1000.00 USD

Pre-encumbrance 240.00 USD

Then create a purchase order that references this requisition for 165.00 USD. When you run budget checking, the pre-encumbrance decreases and the encumbrance increases by 165.00 USD.

Amount Ledger

Budget 5,000,000.00 USD

Expense

Encumbrance

Pre-encumbrance

0.00 USD

1165.00 USD

75.00 USD

Create another purchase order that references this requisition for 25.00 USD, finalize the purchase order and run budget checking. The total for all purchase orders is 190.00 USD, but the pre-encumbrance is liquidated with the full requisition amount of 200.00 USD. The pre-encumbrance decreases and the encumbrance increases by 25.00 USD.

193

Using Commitment Control Chapter 8

Ledger

Budget

Expense

Encumbrance

Pre-encumbrance

5,000,000.00 USD

0.00 USD

1250.00 USD

40.00 USD

Amount

To liquidate a requisition for an amount lower than the original:

1. Reduce the quantity or price total on the purchase order to the correct amount

2. Click the Finalize Document button.

3. Save the purchase order.

4. After approving the revised purchase order, run budget checking to confirm the correction.

Reversing Partial or Final Liquidation

You can also reverse finalization of a purchase order or voucher. The system then restores the original budgetary amount to the preceding documents that had previously been liquidated. If you do not declare a document final (for less), no additional liquidation takes place. The system replicates the partial or final status of a document down to all the document distribution lines associated with the given document schedule, adjusting all ledgers accordingly.

For example, you can process a requisition for 1000.00 USD, then create a purchase order for only 700.00

USD, without expecting to spend the remaining 300.00 USD that the requisition authorizes. You can declare the purchase order final (for less), thereby liquidating the pre-encumbered 300.00 USD from the requisition and freeing that money for other purposes.

If you find later that you need to spend another 250.00 USD on the purchase order from the original requisition, you should either click the Undo Finalize Line button or the Undo Finalize Entire Document button and save the purchase order. Then, select to budget check the revised purchase order document again.

You can declare the purchase order partial, thus liquidating the requisition and freeing the last 50.00 USD for other purposes.

When you finalize the purchase order document on the affected requisition and then perform a budget check on the purchase order again, the Final field is selected and the Budget Line Status value on the Statuses tab is set to Valid on PO Distribution. Also, the Commitment Control Close Flag check box is selected on the

Details tab on the Maintain Requisitions

–

Distribution page.

When you undo finalize on the purchase order document on the affected requisition and then budget check the purchase order again, the Final field is cleared, and the Budget Line Status field value on the Statuses tab is set to Valid on PO Distribution. In this case, the Commitment Control Close check box is deselected on the Details tab on the Maintain Requisitions

–

Distribution page.

To reverse a reduction:

Chapter 8 Using Commitment Control

1. Clear the final check box for the affected line or lines, or click the Undo Finalize Entire Document button.

2. Save the purchase order.

3. Run budget checking to confirm the correct amount.

Budget Checking After Partial or Final Liquidation

You must budget check each purchase order after you declare it either final (for less) or partial. During budget checking, the system treats a finalized purchase order as a direct encumbrance, still subject to preencumbrance tolerance checking.

Note. If two or more purchase orders are linked to one requisition, none of those purchase orders can be

finalized until all of those purchase orders have passed budget checking.

Note. You cannot change a purchase order's liquidation status while its budget-checking status is in Error or

once the distribution has been canceled.

Note. You can only indicate that a purchase order is partial after it has successfully completed budget

checking.

Running Entry Events After Partial or Final Liquidation

If you're using entry events, you must run them after budget checking. This generates your pro forma accounting entries, adjusted for finalization or partialization.

Budget Checking Requisitions

This section discusses how to:

•

Budget check requisitions using the Commitment Control Budget Processor process.

Budget check requisitions using online pages.

195

Using Commitment Control Chapter 8

Pages Used to Budget Check Requisitions

Page Name

Req Budget Check

(requisition budget check)

Definition Name

REQ_KK_CHECK_REQ

Maintain Requisitions -

Requisition

Requisition Exceptions

Requisition Line Drill

Down

Line Exceptions

REQ_FORM

KK_XCP_HDR_PO2

KK_DRL_PO2_SEC

KK_XCP_LN_PO2

Navigation Usage

Purchasing, Requisitions,

Budget Check, Req Budget

Check

Run the Comm. Ctrl.

Budget Processor process for requisitions.

Commitment control must be enabled for PeopleSoft

Purchasing.

Purchasing, Requisitions,

Add/Update Requisitions,

Maintain Requisitions -

Requisition

Create requisitions online.

Commitment Control,

Review Budget Check

Exceptions, Purchasing and

Cost Management,

Requisition, Requisition

Exceptions

View budget check exceptions for requisitions.

Users with appropriate authority can override the budget exceptions on this page.

Click the View

Exception Details button on the Requisition Exceptions page for transaction headers for a specific requisition line.

View line details for requisitions with budget exceptions.

Commitment Control,

Review Budget Check

Exceptions, Purchasing and

Cost Management,

Requisition, Line

Exceptions

View requisition lines on a requisition with budget check exceptions. Users with appropriate authority can override the budget exceptions on this page.

Budget Checking Requisitions Using the Commitment Control Budget

Processor Process

Access the Req Budget Check page (Purchasing, Requisitions, Budget Check, Req Budget Check ).

To budget check requisitions, select REQ_PREENC in the Trans Type field.

Chapter 8 Using Commitment Control

Process Options

Req ID (requisition ID)

Values are:

All: Select to budget check all requisitions.

Some: Select to display the From and To fields. Budget checks all requisitions that match the range specified in the From and To fields.

Value: Select to display the Req ID field. Budget checks the requisition that matches the ID specified in the Req ID field.

Req Date (requisition

date)

Values are:

All: Select to budget check all requisitions.

Some: Displays the From and To fields. Budget checks all requisitions for which creation dates fall within the dates specified in the From and To fields.

Value: Displays the Req Date field. Budget checks requisitions for which creation dates match the date specified in the Req Date field.

Budget Checking Requisitions Using Online Pages

When you create online requisitions, you can budget check them in realtime by clicking the Budget Check button on the Maintain Requisitions - Requisition page. This invokes the Commitment Control Budget

Processor process by remote call.

Chapter 19, "Creating Requisitions Online," Creating Requisition Header Information, page 440

Budget Checking Purchase Orders

This section discusses how to:

•

Budget check purchase orders using the Commitment Control Budget Processor process.

Budget check purchase orders using online pages.

197

Using Commitment Control Chapter 8

Pages Used to Budget Check Purchase Orders

Page Name

Budget Check Request

Maintain Purchase Order -

Purchase Order

PO_LINE

Purchase Order Exceptions

KK_XCP_HDR_PO1

Purchase Order Line Drill

Down

KK_DRL_PO1_SEC

Line Exceptions

Purchase Order (NP)

Exceptions (purchase order non-prorated exceptions)

KK_XCP_HDR_PO1N

NonProrated Purchase

Order Line Drill Down

Definition Name

PO_KK_CHECK_REQ

KK_XCP_LN_PO1

KK_DRL_PO1N_SEC

Navigation

Purchasing, Purchase

Orders, Budget Check, PO

Budget Check Request

Usage

Run the Comm. Ctrl.

Budget Processor process for purchase orders. You must enable commitment control for PeopleSoft

Purchasing.

Purchasing, Purchase

Orders, Add/Update POs,

Maintain Purchase Order -

Purchase Order

Enter or change purchase order information online.

Commitment Control,

Review Budget Check

Exceptions, Purchasing and

Cost Management, Purchase

Order, Purchase Order

View budget check exceptions for purchase orders. Users with appropriate authority can override the budget exceptions on this page.

Click the View

Exception Details button on the Purchase Order

Exceptions page for transaction headers for a specific purchase order.

View line details for purchase orders with budget exceptions.

Commitment Control,

Review Budget Check

Exceptions, Purchasing and

Cost Management, Purchase

Order, Line Exceptions

View lines on a purchase order with budget check exceptions. Users with appropriate authority can override the budget exceptions on this page.

Commitment Control,

Review Budget Check

Exceptions, Purchasing and

Cost Management, Purchase

Order Non-prorated,

Purchase Order (NP)

Exceptions

View budget check exceptions for non-prorated purchase orders. Users with appropriate authority can override the budget exceptions on this page.

Click the View

Exception Details button on the Purchase Order (NP)

Exceptions page for transaction headers for a specific non-prorated purchase order line.

View line details for nonprorated purchase orders with budget exceptions.

Chapter 8

Page Name

Line Exceptions

Definition Name

KK_XCP_LN_PO1N

Using Commitment Control

Navigation Usage

Commitment Control,

Review Budget Check

Exceptions, Purchasing and

Cost Management, Purchase

Order Non-prorated, Line

Exceptions

View lines on a nonprorated purchase order with budget check exceptions. Users with appropriate authority can override the budget exceptions on this page.

Budget Checking Purchase Orders Using the Commitment Control Budget

Processor Process

Access the Budget Check Request page (Purchasing, Purchase Orders, Budget Check, PO Budget Check

Request).

To budget check prorated purchase orders, select PO_POENC in the Trans Type field.

To budget check non-prorated purchase orders, select PO_POENCNP in the Trans Type field.

Process Options

PO ID (purchase order

ID)

Values are:

All: Budget checks all purchase orders.

Some: Select to display the From and To fields. Budget checks all purchase orders that match the range specified in the From and To fields.

Value: Select to display the PO ID field. Budget checks the purchase order that matches the ID specified in the PO ID field.

PO Date (purchase order

date)

Values are:

All: Select to budget check all purchase orders.

Some: Displays the From and To fields. Budget checks all purchase orders for which creation dates fall within the dates specified in the From and To fields.

Value: Displays the PO Date field. Budget checks purchase orders for which creation dates match the date specified in the PO Date field.

Budget Checking Purchase Orders Using Online Pages

When you create online purchase orders, you can budget check them in realtime by clicking the Budget

Check button on the Maintain Purchase Order - Purchase Order page. This invokes the Commitment Control

Budget Processor process by remote call.

199

Using Commitment Control Chapter 8

Chapter 28, "Creating Purchase Orders Online," Creating Purchase Order Headers, page 684

Budget Checking Procurement Cards

You can now perform budget check and ChartField edit validations for your procurement card transactions during the Statement Load process and online processing. Use the budget processor to invoke budget check and ChartField edits after staged data is loaded into the Statement Load process and when users use the

Reconcile Statement component.

•

You can use the budget check or the ChartField Edit validation process during:

•

The Statement Load process

If you enable commitment control for procurement cards, the system validates the budget rows. If rows are not budget checked, the budget status is N (not checked). If a row fails the budget check, the budget status is E (error). If rows pass the budget check, the budget status is V (valid).

If you selected edit combination options on the Purchasing Options page, the system performs ChartField edit combinations based on the ChartField Editing template. The system indicates a status of V (valid for passing rows) or R (recycle for rows that fail).

Online processing

If you enable commitment control for procurement cards, the system performs ChartField edits and budget-check validations after the users modify the distribution information and click the Save button on the Reconcile Statement page.

The system also validates for ChartField combinations on the Distribution Templates page. Once a user modifies and saves information on this page, the system automatically uses the budget processor to check for valid ChartFields.

Note. To budget check procurement cards, first select the procurement card option on the Installation Options

page.

Users can access the Budget Check Exceptions page to fix all rows that did not pass budget check. All failed rows must be fixed before successfully passing budget check.

This section discusses how to:

•

Budget check procurement cards during the Statement Load process.

Budget check procurement cards using the Reconcile Statement - Procurement Card Transactions page.

Chapter 8 Using Commitment Control

See Also

PeopleSoft Enterprise Application Fundamentals 9.1 PeopleBook, "Setting Installation Options for

PeopleSoft Applications"

Pages Used to Budget Check Procurement Cards

Page Name

Load Statement

Reconcile Statement -

Procurement Card

Transactions

Budget ChartField

Validation

Budget Check Exceptions

KK_XCP_HDR_PO3

Source Transactions -

Definition

Definition Name

RUN_CC_LOADTRANS

CC_RECON_WB

CC_KK_CHECK_REQ

KK_SOURCE_TRAN1

Navigation

Purchasing, Procurement

Cards, Process Statements,

Load Statement

Usage

Run the ProCard Load

Statement Application

Engine process

(PO_CCLOADLD) to load the statement lines from the staging table into the statement tables and to perform auto-reconciliation using the settings that you defined on the Procurement

Card Load Statement

Options page.

Purchasing, Procurement

Cards, Reconcile, Reconcile

Statement, Reconcile

Statement - Procurement

Card Transactions

Review, manage, and approve procurement card transactions loaded by the

ProCard Load Statement process. You can view all of the procurement card transactions that you have been granted authority to access on the Card Data page.

Purchasing, Procurement

Cards, Process Statements,

Budget ChartField

Validation

Run the Comm. Cntrl

Budget Processor process for the procurement cards in batch mode.

Commitment Control,

Review Budget Check

Exceptions, Purchasing and

Cost Management,

Procurement Card, Budget

Check Exceptions

Review procurement card transactions that failed the budget check process.

Commitment Control,

Define Control Budgets,

Source Transactions, Source

Transactions - Definition

Define source transactions for commitment control.

Note. Select Planned as the value for the Commitment

Control Amount Type field.

201

Using Commitment Control

Page Name

Budget Definitions -

Control Budget Options

Definition Name

KK_BUDG1

Chapter 8

Navigation Usage

Commitment Control,

Define Control Budgets,

Budget Definitions, Budget

Definitions - Control

Budget Options

Establish budgetary controls.

Note. If you select Entries

Must Balance on the

Control Budget Options page, enter a default account value for at least one setID for budget entry offsets.

You must also enter a source transaction offset account for each source transaction type that affects this budget definition.

Budget Checking Procurement Cards During the Statement Load Process

Access the Load Statement page (Purchasing, Procurement Cards, Process Statements, Load Statement).

Budget Checking Procurement Cards Using the Reconcile Statement -

Procurement Card Transactions Page

Access the Reconcile Statement - Procurement Card Transactions page (Purchasing, Procurement Cards,

Reconcile, Reconcile Statement, Reconcile Statement - Procurement Card Transactions).

When you create modify procurement cards using the Reconcile Statement - Procurement Card Transactions page, you can budget check them in realtime when you save the page. This invokes the Commitment Control

Budget Processor process by remote call.

Running Budget Period-End Processes

This section provides an overview of budget period-end processing and discusses how to run budget periodend processes.

Chapter 8 Using Commitment Control

Understanding Budget Period-End Processing

Because a budget period can span a calendar or fiscal year, PeopleSoft uses the term period-end universally and applies it to the end of a budget period, the end of a fiscal year, or the end of a calendar year.

The budget period-end processes enable you to continue budgets across budget periods or fiscal years. You may have budgets that stay in force for more than one fiscal period. You may have project budgets that span more than one calendar year. Consequently, you may want to keep budgets in force across these time frames.

The commitment control feature in PeopleSoft Purchasing provides you with two options.

You can keep a budget active beyond the end of a fiscal period, allowing purchasing transactions to reference that budget and to remain unaffected by fiscal period-end accounting procedures. This option is useful for project-related budgets that are finite in scope.

You can also close a budget at the end of a budget period and reestablish it in the next period while keeping all outstanding transactions active into the next budget period. This option is useful for ongoing accounts and budgets that you want to infuse with additional funds at regular intervals. You can end one period and start the next one with new amounts in selected budgets. You do not lose your outstanding transactions from the previous budget period, which saves you from having to enter them all over again in the new budget period.

PeopleSoft Purchasing enables you to roll these transactions over into the new budget period automatically by using these budget period-end business processes.

•

Budget period-end processes differ from fiscal period-end processes. Your fiscal period-end closing entries have no effect on the commitment control ledgers. Therefore, fiscal period-end closing entries do not invoke the Commitment Control Budget Processor process for budget checking.

The first period-end business processes are the close processes for requisitions and purchase orders that remove outstanding requisitions and purchase orders from your budget.

The other aspect of these processes involves use of the PO Rollover1 (PO_POROLL1) and PO Rollover2

(PO_POROLL2) Application Engine processes.

These processes enable you to budget check distribution lines against budgets with expiring periods and then roll funds over to new periods.

Chapter 34, "Closing Purchase Orders," page 1003

Chapter 24, "Closing Requisitions," page 575

203

Using Commitment Control Chapter 8

Pages Used to Run Budget Period-End Processes

Page Name

Close Requisitions

Close PO

PO Rollover

Purchase Order Selection

PO_ROLLOVER_SEARCH

Purchase Order Details

PO Rollover1

Budget Check Request

PO Rollover2

Definition Name

RUN_REQRECON

RUN_PORECON

PO_ROLLOVER

PO_ROLLOVER_LN

RUN_POROLL1

PO_KK_CHECK_REQ

RUN_POROLL2

Navigation

Purchasing, Requisitions,

Reconcile Requisitions,

Close Requisitions

Usage

Run the Close Requisitions process and produce the

Close Requisition SQR report (PORQ009).

Purchasing, Purchase

Orders, Reconcile POs,

Close Purchase Orders,

Close PO

Purchasing, Purchase

Orders, Budget Year End

Processing, PO Rollover

Workbench, PO Rollover

Run the Close Purchase

Order process and produce the Close Purchase Order

SQR report (POPO008).

Select purchase orders to rollover and change their statuses to Pending before running the PO Rollover1 process. Check the roll status of the purchase orders.

Click the Selection Criteria link on the PO Rollover page.

Use the filters to choose purchase orders for consideration for rollover.

Click the Secondary

Lines button on the PO

Rollover page.

Purchasing, Purchase

Orders, Budget Year End

Processing, Request PO

Rollover1, PO Rollover1

View additional details for purchase orders listed on the Purchase Order

Selection page.

Run the PO Rollover1 process.

Purchasing, Purchase

Orders, Budget Check,

Budget Check Request

Purchasing, Purchase

Orders, Budget Year End

Processing, Request PO

Rollover2, PO Rollover2

Run the Commitment

Control Budget Processor process.

Run the PO Rollover2 process.

Rolling Over Purchase Orders at Budget Period-End

This section provides an overview of purchase order rollover process and discusses how to:

•

Create a data set for retrieval by the purchase order rollover workbench.

Chapter 8

•

Select and qualify purchase orders for rollover.

Review purchase order details.

Run the PO Rollover1 process.

Run the PO Rollover2 process.

Run the PO Roll Open Encumbrance process.

Run the Non Qualified PO Listing process.

Using Commitment Control

Understanding the Purchase Order Rollover Process

If you are using commitment control, you can use purchase order rollover to budget check distribution lines against budgets with expiring budget periods and then roll funds over to new budget periods. PeopleSoft

Purchasing enables you to select specific purchase orders to rollover.

Purchase orders that are canceled, fully vouchered, on hold, in process, or have not been successfully budget checked are not qualified for rollover. In addition, distribution lines that are canceled, closed or fully liquidated (that is, the commitment control close flag (KK_CLOSE_FLAG) is set to Y) do not qualify for rollover.

The system places strict requirements on purchase orders and their interdependence with accounts payable, receiving, and commitment control before it makes the purchase orders eligible for rollover. To assist you in reviewing details about why the purchase order is not qualified for rollover and provide you a way to manage exceptions across a large data set, the system provides two options for working with rollover exceptions.

First, you can use the PO Rollover View page to define specific fields that create data sets that you can use to review purchase order rollover information. A search ID value is used to define a data set. As an example of creating a data set, you might want to include only those purchase orders where the Project ChartField is within a range or you might want to exclude purchase orders where the Project ChartField is populated.

When you run the PO_POROLLVW process, the system creates the search ID that you define. You can then use the PO Rollover Workbench to retrieve the search ID with the corresponding rollover details. You can also use the workbench to identify purchase orders that you do not want to rollover. The system filters these purchase orders out for future iterations of the POROLLVW process.

The next rollover exception option enables you to view which purchase orders are not qualified for rollover.

To view the purchase orders, you run the POROLLEXP process to create the PO Rollover Exceptions report.

You can run the report from within the PO Rollover Workbench, the PO Rollover View page, or the PO

Rollover page, or you can use the Non Qualified PO Listing menu option. The report displays the nonqualified purchase orders and their associated documents. To populate the tables to produce the PO Rollover

Exceptions report, run the PO Rollover view process to select the disqualified orders.

Note. When a purchase order is over expensed and an associated voucher has been deleted, then the rollover

process sets the PO distribution status to Complete.

205

Using Commitment Control Chapter 8

Pages Used to Rollover Purchase Orders

Page Name

PO Rollover View

Definition Name

RUN_POROLLVW

PO Rollover (purchase order rollover)

Purchase Order Details

POs Not Budget Checked

PO_ROLL_REQ_FIN

PO Rollover1

Budget Check Request

PO Rollover2

Roll Open Encum (roll open encumbrance)

RUN_POROLLO

Run Roll Exception

PO_ROLLOVER

PO_ROLLOVER_LN

RUN_POROLL1

PO_KK_CHECK_REQ

RUN_POROLL2

RUN_ROLL_EXCEPTION

Navigation

Purchasing, Purchase

Orders, Budget Year End

Processing, Request PO

Roll View, PO Rollover

View

Usage

Create a data set for retrieval by the purchase order rollover workbench by initiating the Rollover

View (PO_POROLLVW)

Application Engine process.

Purchasing, Purchase

Orders, Budget Year End

Processing, PO Rollover

Workbench, PO Rollover

Select purchase orders to rollover and change their status to Pending before running the PO Rollover1 process. Check the roll status of purchase orders.

Click the Secondary

Lines button for any row on the PO Rollover page.

View additional details for purchase orders listed on the PO Rollover page.

Click the POs to Budg Chk for Finalizing link on the

Purchase Order Details page.

View details about purchase orders that have yet to reach a budget check status of

Valid, thus enabling requisition finalization.

Purchasing, Purchase

Orders, Budget Year End

Processing, Request PO

Rollover1, PO Rollover1

Run the PO Rollover1 process.

Purchasing, Purchase

Orders, Budget Check,

Budget Check Request

Purchasing, Purchase

Orders, Budget Year End

Processing, Request PO

Rollover2, PO Rollover2

Purchasing, Purchase

Orders, Budget Year End

Processing, Request PO

Roll Open Encum

Run the Commitment

Control Budget Processor process.

Run the PO Rollover2 process.

Run the PO Roll Open

Encum process.

Purchasing, Purchase

Orders, Budget Year End

Processing, Non Qualified

PO Listing

Run the Non Qualified PO

Listing process.

Chapter 8 Using Commitment Control

Creating a Data Set for Retrieval by the Purchase Order Rollover Workbench

Access the PO Rollover View page (Purchasing, Purchase Orders, Budget Year End Processing, Request PO

Roll View, PO Rollover View).

Request PO Roll View (1 of 2)

207

Using Commitment Control Chapter 8

208

Request PO Roll View (1 of 2)

Note. It is recommended that you create data sets that are no greater than 1000 rows. Any larger and the

processing times on the purchase order rollover workbench can be substantial.

The PO Rollover View page enables you to limit the information contained in a data set. You use the page to define selection criteria for the PO_POROLLVW process. Along with limiting basic information, such as a business unit, a buyer, or a purchase order, you can limit the data set to ChartField values. For example, you can limit the data set to a specific ChartField or a range of ChartFields.

In addition, you can limit information in data sets using logic operands against a ChartField. These operands include, for example, Begins with,Equal, and Less than. So if you want to include ChartFields for a specific fund affiliate, you would use the In operand. The system displays a General Ledger Business Unit field that you use to select a fund affiliate to include in the data set.

Search ID

Enter a search ID for this data set. The search ID is used to retrieve the data set on the PO Rollover page.

Note. If the search ID is reused for different search criteria, the previously

selected data will be overwritten. PeopleSoft recommends a unique search ID for each different set of search criteria.

Chapter 8 Using Commitment Control

Roll Status

The following rules apply to purchase order selection:

•

When you select Rolled and None and a purchase order has both statuses, the line becomes available for selection. All distributions with these statuses appear with the appropriate roll error on the More Details tab on the Purchase Order Details page. The rolled distributions are not included in the rollover processes:

When you select None and a purchase order has distributions that have previously been rolled, only the distributions that have not been rolled appear. The lines are available for selection on the PO Rollover page.

When you select Rolled, any rolled distributions appear on the PO Rollover page, but they are not available for selection there.

Once you select a purchase order and it is in Pending or Mid Roll status, it does not appear again unless you select those specific statuses. You cannot select lines that are in Mid Roll status on the PO Rollover page.

Important! When you select and stage a line for rolling, it is removed from staging if it reappears on the PO

Rollover page, is available for selection, and is not selected for staging again. Therefore, successive applications of the filters on this page should be more restrictive.

None

Pending

Mid Roll

Rolled

Disqualified

Hold from Rollover

Select this check box to find purchase orders that have no other roll status, because they have not yet been selected for rolling, or they have been selected and then removed from the selection process.

Select this check box to find purchase orders that have been selected for rolling.

Select this check box to find purchase orders on which you have run the PO

Rollover1 process. Purchase orders with this header status are protected from all actions except budget checking and rollover. Purchase orders with this status cannot be copied into vouchers.

Select this check box to find purchase orders that have been rolled.

Select this check box to find purchase orders that have been identified during the

PO Rollover1 process as being in error and, therefore, are not eligible to continue the Rollover process. When you want to include disqualified purchase orders, the program does not delete them from the processing results. Selecting this check box is useful for customers who want to see the documents that may require additional work before the year-end roll.

Select to hold the selected purchase orders from rolling over when you know that there is additional work to be done on the order. For purchase orders to be eligible to set to Hold from Rollover, they should be in a roll status of None or

Pending. When purchase orders are in a Hold status they are not qualified for PO

Rollover 1 (PO_POROLL1) or PO Rollover 2 (PO_POROLL2) rollover processing.

209

Using Commitment Control Chapter 8

Exception Report

Use this grid box to indicate that you want to run the PO Rollover Exceptions report and to define the sort method for the report.

Run Exception Report

Select to also run the PO Roll Exceptions report when you run the PO Roll View process. Exception types are made up of the rollover error and information associated with the error. For each rollover error type, the report displays the error title and information. Examples of exception types include "Invalid budget status on PO" and "Invalid budget status on PO and voucher."

Exception Type

Purchase Order

Select to sort the PO Rollover Exceptions report by exception type. The system sorts the report first by Search ID and business unit, then by exception type, and finally by purchase order keys.

Select to sort the PO Rollover Exceptions report by purchase order ID. The system first sorts the report by Search ID and business unit, then by purchase order ID, and finally by exception type.

Other Information

Run

Click this button to initiate the PO_POROLLVW process that creates the data set that you can select on the PO Rollover page.

Chapter 8, "Using Commitment Control," Running the PO Rollover1 Process, page 213

Chapter 8, "Using Commitment Control," Running the PO Rollover2 Process, page 214

PeopleSoft Enterprise Application Fundamentals 9.1 PeopleBook, "Defining and Using ChartFields,"

Understanding PeopleSoft Enterprise ChartFields

Selecting and Qualifying Purchase Orders for Rollover

Access the PO Rollover page (Purchasing, Purchase Orders, Budget Year End Processing, PO Rollover

Workbench, PO Rollover).

Purchase orders that have been received or partially received, but not yet vouchered are available for selection for purchase order rollover processing on the PO Rollover page. To retain the relationship between the purchase order and the receipt, the PO Rollover2 process updates the purchase order distribution number on the receipt distribution to match the new purchase order distribution number.

Chapter 8 Using Commitment Control

However, if there is one receipt for the purchase order that has been partially vouchered, the PO Rollover page is unable to maintain the relationship between the associated documents. Therefore, the purchase order is not available for selection for purchase order rollover processing. The Roll Status field is set to Part Vchrd

(partially vouchered) and the Roll Error field on the Purchase Order Details page is set to One receipt

partially vchrd (one receipt partially vouchered). A receipt is considered partially vouchered if the sum

(quantity or amount) of all associated vouchers is less than the amount or quantity on the single receipt.

Purchase orders that you selected on the PO Rollover View page appear if they qualify for rollover. Purchase orders that are canceled, fully vouchered, on hold, in process, or that have not been successfully budget checked do not qualify for rollover and do not appear on this page.

Distribution lines do not appear if they are canceled, closed, or fully liquidated (that is, if the commitment control close flag is set to Y), because they are not qualified for rollover.

Important! Once you select a line for rolling and set the status to Pending, use the PO Rollover page to

reselect it if it appears again on this page and is available for selection. Otherwise, the system removes the line from staging.

Business Unit and

Search ID

Run Roll Exception

Finalize Requisition

Select the search criteria then click the Search button. If you select only a business unit, then multiple search IDs will display. If multiple search IDs contain the same purchase order number then that purchase order will display multiple times on the page. If you select a business unit and a search ID, then only the data from the specific search ID will display on the page.

Click to access the Run Roll Exception page where you can define report values for the PO Roll Exception report. This report provides a list of purchase orders that are not qualified for the rollover. The system uses a combination of the user

ID and business unit to determine the run control ID for the report, and you can define the business unit and search ID for the report.

When running the PO Rollover1 process, you can choose to finalize requisitions associated with the purchase orders selected for the process.

To help you prepare for requisition finalization, this field provides the finalization qualification status of the requisition associated with the purchase order that you selected for purchase order rollover processing. Values are:

Not Qualified: Requisition is not qualified for finalization.

No Requisition: There is no requisition associated with the selected purchase order.

Qualified: The associated requisition qualifies for finalization. A requisition qualifies for finalization when all purchase orders with the same requisition key fields have reached a budget check status of Valid.

Not Applicable: The distribution has an associated requisition; however, it has already been rolled.

Note. Requisition finalization in conjunction with the PO Rollover1 process is

not available when the Keep PY Encumbrances Open option is selected for the purchase order.

211

Using Commitment Control Chapter 8

Roll Status

Outstanding PO

Encumbrance

Displays the roll status for a purchase order. The roll status is the current state of a purchase order. When rolling over purchase orders, the system budget checks distribution lines against budgets with expiring budget periods and then roll funds over to new budget periods.

Displays the encumbrance balance when commitment control is installed. When you create a purchase order, commitment control liquidates the pre-encumbrance balance from the requisition and establishes an encumbrance for the purchase order. You can view budget details for the purchase order. Click the

Encumbrance Balance link to access the PO Accounting Entries Inquiry where you can select a General Ledger business unit and commitment control ledger group to use as a budget inquiry.

PY Encum Open(prior

year encumbrances open)

Displays whether the prior year remaining encumbrance is open or closed. If Y appears in the field, the encumbrance is closed. If N appears in the field, the prior year remaining encumbrances for the purchase order is open. You can update the value by selecting the purchase order and clicking the PY Encum Open or the PY

Encum Close button.

Click the Secondary Lines button for any row to access the Purchase Order

Details page. Use the Purchase Order Details page to view additional details for the purchase order.

PY Encum Open (prior

year encumbrances open)

Click to keep the prior year remaining encumbrances open for the selected purchase orders. When you click the button, the system displays a Y in the PY

Encum Open field in the Budget Year End Details grid.

Warning!

If you select this option, remaining purchase order encumbrances for the prior year are not liquidated, and cannot be liquidated going forward.

If you select this option, you can perform purchase order rollover in one step using the PO Roll Open Encum process. Purchase order rollover processing can be completed in one step, because budget checking is not required for the prior year's encumbrances before the creation of the distributions for the new budget period.

PY Encum Close(prior

year encumbrances close)

Click to close the prior year remaining encumbrances for the selected purchase orders. When you click the button, the system displays a N in the PY Encum

Open field in the Budget Year End Details grid. If you used the PY Encum Open button to check selected lines, you can undo the selection using this button.

Hold From Rollover

Click to hold the selected purchase orders from rolling over. Purchase orders eligible to be set to Hold from Rollover should be have a roll status of None or

Pending. After you click the button, the system places the selected purchase orders in a Hold status. The system saves your updates when you click Save.

When purchase orders are in a Hold status they are not qualified for PO Rollover

1 or PO Rollover 2 rollover processing.

Chapter 8

Release Hold

Save

Using Commitment Control

Click to release the selected purchase orders from Hold status. After you click the button, the system places the select purchase orders in a None status and they will become eligible for future rollover processes. Only purchase orders with a

Hold status are updated when you click Save. When in a None status, and a purchase order has distributions that have previously been rolled, only the distributions that have not been rolled appear for the purchase order details. The lines are available for selection on the PO Rollover page.

Select the purchase orders for the rollover processes and then click the Save button. After you click the Save button the system changes the roll status of those purchase order to Pending.

Important! If a purchase order is in multiple data sets and it has been set to a roll

status of Pending from a specific search ID, the status will not display as Pending when you retrieve the other data sets. You will need to recreate the data sets by re-executing PO_POROLLVW to display any updates to the statuses.

Reviewing Purchase Order Details

Access the Purchase Order Details page.

More Details Tab

Select the More Details tab.

POs to Budg Chk for

Finalizing (purchase

orders to budget check for finalizing)

Select to access the POs Not Budget Checked page, where you can view details about purchase orders that have not yet reached a budget check status of Valid.

Bringing the budget check status of these purchase orders to Valid enables the associated requisition to be finalized by the PO Rollover1 process.

Roll Error

Rollover error code. Values are:

IPO: Invalid budget status (purchase order).

IVC: Invalid budget status (voucher).

N: No error.

PV: Invalid budget status (purchase order and voucher).

PVR: Invalid budget status. Purchase order and voucher items received.

R: Rolled.

REC: Items received but not vouchered.

VR: Invalid budget status; voucher and items received.

Running the PO Rollover1 Process

Access the PO Rollover1 page (Purchasing, Purchase Orders, Budget Year End Processing, Request PO

Rollover1, PO Rollover1).

213

Using Commitment Control Chapter 8

The PO Rollover1 process adjusts amounts and quantities on current distributions to enable the budget processor to liquidate the selected purchase orders. The process then creates new distribution lines with the rolled amounts and quantities. The new distribution lines are held in a staging table until you run the PO

Rollover2 process. It also returns outstanding amounts and quantities to the corresponding requisition and modifies various flags and statuses in the PO_HDR, PO_LINE_DISTRIB, and PO_LINE_DIST_NP tables in preparation for the Commitment Control Budget Processor process.

Note. You must budget check the purchase orders after you run the PO Rollover1 process and before you

continue to the PO Rollover2 process.

Note. The PO Rollover1 process acts only on purchase orders when the Keep PY Encumbrances Open check

box is clear on the PO Rollover page.

Finalize Requisitions

Select to finalize qualified requisitions associated with the purchase orders selected for processing by the PO Rollover1 process. A requisition qualifies for finalization when all purchase orders containing the requisition key fields have reached a budget check status of Valid.

If this option is selected and a processed requisition does not qualify for finalization, remaining quantities and amounts are returned to the requisition.

Run Exception Report

Running the PO Rollover2 Process

Access the PO Rollover2 page.

The PO Rollover2 process breaks the relationship between the rolled purchase order and the prior year's transactions in the commitment control tables and to close all distributions not rolled.

The PO Rollover2 process updates the KK_ROLLED field in the KK_SOURCE_HDR commitment control table to Y for all rolled purchase orders. This update to KK_ROLLED prevents the budget processor from processing and modifying the existing transaction. Instead, the budget processor assigns the purchase order a new transaction ID the next time the rolled purchase order is budget checked. The budget processor bypasses distributions created in prior budget periods.

Once the budget check process is complete, you must run the PO Rollover2 process. The run control page provides the option to complete the rollover process by business unit or by individual purchase orders.

The process closes or cancels the old distribution lines by setting the DISTRIB_LN_STATUS field to C

(completed) or X (canceled). Select X only if the entire amount of the distribution was rolled over. The data held in the staging tables is then inserted into the PO_LINE_DISTRIB and PO_LINE_DIST_NP tables.

Chapter 8 Using Commitment Control

Note. You must budget check after running the PO Rollover1 process and before continuing to the PO

Rollover2 process.

Note. The new distributions must be budget checked.

Chapter 28, "Creating Purchase Orders Online," Entering Distribution Information, page 768

Running the PO Roll Open Encumbrance Process

Access the Roll Open Encum page (Purchasing, Purchase Orders, Budget Year End Processing, Request PO

Roll Open Encum).

Note. The process acts only on purchase orders when the Keep PY Encumbrances Open option is selected on

the PO Rollover page.

The PO Roll Open Encum process combines PO Rollover1 and PO Rollover2 processing, along with functionality that keeps rolled remaining encumbrances open in the prior budget year. The process makes changes to the rolled distributions that prevent the budget processor from re-validating and liquidating them in the prior budget year. This functionality enables you to track unexpended amounts by individual purchase orders during a budget period without returning unexpended amounts to the budget.

In one step, the process adjusts amounts and quantities down to what has been vouchered on the distribution and creates new distributions for unvouchered amounts. These actions can be completed in one step, because budget checking rolled distributions in the prior budget year is not required, as the intent of the process is to prevent the liquidation of the remaining encumbrances.

Because budget checking of rolled distributions in the prior budget year is not performed when using this process, finalizing associated requisitions is not an option.

Run the budget processor after the PO Roll Open Encum process to budget check newly created distributions and to create their encumbrances in the new budget period.

From Date/To Date

Budget Date

Enter the range of budget dates assigned to purchase orders that you want to roll into a new budget date.

Enter the new budget date that you want to assign to purchase orders successfully rolled by the process.

Running the Non Qualified PO Listing Process

Access the Run Roll Exception page (Purchasing, Purchase Orders, Budget Year End Processing, Non

Qualified PO Listing).

Use this page to create the PO Rollover Exceptions report. The report displays the non-qualified purchase orders and their associated documents.

215

Using Commitment Control Chapter 8

To populate the tables that produce the report, you need to run the PO Rollover View process to create a data set on which to run the report. The report is also available as an XML Publisher report.

You can also access the Run Roll Exception page using the PO Rollover View and PO Rollover 1 pages and by using the PO Rollover Workbench.

Business Unit

Search ID

Exception Type

Purchase Order

Select a business unit upon which to base the include the Exception report when you

Select a search ID. A search ID is made up of a data set that you define on the PO

Rollover View page. The system uses the data set to create the PO Rollover

Exceptions report. The report contains the purchase orders that are not qualified for rolling over.

Select to sort the PO Rollover Exceptions report by exception type. Exception types are the kinds of errors that prevent purchase orders from rolling over. The system sorts the report first by purchase order ID and business unit, then by exception type, and finally by purchase order keys. An example of an exception type is when a budget status on the purchase order is not valid.

Select to sort the PO Rollover Exceptions report by purchase order ID. The system first sorts the report by purchase order and business unit, then by purchase order ID, and finally by exception type.

Establishing Purchasing ChartField Security

To facilitate ChartField Security functionality, Oracle delivers PeopleSoft Purchasing with components that are already set up for use with ChartField security. You can deactivate the settings, modify the settings, or add security for components. ChartFields are the fields that store charts of accounts and provide the system with the basic structure to segregate and categorize transactional and budget data. PeopleSoft Purchasing enables you to secure specific accounts to prevent unauthorized users from viewing or editing financial information. The ChartField Security feature provides the framework for you to define the ChartField security method and configure and maintain security for specific PeopleSoft Purchasing ChartField fields and records.

You can define the security method based on users, roles, and permission lists.

Customers can assign a group of users, roles, or permission lists to a rule in one page using a default effective date. The rule applies to all products. Customers can assign many rules to a user, role, or permission list in one page. Different rules can be assigned to different products for one user.

Chartfields are secured at the distribution level on the purchase order and requisition entry transactions.

Values for ChartFields on the Purchase Order Defaults page for the purchase order header are not secured.

When you create a transaction, the distribution values may default onto the transaction. When you save the transaction, the ChartField security will validate to ensure that the user can create and maintain documents using those secured ChartField values.

By default, most components in PeopleSoft Purchasing are secured when the product itself is enabled. You can activate or inactivate ChartField security for certain Purchasing components that include transactions, such as data entry for purchase orders and requisitions, search lists, inquiries, and prompts.

Chapter 8 Using Commitment Control

The core system for establishing ChartField security is described in the PeopleSoft Application

Fundamentals 9.1 PeopleBook. Also, the book provides descriptions of the Purchasing components and pages affected by ChartField security.

See PeopleSoft Enterprise Application Fundamentals 9.1 PeopleBook, "Securing ChartFields."

See PeopleSoft Enterprise Application Fundamentals 9.1 PeopleBook, "Securing ChartFields," Securing

ChartFields for PeopleSoft Enterprise Purchasing.

217

Chapter 9

Running Document Tolerances

This chapter provides an overview of document tolerances and discusses how to:

•

Set up document tolerances.

Run document tolerances with budget checking.

Run document tolerances without budget checking.

Review document tolerance exceptions and overrides.

Understanding Document Tolerances

Document tolerance checking compares the balance of all subsequent documents distributions tied to the requisition distribution based on a tolerance tied to a specific ChartField. The fund code ChartField is usually the one used in the document tolerance checking process. For example, a 100 USD requisition distribution has a fund code 100 which has a 10 percent tolerance. If two purchase orders were entered against this requisitions distribution, one for 50 USD and a second for 75 USD, the first purchase order would pass document tolerance checking but the second purchase order would fail. In this case, the total against the requisitions distribution would be 125 USD exceeding the 10 percent tolerance. If you have the proper authorization, you can override the document tolerance checking and continue processing the purchase order.

You can run the Document Tolerance process either with or without enabling commitment control.

If you enable commitment control and document tolerance for the business unit, and you then initiate budget checking, the system runs the Document Tolerance Checking Application Engine process (FS_DOC_TOL) first and then it runs the Comm Cntrl Budget Processor Application Engine process (FS_BP).

If any amounts, quantities, general ledger business units, or ChartFields are modified on a purchase order after the document tolerance is checked, either manually or using the POCREATE or POCHNG processes, the system resets the document tolerance status to Not Chk'd (not checked).

Setting Up Document Tolerances

The setup for document tolerances is the same for both PeopleSoft Payables and PeopleSoft Purchasing.

See PeopleSoft Enterprise Source-to-Settle Common Information 9.1 PeopleBook, "Defining Procurement

Options," Defining Document Tolerances.

219

Running Document Tolerances Chapter 9

Running Document Tolerances with Budget Checking

If you enable commitment control and document tolerance for the business unit, you run document tolerance by initiating the Comm Cntrl Budget Processor Application Engine process (FS_BP) on the Maintain

Purchase Order - Purchase Order page. The system runs the Document Tolerance Checking process and then the Comm Cntrl Budget Processor process.

You can check a purchase order document tolerance status on the Maintain Purchase Order - Purchase Order page.

This section discusses how to check document tolerances.

Page Used to Run Document Tolerances with Budget Checking

Page Name

Maintain Purchase Order -

Purchase Order

Definition Name

PO_LINE

Navigation

Purchasing, Purchase

Orders, Add/Update POs,

Maintain Purchase Order -

Purchase Order page

Usage

Enter or change purchase order information online.

Checking Document Tolerances

Access the Maintain Purchase Order - Purchase Order page (Purchasing, Purchase Orders, Add/Update POs,

Maintain Purchase Order - Purchase Order page).

Click the Budget Check button to run the Comm Cntrl Budget Processor process for this purchase order. This button appears only if you have enabled commitment control for PeopleSoft Purchasing and the purchase order has not been subjected to budget checking. This button is not available if you have run the Comm Cntrl Budget Processor process on the purchase order.

If you enable commitment control and document tolerance checking for the business unit and you initiate the budget checking process, the system runs the

Document Tolerance process then the Comm Cntrl Budget Processor process.

Note. You would normally run the Comm Cntrl Budget Processor process as a

batch process using the Budget Check Request page. If you do so and document tolerance checking is enabled for the business unit, you must ensure that the commitment control source transaction definitions for purchase order transactions are defined, so that only purchase orders that have passed document tolerance checking are eligible for budget checking.

Chapter 9 Running Document Tolerances

Doc Tol Status

(document tolerance status)

If you enable document tolerance checking, the system displays the document tolerance status. Values are:

Valid: The purchase order has passed document tolerance checking.

Not Chk'd (not checked): The purchase order requires document tolerance checking. If any amounts, quantities, or ChartFields are modified after the document tolerance is checked, the system resets the document tolerance status to

Not Chk'd.

Error: Exceptions are generated for the purchase order during document tolerance checking. You can override document tolerance exceptions on the

Document Tolerance Exceptions - Doc To Exception page.

Running Document Tolerances Without Budget Checking

If you do not enable commitment control but enable document tolerance, you initiate document tolerance checking using the Document Tolerance Request page.

This section lists the page used to run document tolerances without budget checking.

Page Used to Run Document Tolerances Without Budget Checking

Page Name

Document Tolerance

Definition Name

DOC_TOL_RUN_CNTRL

Navigation

Purchasing, Purchase

Orders, Verify Document

Tolerance, Document

Tolerance

Usage

Initiate the Document

Tolerance Checking process. The system checks the transaction for document tolerance exceptions.

Reviewing Document Tolerance Exceptions and Overrides

This section discusses how to:

•

View and override document tolerance exceptions.

View document tolerance override history.

221

Running Document Tolerances Chapter 9

Pages Used to Review Document Tolerance Exceptions and Overrides

Page Name

Document Tolerance

Exceptions - Doc Tol

Exception

Document Tolerance

Override - Override Log

Definition Name

DOC_TOL_EXCPT

DOC_TOL_OVR_LOG

Navigation Usage

Purchasing, Purchase

Orders, Review PO

Information, Document

Tolerance Exceptions, Doc

Tol Exception

View and update document tolerance exceptions.

Purchasing, Purchase

Orders, Review PO

Information, Doc Tolerance

Override History, Override

Log

View and update document tolerance exceptions.

Viewing and Overriding Document Tolerance Exceptions

Access the Document Tolerance Exceptions - Doc Tol Exception page (Purchasing, Purchase Orders, Review

PO Information, Document Tolerance Exceptions, Doc Tol Exception).

Exceptions

Rule ID

Displays the rule ID and description of the match rule that produced the exception.

Details

Pred Doc Amt

(predecessor document amount)

Displays the amount of the predecessor document (purchase order).

Life-to-Date Liquidated

Amt (life-to-date

liquidated amount)

Displays the sum total of all source documents (purchase orders) linked to the predecessor document. If you have multiple purchase orders tied to the same requisition, the Document Tolerance process calculates the tolerance against the sum total of all of the purchase orders tied to this requisition rather than the amounts of the individual purchase orders. An individual purchase order may be within the tolerance, but if the sum total of the linked purchase orders exceeds the tolerance, the purchase order will not pass document tolerance checking.

Defined Tolerance

Amount

The tolerance amount that you defined on the Document Tolerance page.

Chapter 9 Running Document Tolerances

Defined Tolerance

Percentage

Displays the tolerance percent that you defined on the Document Tolerance page.

Note. The system uses whichever value is lower (either the defined amount or the

defined percentage) to calculate the tolerance. If the amount of the source document exceeds the lower defined amount, the purchase order does not pass document tolerance checking and the system generates an exception.

Calculated Doc Amt Tol

Amount (calculated

document amount tolerance amount)

Displays the amount of the source document (purchase order), plus any defined tolerance amount.

Calculated Doc Tol

Percent Amt (calculated

document tolerance percent amount)

Displays the amount of the source document (purchase order), plus any defined tolerance percentage amount.

Displays the amount of the source document (purchase order).

Source Doc Monetary

Amt (source document

monetary amount)

Source Doc Converted

Amt (source document

converted amount)

Displays the converted amount of the source document (purchase order). The system converts the source document to the predecessor document general ledger business unit base currency to calculate the tolerance.

Displays the predecessor document general ledger business unit base currency.

Predecessor GL Base

Currency

Transaction Currency

Displays the currency of the source document (purchase order).

Override

Select to override this exception and make the transaction available for further processing.

Viewing Document Tolerance Override History

Access the Document Tolerance Override - Override Log page (Purchasing, Purchase Orders, Review PO

Information, Doc Tolerance Override History, Override Log).

The fields on this page are the same as the fields on the Document Tolerance Exceptions - Doc Tol Exception page except for User ID and DateTime, which provide an audit trail of exceptions that have been overridden.

User ID

DateTime

Displays the user who overrode this exception on the Document Tolerance

Exceptions - Doc Tol Exception page.

Displays the date and time that the designated user overrode this exception on the

Document Tolerance Exceptions - Doc Tol Exception page.

223

Chapter 10

Using Entry Events

This chapter provides an overview of entry events in PeopleSoft Purchasing and discusses how to:

•

Set up PeopleSoft Purchasing entry events.

Generate PeopleSoft Purchasing entry events.

Drill down to the general ledger to view entry event journal entries.

Understanding Entry Events in PeopleSoft Purchasing

Entry events are shorthand codes that are assigned to a transaction's distribution lines and enable you to post accounting entries to the general journal with minimal end-user input. Entry events post standard and supplemental accounting entries to the general ledger. These are based on accounting lines generated during budget checking or document posting.

Entry events are used to satisfy federal accounting requirements. PeopleSoft Purchasing is delivered with a set of entry event codes, and you can define additional entry event codes if necessary.

•

Entry events are enabled using the Installation Options component.

•

If you choose not to enable entry events, the Entry Event field does not appear on the pages.

If the use of entry events is optional, any default value set at the business unit level appears but can be overridden.

If the use of entry events is required, the Entry Event field appears, business unit defaulting occurs, and an error appears if the field is left blank when you save the page.

You can override the default value but cannot leave the field blank.

PeopleSoft uses a common function to process entry events for PeopleSoft General Ledger, PeopleSoft

Payables, PeopleSoft Purchasing, PeopleSoft Receivables, and PeopleSoft Billing.

Note. For requisitions and purchase orders, you must use commitment control to generate entry event

transactions.

The processor is accessed through run control components for requisitions, purchase orders, and receipts.

The event entries that you generate can be viewed using the accounting line entries components. Drillback into the general ledger is provided through EE Journal Entries inquiries.

PeopleSoft Purchasing supports entry events in these areas:

225

Using Entry Events Chapter 10

•

Requisitions

•

If there is a default entry event code for the PeopleSoft Purchasing business unit, then this default automatically populates on the header defaults, line defaults, and the distribution line levels. Users can override the business unit default value at any of these levels.

Entry event codes are defined by account codes, and the appropriate account code automatically populates whenever an entry event code is used and no other account code already exists.

Requisition loader

When you run the Requisition Loader process, entry events found in the requisition loader defaults override entry event defaults found at the business unit level or on the Requisition Loader page.

•

Purchase order

•

If you select entry event defaults at the business unit level, they appear by default to the header and distribution levels, where the user can override them.

If the Account field is blank, the default account for that particular entry event appears. If the Account field is not blank, it is not overridden by the account tied to the entry event.

Maintain distribution

Users can also enter an entry event directly on the Maintain Purchase Order - Distributions for Schedule page.

Purchase order express

Entry events function on the Express Purchase Order - Purchase order page in the same manner as on the

Maintain Purchase Order - Purchase Order and Maintain Purchase Order - Schedules pages.

Procurement cards

Any applicable entry event default value appears on the Procurement Card Limits and Restrictions page, and on the Account Distribution page. This entry event is carried over to PeopleSoft Payables through the

Voucher Stage process.

Receipt accrual

The user has the option of using the default value or overriding it on the Receipt Accrual page. If the user selects override, the entry event specified always overrides any default value.

AutoSelect process

The Auto Select process enables you to source the organization requisitions automatically. The process also passes the entry event from the requisition to the staging area.

Build Inventory Demand process

If the Build Inventory Demand process results in the creation of a purchase order, the entry event is passed to the staging area.

Chapter 10 Using Entry Events

•

PO Calculations and Create Purchase Orders processes

The purchasing system uses the PO Calculation and Create Purchase Orders processes to source requisitions to purchase orders. They also pass the entry event from the requisition to the purchase order.

The Create Purchase Orders process validates the entry event code from the requisition. If that entry event code is not valid for the purchase order, the Create Purchase Orders process overrides the value with the entry event code defined at the business unit level for purchase orders.

The Entry Event Generator process (FS_EVENTGEN) processes entry events for all PeopleSoft products that use entry events, which include PeopleSoft General Ledger, PeopleSoft Payables, PeopleSoft

Purchasing, PeopleSoft Receivables, and PeopleSoft Billing.

PeopleSoft Purchasing users access the process through components specific to requisitions, purchase orders, and receipts. The process uses setup data to create additional accounting transactions in a separate accounting record.

This diagram shows the entry event process flow:

227

Using Entry Events Chapter 10

228

Entry event process flow

Chapter 10 Using Entry Events

Chapter 11, "Managing Procurement Cards," Running the Voucher Load Process, page 302

Chapter 35, "Reviewing Purchase Order Information," Reviewing Purchase Order Accounting Line Entries, page 1029

Chapter 25, "Reviewing Requisition Information," Reviewing Requisition Accounting Line Entries, page 605

Chapter 29, "Using Purchase Order Sourcing," Automatically Selecting Requisitions for Sourcing, page 830

Chapter 29, "Using Purchase Order Sourcing," Building Inventory Demand Transactions, page 840

Chapter 29, "Using Purchase Order Sourcing," Creating Purchase Orders Using the Create Purchase Orders

Process, page 880

Chapter 29, "Using Purchase Order Sourcing," Running the PO Calculations Process, page 844

Chapter 41, "Using Receipt Accrual," page 1189

Chapter 41, "Using Receipt Accrual," Viewing Receipt Accrual Accounting Line Entries, page 1198

Chapter 20, "Using the Requisition Loader," Reviewing and Correcting Purchasing Requisition Loader

Process Data Errors, page 527

Chapter 10, "Using Entry Events," page 225

PeopleSoft Enterprise Source-to-Settle Common Information 9.1 PeopleBook, "Defining Procurement

Options," Using Requisition Loader Defaults and Overrides

Setting Up PeopleSoft Purchasing Entry Events

This section discusses how to:

•

Enable entry events for PeopleSoft Purchasing.

Select entry event defaults.

Entry event codes are delivered for PeopleSoft Purchasing. In addition, PeopleSoft enables you to define your own entry event codes.

Note. In PeopleSoft Purchasing, the Entry Event Generator process generates entry events for nonactuals

transactions (pre-encumbrances and encumbrances) by selecting transaction rows from the commitment control detail ledger group. To enable this, you must select the commitment detail ledger for the commitment control detail ledger group when you assign commitment control ledger groups to a business unit and a general ledger detail ledger group using the Ledgers for A Unit component.

229

Using Entry Events

Chapter 10

Pages Used to Set Up PeopleSoft Purchasing Entry Events

Page Name

Ledgers for a Unit -

Definition

Ledgers for a Unit -

Commitment Control

Options

Entry Event

Entry Event Defaults

Definition Name

BUSINESS_UNIT_LED1

BUSINESS_UNIT_LED5

INSTALLATION_EE

BUS_UNIT_PM_EE

Navigation

Set Up Financials/Supply

Chain, Business Unit

Related, General Ledger,

Ledgers For A Unit,

Definition

Usage

Select the general ledger detail ledger group for which you want to enable commitment control.

Set Up Financials/Supply

Chain, Business Unit

Related, General Ledger,

Ledgers For A Unit,

Commitment Control

Options

Enable commitment control for a business unit and general ledger detail ledger group.

Set Up Financials/Supply

Chain, Install, Installation

Options

Click the Entry Event link in the General Options group box.

Select purchasing entry events for purchase orders, requisitions, and procurement cards.

Setup Financials/Supply

Chain, Business Unit

Related, Purchasing,

Purchasing Definition

Click the Entry Event

Defaults link on the

Purchasing Definition -

Business Unit Definition page.

Select default entry events at the business unit level.

Note. The link does not appear unless entry events are enabled.

Enabling Entry Events for PeopleSoft Purchasing

Access the Entry Event page (Set Up Financials/Supply Chain, Install, Installation Options, and click the

Entry Event link in the General Options group box).

Chapter 10

Purchasing

Using Entry Events

•

Select the entry event option for PeopleSoft Purchasing. Values are:

•

No EE (no entry event): Entry events cannot be used. Entry event fields will be hidden.

Optional: Entry events can be used but are not required. Entry event fields appear. Default entry event codes appear.

Required: You must use entry events. If the Entry Event field appears on a page, you must select a value or an error appears when you save the page.

Selecting Entry Event Defaults

Access the Entry Event Defaults page (Setup Financials/Supply Chain, Business Unit Related, Purchasing,

Purchasing Definition , and click the Entry Event Defaults link on the Purchasing Definition - Business Unit

Definition page).

Select from the available options to choose default entry event codes for purchase orders, requisitions, and procurement cards. Before selecting a default, you may need to review the defined codes.

Generating PeopleSoft Purchasing Entry Events

This section discusses how to generate PeopleSoft Purchasing entry events.

Note. PeopleSoft Purchasing enables you to access the Entry Event component on three menus: Requisitions,

Purchase Orders, and Receipts.

Page Used to Generate PeopleSoft Purchasing Entry Events

Page Name

Entry Event Run Request

Definition Name

PST_EE_RUN_REQUEST

•

Navigation

•

Purchasing,

Requisitions, Entry

Event Request

Purchasing, Purchase

Orders, Entry Event

Request

Purchasing, Receipts,

Entry Event Request

Usage

Run the Entry Event

Generator Application

Engine process

(FS_EVENTGEN).

231

Using Entry Events Chapter 10

Generating PeopleSoft Purchasing Entry Events

Access the Entry Event Request page (Purchasing, Requisitions, Entry Event Request).

Note. Budget checking must be run before entry events are generated for purchase orders or requisitions.

Process Request Parameters

Request ID

Description

Entry Event Process

Process Option

Enter an identifier for the request.

Enter a description of the request.

Select the process for which you want to generate entries. This field is required.

The entry event generator determines whether each selected document is eligible for the process, based on the entry event code assigned to the document.

Values are:

PO Purchase Order (PO Purchase Order posting)

Requisition Posting

Receipt Accrual

Select the process options based on the entry event process that you selected.

Values are:

All Units: All business units.

Document: A document that you select in the Selection Criteria group box.

Unit: A business unit you select in the Selection Criteria group box.

Selection Criteria

You can use these fields to limit the process to one business unit or one document. The documents available for the Document field depend on the selection in the Entry Event Process field.

Drilling Down to the General Ledger to View Entry Event Journal

Entries

This section lists the pages used to drill down to the general ledger system to view entry event journal entries.

Chapter 10 Using Entry Events

Pages Used to Drill Down to the General Ledger to View Entry Event Journal

Entries

Page Name

PO Purchase Order

Drillback (purchase order purchase order drillback)

Definition Name

EE_PO_DRILL

PO Requisition Drillback

EE_REQ_DRILL

PO Receipt Accrual

Drillback

EE_RCV_DRILL

Navigation Usage

Purchasing, Purchase

Orders, Review PO

Information, EE Journal

Entries, PO Purchase Order

Drillback

Drill down to the general ledger and view entry event journals for the purchase orders.

Purchasing, Requisitions,

Review Requisition

Information, EE Journal

Entries, PO Requisition

Drillback

Drill down to the general ledger and view entry event journals for the requisitions.

Purchasing, Receipts,

Review Receipt

Information, Entry Event

Journal Drill Down, PO

Receipt Accrual Drillback

Drill down to the general ledger and view entry event journals for the receipts.

233

Part 2

Using Procurement Cards

Chapter 11 Managing Procurement Cards

235

Chapter 11

Managing Procurement Cards

This chapter provides an overview of the procurement card business process and discusses how to:

•

Set up procurement card installation options.

Establish procurement card security.

Define cardholder profile.

Define card issuers.

Define preferred vendors.

Define preferred unit of measure (UOM).

Define merchant category code (MCC) blocked.

Define Visa transaction type codes.

Define procurement card mapping.

Set up procurement card load statement options.

Stage procurement card statements using PeopleSoft Integration Broker.

Stage procurement card statements in a flat file format.

Using the credit card data enterprise integration point (EIP).

Using the Procurement Card Load EIP.

Stage standard delivered bank format statements.

Handle statement staging errors.

Load procurement card statements to application tables.

Run the Bank Statement Workflow Application Engine process (PO_CCSTMT_WF).

Reconcile procurement card transactions manually.

Run the Grace Period Expired Application Engine process (PO_CCEXP_WF).

Resolve disputed transactions.

View the statement summary.

Stage procurement card transactions for voucher processing.

237

Managing Procurement Cards

•

Analyze procurement card information.

Chapter 11

Understanding the Procurement Card Business Process

The procurement card feature supports credit card purchases made by card holding employees in your organization and enables you to reduce the number of small purchases that go through your procurement department. You must have PeopleSoft Payables installed to implement the procurement card feature in

PeopleSoft Purchasing.

This diagram illustrates the basic flow of the procurement card business process from staging the electronic procurement card statement to the application tables through to the voucher staging table.

Chapter 11 Managing Procurement Cards

Procurement card business process flow

Common Elements Used in This Chapter

Display Unmasked Card

Number

Select this check box if you want to show the full credit card number on the page or report. This check box appears cleared by default. This check box will only appear on a page if you are associated with a role that has Unmask Card Number rights for procurement cards.

Note. This field pertains to role of the user accessing the page.

239

Managing Procurement Cards Chapter 11

Card Issuer

Card Number

Select the card issuer. In most cases, this is the name of the bank that issues the card.

Enter the procurement card account number. After you enter the full card number the system will encrypt the card number and display the masked card number in this field. For example, if you enter 6755-8867-6666-6755, the system will display ************6755 as the masked card number. The number of digits that are visible for the card number is based on the Number of Digits to Display field setting you specify on the Installation Options - Purchasing page.

To modify the encrypted card number, you can enter a full card number again or modify just the visible digits.

For more information about PeopleSoft encryption technology see "Encrypting

Text With PSCipher" and "Securing Data with PeopleSoft Encryption

Technology" in the Enterprise PeopleTools PeopleBook: Security

Administration.

Plus, you can perform a partial search on the card number field. The maximum number of digits that you can perform a partial search against is based on the

Number of Digits to Display field setting as well. For example, if the number of digits to display is 4, and you enter 1234 in the card number field, the system will use %1234 to search for the corresponding card numbers. The system compares against the right most digits. If you enter 12345 the system won't be able to find any corresponding card number matches.

If there are multiple cards with the same suffix and they are owned by the same employee, then the employee ID and name will appear in the header of the page.

However, if they are owned by different employees, then employee ID and name will not appear.

Billing Amount

Location

Amount and associated currency billed for the statement line.

Location to which payment for the selected lines is to be distributed.

Merchant

Source of the purchased goods or services.

PO Qty (purchase order

quantity)

Displays the purchase order quantity of each item purchased for this statement line. If there's no purchase order associated with the statement or the quantity is unknown, the purchase order quantity automatically changes to 1.

Posted Date

Displays the date when each statement line has been processed and posted by the card issuer.

A PeopleSoft user who has access rights to procurement card transactions.

Proxy

Reference/Reference

Number

Role

Unique number captured by the merchant at the point of sale to help identify the transaction.

A procurement card role carries a unique set of access rights.

Chapter 11 Managing Procurement Cards

Role Name

Ship To

Statement Status

Select the role name that you want to filter the report by. The roles available for selection, are those roles that belong to the current user that also have cards assigned to them. It does not include those roles that have no cards assigned to them.

Address to which the goods that you purchased were shipped. Used to identify applicable taxes if you decide to have the system calculate the sales or use tax for the statement.

Statement line status. Values are:

Staged: Statement from the bank is loaded into the staging tables by the Load

ProCard Stage process.

Initial: Statement has been staged in the statement table and the cardholders have been notified through the Bank Statement Workflow process. After each notice has been successfully sent to a cardholder, the system updates its status to Initial if it was Staged.

Verified: Statement is waiting to be reviewed. After verification, the statement line status changes to Approved. Currently, the verified status does not have any significant meaning by itself. However, it can be used in an environment where tighter control is required. The cardholder can only set the status to Verified and another person has to approve it and set the status to Approved.

Approved: Statement is ready to be picked up by the voucher process. Only those statement lines that are approved are pushed to the voucher staging tables.

Closed: Statement has been pushed to the voucher staging table.

Not Closed: Any transactions that are not in the voucher staging table.

Error: Procurement card transaction that failed voucher edit.

Tax Code

Transaction Amount

A set of tax authorities that comprises all taxes that apply within a particular geographical location. In this US, tax codes are state, country, city, and other special jurisdictions. This field is informational on the procurement card transaction.

Amount of the purchase and the source amount (in its local currency) charged by the vendor. The amount and currency may be different than the billing amount and currency that the cardholder is liable to pay.

Trans Date (transaction

date)

VAT (value-added tax)

Date when the goods were purchased.

A tax on the estimated market value added to a product or material at each stage of its manufacture or distribution.

Note. The VAT values that are recorded throughout the procurement card life

cycle pass into the invoice and VAT reporting structures.

241

Managing Procurement Cards Chapter 11

Chapter 11, "Managing Procurement Cards," Setting Up Procurement Card Installation Options, page 242

Setting Up Procurement Card Installation Options

This section lists the page used to set up your procurement card installation options.

Note. Before you can use the procurement card functionality, you must first set up your procurement card

installation options. These options determine procurement card controls that are used throughout the procurement card life cycle.

Page Used to Set Up Procurement Card Installation Options

Page Name

Installation Options -

Purchasing

Definition Name

INSTALLATION_PO

Navigation

Set Up Financials/Supply

Chain, Install, Installation

Options, Purchasing

Usage

Define general purchasing controls, such as autonumbering parameters, maximum quantities for quantity price breaks, and the maximum number of rows that are to appear in scroll areas; define requisition loader parameters, such as maximum lines loaded; and define procurement card controls, such as the number of digits that are to appear for a procurement card.

See Also

PeopleSoft Enterprise Application Fundamentals 9.1 PeopleBook, "Setting Installation Options for

PeopleSoft Applications," Defining Purchasing Installation Options

Establishing Procurement Card Security

This section provides an overview of procurement card security and discusses how to:

•

Assign users to procurement card roles.

Chapter 11

•

Assign access rights to procurement card roles.

Assign proxy roles for different procurement cards.

Set up universal SpeedCharts.

Assign universal SpeedCharts to multiple procurement cards.

Managing Procurement Cards

Understanding Procurement Card Security

The procurement card functionality enables your organization to define user roles and user-role access throughout the procurement card process. With increased role security, you can control the level of information that is accessed by users, manage the assignments of different procurement cards, and setup proxies and default accounting distributions. PeopleSoft delivers six procurement card roles and several predefined access rights with the system, so that you can establish your organizational role and role access parameters easily.

You do not need to use the predefined procurement card roles that PeopleSoft Purchasing provides. You can establish your own roles that match your environment. PeopleSoft Purchasing delivers these predefined roles so that you can quickly begin using the procurement card functionality.

For backward compatibility during upgrade, the system converts your existing proxies and assigns them to the procurement card administrator role. You can view this system conversion using the Assign Proxies page in

PeopleSoft Purchasing. In addition, to complete the proxy assignment you must manually assign each proxy

(PeopleSoft user) using PeopleTools security functionality to the procurement card administrator role

(CC_ADMINISTRATOR). This is done using the User Profiles - Role page.

See Chapter 11, "Managing Procurement Cards," Assigning Users to Procurement Card Roles, page 245.

See Chapter 11, "Managing Procurement Cards," Assigning Proxy Roles for Different Procurement Cards, page 248.

PeopleSoft Predefined User Roles

PeopleSoft delivers the following predefined user roles with the system: Administrator, Approver,

Reconciler, Reviewer, PO User (purchase order user), and Req User (requisition user).

Pages Used to Establish Procurement Card Security

Page Name

User Profiles - Roles

Definition Name

USER_GENERAL

Navigation Usage

PeopleTools, Security, User

Profiles, User Profiles, User

Profiles - Roles

Assign users to procurement card roles.

243

Managing Procurement Cards

Page Name Definition Name

Roles

CC_ROLE

Procurement Card Access

Rights

Assign Proxies

CC_RIGHTS1

Select Procurement Cards CC_PROXY_BY_USER1

Assign Proxies CC_PROXY_COPY

Copy/Move Exceptions

CC_PROXY_BY_USER2

SpeedChart

Assign SpeedCharts

CC_PROXY_BY_USER

SPEEDCHART

CC_ASSIGN_SPEEDCH

Chapter 11

Navigation

Purchasing, Procurement

Cards, Security, Register

Roles, Register

Procurement Card Roles

Usage

Identify roles for the procurement card module.

You can create your own

PeopleSoft roles for the procurement card module.

After registering them here on this page, they can be used in the procurement card module.

Purchasing, Procurement

Cards, Security, Assign

Access Rights, Procurement

Card Access Rights

Assign individual access rights for each procurement card role.

Purchasing, Procurement

Cards, Security, Assign

Proxies

Each PeopleSoft user who is a member of a procurement card role can be assigned to multiple cards with different roles.

Click the Select

Procurement Cards link on the Assign Proxies page or the Assign SpeedCharts page.

Search and assign additional procurement cards to the proxy user.

Click the Copy to or Move to buttons on the Assign

Proxies page

(CC_PROXY_BY_USER).

Select the user you want to copy to or move to the proxy role. This user will acquire the proxy role for the procurement cards selected in the Assign

Proxies page.

Click the OK button on the

Assign Proxies page

(CC_PROXY_COPY).

Review and override copy or move exceptions from one proxy user to another.

Define SpeedCharts.

Setup Financials/Supply

Chain, Product Related,

Procurement Options,

Management, SpeedChart

Purchasing, Procurement

Cards, Security, Assign

SpeedCharts

Assign SpeedCharts for each procurement card.

Chapter 11 Managing Procurement Cards

Page Name

Assign Proxies

Definition Name

CC_CARD _DATA4

Navigation Usage

Purchasing, Procurement

Cards, Definitions,

Cardholder Profile,

Cardholder Profile - Card

Data

Click the Proxies link on the

Cardholder Profile - Card

Data page.

Assign users (proxies) and the role associated with the selected cardholder.

See Also

"Securing Data with PeopleSoft Encryption Technology" and "Encrypting Text With PSCipher," Enterprise

PeopleTools PeopleBook: Security Administration

PeopleSoft Enterprise Application Fundamentals 9.1 PeopleBook, "Setting Installation Options for

PeopleSoft Applications," Defining Purchasing Installation Options

PeopleSoft Enterprise Application Fundamentals 9.1 PeopleBook, "Securing Your System," Understanding

PeopleSoft Application Security

Assigning Users to Procurement Card Roles

Access the User Profiles - Role page (PeopleTools, Security, User Profiles, User Profiles, User Profiles -

Roles).

See Also

Enterprise PeopleTools PeopleBook: Security Administration

Register Procurement Card Roles

Access the Register Procurement Card Roles page (Purchasing, Procurement Cards, Security, Register Roles,

When you register user roles, the system links those roles to the procurement card module.

See Also

PeopleSoft Enterprise Application Fundamentals 9.1 PeopleBook, "Securing Your System," Understanding

PeopleSoft Application Security

245

Managing Procurement Cards Chapter 11

Assigning Access Rights to Procurement Card Roles

Access the Procurement Card Access Rights page (Purchasing, Procurement Cards, Security, Assign Access

Rights, Procurement Card Access Rights).

246

Procurement Card Access Rights page

Use this page to link access rights to procurement card roles. Access rights determine how users access different components in the procurement card module.

Review Statement

Access Reports

Select this check box to give this role

— users

— the access rights to review the statement only. With this right, this role has no authority to modify the statement.

Select this check box to give this role

— users

— the access rights to run procurement card reports.

Reconcile - Set Status to

Staged

Select this check box to give this role

— users

— the access rights to change the status of the statement to 0 - Staged.

Chapter 11 Managing Procurement Cards

Reconcile - Set Status to

Verified

Select this check box to give this role

— users

— the access rights to change the status of the statement to 2 - Verified.

Note. Once the status is set to Verified and the reconciler saves and exist the

page, the statement can no longer be modified.

Users cannot change the status of any transaction that is already set to Verified,

Approved, or Closed. For transactions that need to be reverified, users with approval rights must set their status to Staged.

Reconcile - Set Status to

Approved

Select this check box to give this role

— users

— the access rights to change the status of the statement to 3 - Approved.

Note. Once the status is set to Approved and the approver saves and exits the

page, the statement can no longer be modified.

Reconcile - Update

Distribution (Restricted)

Select this check box to give this role

— users

— the access rights to update the distribution by selecting one of the predefined SpeedCharts that are assigned to this card.

Reconcile - Update

Distribution

(Unrestricted)

Reconcile - Modify

Staged Transactions

Reconcile - Modify

Verified Transactions

Select this check box to give this role

— users

— the access rights to update the distribution by selecting one of the predefined SpeedCharts that are assigned to this card or by entering the ChartField information manually.

Select this check box to give this role

— users

— the access rights to modify transactions that are not verified or approved.

Select this check box to give this role

— users

— the access rights to modify transactions that are not approved.

Reconcile - Modify

Approved Transactions

Select this check box to give this role

— users

— the access rights to modify transactions that are approved.

Reconcile - Modify

Error Transactions

Select this check box to give this role

— users

— the access rights to resolve transactions that failed the voucher edit.

Unmask Card Number

Select this check box to give this role

— users

— the access rights to view the full credit card number.

Plus, with this right, you have the option of printing the full credit card number on any of the procurement card reports or displaying it on any of the procurement card inquiry pages.

Note. The full credit card number always appears in the following components:

Assign Proxies, Assign SpeedCharts, and Cardholder Profile.

Cardholder - Maintain

Profile

Select this check box to give this role

— users

— the access rights to modify any information on the Card Data page in the Cardholder Profile component.

247

Managing Procurement Cards Chapter 11

Cardholder - Maintain

Proxy

Select this check box to give this role

— users

— the access rights to add, change, or delete proxy assignments in the Cardholder Profile component.

Cardholder - Maintain

Distribution

Select this check box to give this role

— users

— the access rights to add, change, or delete accounting distribution assignments in the Cardholder Profile component.

Usage - Use

Procurement Card on

Requisition

Select this check box to give this role

— users

— the access rights to assign a procurement card as a payment method when creating a requisition.

Usage - Use

Procurement Card on

PO (usage - use

procurement card on purchase order)

Select this check box to give this role

— users

— the access rights to assign a procurement card as a payment method when creating a purchase order.

Usage - Allow Override of Vendor Card

Select this check box to give this role

— users

— the access rights to override a vendor card that was previously entered for a purchase order. The vendor card appears by default from the vendor profile and this role has the rights to override that value if the vendor is also set to allow override.

Assigning Proxy Roles for Different Procurement Cards

Access the Assign Proxies page (Purchasing, Procurement Cards, Security, Assign Proxies).

Chapter 11 Managing Procurement Cards

Assign Proxies page

Requester Default

Buyer Default

Apply

Select this check box if you would like this procurement card to appear as the default when defining the requestor on the Requestor Setup page. The selection you make here also appears on the Requestor Setup page. Establishing it here accomplishes the same thing as establishing it on the Requestor Setup page.

The selection you make here will also appear on the Cardholder Profile - Card

Data: Assign Proxies page.

Note. This field will only appear if this proxy user has also been set up as a

requester using the Requester Setup page.

Select this check box if you would like this procurement card to appear as the default when defining the buyer on the Buyer Setup page. The selection you make here also appears on the Buyer Setup page. Establishing it here accomplishes the same thing as establishing it on the Buyer Setup page.

The selection you make here will also appear on the Cardholder Profile - Card

Data: Assign Proxies page.

Note. This field will only appear if this proxy user has also been set up as a buyer

using the Buyer Setup page.

Click this button to apply the same role to multiple procurement cards for the proxy user.

249

Managing Procurement Cards

Delete

Copy to

Move to

Chapter 11

Click this button to remove selected cards from the current proxy user. This proxy user can no longer access transactions for those cards.

Click this button to copy access rights to another user.

Click this button to transfer access rights to another user.

When you move access rights to another user, the system copies the procurement card list from the current user to the target user and removes the cards from the original user list.

Note. All cards that are assigned (moved or copied) to the target user with

different roles are identified as exceptions. You can override exceptions on the

Exceptions page.

Setting Up Universal SpeedCharts

Access the SpeedChart page (Setup Financials/Supply Chain, Product Related, Procurement Options,

Management, SpeedChart).

See Also

PeopleSoft Enterprise Source-to-Settle Common Information 9.1 PeopleBook, "Defining Procurement

Options," Defining SpeedCharts

Assigning Universal SpeedCharts to Multiple Procurement Cards

Access the Assign SpeedCharts page (Purchasing, Procurement Cards, Security, Assign SpeedCharts).

Chapter 11 Managing Procurement Cards

Assign SpeedCharts page

SpeedChart Key

Select Procurement

Cards

Click the associated link to view the details of SpeedCharts within a given setID.

When you click this link the SpeedChart Detail page appears.

Select this link to assign additional procurement cards to the SpeedChart. When you click this link the Select Procurement Cards page appears.

Note. Since SpeedCharts are driven by setID, the available list of cardholders and cards are limited to

business units that are tied to the same setID.

Defining Cardholder Profile

To define cardholder profiles, use the Cardholder Profile component (CC_EE_PROFILE).

•

This section provides an overview of the Personal Employee Enterprise Integration Point (EIP) and discusses how to:

View cardholder personal data.

Define cardholder card data.

Define vendor card vendors.

Define proxies.

251

Managing Procurement Cards

•

Define default account distributions.

Restrict cardholder purchases by commodity code.

Chapter 11

Understanding the Personal Employee EIP

The employee accessible in this setup may be a result of an interface with PeopleSoft Human Resources or another external human resources package. The external interface is created by using the personal employee

EIP. The interface within PeopleSoft is accomplished using the Load Employee Data page.

You can also receive employee procurement card data from PeopleSoft Human Resources. These EIPs enable

PeopleSoft Expenses and PeopleSoft Purchasing to send and receive basic cardholder data to and from

PeopleSoft Human Resources. When one application changes a record, an EIP automatically updates and synchronizes tables in the other applications.

This table lists service operations that contain code used to send and receive information between the databases:

Service Operation

CORPORATE_CARD_DATA_FU

LLSYNC

Records

CC_CARD_DATA_EX

Description

Full data load of employee corporate card account data.

CORPORATE_CARD_DATA_SY

CC_CARD_DATA_EX

CORPORATE_CARD_FULLSYN

CC_CARD_TBL_EX

CORPORATE_CARD_SYNC CC_CARD_TBL_EX

Incremental update of corporate card account data.

Full data load of corporate card vendors.

Incremental update of corporate card vendors.

See Also

PeopleSoft Enterprise Expenses 9.1 PeopleBook, "Integrating With Other PeopleSoft Products"

Chapter 11 Managing Procurement Cards

Pages Used to Define Cardholder Profile

Page Name

Personal Data

Definition Name

CC_PERSONAL_DATA

Card Data

Vendors

Assign Proxies

Default Accounting

Distribution

SpeedChart Detail

Restricted Purchase

Cardholder Information

CC_CARD_DATA

CC_CARD_DATA5

CC_CARD_DATA4

CC_CARD_DATA2

CC_SPEEDCH_DTL

CC_CARD_DATA3

RUN_POY8000

Navigation Usage

Purchasing, Procurement

Cards, Definitions,

Cardholder Profile, Personal

Data

View cardholder information, such as personnel status and home address. This is a displayonly page and is shared by

PeopleSoft Expenses and

PeopleSoft Purchasing.

Purchasing, Procurement

Cards, Definitions,

Cardholder Profile, Card

Data

Enter card issuer, card number, and set the transaction limits for that card.

Click the Vendors link on the Card Data page.

Define vendors and the card options for these vendors.

Click the Proxies link on the

Card Data page.

Define who can access this procurement card and identify the rights that they have.

Click the Default Distrib

(default distribution) link on the Card Data page.

Enter accounting distribution defaults for single-line distribution or assign SpeedCharts for multiline distributions.

Click the Show SpeedChart link on the Default

Accounting Distribution page.

View the details of the

SpeedChart.

Click the Commodity Codes link on the Card Data page.

Set restrictions on the card by limiting the amount that the cardholder can spend on a specific commodity.

Purchasing, Procurement

Cards, Reports, Cardholder

Information

Run the Cardholder

Information multiprocess job (POY8000). This process will generate the

Cardholder Information

Crystal report (POY8000).

253

Managing Procurement Cards

Page Name

Purchase Exceptions

Definition Name

RUN_POY8010

MCC Exceptions (merchant category code exceptions)

RUN_POY8064

Chapter 11

Navigation

Purchasing, Procurement

Cards, Reports, Purchase

Exceptions

Purchasing, Procurement

Cards, Reports, MCC

Exceptions

Usage

Run one of these multiprocess jobs: Exceed

Limit-Per-Trans (POY8010) which will generate the

Exceed Limit-Per-Trans

Crystal report (POY8010),

Exceed Limit-Per-Cycle

(POY8011) which will generate the Exceed Limit-

Per-Cycle Crystal report

(POY8011), Exceed Trans-

Per-Day (POY8012) which will generate the Exceed

Trans-Per-Day Crystal report (POY8012), Exceed

Trans-Per-Cycle

(POY8013) which will generate the Exceed Trans-

Per-CycleCrystal report

(POY8013), or

Unauthorized Commodity

(POY8014) which will generate the Unauthorized

Commodity Crystal report

(POY8014).

Run the MCC Exceptions multiprocess job

(POY8064). This process will generate the MCC

Exceptions Crystal report

(POY8064).

Viewing Cardholder Personal Data

Access the Personal Data page (Purchasing, Procurement Cards, Definitions, Cardholder Profile, Personal

Data).

Personnel Status

Displays the cardholder personnel status, such as employee, consultant, contractor, or any other designation that your organization uses. Appears by default from human resources and cannot be changed.

Chapter 11

Telephone

Displays the cardholder home telephone number.

Managing Procurement Cards

Defining Cardholder Card Data

Access the Card Data page (Purchasing, Procurement Cards, Definitions, Cardholder Profile, Card Data).

Card Data

Select the Card Data tab.

Card Issuer

Card Type

Select the procurement card issuer.

Select the card type for this procurement card.

Additional Information

Select the Additional Information tab.

Vendor Card

Vendors

Select this check box if this card is a vendor card. Once you select this check box the Vendors link becomes available.

Click this link to access the Vendors page. Use this page to assign the vendor and card options for this vendor card.

This will simultaneously update the vendor location with the same data (like requestor in assign proxies). This relationship can be maintained in either place.

Credit Limits

Select the Credit Limits tab.

Note. The fields on this tab are only used for reporting purposes.

Maximum Credit Limit

(Optional) Enter the maximum credit limit for the credit card.

Monthly Credit Limit

(Optional) Enter the maximum amount that a cardholder can spend every month.

Transaction Amount

Limit

Currency

(Optional) Enter the maximum amount that a cardholder can spend for each transaction.

Select the currency for the credit limit fields.

Transaction Limits

Select the Transaction Limits tab.

255

Managing Procurement Cards Chapter 11

Note. The fields on this tab are only used for reporting purposes.

Transactions Allowed

Per Month

Transactions Allowed

Per Day

Enter the number of transactions that a cardholder can perform in a month.

Enter the number of transactions that a cardholder can perform in a day.

Defining Vendor Card Vendors

Access the Vendors page (click the Vendors link on the Card Data page).

Pay for PO

Allow Override

Dispatch Option

Select this check box if you want this vendor card to appear as the payment method for this vendor and location on a purchase order. If selected this vendor card will appear by default on the purchase order.

Select this check box if this vendor card for this vendor and location can be overridden on a purchase order.

•

Select the dispatch option for this vendor location. Options are:

•

Charge to Card on File: Select this option to have "Charge to credit card" print in the header portion of the PO Dispatch/Print SQR report (POPO005).

Contact Buyer: Select this option to have the buyer's name and phone number print in the header portion of the PO Dispatch/Print report. For example,

"*Please contact John Smith 925-694-3863 for payment information."

Contact Cardholder: Select this option to have the card holder's name and phone number print in the header portion of the PO Dispatch/Print report. For example, "*Please contact John Smith 925-694-3863 for payment information."

Default: Select this option to use the dispatch option on the purchase order.

Include Masked Card Info (include masked card information): Select this option to have the masked card number, card type, and expiration date appear in the header portion of the PO Dispatch/Print report.

No Reference: Select this option to have no procurement card information print on the PO Dispatch/Print report.

The system will also update the fields on the Cardholder Profile and Assign

Proxies pages with the selection you make here.

Defining Proxies

Access the Assign Proxies page (click the Proxies link on the Card Data page).

Chapter 11

User ID

Role

Requestor Default

Buyer Default

Managing Procurement Cards

Select the user authorized to reconcile procurement card statements for the selected card. Creating a user ID enables you to have a centralized reconciliation team that has the authority to review and edit an individual cardholder's statement. Individual cardholders cannot reconcile their own statements unless they have been set up as their own proxy.

Select an appropriate role for the designated proxy. Each role carries a set of access rights.

This check box setting appears by default from the Assign Proxies page when defining the security for the proxy. If this check box is selected, this is the procurement card that will appear as the default when defining the requestor on the Requestor Setup page.

If you make any changes to this check box, the setting will automatically be reflected in the Assign Proxies page when defining the security for the proxy and automatically be reflected in the Requestor Setup page.

Buyer Setup page.

Defining Default Accounting Distributions

Access the Default Accounting Distribution page (click the Default Distrib (default distribution) link on the

Card Data page).

Distribution Choices

Use Single-Line

Distribution

Select this option to assign a single account distribution for the procurement card transactions. This option is selected when the page appears.

Note. If you select this option, it enables the Use Single Line Distribution group

box.

Use Multi-Line

Distribution

Select this option to assign multi-line distributions for the procurement card transactions.

Note. If you select this option, the Use Multi-Line Distribution group box is

enabled.

257

Managing Procurement Cards Chapter 11

Use Multi-Line Distribution

Speedchart Key

Select SpeedCharts that can be used for this card when reconciling the statement.

Each SpeedChart can carry one or multiple distribution lines. Select a default

SpeedChart that is used in the ProCard Load Statement process to create default accounting distribution lines.

Note. You must designate a default SpeedChart for the system to use when

loading statement data.

Restricting Cardholder Purchases by Commodity Code

Access the Restricted Purchase page (click the Commodity Codes link on the Card Data page).

Note. The fields on this page are only used for reporting purposes.

Commodity Code

Select the commodity for which you want to set a cardholder purchasing restriction. Only commodity codes defined for the setID associated with the default business unit that you selected on the Card Data page are available.

Limit Amount

Enter the maximum amount that the cardholder can spend on the commodity.

Limit Per Trans (limit

per transaction)

Enter the maximum amount that the cardholder can spend per transaction on the commodity.

Defining Card Issuers

To define card issuers, use the ProCard Card Issuers component (CC_CARD_TBL).

This section discusses how to define procurement card issuers.

Pages Used to Define Card Issuers

Page Name

Card Issuer

Definition Name

CC_CARD_TBL

VAT Defaults Setup

VAT_DEFAULTS_DTL

Navigation

Setup Financials/Supply

Chain, Product Related,

Procurement Options,

Purchasing, ProCard Card

Issuers, Card Issuer

Usage

Enter details about the procurement card providers and link these details to a vendor ID.

Click the VAT Defaults link on the Card Issuer page.

View VAT defaults.

Chapter 11

Page Name

Card Issuer - Setup

Prepayment ChartFields

Definition Name

CC_CARD_TBL_CF

Managing Procurement Cards

Navigation Usage

Click the Setup Prepayment

ChartFields link on the Card

Issuer page.

Define prepayment voucher

ChartFields.

Defining Procurement Card Issuers

Access the Card Issuer page (Setup Financials/Supply Chain, Product Related, Procurement Options,

Purchasing, ProCard Card Issuers, Card Issuer).

Card Issuer page (1 of 2)

259

Managing Procurement Cards Chapter 11

260

Card Issuer page (2 of 2)

Credit Card Provider Record

AP Business Unit

(PeopleSoft Payables business unit)

Load Level 3 Data

Select the PeopleSoft Payables business unit that will be used for the prepayment voucher and for staging reconciled transactions.

Bill Includes Tax (if applied)

Bill Includes VAT (if applied)

Select this check box if you want to load itemized data for the procurement card transactions associated with this card issuer. Examples of level three data is additional information related to a transaction such as, car rental, lodging, and passenger itinerary information.

Select this check box to indicate that the procurement card provider record includes sales tax, if applicable.

Select this check box to indicate that the procurement card provider record includes value-added taxes, if applicable.

VAT Default (value-

added tax default)

Click this link to access the VAT Defaults Setup page, where you can set VAT tolerances to check the difference between the calculated VAT amount and the amount entered on the bank statement.

See PeopleSoft Enterprise Global Options and Reports 9.1 PeopleBook,

"Working with VAT."

Chapter 11 Managing Procurement Cards

Prepayment Voucher Default

Create Prepayment

Voucher

Prepayment Voucher

Options

Payment Terms ID

Setup Prepayment

ChartFields

Select this check box if you want to create a prepayment voucher for the procurement card statement amount.

•

Select the prepayment voucher option. Values are:

•

Auto Apply: Select this option to have the system use the accounting entry template for the debit side of the transaction. If you select this option you can not select the prepayment voucher ChartFields on the Card Issuer - Setup

Prepayment ChartFields page.

Specify: Select this option if you want to specify the ChartFields to be used for the prepayment voucher. This option also creates a reference ID so that only transactions from the same statement as the prepayment will be drawn down for that prepayment.

Once you select a prepayment voucher option the Setup Prepayment ChartFields link becomes available.

Select the payment terms for the prepayment voucher.

Click this link to access the Card Issuer - Setup Prepayment ChartFields page.

Use this page to define prepayment ChartFields.

Expenses Level 3 Options

This group box enables you determine how many days you would like to delay importing hotel transactions into the system. This enables level 3 data to be available if it comes in a separate file.

Load Level 3 Data

(Expenses)

Delay Days

Select to indicate that you want to load level 3 data for expenses. If you select the check box, the system loads level 3 data. If the check box is deselected, the system does not load level 3 data for expenses. The default value is deselected.

Enter the number of days that determine how long to wait to load hotel information. This allows time for the summary or detail data to be imported if it is sent in a separate file from the main transaction. All other transactions will flow through, but the hotel transactions will be moved into a staging table and will not be available until the appropriate number of days have passed. Delay days will have a default value of zero (blank).

Credit Card Import Hierarchy

Use this group box to determine what type of data to import.

261

Managing Procurement Cards

All

Detail

Summary

Chapter 11

Select to have the system check for detail data. If detail data exists, the system imports the data as well as the main transaction. If there is no detail data, the system checks for summary data, and if it finds that data imports it as well as the main transaction. If neither types of data are available, the system imports only the main transaction. All is the default value for the group box.

Select to have the system attempt to import the detail data. If detail data is not available, the system only imports the main transaction. The system does not check for summary data. If the detail data amount is not available or the total does not match, the system only imports the main transaction data.

Select to have the system attempt to import summary data. If summary data is not available, the system only imports the main transaction.

Statement as Approved VAT Receipt

Country

If the card issuer is an approved provider for claiming tax credit from procurement card statements, select the name of the country that uses credit card statements in lieu of actual receipts for VAT reporting.

When the country is listed, the ProCard Load Statement Application Engine process (PO_CCLOADLD) sets the Claiming Tax Credit field to Yes, indicating that the electronic statement can be used as evidence of VAT for claiming VAT recovery. When this is the case, no additional receipt documentation is required for VAT reporting purposes. The system performs appropriate calculations of

VAT rebate and recovery for these lines.

When the country does not allow electronic versions of the procurement card statement to serve as evidence of VAT recovery, the user has the option to indicate whether a VAT receipt exists on the Reconcile Statement - Procurement

Card component.

Defining Preferred Vendors

To define preferred vendors, use the Preferred Vendors component (CC_VNDR_XREF).

This section discusses how to:

•

Define preferred vendors.

Maintain a list of preferred vendors.

Chapter 11 Managing Procurement Cards

Pages Used to Define Preferred Vendors

Page Name

List of Merchants

Definition Name

CC_VNDR_NM

Vendor Search

Preferred Vendors

Non-Preferred Supplier

VENDOR_LOOKUP_SEC

CC_VNDR_XREF

RUN_POY8061

Navigation Usage

Purchasing, Procurement

Cards, Definition, Preferred

Vendors

Use the fields on the

Preferred Vendors page and click Search to display a particular vendor, or leave the fields blank and click

Search to display all vendors.

Displays a merchant or list of merchants with whom the cardholders have made purchases. To qualify as a preferred vendor, a merchant has to be mapped to a vendor set up in the system. After you enter and save the required information, the data is moved to the preferred vendor list.

Click the Vendor Lookup link on the List of

Merchants page.

Search for vendors.

Purchasing, Procurement

Cards, Definitions,

Preferred Vendors

On the Preferred Vendors page, search for a vendor or vendors.

Maintain or change the relationship between a merchant and a preferred vendor. The preferred vendors are those from whom you want the cardholders to purchase.

On the List of Merchants page, select the Preferred

Vendors tab.

Purchasing, Procurement

Cards, Reports, Non-

Preferred Supplier

Run the Non-Preferred

Supplier multiprocess job

(POY8061). This process will generate the Non-

Preferred Supplier Crystal report (POY8061).

See Chapter 8, "Using Commitment Control," page 179.

Defining Preferred Vendors

Access the List of Merchants page (Purchasing, Procurement Cards, Definition, Preferred Vendor, List of

Merchants).

Merchant

Displays the merchant names that come from each line on the bank statement.

263

Managing Procurement Cards

Vendor SetID

Vendor ID

Location

Select the vendor setID for the vendor that you want to associate with the merchant.

Select the vendor that you want to associate with the merchant.

Select the vendor location.

Chapter 11

Maintaining a List of Preferred Vendors

Access the Preferred Vendors page (Purchasing, Procurement Cards, Definitions, Preferred Vendor, Preferred

Vendors).

Use the fields on this page to edit the preferred vendors that you defined on the List of Merchants page.

Defining Preferred UOM

To define preferred UOM, use the UOM Mappings component (CC_UOM_XREF).

This section discusses how to:

•

Define preferred UOM.

Maintain preferred UOM.

Pages Used to Define Preferred UOM

Page Name Definition Name

List of Merchant UOM (list of merchant unit of measure)

CC_UOM_NM

Navigation Usage

Purchasing, Procurement

Cards, Definitions, UOM

Mappings, List of Merchant

UOM

Some vendors are capable of entering level three data

(line item information); therefore, UOM may show up for some statement lines.

Displays a list of UOM that comes from the bank statement. Once the corresponding UOM is entered, data is moved to the preferred UOM when you save this page.

Chapter 11

Page Name

Preferred UOM

Definition Name

CC_UOM_XREF

Managing Procurement Cards

Navigation

Purchasing, Procurement

Cards, Definitions, UOM

Mappings, Preferred UOM

Usage

Maintain the translation between the merchant UOM and system UOM (stored in

UNITS_TBL). The statement load process is based on the information that you entered here to convert the UOM.

Defining Preferred UOM

Access the List of Merchant UOM page (Purchasing, Procurement Cards, Definitions, UOM Mappings, List of Merchant UOM).

Merchant UOM

Unit of Measure

Displays the UOM used by the merchant.

Displays the UOM mapped to the merchant UOM.

Maintaining Preferred UOM

Access the Preferred UOM page (Purchasing, Procurement Cards, Definitions, UOM Mappings, Preferred

UOM).

Use the fields on this page to edit the preferred UOM that you defined on the List of Merchant UOM page.

Defining MCC Blocked

To define blocked MCC's, use the ProCard Blocked MCCs component (CC_MCC_BLOCKED).

This section lists the pages used to define MCC blocked.

Note. Once a merchant category code is blocked, the cardholder is not authorized to purchase from merchants

within the blocked category code. This information is used for reporting purposes only within PeopleSoft.

265

Managing Procurement Cards

Pages Used to Define MCC Blocked

Page Name

Blocked MCC (blocked merchant category code)

Definition Name

CC_MCC_BLOCKED

Merchant Category Group EX_VIS_MCG_MAP

Chapter 11

Navigation

Setup Financials/Supply

Chain, Product Related,

Procurement Options,

Purchasing, ProCard

Blocked MCCs, Blocked

MCC

Usage

Blocks purchases made within the specified MCC.

Setup Financials/Supply

Chain, Product Related,

Expenses, Mapping,

Merchant Category Group

Map MCCs to merchant category groups.

Defining Visa Transaction Type Codes

To define Visa transaction type codes, use the Visa ProCard Transaction Codes component

(CC_VISA_TTYPE).

This section lists the page used to set up Visa transaction type codes.

Page Used to Define Visa Transaction Type Code

Page Name

Visa Transaction Codes

Definition Name

CC_VISA_TTYPE

Navigation

Setup Financials/Supply

Chain, Product Related,

Procurement Options,

Purchasing, ProCard Visa

Transaction Codes, Visa

Transaction Codes

Usage

Enter a code provided by

VISA to indicate debit or credit transactions.

Defining Procurement Card Mapping

To define procurement card XML maps, use the ProCard MasterCard XML Map component

(CC_MC_XML_MAP).

This section list the pages used for procurement card mapping.

Chapter 11 Managing Procurement Cards

Pages Used to Define Procurement Card Mapping

Page Name

Country Code

Currency Code

MasterCard XML Map

Definition Name

EX_COUNTRY_MAP_PNL

EX_CURRNCY_MAP_PNL

CC_MC_XL_MAP

Navigation

Setup Financials/Supply

Chain, Product Related,

Procurement Options,

Purchasing, ProCard

Country Map, Country

Code

Setup Financials/Supply

Chain, Product Related,

Procurement Options,

Purchasing, ProCard

Currency Map, Currency

Code

Setup Financials/Supply

Chain, Product Related,

Procurement Options,

Purchasing, ProCard

MasterCard XML Map,

MasterCard XML Map

Usage

Map the incoming countries associated with transactions to PeopleSoft countries.

Map the incoming currencies associated with transactions to PeopleSoft currencies.

Define the MasterCard

XML mapping to the

PeopleSoft mapping.

Setting Up Procurement Card Load Statement Options

To setup procurement card load statement options, use the ProCard Load Statement Options component

(CC_RECON_OPT).

This section discusses how to define load statement options.

Page Used to Define Procurement Card Load Statement Options

Page Name

Load Statement Options

Definition Name

CC_RECON_OPT

Navigation

Setup Financials/Supply

Chain, Product Related,

Procurement Options,

Purchasing, ProCard Load

Statement Options, Load

Statement Options

Usage

Set criteria for handling transactions with small amounts and for enabling the system to match and populate purchase order data.

Defining Load Statement Options

Access the Load Statement Options page (Setup Financials/Supply Chain, Product Related, Procurement

Options, Purchasing, ProCard Load Statement Options, Load Statement Options).

267

Managing Procurement Cards Chapter 11

Load Statement Options page (1 of 2)

268

Load Statement Options page (2 of 2)

Chapter 11 Managing Procurement Cards

Small Amount Criteria

Set status to when billing amount is<=

Currency

Select a small amount criteria status. Values are: Verified,Approved, or the field is blank. If it is blank, the default status is Staged. For tighter control, you can set the status to either blank or Verified. The statement line must be approved before you send it to PeopleSoft Payables.

Enter an amount for the small amount criteria. Indicates the upper limit of the criterion.

Select a currency for the small amount criteria.

ProCard Auto-Recon Options

Allow system to match

and populate PO data

(allow system to match and populate purchase order data)

Select this check box to request that the system automatically match the transaction data with the existing purchase order information to populate purchase order data.

Criteria to Find Matching Purchase Orders

Reconcile by Header

Reconcile by Line

Reconcile by Schedule

Date Field

Select this check box to match the transactions with the purchase order header.

The system attempts to match the entire purchase order information.

Select this check box to match the transactions with the purchase order line.

Select this check box to match the transactions with the purchase order line schedule.

Select a date for the purchase order header, line, or schedule. To match by schedule, values are: PO Date and Ship Date.

Transactions Charged to a Vendor Card

Set status to

Select a status when the purchase order amount is not the same as the amount on the statement but is within the tolerance percentages and when the purchase order amount equals the transaction amount. Values are: Verified,Approved, or the field is blank. If it is blank, the default status is Staged.

Enter a percentage for the upper limit that exceeds the matching amount.

% Over (percentage

over)

% Under (percentage

under)

Enter a percentage for the lower limit that falls short of the matching amount.

269

Managing Procurement Cards Chapter 11

Transactions with a Valid PO ID (transactions with a valid purchase order ID)

Set status to

Enter a percentage for the upper limit that exceeds the matching amount.

% Over (percentage

over)

% Under (percentage

under)

Enter a percentage for the lower limit that falls short of the matching amount.

Transactions without a Valid PO ID

Set status to

Enter a percentage for the upper limit that exceeds the matching amount.

% Over (percentage

over)

% Under (percentage

under)

Enter a percentage for the lower limit that falls short of the matching amount.

PO Statuses to Include

Select the purchase order statuses to be included for the transactions. You can select Dispatched.Approved, or both. The system only considers those purchase orders that include purchase order statuses. The default selects both Dispatched and Approved.

Staging Procurement Card Statements Using PeopleSoft Integration

Broker

You can load procurement card statements in XML format to your CC_TRANS_EC staging tables using

PeopleSoft Integration Broker. If your inbound statement file complies with neither VISA Commercial

Format, MasterCard Custom Data File, nor US Bank data layouts, you can use this approach to load your statement file.

See Also

PeopleSoft Enterprise Supply Chain Management Integration 9.1 PeopleBook, "Understanding PeopleSoft

Supply Chain Management Enterprise Integration Points"

Enterprise PeopleTools PeopleBook: Integration Broker

Chapter 11 Managing Procurement Cards

Staging Procurement Card Statements in a Flat File Format

You can load procurement card statements in flat-file format to your CC_TRANS_EC staging tables. If your inbound statement file complies with neither VISA Commercial Format, MasterCard Custom Data File, nor

US Bank data layouts, you can use this approach to load your statement file.

To receive the flat-file statement into your system, you must first define an inbound file rule. This rule enables you to use the Inbound File Publish process to load data into your CC_TRANS_EC staging tables.

See Also

PeopleSoft Enterprise Electronic Data Interchange 9.1 PeopleBook, "Understanding Electronic Data

Interchange"

Using the Credit Card Data EIP

This section provides an overview of the Credit Card Data EIP and discusses how to set up the Credit Card

Data EIP.

Understanding the Credit Card Data EIP

The Credit Card Data EIP sends corporate card data to an external system.

Use this asynchronous full data publish and component publish EIP to provide your external customers with credit card data from your purchasing system.

It's first published using the full data utility, then incrementally when the component associated with it is saved.

Setting Up the Credit Card Data EIP

PeopleSoft delivers the service operations in PeopleSoft Integration Broker with a default status of Inactive.

You must activate each service operation before attempting to send or receive data from a third-party source or another PeopleSoft system, such as CRM.

Before you can use the Credit Card EIP, you must:

271

Managing Procurement Cards Chapter 11

1. Setup the service operation within PeopleSoft Integration Broker and Enterprise Components:

Use the information in the table below and refer to the setup instructions in the PeopleSoft Enterprise

Supply Chain Management Integration 9.1 PeopleBook, "Implementing Integrations" chapter, Setting Up

Service Operations section.

Service Operation Direction and Type Handlers

CorporateCardDataFullSync

Chunking

Available?

No CORPORATE_CARD_DAT

A_FULLSYNC

Inbound and

Outbound

Asynchronous

Integrates

With

third-party system

CORPORATE_CARD_DAT

A_SYNC

No third-party system

CORPORATE_CARD_DAT

A_SYNC

Inbound and

Outbound

Asynchronous

CORPORATE_CARD_FUL

LSYNC

Inbound and

Outbound

Asynchronous

CorporateCardFullSync No third-party system

CORPORATE_CARD_SYN

Inbound and

Outbound

Asynchronous

CorporateCardSync No third-party system

2. Address any special setup steps defined for this EIP

Using the Procurement Card Load EIP

This section provides an overview of the Procurement Card Load EIP and discusses how to use the

Procurement Card Load EIP.

Understanding the Procurement Card Load EIP

The Procurement Card Load EIP is an asynchronous batch subscribe service operation that uploads procurement card statements from your procurement card vendors.

Run the Procard Statement Load Application Engine process (PO_CCLOADLD) to move the data from staging tables to application tables.

Chapter 11 Managing Procurement Cards

Pages Used to Use the Procurement Card Load EIP

Page Name

Load Statement

Data Collection Setup

Data Def Maint (Data

Definition Maintenance)

Definition Name

RUN_CC_LOADTRANS

BCT_SETUP_FS

EO_EIP_CTL_MAINT

Navigation

Purchasing, Procurement

Cards, Process Statements,

Load Statement

Usage

Run the ProCard Load

Statement process to load the statement lines from the staging table into the statement tables and to perform autoreconciliation using the settings defined on the Procurement Card

Load Statement Options page.

SCM Integrations, Setup,

Data Collection, Data

Collection Setup

Set the option to keep transaction log history for electronic data collection transactions and to set the default file suffix.

SCM Integrations,

Transaction Error Handling,

Maintain Data Definitions,

Data Def Maint (data definition maintenance)

View data detail or correct errors for service operations that contain data rather than transactions.

Using the Procurement Card Load EIP

PeopleSoft delivers the service operations in PeopleSoft Integration Broker with a default status of Inactive.

You must activate each service operation before attempting to send or receive data from a third-party source or another PeopleSoft system, such as CRM.

Before you can use the Procurement Card Load EIP, you must:

1. Setup the service operation within PeopleSoft Integration Broker and Enterprise Components:

Use the information in the table below and refer to the setup instructions in the PeopleSoft Enterprise

Supply Chain Management Integration 9.1 PeopleBook, "Implementing Integrations" chapter, Setting Up

Service Operations section.

Service Operation Direction and Type Handlers

PROCUREMENT_CARD_L

OAD

Inbound

Asynchronous

ProcurementCardLoad

Chunking

Available?

Integrates

With

third-party system

2. Run the ProCard Statement Load process to move the service operation data from the staging tables to application tables.

3. Use the Data Def Maint page to view service operation data and correct error messages that are picked up in the processing of the service operation.

273

Managing Procurement Cards Chapter 11

Staging Standard Delivered Bank Format Statements

This section discusses how to run the ProCard Data Loader Application Engine process (PO_CCPRDSTG).

Page Used to Stage Standard Delivered Bank Format Statements

Page Name

ProCard Stage

Definition Name

RUN_CC_PCRDSTG

Navigation Usage

Purchasing, Procurement

Cards, Process Statements,

Load ProCard Stage,

ProCard Stage

Load the bank statement

(transactions) into the staging tables using the

ProCard Data Loader process. If the data source is

VISA, it triggers the

PO_CCVISA subprocess to load the Visa Commercial

Format compliant data file.

If the data source is US

Bank, it triggers the

PO_CCUSBANK subprocess to load the US

Bank compliant data file. If the data source is

MasterCard, it triggers the

PO_CCMC subprocess to load the MasterCard

Custom Data Format compliant data file.

Running the ProCard Data Loader Application Engine Process

(PO_CCPCRDSTG)

Access the ProCard Stage page (Purchasing, Procurement Cards, Process Statements, Load ProCard Stage,

ProCard Stage).

Chapter 11 Managing Procurement Cards

ProCard Stage page

Card Issuer

Data Source

File Name

Billing Date

Load Level 3 Data

Select the credit card vendor that issues the credit card.

Select to determine what file layout to use. If the bank statement is in VISA

Commercial Format, then you should select VISA Commercial Format. If the bank statement is in US Bank format, then you should select USBank Layout. If the bank statement is in MasterCard format, then you should select MasterCard

Custom Data Format.

Enter the file name and the full path of the file. The directory specified has to be accessible by the PeopleSoft Process Scheduler server.

Today's date appears by default. Select the billing date to use for staging the statements.

Note. This field is only available for the Visa Commercial Format data source.

This field selection appears by default from the Card Issuer page. It is display only and cannot be modified on this page.

Note. This check box only appears for Visa Commercial Format and the Master

Card Custom Data Format data sources.

275

Managing Procurement Cards Chapter 11

Handling Statement Staging Errors

This section discusses how to handle staging errors.

Staging errors can arise when loading your procurement card statement data to the staging tables. For example, you can use this page to address invalid credit card vendor information and invalid credit card numbers.

Page Used to Handle Statement Staging Errors

Page Name

Correct Errors

Definition Name

CC_STG_ERR

Navigation

Purchasing, Procurement

Cards, Process Statements,

Correct Errors

Usage

Correct errors for data in the staging table. Statement lines cannot be loaded in the statement tables if the credit card vendor or credit card account number are incorrect.

Handling Staging Errors

Access the Correct Errors page (Purchasing, Procurement Cards, Process Statements, Correct Errors).

Stage Error

Displays the type of staging errors. Values are: Account, Vendor, or Both. An account error indicates that the cardholder number is invalid or not on file. A vendor error indicates the vendor name is invalid in the vendor table. An error for both error refers to both the account and vendor error. If there's a stage error, the employee ID does not appear.

Loading Procurement Card Statements to Application Tables

This section provides an overview of the ProCard Load Statement process and discusses how to run the

ProCard Load Statement process.

Understanding the ProCard Load Statement Process

•

The ProCard Load Statement Application Engine process (PO_CCLOADLD) has different functions, including:

Automatically reconcile between procurement card statements and Purchase Orders using the criteria you define on the Load Statement Options page and then loading those statements to application tables.

Chapter 11 Managing Procurement Cards

•

Load the statements to be manually reconciled by you using the Reconcile Statement component.

Once statement lines have been loaded successfully, the status of the lines is set to Staged, and the statement lines are ready for review using the Reconcile Statement component. After loading the statement lines into the statement tables, you can run the Bank Statement workflow process to notify cardholders. However, you are not required to run that process. Each cardholder needs an email ID in order to be notified. For each bank statement line that has not been approved, the system sends an email message to the corresponding cardholder. If the status of the statement line is Staged, then it changes to

Initial.

•

Create prepayment vouchers for the procurement card statements.

After the ProCard Load Statement process runs it creates prepayment vouchers in the voucher staging tables. You will then need to run the Voucher Build process to create the prepayment voucher in

PeopleSoft Payables.

Perform budget validation for the statement lines.

•

This function validates the existing budget rows for the ChartField combinations associated with the procurement cards. This budget validation process has no budgetary impact nor does it validate remaining budget balances.

Calculate VAT amounts for the statement lines.

Reconciling Statements Automatically

The system reconciles the statement lines by reconciling:

•

Transactions based on small amount criteria.

Transactions charged to a vendor card.

Transactions with a valid purchase order ID.

Transactions without a valid purchase order ID.

Note. The primary purpose of the Load Statement Options page is to set up filters to copy purchase order data

into the statement tables and set the statement status. For tighter commitment control, you can create purchase orders for procurement card purchases. The automatic reconciliation process reduces the manual efforts to reconcile between these two sets of transactions.

Reconciling Transactions Based on the Small Amount Criteria

To reconcile based on small amount criteria:

1. If the statement line involves a small amount and is not part of a purchase order, the system only considers the small amount criteria and assigns a statement status associated with When billing amount is

<=.

2. If the statement line fails to meet any of the criteria, the status automatically changes to Staged.

277

Managing Procurement Cards Chapter 11

Reconciling Transactions Charged to a Vendor Card

To reconcile transactions charged to a vendor card:

1. If there is a purchase order with a valid vendor card in the statement, the system automatically copies the entire purchase order including line, schedule, and distribution information into the statement tables.

Note. The information that the system copies from the purchase order includes sales tax and VAT

information.

2. The system splits the statement lines automatically.

3. If there is a discrepancy between the statement line amount and the purchase order amount, the system prorates the purchase order amount with respect to the statement line amount, because the statement line amount is what you are liable to pay.

4. If the transaction amount matches the purchase order amount, the system assigns a statement status associated with When purchase order amount is = billing amount.

Because this is a perfect match, you can set the status to Approved, and the cardholder does not need to reconcile it manually.

5. If the purchase order amount is within the tolerance range (percentage over and percentage under), the system assigns a statement status associated with When purchase order amount is within tolerances.

6. If the statement amount is neither the same as the purchase order amount nor within the tolerance range, the system considers the small amount criteria and assigns a statement status associated with When billing amount is <=.

7. If the statement line fails to meet any of the criteria, the status automatically changes to Staged.

Reconciling Transactions with Purchase Order ID

To reconcile transactions with a valid purchase order ID:

1. If there is a purchase order with a valid ID in the statement, the system automatically copies the entire purchase order including line, schedule, and distribution information into the statement tables.

Note. The information that the system copies from the purchase order includes sales tax and VAT

information.

2. The system splits the statement lines automatically.

4. If the transaction amount matches the purchase order amount, the system assigns a statement status associated with When purchase order amount is = billing amount.

Because this is a perfect match, you can set the status to Approved, and the cardholder does not need to reconcile it manually.

Chapter 11 Managing Procurement Cards

7. If the statement line fails to meet any of the criteria, the status automatically changes to Staged.

Reconciling Transactions Without Purchase Order ID

To reconcile transactions without a valid purchase order ID:

1. If you do not select Allow System to match and populate PO data, the system does not attempt to copy purchase order information into the statement tables for these transactions.

If the statement line amount meets the small amount criteria, the system assigns a statement status accordingly. The distribution information comes directly from the cardholder profile.

2. If you select Allow System to match and populate PO data, the system attempts to match the statement line with purchase order by header, then by line, and finally by schedule based on the settings in the Load

Statement Options.

If the match results in no purchase order or multiple purchase orders, the system does not bring in any purchase order information, and it uses the distribution information from the cardholder profile.

3. If there is a purchase order whose date and amount is the same as the transaction date and amount on a statement line, then the system brings in the entire purchase order information including line, schedule, and distribution.

4. If there is no purchase order with the same date and amount, but there is a purchase order with the same date and the amount is within tolerance range, then the system also brings in the entire purchase order information including line, schedule, and distribution.

5. If there are multiple purchase orders that meet the matching criteria, the system does not copy the purchase order information and must reconcile this statement line manually.

However, when you are reconciling this statement line manually those purchase orders become candidates for you to pick from on the purchase order information page.

6. If the statement line fails to meet any of the criteria, the status automatically changes to Staged.

In cases where there is no purchase order available to copy to the transaction, the system applies any field defaults from the appropriate defaulting hierarchy, including the cardholder profile and the VAT defaulting hierarchy, to complete the data on the Procurement Card transaction. These data elements are available to review and override on the Reconcile Statement - Procurement Card component.

279

Managing Procurement Cards Chapter 11

Note. When a procurement card transaction is linked to a purchase order, all VAT default fields are copied

from the purchase order. In cases where a purchase order is not linked to the transaction, the system uses the following logic to derive the Ship To Address, Ship From Address, and Seller's Location fields in order to complete the VAT defaulting and calculation process:

Ship To Address: Use the ship to address on the CC_TRANS_LINE table to derive the ship to country and state. This appears by default from the cardholder profile.

Seller's Location: If the merchant address is available in the CC_TRANS_LINE, use the merchant country and state to derive the seller's country and state. Otherwise, if the merchant vendor cross-reference exists, use the ordering address of vendor in the CC_TRANS_LINE to derive seller's country and state.

Ship From Address: If the merchant and vendor relationship does exist, use the default ship from location defined in the vendor to determine the Ship From Country and State fields. If this relationship is not available, the Merchant Address fields are used. Finally, if no merchant address was transmitted on the transaction, use the ship to address.

Page Used to Load Procurement Card Statements to Application Tables

Page Name

Load Statement

Definition Name

RUN_CC_LOADTRANS

Navigation

Purchasing, Procurement

Cards, Process Statements,

Load Statement

Usage

Run the ProCard Load

Statement process to load the statement lines from the staging table into the statement tables and to perform autoreconciliation using the settings that you defined on the Load

Statement Options page.

Running the ProCard Load Statement Process

Access the Load Statement page (Purchasing, Procurement Cards, Process Statements, Load Statement).

Total Rows in the

Staging Tables

Displays the number of statement line records in the staging table waiting to be loaded into the application table.

Total Rows with Error in the Staging Tables

Displays the number of statement line records that did not successfully load from the staging tables to the application tables after the ProCard Load Statement process. Use the Correct Errors page to view and handle these errors.

Total Rows to be

Loaded

Displays the total number of records in the staging table that are ready to be loaded. This includes the total rows in the staging tables and the total rows with errors in the staging tables.

Delete Loaded Rows

From the Staging Tables

Select this check box to delete statement line records from the staging table that were successfully loaded to the statement tables.

Chapter 11 Managing Procurement Cards

Running the Bank Statement Workflow Application Engine Process

(PO_CCSTMT_WF)

This section lists the page used to run the Bank Statement Workflow process.

Page Used to Run the Bank Statement Workflow Application Engine Process

Page Name

Bank Statement Workflow

Definition Name

PO_CCSTMT_WF

Navigation

Purchasing, Procurement

Cards, Process Statements,

Bank Statement Workflow

Usage

Notifies the cardholder that the bank statement has arrived. Upon notification, you can reconcile the statement. The statement remains at the same status that it was before you ran the Bank Statement

Workflow

(PO_CCSTMT_WF) process.

Reconciling Procurement Card Transactions Manually

This section discusses how to:

•

Review and approve procurement card transactions.

Defining account distributions.

Define statement line purchase order details.

Enter statement line tax information.

Split statement lines.

Use distribution templates.

View tax information for a distribution.

View VAT line information.

281

Managing Procurement Cards Chapter 11

Pages Used to Reconcile Procurement Card Transactions Manually

Page Name Definition Name

Reconcile Statement Search CC_RECON_SRCH

Reconcile Statement -

Procurement Card

Transactions

Reconcile Statement -

Merchant Details

CC_RECON_WB

CC_RECON_MERCHANT

ProCard VISA Trans Detail

Reconcile Statement - Visa

Transaction Details

CC_RECON_VISA

ProCard MasterCard Trans

Reconcile Statement -

MasterCard Transaction

Details

CC_RECON_MC

Reconcile Statement -

MasterCard Transaction

Details

CC_RECON_MC_5300CU

Reconcile Statement - Line

Comments

CC_RECON_COMMENT

Navigation Usage

Purchasing, Procurement

Cards, Reconcile, Reconcile

Statement, Reconcile

Statement Search

Enter search criteria for the procurement card transactions you want to reconcile.

Click the Search button on the Reconcile Statement

Search page.

Review, manage, and approve procurement card transactions loaded by the

Load Statement process.

You can view all of the procurement card transactions that you have been granted authority to access on the Cardholder

Profile - Card Data: Assign

Proxies page.

Click the Merchant Name link on the Reconcile

Statement - Procurement

Card Transactions page.

Review merchant or preferred vendor crossreference information.

Click the Line Details button for a Visa transaction on the Reconcile Statement

- Procurement Card

Transactions page.

View the details of the Visa transaction.

Click the Line Details button for a MasterCard transaction on the Reconcile

Statement - Procurement

Card Transactions page.

View the details of the

MasterCard transaction.

Click the Show Details button for a corporate card line item detail associated with a MasterCard transaction on the ProCard

MasterCard Trans

Reconcile Statement -

MasterCard Transaction

Details page.

View the details associated with the MasterCard transaction.

Click the Comments button on the Reconcile

Statement - Procurement

Card Transactions page.

Enter comment text that remains with the associated procurement card transaction line.

Chapter 11

Page Name

Reconcile Statement -

Account Distribution

Credit Card Distribution

VAT

Reconcile Statement -

Purchase Details

Sales/Use Tax

Category Search

Definition Name

CC_TRANS_DIST

CC_TRANS_DIST_VAT

CC_RECON_PO

View Category Hierarchy

CAT_PARENTAGE_SEC

Purchase Order Pick List

CC_TRANS_SUT

CAT_SEARCH_SEC

CC_POPICKLIST

Managing Procurement Cards

Navigation

Click the Distribution button on the Reconcile

Statement - Procurement

Card Transactions page.

Usage

Split accounting distributions or override defaults for a statement line.

The key difference between this page and the

Distribution

Templates/Reset Status page is that this page affects one statement line at a time.

Click the Distribution

VAT button on the

Reconcile Statement -

Account Distribution page.

View the distribution VAT details that are associated with your procurement card transactions.

Click the Purchase Order link on the Reconcile

Statement - Procurement

Card Transactions page.

Click the Sales/Use Tax link on the Reconcile

Statement - Purchase

Details page.

(Optional) Define any purchasing attributes applicable to a statement line.

Enter optional tax information related to the statement line. This data is not passed to PeopleSoft

General Ledger and is for informational purposes only.

Click the Category Search link on the Reconcile

Statement - Purchase

Details page.

Search for and select an appropriate category ID for the item when entering an ad hoc item. The search for the category ID is done using a category hierarchy tree.

Click the View Hierarchy link on the Reconcile

Statement - Purchase

Details page.

View information about where a category resides in the entire catalog tree hierarchy.

Click the PO Pick List link on the Reconcile Statement

- Purchase Details page.

Select a purchase order from a list of candidates that meet the criteria specified on the Procurement Card

Load Statement Options page.

283

Managing Procurement Cards

Page Name Definition Name

Reconcile Statement - Split

Transaction

CC_RECON_SPLIT

Reconcile Statement -

Distribution Template

CC_RECON_TEMPLATE

Credit Card Transaction

Line VAT

Account Summary

CC_TRANS_LINE_VAT

RUN_POY8050

Chapter 11

Navigation Usage

Click the Split Line link on the Reconcile Statement -

Procurement Card

Transactions page.

Enter a description to supplement level-one information given by your card provider or split the original statement line into multiple lines where you can record details of each item purchased.

To split accounting lines or override default values only, use the Reconcile

Statement - Account

Distribution page.

Click the Distribution

Template link on the

Reconcile Statement -

Procurement Card

Transactions page.

Click the Line VAT button on the Reconcile

Statement - Procurement

Card Transaction page.

Purchasing, Procurement

Cards, Reports, Account

Summary

Change accounting distributions for all of the selected lines at once. You might use this feature to assign the same SpeedChart to several statement lines from a particular merchant.

View the VAT line details that are associated with your procurement card transactions.

Run one of these multiprocess jobs: Purchase

Summary by Issuer

(POY8050) which will generate the Purchase

Summary by Issuer Crystal report (POY8050), Purchase

Summary by Merchant

(POY8051) which will generate the Purchase

Summary by Merchant

Crystal report (POY8051), or Purchase Summary by

Employee (POY8052) which will generate the

Purchase Summary by

Employee Crystal report

(POY8052).

Chapter 11

Page Name

Purchase Details

Definition Name

RUN_POY8030

Managing Procurement Cards

Navigation

Purchasing, Procurement

Cards, Reports, Purchase

Details

Usage

Run one of these multiprocess jobs: Purchase

Detail by Issuer (POY8030) which will generate the

Purchase Detail by Issuer

Crystal report (POY8030),

Purchase Detail by

Merchant (POY8031) which will generate the

Purchase Detail by

Merchant Crystal report

(POY8031), or Purchase

Detail by Employee

(POY8032) which will generate the Purchase Detail by Employee Crystal report

(POY8032).

Chapter 8, "Using Commitment Control," Budget Checking Procurement Cards, page 200

Reviewing and Approving Procurement Card Transactions

Access the Reconcile Statement - Procurement Card Transactions page (Purchasing, Procurement Cards,

Reconcile, Reconcile Statement, Reconcile Statement Search, and click the Search button on the Reconcile

Statement Search page).

285

Managing Procurement Cards Chapter 11

286

Reconcile Statement - Procurement Card Transactions

Transaction

Merchant

ChartField Status

Click the linked merchant name to access the Reconcile Statement - Merchant

Details page. Use this page to view the source of the purchased goods.

Click the Line Details button to access the ProCard VISA Trans Detail Reconcile

Statement - Visa Transaction Details or ProCard MasterCard Trans Reconcile

Statement - MasterCard Transaction Details pages. Use these pages to view the details for the Visa or MasterCard transaction.

Note. The Line Details button is only available when load level 3 data is on when

loading with Visa or MasterCard data files.

Click the Comments button to enter comments for the reconcile statement line.

Click the Distribution button to access the Reconcile Statement - Account

Distribution page, where you can modify the account distribution for a procurement card.

Displays the status of the ChartField edits.

Chapter 11 Managing Procurement Cards

Billing

Select the Billing tab.

Description

Billing Amount

Prepaid Ref (prepaid

reference)

Dispute Amount

Credit Collected

Enter additional information about the goods purchased.

Displays the amount billed on the statement line.

Displays the prepayment voucher associated with the transaction.

If your records disagree with the billing amount, enter the amount difference.

This does not mean that your organization is not liable for the purchase, but rather acts as a notation that the user reconciling this account must follow up with the merchant or procurement card vendor to settle the disputed amount. If you enter an amount, the statement line is visible on the Review Disputes - Dispute page until it has been identified as collected.

Displays the status of the disputed amount. If clear, the dispute is still open. If selected, the dispute has been identified as collected or closed on the Review

Disputes - Dispute page.

VAT

Select the VAT tab.

Physical Nature

VAT Entity

Displays whether the purchased item is a good or service.

Displays the VAT entity associated with PeopleSoft General Ledger business unit from the PeopleSoft Purchasing business unit.

Entered VAT Amount

Displays the amount of VAT included on the statement line.

Displays the amount of VAT that the system calculates.

VAT Calculated

Amount

Claiming Tax Credit

Indicates whether the statement line is to be used as proof for recovery of VAT.

This field is automatically selected if statements issued by the card provider are defined as approved VAT receipts for the VAT reporting country. If you select this field, no additional VAT receipt is required to enable VAT recovery and rebate amounts to be calculated. If this field is not selected, you must indicate that a separate VAT receipt is available to enable the calculation of VAT recovery and rebate amounts.

No VAT Receipt

If the Claiming Tax Credit check box is not selected, this field indicates whether a separate VAT receipt is available as proof for recovery of VAT. Select this field to indicate that no VAT receipt is available. This causes zero VAT recovery and rebate amounts to be recorded.

Click the Line VAT button to navigate to the Credit Card Transaction Line VAT page to review and possibly change the line VAT information.

287

Managing Procurement Cards Chapter 11

Updating Transaction Status

You can change the status of a card transaction for individual lines or for many lines in mass.

To update the status of an individual line, select a value in the Status field.

To update the status for multiple lines at once, click the check box next to each line and use the buttons at the bottom of the Reconcile Statement - Procurement Card Transactions page to change the status to the appropriate value. You have authority to change statuses based on your procurement card roles and access rights granted to those roles defined on the Procurement Card Access Rights page.

Performing Budget Validation on Transactions

There are two ways to perform budget validation against transactions on this page if you are using commitment control. You have the option to perform budget validation on all the transactions when you save the page or you can select transactions and then perform budget validation on those transactions when you click the Validate Budget button.

Note. The Run Budget Validation on Save check box and the Validate Budget button only appear on this

page if you are using commitment control for procurement cards.

Run Budget Validation on Save

Select to indicate that you want the system to initiate the Comm. Cntrl. Budget

Processor (commitment control budget processor) Application Engine process

(FS_BP) when you save the page. This page initiates the Comm. Cntrl. Budget

Processor process but only a portion of the processing (budget validation) within that process is performed. This process validates the existing budget rows for the

ChartField combinations associated with the procurement cards. This process has no budgetary impact nor does it validate remaining budget balances and finds errors in the ChartField combinations before they are found downstream in accounts payable.

After budget validation is finished, the system will change the budget status on the transactions to either Valid or Error.

Validate Budget

After you select one or more transactions click this button to initiate the Comm.

Cntrl Budget Processor process. By clicking this button you initiate the Comm.

Cntrl. Budget Processor process but only does a portion of the processing (budget validation) within that process is performed. This process validates the existing budget rows for the ChartField combinations associated with the procurement card. This process has no budgetary impact nor does it validate remaining budget balances.

When you click this button, the page will indicate that the process is being performed. The page will flash "processing" until the process has finished performing the budget validation for the document. After the process is finished, the system will change the budget status on the transactions to either Valid or

Error.

Note. You can still click this button for specific transactions even if the Run

Budget Validation on Save check box is selected.

Chapter 11 Managing Procurement Cards

See Also

PeopleSoft Enterprise Global Options and Reports 9.1 PeopleBook, "Working with VAT"

Defining Account Distributions

Access the Reconcile Statement - Account Distribution page (click the Distribution button on the Reconcile

Statement - Procurement Card Transactions page).

Unit Price

SpeedChart

Displays the cost of the item purchased on the selected statement line.

Select a predefined distribution template to apply to the statement line.

ChartFields

You can manually override the distribution information for the statement line by changing any of the distribution field values in the scroll area.

Note. Once a purchase order is referenced by procurement card transactions you are no longer able to modify

the ChartFields or liquidate method on this page.

Note. If the procurement card transaction is associated with a PeopleSoft Maintenance Management work

order you are not able to modify the PeopleSoft General Ledger business unit, project related fields

(PeopleSoft Project Costing business unit, project, and activity), and asset information.

Details/Tax

Select the Details/Tax tab.

SUT Applicable (sales

and use tax applicable)

Tax method applied to the statement line. Appears by default from the Sales/Use

Tax page.

Sales/Use Tax % (sales

and use tax percentage)

Tax percentage that the system uses to calculate the use tax for the statement line.

Use Tax

Calculated tax amount for the statement line. Appears by default from the

Sales/Use Tax page.

Defining Statement Line Purchase Order Details

Access the Reconcile Statement - Purchase Details page (click the Purchase Order link on the Reconcile

Statement - Procurement Card Transactions page).

289

Managing Procurement Cards Chapter 11

Original PO

PO ID

PO Line

PO Sched (purchase

order schedule)

Vendor ID

Location

Item ID

Vendor Item

Unit Price

Bill Includes Tax if

Applied

Tax Paid

The value of this field is Y (yes) if the purchase order ID came from a transaction on the bank statement. If the purchase order ID is missing or is generated by the system during the Auto Recon process, the value in this field is N (no). You can only modify the purchase order related data if the field value is N.

Displays the purchase order number associated with the statement line. This purchase order number is either an original purchase order on the bank statement, one that is populated by the system during the auto reconciliation process, or entered directly by the cardholder.

Note. Once a purchase order has been vouchered it is unavailable for selection on

this page. If this credit card has never been used on purchase orders, then all qualified purchase orders will be listed in the prompt. However, if this credit card has been used on purchase orders, then only those purchase orders paid by this card will be available in the prompt.

Displays the line number of a purchase order.

Displays the schedule number of a purchase order.

Select a vendor ID for either a 1099 merchant or non-1099 merchant. At times, a procurement card may be used to purchase services from a 1099 merchant.

Identifying the 1099 merchant as an authorized vendor ensures that you establish a valid tax reporting ID for the vendor. You can also set up vendors that are non-

1099 merchants. Identifying the non-1099 merchant vendor may be useful when renegotiating corporate contracts with a supplier.

Select the location address for the vendor.

For reporting, select an item ID that represents the internally classified part number for goods purchased with the procurement card.

If you do not want to enter an item ID, you can select an applicable item category for reporting purposes.

For reporting purposes, enter the vendor item ID.

Displays the cost of the goods on the statement line.

This check box setting appears by default from the Procurement Card Issuer page.

Select this check box to designate that tax was paid to the merchant at the point of sale. If tax was paid, no further documentation is required.

Maintenance WO (maintenance work order)

If the purchase order selected is associated with a PeopleSoft Maintenance Management work order the fields in this section will appear. You can modify the work order information that appears on this page or you can enter the work order information using this page.

Chapter 11 Managing Procurement Cards

WO Business Unit

(PeopleSoft Maintenance

Management business unit)

Select the PeopleSoft Maintenance Management business unit associated with the work order you want to associate with the procurement card transaction.

Work Order ID

Select the work order you want to associate with the procurement card transaction.

Task Number

Resource Type

Resource Line No.

(resource line number)

Select the task number associated with the work order.

Select the resource type associated with the work order. Types are: Labor,

Material, and Tools.

Select the resource line number associated with the work order.

After you enter the work order information, the system will populate the account distributions on the

Reconcile Statement - Account Distributions page based on the work order distribution template.

Entering Statement Line Tax Information

Access the Sales/Use Tax page (click the Sales/Use Tax link on the Reconcile Statement - Purchase Details page).

Tax Applicability

Tax Destination

Select the tax applicability for the statement line. Most procurement card purchases typically use the sales or use tax method. Values are:

Direct Pay: Use tax is not calculated on the purchase order. The invoice is not created with use tax, but a line is written to the general ledger for the amount that the buyer pays directly to the state.

The use tax amount is calculated and displays on the Sales/Use Tax Information

For Schedule page and the Sales/Use Tax Details For Distribution page. The use tax amount will not display on the Maintain Purchase Order - Purchase Order page or the PO Total Amount Details page.

Exempt: Item purchased is exempt from sales and use tax.

Exonerated: Buyer does not have to pay sales tax. Tax is not calculated on the purchase order and PeopleSoft Payables does not pay taxes.

Sales Tax: Calculate and apply sales tax on the purchase order.

Use Tax: Calculate and apply use tax on the purchase order.

Select the location code of the final destination where the purchased goods are to be used. The system calculates sales and use tax amounts based on this information.

Tax Code

Enter the tax code. The tax code determines tax rate (or the sales and use tax code percent) used in the tax calculation.

SUT Code Pct (sales and

use tax code percentage)

If you do not know the SUT destination or the tax code, you can enter the tax percent for the transaction.

291

Managing Procurement Cards

Use Tax

Chapter 11

If you entered the correct tax code information or SUT code percentage, it calculates and displays the use tax.

Splitting Statement Lines

Access the Reconcile Statement - Split Transaction page (click the Split Line link on the Reconcile Statement

- Procurement Card Transactions page).

Reconcile Statement - Split Transaction page

Description

Billing Amount

Percentage

Enter text describing the purchase reflected on the line. You may want to state what item was actually purchased.

If you have split the transaction by description and want to split the line by amount as well, enter the appropriate amounts in this field for each line.

However, the amounts must add up to the original amount.

If you have split the transaction by description and want to split the line by percentage as well, enter the appropriate percentages in this field for each line.

However, the percentages must add up to 100%.

Using Distribution Templates

Access the Reconcile Statement - Distribution Template page (click the Distribution Template link on the

Reconcile Statement - Procurement Card Transactions page).

SpeedChart

Select the SpeedChart to assign to the distributions of all selected statement lines.

Alternatively, you can manually assign distributions for all selected lines by entering distribution information.

Chapter 11 Managing Procurement Cards

Viewing VAT Line Information

Access the Credit Card Transaction Line VAT page (click the Line VAT button on the Reconcile Statement -

Procurement Card Transaction page).

Expanding and Collapsing Sections

To manage your VAT data more efficiently, you can expand and collapse sections to this page, which makes it easier for the user to manage.

Expand All Sections

Collapse All Sections

Click the expand button to scroll to and access every section on the page. You can also expand one or more sections by clicking the arrow next to the section's name.

Click to collapse all sections displaying only the header information. If you expand one or more sections, you can click the arrow next to the section's name to collapse the section.

Physical Nature

Physical Nature

Displays the default physical nature for transactions. Values are: Goods or

Services.

VAT Locations

Ship From Country

Ship From State

Ship to Country

Ship to State

Displays the vendor ship from location country. In the case of transactions involving goods or freight service transactions, this determines the VAT treatment.

If the ship from country is defined as tracking VAT by state or province, it displays the vendor ship from location state. In the case of transactions involving goods or freight service transactions, this determines the VAT treatment.

Displays the ship to location country. In the case of transactions involving goods or freight service transactions, this is used to determine the VAT treatment.

If the ship to country is defined as tracking VAT by state or province, it displays the ship to location state. In the case of transactions involving goods or freight service transactions, this is used to determine the VAT treatment.

293

Managing Procurement Cards Chapter 11

VAT Defaults

Service Type

Reporting Country

If the transaction is for a service, it displays the VAT service type of Freight or

Other. The value in this field determines whether or not the special rules for freight transport within the European Union apply. The default value comes from the PeopleSoft Purchasing VAT defaulting hierarchy.

Place of Supply Driver

If the transaction is for a service, it displays the usual place of supply (such as the place where VAT is usually liable) for the service. This value helps to determine the place of supply country and the VAT treatment. Values are: Buyer's

Countries, Supplier's Countries, or Where Physically Performed. The default value comes from the PeopleSoft Purchasing VAT defaulting hierarchy.

Displays the country for which this VAT is to be reported. This is the VAT

Entity VAT registration country and determines many of the VAT defaults.

Defaulting State

If the reporting country requires that VAT be tracked by state or province, this field displays the state within the reporting country that is used to retrieve values from the VAT Defaults table.

Displays the registration country and ID of the vendor.

Vendor Registration

Country and Vendor

Registration ID

Exception Type

Certificate ID

Displays the exception granted to the VAT entity. Values are: None, Exonerated, or Suspended. This value is specified on the VAT entity registration.

If applicable, displays the ID of the VAT exception certificate that may have been issued to the VAT entity.

Calculate at Gross or

Net

Indicates how VAT is calculated. Values are:

Gross: The system calculates VAT before it applies any early payment discounts.

Net: The system calculates VAT after it deducts early payment discounts. If there are two percentage discounts, the system uses the larger of the two when it calculates VAT. The system does not use discount amounts, only discount percentages.

The default value comes from the VAT entity registration driver.

Recalculate at Payment

Select this check box to enable the recalculation of VAT at payment time to allow for any early payment discounts, if you are calculating VAT at gross. This causes the system to adjust the VAT amount at the time of payment if the discount has been taken. This is set on the VAT entity registration driver.

Chapter 11 Managing Procurement Cards

Declaration Point

Rounding Rule

Use Type

Include Freight

Displays the declaration point for a good or service when you want VAT transaction information to be recognized for reporting purposes. Values are:

Invoice: VAT is recognized at time of invoice.

Payment: VAT is recognized at time of payment.

Delivery: VAT is recognized on delivery.

This value may be set at several levels in the VAT hierarchy: VAT entity registration, business unit options, vendor, or vendor location.

Displays the VAT rounding rule. The value comes from the VAT country, VAT entity, vendor or vendor location drivers. Values are:

Natural Round: Amounts are rounded normally (up or down) to the precision specified for the currency code. For example, for a currency defined with two decimal places, 157.4659 would round up to 157.47, but 157.4649 would round down to 157.46.

Round Down: Amounts are rounded down. For example, for a currency defined with two decimal places, 157.4699 would round down to 157.46.

Round Up: Amounts are rounded up with a rounding precision to one additional decimal place. For example, for a currency defined with two decimal places,

157.4659 would round up to 157.47, but 157.4609 would round down to 157.46.

Determines the split between recoverable (taxable) and nonrecoverable

(nontaxable) VAT.

For Canadian public sector, the use type also determines the rebate of the nonrecoverable VAT. VAT rebates are calculated based on statutory rebate rates that are established for each public service body.

The value comes from the VAT defaulting hierarchy, either from the item, item business unit, item category, vendor location, vendor, or purchasing options.

If selected, the system includes any freight amounts in the VAT basis by calculating VAT on the merchandise amount, plus any freight amount. This option is only available for exclusive VAT calculation. The value comes from the

VAT entity registration driver.

Include Miscellaneous

No VAT Receipt

If selected, the system includes any miscellaneous charge amounts in the VAT basis by calculating VAT on the merchandise amount, plus any miscellaneous charge amount. This option is only available for exclusive VAT calculation. The value comes from the VAT entity registration driver.

Domestic Reverse

Charge Goods

Select whether to indicate that the goods on transaction lines associated with the

VAT driver are domestic reverse charge goods.

Place of Supply Country Displays the country in which the VAT is liable. An algorithm determines the

default value.

295

Managing Procurement Cards

Treatment

Chapter 11

Displays the VAT treatment. Complex algorithms determine the VAT treatment.

Values are:

Domestic Goods Purchase: If the ship from and ship to countries are the same, and the vendor is registered for VAT, the transaction is treated as domestic.

Domestic Service Purchase: If the buyer and seller are both located in the country where the VAT is liable, the transaction is treated as domestic

EU Goods Purchase: If the ship from and ship to countries are different, the system determines whether both countries are located within the European

Union. If so, the system looks at the VAT registration for each trading partner to determine whether the transaction should be treated as an intra-European Union purchase, domestic, or outside the scope of VAT.

EU Service Purchase: If each trading partner is located and registered in different

European Union countries, and the VAT on a service is liable in the buyer's country, the transaction is treated as a self-assessed European Union services purchase.

Self-Assess Goods Import: If the ship from country is different from the ship to country and either or both of the countries are located outside of the European

Union, and the vendor is not registered in the ship to country, the transaction would be treated as an import. If the flag on the entry in the VAT Country table for the VAT reporting country indicates that VAT on imports should be selfassessed, the transaction is treated as a self-assess goods import, and both input and output VAT are recorded.

Self-Assess Service Import: If each trading partner is located and registered in different countries, and the VAT on a service is liable in the buyer's country, the transaction is treated as a self-assessed services import.

Zero-rated Goods Import: If the ship from country is different from the ship to country and either or both of the countries are located outside of the European

Union, and the vendor is not registered in the ship to country, the transaction would be treated as an import. If the flag on the entry in the VAT Country table for the VAT reporting country indicates that only input VAT should be recorded on imports, the transaction is to be treated as a zero-rated goods import.

Outside of Scope: If the supplier is not registered for VAT, or if the VAT is liable in a country other than the VAT reporting country, the transaction is treated as outside the scope of VAT.

No VAT Processing: For transactions where the physical nature is goods, if the ship to country has not been defined as a VAT country and the VAT reporting country on the transaction is blank, no VAT information is recorded.

Within PeopleSoft detail, VAT treatment values on the transaction lines are used to apply the precise defaults applicable to the transaction lines. The treatment is determined based the rules that are applicable to the transaction.

Chapter 11

Applicability

VAT Code

Tax Rate

Transaction Type

Managing Procurement Cards

Displays the VAT status. Values are:

Taxable

Exempt (not subject to VAT)

Outside of Scope of VAT

Suspended

Exonerated

Not Applicable (valid only when VAT treatment is no VAT processing)

Displays the VAT code that defines the rate at which VAT is calculated for this line.

Displays the rate at which the transaction is charged VAT.

Displays the code that categorizes and classifies this transaction for VAT reporting and accounting.

Adjust/Reset VAT Defaults

Any changes that you make to fields on this page may affect VAT defaults on this page. For accuracy and consistency, use the following fields to adjust affected VAT defaults or to reset all VAT defaults. Adjusting or resetting VAT defaults only affects fields within the VAT Defaults group box.

Adjust Affected VAT

Defaults

Click this button to have the system adjust the VAT defaults that are affected by your changes. All changes that you have made to VAT defaults on this page that affect other VAT defaults on this page are retained.

Click the i button to list the fields that are to be adjusted.

Note. PeopleSoft recommends that you always click the Adjust Affected VAT

Defaults button after changing any defaults on the VAT page.

Levels

Use to specify the levels to reset when you click the Reset All VAT Defaults button. Values are:

All lower levels: Resets all VAT defaults at lower levels for this page.

This and all lower levels: Resets all VAT defaults on this page and at any lower levels of this page.

This level only: Resets all VAT defaults on this page.

297

Managing Procurement Cards Chapter 11

Reset All VAT Defaults

Click to have the system reset the VAT defaults based on the levels value that you selected. Any changes that you have previously made to VAT defaults is lost.

Note. Reset all VAT Defaults completely redetermines the VAT defaults. This

does not necessarily mean that they are reset to their original values. For example, the user may not have changed any VAT default values, but if a VAT driver field changes, reset redetermines all of the defaults based on the new driver value.

VAT Calculations

Basis Amount

Displays the amount on which the VAT is calculated in the transaction currency.

If VAT is being calculated at net, this amount is net of any discounts.

Displays the system calculated VAT amount in the transaction currency.

Calculated Amount

Override VAT Amount

Displays the amount of VAT stated on the credit card statement.

This is the amount transmitted by the merchant on the inbound credit card statement. This amount is compared to the system-calculated VAT amount. If the override VAT amount is outside of the calculated VAT amount, plus the VAT tolerance amounts defined on the VAT driver tables for procurement cards, an exception is noted in the field for the tax dispute amount.

See Also

PeopleSoft Enterprise Global Options and Reports 9.1 PeopleBook, "Working with VAT"

Running the Grace Period Has Expired Application Engine Process

(PO_CCEXP_WF)

This section lists the page used to run the Grace Period Has Expired process.

Use this process to notify the cardholders that there are transactions that need to be approved or reconciled.

Chapter 11 Managing Procurement Cards

Page Used to Run the Grace Period Has Expired Application Engine Process

Page Name

Grace Period Expired

Workflow

Definition Name

CC_BK_EXP_PRCS_WF

Navigation

Purchasing, Procurement

Cards, Process Statements,

Grace Period Expired

Workflow

Usage

Run this process to notify users who did not reconcile their statements on time.

Upon notification, cardholders must change the statement status to

Approved.

Resolving Disputed Transactions

This section discusses how to view and resolve procurement card transaction amount disputes.

Pages Used to Resolve Disputed Transactions

Page Name

Review Disputes Search

Review Disputes -

Procurement Card

Transactions

Review Disputes - Line

Comments

Definition Name

CC_RECON_SRCH

CC_TRANS_DISPUTE

CC_TRANS_COMNT_SEC

Navigation Usage

Purchasing, Procurement

Cards, Reconcile, Review

Disputes, Review Disputes

Enter search criteria for the disputed transaction.

Click the Search button on the Review Disputes Search page.

View and resolve disputed transactions. The statement lines that appear on this page are lines with a dispute amount where the Credit

Collected check box has been cleared.

Click the Comments button on the Review

Disputes - Procurement

Card Transactions page.

Enter comment text that remains with the associated procurement card transaction dispute.

299

Managing Procurement Cards

Page Name

Expected Credits

Definition Name

RUN_POY8020

Credit Detail By MCG

(Credit Detail By Merchant

Category Group)

RUN_POY8060

Chapter 11

Navigation

Purchasing, Procurement

Cards, Reports, Expected

Credits

Purchasing, Procurement

Cards, Reports, Credit

Detail By MCG

Usage

Run the Expected Credits multiprocess job

(POY8020). This process will generate the Expected

Credits Crystal report

(POY8020).

Run the Credit Detail by

MCG multiprocess job

(POY8060). This process will generate the Credit

Detail By MCG Crystal report (POY8060).

Viewing and Resolving Procurement Card Transaction Amount Disputes

Access the Review Disputes page.

Dispute Amount

Collected

Dispute Amount

Description

Select this check box to indicate that you have received the credit for the disputed amount. When you select the Collected check box, the transaction no longer appears on the Dispute page.

Displays the difference in the amount between your records and the transaction amount. Appears by default from the Reconcile Statement - Procurement Card

Transactions page.

Appears by default from the Reconcile Statement - Procurement Card

Transactions page, but you can change it here.

Viewing the Statement Summary

This section discusses how to view the statement summary.

Chapter 11 Managing Procurement Cards

Page Used to View the Statement Summary

Page Name Definition Name

Review Statement Selection

Criteria

CC_TRANS_LDSFETCH

Statement Summary

CC_TRANS_LDSUMMARY

Navigation Usage

Purchasing, Procurement

Cards, Review Bank

Statement, Review

Statement Selection Criteria

Enter selection criteria for statements you want to view.

Click the Search button on the Review Statement

Selection Criteria page.

Use this page to view statement summary by credit card vendor, billing date, or statement status.

Viewing the Statement Summary

Access the Statement Summary page (Purchasing, Procurement Cards, Review Bank Statement, Review

Statement Selection Criteria, and click the Search button on the Review Statement Selection Criteria page).

Status

Voucher ID

Displays the statement status for the statement summary. Values include All

Trans (all transactions), Approved, Closed, Initial, Not Closed, Staged, and

Verified.

Displays the voucher ID. Only statements with a Closed status may have a voucher ID. To obtain a voucher ID, you must first create a voucher.

Staging Procurement Card Transactions for Voucher Processing

This section discusses how to run the voucher load process.

Use the ProCard Load Voucher Stage Application Engine process (PO_CCVSHRSTG) to populate data into the new staging tables for the Voucher Build process.

Note. All transactions in the staging tables must have an Approved status.

301

Managing Procurement Cards Chapter 11

Page Used to Stage Procurement Card Transactions for Voucher Processing

Page Name

Voucher Stage

Definition Name

RUN_CC_VCHRSTG

Navigation

Purchasing, Procurement

Cards, Process Statements,

Load Voucher Stage,

Voucher Stage

Usage

Use the ProCard Load

Voucher Stage process to move approved transactions to the voucher staging tables. Data in the

CC_TRANS_LINE table is written into the Voucher

Line staging table

(VCHR_LING_STG) and data in the

CC_TRANS_DIST table is written into the Voucher

Distribution staging table

(VCHR_DIST_STG).

Running the Voucher Load Process

Access the Voucher Stage page (Purchasing, Procurement Cards, Process Statements, Load Voucher Stage,

Voucher Stage).

Process Request Parameters

Card Issuer

Billing Date

Select the credit card vendor that you want to process.

Select the billing date for the statements that you want to process. The PeopleSoft

Purchasing system validates the billing date against the dates passed by the credit card provider.

Create Vouchers

Select the method to create the vouchers. Values are By Business Unit or By

Credit Card Number.

Select the business unit for the statements that you want to pay.

Business Unit

Invoice Number

Enter the invoice number for the statement. The invoice number is restricted to

22 characters.

Max Voucher Lines

(maximum voucher lines)

Enter the maximum number of lines created into a single voucher.

Transaction Status Criteria

Approved Status

Select this option to process only the transactions that are approved.

Chapter 11 Managing Procurement Cards

Any Status Except

Closed

Select this option to process transactions that are not closed (this includes transactions that are not approved nor verified).

Budget Status Criteria

Valid Budget Status

Any Budget Status

Select this option to process only the transactions that pass budget validation.

Select this option to process transactions that were never budget checked.

ChartField Status Criteria

Valid ChartField Status Select this option to process only the transactions that have no ChartField error.

Any ChartField Status

Select this option to process transactions that fail the ChartField combination edits.

Analyzing Procurement Card Information

This section lists the pages used to analyze procurement card information.

303

Managing Procurement Cards Chapter 11

Pages Used to Analyze Procurement Card Information

Page Name

Purchase Exceptions

Definition Name

RUN_POY8010

Credit Detail By MCG

(Credit Detail By Merchant

Category Group)

RUN_POY8060

Navigation

Purchasing, Procurement

Cards, Reports, Purchase

Exceptions

Purchasing, Procurement

Cards, Reports, Credit

Detail By MCG

Usage

Run one of these multiprocess jobs: Exceed

Limit-Per-Trans (POY8010) which will generate the

Exceed Limit-Per-Trans

Crystal report (POY8010),

Exceed Limit-Per-Cycle

(POY8011) which will generate the Exceed Limit-

Per-Cycle Crystal report

(POY8011), Exceed Trans-

Per-Day (POY8012) which will generate the Exceed

Trans-Per-Day Crystal report (POY8012), Exceed

Trans-Per-Cycle

(POY8013) which will generate the Exceed Trans-

Per-CycleCrystal report

(POY8013), or

Unauthorized Commodity

(POY8014) which will generate the Unauthorized

Commodity Crystal report

(POY8014).

Run the Credit Detail by

MCG multiprocess job

(POY8060). This process will generate the Credit

Detail By MCG Crystal report (POY8060).

Chapter 11

Page Name

Non-Preferred Supplier

Definition Name

RUN_POY8061

Top Supplier Chains

Top Merchant Category

MCC Exceptions (merchant category code exceptions)

RUN_POY8062

RUN_POY8063

RUN_POY8064

Managing Procurement Cards

Navigation

Purchasing, Procurement

Cards, Reports, Non-

Preferred Supplier

Purchasing, Procurement

Cards, Reports, Top

Supplier Chains

Purchasing, Procurement

Cards, Reports, Top

Merchant Category

Purchasing, Procurement

Cards, Reports, MCC

Exceptions

Usage

Run the Non-Preferred

Supplier multiprocess job

(POY8061). This process will generate the Non-

Preferred Supplier Crystal report (POY8061).

Run the Top Supplier

Chains multiprocess job

(POY8062). This process will generate the Top

Supplier Chains Crystal report (POY8062).

Run the Top Merchant

Category multiprocess job

(POY8063). This process will generate the Top

Merchant Category Crystal report (POY8063).

Run the MCC Exceptions multiprocess job

(POY8064). This process will generate the MCC

Exceptions Crystal report

(POY8064).