PeopleSoft FSCM 9.2: Purchasing

PeopleSoft FSCM 9.2: Purchasing
PeopleSoft FSCM 9.2: Purchasing
March 2013
PeopleSoft FSCM 9.2: Purchasing
CDSKU fscm92pbr0
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Contents
Preface......................................................................................................................................................xxxi
Understanding the PeopleSoft Online Help and PeopleBooks......................................................... xxxi
PeopleSoft Hosted Documentation............................................................................................. xxxi
Locally Installed Help................................................................................................................. xxxi
Downloadable PeopleBook PDF Files........................................................................................xxxi
Common Help Documentation....................................................................................................xxxi
Field and Control Definitions.................................................................................................... xxxii
Typographical Conventions........................................................................................................xxxii
ISO Country and Currency Codes............................................................................................xxxiii
Region and Industry Identifiers................................................................................................ xxxiii
Access to Oracle Support..........................................................................................................xxxiv
Documentation Accessibility.....................................................................................................xxxiv
Using and Managing the PeopleSoft Online Help.......................................................................... xxxiv
PeopleSoft FSCM Related Links.....................................................................................................xxxiv
Contact Us.........................................................................................................................................xxxv
Follow Us.......................................................................................................................................... xxxv
Chapter 1: Getting Started With PeopleSoft Purchasing......................................................................37
PeopleSoft Purchasing Business Processes.......................................................................................... 37
Common Elements Used in Purchasing............................................................................................... 37
PeopleSoft Purchasing Integrations...................................................................................................... 39
PeopleSoft Purchasing Implementation................................................................................................ 43
Related Product Documentation........................................................................................................... 45
Chapter 2: Using User-Definable Fields..................................................................................................47
Understanding User-Definable Fields...................................................................................................47
Setting Up User-Definable Fields.........................................................................................................51
Chapter 3: Defining PeopleSoft Purchasing Business Units and Processing Options.........................53
Understanding Business Units in PeopleSoft Purchasing.................................................................... 53
Establishing PeopleSoft Purchasing Business Units............................................................................ 54
Pages Used to Establish PeopleSoft Purchasing Business Units................................................... 55
Purchasing Definition - Business Unit Definition Page................................................................ 56
RFQ Required Rule (request for quote required rule) Page.......................................................... 60
Standard Comments Page...............................................................................................................61
Matching Options Page.................................................................................................................. 62
Define Dispatch Options Page....................................................................................................... 62
Copy VAT Defaults From (copy value added tax defaults from) Page......................................... 65
Copy VAT Defaults From (copy value added tax defaults from) Page......................................... 67
Purchasing Definition - Business Unit Options Page.................................................................... 67
Purchasing Definition - Document Numbering Page.................................................................... 77
Establishing Change Options and Approval Rules.............................................................................. 78
Pages Used to Establish Change Options and Approval Rules..................................................... 78
PO Change Options (purchase order change options) Page.......................................................... 78
Req Change Options (requisition change options) Page............................................................... 84
Establishing Purchasing Processing Options........................................................................................87
Pages Used to Establish Purchasing Processing Options.............................................................. 88
Purchasing Options Page................................................................................................................89
Dispatch Method Page................................................................................................................... 94
Freight Option Page....................................................................................................................... 95
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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Contents
POA Settings (purchase order acknowledgements settings) Page.................................................96
Service VAT Treatment Defaults Setup (service value-added tax treatment defaults setup)
Page.................................................................................................................................................97
Service VAT Treatment Defaults Setup (service value-added tax treatment defaults setup)
Page.................................................................................................................................................98
Preparing PeopleSoft Purchasing VAT Environments..........................................................................99
Chapter 4: Defining Purchasing Item Information..............................................................................103
Understanding Purchasing Item Information......................................................................................103
Common Elements Used in Purchasing Item Information.......................................................... 103
Setting Up Item Catalogs............................................................................................................. 105
Working with Market Codes........................................................................................................ 107
Defining Purchasing Item Categories.................................................................................................108
Pages Used to Define Purchasing Item Categories......................................................................109
Understanding Item Categories.................................................................................................... 110
Item Categories - Category Definition Page................................................................................111
Update Catalog Tree Page............................................................................................................113
Item Categories - Category Definition 2 Page.............................................................................113
Supplier Sourcing Priorities Page................................................................................................ 115
Defining Purchasing Item Attributes.................................................................................................. 115
Pages Used to Define Purchasing Item Attributes.......................................................................116
Understanding Order Multiple Rounding Rules.......................................................................... 119
Purchasing Attributes Page.......................................................................................................... 120
Item Specifications Page.............................................................................................................. 124
Purchasing Attributes - Purchasing Controls Page...................................................................... 124
Purchasing Business Unit Attributes Page...................................................................................129
Purchasing Attributes -Item Supplier (ITM_VENDOR)Page......................................................129
Item Supplier Location Substitute Items Page.............................................................................134
Supplier's UOM and Pricing Information (Supplier's unit of measure and pricing
information) Page......................................................................................................................... 136
Effective Dated UOM (effective-dated unit of measure) Page....................................................138
Update Purchase Order Page....................................................................................................... 140
Updating Item Supplier Unit-of-Measure Conversion Rates............................................................. 142
Page Used to Update Item Supplier Unit-of-Measure Conversion Rates.................................... 142
Update Item Supplier UOM (update item Supplier unit of measure) Page................................. 142
Capturing Item Miscellaneous Charges..............................................................................................143
Pages Used to Capture Item Miscellaneous Charges...................................................................143
Miscellaneous Charges Selection Page........................................................................................ 143
Setting Up Item Supplier Price Adjustment Rules.............................................................................145
Pages Used to Set Up Item Supplier Price Adjustment Rules.....................................................145
Understanding Item Supplier Price Adjustments.........................................................................146
Price Adjustment Page................................................................................................................. 146
Price Adjustment Details Page.....................................................................................................148
Updating Standard Prices and Business Unit Standard Prices........................................................... 148
Pages Used to Update Standard Prices and Business Unit Standard Prices................................ 149
Understanding Price Updates....................................................................................................... 149
Understanding the Price Update Process..................................................................................... 150
Using Standard Price and Business Unit Standard Price Updating Online................................. 151
Using Standard Price and Business Unit Price Batch Updating..................................................152
Update PO Price Page..................................................................................................................153
Selecting Suppliers Based on Item Ship To and Item Supplier Locations......................................... 154
Pages Used to Select Suppliers Based on Item Ship To and Item Supplier Locations.................154
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Contents
Item Ship To Locations Page.......................................................................................................154
Creating Purchasing Kits.................................................................................................................... 156
Page Used to Create Purchasing Kits.......................................................................................... 156
Understanding Purchasing Kits.................................................................................................... 156
Working With Substitute Items in Procurement.................................................................................156
Understanding Item Substitutions in Procurement...................................................................... 157
Setting Up Substitute Items in Procurement................................................................................162
Chapter 5: Defining Miscellaneous Charges and Landed Costs.........................................................167
Understanding Miscellaneous Charges...............................................................................................167
Defining Miscellaneous Charge Defaults........................................................................................... 168
Chapter 6: Using Workflow.................................................................................................................... 171
Understanding PeopleSoft Purchasing Workflow.............................................................................. 171
Setting Up the Approval Framework for PeopleSoft Purchasing...................................................... 171
Pages Used to Set Up Approval Framework in PeopleSoft Purchasing...................................... 172
Understanding the Approval Framework Setup Steps.................................................................174
Setting Up the Approval Framework for PeopleSoft Purchasing................................................ 176
Setting Up Email Approvals for PeopleSoft Purchasing............................................................. 181
Setting Up PeopleTools Workflow Technology for PeopleSoft Purchasing.......................................183
Understanding PeopleTools Workflow Technology Setup for PeopleSoft Purchasing................ 183
Setting Up Approvals in PeopleTools Workflow Technology..................................................... 184
Setting Up EDX Exception Workflow.........................................................................................188
Setting Up Notification in PeopleTools Workflow Technology.................................................. 189
Issuing Requisition Sourcing Workflow Notifications.......................................................................190
Page Used To Issue Requisition Sourcing Workflow Notifications............................................ 190
Issuing Purchase Order Cancellation Workflow Notifications...........................................................190
Page Used to Issue Purchase Order Cancellation Workflow Notifications..................................191
Issuing Contract Expiration and Exceeding Maximum Workflow Notifications............................... 191
Page Used to Issue Contract Expiration and Exceed Maximum Workflow Notifications........... 191
Using Purchase Order Acknowledgement Alert Workflow Notifications..........................................191
Pages Used to Use Purchase Order Acknowledgement Alert Workflow Notifications............... 192
Using Item Loader Exception Workflow Notifications......................................................................193
Pages Used to Use Item Loader Exception Workflow Notifications...........................................194
Exception Summary Page............................................................................................................ 195
Using Rebate Manager Workflow Notification..................................................................................195
Pages Use to Use Rebate Manager Workflow Notifications....................................................... 196
Prerequisites.................................................................................................................................. 196
Using Receipt Quantity Change Workflow Notifications.................................................................. 197
Pages Use to Use Receipt Quantity Change Workflow Notifications......................................... 197
Prerequisites.................................................................................................................................. 197
Using Settlement Manager Workflow Notifications.......................................................................... 198
Pages Use to Use Settlement Manager Workflow Notifications................................................. 198
Prerequisites.................................................................................................................................. 199
Chapter 7: Using Default Hierarchies................................................................................................... 201
Understanding the PeopleSoft Purchasing Default Hierarchy............................................................201
Purchasing Transaction Default Hierarchy.................................................................................. 201
Requisition Default Hierarchy......................................................................................................204
Purchase Order Default Hierarchy............................................................................................... 205
Purchasing Item Default Hierarchy..............................................................................................206
Purchasing ChartField Default Hierarchy.................................................................................... 210
Understanding the UOM Conversion Hierarchy................................................................................ 210
UOM Defaulting...........................................................................................................................211
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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Contents
UOM Conversion Rate Defaults.................................................................................................. 213
Understanding the Matching Default Hierarchy................................................................................ 214
Understanding the Supplier Location Hierarchy and Multicurrency Pricing..................................... 216
High-Level Controls Implementation: Item Ship To Supplier Location and Item Region
Supplier Location Overview........................................................................................................ 218
Item Ship To Supplier Location Setup........................................................................................ 218
Item Region Supplier Location Setup..........................................................................................219
Mid-Level Control Implementation: Ship To Supplier Location and Region Supplier
Location Supplier Order Location Overview...............................................................................220
Ship To Supplier Location Supplier Order Location Setup.........................................................220
Region Supplier Location Supplier Order Location Setup.......................................................... 221
Low-Level Control Implementation: Defining Item-Supplier Relationships Overview.............. 222
Zero-Level Control Implementation Overview............................................................................222
Understanding Multicurrency Conversions........................................................................................ 223
Understanding VAT Drivers, VAT Driver Keys, and the Defaulting Hierarchy for VAT Defaults..... 226
Chapter 8: Using Commitment Control................................................................................................229
Understanding Commitment Control in PeopleSoft Purchasing........................................................ 229
Delivered Source Transaction Types for Purchasing................................................................... 230
Commitment Control Budget Processor Process in PeopleSoft Purchasing................................ 232
Open Period.................................................................................................................................. 233
Liquidation Method...................................................................................................................... 233
Document Tolerances................................................................................................................... 234
Budget Pre-Check.........................................................................................................................234
Budget Exceptions........................................................................................................................235
Budget Overrides..........................................................................................................................236
Effects of Changes to Budget-Checked Transactions.................................................................. 237
Commitment Control and PeopleSoft Purchasing Close Processes.............................................238
Budget Checking Receipt Accruals............................................................................................. 239
Common Elements Used in Commitment Control and PeopleSoft Purchasing Close Processes....... 239
Using Partial and Final Liquidation................................................................................................... 241
Reversing Partial or Final Liquidation.........................................................................................243
Budget Checking After Partial or Final Liquidation................................................................... 244
Running Entry Events After Partial or Final Liquidation............................................................244
Budget Checking Requisitions............................................................................................................244
Pages Used to Budget Check Requisitions..................................................................................245
Req Budget Check (requisition budget check) Page................................................................... 245
Budget Checking Requisitions Using Online Pages....................................................................246
Budget Checking Purchase Orders..................................................................................................... 246
Pages Used to Budget Check Purchase Orders........................................................................... 246
Budget Check Request Page........................................................................................................ 247
Budget Checking Purchase Orders Using Online Pages............................................................. 248
Budget Checking Procurement Cards.................................................................................................248
Pages Used to Budget Check Procurement Cards....................................................................... 249
Load Statement Page....................................................................................................................250
Reconcile Statement - Procurement Card Transactions Page...................................................... 251
Running Budget Period-End Processes.............................................................................................. 251
Pages Used to Run Budget Period-End Processes.......................................................................251
Understanding Budget Period-End Processing............................................................................ 252
Rolling Over Purchase Orders at Budget Period-End........................................................................253
Pages Used to Rollover Purchase Orders.................................................................................... 253
Understanding the Purchase Order Rollover Process.................................................................. 254
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Contents
PO Rollover View Page............................................................................................................... 255
PO Rollover (purchase order rollover) Page............................................................................... 259
Purchase Order Details Page........................................................................................................262
PO Rollover1 Page....................................................................................................................... 263
PO Rollover2 Page....................................................................................................................... 264
Roll Open Encum (roll open encumbrance) Page....................................................................... 264
Run Roll Exception Page............................................................................................................. 265
Establishing Purchasing ChartField Security..................................................................................... 266
Chapter 9: Running Document Tolerances...........................................................................................267
Understanding Document Tolerances................................................................................................. 267
Setting Up Document Tolerances....................................................................................................... 267
Running Document Tolerances With Budget Checking.....................................................................267
Page Used to Run Document Tolerances With Budget Checking............................................... 268
Maintain Purchase Order - Purchase Order Page........................................................................ 268
Running Document Tolerances Without Budget Checking................................................................269
Page Used to Run Document Tolerances Without Budget Checking.......................................... 269
Reviewing Document Tolerance Exceptions and Overrides.............................................................. 269
Pages Used to Review Document Tolerance Exceptions and Overrides..................................... 269
Document Tolerance Exceptions - Doc Tol Exception Page....................................................... 269
Document Tolerance Override - Override Log Page................................................................... 271
Chapter 10: Using Entry Events............................................................................................................ 273
Understanding Entry Events in PeopleSoft Purchasing..................................................................... 273
Setting Up PeopleSoft Purchasing Entry Events................................................................................276
Pages Used to Set Up PeopleSoft Purchasing Entry Events....................................................... 276
Entry Event Page..........................................................................................................................277
Entry Event Defaults Page........................................................................................................... 277
Generating PeopleSoft Purchasing Entry Events............................................................................... 278
Page Used to Generate PeopleSoft Purchasing Entry Events......................................................278
Entry Event Run Request Page....................................................................................................278
Drilling Down to the General Ledger to View Entry Event Journal Entries......................................279
Pages Used to Drill Down to the General Ledger to View Entry Event Journal Entries............. 279
Chapter 11: Creating Procurement Group Data..................................................................................281
Understanding Procurement Groups in PeopleSoft............................................................................281
Example of Procurement Group Transactions............................................................................. 283
Setting Up Procurement Groups.........................................................................................................285
Page Used to Set Up Procurement Groups..................................................................................285
Procurement Groups Page............................................................................................................ 286
Chapter 12: Managing Procurement Cards..........................................................................................289
Understanding the Procurement Card Business Process.................................................................... 289
Common Elements Used in Procurement Card..................................................................................290
Setting Up Procurement Card Installation Options............................................................................ 293
Page Used to Set Up Procurement Card Installation Options..................................................... 293
Establishing Procurement Card Security............................................................................................ 294
Pages Used to Establish Procurement Card Security.................................................................. 294
Understanding Procurement Card Security..................................................................................295
User Profiles - Roles Page........................................................................................................... 296
Register Procurement Card Roles Page....................................................................................... 296
Procurement Card Access Rights Page........................................................................................296
Assign Proxies Page..................................................................................................................... 299
SpeedChart Page...........................................................................................................................300
Assign SpeedCharts Page.............................................................................................................301
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Contents
Defining Cardholder Profile............................................................................................................... 301
Pages Used to Define Cardholder Profile....................................................................................302
Understanding the Personal Employee EIP................................................................................. 303
Personal Data Page.......................................................................................................................304
Card Data Page.............................................................................................................................304
Suppliers Page.............................................................................................................................. 305
Assign Proxies Page..................................................................................................................... 306
Default Accounting Distribution Page......................................................................................... 307
Restricted Purchase Page............................................................................................................. 308
Defining Card Issuers......................................................................................................................... 308
Pages Used to Define Card Issuers..............................................................................................308
Card Issuer Page...........................................................................................................................309
Defining Preferred Suppliers.............................................................................................................. 314
Pages Used to Define Preferred Suppliers...................................................................................314
List of Merchants Page................................................................................................................ 315
Preferred Suppliers Page.............................................................................................................. 315
Defining Preferred UOM.................................................................................................................... 316
Pages Used to Define Preferred UOM........................................................................................ 316
List of Merchant UOM (list of merchant unit of measure) Page................................................ 316
Preferred UOM Page....................................................................................................................317
Defining MCC Blocked...................................................................................................................... 317
Pages Used to Define MCC Blocked.......................................................................................... 317
Defining Visa Transaction Type Codes.............................................................................................. 318
Page Used to Define Visa Transaction Type Code......................................................................318
Defining Procurement Card Mapping................................................................................................ 318
Pages Used to Define Procurement Card Mapping..................................................................... 318
Setting Up Procurement Card Load Statement Options.....................................................................319
Page Used to Define Procurement Card Load Statement Options.............................................. 319
Load Statement Options Page...................................................................................................... 319
Staging Procurement Card Statements Using PeopleSoft Integration Broker....................................322
Staging Procurement Card Statements in a Flat File Format.............................................................322
Using the Credit Card Data EIP.........................................................................................................323
Understanding the Credit Card Data EIP.................................................................................... 323
Setting Up the Credit Card Data EIP.......................................................................................... 323
Using the Procurement Card Load EIP..............................................................................................324
Pages Used to Use the Procurement Card Load EIP...................................................................324
Understanding the Procurement Card Load EIP..........................................................................324
Using the Procurement Card Load EIP....................................................................................... 325
Staging Standard Delivered Bank Format Statements....................................................................... 325
Page Used to Stage Standard Delivered Bank Format Statements.............................................. 325
ProCard Stage Page......................................................................................................................326
Handling Statement Staging Errors.................................................................................................... 327
Page Used to Handle Statement Staging Errors.......................................................................... 327
Correct Errors Page...................................................................................................................... 327
Loading Procurement Card Statements to Application Tables...........................................................328
Page Used to Load Procurement Card Statements to Application Tables................................... 328
Understanding the ProCard Load Statement Process.................................................................. 328
Load Statement Page....................................................................................................................331
Running the Bank Statement Workflow Application Engine Process (PO_CCSTMT_WF)..............332
Page Used to Run the Bank Statement Workflow Application Engine Process.......................... 332
Reconciling Procurement Card Transactions Manually..................................................................... 332
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Contents
Pages Used to Reconcile Procurement Card Transactions Manually.......................................... 333
Reconcile Statement Search Page................................................................................................ 336
Reconcile Statement - Account Distribution Page.......................................................................339
Reconcile Statement - Purchase Details Page..............................................................................340
Sales/Use Tax Page...................................................................................................................... 341
Reconcile Statement - Split Transaction Page............................................................................. 342
Reconcile Statement - Distribution Template Page..................................................................... 343
Credit Card Transaction Line VAT Page..................................................................................... 344
Running the Grace Period Has Expired Application Engine Process (PO_CCEXP_WF)................. 349
Page Used to Run the Grace Period Has Expired Application Engine Process...........................350
Resolving Disputed Transactions........................................................................................................350
Pages Used to Resolve Disputed Transactions............................................................................ 350
Review Disputes Search Page......................................................................................................351
Viewing the Statement Summary....................................................................................................... 351
Page Used to View the Statement Summary............................................................................... 351
Statement Summary Page.............................................................................................................351
Staging Procurement Card Transactions for Voucher Processing...................................................... 352
Page Used to Stage Procurement Card Transactions for Voucher Processing............................. 352
Voucher Stage Page...................................................................................................................... 352
Analyzing Procurement Card Information......................................................................................... 353
Pages Used to Analyze Procurement Card Information.............................................................. 354
Chapter 13: Understanding Vendor Rebates........................................................................................ 355
Understanding Vendor Rebates...........................................................................................................355
Chapter 14: Defining Vendor Rebate Agreements............................................................................... 359
Understanding Vendor Rebate Agreement Statuses........................................................................... 359
Understanding Vendor Rebate Rule Types.........................................................................................361
Prerequisites........................................................................................................................................ 365
Defining Vendor Rebate Agreements................................................................................................. 366
Pages Used to Define Vendor Rebate Agreements......................................................................366
Rebate Agreement - Rebate Agreement Page..............................................................................369
Rebate Agreement - Rebate Options Page...................................................................................372
Rebate Agreement - Rebate Agreement Value Added Tax Page.................................................375
Rebate Agreement - Rebate Rules Page...................................................................................... 381
Dispatching Vendor Rebate Agreements............................................................................................ 386
Page Used to Dispatch Vendor Rebate Agreements.................................................................... 386
Understanding Vendor Rebate Agreement Dispatch....................................................................386
Vendor Rebate Agreement Dispatch Page................................................................................... 387
Chapter 15: Generating Rebate Accruals............................................................................................. 389
Understanding the Rebate Accrual Process........................................................................................389
Generating Rebate Accruals............................................................................................................... 401
Page Used to Generate Rebate Accruals..................................................................................... 401
Rebate Accrual Page.................................................................................................................... 401
Chapter 16: Maintaining Vendor Rebate Agreement Association with Purchase Orders............... 403
Understanding the Backdate Vendor Rebates Component Processes.................................................403
Associating to, Dissociating from, and Modifying Associated Vendor Rebate Agreements Line
by Line to Purchase Orders Manually................................................................................................404
Pages Used to Manually Associate to, Dissociate from, and Modify Associated Vendor
Rebate Agreements Line by Line to Purchase Orders Manually.................................................404
Backdate Vendor Rebates Page....................................................................................................404
Chapter 17: Managing Vendor Rebate Claims.....................................................................................409
Understanding the Claims Management Business Process for Vendor Rebates.................................409
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Contents
Prerequisites........................................................................................................................................ 415
Generating Vendor Rebate Claims..................................................................................................... 416
Page Used to Generate Vendor Rebate Claims............................................................................416
Generate Claims Page.................................................................................................................. 416
Printing a Vendor Rebate Claim.........................................................................................................416
Page Used to Print a Vendor Rebate Claim.................................................................................417
Notifying Rebate Managers of Claims...............................................................................................417
Page Used to Notify Rebate Managers of Claims....................................................................... 417
Notify Rebate Manager Page....................................................................................................... 417
Using the Claims Management Workbench....................................................................................... 418
Pages Used to Use the Claims Management Workbench............................................................ 418
Understanding the Claims Management Workbench...................................................................419
Claims Management Workbench - Rebate Claims Page............................................................. 419
Reconciling Payments for Vendor Rebates........................................................................................ 424
Page Used to Reconcile Payments for Vendor Rebates...............................................................424
Incoming Payment Reconcile Page..............................................................................................424
Maintaining Claims.............................................................................................................................425
Pages Used to Maintain Claims...................................................................................................425
Understanding Change Processing for Claim Amounts.............................................................. 425
Claim - Details Page.................................................................................................................... 427
Claim - Distributions Page...........................................................................................................430
Reconciling Claims............................................................................................................................. 431
Pages Used to Reconcile Claims................................................................................................. 431
Understanding Exception Processing........................................................................................... 431
Claim Reconciliation - Claim Details Page................................................................................. 432
Claim Reconciliation - Incoming Payments Page....................................................................... 435
Notifying Settlement Managers.......................................................................................................... 435
Page Used to Notify Settlement Managers..................................................................................436
Notify Settle Mgr (Notify Settlement Manager) Page.................................................................436
Viewing Claim Settlement Information..............................................................................................436
Page Used to View Claim Settlement Information......................................................................436
Claim Settlement Page................................................................................................................. 437
Entering Claim Payments Manually...................................................................................................437
Page Used to Enter Claim Payments Manually...........................................................................437
Understanding the Manual Entry of Claim Payments................................................................. 438
Claim Incoming Payment Page....................................................................................................438
Chapter 18: Analyzing Vendor Rebates................................................................................................ 441
Understanding the Vendor Rebate Analysis Workbench....................................................................441
Defining Sales Organizations............................................................................................................. 442
Page Used to Define Sales Organizations................................................................................... 443
Sales Organization Setup Page.................................................................................................... 443
Establishing Vendor Rebate Allocations............................................................................................ 443
Page Used to Establish Vendor Rebate Allocations.................................................................... 444
Prerequisites.................................................................................................................................. 444
Vendor Rebate Allocation Page................................................................................................... 444
Analyzing Vendor Rebates..................................................................................................................446
Pages Used to Analyze supplier Rebates.....................................................................................447
Vendor Rebate Analysis Workbench - Workbench Filter Options Page...................................... 450
Vendor Rebate Analysis Workbench Page...................................................................................450
Vendor Rebate Analysis Workbench - Accrued Rebate Details Page..........................................454
Vendor Rebate Analysis Workbench - Rebate Threshold Analysis Page.................................... 456
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Contents
Vendor Rebate Analysis Workbench - PO Not Received Analysis Page.....................................458
Vendor Rebate Analysis Workbench - Flat File Extraction on Rebate Transactions Page...........459
Chapter 19: Understanding Requisitions.............................................................................................. 463
Configuring Requisition Defaults....................................................................................................... 463
Canceling Requisitions and Requisition Lines...................................................................................463
Sourcing Requisitions Automatically................................................................................................. 464
Deleting Requisitions.......................................................................................................................... 465
Placing a Requisition On Hold...........................................................................................................466
Using Procurement Cards on Requisitions.........................................................................................467
Using PeopleSoft Maintenance Management Work Orders on Requisitions..................................... 468
Chapter 20: Creating Requisitions Online............................................................................................ 471
Understanding the Requisition Business Process...............................................................................471
Understanding How to Apply Procurement Contract Prices to Transactions.....................................472
Applying Contracts to Requisitions............................................................................................. 473
Contract Pricing for Requisitions and Purchase Orders.............................................................. 474
Creating Requisition Header Information.......................................................................................... 480
Pages Used to Create Requisition Header Information............................................................... 481
Maintain Requisitions - Requisition Page....................................................................................484
Requisition Defaults Page............................................................................................................ 493
Supplier Search Page....................................................................................................................496
Address Page................................................................................................................................ 497
Req One Time Address Default (requisition one time address default) Page..............................497
Retrofit field changes to all existing requisition lines/schedule/distributions Page..................... 498
Header Comments Page............................................................................................................... 499
Standard Comments Page.............................................................................................................501
Currency Information Page.......................................................................................................... 502
Enter Kit Items Page.................................................................................................................... 503
Order By Catalog Page................................................................................................................ 504
Item Details Page......................................................................................................................... 504
Item Supplier Priority Page..........................................................................................................504
Set Item Alias Page......................................................................................................................505
Requester Favorite Items Page.....................................................................................................505
Creating Requisition Lines................................................................................................................. 506
Pages Used to Create Requisition Lines......................................................................................506
Maintain Requisitions - Requisition Page....................................................................................508
Item Search Criteria Page............................................................................................................ 521
Defaults for Line Page................................................................................................................. 521
Retrofit field changes to all the distributions on the requisition line Page.................................. 522
Maintain Requisition - Details for Line Page..............................................................................522
Item Description Page.................................................................................................................527
View Category Hierarchy Page....................................................................................................528
Buyer Telephone Information Page............................................................................................. 528
Line Comments Page................................................................................................................... 528
Include Item Specifications Page................................................................................................. 528
Category Search Page...................................................................................................................529
Creating Requisition Schedules.......................................................................................................... 529
Pages Used to Create Requisition Schedules...............................................................................530
Maintain Requisitions - Schedule Page....................................................................................... 531
VAT Information for a Schedule Page......................................................................................... 535
Schedule Details Page.................................................................................................................. 542
Requisition ShipTo Address Page................................................................................................542
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Using Pegging with Requisitions in PeopleSoft Purchasing..............................................................543
Pages Used to Peg Requisitions...................................................................................................543
Understanding Using Pegging With Requisitions in PeopleSoft Purchasing...............................543
Prerequisites.................................................................................................................................. 544
Pegging Workbench Page.............................................................................................................544
Pegging Inquiry Page................................................................................................................... 546
Entering Distribution Information...................................................................................................... 547
Pages Used to Enter Distribution Information.............................................................................548
Maintain Requisitions - Distribution Page...................................................................................548
VAT Details for Distribution Page............................................................................................... 555
Copying an Existing Requisition to a New Requisition.....................................................................557
Pages Used to Copy an Existing Requisition to a New Requisition............................................557
Copy Requisition Page................................................................................................................. 557
Printing Requisition Templates...........................................................................................................558
Page Used to Print Requisition Templates...................................................................................558
Understanding the Requisition Template SQR Report (PORQ011)............................................ 558
Previewing and Printing Requisitions................................................................................................ 559
Pages Used to Preview and Print Requisitions............................................................................559
Maintain Requisitions - Requisition Page....................................................................................559
Requisition Print Page..................................................................................................................559
Updating Supplier History Dates and Amounts for Cumulative Sourcing........................................ 560
Page Used to Update Supplier History Dates and Amounts for Cumulative Sourcing................560
Understanding the Cumulative Sourcing Update Application Engine Process............................560
Cumulative Sourcing Page........................................................................................................... 561
Working with Large Requisitions....................................................................................................... 562
Page Used to Work with Large Requisitions...............................................................................563
Chapter 21: Using the Requisition Loader........................................................................................... 567
Understanding the Purchasing Requisition Loader Application Engine Process
(PO_REQLOAD)................................................................................................................................ 567
Defining Purchasing Requisition Loader System Sources...........................................................568
Loading Requisitions.......................................................................................................................... 571
Page Used to Load Requisitions.................................................................................................. 571
Requisition Loader Page.............................................................................................................. 571
Using the Purchase Order Requisition EIP........................................................................................ 574
Pages Used to Use the Purchase Order Requisition EIP............................................................. 575
Understanding the Purchase Order Requisition EIP....................................................................575
Using the Purchase Order Requisition EIP..................................................................................575
Correcting Purchasing Requisition Loader Process Errors................................................................ 576
Pages Used to Correct Purchasing Requisition Loader Process Errors....................................... 576
Understanding the Purchasing Requisition Loader Error Processing.......................................... 577
Requisition Loader Request Page................................................................................................ 577
Comments Page............................................................................................................................ 579
Override Address Page.................................................................................................................580
Updating Direct Shipment Information.............................................................................................. 580
Page Used to Update Direct Shipment Information.................................................................... 580
Understanding the Direct Shipments Update Application Engine Process (PO_REQDROP)..... 580
Update Direct Ship Page..............................................................................................................581
Purging Requisition Load Requests....................................................................................................582
Page Used to Purge Requisition Load Requests..........................................................................582
Understanding the Purge Requisition Load Request Application Engine Process
(PO_RLRQPRG).......................................................................................................................... 582
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Purge Reqload Requests (purge requisition load requests) Page................................................. 582
Chapter 22: Approving Requisitions..................................................................................................... 585
Understanding Requisition Approvals................................................................................................ 585
Approving Requisitions With the Approval Framework....................................................................585
Pages Used to Approve Requisitions With Approval Framework...............................................593
Manage Requisition Approvals Page........................................................................................... 593
Requisition Approval Page...........................................................................................................596
Requisition Line Details Page......................................................................................................601
Approving Requisitions With PeopleTools Workflow Technology....................................................602
Pages Used to Approve Requisitions With PeopleTools Workflow Technology......................... 602
Understanding Requisition Approvals With PeopleTools Workflow Technology....................... 603
Requisition Amount Approval Page............................................................................................ 606
Requisition ChartField Approval Page........................................................................................ 608
Chapter 23: Tracking Requisition Changes.......................................................................................... 611
Understanding Requisition Change Tracking.....................................................................................611
Pages Used to Track Requisition Changes.................................................................................. 611
Maintain Requisitions - Requisitions Page.................................................................................. 611
Reviewing Requisition Change History............................................................................................. 612
Pages Used to Review Requisition Change History....................................................................612
Chapter 24: Using the Requester's Workbench................................................................................... 615
Understanding the Requester's Workbench........................................................................................ 615
Prerequisites........................................................................................................................................ 615
Using the Requester's Workbench...................................................................................................... 615
Pages Used to Use the Requester's Workbench...........................................................................616
Requester's Workbench - Filter Options Page............................................................................. 617
Requester's Workbench Page........................................................................................................619
Requester's Workbench - Requisition Lines Page....................................................................... 621
Requester's Workbench - Requisition Schedules Page................................................................ 622
Requester's Workbench - Processing Results Page......................................................................622
Chapter 25: Closing Requisitions...........................................................................................................625
Understanding the Close Requisitions Process.................................................................................. 625
Describing Requisition Close Criteria......................................................................................... 627
Describing Close Requisition Changes to Requisition Statuses.................................................. 628
Closing Requisitions........................................................................................................................... 629
Page Used to Close Requisitions................................................................................................. 630
Close Page.................................................................................................................................... 630
Reopening Requisitions...................................................................................................................... 631
Page Used to Reopen Requisitions.............................................................................................. 631
Understanding the Requisition Reopen Process.......................................................................... 631
Reopen Requisitions Page............................................................................................................ 633
Chapter 26: Reviewing Requisition Information................................................................................. 635
Using Requisition Inquiries................................................................................................................ 635
Pages Used to Use Requisition Inquiries.....................................................................................635
Requisitions Inquiry Page............................................................................................................ 638
Requisitions (inquiry) Page.......................................................................................................... 638
Line Details Page......................................................................................................................... 640
Schedule Details Page.................................................................................................................. 643
Distribution Information Page......................................................................................................643
Requisition to Purchase Order List Page..................................................................................... 644
Requisition Receipts List Page.................................................................................................... 644
Requisition to MSR List (requisition to material stock request list) Page...................................644
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Using the Requisition Workbench...................................................................................................... 645
Pages Used to Use the Requisition Workbench...........................................................................645
Requisition Workbench selection criteria Page............................................................................647
Workbench Page........................................................................................................................... 651
Reviewing Requisition Accounting Line Entries............................................................................... 652
Pages Used to Review Requisition Accounting Line Entries......................................................652
Selection Criteria (for requisition accounting line entries) Page................................................. 653
Requisition Accounting Entries Page...........................................................................................653
Reviewing Requisition Entry Event Journal Entries.......................................................................... 655
Page Used to View Requisition Entry Event Journal Entries...................................................... 655
Chapter 27: Managing Requests for Quotes.........................................................................................657
Understanding RFQs in PeopleSoft Purchasing.................................................................................658
Establishing Supplier Quote Groups.................................................................................................. 659
Pages Used to Establish Supplier Quote Groups.........................................................................660
Creating RFQs.....................................................................................................................................660
Pages Used to Create RFQs.........................................................................................................660
Request Quotes Page....................................................................................................................663
RFQ Header Details Page............................................................................................................ 666
Enter Copy Criteria Page............................................................................................................. 666
Item Supply Supplier List Page................................................................................................... 669
RFQ Dispatch Supplier List Page................................................................................................669
Dispatch Options Page................................................................................................................. 670
RFQ Dispatch History Page.........................................................................................................671
Email Message Page.....................................................................................................................672
Dispatching RFQs............................................................................................................................... 673
Page Used to Dispatch RFQs.......................................................................................................673
Understanding the RFQ Dispatch and Print Process................................................................... 673
Dispatch Quote Forms Page.........................................................................................................674
Loading RFQ EDX Responses........................................................................................................... 675
Page Used to Load RFQ EDX Responses...................................................................................675
Understanding the Load RFQ EDX Responses Process..............................................................675
Using the RFQ EIP.............................................................................................................................675
Pages Used to Use the RFQ EIP................................................................................................. 675
Understanding the RFQ EIP........................................................................................................ 676
Setting Up the RFQ EIP.............................................................................................................. 676
RFQ Message Selection Criteria Page.........................................................................................677
Using the RFQ Response EIP............................................................................................................ 677
Pages Used to Use the RFQ Response EIP.................................................................................678
Understanding the RFQ Response EIP........................................................................................ 678
Using the RFQ Response EIP......................................................................................................678
Resolving Supplier Response Load Errors.........................................................................................679
Pages Used to Resolve Supplier Response Load Errors..............................................................679
Response Errors Page...................................................................................................................679
Maintaining RFQ Responses.............................................................................................................. 680
Pages Used to Maintain RFQ Responses.................................................................................... 681
Maintain Responses Page.............................................................................................................682
Response Header Details Page.....................................................................................................684
Awarding RFQs to Suppliers.............................................................................................................. 684
Pages Used to Analyze and Award RFQs to Suppliers............................................................... 684
Analyze Quote Page..................................................................................................................... 685
Creating Purchase Orders or Contracts from RFQs........................................................................... 685
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Pages Used to Create Purchase Orders or Contracts from RFQs................................................ 686
Create PO/Contract (create purchase order/contract) Page..........................................................686
RFQ PO Distribution (request for quote purchase order distribution) Page................................ 689
Closing RFQs...................................................................................................................................... 690
Page Used to Close RFQs............................................................................................................690
Request Quotes Page....................................................................................................................690
Inquiring and Reporting on RFQs and Supplier Responses...............................................................690
Pages Used to Inquire and Report on RFQs and Supplier Responses......................................... 691
Response Information Page..........................................................................................................693
Chapter 28: Understanding Purchase Orders...................................................................................... 695
Purchase Order Defaults..................................................................................................................... 695
Purchase Order Header Status Values................................................................................................ 696
SUT Processing on the Purchase Order............................................................................................. 697
VAT Processing on the Purchase Order............................................................................................. 698
Vendor Rebate Processing on the Purchase Order............................................................................. 699
Procurement Card Processing on the Purchase Order........................................................................702
PeopleSoft Maintenance Management Work Order Processing on the Purchase Order.....................702
Purchase Order Consolidation............................................................................................................ 704
Purchase Order Cancelation................................................................................................................705
Purchase Order Deletion.....................................................................................................................710
Purchase Order Hold Processing........................................................................................................ 711
Chapter 29: Creating Purchase Orders Online.................................................................................... 715
Understanding the Purchase Order Business Process........................................................................ 715
Understanding Global Location Numbers and Global Trading Item Numbers.................................. 720
Global Location Numbers (GLN)................................................................................................ 720
Global Trading Item Numbers (GTIN)........................................................................................721
Common Elements Used in Global Location Numbers and Global Trading Item Numbers..............722
Using Purchase Order Reservations................................................................................................... 727
Page Used to Reserve Purchase Orders.......................................................................................727
Understanding How the System Assigns Purchase Order IDs When Reserving Purchase
Orders............................................................................................................................................727
Purchase Order Reservations Page.............................................................................................. 730
Setting Up Procurement Groups for Asset Consolidation........................................................... 731
Procurement Groups Page............................................................................................................ 732
Purchasing Options Page..............................................................................................................733
Procurement Group Inquiry Page................................................................................................ 735
Creating Purchase Order Headers.......................................................................................................737
Pages Used to Create Purchase Order Headers........................................................................... 737
Maintain Purchase Order - Purchase Order Page........................................................................ 742
Supplier Details Page................................................................................................................... 756
PO Header Details Page...............................................................................................................756
PO Header Comments Page.........................................................................................................760
Purchase Order Defaults Page......................................................................................................762
Retrofit field changes to all existing PO lines/schedule/distributions Page.................................766
Maintain Purchase Order - Procurement Card Information Page................................................ 767
PO Header - VAT Information Page............................................................................................ 767
Dispatch Options Page................................................................................................................. 768
PO Dispatched History Page........................................................................................................769
PO Matching Page........................................................................................................................769
Change Reason Page.................................................................................................................... 770
Creating Purchase Order Lines...........................................................................................................771
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Pages Used to Create Purchase Order Lines............................................................................... 771
Maintain Purchase Order - Purchase Order Page........................................................................ 773
Details for Line Page................................................................................................................... 784
Contract Search Page................................................................................................................... 793
Header Misc. Charges (header miscellaneous charges) Page...................................................... 795
Header - Miscellaneous Charges Page.........................................................................................796
Creating Purchase Order Schedules................................................................................................... 796
Pages Used to Create Purchase Order Schedules........................................................................ 797
Maintain Purchase Order - Schedules Page.................................................................................799
PO ShipTo Address Page............................................................................................................. 808
Sales/Use Tax Information for Schedule Page............................................................................ 809
VAT Information for a Schedule Page......................................................................................... 811
Details for Schedule Page............................................................................................................ 817
Price Adjustments for Schedule Page.......................................................................................... 821
Miscellaneous Charges for Schedule Page.................................................................................. 823
Schedule - 3rd Party supplier Page..............................................................................................824
Creating Purchase Order Distributions...............................................................................................825
Pages Used to Create Purchase Order Distributions....................................................................825
Maintain Purchase Order - Distributions for Schedule Page.......................................................826
Sales/Use Tax Details for Distribution Page................................................................................834
VAT Details for Distribution Page............................................................................................... 834
Maintain Distributions Page.........................................................................................................836
Canceling a Purchase Order Online................................................................................................... 837
Pages Used to Cancel a Purchase Order Online..........................................................................837
Maintain Purchase Order - Purchase Order Page........................................................................ 838
Maintain Purchase Order - Cancel Purchase Order Page............................................................ 840
Maintain Purchase Order - Cancel Purchase Order Page............................................................ 841
Maintain Purchase Order - Cancel Purchase Order Page............................................................ 842
Using Express Purchase Orders..........................................................................................................843
Pages Used to Enter Express Purchase Orders............................................................................843
Express Purchase Order - Purchase Order Page..........................................................................844
Using Purchase Order Acknowledgements........................................................................................ 845
Pages Used to Use Purchase Order Acknowledgements............................................................. 845
Understanding the POA Business Process...................................................................................847
Understanding the Electronic Date Exchange POA Business Process........................................ 848
Manage PO Acknowledgements Page......................................................................................... 849
Manage PO Acknowledgements - Header Page.......................................................................... 850
Acknowledgement Header Details Page...................................................................................... 852
Acknowledgement Line Details Page.......................................................................................... 852
Manage PO Acknowledgements - Schedule Page....................................................................... 852
Acknowledgement Schedule Details Page...................................................................................853
Creating and Viewing Purchase Order Backorders............................................................................ 853
Pages Used to Create and View Purchase Order Backorders...................................................... 854
Create Backorder Page................................................................................................................. 855
Updating Purchase Orders With New Item Supplier UOM Conversion Rates.................................. 857
Page Used to Update Purchase Orders With New Item Supplier UOM Conversion Rates..........857
Accessing Purchase Order Related Content....................................................................................... 857
Pages Used to Access Purchase Order Related Information....................................................... 857
Understanding Related Content....................................................................................................858
Spend by Supplier Page............................................................................................................... 860
Recent PO's Page..........................................................................................................................861
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Contents
Overdue PO's Page.......................................................................................................................861
Vendor Returns Page.................................................................................................................... 862
Working with Large Purchase Orders................................................................................................ 863
Maintain Purchase Order — Advanced Line Search Page.......................................................... 864
Chapter 30: Using Purchase Order Sourcing....................................................................................... 869
Understanding the Purchase Order Sourcing Business Process......................................................... 870
Primary Sourcing Staging Tables.................................................................................................872
Stage Statuses............................................................................................................................... 873
Qualifying Criteria for Requisition Selection.............................................................................. 875
Common Elements Used in Purchase Order Sourcing.......................................................................876
Manually Selecting Requisitions for Sourcing...................................................................................877
Pages Used to Manually Select Requisitions for Sourcing......................................................... 877
Understanding the Manual Requisition Selection Process...........................................................879
Requisition Selection - Sourcing Page.........................................................................................880
Requisition Selection - Procurement Card Information Page......................................................887
Override Selected Requisition Supplier Page.............................................................................. 888
Requisition Selection - Staging Information Page.......................................................................889
PO Item Staging Page.................................................................................................................. 891
PO Header Staging Page..............................................................................................................892
Automatically Selecting Requisitions for Sourcing........................................................................... 892
Page Used to Automatically Select Requisitions for Sourcing....................................................893
Understanding the AutoSelect Requisitions Process................................................................... 893
Auto Requisition Selection Page..................................................................................................894
Sourcing by Region............................................................................................................................ 895
Pages Used to Source by Region.................................................................................................896
Understanding Regional Sourcing................................................................................................896
Region Codes Page...................................................................................................................... 897
Ship To Locations Page............................................................................................................... 898
Item Supplier by Region Page..................................................................................................... 898
Procurement Region Supplier Order Location Page....................................................................899
Reviewing Regional Level Sourcing Methods............................................................................ 899
Loading Staged Purchase Order Requests from PeopleSoft Supply Planning and Manufacturing.... 900
Page Used to Load Staged Purchase Order Requests from PeopleSoft Supply Planning and
Manufacturing...............................................................................................................................900
Understanding the PO Stage Load Process................................................................................. 900
Reviewing, Approving, and Applying Planning Messages......................................................... 901
PO Stage Load Page.................................................................................................................... 901
Building Inventory Demand Transactions.......................................................................................... 902
Page Used to Build Inventory Demand Transactions.................................................................. 902
Understanding the Build Inventory Demand Process.................................................................. 902
Running the PO Calculations Process................................................................................................ 907
Page Used to Run the PO Calculations Process.......................................................................... 907
Understanding the PO Calculations Process................................................................................907
Understanding Sourcing Methods................................................................................................ 913
Understanding How Contracts are Assigned on Purchase Orders...............................................917
PO Calculations Page................................................................................................................... 917
Using the Sourcing Workbench.......................................................................................................... 920
Pages Used to Use the Sourcing Workbench...............................................................................921
Understanding the Sourcing Workbench......................................................................................922
Common Elements Used in the Sourcing Workbench.................................................................924
Sourcing Workbench - Sourcing Page......................................................................................... 925
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Sourcing Workbench - Sourcing Details Page.............................................................................928
Eligible Suppliers Page................................................................................................................ 932
Sourcing Workbench - Pricing Information Page........................................................................ 933
Sales/Use Tax Page...................................................................................................................... 934
Sourcing Workbench - Value Adjustments Page......................................................................... 935
VAT (value added tax) Page........................................................................................................ 937
Flexible Sourcing Page.................................................................................................................938
Sourcing Workbench - PO Information (purchase order information) Page................................940
Creating Purchase Orders Using the Create Purchase Orders Process...............................................942
Page Used to Create Purchase Orders Using the Create Purchase Orders Process......................942
Understanding the Create Purchase Orders Process.................................................................... 942
Create Purchase Orders Page....................................................................................................... 942
Using the Automatic Purchasing Sourcing Process........................................................................... 943
Pages Used to Run the Automatic Purchasing Sourcing Process................................................ 943
Understanding the Automatic Purchasing Sourcing Process....................................................... 944
PO Auto Sourcing - Objectives Page.......................................................................................... 945
PO Auto Sourcing - Options Page...............................................................................................946
Processes Page..............................................................................................................................946
Updating Supplier History Dates and Amounts for Cumulative Sourcing........................................ 947
Page Used to Update Supplier History Dates and Amounts for Cumulative Sourcing................947
Understanding the Cumulative Sourcing Update Application Engine Process............................947
Cumulative Sourcing Page........................................................................................................... 948
Purging Purchasing Staging Tables.................................................................................................... 949
Page Used to Purge Purchasing Staging Tables.......................................................................... 949
Understanding the Purge Stage Tables Process........................................................................... 949
Purge Stage Tables Page.............................................................................................................. 950
Manually Constructing the Purchasing Staging Tables......................................................................951
Sourcing Error Messages.................................................................................................................... 961
Chapter 31: Approving Purchase Orders............................................................................................. 969
Understanding Purchase Order Approvals......................................................................................... 969
Approving Purchase Orders With Approval Framework................................................................... 969
Pages Used to Approve Purchase Orders With Approval Framework........................................ 975
Approve Purchase Orders Page.................................................................................................. 976
Purchase Order Approval Page.................................................................................................... 978
Approving Purchase Orders With Mobile Approval Framework.......................................................982
Mobile Approval Framework for Purchasing.............................................................................. 982
Mobile Approval Options.............................................................................................................983
Mobile Approval Landing............................................................................................................ 984
Purchase Order Mobile Approvals...............................................................................................985
Purchase Order List Pane.............................................................................................................988
Purchase Order Detail Pane......................................................................................................... 988
Purchase Order Mobile Approvals Page in Mass Approval Mode..............................................991
Mobile Approval and Denial Pages............................................................................................. 992
Approving Purchase Orders With PeopleTools Workflow Technology............................................. 994
Pages Used to Approve Purchase Orders With PeopleTools Workflow Technology...................995
Understanding Approving Purchase Orders With PeopleTools Workflow Technology...............996
Purchase Order Amount Approval Page......................................................................................999
Purchase Order ChartField Approval Page................................................................................1001
Chapter 32: Dispatching and Printing Purchase Orders.................................................................. 1005
Understanding Purchase Order Dispatch..........................................................................................1005
Dispatching Purchase Orders............................................................................................................1009
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Pages Used to Dispatch Purchase Orders.................................................................................. 1009
Dispatch POs Page..................................................................................................................... 1010
Select Purchase Order Page....................................................................................................... 1014
Using the Purchase Order Dispatch/Purchase Order Change Request EIP...................................... 1015
Pages Used to Use the Purchase Order Dispatch/Purchase Order Change Request EIP............1015
Understanding the Purchase Order Dispatch/Purchase Order Change Request EIP..................1015
Setting Up the Purchase Order Dispatch/Purchase Order Change Request EIP........................ 1016
PO Dispatch Message Selection Criteria Page.......................................................................... 1016
Chapter 33: Creating Purchase Order Change Orders.....................................................................1017
Understanding the Purchase Order Change Order Business Process............................................... 1017
Common Elements Used in Purchase Order Change Order Business Process.......................... 1021
Defining Change Order and Sequence Numbers....................................................................... 1022
Setting Up Purchase Order Change Templates................................................................................ 1025
Identifying Purchase Order Change Order Fields............................................................................ 1025
Reviewing Processing Rules for the Change Purchase Order Process.............................................1032
Generating Purchase Order Change Orders Online..........................................................................1035
Loading Change Orders Received Using EDXs or Supplier-Facing Online Acknowledgements
(PeopleSoft eSupplier Connection)...................................................................................................1036
Page Used to Load Change Orders Received Using EDXs or Supplier-Facing Online
Acknowledgements (PeopleSoft eSupplier Connection)........................................................... 1036
Change Load Page......................................................................................................................1036
Using the Purchase Order and Purchase Order Change Order Acknowledgement EIP................... 1037
Pages Used to Use the Purchase Order and Purchase Order Change Order Acknowledgement
EIP...............................................................................................................................................1037
Understanding the Purchase Order and Purchase Order Change Order Acknowledgement
EIP...............................................................................................................................................1037
Using the Purchase Order and Purchase Order Change Order Acknowledgement EIP.............1038
Using the Purchase Order Close Short Workbench......................................................................... 1038
Pages Used with the Purchase Order Close Short Workbench.................................................. 1039
Understanding the Close Short Job............................................................................................1039
PO Close Short Workbench - Purchase Orders Page.................................................................1040
Process Request Options Page................................................................................................... 1043
Reviewing and Approving Change Order Requests.........................................................................1043
Pages Used to Review and Approve Change Order Requests...................................................1044
Understanding the Change Request Tables................................................................................1044
Approve Change Requests - Selection Criteria Page............................................................... 1045
Approve Change Requests Page................................................................................................ 1046
Change Requests Page............................................................................................................... 1048
Creating Change Orders from Approved Change Requests.............................................................1050
Page Used to Create Change Orders from Approved Change Requests....................................1051
Change Purchase Orders Page................................................................................................... 1051
Purging Change Request Tables....................................................................................................... 1052
Page Used to Purge Change Request Tables............................................................................. 1052
Understanding the Purge Change Request Process....................................................................1052
Purge Change Requests Page..................................................................................................... 1052
Viewing Purchase Order Change History.........................................................................................1053
Pages Used to View Change Order History.............................................................................. 1053
Performing Mass Buyer Changes..................................................................................................... 1054
Pages Use to Perform Mass Buyer Changes............................................................................. 1055
Entering Buyer Search Criteria.................................................................................................. 1055
Replacing a Buyer on Multiple Purchase Orders...................................................................... 1057
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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Chapter 34: Using the Buyer Workcenter and Dashboard............................................................... 1059
Understanding the Buyer WorkCenter and Dashboard.................................................................... 1059
WorkCenters................................................................................................................................1059
Pagelets and Pagelet Setup, Maintenance, and Personalization.................................................1060
Buyer WorkCenter Home Page..................................................................................................1061
Understanding Dashboards and Pagelets................................................................................... 1062
Dashboards and Pivot Grids.......................................................................................................1062
Setting Up the Buyer WorkCenter Dashboard...........................................................................1063
Using the BuyerWorkCenter - My Work......................................................................................... 1063
Edit Filters Page......................................................................................................................... 1067
Purchase Orders on Hold Page.................................................................................................. 1068
Using the Buyer WorkCenter - Links...............................................................................................1069
Sample Buyer WorkCenter - Add/Update POs Link................................................................. 1070
Using the Buyer WorkCenter - Queries, Reports, and Processes.....................................................1071
Sample Buyer WorkCenter - Past Due Receipts Query.............................................................1072
Chapter 35: Using the Buyer's Workbench........................................................................................ 1075
Understanding the Buyer's Workbench............................................................................................ 1075
Managing Purchase Orders Using the Buyer's Workbench..............................................................1075
Pages Used to Manage Purchase Orders Using the Buyer's Workbench................................... 1076
Buyer's Workbench - Filter Options Page................................................................................. 1077
Buyer's Workbench Page............................................................................................................1078
Buyer's Workbench - Purchase Order Lines Page..................................................................... 1082
Buyer's Workbench - Purchase Order Schedules Page.............................................................. 1083
Buyer's Workbench - Processing Results Page..........................................................................1083
Chapter 36: Closing Purchase Orders.................................................................................................1087
Understanding the Close Purchase Orders Process.......................................................................... 1087
Purchase Order Close Criteria....................................................................................................1088
Describing Close Purchase Order Changes to Purchase Order Statuses....................................1092
Purchase Order Closure and the Fully Received Status............................................................ 1094
Purchase Order Closure and the Complete Status..................................................................... 1094
Closing Purchase Orders...................................................................................................................1095
Page Used to Close Purchase Orders.........................................................................................1095
Close Purchase Orders Page...................................................................................................... 1095
Reopening Purchase Orders..............................................................................................................1097
Page Used to Reopen Purchase Orders......................................................................................1097
Understanding the Purchase Order Reopen Process.................................................................. 1097
Reopen POs Page....................................................................................................................... 1099
Chapter 37: Reviewing Purchase Order Information........................................................................1103
Inquiring About Purchase Orders..................................................................................................... 1103
Pages Used to Inquire About Purchase Orders..........................................................................1103
Purchase Order Inquiry - Distributions for Schedule Page........................................................1106
Viewing Purchase Order Activity Summaries..................................................................................1108
Pages Used to View Purchase Order Activity Summaries........................................................ 1109
Viewing Purchase Order Document Tolerance Information............................................................ 1110
Pages Used to View Purchase Order Document Tolerance Information................................... 1110
Reviewing Purchase Order Accounting Line Entries.......................................................................1110
Pages Used to Review Purchase Order Accounting Line Entries..............................................1110
Selection Criteria (for purchase order accounting line entries) Page.........................................1111
Po Acctg Ln Lookup (purchase order accounting line lookup) Page....................................... 1111
Inquiring about Procurement Groups............................................................................................... 1113
Page Used to Inquire About Procurement Groups.................................................................... 1113
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Procurement Group Inquiry Page.............................................................................................. 1113
Chapter 38: Using Stockless Items.......................................................................................................1117
Understanding Stockless Items in PeopleSoft Purchasing............................................................... 1117
Chapter 39: Receiving Shipments........................................................................................................ 1119
Understanding the Receiving Business Process............................................................................... 1119
Defining Receipt Statuses.......................................................................................................... 1121
Using Quantity Tolerances......................................................................................................... 1121
Using Shipment Date Edits........................................................................................................ 1122
Using Partial Receipt Edits........................................................................................................ 1122
Using Directed Putaway.............................................................................................................1122
Prerequisites...................................................................................................................................... 1123
Common Elements Used in Receiving Shipments...........................................................................1123
Receiving Purchase Order Items...................................................................................................... 1124
Receiving Non-Purchase Order Items.............................................................................................. 1125
Receiving Items by Amount............................................................................................................. 1125
Managing Receipts............................................................................................................................1126
Pages Used to Manage Receipts................................................................................................ 1127
Select Purchase Order Page....................................................................................................... 1131
Maintain Receipts - Receiving Page.......................................................................................... 1134
Maintain Receipts - Header Details Page.................................................................................. 1145
Maintain Receipts - Receipt Line Details for Line Page........................................................... 1147
Asset Management Information for Line Page..........................................................................1154
Inventory Putaway Information for Line Page.......................................................................... 1159
Inventory Item Information Page............................................................................................... 1164
Storage Location Search Page....................................................................................................1164
Maintain Receipts - Receipt Distributions for Line Page.......................................................... 1165
Maintain Receipts - Manufacturing Information for Line Page................................................ 1167
Maintain Receipts - PRO Numbers Page...................................................................................1169
PO Comments Page....................................................................................................................1170
RTV Information Page............................................................................................................... 1170
Accrue Receipt Page.................................................................................................................. 1171
Modifying Receipt ChartFields.........................................................................................................1172
Page Used to Modify Receipt ChartFields................................................................................ 1172
ChartFields Page.........................................................................................................................1172
Tracking Receipt Activity.................................................................................................................1173
Pages Used to Track Receipt Activity....................................................................................... 1173
Using ASRs.......................................................................................................................................1173
Pages Used to Use ASRs........................................................................................................... 1174
Common Elements Used in ASR Information.......................................................................... 1174
ASR Review Page...................................................................................................................... 1175
Header Details Page................................................................................................................... 1177
Shipment Header Page............................................................................................................... 1177
Address Page.............................................................................................................................. 1178
Lot/Serial Page........................................................................................................................... 1178
Receiving Items Using EDC............................................................................................................ 1179
Pages Used to Receive Items Using Electronic Data Collection...............................................1179
Understanding Entering Receipts Using EDC........................................................................... 1179
Common Elements Used in Entering Receipts Using EDC...................................................... 1180
Purchasing Receiving - Receiving Page.................................................................................... 1180
Updating ASRs Using EDC.......................................................................................................1181
Receiving an Entire Purchase Order Using EDC...................................................................... 1181
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
xxiii
Contents
Receiving a Purchase Order Line Using EDC...........................................................................1181
Receiving a Purchase Order Schedule Using EDC................................................................... 1181
Ending an EDC Receiving Transaction..................................................................................... 1181
Using the ASR EIP...........................................................................................................................1181
Pages Used to Use the ASR EIP............................................................................................... 1182
Understanding the ASR EIP...................................................................................................... 1182
Using the ASR EIP.................................................................................................................... 1182
Using the Purchase Order Receipt EIP............................................................................................ 1183
Pages Used to Use the Purchase Order Receipt EIP................................................................. 1183
Understanding the Purchase Order Receipt EIP........................................................................ 1183
Using the Purchase Order Receipt EIP......................................................................................1184
Using the Purchase Order Expected Receipts EIP........................................................................... 1184
Pages Used to Use the Purchase Order Expected Receipts EIP................................................ 1184
Understanding the Purchase Order Expected Receipts EIP.......................................................1185
Setting Up the Purchase Order Expected Receipt EIP.............................................................. 1185
PO Expected Receipts Selection Criteria Page..........................................................................1186
Using the Purchase Order Receipt Notification EIP........................................................................ 1186
Page Used to Use the Purchase Order Receipt Notification EIP...............................................1187
Understanding the Purchase Order Receipt Notification EIP.................................................... 1187
Setting Up the Purchase Order Receipt Notification EIP.......................................................... 1187
Processing the Purchase Order Receipt Notification EIP.......................................................... 1188
Loading Receipts Received Using EIPs and EDC........................................................................... 1188
Pages Used to Load Receipts Received by EIPs and EDC....................................................... 1188
Understanding the Receive Load Process..................................................................................1188
Receiver Load Page....................................................................................................................1190
Loading EDC Transactions Using the Receive Load Process................................................... 1190
Loading ASR Transactions Using the Receive Load Process................................................... 1191
Processing Receipts...........................................................................................................................1191
Page Used to Process Receipts.................................................................................................. 1191
Understanding the Receipt Processes.........................................................................................1191
Using the Receiver Interface Push Application Engine Process (PO_RECVPUSH).................1192
Using the Receipt to Inventory & AM Multiprocess Job (RECV_03)...................................... 1192
Using the Receipt + INV + MFG + AM Multiprocess Job (RECV_07)................................... 1194
Using Additional Receipt Processes.......................................................................................... 1195
Process Receipts Page................................................................................................................ 1196
Running the Close Short Process..................................................................................................... 1196
Page Used to Run the Close Short Process............................................................................... 1196
Submitting the Close Short Process...........................................................................................1196
Working with Landed Costs on Receipts......................................................................................... 1197
Pages Used to Work with Landed Costs on Receipts................................................................1197
Understanding Landed Costs......................................................................................................1197
LC Manual Close (landed cost manual close) Page.................................................................. 1198
Voucher Details Page..................................................................................................................1199
Closing Receipts................................................................................................................................1200
Page Used to Close Receipts..................................................................................................... 1200
Understanding the Close Receipts Process................................................................................ 1200
Generating Receiving Labels............................................................................................................1200
Page Used to Generate Receiving Labels..................................................................................1201
Understanding Barcode Label Generation................................................................................. 1201
Chapter 40: Working with Delivery Information.............................................................................. 1203
Understanding Delivery Information................................................................................................ 1203
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Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Contents
Accessing Delivery Information....................................................................................................... 1203
Pages Used to Access Delivery Information............................................................................. 1204
Maintain Delivery Information - Delivery Location Page.........................................................1205
Delivery Detail Page.................................................................................................................. 1205
Life Cycle Inquiry Page............................................................................................................. 1207
Chapter 41: Inspecting Received Items............................................................................................... 1209
Understanding Inspections................................................................................................................ 1209
Using Separate Inspections........................................................................................................ 1209
Performing Inspections..................................................................................................................... 1211
Pages Used to Perform Inspections........................................................................................... 1211
Inspection Page...........................................................................................................................1212
Select Receipt (search criteria) Page..........................................................................................1215
Inspect Instructions Page............................................................................................................1215
Inspection & Putaway Information Page................................................................................... 1216
Line Details Page....................................................................................................................... 1218
RTV Setup Page......................................................................................................................... 1219
Chapter 42: Managing Vendor Returns.............................................................................................. 1221
Understanding the RTV Business Process....................................................................................... 1221
Item Rejection Versus Item Returns.......................................................................................... 1222
Return Actions Review for RTV Transactions.......................................................................... 1223
RTV Data Change Review.........................................................................................................1225
Inventory Return Records.......................................................................................................... 1227
Return to Vendor Streamline Processing................................................................................... 1228
Asset Return Records................................................................................................................. 1232
Common Elements Used in Vendor Returns....................................................................................1233
Setting Up RTV Processing Options................................................................................................ 1234
Creating RTV Transactions Without Purchase Orders..................................................................... 1235
Creating RTV Transactions Against Closed Purchase Orders......................................................... 1235
Selecting RTV Source Details.......................................................................................................... 1236
Entering RTV Transactions...............................................................................................................1236
Pages Used to Enter RTV Transactions.....................................................................................1237
Return To Vendor Page.............................................................................................................. 1240
Select Receipt Page.................................................................................................................... 1250
Receipt Details Page...................................................................................................................1251
Return To Vendor Defaults Page............................................................................................... 1252
Override Supplier Address Page................................................................................................ 1254
Select Purchase Order Page....................................................................................................... 1254
Select Receipt Distribution Page................................................................................................1255
Select Receipt Assets Page........................................................................................................ 1255
Distribution Details Page........................................................................................................... 1256
Storage Location Search Page....................................................................................................1260
Return to Vendor Fees Page.......................................................................................................1260
Return to Vendor Header Details Page...................................................................................... 1261
Return To Vendor Pro Numbers Page........................................................................................1262
Dispatching and Printing RTV Transactions.................................................................................... 1262
Page Used to Dispatch and Print RTV Transactions................................................................. 1262
Understanding the RTV Dispatch/Print Process........................................................................ 1263
Dispatch RTVs Page...................................................................................................................1263
Using the RTV EIP...........................................................................................................................1265
Pages Used to Use the RTV EIP............................................................................................... 1266
Understanding the RTV EIP...................................................................................................... 1266
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
xxv
Contents
Setting Up the RTV EIP............................................................................................................ 1266
Return to Vendor Message Selection Criteria Page................................................................... 1267
Reconciling RTV Transactions......................................................................................................... 1267
Page Used to Reconcile RTV Transactions............................................................................... 1267
Understanding the RTV Reconciliation Process........................................................................ 1268
Inquiring About RTVs...................................................................................................................... 1268
Pages Used to Inquire About RTVs...........................................................................................1268
Chapter 43: Using Receipt Accrual..................................................................................................... 1271
Understanding Receipt Accrual........................................................................................................ 1271
Receipt Accrual Criteria Description......................................................................................... 1273
Receipt Accrual Setup................................................................................................................ 1274
Receipt Accrual Implementation................................................................................................1275
Accruing Receipts............................................................................................................................. 1276
Pages Used to Accrue Receipts................................................................................................. 1276
Accrue Receipts Page.................................................................................................................1277
Performing Budget-Checking for Receipt Accruals.........................................................................1278
Page Used to Perform Budget-Checking for Receipt Accruals................................................. 1278
Budget Check Page.................................................................................................................... 1278
Viewing Receipt Accrual Accounting Line Entries......................................................................... 1280
Pages Used to View Receipt Accrual Accounting Line Entries................................................ 1280
Accrual Accounting Entry Page.................................................................................................1280
Viewing Receipt Accrual Journal Entries.........................................................................................1281
Page Used to View Receipt Accrual Journal Entries.................................................................1282
Journal Drill Down Page............................................................................................................1282
Chapter 44: Reviewing Receipt Information...................................................................................... 1285
Inquiring About Receipts..................................................................................................................1285
Pages Used to Inquire About Receipts...................................................................................... 1285
Chapter 45: Inquiring About Document Status................................................................................. 1287
Understanding Document Status Inquiries....................................................................................... 1287
Common Elements Used in Document Status Inquiries.................................................................. 1287
Viewing Document Status................................................................................................................ 1289
Pages Used to View Document Status.......................................................................................1290
Document Status Page................................................................................................................1291
Document Status Page................................................................................................................1291
Document Status Page................................................................................................................1292
Document Status Page................................................................................................................1292
Document Status Page................................................................................................................1293
Document Status Page................................................................................................................1294
Chapter 46: Analyzing Procurement History..................................................................................... 1295
Understanding Procurement History Analysis................................................................................. 1295
Configuring Procurement Analysis Inquiries................................................................................... 1296
Pages Used to Configure Procurement Analysis Inquiries........................................................ 1296
Define Procurement Controls Page............................................................................................1296
Field Candidate Setup Page....................................................................................................... 1299
View Candidate Setup Page....................................................................................................... 1299
Inquiry Profile Setup Page........................................................................................................1300
Generating Procurement History...................................................................................................... 1301
Page Used to Generate Procurement History............................................................................ 1301
Understanding the Procurement History Update Application Engine Process
(FS_PRCRUPD)......................................................................................................................... 1301
Update Procurement History Page............................................................................................. 1301
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Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Contents
Generating Spend History.................................................................................................................1302
Page Used to Generate Spend History.......................................................................................1303
Understanding the Spend History Application Engine Process (PO_SPND_HIST)..................1303
Update Spend History Page....................................................................................................... 1303
Generating Procurement Statistics.................................................................................................... 1304
Page Used to Generate Procurement Statistics.......................................................................... 1304
Understanding the Procurement Statistics Process.................................................................... 1305
Update Procurement Statistics Page...........................................................................................1305
Reviewing Supplier Performance..................................................................................................... 1306
Page Used to Review Supplier Performance............................................................................. 1306
View Supplier Shipment Performance Page.............................................................................. 1306
Viewing Procurement Analysis Data................................................................................................1309
Pages Used to View Procurement Analysis Data...................................................................... 1309
Understanding Procurement History Inquiries...........................................................................1311
Common Elements Used in Procurement History Inquiries......................................................1312
Purchase Order List Page...........................................................................................................1313
Receipt List Page...................................................................................................................... 1313
Voucher List Page.......................................................................................................................1314
Requisition Inquiry selection criteria Page................................................................................ 1314
Viewing Procurement Statistics........................................................................................................ 1315
Page Used to View Procurement Statistics................................................................................ 1315
Procurement Statistics inquiry Page...........................................................................................1315
Chapter 47: Using Group Purchasing Organizations........................................................................ 1319
Understanding GPO Contracts..........................................................................................................1319
Common Elements Used in GPO Contracts.............................................................................. 1319
Defining GPO Contracts...................................................................................................................1320
Pages Used to Define GPO Contracts....................................................................................... 1320
Understanding the GPO Contract Definition Process................................................................1321
Define GPO Manufacturer (define group purchasing organization manufacturer) Page........... 1322
GPO Distributor (define group purchasing distributor) Page.................................................... 1323
Loading GPO Contracts....................................................................................................................1324
Pages Used to Load GPO Contracts.......................................................................................... 1325
Understanding the Load GPO Contracts Process...................................................................... 1326
Understanding Health Care Unit-of-Measure Conversion.........................................................1328
Loading GPO Data Using PeopleSoft Integration Broker......................................................... 1332
GPO Item Load Errors (group purchasing organization item load errors) Page........................1334
GPO Item Selection (group purchasing organization item selection) Page............................... 1334
GPO Load Manufacturer Price (group purchasing organization load manufacturer price)
Page.............................................................................................................................................1337
Item Mfg GPO Errors (item manufacturing group purchasing organization errors) Page......... 1338
Item Manufacturer GPO (item manufacturer group purchasing organization) Page.................1338
Calculating Distributor Prices...........................................................................................................1339
Pages Used to Calculate Distributor Prices............................................................................... 1339
Understanding Calculating Distributor Prices............................................................................1340
GPO Load Distributor Price (group purchasing organization load distributor price) Page........1341
Appendix A: (USF) Using Federal Spending Regions....................................................................... 1343
Understanding Federal Spending Regions........................................................................................1343
Defining Federal Spending Regions.................................................................................................1343
Page Used to Define Federal Spending Regions....................................................................... 1343
Spending Region Install Option Page........................................................................................ 1343
Using Spending Regions...................................................................................................................1345
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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Contents
Pages Used to Use Spending Regions....................................................................................... 1345
Spending Region Definition Page..............................................................................................1345
Appendix B: Processing Taxes for India............................................................................................. 1347
Processing Custom Duty, Excise Duty, and Sales Tax/VAT in the Sourcing Business Process........1347
Pages Used to Process Custom Duty, Excise Duty, and Sales Tax/VAT in the Sourcing
Business Process.........................................................................................................................1347
Run Controls Page......................................................................................................................1348
PO Stage Excise/Sales Tax/VAT Details Page...........................................................................1348
Create PO Page.......................................................................................................................... 1352
Purge Stage Page........................................................................................................................1353
Processing Excise Duty and Sales Tax/VAT for Online Purchase Orders........................................1353
Pages Used to Process Excise Duty and Sales Tax/VAT for Online Purchase Orders............... 1353
Maintain Purchase Order - Purchase Order page Page..............................................................1355
Excise Duty/Sales Tax/VAT Details for Schedule Page.............................................................1356
Processing Customs Duty on Online Purchase Orders.................................................................... 1362
Pages Used to Process Customs Duty on Online Purchase Orders........................................... 1363
Understanding Purchase Order Customs Duty Processing........................................................ 1364
Maintain Purchase Order - Purchase Order Page...................................................................... 1365
Maintain Purchase Order - Schedules Page...............................................................................1366
Excise Duty/Sales Tax/VAT Details for Schedule Page.............................................................1366
Express Purchase Order - Purchase Order Page........................................................................ 1370
Dispatching and Printing Excise Duty and Sales Tax/VAT Information on Purchase Orders.......... 1372
Page Used to Dispatch and Print Excise Duty and Sales Tax/VAT Information on Purchase
Orders..........................................................................................................................................1373
Processing Custom Duty, Excise Duty, and Sales Tax/VAT in Purchase Order Change Orders.......1373
Page Used to Process Custom Duty, Excise Duty, and Sales Tax/VAT in Purchase Order
Change Orders............................................................................................................................ 1374
Processing Excise Duty and Sales Tax/VAT in the PO Receipt Push Process................................. 1374
Page Used to Process Excise Duty and Sales Tax/VAT in the PO Receipt Push Process...........1375
Using the Return-To-Vendor (RTV) Excise Adjustment Business Process......................................1375
Using a BOE..................................................................................................................................... 1375
Pages Used to Use a BOE......................................................................................................... 1376
Understanding BOE....................................................................................................................1376
Understanding BOE Processing Rules.......................................................................................1377
Understanding BOE Statuses..................................................................................................... 1378
Understanding BOE Customs Duty Determination and Calculation......................................... 1379
Maintain Bill of Entry IND Page...............................................................................................1379
Select Lines Page....................................................................................................................... 1384
Header Details Page................................................................................................................... 1387
Bill of Entry Worksheet Page.................................................................................................... 1390
Bill of Entry Page...................................................................................................................... 1391
Receiving Against a BOE.................................................................................................................1391
Pages Used to Receive Against BOE........................................................................................ 1392
Understanding the BOE Receipts.............................................................................................. 1392
Select Purchase Order - Search Criteria Page........................................................................... 1392
Maintain Receipts - Receiving Page.......................................................................................... 1394
Running the Receiver Interface Push Process with Customs Duty..................................................1394
Creating Internal Supplier Excise Invoices Against a BOE.............................................................1395
Pages Used to Create Internal Supplier Excise Invoices Against a BOE.................................. 1395
Internal Supplier Excise Invoice Search Page........................................................................... 1395
Creating Internal Supplier Excise Invoices for BOE Transactions............................................1396
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Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Contents
Viewing India Localization Reports................................................................................................. 1398
Appendix C: Delivered Workflows for PeopleSoft Purchasing.........................................................1401
Delivered Workflows for PeopleSoft Purchasing.............................................................................1401
Bank Statement Arrived............................................................................................................. 1401
Contract Expiration Alert........................................................................................................... 1401
Online Purchase Order Acknowledgement Notifications.......................................................... 1402
Procurement Card Grace Period Expired...................................................................................1403
Purchase Order Acknowledgement Alert Notification.............................................................. 1403
Purchase Order Approval - ChartField Approval, Supervisor................................................... 1404
Purchase Order Approval - ChartField Approval, Reviewer.....................................................1405
Purchase Order Approval - ChartField Approval, Denied.........................................................1405
Purchase Order Approval - Amount Approval, Supervisor.......................................................1406
Purchase Order Approval - Amount Approval, Reviewer.........................................................1407
Purchase Order Approval - Amount Approval, Denied............................................................ 1407
Purchase Order Canceled........................................................................................................... 1408
Rebate Manager Notification..................................................................................................... 1408
Receipt Quantity Change Notification....................................................................................... 1409
Request for Quote (RFQ) Notification...................................................................................... 1409
Requisition Approval - ChartField Approval.............................................................................1410
Requisition Approval - ChartField Approval.............................................................................1410
Requisition Approval - ChartField Approval.............................................................................1411
Requisition Approval - Amount Approval................................................................................ 1412
Requisition Approval - Amount Approval................................................................................ 1412
Requisition Approval - Amount Approval................................................................................ 1413
Settlement Manager Notification............................................................................................... 1413
Appendix D: PeopleSoft Purchasing Reports..................................................................................... 1415
PeopleSoft Purchasing Reports: General Description...................................................................... 1415
PeopleSoft Purchasing Reports.................................................................................................. 1415
PeopleSoft Purchasing Cost Reports..........................................................................................1427
PeopleSoft Purchasing Report Details..............................................................................................1427
Common Elements Used in PeopleSoft Purchasing Reports.....................................................1427
POLGSPND - Line Group Spend..............................................................................................1428
POPO005 - PO Dispatch/Print...................................................................................................1428
POPO008 - Close Purchase Order............................................................................................. 1429
POPO009 - PO Activity.............................................................................................................1429
POPO010 - PO Acknowledgement............................................................................................1430
PO_POROLLEXP - PO Rollover Exception List Sort by PO.................................................. 1430
PORC100 - Advanced Shipment Receipt (ASR).......................................................................1430
PORC200 - Planned Receipt......................................................................................................1431
PORC700 - Receipt Accrual...................................................................................................... 1431
PORC920 - Receipt Item Usage Labels.................................................................................... 1432
PORC930 - Device Tracking Receipts...................................................................................... 1433
POROL001 - Open Purchase Order...........................................................................................1433
POROL002 - PO Rollover......................................................................................................... 1433
POROLLEXP_PO - PO Rollover Exception List Sort by Type................................................1434
PORQ010 - Requisition Print SQR........................................................................................... 1434
PORT001 - RTV Dispatch/Print................................................................................................ 1435
POS8001 - Procurement Budgetary Activity.............................................................................1435
POS8002 - Requisition Budgetary Activity...............................................................................1437
PO Dispatch................................................................................................................................1438
POXMLP - Print........................................................................................................................ 1438
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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Contents
POX4006 - Expediting Report by Buyer...................................................................................1439
POX4007 - Expediting Report by Supplier............................................................................... 1439
POX4008 - Expediting Report by Due Date............................................................................. 1439
POX4030 - PO Detail Listing By PO Date .............................................................................. 1439
POX4031 - PO Detail Listing By Supplier .............................................................................. 1439
POX4032 - PO Detail Listing By Buyer................................................................................... 1439
POX4100 - PO To Requisition XREF....................................................................................... 1439
POX5001 - Receiver Summary..................................................................................................1440
POX5010 - Receiver Ship to Detail ......................................................................................... 1440
POX5020 - Receiver Account Detail ........................................................................................1440
POX5030 - Receipt Delivery Detail.......................................................................................... 1440
POX1100 - Requisition to PO XREF........................................................................................ 1440
POX3031 - Contract Activities.................................................................................................. 1440
POX5001 - Receiver Summary..................................................................................................1440
POX5020 - Receiver Account Detail.........................................................................................1441
POX5030 - Receipt Delivery Detail.......................................................................................... 1441
- Shop Floor Receipt Delivery...................................................................................................1442
POX5050 - Return To Vendor Detail........................................................................................ 1442
xxx
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Preface
Understanding the PeopleSoft Online Help and PeopleBooks
The PeopleSoft Online Help is a website that enables you to view all help content for PeopleSoft
Applications and PeopleTools. The help provides standard navigation and full-text searching, as well as
context-sensitive online help for PeopleSoft users.
PeopleSoft Hosted Documentation
You access the PeopleSoft Online Help on Oracle’s PeopleSoft Hosted Documentation website, which
enables you to access the full help website and context-sensitive help directly from an Oracle hosted
server. The hosted documentation is updated on a regular schedule, ensuring that you have access to the
most current documentation. This reduces the need to view separate documentation posts for application
maintenance on My Oracle Support, because that documentation is now incorporated into the hosted
website content. The Hosted Documentation website is available in English only.
Locally Installed Help
If your organization has firewall restrictions that prevent you from using the Hosted Documentation
website, you can install the PeopleSoft Online Help locally. If you install the help locally, you have more
control over which documents users can access and you can include links to your organization’s custom
documentation on help pages.
In addition, if you locally install the PeopleSoft Online Help, you can use any search engine for fulltext searching. Your installation documentation includes instructions about how to set up Oracle Secure
Enterprise Search for full-text searching.
See PeopleTools 8.53 Installation for your database platform, “Installing PeopleSoft Online Help.” If you
do not use Secure Enterprise Search, see the documentation for your chosen search engine.
Note: Before users can access the search engine on a locally installed help website, you must enable the
Search portlet and link. Click the Help link on any page in the PeopleSoft Online Help for instructions.
Downloadable PeopleBook PDF Files
You can access downloadable PDF versions of the help content in the traditional PeopleBook format.
The content in the PeopleBook PDFs is the same as the content in the PeopleSoft Online Help, but it has
a different structure and it does not include the interactive navigation features that are available in the
online help.
Common Help Documentation
Common help documentation contains information that applies to multiple applications. The two main
types of common help are:
•
Application Fundamentals
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
xxxi
Preface
•
Using PeopleSoft Applications
Most product lines provide a set of application fundamentals help topics that discuss essential information
about the setup and design of your system. This information applies to many or all applications in the
PeopleSoft product line. Whether you are implementing a single application, some combination of
applications within the product line, or the entire product line, you should be familiar with the contents
of the appropriate application fundamentals help. They provide the starting points for fundamental
implementation tasks.
In addition, the PeopleTools: PeopleSoft Applications User's Guide introduces you to the various
elements of the PeopleSoft Pure Internet Architecture. It also explains how to use the navigational
hierarchy, components, and pages to perform basic functions as you navigate through the system. While
your application or implementation may differ, the topics in this user’s guide provide general information
about using PeopleSoft Applications.
Field and Control Definitions
PeopleSoft documentation includes definitions for most fields and controls that appear on application
pages. These definitions describe how to use a field or control, where populated values come from, the
effects of selecting certain values, and so on. If a field or control is not defined, then it either requires
no additional explanation or is documented in a common elements section earlier in the documentation.
For example, the Date field rarely requires additional explanation and may not be defined in the
documentation for some pages.
Typographical Conventions
The following table describes the typographical conventions that are used in the online help.
Typographical Convention
Description
Bold
Highlights PeopleCode function names, business function
names, event names, system function names, method names,
language constructs, and PeopleCode reserved words that must
be included literally in the function call.
Italics
Highlights field values, emphasis, and PeopleSoft or other
book-length publication titles. In PeopleCode syntax, italic
items are placeholders for arguments that your program must
supply.
Italics also highlight references to words or letters, as in the
following example: Enter the letter O.
xxxii
Key+Key
Indicates a key combination action. For example, a plus sign (
+) between keys means that you must hold down the first key
while you press the second key. For Alt+W, hold down the Alt
key while you press the W key.
Monospace font
Highlights a PeopleCode program or other code example.
. . . (ellipses)
Indicate that the preceding item or series can be repeated any
number of times in PeopleCode syntax.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Preface
Typographical Convention
Description
{ } (curly braces)
Indicate a choice between two options in PeopleCode syntax.
Options are separated by a pipe ( | ).
[ ] (square brackets)
Indicate optional items in PeopleCode syntax.
& (ampersand)
When placed before a parameter in PeopleCode syntax,
an ampersand indicates that the parameter is an already
instantiated object.
Ampersands also precede all PeopleCode variables.
⇒
This continuation character has been inserted at the end of a
line of code that has been wrapped at the page margin. The
code should be viewed or entered as a single, continuous line
of code without the continuation character.
ISO Country and Currency Codes
PeopleSoft Online Help topics use International Organization for Standardization (ISO) country and
currency codes to identify country-specific information and monetary amounts.
ISO country codes may appear as country identifiers, and ISO currency codes may appear as currency
identifiers in your PeopleSoft documentation. Reference to an ISO country code in your documentation
does not imply that your application includes every ISO country code. The following example is a
country-specific heading: "(FRA) Hiring an Employee."
The PeopleSoft Currency Code table (CURRENCY_CD_TBL) contains sample currency code data. The
Currency Code table is based on ISO Standard 4217, "Codes for the representation of currencies," and
also relies on ISO country codes in the Country table (COUNTRY_TBL). The navigation to the pages
where you maintain currency code and country information depends on which PeopleSoft applications
you are using. To access the pages for maintaining the Currency Code and Country tables, consult the
online help for your applications for more information.
Region and Industry Identifiers
Information that applies only to a specific region or industry is preceded by a standard identifier in
parentheses. This identifier typically appears at the beginning of a section heading, but it may also appear
at the beginning of a note or other text.
Example of a region-specific heading: "(Latin America) Setting Up Depreciation"
Region Identifiers
Regions are identified by the region name. The following region identifiers may appear in the PeopleSoft
Online Help:
•
Asia Pacific
•
Europe
•
Latin America
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
xxxiii
Preface
•
North America
Industry Identifiers
Industries are identified by the industry name or by an abbreviation for that industry. The following
industry identifiers may appear in the PeopleSoft Online Help:
•
USF (U.S. Federal)
•
E&G (Education and Government)
Access to Oracle Support
Oracle customers have access to electronic support through My Oracle Support. For information, visit
http://www.oracle.com/pls/topic/lookup?ctx=acc&id=info or visit http://www.oracle.com/pls/topic/
lookup?ctx=acc&id=trs if you are hearing impaired.
Documentation Accessibility
For information about Oracle's commitment to accessibility, visit the Oracle Accessibility Program
website at http://www.oracle.com/pls/topic/lookup?ctx=acc&id=docacc.
Using and Managing the PeopleSoft Online Help
Click the Help link in the universal navigation header of any page in the PeopleSoft Online Help to see
information on the following topics:
•
What’s new in the PeopleSoft Online Help.
•
PeopleSoft Online Help acessibility.
•
Accessing, navigating, and searching the PeopleSoft Online Help.
•
Managing a locally installed PeopleSoft Online Help website.
PeopleSoft FSCM Related Links
Financial and Supply Chain Management information for Secure Enterprise Search (SES) can be found
in PeopleSoft Application Fundamentals documentation. For application specific information, see the
"Understanding Search Pages within Components (PeopleSoft FSCM 9.2: Application Fundamentals)"
topic.
My Oracle Support
PeopleSoft Information Portal on Oracle.com
PeopleSoft Training from Oracle University
PeopleSoft Video Feature Overviews on YouTube
xxxiv
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Preface
Contact Us
Send us your suggestions Please include release numbers for the PeopleTools and applications that you
are using.
Follow Us
Get the latest PeopleSoft updates on Facebook.
Follow PeopleSoft on [email protected]_Info.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
xxxv
Chapter 1
Getting Started With PeopleSoft Purchasing
PeopleSoft Purchasing Business Processes
The PeopleSoft Purchasing business processes include:
•
Requests for quotes
•
Procurement cards
•
Procurement contracts
•
Vendor rebates
•
Online and batch requisition creation
•
Requisition change orders
•
Requisition reconciliation
•
Online and batch purchase order creation
•
Purchase order change orders
•
Purchase order reconciliation
•
Receiving
•
Inspections
•
Returns to suppliers
•
Procurement analysis
We cover these business processes in the business process topic in this Documentation.
Common Elements Used in Purchasing
Description
Free-flow text up to 30 characters.
Effective Date
Date on which a table row becomes effective; the date that an
action begins. For example, if you want to close out a ledger on
June 30, the effective date for the ledger closing would be July
1. This date also determines when you can view and change the
information. Pages or panels and batch processes that use the
information use the current row.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
37
Getting Started With PeopleSoft Purchasing
Language or Language Code
Chapter 1
The language in which you want the field labels and report
headings of your reports to print. The field values appear as you
enter them.
Language also refers to the language spoken by an employee,
applicant, or nonemployee.
Process Frequency (group box)
Designates the appropriate frequency in the Process Frequency
group box:
Once executes the request the next time the batch process
runs. After the batch process runs, the process frequency is
automatically set to Don't Run.
Always executes the request every time the batch process runs.
Don't Run ignores the request when the batch process runs.
38
Process Monitor
This link takes you to the Process List page, where you can view
the status of submitted process requests.
Report ID
The report identifier.
Report Manager
This link takes you to the Report List page, where you can view
report content, check the status of a report, and see content
detail messages (which show you a description of the report and
the distribution list).
Recipient's
Select to have a report print in the language defined for the
recipient of the report.
Request ID
A request identification that represents a set of selection criteria
for a report or process.
Run
This button takes you to the Process Scheduler request page,
where you can specify the location where a process or job runs
and the process output format.
Run Control ID
Each run control you create receives a unique run control ID.
When you select a process from a menu, a search dialog box
appears, asking for a run control ID. If you're in Add mode,
enter a new ID for the run control you're about to define. If
you're in Update/Display mode, enter an existing run control ID
or click the Search button and select from the list of available
run control IDs.
Short Description
Free-flow text up to 15 characters.
Specified
Select to have a report print in the language that you specify in
the Language field.
Status
Your options in this field are Active or Inactive. By linking
status and effective date, you can retain historical information
and plan future implementation. For auditing purposes,
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 1
Getting Started With PeopleSoft Purchasing
PeopleSoft encourages inactivating data that is no longer in use
instead of deleting it.
User ID
The system identifier for the individual who generates a
transaction.
PeopleSoft Purchasing Integrations
PeopleSoft Purchasing integrates with the following PeopleSoft applications:
•
PeopleSoft Asset Management
•
PeopleSoft eProcurement
•
PeopleSoft eSupplier Connection
•
PeopleSoft Supply Planning Multisite Material Planner, Supply Planning Advanced Multisite Planner,
and Manufacturing
•
PeopleSoft General Ledger
•
PeopleSoft Inventory
•
PeopleSoft Mobile Inventory Management
•
PeopleSoft Maintenance Management
•
PeopleSoft Order Management
•
PeopleSoft Payables
•
PeopleSoft Project Costing
•
PeopleSoft Quality
•
PeopleSoft Receivables
•
PeopleSoft Strategic Sourcing
•
PeopleSoft Supplier Contract Management
We cover integration considerations in the implementation topic in this Documentation.
Supplemental information about third-party application integrations is located on the My Oracle Support
website.
PeopleSoft Asset Management
A direct link with PeopleSoft Asset Management streamlines the entry of asset information. Seamless
interaction between PeopleSoft Purchasing, PeopleSoft Asset Management, and PeopleSoft Payables
enables you to pass asset information from both Purchasing and Payables using a common process,
capitalization of assets at point of receipt, and process modifications to existing assets.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
39
Getting Started With PeopleSoft Purchasing
Chapter 1
PeopleSoft eProcurement
Close integration between PeopleSoft eProcurement and PeopleSoft Purchasing enables you to share
common control data, such as item definitions for both PeopleSoft eProcurement and PeopleSoft
Purchasing. It enables you to create requisitions, purchase orders, receipts, and other transactions that will
be stored in shared tables. The combination offers a complete solution for direct, indirect, service, and
project purchases in an integrated environment.
PeopleSoft eSupplier Connection
Self-service Web transactions enable you to give your suppliers access to address and contact information,
saving your employees time and effort. With PeopleSoft eSupplier Connection, you can also give
suppliers view access for review purposes to account balances, invoices, orders, payments, receipts,
schedule information, and kanban requests. Security features make it easy for suppliers to grant
appropriate access to their own employees, removing the administrative burden from your employees. At
the same time, your employees retain the power to maintain supplier employees, if necessary. Of course,
you always control which suppliers have access to your PeopleSoft site and which data they can view and
change.
PeopleSoft Supply Planning Multisite Material Planner, Supply Planning
Advanced Multisite Planner, and Manufacturing
PeopleSoft Supply Planning Multisite Material Planner, Supply Planning Advanced Multisite Planner, and
Manufacturing send purchase orders and change orders directly to the PeopleSoft Purchasing database
tables. Orders for subcontracted services from your shop floor, planned orders, and requisitioned items
can be processed identically, and yet you can still distinguish them and set up separate processing rules
for each type.
PeopleSoft General Ledger
Commitment Control, a subsystem of PeopleSoft General Ledger, is an optional feature for PeopleSoft
Purchasing that enables you to control commitments and expenditures by checking them against
predefined, authorized budgets. This feature can be activated for specific products and business units.
Commitment Control can be used to automatically check pre-encumbrances, encumbrances, and
expenditures against control budgets. It can detect and notify you of pending budget exceptions, and also
freeze the affected transactions. It can also take into consideration the budget tolerances and revenue types
that you want the system to use to increase expenditure limits.
PeopleSoft Purchasing and General Ledger also support period-end, on-demand receipt accrual, also
known as flow-through receipt accrual. When you use the PeopleSoft Payables Matching module,
this process backs out previous transactions before new transactions can be generated. The original
transactions for which reversals have just been created are flagged as canceled. Then the process
generates new transactions for receipts that qualify for accrual and creates new transactions in the staging
record for each receipt line. Finally, encumbrance transactions are generated for the current period and
reversal transactions are generated for the next period. When you run the Receipt Accrual process at the
end of each accounting period, the process accrues unbilled receipt amounts in a receipt accrual liability
account and debits identical amounts from the designated expense accounts. PeopleSoft Purchasing
supports period-end receipt accrual for expensed items where you have received the goods from the
supplier, but the supplier has not yet invoiced your company. It also supports receipt accrual for expensed
items, where a non-purchase order receipt has been entered. You can control whether the system accrues
for one of the scenarios, both scenarios, or not at all.
40
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 1
Getting Started With PeopleSoft Purchasing
PeopleSoft Inventory
The close integration between PeopleSoft Purchasing and PeopleSoft Inventory enables you to share
common item definitions and set up items from one menu for both PeopleSoft Purchasing and PeopleSoft
Inventory. It enables you to create replenishment requests based on defined inventory levels; create
material stock requests to fill purchase requests; update inventory upon receipt of goods; and include
the miscellaneous charges (such as freight, duty, and tax) for a purchase in the item's inventory cost
calculations. PeopleSoft's extensive consignment inventory feature enables you to implement this strategy
across your enterprise. Inventory receipts can be recorded, holding the recognition of ownership until
after the goods are consumed from your inventory.
Integration with PeopleSoft Inventory means that you can include the landed cost charges in the item's
cost. Landed cost charges can include expenses such as freight, insurance, duty, and handling. You can
create cost templates that specify which cost charges to attach to any combination of item, item category,
supplier, supplier location, ship-to ID, and purchasing business unit. In PeopleSoft Purchasing, you can
also directly associate cost templates and individual charges with a purchase order header or purchase
order schedule.
Using the Pegging workbench, you can optionally tie item demand to supply provided by a specific
requisition or purchase order. Multiple demand lines can be satisfied by a single schedule or, alternatively,
multiple schedules may be used to satisfy a single demand. The pegging workbench can also be accessed
from within the Requisition and Purchase Order maintenance pages. Once the tie between the specific
purchase order or requisition is made, notifications are sent to the appropriate owners whenever changes
to either the supply or the demand are made.
PeopleSoft Mobile Inventory Management
PeopleSoft Purchasing integrates with PeopleSoft Mobile Inventory Management to create receipts
and purchase order deliveries using mobile devices, such as hand held devices, phones or bar code
readers. The Mobile Inventory Management application provides tools to integrate mobile devices to the
PeopleSoft Supply Chain Management system.
Purchasing information collected using mobile devices is transmitted to and recorded in the Purchasing
system. Using mobile devices, you can receive inventory or non-inventory items, with or without
associated purchase orders. Receipts with a purchase order can be for items that will be stocked in
inventory or for items that will go directly to par locations or go directly to various departments. A receipt
without a purchase order (ad hoc receipt) can be interfaced to the same products as a purchase order
receipt.
After receiving the stock, you can use the Mobile Delivery task flow in Mobile Inventory Management
to record the final destination for delivered items, view location and ship to information relevant to the
delivery of the items, and to whom the items were delivered. Delivery information exists at the receipt
distribution level and originates from either a requisition or purchase order.
PeopleSoft Maintenance Management
PeopleSoft Purchasing integrates with PeopleSoft Maintenance Management to acquire parts and services
needed for the maintenance and repair of assets.
Requisitions and purchase orders can be created to acquire parts and services for a work order that is
created in PeopleSoft Maintenance Management. The work order link to the requisition or purchase order
is maintained through out the procurement life cycle. As parts are received notification is sent to the
appropriate maintenance personnel. In addition, once work is complete on the work order, excess parts
can be returned to the supplier.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
41
Getting Started With PeopleSoft Purchasing
Chapter 1
PeopleSoft Order Management
Through the requisition loader process, PeopleSoft Order Management sends direct ship orders, and
changes to those orders, to PeopleSoft Purchasing.
Within Sales Order entry, users will also have the option of sourcing the demand directly from PeopleSoft
Purchasing. When demand for an item on a sales order is created, the Customer Service Representative
will have the option of tying the demand to existing supply from a requisition or purchase order or to
create a new purchase order to fulfil the demand. When a new PO is created, the CSR may optionally
preselect the supplier. Once this link is made, the purchased items can either be drop shipped directly
to the customer site or received into inventory and shipped at a later time. When changes to either the
demand or the supply are made, notifications are sent so the appropriate documents can be updated.
PeopleSoft Payables
The interaction of PeopleSoft Purchasing and PeopleSoft Payables data and processing enables you to
match vouchers with all purchase order and receiver details, and to generate payments without waiting
for invoices, using the Evaluated Receipt Settlement matching process. In addition, the PeopleSoft
Payables voucher build process automatically generates invoices from Return To Vendor transactions
and Procurement Card statements created in PeopleSoft Purchasing to streamline and centralize voucher
creation. With instant access to all related current and historical procurement data, the procurement
analysis tools enable you to view trends or track one item across all of procurement.
PeopleSoft Purchasing purchase order contracts and PeopleSoft Payables vouchers components are
combined in one place within the system, providing full contract functionality through a single user
interface.
In addition, vendor rebate claims are sent to PeopleSoft Payables for settlement (to net the supplier
balance in the next pay-cycle) or for rebate and VAT accounting entries posting depending on the rebate
agreement settlement method. vendor rebate claims are sent to PeopleSoft Payables as an adjustment
voucher using the Process Claims Driver process. The Process Claims Driver process then initiates the
Claim Settlement Process for AP process (claim settlement process for account payables process). Then
when an adjustment voucher is created PeopleSoft Payables sends that information back to PeopleSoft
Purchasing.
Plus, prepayment vouchers can be sent from PeopleSoft Purchasing to the voucher staging tables
when loading procurement card statements if you so choose. These prepayment vouchers include the
procurement card transactions associated with a purchase order.
PeopleSoft Project Costing
PeopleSoft Purchasing creates requisitions based on project activity requests in PeopleSoft Project
Costing and returns ordered materials transactions to Project Costing as committed costs.
PeopleSoft Quality
Direct integration with PeopleSoft Quality enables you to maintain detailed quality data, such as defect
descriptions, required measurements, and cause/action information. suppliers, items, lot numbers,
and serial numbers are passed to PeopleSoft Quality. By using the integration between PeopleSoft
Purchasing and Quality, you can do extensive statistical and graphical analyses on receiving inspection
data, including Pareto diagrams, control charting, and distribution analysis.
42
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 1
Getting Started With PeopleSoft Purchasing
PeopleSoft Receivables
Vendor rebate claims with a settlement method of check, credit memo, direct debit, draft, or electronic
funds transfer are sent to PeopleSoft Receivables for expected payment as a pending item using the
Process Claims Driver process. The Process Claims Driver process then initiates the Claim Settlement
Process for AR process (claim settlement process for account receivables process). Then when payment
is received for these pending items PeopleSoft Receivables sends that payment information back to
PeopleSoft Purchasing.
PeopleSoft Strategic Sourcing
With PeopleSoft Strategic Sourcing, requisitions created from PeopleSoft Purchasing can be converted
into sourcing events to gather competitive pricing, analyze bids, and award to the most qualified bidders.
Once an event is awarded, either Purchase Orders or supplier Contracts can be automatically created in
PeopleSoft Purchasing to leverage the pricing arrangements and terms negotiated during the execution of
the event.
PeopleSoft Supplier Contract Management
Using PeopleSoft Supplier Contract Management with Purchasing, contract specialists can create
authored contract documents that can be associated to transaction information contained in purchase
orders or requisitions. When using Supplier Contract Management with procurement contracts the system
can also track contract compliance using contract agreement capability as well as spend notifications at
the header, line, and category levels.
PeopleSoft Purchasing Implementation
PeopleSoft Setup Manager enables you to review a list of setup tasks for your organization for the
products that you are implementing. The setup tasks include the components that you must set up, listed
in the order in which you must enter data into the component tables, and links to the corresponding
Product documentation.
PeopleSoft Purchasing also provides component interfaces to help you load data from your existing
system into PeopleSoft Purchasing tables. Use the Excel to Component Interface utility with the
component interfaces to populate the tables.
This table lists all of the components that have component interfaces:
Component
Component Interface
Reference
ITM_MFG_UPN
ITM_MFG_UPN_CI
See "Using Universal Item Identifiers
(PeopleSoft FSCM 9.2: Managing
Items)".
ITM_SHIPTO_VNDR
ITM_SHIPTO_VNDR_CI
See Selecting Suppliers Based on Item
Ship To and Item Supplier Locations.
LOCATION_TBL
LOCATION_TBL_CI
See "Defining Ship To Locations
(PeopleSoft 9.2: Source to Settle
Common Information)".
PURCH_ITEM_ATTR
PURCH_ITEM_ATTR_CI
See Defining Purchasing Item Attributes.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
43
Getting Started With PeopleSoft Purchasing
Chapter 1
Component
Component Interface
Reference
REQUESTOR_TBL
REQUESTOR_TBL_CI
See "Defining Requesters (PeopleSoft
9.2: Source to Settle Common
Information)".
Other Sources of Information
In the planning phase of your implementation, take advantage of all PeopleSoft sources of information,
including the installation guides, table-loading sequences, data models, and business process maps.
A complete list of these resources appears in the preface in the PeopleSoft Application Fundamentals
Documentation, with information about where to find the most current version of each.
PeopleSoft Events and Notifications Framework
As your organization processes the continuous stream of transactions within your PeopleSoft system,
the events and notifications framework enables you to monitor the transaction flow and alert your
organization to any errors, changes, and stalled transactions. The messages generated by the events and
notifications framework can notify you of the problem, give you a detailed description of the issue, and
provide a link to the PeopleSoft page where you can resolve it.
One of the ways to use the events and notifications framework is to create PeopleSoft Queries on one
or more PeopleSoft tables, add the alert using the Alert Setup component, and then complete the alert
setup steps. This method enables you to monitor data within a PeopleSoft table; for example, searching
for stalled transactions, instead of looking at the results of a PeopleSoft process. When the Alerts process
(EOEN_ALERT) is run, the PeopleSoft table is queried and the alert messages can be generated. These
messages can be routed to the appropriate person (PeopleSoft user or non-PeopleSoft user) using an
email, a PeopleSoft worklist entry, an XML message, or the PeopleSoft Notification Dashboard.
For the PeopleSoft Purchasing application, sample data includes the following PeopleSoft notifications
that have been setup to work with the events and notifications framework. These notifications may require
minor modifications to work in your environment. You can also copy and alter these notifications to
create new alert messages.
44
Process Name
Process Category
Description
PO_SHIPTO_MULT
NOTIFY_BUYER
Notify Buyer of PO retains multiple Ship
To’s
PO_RQSRCD_NOTIFY
NOTIFY_REQUESTOR
Notify requestor that Requisition has
been sourced to a PO
PO_CHNG_NOTIFY
NOTIFY_REQUESTER
Notify requester of PO reject
PO_PEGGING
BREAK
Pegged PO break
PO_PEGGING
CANCEL
Pegged PO cancel
PO_PEGGING
CLOSE
Pegged PO close
PO_PEGGING
DTE_RESCH_IN
Pegged PO data reschedule in
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 1
Getting Started With PeopleSoft Purchasing
Process Name
Process Category
Description
PO_PEGGING
DTE_RESCH_OUT
Pegged PO data reschedule out
PO_PEGGING
HARD_PEG_QTY_CHANGE
Hard Peg quantity change
PO_PEGGING
QTY_DECREASE
Pegged PO quantity decrease
PO_PEGGING
QTY_INCREASE
Pegged PO quantity increase
PO_RTV_NOTIFY
NOTIFY_INV_MGR_ADJ
Notify RTV Inventory Adjustment
PO_RTV_NOTIFY
NOTIFY_INV_MGR_ISSUE
Notify RTV Express Issue
PO_RTV_NOTIFY
NOTIFY_INV_MGR_MSR
Notify RTV Inventory Fulfill
PO_VRBT_NOTIFY
NOTIFY_CLAIMS_MGR
Claims notification
PO_VRBT_NOTIFY
NOTIFY_REBATE_MGR
Rebate Manager Notify
PO_VRBT_NOTIFY
NOTIFY_SETTLEMENT_MGR
Settlement Manager Notify
Related Product Documentation
The PeopleSoft Purchasing Product Documentation provides you with implementation and processing
information for Oracle's PeopleSoft Purchasing system. However, additional, essential information
describing the setup and design of the system resides in companion documentation. The companion
documentation consists of important topics that apply to many or all of Oracle's PeopleSoft applications
across the Financials, Enterprise Service Automation, and Supply Chain Management product lines. You
should be familiar with the contents of these Product Documentation.
The following companion Product Documentation contain information that applies specifically to Oracle's
PeopleSoft Purchasing:
•
PeopleSoft Application Fundamentals Documentation
•
PeopleSoft Managing Items Documentation
•
PeopleSoft Mobile Inventory Management Documentation
•
PeopleSoft Global Options and Reports Documentation
•
PeopleSoft Commitment Control Documentation
•
PeopleSoft Source-To-Settle Common Information Documentation
•
PeopleSoft Working With Third-Party Applications Documentation
•
PeopleSoft Supply Chain Management Integrations Documentation
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
45
Getting Started With PeopleSoft Purchasing
•
46
Chapter 1
PeopleSoft SCM Electronic Data Interchange Messaging Documentation
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 2
Using User-Definable Fields
Understanding User-Definable Fields
PeopleSoft Purchasing enables you to define fields that can be attached to purchasing documents and
passed through the system without affecting PeopleSoft Purchasing functions. You can populate userdefined fields using the PeopleSoft Application Designer or add them to browser pages for the end users.
Because the structural design is provided, you do not need to extensively modify the system to take
advantage of this feature.
System defined subrecords are available at header, line, schedule, and distribution levels in PeopleSoft.
You can also add fields that you create to the subrecords Purchasing. The Header, Line, Distribution,
Receiving and RTV subrecords are delivered with two 1-character fields, one date field, and four 100character fields. The Schedule subrecord is delivered with two 1-character fields, two date fields, and
three 100-character fields. Using PeopleSoft Application Designer, you can edit the field labels in the
subrecords to suit your needs. You can also add fields that you create to the subrecords and pages.
The data from each level of a document's subrecord flows to downstream documents. For example, if you
source a requisition to a purchase order, the subrecord for each level on the requisition carries over to the
purchase order accordingly.
Note: A header subrecord may not copy from one document to another if the target document can be
sourced from multiple documents. For example, you may copy a new purchase order from existing
requisitions. Because you can copy lines from multiple requisitions to a single purchase order, the system
does not copy the header subrecord from the requisition.
The user defined fields are available on the procurement transactions when you check the Enable Custom
Fields checkbox on the Purchasing Installation Options page."Installation Options - Purchasing Page
(PeopleSoft FSCM 9.2: Application Fundamentals)"
Custom fields will appear on the following pages:
Page Name
Definition
Navigation
PO Header Details
PO_HDR_DTL
Purchasing, Purchase Orders, Add/
Update POs click on Header Details –
Custom Fields section
Purchasing, Purchase Orders, Add/
Update Express POs click on Header
Details – Custom Fields section
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
47
Using User-Definable Fields
Chapter 2
Page Name
Definition
Navigation
Details for Line
PO_LINE_DTLS
Purchasing, Purchase Orders, Add/
Update POs on the line grid, click on
Line Details icon – Custom Fields
section
Purchasing, Purchase Orders, Add/
Update Express POson the line grid,
click on Line Details icon – Custom
Fields section
Details for Schedule
PO_SCHED_DTLS
Purchasing, Purchase Orders, Add/
Update POs on the line grid, drill in
Schedule icon. On the schedule, drill
into the Schedule Details icon – Custom
Fields section
Purchasing, Purchase Orders, Add/
Update Express POsin the line grid,
expand line, on the schedule, drill in the
Schedule Details icon – Custom Fields
section
Custom Fields for Distribution Line
PO_CUSTOMDST
Purchasing, Purchase Orders, Add/
Update POson the line grid, drill in
Schedule icon. On the schedule, drill
in the Distributions / Chartfield icon,
click on Details/Tax tab, click on Custom
Field link
Purchasing, Purchase Orders, Add/
Update Express POs in the line grid,
expand line, expand schedule, on the
Distributions grid click on the Details/
Tax - Custom Fields section
48
PO Header Details (Inquiry)
PO_HDR_DTL_INQ
Purchasing, Purchase Orders, Review
PO Information, Purchase Ordersclick on
Header Details – Custom Fields section
Details for Line
PO_LINE_DTLS_INQ
Purchasing, Purchase Orders, Review PO
Information, Purchase Orderson the line
grid, click on Line Details icon – Custom
Fields section
Details for Schedule
PO_SCHED_DTLS_INQ
Purchasing, Purchase Orders, Review
PO Information, Purchase Orderson the
line grid, drill in Schedule Details icon.
Click on Schedule Details icon – Custom
Fields section
Distribution for Schedule
PO_CUSTOMPOD_INQ
Purchasing, Purchase Orders, Review
PO Information, Purchase Orderson the
line grid, drill in Schedule icon. Click
on Distribution / Chartfields icon, click
on the Details / Tax tab, then click on
Custom Fields link.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 2
Using User-Definable Fields
Page Name
Definition
Navigation
Custom Fields for Requisition Header
PO_CUSTOMHDR_REQ
Purchasing, Requisitions click on
Custom Fields link.
Requisition Line Details
REQ_LINE_DETAILS
Purchasing, Requisitions, Add/Update
Requisitionson the line grid, drill down
on the Line Details icon - Custom Fields
section
Requisition Schedule Details
REQ_SCHED_DTL2
Purchasing, Requisitions, Add/Update
Requisitionson the line grid, drill down
on the Schedule icon. On the schedule
grid, drill into the Schedule Details icon Custom Fields section
Custom Fields for Distribution Line
PO_CUSTOMDST_REQ
Purchasing,Requisitions Add/Update
Requisitionson the line grid, drill
down on the Schedule icon. On the
schedule grid, drill on the Distribution /
Chartfields icon, click on Custom Fields
link.
Custom Fields for Requisition Header (
Inquiry)
PO_CUSTOMREQ_INQ
Purchasing, Review Requisition
Information, Requisition On the Details
Tab, click on Custom Fields link.
Custom Fields for Line
PO_CUSTOMRQL_INQ
Purchasing, Review Requisition
Information, Requisition On the Details
Tab, drill in on the requisition number.
On the Requisition Details – Details Tab,
click on the Custom Fields link.
Custom Fields for Schedule
PO_CUSTOMRQS_INQ
On the Requisition Details, Details Tab,
drill on the Schedules Detail icon, click
on the Custom Fields link.
Custom Fields for Distribution Line
PO_CUSTOMRQD_INQ
On the Requisition Details, Details Tab,
drill on the Schedules Detail icon. On the
schedule grid, drill into the Distribution
Details icon. On the Distribution grid,
Details Tab, click on the Custom Fields
link.
Receipt Header Details
RECV_WPO_HDR
Purchasing, Receipts, Add / Update
Receiptsclick on Header Details link
Custom Fields for Line and Schedule
PO_CUSTOMSHP_RCV
Purchasing, Receipts, Add / Update
Receiptson the Receipt Line grid, click
on the Optional Input Tab, click on the
Custom Fields Link.
Custom Fields for Distribution Line
PO_CUSTOMDST_RCV
Purchasing, Receipts, ,Add / Update
Receiptson the Receipt Line grid, click
on the Links and Status Tab, drill into
the Distribution icon. On the Details Tab,
click on the Custom Fields Link.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
49
Using User-Definable Fields
Chapter 2
Page Name
Definition
Navigation
Custom Fields for Asset Line
PO_CUSTOMRV
Purchasing, Receipts, Add / Update
Receiptson the Receipt Line grid, drill
into the AM Status link. On the More
Details Tab of the Asset Details grid,
click on the Custom Fields Link.
Receipt Header Details (Inquiry)
RECV_INQ_HDR
Purchasing, Receipts, Review Receipt
Information, Receipt click on Header
Details link – Custom fields section
Line Details (Line and Shipment custom
fields)
RECV_INQ_LN_DTL
Purchasing, Receipts, Review Receipt
Information, Receipt click on Line
Details link – Line Related Custom
Fields and Shipment Related Custom
Fields sections.
Custom Fields for Distribution Line
PO_CUSTOMRCD_INQ
Purchasing, Receipts, Review
Receipt Information, Receipt click
on Distribution link, click on More
Distribution Details Tab, click on the
Custom Fields link
Custom Fields for Sequence (Assets
level)
PO_CUSTOMRV_INQ
Purchasing, Receipts, Review Receipt
Information, Receipt,Click on Asset
Information link. Click on More Details
Tab, click on the Custom Fields link
Return to Vendor / Supplier Header
Details
RTV_HDR_DTLS
Purchasing, Return to Vendor / Supplier,
Add/Update RTV,click on Header
Details
Custom Fields for Line & Schedule
PO_CUSTOMSHP_RTV
On the line, click on the optional tab,
click on Custom Fields link
Custom Fields for Distribution Line
PO_CUSTOMDST_RTV
On the line, drill down on the
distribution icon, click on the Dist Detail
Tab, click on the Custom Fields link
Custom Fields for Sequence
PO_CUSTOMPRO_RTV
On the line, drill down on the RTV Pro
icon, click on the Custom Fields link
Review RTVs - Return to Vendor /
Supplier Header Details
RTV_HDR_DTLS_INQ
Purchasing, Return to Vendor / Supplier,
Review RTVs– click on Header Details
Custom Fields for Line & Schedule
PO_CUSTOMRVS_INQ
On the line, click on the optional tab,
click on Custom Fields link
Custom Fields for Distribution Line
PO_CUSTOMRVD_INQ
On the line, drill down on the
distribution icon, click on the Dist Detail
Tab, click on the Custom Fields link
Custom Fields for Sequence
PO_CUSTOMRVP_INQ
Purchasing, Return to Vendor / Supplier,
Review RTVs On the line, drill down on
the RTV Pro icon
click on the Custom Fields link
50
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 2
Using User-Definable Fields
Page Name
Definition
Navigation
Custom Fields for Contract Header
PO_CUSTOMHDR_CNT
Procurement Contracts, Add / Update
Contracts– in Header Section, click on
Custom Fields
Detail for Line
CNTRCT_PRC_UOM_SEC
Procurement Contracts, Add / Update
Contracts drill into the Line Details icon
Note: Custom fields are not available when using Request for Quotes.
There are six subrecords for adding user-definable fields to purchasing transactions:
Subrecord Type
Subrecord Name
Header Subrecord
PUR_USR_HDR_SBR
Line Subrecord
PUR_USR_LIN_SBR
Schedule Subrecord
PUR_USR_SHP_SBR
Distribution Subrecord
PUR_USR_DST_SBR
Receiving Subrecord
PUR_USR_RV_SBR
RTV Subrecord (Return To Vendor subrecord)
PUR_USR_RTV_SBR
See the product documentation for PeopleTools: PeopleSoft Application Designer Developer's Guide
To compile a listing of all of the PeopleSoft records that include these subrecords, you can use this sample
SQL to query the PeopleSoft database:
SELECT A.RECNAME, A.FIELDNAME, B.RECTYPE, B.OBJECTOWNERID
FROM PSRECFIELD A, PSRECDEFN B
WHERE A.RECNAME = B.RECNAME
AND A.FIELDNAME IN('PUR_USR_HDR_SBR', 'PUR_USR_LIN_SBR', 'PUR_USR_SHP_SBR', 'PUR_US⇒
R_DST_SBR', 'PUR_USR_RV_SBR', 'PUR_USR_RTV_SBR')
Setting Up User-Definable Fields
Use PeopleSoft Application Designer to use the delivered fields, as well as to modify them or add new
fields to the delivered subrecords.
You can add the fields to the pages and display them in the PeopleSoft Purchasing browser pages, or use
them only behind the scenes. You can also populate the fields behind the scenes and then display them on
the browser pages.
Note: If you choose to insert new fields into any of the subrecords, you must alter the tables to avoid
losing application data that already exists in the tables.
Only those with technical knowledge of PeopleSoft Application Designer and PeopleCode should modify
or add to the delivered subrecords.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
51
Using User-Definable Fields
Chapter 2
To compile a list of tables that must be altered by a data base administrator, you can use this sample SQL
statement, altering the criteria "A.FIELDNAME =" to reference the subrecord modified. This SQL lists
the tables and views for the Header subrecord, PUR_USR_HDR_SBR:
SELECT A.RECNAME, A.FIELDNAME, B.RECTYPE, B.OBJECTOWNERID
FROM PSRECFIELD A, PSRECDEFN B
WHERE A.RECNAME = B.RECNAME
AND A.FIELDNAME = 'PUR_USR_HDR_SBR'
AND B.RECTYPE IN (0, 1, 7)
ORDER BY B.RECTYPE, A.RECNAME
See the product documentation for PeopleTools: PeopleCode Developer's Guide
52
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 3
Defining PeopleSoft Purchasing Business
Units and Processing Options
Understanding Business Units in PeopleSoft Purchasing
A business unit is an operational subset of an organization that tracks and maintains its own set of
requisitions and purchase orders. Each business unit has its own way of storing information and its own
processing guidelines. PeopleSoft Purchasing business units share supplier, purchase order, and receiving
information with PeopleSoft Payables business units in the same SetID.
After you determine how many business units that you need and how to organize them, define them in the
PeopleSoft Purchasing system.
Note: The information in this section, which describes some of the essential traits of business units as
applied to PeopleSoft Purchasing, can help you determine the best way to define business units for the
PeopleSoft Purchasing implementation. PeopleSoft implementation personnel can also help you define
the appropriate business unit structure.
Some purchasing transactions use business units as key identifiers. For example, you cannot create a
single purchase order that includes items that have different business unit requests. Each business unit that
is requesting items generates a separate purchase order.
Define business units in this order:
1. Define generic PeopleSoft business units.
2. Define PeopleSoft General Ledger business units.
3. Link PeopleSoft business units to PeopleSoft Purchasing.
4. Specify requisition-processing and purchase order-processing information for PeopleSoft Purchasing
business units.
5. Link PeopleSoft General Ledger business units to PeopleSoft Purchasing for general ledger
distribution needs.
Specifying Responsibility
You can establish separate business units to specify areas of responsibility. For example, a department
may be responsible for purchasing a particular type of item. You can establish a business unit specifically
for this department. Using strategically created business units enables you to group purchases for analysis.
The business unit configuration can also help you maintain the required level of accounting control.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
53
Defining PeopleSoft Purchasing Business Units and Processing Options
Chapter 3
Interunit Accounting
PeopleSoft Purchasing interunit accounting enables you to track interunit purchases among PeopleSoft
General Ledger business units. If you require this, designate each of the organizational entities as a
PeopleSoft General Ledger business unit. If you've centralized the procurement practices, you can define
one PeopleSoft Purchasing business unit that can generate charges to each PeopleSoft General Ledger
business unit.
PeopleSoft General Ledger Considerations
A PeopleSoft Purchasing business unit must be associated with a PeopleSoft General Ledger business
unit, although this does not have to be a one-to-one relationship. You can place multiple PeopleSoft
Purchasing business units under one PeopleSoft General Ledger business unit, or you can charge multiple
PeopleSoft General Ledger business units from one PeopleSoft Purchasing business unit. Often, the
PeopleSoft Purchasing business units will be the same as the PeopleSoft General Ledger business units.
PeopleSoft Payables Considerations
To pass accounting information from PeopleSoft Purchasing to PeopleSoft Payables and through to
PeopleSoft General Ledger, you must install PeopleSoft Payables and PeopleSoft Purchasing in the same
database. This requirement also applies if you want to use the matching functionality that PeopleSoft
software provides.
You don't need a one-to-one relationship between a PeopleSoft Purchasing business unit and a PeopleSoft
Payables business unit. One PeopleSoft Payables business unit can process data for many PeopleSoft
Purchasing business units, and multiple PeopleSoft Payables business units can create vouchers for one
PeopleSoft Purchasing business unit. However, you must configure these business units to share the same
set of suppliers.
Suppliers
A business unit can be a subset of the organization, but from purchasing and accounts payable
perspectives, a business unit can also represent a group of suppliers.
If you have multiple companies or subsidiaries with unique sets of supplier requirements, consider
establishing separate business units for each set of requirements. You can share a set of suppliers across
business units, but you cannot share subsets of suppliers. Within a PeopleSoft Purchasing business unit,
you can access all of the suppliers in the set that is assigned to that business unit, but you can't exclude
subsets of suppliers in that set.
Related Links
"Understanding PeopleSoft Interunit and Intraunit Functionality (PeopleSoft FSCM 9.2: Application
Fundamentals)"
"Understanding the Matching Process (PeopleSoft FSCM 9.2: Payables)"
Establishing PeopleSoft Purchasing Business Units
To define the PeopleSoft Purchasing business units, use the Purchasing Business Unit component
(BUS_UNIT_PM).
This section discusses how to:
54
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 3
Defining PeopleSoft Purchasing Business Units and Processing Options
•
Create PeopleSoft Purchasing business units.
•
Define request for quote (RFQ) required rules.
•
Define standard comments.
•
Define matching options.
•
Define dispatch options.
•
Set up VAT defaults.
•
Copy VAT default setup.
•
Create business unit options.
•
Define transaction document autonumbering options.
Pages Used to Establish PeopleSoft Purchasing Business Units
Page Name
Definition Name
Navigation
Purchasing Definition Business Unit Definition
BUS_UNIT_TBL_PM
Set Up Financials/Supply
Create PeopleSoft Purchasing
Chain, Business Unit Related, business units or update
Purchasing, Purchasing
existing ones.
Definition, Business Unit
Definition
RFQ Required Rule (request
for quote required rule)
RFQ_REQUIRED_RULE
Click the Go To RFQ
Required Rule button on
the Purchasing Definition
- Business Unit Definition
page.
Define and view details about
the RFQ required rule.
Standard Comments
BUS_UNIT_PM_COMNT
Click the Edit Comments link
on the Purchasing Definition
- Business Unit Definition
page.
Define standard comments to
print on dispatched purchase
orders.
Matching Options
BUS_UNIT_PM_MATCH
Click the Matching link on
the Purchasing Definition
- Business Unit Definition
page.
Define matching rules.
Define Dispatch Options
BUS_UNIT_PM_IMAGE
Click the Define Dispatch
Options link on the
Purchasing Definition Business Unit Definition
page.
Define file directory locations
for images that you want to
print on purchase orders.
Entry Event Defaults
BUS_UNIT_PM_EE
Click the Entry Event
Defaults link on the
Purchasing Definition Business Unit Definition
page.
Select default entry events at
the business unit level.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Usage
You can access this page if
entry events are enabled.
55
Defining PeopleSoft Purchasing Business Units and Processing Options
Chapter 3
Page Name
Definition Name
Navigation
Usage
VAT Defaults Setup (value
added tax defaults setup)
VAT_DEFAULTS_DTL
•
Click the VAT Default
link on the Purchasing
Definition - Business
Unit Definition page.
Enter VAT defaults for the
requisition, purchase orders,
RFQs, and procurement cards.
•
Set Up Financials/
Supply Chain, Common
Definitions, VAT and
Intrastat, Value Added
Tax, VAT Defaults
If you access this page by
clicking the VAT Default link
on the Purchasing Definition
- Business Unit Definition
page, the VAT driver and
VAT driver keys are inherited
from the PO Business Unit
Definition (purchase order
business unit definition)
component and cannot be
changed.
If you access this page by
using the standard menu
navigation, you can specify
the VAT driver and any VAT
driver keys as applicable.
Copy VAT Defaults From (
copy value added tax defaults
from)
VAT_DFLT_SRCH_COPY
Click the Copy Defaults From Copy VAT defaults from one
link on the VAT Defaults
business unit to another.
Setup page.
Mobile Receiving
BU_OPT_MOBILE_REC
Set Up Financials/Supply
Establish Mobile Receiving
Chain, Business Unit Related, Ad Hoc default values.
Purchasing, Purchasing
Definition. From the Business
Unit Definition page, click
the Mobile Receiving link.
Purchasing Definition Business Unit Options
BUS_UNIT_TBL_PM2
Set Up Financials/Supply
Create business unit options
Chain, Business Unit Related, or update existing ones.
Purchasing, Purchasing
Definition, Business Unit
Options
Purchasing Definition Document Numbering
BUS_UNIT_TBL_PM3
Set Up Financials/Supply
Define transaction document
Chain, Business Unit Related, autonumbering options.
Purchasing, Purchasing
Definition, Document
Numbering
Purchasing Definition - Business Unit Definition Page
Use the Purchasing Definition - Business Unit Definition page (BUS_UNIT_TBL_PM) to create
PeopleSoft Purchasing business units or update existing ones.
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Chapter 3
Defining PeopleSoft Purchasing Business Units and Processing Options
Navigation
Set Up Financials/Supply Chain, Business Unit Related, Purchasing, Purchasing Definition, Business
Unit Definition
Image: Business Unit Definition
This example illustrates the fields and controls on the Business Unit Definition. You can find definitions
for the fields and controls later on this page.
When you access this page in Add mode, you can enter only the unit description, default setID, and short
description. Enter this information and click the Create BU (create business unit) button, which appears
only in Add mode, to create the business unit. Then, or if you access the page in Update/Display mode,
the remaining fields on the page become available for entry.
Process Option
Select the processing option ID for this business unit to be used
throughout the procurement cycle. Values are defined on the
Purchasing Options - Purchasing Options page. This defines
options such as freight terms and payment terms for the business
unit.
Location
Select the location code for the physical location of this business
unit. The system uses this code to derive the organization
address that prints on dispatched transactions. Define values on
the Location - Location Definition page.
Billing Location
Select the code for the location where invoices are sent for
this business unit. Define values on the Location - Location
Definition page. By default, this information appears on
transactions that are created for this business unit.
Close Days and Cancel Days
Enter the number of days that a requisition or purchase order, or
a canceled requisition or purchase order, must remain open after
its last update activity before it is eligible for closure.
Cancel and close days enable you to delay the closure of
requisitions and purchase orders after they are canceled or
entirely received. If you are using PeopleSoft Payables, you can
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
57
Defining PeopleSoft Purchasing Business Units and Processing Options
Chapter 3
also use cancel and close days to delay closure after requisitions
or purchase orders are invoiced.
Note: The close days value that you define for the business unit
is for purchase order reconciliation and has no relationship to
the close days value on the Close Short Run control pages.
PS/GL (PeopleSoft/general ledger)
Select to enable transactions for this business unit to be
posted to the general ledger and to link this business unit to a
VAT entity. The GL Unit (general ledger unit) field becomes
available for entry.
GL Unit (general ledger unit)
Select a PeopleSoft General Ledger business unit. By default,
this business unit appears on transaction distribution lines for
this PeopleSoft Purchasing business unit.
If you are linking this PeopleSoft Purchasing business unit
to a VAT entity, enter the applicable PeopleSoft General
Ledger business unit. You can access this link using the
PeopleSoft General Ledger business unit. You can't directly link
a PeopleSoft Purchasing business unit to a VAT entity.
AM Unit (asset management unit)
Select the default PeopleSoft Asset Management business unit
for the transactions that this PeopleSoft Purchasing business
unit creates. When you create a purchasing transaction, the
PeopleSoft Asset Management business unit appears by default
if the item is an asset. You can override this information at the
transaction level.
Capitalize
Select if most of the asset purchases are capital items.
AP Unit (accounts payable unit)
Select the PeopleSoft Payables business unit that is to be used
on evaluated receipt settlement (ERS) purchases.
Accrue SUT for ERS orders (accrue Select if sales and use tax (SUT) should accrue for any ERS
sales and use tax for evaluated
orders that this business unit creates.
receipt settlement orders)
SS Unit (strategic sourcing unit)
Select the default PeopleSoft Strategic Sourcing (SS) business
unit that is to be used for this PeopleSoft Purchasing business
unit.
Note: When you enter the same PeopleSoft Strategic Sourcing
business unit for multiple PeopleSoft Purchasing business units,
PeopleSoft Strategic Sourcing copies requisitions from multiple
PeopleSoft Purchasing business units into an event.
58
Rate Type
Select the rate type to be used for currency conversion. By
default, the currency code and rate type apply to all purchasing
transactions for this business unit.
Tax supplier
Select to integrate with a third-party tax supplier for tax
processing. The system calculates tax from the third-party tax
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 3
Defining PeopleSoft Purchasing Business Units and Processing Options
supplier (Vertex or Taxware) when it creates purchase orders
online or when sourcing to a purchase order.
When you select this check box, depending on the tax supplier
that you select, certain fields appear in the group box below this
check box.
Note: This check box is available only if you select a tax
supplier (Vertex or Taxware) on the Installation Options Overall page.
Taxware Group Box
This group box is available only if third-party Taxware or Vertex software is installed, and if the Tax
supplier check box is selected.
Company
Enter the tax supplier company code. This field appears for
these third-party tax products: Vertex Q Series, Vertex O Series,
and Taxware Sales and Use Tax.
The company code that you enter in this field passes
information to the third-party Taxware or Vertex software as
input parameters.
Organization
Enter the organization. This field appears instead of the
Company field for the Taxware Enterprise third-party tax
product.
Division
Enter the tax supplier division code. This field appears for these
third-party tax products: Vertex Q Series, Vertex O Series, and
Taxware Sales and Use Tax.
The division code passes information to the third-party Taxware
or Vertex software as input parameters.
Department
Enter the tax supplier department. This field appears only for the
Vertex O Series third-party tax product.
The department code passes information to the third-party
Taxware or Vertex software as input parameters.
Use Freight Product Code
Select this option to associate the freight with the tax supplier
product code and to indicate applicable tax rates.
Note: This field is available only for Taxware.
RFQ Required Rule
Use this group box to define a threshold line amount and RFQ required rule that, when the amount is
exceeded or the rule is met, requires a requisition item to go through the RFQ cycle before it is included
on a purchase order.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
59
Defining PeopleSoft Purchasing Business Units and Processing Options
Line Amount Threshold
Chapter 3
Enter a threshold amount. The threshold amount is the line
amount limit that triggers that an RFQ is required to source the
requisition. When a user exceeds the threshold amount for a
requisition line, the system resets the RFQ Required check box
to selected for that line on the requisition.
For example, if you are buying something and it costs more than
1000 USD, the system requires that you get a couple of bids
before it will source it to the recommended or specified supplier.
RFQ Required Rule (request for
quote required rule)
Select an RFQ rule from the rules defined in the RFQ Required
Rules component.
Click the Go To RFQ Required Rule button to access the RFQ
Required Rule page, where you can define and view details
about the RFQ required rule.
Mobile Receiving
Use this link to access the Mobile Receiving page.
See "Mobile Receiving Page (PeopleSoft FSCM 9.2: Mobile
Inventory Management)".
Related Links
Purchasing Options Page
Preparing PeopleSoft Purchasing VAT Environments
RFQ Required Rule (request for quote required rule) Page
Use the RFQ Required Rule (request for quote required rule) page (RFQ_REQUIRED_RULE) to define
and view details about the RFQ required rule.
60
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Chapter 3
Defining PeopleSoft Purchasing Business Units and Processing Options
Navigation
Click the Go To RFQ Required Rule button on the Purchasing Definition - Business Unit Definition page.
Image: RFQ Required Rule
This example illustrates the fields and controls on the RFQ Required Rule. You can find definitions for
the fields and controls later on this page.
Use this page to define ChartField values that will set the RFQ Required option to Yes for requisitions
created online or through the Requisition Loader process. You can also define the RFQ Required option
in the Purchasing Item Attributes or Item Category component when an RFQ is required any time that the
item or category is specified on a requisition.
Some organizations require RFQ processing whenever a specific ChartField value is referenced
on a requisition. For example, whenever a specified project is entered on a requisition, the funding
requirements of the project require that the request go out for bid. The RFQ Required Rule page enables
you to define the RFQ Required flag based on that ChartField value. When a requisition is created, the
system checks the ChartField values that you define on this page and sets the RFQ Required option
accordingly.
Set "RFQ Required Flag" to "No" if Select to bypass the RFQ cycle if a contract exists.
Contract exists (set request for quote
required flag to no if contract exists) Note: The system ignores the Default Contract on Req check
box setting when the system applies the RFQ rule and you select
this check box.
Default the found Contract ID to
Requisition line
Select to supply by default the contract ID to the requisition
line.
Related Links
Understanding RFQs in PeopleSoft Purchasing
Standard Comments Page
Use the Standard Comments page (BUS_UNIT_PM_COMNT) to define standard comments to print on
dispatched purchase orders.
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61
Defining PeopleSoft Purchasing Business Units and Processing Options
Chapter 3
Navigation
Click the Edit Comments link on the Purchasing Definition - Business Unit Definition page.
The comments that you enter on this page are printed on dispatched purchase orders if you select the Print
BU Comments (print business unit comments) check box on the Dispatch Purchase Orders page. You can
set up these comments to contain the terms and conditions for purchase orders for this business unit.
Related Links
"Setting Up Standard Comments (PeopleSoft 9.2: Source to Settle Common Information)"
Understanding Purchase Order Dispatch
Matching Options Page
Use the Matching Options page (BUS_UNIT_PM_MATCH) to define matching rules.
Navigation
Click the Matching link on the Purchasing Definition - Business Unit Definition page.
Select the default matching rules for this business unit. If matching rules are defined at the supplier level,
those rules will override business unit-level matching rules. You can override both the business unit and
supplier level matching rules on the purchase order.
Related Links
"Establishing Matching and Document Association Options (PeopleSoft 9.2: Source to Settle Common
Information)"
Define Dispatch Options Page
Use the Define Dispatch Options page (BUS_UNIT_PM_IMAGE) to define file directory locations for
images that you want to print on purchase orders..
62
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Chapter 3
Defining PeopleSoft Purchasing Business Units and Processing Options
Navigation
Click the Define Dispatch Options link on the Purchasing Definition - Business Unit Definition page.
Image: Define Dispatch Options
This example illustrates the fields and controls on the Define Dispatch Options. You can find definitions
for the fields and controls later on this page.
Print Image on Purchase Order
and PO Dispatch Image Location
(purchase order dispatch image
location)
Select to print an image (logo) on purchase orders, and enter the
directory location of the image file.
Print Signature on PO (print
signature on purchase order) and
PO Dispatch Signature Location
(purchase order dispatch signature
location)
Select to print a signature on purchase orders, and enter the
directory location of the signature file.
Template ID
Select the report template to use with this business unit to
dispatch a purchase order. You use the report template to
identify a BI Publisher report layout. The template provides a
common report layout when dispatching purchase orders for
both PeopleSoft eProcurement and Purchasing.
If the Template ID field on this page is blank, then the system
uses the default template on the BI Publisher Report Definition
page ( Reporting Tools, BI Publisher, Report Definition,
Template).
This field appears only if you have selected the Enable XML
Publisher check box on the Purchasing page of the Installation
Options component. This check box selects the Oracle BI
Publisher to format and print purchase orders during the
dispatch process for both PeopleSoft Purchasing and PeopleSoft
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Defining PeopleSoft Purchasing Business Units and Processing Options
Chapter 3
eProcurement. You use Oracle BI Publisher for reporting. It
is a Java-based product within the Oracle Fusion Middleware
family.
Image Locations
Consider these points when working with images and their locations:
•
For Structured Query Report (SQR) processes to work as designed, you must store associated images
in external files.
•
The folder in which you store external image files must be shared.
•
For Microsoft Windows NT environments, define the directory locations using the universal naming
convention (for example, \\server_name\folder_name\…).
When you run the PO Dispatch/Print (purchase order dispatch and print) process (POPO005), the image
file to print on the purchase order is determined by the output format that you select on the Process
Scheduler Request page. The PO Dispatch/Print process takes the image file name that you enter here and
parses out the file extension information. The process uses this file extension to determine the image type
that the PRINT-IMAGE command uses.
This table describes file extension values and their compatible image types to be used in the PRINTIMAGE command:
File Extension
Image Type
No extension
BMP-FILE
.BMP
BMP-FILE
.JPG
JPEG-FILE
.GIF
GIF-FILE
.EPS
EPS-FILE
Others
HPGL-FILE
The next two tables describe output type options that are available for the PO Dispatch/Print process on
the Process Scheduler Request page, along with their compatible output formats, output file extensions,
and image types.
This first table represents output types for web, file, and email:
64
Output Format
Output File Extension
Image Type That Works
CSV
.CSV
None
HP
.LIS
HPGL-FILE
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 3
Defining PeopleSoft Purchasing Business Units and Processing Options
Output Format
Output File Extension
Image Type That Works
HTM
.HTM
JPEG-FILE, GIF-FILE, BMP-FILE
LP
.LIS
None
OTHER
.LIS
None
PDF
.PDF
JPEG-FILE
PS
.LIS
EPS-FILE
SPF
.SPF
BMP-FILE
This table represents output types for a printer:
Output Format
Output File Extension
Image Type That Works
HP
None
HPGL-FILE
LP
None
None
OTHER
None
None
PS
None
EPS-FILE
Note: The HPGL image type works with HP LaserJet printers.
Printing Images
To print an image:
1. Check the PSSQR.INI file to verify that the SQRDIR is set to the path where the SQR executables are
stored.
2. Ensure that the drive that is storing the image has the correct permissions set.
3. Verify that the image is not corrupt.
4. In a UNIX environment, you can print only EPS-FILE image types.
See the product documentation for PeopleTools: BI Publisher for PeopleSoft
Related Links
"Preparing to Dispatch by Fax and Email (PeopleSoft 9.2: Source to Settle Common Information)"
Copy VAT Defaults From (copy value added tax defaults from) Page
Use the Copy VAT Defaults From (copy value added tax defaults from) page
(VAT_DFLT_SRCH_COPY) to copy VAT defaults from one business unit to another.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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Defining PeopleSoft Purchasing Business Units and Processing Options
Chapter 3
Navigation
•
Click the VAT Default link on the Purchasing Definition - Business Unit Definition page.
•
Set Up Financials/Supply Chain, Common Definitions, VAT and Intrastat, Value Added Tax, VAT
Defaults
You can insert rows for any or all of the VAT driver keys, as well as the VAT country or state. You can
also delete any existing rows.
Copy Values to New Rows
If you are inserting a row for a VAT driver key, select this check
box to copy all the VAT defaults from the previous row to the
new row. Otherwise, all VAT default fields for the new row will
be blank.
Copy Defaults From
Click to access the VAT Defaults Copy From page, which you
can use to copy VAT default specifications from another key
combination for the same VAT driver.
Return to VAT Defaults Sub-Search
(return to value-added tax defaults
sub-search)
Click to return to the Purchasing Definition component.
VAT Reporting Country (valueadded tax reporting country)
Select the country or countries for which you are defining VAT
defaults. For regular defaults, defaults are obtained for the VAT
reporting country. For service VAT treatment defaults, defaults
are obtained for the supplier's location country.
Defaulting State
As applicable, select the state for which you want to define VAT
default values.
Default Details
Enter the effective date, status and, if applicable, the VAT SetID.
VAT Apportionment Control (value- When you create purchase orders for a PeopleSoft Purchasing
added tax apportionment control)
business unit, the system selects a default business unit for VAT
recovery and rebate calculations based on this value. Business
units have different VAT recovery and rebate percentages based
on their locations. Values are:
Dist GL BU (distribution general ledger business unit): Selects
the PeopleSoft General Ledger business on the purchase order
distribution line.
Txn BU (transaction business unit): Selects the business unit on
the purchase order header.
Txn GL BU (transaction general ledger business unit): Selects
the PeopleSoft General Ledger business unit on the purchase
order header.
Note: The remaining fields on the page vary based on the combination of VAT driver and VAT driver
keys. See the section on VAT fields for details about the fields and VAT drivers that appear.
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Chapter 3
Defining PeopleSoft Purchasing Business Units and Processing Options
Related Links
"Understanding VAT (PeopleSoft FSCM 9.2: Global Options and Reports)"
Copy VAT Defaults From (copy value added tax defaults from) Page
Use the Copy VAT Defaults From (copy value added tax defaults from) page
(VAT_DFLT_SRCH_COPY) to copy VAT defaults from one business unit to another.
Navigation
Click the Copy Defaults From link on the VAT Defaults Setup page.
Search Criteria
Enter the criteria by which you want to search.
Search
Click to retrieve the results based on the criteria entered.
Copy From
Select a link for any of the results returned to view the details of
the VAT setup on the Copy VAT Defaults Setup page. When you
have viewed the details, you can click Copy to copy the VAT
setup. The system returns you to the VAT Defaults Setup page
with the copied fields.
Or you can select the appropriate option for any of the results
returned and click Copy to copy from that row. The system
returns you to the VAT Defaults Setup page with the copied
fields.
Purchasing Definition - Business Unit Options Page
Use the Purchasing Definition - Business Unit Options page (BUS_UNIT_TBL_PM) to create PeopleSoft
Purchasing business units or update existing ones.
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Defining PeopleSoft Purchasing Business Units and Processing Options
Chapter 3
Navigation
Set Up Financials/Supply Chain , Business Unit Related , Purchasing, Purchasing Definition , Business
Unit Options
Image: Purchasing Definition - Business Unit Options page (1of2)
This example illustrates the fields and controls on the Purchasing Definition - Business Unit Options page
(1of2). You can find definitions for the fields and controls later on this page.
Image: Purchasing Definition - Business Unit Options page (2of2)
This example illustrates the fields and controls on the Purchasing Definition - Business Unit Options page
(2of2). You can find definitions for the fields and controls later on this page.
PO Item Supplier Security Option
(purchase order item supplier
security option)
68
Select a value to indicate how the system handles edits to item
and supplier combinations on purchase order lines:
Edit Required Must Use Item ID: A valid item ID with an
established item and supplier relationship is required for each
purchase order line. You can't order an item by description and
must use an item that is defined in the Item supplier tables.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 3
Defining PeopleSoft Purchasing Business Units and Processing Options
Edit Required When Use Item ID: An item ID isn't required
on the purchase order line, and you can order an item by
description. However, if you order by item ID, the item must
exist in an Item supplier table. The difference between this and
the No Edit Required value is that you are restricted to items that
have an active purchase order supplier established.
No Edit Required: An item ID isn't required on the purchase
order line, and you can order an item by description. If you
order by item ID, you can order any item that is established in
the Item tables for PeopleSoft Purchasing, even if no item and
supplier relationship is established.
Origin
Select the origin code to be used on ERS invoices so that you
can process ERS matching by origin in PeopleSoft Payables.
PeopleSoft Purchasing can also use this code for reporting to
identify transaction origins.
Receipt Date Adjustment
Enter a number of days by which receiving dates can be
adjusted. If you don't specify a value, receiving dates by default
become the current system date and cannot be changed.
For example, entering 7 enables you to enter a receipt date
that is plus or minus seven days from the current date. This
is useful when an item is received and you don't have time to
enter the receipt on the same business day. Without a receipt
date adjustment value, you must enter the receipt using the next
business day's date. Consequently, the entry could show a late
delivery in the records when the delivery was actually on time.
DUNS Number (Dun and Bradstreet Enter a DUNs number.
number)
Receipt Allocation Type
Select the method to allocate the receipt amount across the
distributions for the schedule for the received items. Values are:
FIFO (first-in-first-out): Purchase order quantities are fulfilled
based on the sequence in which they are added to the purchase
order schedule. This is the default receipt allocation type.
Prorate: Purchase order quantities are fulfilled by calculating
the percentage of received quantity to the total purchase order
line quantity. The received quantity is then allocated to each
distribution line using that percentage. This is for noninventory
items only.
For example, if the schedule quantity is 300 and the schedule
has three distribution lines, each distribution has a quantity
of 100. If you receive a quantity of 75, each distribution is
allocated a received quantity of 25.
Specify: Allocations are fulfilled by the user manually entering
the receipt quantity or amount at the distribution level when
receiving purchase order schedules with multiple distributions.
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Defining PeopleSoft Purchasing Business Units and Processing Options
Chapter 3
This enables the specific allocation of the receipt quantity or
amount by open purchase order distribution quantity or amount.
Note: The receipt allocation type that you select here appears
as the default when you create a receipt for this PeopleSoft
Purchasing business unit.
Receipt Date Exchange Rate
Select the date on which to base the receipt date exchange rate
for purchase order receipts and receipts that are not purchase
order receipts
Values are:
PO Date (purchase order date): Select to base the exchange rate
on the purchase order header date.
Receipt Date: Select to base the exchange rate on the receipt
date.
PO Price Edit (purchase order price Select the purchase price edit: Values are:
edit)
• Error
RTV Dispatch Option (return
to vendor dispatch option)RTV
dispatch option
•
None
•
Warning
Select the dispatch method to use as this business unit's
default value for the return to vendor (RTV) functionality.
This functionality determines the default value for the return
to vendor function on how the RTV will be dispatched to the
supplier. The system uses the dispatch options that you define
for the business unit as default values when user preferences
are set by default to the business unit RTV dispatch option.
When you save information on this page, the settings you define
become effective.
RTV dispatch option values for a business unit are:
Dispatch When Shipped: Select to submit the RTV Dispatch
process automatically when all lines on the RTV have been
shipped.
Manual: Select to indicate that the RTV transaction requires
collaboration between groups and that you must submit the RTV
Dispatch/Print process by using the Process Scheduler. This is
the default value for the field.
See Entering RTV Transactions.
See Inventory Return Records, Inventory Return Records.
RTV Inventory Ship Option
(return to vendor inventory ship
70
Select the return to vendor ship option that you want to use as
this business unit's default value for the Inventory Process field
on the RTV line.
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Chapter 3
Defining PeopleSoft Purchasing Business Units and Processing Options
option)return to vendor inventory
ship option
RTV Inventory ship option values are:
Express:Select to use the RTV express option to process
purchasing and inventory data collection transactions at the
same time. This means that you can perform inventory issue (
automatic issue) or adjustment (automatic adjustment) actions
from within the Purchasing RTV component.
Note: The Expressvalue will be automatically overridden on the
RTV line if the associated Inventory business unit is defined as
a Warehouse Management System (WMS) type. You define the
warehouse setting using the Use External Warehouse Control
check box on the Business Unit Options page for Inventory.
Fulfillment:Select to set the user's preference to perform
Inventory fulfillment processing for RTV transactions. This
enables the user to create an Inventory material stock request
transaction and to process it through Inventory fulfillment
processing. The Fulfillment value is valid only for RTV
processing when RTV line disposition is Ship.
Manual:Select to indicate that the RTV ship transaction must be
completed manually. This option requires that you perform the
Inventory Express manually to remove the items from inventory.
RTV Inventory Destroy Option
(return to vendor inventory destroy
option)return to vendor inventory
destroy option
Select the return to the vendor destroy option that you want
to use for this business unit's default value for the Inventory
Process field on the RTV line.
RTV Inventory destroy option values are:
Express:Select to use the RTV express option for the RTV lines
that have a disposition of Destroy. This means that the user can
perform Inventory adjustment (automatic adjustment) actions
from within the Purchasing RTV component.
Manual: Select to indicate that the RTV transaction must be
manually adjusted within inventory. When you use the Manual
option, the system does not perform the RTV adjustment
function. You must use the Inventory Adjustment component to
adjust balances for inventory returns that are to be destroyed.
Delivery Signature Required
Select an option that indicates that a signature is required from
the individual receiving a Mobile Inventory delivery for this
receiving business unit. Options include:
•
Default to Installation value: Select to indicate that
this business unit should use the option selected on the
Installation Options - Mobile Inventory page.
•
No: Select to indicate that this business unit does not require
delivery signatures.
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71
Defining PeopleSoft Purchasing Business Units and Processing Options
•
Chapter 3
Yes: Select to indicate that this business unit requires
delivery signatures.
See smin, Using Mobile Delivery, Processing Deliveries Using
Mobile Devices, Adding a Signature to a Delivery
Additional Business Unit Options
Allow Multicurrency Reqs (allow
multicurrency requisitions)
Select to enable requisition lines with different currencies. Itemsupplier pricing may be in a currency other than the business
unit currency. The supplier currency is automatically converted
to the business unit currency for requisition approval purposes.
When the requisition lines are sourced to a purchase order,
the system uses the requisition currency (if sourced using
Requisition Selection with Define PO = 'Y'); otherwise, the
supplier currency is used.
Calculate VAT On Req (calculate
value-added tax on requisitions)
Select to enable VAT to process and calculate onto requisitions
and to pass the VAT information from the requisition to other
transactions in the procurement process.
Allow Multicurrency PO (allow
multicurrency purchase order)
Select to enable purchase orders to be entered in the supplier
currency, even if the supplier currency differs from the
business unit currency. If you do not select this check box,
and requisitions are entered in a currency different from the
business unit currency, the system creates purchase orders in the
business unit currency. The system converts requisition prices
and amounts to the business unit currency of the purchase order.
Default Contract on Req (default
contract on requisition)
Select to automatically supply a contract to a requisition. The
system searches for and ensures that the correct contract is
selected for use with the requisition. Along with selecting this
check box, the system verifies that the Auto Default check
box is selected on the Contract page. This makes the contract
available to automatically default onto requisition and purchase
order transactions.
You can override contracts that have been selected by the
system. This enables you to receive contract prices for
requisition items and to more accurately track budgets and preencumberance balances.
See Contract Pricing for Requisitions and Purchase Orders.
Allow Business Item Attributes
72
Select to enable attributes to be established for any item in
this business unit. The business unit item attributes override
those that you establish for the item in the Item Definition Purchasing Attributes component.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 3
Defining PeopleSoft Purchasing Business Units and Processing Options
Note: Selecting the Allow Business Item Attributes check
box is useful if you must maintain item-specific attributes by
business unit as well as by SetID. For example, suppose that
several of the business units normally purchase the same item,
but each business unit has a different lead time for this item.
If you enable business unit item attributes, the lead time that
the business unit sets overrides the default lead time, and each
business unit can set a different lead time for the same item.
Default Contract on PO(default
contract onto purchase order)
Select to indicate that the system should automatically search
for appropriate contracts for purchase order lines. The check
box applies only to manually created purchase orders, and
not orders created using a batch process. This automates the
process of selecting the most appropriate contract for use with
manually created purchase orders. The default value for the field
is deselected.
If you select to search for contracts, the system begins its search
for contracts with process types of Purchase Order, General,
or Release-To-Single PO Only and that are in a current version
with an Approved status. If the check box is deselected, the
system does not search for a contract. If multiple contracts exist,
the system selects the contract where the status is Approved,
the version is current, and with the most recent (but not future)
contract begin date.
After validating the contract and using it on the transaction, the
system:
•
Updates released amounts and quantities.
•
Creates a contract event.
•
Updates the transaction with contract information.
This option does not apply to PeopleSoft Services Procurement
project roles on the contract. Services Procurement searches
for an applicable contract on the work order, and uses it on a
purchase order regardless of the Default Contract Flag check
box value. This option also does not apply to blanket purchase
orders.
See Contract Pricing for Requisitions and Purchase Orders.
Allow Receipt Load Cascade
Select to enable this business unit to receive quantities for a
purchase order line and cascade that quantity over multiple
schedules. For example, assume that you have one purchase
order line for 150 items and three schedules for 50 items,
each to be delivered a month apart. When the first shipment
arrives for receiving, a quantity of 75 items exists. Rather than
returning 25 of the items and waiting for the next shipment,
you can receive 50 on the first schedule and cascade 25 to the
second schedule. In effect, you receive these 25 items early and
deduct them from the second schedule. When the next shipment
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73
Defining PeopleSoft Purchasing Business Units and Processing Options
Chapter 3
arrives, you receive the remaining 25 items. You can cascade
line quantities until an entire order is filled.
Note: The Allow Receipt Load Cascade check box is applicable
only when you are using the Receiver Load Application Engine
process (PO_RECVLOAD) to build receivers from loaded data.
This check box is typically used to load bar code transactional
data into the system, which builds the data into receivers and
cascades the quantities down to the purchase order lines and
schedules appropriately.
Accrue PO Receipts
Select to enable this business unit to accrue receipts for
expensed items without invoices. When you run the Receipt
Accrual process (PO_REVACCR), receipts for which you have
not yet received an invoice are included in the process.
Accrue Non/PO Receipts (accrue
non/purchase order receipts)
Select to enable this business unit to accrue receipts for
noninventory items without a purchase order.
Separate Inspection
Select to require that inspection information be entered apart
from receiving information. Inspections can be performed on
the receiving dock or in the inspection location to which the
inventory item is routed.
Notify Inventory Manager
Select to include inventory workflow notifications for return
to vendor processing. The system notifies users defined in the
INV MGR role that goods are ready to be shipped back to the
supplier. The system generates an email notification when the
return disposition is Ship or Destroy for Inventory RTVs. You
can override the value for individual vendors using the Return to
Vendor Defaults page in PeopleSoft Purchasing.
See Return To Vendor Defaults Page.
Tax Exempt
Select to enable purchasing documents that are created in this
business unit to be exempt from sales and use tax.
ID
Enter the tax exempt identifier. The ID field becomes available
when you select the Tax Exempt check box.
RTV Adjust Source (return to
vendor adjust source)
Select to enable the adjustment of source documents when items
are returned to the supplierfor replacement. If you select this
check box, the net receipt quantity is adjusted down by the
return to vendor (RTV) quantity using this formula:
(Net Receipt Quantity) = (Net Receipt Quantity) – (RTV Qty)
Allow Curr UOM Conv Rate (allow
current unit of measure conversion
rate)
74
Select to calculate the purchase order standard quantity using
the current conversion rate at receiving or time of purchase
order change. If you do not select this check box, or if you do
not select the option at receiving or purchase order change, the
system uses the purchase order conversion rate.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 3
Defining PeopleSoft Purchasing Business Units and Processing Options
Note: This check box is available only when PeopleSoft
Inventory is installed. If PeopleSoft Inventory is not installed,
receiving always uses the current conversion rate and won't
update the purchase order distribution. Purchase order change
uses the current conversion rate and updates the purchase order
distributions.
RTV Adjust Fees (return to vendor
adjust fees)
Select to include adjustment fees when items are returned to the
supplier. These fees could include restocking fees or other fees
that are imposed on the transaction.
Allow PO Deletion (allow purchase
order deletion)
Select to enable authorized users to delete purchase orders in the
selected business unit.
RTV Reopen PO (return to vendor
reopen purchase order)
Select to change the purchase order schedule status to Open
when items are returned to the supplier for replacement. When
the items are reshipped, this check box enables you to receive
the items against the original schedule.
Note: If you are using commitment control, you can't reopen
closed purchase orders, and you will not be able to select this
check box. This functionality is not available when you are
using commitment control.
Allow Requisition Deletion
Select to enable authorized users to delete requisitions in the
selected business unit.
Allow GLN Display
Select this check box to display the GLN fields on the online
purchase order and requisition. The GLN fields will be hidden
in case the Allow GLN Display checkbox is deselected.
Split PO by Ship To
Select to direct the sourcing programs to create separate
purchase orders for each unique Ship To location. Selecting
this check box also restricts purchase orders created online to a
single Ship To location although this can be overridden on the
supplier or on an individual PO..
Note: One-time use addresses and addresses associated with
direct shipments or direct receipts will not be segregated by
the sourcing programs. Furthermore, PO's or Requisitions
containing any of these will never be restricted to a single Ship
To Location.
Sourcing Controls
% Unit Price Tolerance/Tolerance
Over (percent unit price tolerance/
tolerance over) and % Unit Price
Tolerance/Tolerance Under (percent
unit price tolerance/tolerance under)
Enter the percentage over and under by which the purchase
order price can vary from the requisition price. By default, these
values appear on requisitions that are created for this business
unit.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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Defining PeopleSoft Purchasing Business Units and Processing Options
Chapter 3
Item Substitution Controls
Enable Item Substitution
Select this check box to enable item substitution for this
Purchasing business unit. If you enable item substitution,
you must also select at least one check box in the Allow Item
Substitute Online Search or Allow Auto Item Substitution group
boxes.
Note: Upon selecting the Enable Item Substitution check box,
all the Item Substitute fields will be enabled for entry on the
Requisition, Req Selection/Req Expediter, Sourcing Workbench,
Purchase Order, and Receipt pages, and on other applicable
components for this business unit.
Allow Item Substitute Online Search The options in this section allows item user to access online
search for item substitutions on the Requisition and/or during
Requisition Selection and on the Purchase Order.
Allow Auto Item Substitution
Select to enable automatic item substitution on the Requisition,
during Requisition Selection, and/or during PO Sourcing and on
the Purchase Order.
Liquidate Method
Allow Liquidate by Quantity when
Distribute by Quantity
Select to indicate that the purchase order business unit is
liquidated by quantity when distributed by quantity. If you do
not select this check box, the Comm. Cntrl. Budget Processor
process automatically liquidates pre-encumbrance and
encumbrance balances by amount only.
Note: The installation must include commitment control to use this option.
Default Liquidate Method
Select a default liquidate method for the purchase order business
unit. You can liquidate by quantity or amount.
Note: You must select the Allow Liquidate by Quantity when Distribute by Quantity check box to define
a quantity default liquidate method.
Related Links
Understanding Requisition Change Tracking
Understanding Inspections
Understanding the Purchase Order Sourcing Business Process
Understanding Receipt Accrual
"Creating Change Templates (PeopleSoft 9.2: Source to Settle Common Information)"
"Creating Change Templates (PeopleSoft 9.2: Source to Settle Common Information)"
"Defining Origin Codes (PeopleSoft 9.2: Source to Settle Common Information)"
"Understanding Online POAs (PeopleSoft FSCM 9.2: eSupplier Connection)"
Maintain Receipts - Receipt Distributions for Line Page
76
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Chapter 3
Defining PeopleSoft Purchasing Business Units and Processing Options
Purchasing Definition - Document Numbering Page
Use the Purchasing Definition - Document Numbering page (BUS_UNIT_TBL_PM3) to define
transaction document autonumbering options..
Navigation
Set Up Financials/Supply Chain, Business Unit Related, Purchasing, Purchasing Definition, Document
Numbering
Select Requisitions, Purchase Orders, Receivers, Requests For Quotes, and Return to Vendors to enable
autonumbering for the associated transaction. The last number that was assigned for each transaction
appears.
Image: Document Numbering
This example illustrates the fields and controls on the Document Numbering. You can find definitions for
the fields and controls later on this page.
Beginning Sequence
To enter the beginning sequence number for the Purchase order,
users have to create a valid auto numbering entry.
If the Beginning Sequence is blank the Last Number field in the
PO Business Unit will be used in the Auto Numbering routines.
If the value has been entered in the Beginning Sequence field,
the standard Auto Numbering will be used for the Purchase
Orders.
Note: When using the standard Auto Numbering, the default
sequence is ignored since the Beginning Sequence value here
serves as the default.
Last Number Issued
Displays the Last Number value stored in the Purchasing
Business Unit if the Beginning Sequence is blank. If the
Beginning Sequence is entered, the value displayed will be from
the Auto Numbering Table
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77
Defining PeopleSoft Purchasing Business Units and Processing Options
Chapter 3
Establishing Change Options and Approval Rules
This section discusses how to:
•
Define purchase order change options and approval requirements.
•
Define requisition change options and approval requirements.
Pages Used to Establish Change Options and Approval Rules
Page Name
Definition Name
Navigation
Usage
PO Change Options (purchase BUS_UNIT_PO_APPR
order change options)
Set Up Financials/Supply
Chain, Business Unit Related,
Purchasing, Purchasing
Definition, PO Change
Options
Define purchase order
change options and approval
requirements for each
business unit.
Req Change Options (
requisition change options)
Set Up Financials/Supply
Chain, Business Unit Related,
Purchasing, Purchasing
Definition, Req Change
Options
Define requisition change
options and approval
requirements for each
business unit.
BUS_UNIT_REQ_APPR
Related Links
Understanding Purchase Order Approvals
Understanding Requisition Approvals
PO Change Options (purchase order change options) Page
Use the PO Change Options (purchase order change options) page (BUS_UNIT_PO_APPR) to define
purchase order change options and approval requirements for each business unit.
78
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Chapter 3
Defining PeopleSoft Purchasing Business Units and Processing Options
Navigation
Set Up Financials/Supply Chain, Business Unit Related, Purchasing, Purchasing Definition, PO Change
Options
Image: PO Change Options page (1 of 2)
This example illustrates the fields and controls on the PO Change Options page (1 of 2). You can find
definitions for the fields and controls later on this page.
Image: PO Change Options page (2 of 2)
This example illustrates the fields and controls on the PO Change Options page (2 of 2). You can find
definitions for the fields and controls later on this page.
Change Template
Select a change template for purchase orders within this
business unit. A purchase order change template identifies
which field changes on a purchase order cause the system to
generate the following actions:
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Defining PeopleSoft Purchasing Business Units and Processing Options
Chapter 3
•
Create a change order if the fields are changed after a
purchase order is dispatched.
•
Record change tracking.
•
Require re-approval of the purchase order or purchase order
line using the approval workflow framework.
To create a change template for purchase orders, use the change
template type of Purchase Order.
See "Creating Change Templates (PeopleSoft 9.2: Source to
Settle Common Information)".
Change Order Map Template
Select the change order map template. The Purchase Order
Acknowledgements process uses this template to determine the
fields that can be changed by the supplier on the purchase order
acknowledgements pages using the EDX process.
Note: These fields must already exist on the online purchase
order acknowledgement pages.
Approval Framework Control
Use the Approval Framework Control group box to enable the Approval Workflow Framework for
approving purchase orders at the header level, line level, or both. For the approval of purchase orders in
PeopleSoft Purchasing, you can choose between two workflow methods; the approval framework or the
PeopleTools Workflow Technology.
Note: The system displays a message that indicates whether the workflow approval framework is in use
by PeopleSoft Purchasing.
If approvals are not required for either the Approval Framework or Virtual Approver, the system
automatically approves stockless purchase orders. The orders are approved even if the Create POs in
Approved Status option is deselected on the run control. The system ignores the buyer's purchase order
creation status in the sourcing programs and only applies the run control value.
If approvals are required, the system goes through the stockless item approvals the same as it does for any
other type of item where it checks the exception codes to bypass approvals.
PO Workflow Approval Required
(purchase order workflow approval
required)
Select to indicate that you want to use the approval framework
for purchase order approvals. When you select this check box,
you initiate PeopleSoft Approval Framework and end the
use of PeopleTools Virtual Approver (part of PeopleTools
workflow technology). Any current pending purchase order
transactions will finish the approval process using the Virtual
Approver. From this action forward, the system uses the
approval workflow framework for new purchase orders.
Warning! After initiating the approval framework, you cannot
activate Virtual Approver again.
80
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Chapter 3
Defining PeopleSoft Purchasing Business Units and Processing Options
When you select this check box, the system displays an
additional group box on this page with the title Workflow
Approval Not Required. This group box enables you to
determine what sources of purchase orders do not require
approval; for example, purchase orders created by a contract
release may not need approval since a contract is in place. Both
new purchase orders and changes to existing purchase orders are
included in this group box.
Resubmit Workflow for Quantity or Select to indicate that purchase orders require re-approval after
Price Decrease
the quantity or price has been decreased.
See PeopleSoft FSCM 9.2 Approval Framework.
Automatically Approve Change Requests
Buyer Accepted POA Source
(buyer accepted purchase order
acknowledgements source)
Select to automatically approve change order requests that are
generated by online purchase order acknowledgements (POAs)
that a supplier enters directly into the system. This check box is
selected by default.
Note: To use this option, the installation must include
PeopleSoft eSupplier Connection.
All Other Sources
Select to automatically approve change order requests that
are generated by other change order sources such as the Close
Backorders process, PeopleSoft Supply Planning, PeopleSoft
Order Management (direct shipment), PeopleSoft eProcurement
(change requests), and PeopleSoft Manufacturing.
Workflow Approval Not Required
This group box only displays if you choose to use the approval workflow framework for purchase order
approvals. Define the purchase order input sources that do not require approval by selecting the Not
Required check box on the row. Purchase orders created from these source are set at the approved status
unless you then change a field value defined on the purchase order change template.
PO Create Exceptions
For newly created purchase orders, select the input sources do
not require approval. The sources are:
•
Contract Releases: includes contract referenced purchase
orders (CON) and contract releases.
•
PAR Location Replenishment: (CRT)
•
Manual and Expedite Requisitions
•
Order Management Referenced: includes batch and online
sourcing (OMR).
•
Planning System: (PLL)
•
Request for Quotation: (RFQ)
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Defining PeopleSoft Purchasing Business Units and Processing Options
PO Change Request Exceptions
Chapter 3
•
Production/Shop Floor: from PeopleSoft Manufacturing (
SFL)
•
Services Work Order: work orders from PeopleSoft Services
Procurement (SPO)
•
AutoSelect / Quick Source: purchase orders sourced from
approved requisitions (SRC) and PeopleSoft eProcurement
requisitions (EPO).
•
Work Order Management: work orders from PeopleSoft
Maintenance Management (WKM)
For changes to an existing purchase order, select the input
sources that do not require approval. The sources are:
•
Contract Release to Single PO: (BPA)
•
PAR Replenishment/Close Backorders:(CRT)
•
Order Management Referenced: includes batch and online
sourcing (DRP).
•
PO Acknowledgements: (EDX)
•
Planning System: (PLN)
•
Production/Shop Floor: from PeopleSoft Manufacturing (
PRD)
•
eProcurement Change Request: (REQ)
Virtual Approver Control
Use the Virtual Approver Control group box to determine your settings for approving purchase orders
using the Virtual Approver feature. The Virtual Approver feature is part of the PeopleTools Workflow
Technology. For the approval of purchase orders in PeopleSoft Purchasing, you can choose between
two workflow methods; PeopleSoft Approval Framework or the PeopleTools Workflow Technology.
The Virtual Approver enables you to approve the purchase order at the header level. You can route a
purchase order for approval based on the amount, the ChartFields used, or both. To implement workflow
approvals, define the roles, rules, and routings using the PeopleSoft Application Designer, PeopleCode,
and Workflow Administrator. Your system is delivered with basic approval rules already established.
Note: The fields in this group box are unavailable for entry if you have selected the PO Workflow
Approval Required check box on this page. You can only choose one workflow approval method for
purchase orders.
PO Approval Business Process
(purchase order approval business
process)
82
Select the business process for which you are establishing
approval rules. This business process corresponds to the
approval rule set. Define approval rule sets in PeopleSoft
Workflow Administrator.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 3
Defining PeopleSoft Purchasing Business Units and Processing Options
PO Amount Approval Needed
(purchase order amount approval
needed)
Select to indicate that the purchase order amount should be
approved.
PO Amount Approval Rule Set
(purchase order amount approval
rule set)
Select the approval rule set to be used to apply purchase order
amount approvals.
PO ChartField Approval Needed
Select to indicate that the purchase order ChartField should be
(purchase order ChartField approval approved.
needed)
PO ChartField Approval Rule
Select the approval rule set to be used to apply purchase order
(purchase order ChartField approval ChartField approvals.
rule)
When you select either the PO Amount Approval Needed (purchase order amount approval needed) or
PO ChartField Approval Needed (purchase order ChartField approval needed) check box, the system
forces purchase order transactions to flow through the approval process before continuing through the
purchasing life cycle.
If you do not select either of these check boxes, the purchasing authorizations that are defined on the User
Preferences - Procurement: Purchase Order Authorizations page determine approval statuses. In this case,
an authorized user can change a transaction approval status from Open to Approved. Although you define
approval processes through PeopleSoft Workflow, you do not have to implement worklist routings to
approve purchase orders. You can use designated online pages for purchase order approvals if you do not
use the worklist routing option in PeopleSoft Workflow.
When a purchase order is created for a buyer whose default purchase order status is Open on the Buyer
Table page, the purchase order default status is set to Open. To approve the purchase order, an authorized
buyer must set the purchase order status to Pending Approval or Approved. At this point, if neither
amount nor ChartField approvals are required, the purchase order status changes to Approved.
If at least one type of approval is required, the purchase order status starts at Pending Approval and
remains in this status until all applicable approvals are complete. After receiving the required approvals,
the purchase order status changes to Approved.
When a purchase order is created for a buyer whose default purchase order status is Pending Approval/
Approved, the purchase order default status is set to either Approved (if neither type of approval is needed)
or Pending Approval (if one or both types of approval are needed).
PO Create Exceptions
Use the PO Create Exceptions (purchase order create exceptions) fields to define exceptions for groups
of purchase orders created in batch. These exceptions are grouped based on the sourcing process where
the purchase order originated. When you select a sourcing process for approval exception, the system
overwrites the approval options that you define on this page. If you want one of the approval options to
remain in effect, select the appropriate check box.
These settings can force only the exception of an approval that is required for a purchase order. It can't
force an approval that isn't required. If a purchase order is modified online after a selected exempt process
creates it, the purchase order is subject to the general approval rules that you select on this page.
PO Process (purchase order process) Select the sourcing process that you want to be exempt from
the approval options. Values are Auto Select, Contract PO's
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(contract purchase orders), Online Source, PAR Location
Replenishment, Planning Load, Production Load, and Request
for Quotation.
Amt Appr Needed (amount approval Select to continue amount approval for this process.
needed)
ChrtFld Appr Needed (ChartField
approval needed)
Select to continue ChartField approval for this process.
If you use requisitions to designate the authority to purchase, you may want to create purchase orders
automatically in Approved status when the purchase orders are sourced from approved requisitions. In
this case, insert exception rows for AutoSelect and Online Source and clear the Amt Appr Needed and
ChrtFld Appr Needed check boxes. Purchase orders that are created from these sources are now exempt
from workflow approval requirements and are automatically created with a status of Approved.
When purchase orders are created from contracts, amounts are already approved. However, if the business
unit rule says that ChartFields on the purchase orders must be approved, the purchase order must go
through the same approval process as online purchase orders.
Suppose that you create a purchase order using the AutoSelect Requisitions process (PO_REQSORC).
If you define amount and ChartField approval exceptions for this process, the purchase order is created
with a status of Approved. If a buyer changes a price on the purchase order online and thereby changes
the amount of the purchase order, the purchase order status changes to Pending Approval. At this point,
the business unit approval rules apply to the modified purchase order. Once a purchase order is modified,
these rules apply regardless of the purchase order source and exceptions that are defined.
See the product documentation for PeopleTools: Workflow Technology
Related Links
Understanding the Purchase Order Sourcing Business Process
Understanding PeopleSoft Purchasing Workflow
Req Change Options (requisition change options) Page
Use the Req Change Options (requisition change options) page (BUS_UNIT_REQ_APPR) to define
requisition change options and approval requirements for each business unit.
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Navigation
Set Up Financials/Supply Chain, Business Unit Related, Purchasing, Purchasing Definition, Req
Change Options
Image: Requisition Change Options page
This example illustrates the fields and controls on the Requisition Change Options page. You can find
definitions for the fields and controls later on this page.
Change Order Option (requisition
change order option)
Select a specific category of requisitions that are eligible for
change order tracking.
Values are:
A: (Approved Requisitions)
N: (No Change Orders)
S: (Sourced)
V:(Valid Budget Checked)
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Note: The Valid Budget Checked change order option enables
you to use requisition change order templates to track changes
based on approval, budget, or sourcing statuses. PeopleSoft
Purchasing provides three options to determine when a
requisition change order should be tracked depending on an
organization's business controls. For example, changes to
the requisition affect only the buying organization after the
requisition has been sourced to a purchase order; however,
departmental controls may require that you track changes after
requisition approval has occurred.
Change Template (requisition change Select a change template for requisitions within this business
order template)
unit. A requisition change template identifies which field
changes on a requisition cause the system to generate the
following actions:
•
Create a change request if the fields are changed after a
requisition has been sourced to a purchase order.
•
Record change tracking.
•
Require re-approval of the requisition or requisition line
using the approval workflow framework.
To create a change template for requisitions, use the change
template type of Requisition.
See "Creating Change Templates (PeopleSoft 9.2: Source to
Settle Common Information)".
Approval Framework Control
Use the Approval Framework Control group box to enable the approval framework for approving
requisitions at the header level, line level, or both. For the approval of requisitions in PeopleSoft
Purchasing, you can choose between two workflow methods; the approval framework or the PeopleTools
Workflow Technology.
Note: The system displays a message that indicates whether the approval framework is in use by
Purchasing.
Workflow Approval Required
(workflow approval required)
Select to indicate that you want to use the approval workflow
framework for requisition approvals. When you select this
check box, you initiate the approval workflow framework
and end the use of PeopleTools Virtual Approver (part of
PeopleTools workflow technology). Any current pending
requisition transactions will finish the approval process using
the Virtual Approver. From this action forward, the system uses
the approval workflow framework for new requisitions.
Warning! After initiating the approval workflow framework,
you cannot activate Virtual Approver again.
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Resubmit Workflow for Quantity or Select to indicate that requisitions require re-approval after the
Price Decrease
quantity or price has been decreased.
Virtual Approver Control
Use the Virtual Approver Control group box to determine your settings for approving requisitions
using the Virtual Approver feature. The Virtual Approver feature is part of the PeopleTools Workflow
Technology. For the approval of requisitions in PeopleSoft Purchasing, you can choose between two
workflow methods; the Approval Framework or the PeopleTools Workflow Technology. The Virtual
Approver enables you to approve the requisition at the header level. You can route a requisition for
approval based on the amount, the ChartFields used, or both. To implement workflow approvals, define
the roles, rules, and routings using the PeopleSoft Application Designer, PeopleCode, and Workflow
Administrator. Your system is delivered with basic approval rules already established.
Req Approval Business Process
(requisition approval business
process)
Select the business process for which you are establishing
approval rules. This business process corresponds to the
approval rule set. Define approval rule sets in PeopleSoft
Workflow Administrator.
Req Amount Approval Rule
(requisition amount approval rule)
Select the approval rule set to be used to apply requisition
amount approvals.
Req ChartField Approval Rule
(requisition ChartField approval
rule)
Select the approval rule set to be used to apply requisition
ChartField approvals.
Selecting the Req Amount Approval Needed or Req ChartField Approval Needed check box forces
requisition transactions to flow through the approval process before continuing through the purchasing
life cycle.
If you do not select one of these check boxes, the purchasing authorizations that are defined on the User
Preferences - Procurement: Requisition Authorizations page determine approval statuses. In this case, an
authorized user can change a transaction approval status from Open to Approved. Although you define
approval processes through PeopleSoft Workflow, you do not have to implement worklist routings to
approve requisitions. You can use designated online pages for requisition approvals if you do not use the
worklist routing option in PeopleSoft Workflow.
See the product documentation for PeopleTools: Workflow Technology
Related Links
Understanding PeopleSoft Purchasing Workflow
Establishing Purchasing Processing Options
To define purchasing processing options, use the Purchasing Processing Options component
(BUS_UNIT_OPT_PM).
This section discusses how to:
•
Define purchasing processing options.
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•
Define transaction dispatch methods.
•
Define freight options.
•
Define purchase order acknowledgement (POA) settings.
•
Define VAT service treatment setup.
•
Define reason codes for change requests and change orders.
Pages Used to Establish Purchasing Processing Options
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Page Name
Definition Name
Navigation
Usage
Purchasing Options
BUS_UNIT_OPT_PM
Set Up Financials/Supply
Chain, Business Unit Related,
Purchasing, Purchasing
Options
Define purchasing options
and transaction processing
criteria for each PeopleSoft
Purchasing business unit. You
can override these options
during transaction processing.
Dispatch Method
BU_OPT_PM_DISP
Click the Dispatch Method
link on the Purchasing
Options page.
Define transaction dispatch
methods for purchase orders,
RFQs, RTVs, contracts, and
replenishment requests.
Freight Option
BU_OPT_PM_FREIGHT
Click the Freight Option link
on the Purchasing Options
page.
Define freight options, rule
codes, and charge methods.
POA Settings (purchase order
acknowledgements settings)
POA_DEF_BU_SP
Click the POA Settings link
on the Purchasing Options
page.
Define POA requirements and
tolerance settings.
VAT Defaults Setup (valueadded tax defaults setup)
VAT_DEFAULTS_DTL
Click the VAT Default link on
the Purchasing Options page.
Define VAT default options
for all transactions in a
business unit.
Service VAT Treatment
VAT_DEFAULTS_DTL
Defaults Setup (service valueadded tax treatment defaults
setup)
Click the VAT Service
Treatment Setup link on the
Purchasing Options page.
Define service-related VAT
default options for service
transactions in a business unit.
Procurement Change Reason
Codes
Click the Change Reason
Codes link on the Purchasing
Options page.
Define settings for reason
codes used when creating
change requests and change
orders in PeopleSoft
Purchasing, eProcurement,
and Services Procurement.
These settings enable you to
define default reason codes
and determine if reason
codes or comments should
be required when creating or
approving these transactions.
BUS_OPT_PM_REASON
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Defining PeopleSoft Purchasing Business Units and Processing Options
Purchasing Options Page
Use the Purchasing Options page (BUS_UNIT_OPT_PM) to define purchasing options and transaction
processing criteria for each PeopleSoft Purchasing business unit.
You can override these options during transaction processing.
Navigation
Set Up Financials/Supply Chain, Business Unit Related, Purchasing, Purchasing Options
Image: Purchasing Options page
This example illustrates the fields and controls on the Purchasing Options page. You can find definitions
for the fields and controls later on this page.
You can establish multiple processing options for a given SetID. To create distinct groups of processing
options, give each new group a distinct processing option ID. Processing-options groups with different
IDs can have the same effective date, which enables you to choose among these groups for varying
situations. You can also effective-date processing options within a processing option ID. Within each
processing-options group, you can add a new set of effective-dated purchasing options.
Effective-dating processing options enables you to activate or inactivate processing options within
a processing option ID. This functionality is useful for making date-sensitive changes to a group of
processing options (payment terms, for example) while keeping the other options identical.
Accounting Template
Select the accounting template for this SetID, which is used to
determine ChartField values that offset one-sided transactions in
PeopleSoft Purchasing.
Accounting Date Indicator
Enter C (current) to use the current system date as the
accounting date. Enter S (specific) to use the specific accounting
date that you provide here. This value is useful if you do not
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want multiple journal entries created from a subsystem. Enter
S and enter an accounting date for all transactions. When the
Journal Generator runs, it finds one date for the entire period
and creates one journal entry. Alternatively, the system would
create separate entries for each accounting date that the Journal
Generator found.
Note: If you select S, you must return to this definition each
month and update the accounting date for the next period.
Edit Combinations
Select for any PeopleSoft Purchasing business units that require
ChartField combination edits.
Chartfield Edit Option
Select the action that you want the system to take when it
encounters errors if you choose to verify ChartFields for this
SetID:
Default: Uses the default value from the Journal Options
General Ledger Definition page.
None: Deselects the ChartField edit option. No action is taken
when errors occur.
Recycle: Enables you to save the transaction, but you can't post
until you correct the error.
Reject: Rejects the transaction and does not enable you to save
until you correct the error.
Use Suspen (use suspense): Posts the transaction to a suspense
account. You should coordinate with the PeopleSoft General
Ledger implementation team to determine whether you should
select this option. If you do select this option, the PeopleSoft
General Ledger team must create journal entries to move the
amounts out of the suspense account and into the appropriate
distribution accounts.
Warning: Issues a warning and enables you to save.
Automatic UOM Round Option
(automatic unit of measure round
option)
Select the method by which you want to be notified of automatic
rounding of item quantities. (When you are converting between
units of measure, item quantities on purchasing documents are
automatically rounded according to the rules that are set up on
the Units of Measure page.) Values are:
Error: Stops the conversion if automatic rounding changes the
quantity.
No Warning: Automatic rounding occurs without notification
that conversion will change the UOM value.
Warning: Automatic rounding occurs with a notification of any
unit-of-measure value change.
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Payment Terms ID
Select a payment term ID for this SetID. By default, this value
appears on the purchase order unless you override it at the
supplier level. Define payment terms IDs on the Single Pay
Terms and Multiple Pay Terms pages.
Payment Terms Basis Date Type
Select the basis date type for the selected payment terms ID. The
system calculates the payment due date from this date. Values
are: Accounting Date, Constructive Doc Receipt Date, Invoice
Date, Receipt Date, Ship Date, and User Specified Date.
Ship Via Code
Select the ship via code for the SetID. Define values on the Ship
Via Codes page.
Freight Terms Code
Select the freight terms code for the SetID. Define values on the
Freight Terms page.
Physical Nature
Select to indicate whether the object is a physical good or
service.
Where Performed
Select to indicate the location where the service is most often
performed. Values are:
Buyer's: Select if the service was physically performed at the
buyer location.
Ship From: Select if the service was physically performed at the
bill from location.
Ship To: Select if the service was physically performed at the
bill to location.
Supplier's: Select if the service was physically performed at the
supplier location.
Note: The Physical Nature and Where Performed fields are
used as part of the purchasing defaulting hierarchy. The Where
Performed field is available when the value in the Physical
Nature field is Service. These fields are supplied by default
onto requisition, purchase order, contract, and RFQ lines. These
fields also affect the VAT treatment determination.
Open Period
Select how the system is to handle open period in transactions if
you are using commitment control. Values include:
Error: The system issues an error and does not permit you to
complete the transaction because the budget date isn't within
the valid open period date range. This is the default value if
commitment control is enabled.
None: The system does not check for open period. This is the
default value if commitment control is not selected.
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Warning: The system issues a warning but does not prevent you
from completing the transaction even though the budget date
isn't within the valid open period date range.
Default Amount Only PO to "Do
Not Receive" (default amount only
purchase order to "do not receive
This check box appears deselected by default. When you create
an amount-only purchase order online or through the sourcing
process, if this check box is selected, the purchase order lines
Receiving Required field will appear as Do Not Receive.
If this check box is deselected, the system uses the other
defaulting hierarchy to determine the Receiving Required field
value for the purchase order line. The system checks first at
the item and then the item category to determine the receiving
requirement.
Purchasing Group Option
Select this check box in order to provide the means to group
various items across a single or multiple transactions together.
. If this check box is selected, then the Procurement Group ID,
Primary Unit, Unit Allocation Quantity, and Unit Allocation
Amount fields are displayed on the requisition, purchase order,
and receipt transaction pages.
See Understanding Procurement Groups in PeopleSoft.
Allocate Purchasing Group
Select this check box to enable functionality for procurement
groups to be allocated to PeopleSoft Asset Management.
This check box is only available for selection when you have
selected the Purchasing Group Option check box above. If
you select the Allocate Purchasing Group check box, receipts
populate procurement group asset data on the Receipt Line
Asset and Asset Management Interface tables to be picked up by
PeopleSoft Asset Management.
Inventory Sourcing Options
Check Inventory Available Qty
Select to have the system check available inventory when
(check inventory available quantity) creating inventory demand. If this check box is selected, the
system creates inventory demand for the first eligible warehouse
in priority order that has sufficient quantity to meet the demand.
If this check box is deselected, inventory demand is created
for the first eligible warehouse in priority order (unless it is the
requesting warehouse), regardless of whether that warehouse
has sufficient quantity.
Note: The distribution network determines the priority order
for eligible warehouses. If no distribution network is designated
for a ship-to location, the Build Inventory Demand process (PO
_REQINVS) resets the Inventory Source option to N (no) for
sourcing by the PO Calculations process (PO_POCALC).
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Partial Qtys Can Ship (partial
quantities can ship)
Select to have the Build Inventory Demand process enable
an order to be partially sourced from one or more PeopleSoft
Inventory business units, with any remaining quantity being
sourced to a purchase order.
If you do not select this check box and a quantity cannot be
fully sourced from one PeopleSoft Inventory business unit, the
process sets the inventory source setting on the staging table to
N (no), and the entire quantity is sourced to a purchase order.
Item Not Stocked at IN Unit (item
not stocked at inventory business
unit)
Select to have the Build Inventory Demand process source
requests differently when no PeopleSoft Inventory business unit
is found to stock this item. Values include:
Error out: The Build Inventory Demand process errors out
when no PeopleSoft Inventory business unit is found to stock
the requested item. If you select this value, the process sets the
stage statuses to Error in the purchase order staging tables.
Source to PO (source to purchase order): The Build Inventory
Demand process sources the request to a purchase order when
no PeopleSoft Inventory business unit is found to stock the
requested item. If you select this value, the process sets the
inventory source status for the request to N (no) so that the PO
Calculation process can source it to a purchase order.
Note: This and the Check Inventory Available Qty and Partial
Qtys Can Ship check boxes work together to help the Build
Inventory Demand process determine the method by which
requested demand is sourced, as well as which distribution
network warehouses are eligible for sourcing.
Dispatch Method
Click to access the Dispatch Method page. Use the Dispatch
Method page to define the dispatch methods for purchase
orders, request for quotes, return to vendors, and contracts.
Freight Option
Click to access the Freight Option page. Use the Freight Option
page to define freight options for the business units.
VAT Default (value-added tax
default)
Click this link to access the VAT Defaults Setup page.
The VAT Defaults Setup page is a common page that you can
use to set up VAT defaulting for all PeopleSoft applications
that process VAT transactions. Using this page, you can define
PeopleSoft Purchasing defaults, as applicable.
VAT Service Treatment Setup (value- Click to access the Service VAT Treatment Defaults Setup page.
added tax service treatment setup)
The Service VAT Treatment Defaults Setup page is a common
page that you can use to set up VAT defaulting for all PeopleSoft
applications that process VAT transactions. On this page, you
can define service-related defaults for PeopleSoft Purchasing, as
applicable.
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POA Setting (purchase order
acknowledgement setting)
Click to access the POA Setting page. Use this page to define
whether purchase order acknowledgements will be required
from suppliers.
Change Reason Codes
Click to access the Procurement Change Reason Codes page
where you can define settings for reason codes used when
creating change requests and change orders in PeopleSoft
Purchasing, eProcurement, and Services Procurement. These
setting enable you to define default reason codes and determine
if reason codes or comments should be required when creating
or approving these transactions.
Related Links
Building Inventory Demand Transactions
Open Period
"Defining Additional Common Information (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Payment Terms - Single Payment Page (PeopleSoft 9.2: Source to Settle Common Information)"
"Payment Terms - Multi Payment Page (PeopleSoft 9.2: Source to Settle Common Information)"
"Understanding VAT (PeopleSoft FSCM 9.2: Global Options and Reports)"
Dispatch Method Page
Use the Dispatch Method page (BU_OPT_PM_DISP) to define transaction dispatch methods for purchase
orders, RFQs, RTVs, contracts, and replenishment requests.
Navigation
Click the Dispatch Method link on the Purchasing Options page.
Note: Suppliers can define their own dispatch method settings on the Procurement Options page.
Purchase Order, Request For Quote, Select the dispatch method for transactions that this business
and Return to Vendor
creates. Values are EDX (electronic data exchange), Email, Fax,
Phone, and Print.
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Contract
Select the dispatch method for transactions that this business
creates. Values are Email, Fax, Phone, and Print.
ProCard Dispatch Option
(procurement card dispatch option)
Select this option if you are using the procurement card
functionality on purchase orders. The option that you select will
affect the printed text that appears on the PO/Dispatch Print
report. Options are:
•
Charge to Card on File: Select to have "Charge to credit
card" print in the header portion of the PO Dispatch/Print
SQR report (POPO005).
•
Contact Buyer: Select 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."
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Transmit Change Orders
•
Contact Cardholder: Select 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."
•
Include Masked Card Info (include masked card
information): Select 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 to have no procurement card
information print on the PO Dispatch/Print report.
Select to enable the PO Dispatch/Print process to transmit
change orders to vendors for this business unit. If you do not
select this check box, the system may not generate the output
file at all. Either way, after the PO Dispatch/Print process runs
successfully, the status of the changed purchase order is set to D
(dispatched).
You can override this value for individual supplier locations on
the Procurement Options page.
Note: This check box applies only to change orders. Initial
dispatches of purchase orders are unaffected by this value.
Related Links
Understanding Purchase Order Dispatch
Dispatch Quote Forms Page
Dispatch RTVs Page
"Release Parameter page (PeopleSoft 9.2: Source to Settle Common Information)"
Freight Option Page
Use the Freight Option page (BU_OPT_PM_FREIGHT) to define freight options, rule codes, and charge
methods.
Navigation
Click the Freight Option link on the Purchasing Options page.
Arbitration Plan ID
Select the freight and transportation arbitration plan for this
business unit.
Freight Charge Method
Select the freight charge method for this business unit. Although
the method applies to the entire purchase order, it is calculated
on a line-by-line basis.
Related Links
"Understanding Internal Freight Calculations (PeopleSoft FSCM 9.2: Order Management)"
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POA Settings (purchase order acknowledgements settings) Page
Use the POA Settings (purchase order acknowledgements settings) page (POA_DEF_BU_SP) to define
POA requirements and tolerance settings.
Navigation
Click the POA Settings link on the Purchasing Options page.
POA Settings
POA Required
Select this check box if a POA is required by a supplier after a
purchase order is dispatched. When you select this check box
the Alert worklist if no POA received fields become available.
Alert worklist if no POA received
(alert worklist if no purchase order
acknowledgement received)
Enter the number of days after purchase order dispatch or before
purchase order delivery to send a notification to the buyer's
worklist if no POA is received by the supplier for a purchase
order in those time frames.
Note: Enter 999 in these fields if you do not want to generate a
worklist entry for the buyer.
POA required with change order
(purchase order acknowledgement
required with change order)
Select this check box if a POA is required when a change order
is created.
POA Tolerance Settings
Auto-Approve POA if changes
Enter the tolerance settings for the system to be able to
against PO do not exceed
automatically approve a POA for the buyer.
(auto-approve purchase order
acknowledgement if changes against
the purchase order do not exceed)
days before Schedule Due Date and
days after Schedule Due Date
Enter the number of days early or late to enable auto-approving
a POA for the purchase order schedule. If the supplier changes a
date that falls outside the schedule-days-early or schedule-dayslate tolerances, then the buyer is required to review the change.
percent under Schedule Quantity
and percent over Schedule Quantity
Enter the percentage under or over the purchase order schedule
quantity to enable autoapproving a POA for a purchase order.
If the supplier changes the quantity for any schedule above or
below this percentage then the buyer will be required to review
the change.
percent below PO Unit Price
Enter the percentage below or above the purchase order unit
(percent below purchase order unit price to enable autoapproving a POA for a purchase order.
price)and percent above PO Unit
Price (percent below purchase order
unit price)
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Note: Enter 999 in these tolerance setting fields if you do not want the system to be able to automatically
approve a POA within the tolerance settings.
POA Settings Hierarchy
You can define POA settings at the purchasing business unit level and at the supplier and location level.
You define the purchasing business unit POA settings using the POA Settings page in the Processing
Options component. You define the supplier and location POA settings using the Procurement Options
page in the supplier component. You can override the purchasing business unit POA settings by defining
supplier and location POA settings.
During the processing of a POA, the system first retrieves the POA settings at the supplier and location
level that are associated with the purchase order. If the POA settings are not defined at that level, then the
system retrieves the POA settings at the purchasing business unit level.
See "Defining Supplier Locations (PeopleSoft 9.2: Source to Settle Common Information)".
Service VAT Treatment Defaults Setup (service value-added tax treatment
defaults setup) Page
Use the Service VAT Treatment Defaults Setup (service value-added tax treatment defaults setup) page
(VAT_DEFAULTS_DTL) to define service-related VAT default options for service transactions in a
business unit.
Navigation
Click the VAT Service Treatment Setup link on the Purchasing Options page.
You can insert rows for the supplier's location country or state. You can also delete any existing rows.
Return to Purchasing Options
Click to return to the Purchasing Options component.
Copy Values to New Rows
If you are inserting a row for a VAT driver key, select this check
box to copy all the VAT defaults from the previous row to the
new row. Otherwise, all VAT default fields for the new row will
be blank.
Copy Defaults From
Click to access the Copy Service VAT Treatment Defaults From
page, which you can use to copy the VAT defaults from another
key combination for the same VAT driver.
Seller Location Country
Select the supplier's location country.
Seller Location State
As applicable, enter the supplier's location state.
VAT Service Type (value-added
service type)
Set the type of service for the applicable VAT drivers. Values
are:
Freight Transport
Other
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VAT Place of Supply (value-added
tax place of supply)
Chapter 3
For the applicable VAT drivers, select the usual place of supply (
the place where VAT liability occurs). Values are:
Buyer's Countries
Supplier's Countries
Where Physically Performed
Related Links
"Understanding VAT (PeopleSoft FSCM 9.2: Global Options and Reports)"
Service VAT Treatment Defaults Setup (service value-added tax treatment
defaults setup) Page
Use the Procurement Change Reason Codes page (BUS_OPT_PM_REASON) to define settings
for reason codes used when creating change requests and change orders in PeopleSoft Purchasing,
eProcurement, and Services Procurement.
These settings enable you to define default reason codes and determine if reason codes or comments
should be required when creating or approving these transactions.
Navigation
Click the Change Reason Codes link on the Purchasing Options page.
Image: Procurement Change Reason Codes
This example illustrates the fields and controls on the Procurement Change Reason Codes. You can find
definitions for the fields and controls later on this page.
Reason Type
Select the reason type for your default reason code. Your
selection is limited to the following reason types:
•
98
Procurement Change: This reason type enables you to select
the default reason code for users entering a change request
or change order.
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Defining PeopleSoft Purchasing Business Units and Processing Options
•
Deny PO Change Request: This reason type enables you to
select the default reason code for buyers rejecting a change
order during the approval process.
Reason Code Required
Select to require that a user enter a reason code when creating
a change request, change order, or rejecting a change. Reason
codes help identify why a user made a change or why a buyer
rejected the change.
Comments Required
Select to require that a user enter a comment when creating a
change request, change order, or rejecting a change. Comments
enable the user to give a detailed explanation of their action.
Default Reason Code
Enter the reason code that should default to the transaction. The
available reason codes are limited by the reason type on this
row. Only one default reason code can be entered per reason
type.
Preparing PeopleSoft Purchasing VAT Environments
To prepare the PeopleSoft Purchasing VAT environment:
1. Link the PeopleSoft Purchasing business unit to a VAT entity using the PeopleSoft General Ledger
business unit.
This enables the PeopleSoft Purchasing business unit to record VAT information on purchase orders.
2. Define VAT defaults and other VAT-related information for all VAT drivers in the PeopleSoft
Purchasing defaulting hierarchy, as required.
To link a PeopleSoft Purchasing business unit to a VAT entity:
1. Access the Purchasing Definition - Business Unit Definition page.
2. Select the PS/GL (PeopleSoft General Ledger) check box.
3. Select the PeopleSoft General Ledger business unit in the GL Unit (general ledger unit) field.
The connection between PeopleSoft Purchasing business units and VAT entities is indirect. You must
link the PeopleSoft Purchasing business unit to a PeopleSoft General Ledger business unit that is
already linked to a VAT entity. Define links between PeopleSoft General Ledger business units and
VAT entities on the VAT Entity - Identification page.
After linking PeopleSoft Purchasing business units to PeopleSoft General Ledger units, set the VAT
processing options for those business units. VAT processing options are defined by SetID, and the
options are applied to all business units within the SetID.
To define VAT defaults, VAT service treatment defaults, and other VAT-related information for the
PeopleSoft Purchasing options VAT driver:
1. Access the Purchasing Options page (Set Up Financials/Supply Chain, Business Unit Related,
Purchasing, Purchasing Options).
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Defining PeopleSoft Purchasing Business Units and Processing Options
Chapter 3
2. Specify a value for physical nature.
3. Click the VAT Defaults link to access the VAT Defaults Setup page for the purchase order options
VAT driver.
See Understanding the Requisition Business Process.
4. Click the VAT Service Treatment Setup link to access the Service VAT Treatment Default setup page
for the purchase order options VAT driver.
To define VAT defaults and other VAT-related information for the PeopleSoft Purchasing (business unit)
definition VAT driver:
1. Access the Purchasing Definition - Business Unit Options page.
2. Select the Calculate VAT on Req (calculate value-added tax on requisitions) check box if you want
to process and calculate VAT on requisitions and pass the requisition VAT information to other
procurement transactions further along the supply chain.
3. Access the Purchasing Definition - Business Unit Definition page.
4. Click the VAT Defaults link to access the VAT Defaults Setup page for the PeopleSoft Purchasing
business unit VAT driver.
To define VAT defaults, service VAT treatment defaults, and other VAT-related information for the
supplier and supplier location VAT drivers:
1. Access the supplier Identifying Information page.
Select: Suppliers, supplier Information, Add Update, Identifying Information.
2. Select the VAT Registration check box and access the VAT Registration Details page.
Create a row, entering the VAT registration number, if available, for all VAT countries in which this
supplier conducts business and all countries for which the supplier reports VAT.
3. Click the VAT Defaults link to access the VAT Defaults Setup page, where you can define VAT
defaults, such as VAT codes, transaction types, declaration points, rounding rule, and VAT use type for
vendors.
4. Click the VAT Service Treatment Setup link to access the Service VAT Treatment Defaults Setup
page, where you can define service-related VAT defaults for vendors.
5. Access the Location page.
For each location, expand the VAT section to define the usual physical nature of items purchased from
this location (the location where services provided by this supplier location are usually performed)
and to specify whether this supplier has been selected for suspension of VAT on purchases.
6. For each location, click the VAT Defaults link to access the VAT Defaults Setup page, where you can
define VAT defaults (such as VAT codes, transaction types, declaration points, rounding rule, and VAT
use type) for supplier locations.
7. For each location, click the VAT Service Treatment Setup link to access the Service VAT Treatment
Defaults Setup page, where you can define service-related VAT defaults for supplier locations.
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To define VAT defaults at the PeopleSoft Purchasing item level:
1. Access the Purchasing Attributes page.
Select: Items, Define Items and Attributes, Purchasing Attributes.
2. Click the VAT Default link to access the VAT Defaults Setup page.
3. Click the VAT Service Treatment Setup link to access the Service VAT Treatment Defaults setup page.
To define a default VAT use type for the VAT driver for item business units in PeopleSoft Purchasing:
1. Access the Purchasing Business Unit Attributes page.
Select: Items, Define Items and Attributes, Purchasing Attributes.
2. Click the VAT Default link to access the VAT Defaults Setup page.
You can also define VAT defaults and service VAT treatment defaults for all VAT drivers in the PeopleSoft
Purchasing hierarchy by navigating directly to the VAT Defaults and Service VAT Treatment Defaults
components.
Related Links
Establishing PeopleSoft Purchasing Business Units
Service VAT Treatment Defaults Setup (service value-added tax treatment defaults setup) Page
"Buyer Setup Page (PeopleSoft 9.2: Source to Settle Common Information)"
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Chapter 4
Defining Purchasing Item Information
Understanding Purchasing Item Information
Defining values on the purchasing item information pages provides item-related processing information
and default values that minimize errors and maximize productivity when you create purchasing
transactions.
This section provides a list of common elements and discusses how to:
•
Set up item catalogs.
•
Work with market codes.
Common Elements Used in Purchasing Item Information
Days Late, Early Ship Rjct Days
(days late, early shipment rejection
days)
Enter the acceptable number of days before or after a shipment
date during which you will still receive the goods.
Ext Price Tolerance /% Ext Price
Enter the matching tolerance amount and percentage for the
Tolerance (extended price tolerance/ extended price (amount multiplied by quantity) of the item. The
percentage extended price tolerance) extended price tolerance is the tolerance for the entire order, not
just an individual item.
Inspect ID (inspection ID)
Displays the inspection IDs, which are established on the
Inspection Routing page.
Inspection Required
Select to require inspection and to make the other inspection
fields available for entry.
Inspection UOM (inspection unit of
measure)
Select from these values:
Standard: Select to perform inspections in the standard unit
of measure (UOM) setup on the Item Definition - General:
Common link page.
supplier: Select to perform inspections in the UOM used on the
purchase order to the supplier.
Lead Time Factor %, Ship to
Priority Factor %, Price Factor %,
supplier Priority Factor % (lead
time factor percent, ship to priority
factor percent, price factor percent,
supplier priority factor percent)
If you select the Flexible sourcing method, enter the percentage
weight that you want to give to lead time, price, ship to, and
supplier priority. The higher the percentage that you give to one
of the criteria, the more weight that criterion has. For example,
if you want to select the supplier based only on lead time, you
can give lead time a percentage weight of 100 percent and the
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Chapter 4
supplier with the best lead time (regardless of price, ship to, or
supplier priority) is selected.
Partial Qty (partial quantity)
Indicate the action that you want to take if you receive less than
the quantity specified on the purchase order schedule. Select
from:
Open: Select to receive the partial quantity, leave the receipt line
status as Open, and enable the receipt to be saved.
Open/Error: Reject the partial quantity, leave the receipt line
status as Open, and generate an error message.
Open/Warn (open, but with a warning): Receive the partial
quantity, leave the receipt line in Open status, and generate a
warning message.
Recvd (received): Receive the partial quantity and change the
receipt line status to Recvd.
Recvd/Warn (received with a warning): Receive the partial
quantity and change the receipt line status to Recvd, but also
generate a warning about the partial quantity.
Receiving Required
104
Select the receiving requirement for the item. Values are:
•
Do Not: Do not receive; accounts payable matching and
receipt accrual are not applicable.
•
Optional: Receiving is optional; accounts payable will
not match receipt lines and the system will not accrue the
receipt.
•
Required: Receiving is required; accounts payable will
match receipt lines and the system will accrue the receipt.
Reject Qty Over Tolerance (reject
quantity over the tolerance limit)
Select to reject a quantity that surpasses the tolerance limits that
you set.
Sourcing Method
Select from Basic, Cumulative Split, Flexible, and Sched Split (
split schedule). This value appears by default from the category
assigned to the item.
Tolerance Over, Tolerance Under
Select the amount or percentage over or under the tolerance
selected that still enables a voucher match.
Unit Price Tolerance/% Unit Price
Tolerance (unit price tolerance/
percent unit price tolerance)
Displays the matching tolerance amount and percentage for the
price of an individual item.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 4
Defining Purchasing Item Information
Setting Up Item Catalogs
With PeopleSoft Purchasing, you can define any number of item catalogs. These item catalogs can be
tailored for individual, department, or corporate-wide use and can greatly reduce the repetitive tasks
associated with service and material purchases, such as rent, supplies, and standing inventory.
With PeopleSoft catalog functionality, you can:
•
Assign default item catalogs tailored specifically to individual requesters.
•
Transfer item catalog information in electronic format into PeopleSoft catalogs.
PeopleSoft Purchasing enables you to load and maintain items from various applications, including
a process that loads and updates item information from a third party or supplier to PeopleSoft
Purchasing and an Item Loader process that synchronizes item information between systems.
These are the main steps involved in creating an item catalog:
1. Create the category that will serve as the first node in the catalog tree.
2. Create a catalog tree.
3. Assign catalogs to the requesters.
4. Associate an inventory item with a default category.
To create the category that will serve as the first node in the catalog tree:
1. Access the Item Categories - Category Definition page in Add mode.
In the access requirements for the page, enter the SetID and the category code that you want to use as
the first node for the new catalog tree.
2. On the Item Categories - Category Definition page, enter required information, including account,
description, short description, and currency code.
3. Save the category.
You may see warning messages about tolerances that have been left as zero (0.00000). For our current
task, this is acceptable. Click the OK button to acknowledge the warning.
4. When the system asks whether you want to update item catalogs with the category changes, click the
No button because you have not yet created the target catalog tree.
In the future, when the catalog tree has been established, click the Yes button, and select the catalog to
which you want to assign a new category.
To create a catalog tree:
1. Access the Tree Manager component.
2. Choose to create a new tree definition and enter a tree name.
3. On the Tree Definition and Properties page, enter the basic information: tree name, structure ID,
effective date, description, category, use of levels, audit options, and performance options.
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Chapter 4
Click the OK button to accept the settings and close the Tree Definition and Properties page. When
you do, the Enter Root Node for Tree page appears.
4. On the Enter Root Node for Tree page, create a tree level for the new tree.
If no existing level is listed, click the Add Level button to access the Tree Levels page, where you
can define the level to be used by the entire tree you are creating. If an existing level exists, you can
choose to select it.
5. Enter a level name on the Tree Levels page.
The level name that you define here can be any generic name, for example, LEVEL 1.
If the level does not already exist in the system, you are transferred to the Tree Level Setup page.
6. On the Tree Level Setup page, enter further information about the level.
This includes information such as effective date, status, description, and short description.
Click the Apply button to save the settings. Click the OK button to return to the Enter Root Node for
Tree page.
7. On the Enter Root Node for Tree page, create the first node by defining a value in the Root Node
field.
This should be the name of the first node.
Click the OK button to accept and create the first node. When you do, the Tree Manager page appears.
8. On the Tree Manager page, click the Insert Detail button to create the detail node.
The Detail Value Range page appears.
9. On the Detail Value Range page, select the Dynamic Flag check box and click the Add button.
The system returns you to the Tree Manager page.
10. Save the new tree definition.
You have now successfully created an item catalog tree.
11. Click the Yes button when prompted to update item catalogs with the category changes.
12. Assign the new category to the new catalog.
13. Launch Tree Manager to verify that the nodes have been created correctly for the catalog.
To assign catalogs to the requesters:
1. Use the Requester Setup page, and enter the requester name in the access requirements.
2. Select the Use Only Assigned Catalogs check box.
3. In the Catalog Information scroll area, assign catalogs to the selected requester.
4. Select the Default check box for the catalog that a requester will use as a default catalog.
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Chapter 4
Defining Purchasing Item Information
see the product documentation for PeopleTools: PeopleSoft Tree Manager
Related Links
Defining Purchasing Item Categories
"Requester Setup Page (PeopleSoft 9.2: Source to Settle Common Information)"
Working with Market Codes
If you are an existing PeopleSoft Purchasing customer, the conventional category codes are considered
to be user-defined and the market codes for these codes are set to User Def (user-defined) (01) in the
Item Categories component after you run the upgrade script. You can maintain the same coding scheme,
as well as migrate to the new industry standard coding scheme, the Universal Standard Products and
Services Classifications (UNSPSC). PeopleSoft eProcurement provides you with the Import CUP File
process (PV_CP_LOAD) to load UNSPSC and their corresponding MarketSite items through a batch
process.
Use the UNSPSC to classify products and services at 2-digit, 4-digit, 6-digit and 8-digit levels, depending
on your specific needs. Each subsequent level of detail describes a subset of all codes and descriptions
preceding it in the code's hierarchy.
For example, ballpoint pens at the 8-digit level are a subset of writing instruments at the 6-digit level,
which is a subset of office supplies at the 4-digit level. These descriptions are varying degrees of office
equipment, accessories, and supplies at the 2-digit level. You can add ninth and tenth digits to indicate
the business relationship to the supplier, such as rental/lease, wholesale, retail, or original equipment
manufacturer. Each UNSPSC is unique and enables unambiguous translation of the commodity's
description into any language.
This table explains the UNSPSC coding hierarchy. In this example, leased addressing machines are
assigned UNSPSC number 4410210510. They are classified as office equipment, accessories and supplies
– one of 55 existing segments at the top level of the UNSPSC hierarchy.
Level
UNSPSC
UNSPSC Description
Segment
44
Office equipment, accessories, and
supplies.
Family
44 | 10
Office machines and their supplies and
accessories.
Class
44 | 10 | 21
Mail machines.
Commodity
44 | 10 | 21 | 05
Addressing machines.
Business function identifier
44 | 10 | 21 | 05 | 10
Addressing machines, leased.
When you add a new category code using the Item Categories component, the system checks to determine
whether the code consists of only numbers and has an even number of digits. If so, the system then
assigns UN/SPSC (02) as the market code. If the category code does not meet these criteria, the system
assigns User Def. (01) as the market code. You cannot modify the market code after you add the category
code.
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Chapter 4
If the market code for the new category is set to UN/SPSC, the system looks at the code and determines
whether its ancestor codes must be created and creates them accordingly. The length of the ancestor codes
that are automatically generated is based on the length of the category code that you just entered. For
example, when you enter the category code 4410210510 and no ancestor codes exist, the system generates
the following ancestor codes:
4400000000
4410000000
4410210000
4410210500
Upon saving the Item Categories component, the system asks whether you want the item catalogs
updated. If the answer is no, the catalog tree is not updated. If the answer is yes, the Update Catalog Tree
page appears. If you are updating an existing code, the page displays the existing catalog information.
The relationship between CATEGORY_CD (category code) and CATEGORY_ID (a system-assigned
sequential number) is one-to-one in the PS_ITM_CAT_TBL table. The relationship between an item
(PS_MASTER_ITEM_TBL) and a default category (PS_ITM_CAT_TBL) is many-to-one.
Note: You may be able to associate an item with more than one category. However, only the PeopleSoft
eProcurement product supports the one item and multiple categories association feature.
For example, the following scenario is not supported in PeopleSoft Purchasing: In SetID SHARE, item
10002 is mapped to category code CYCLING (CATEGORY_ID = 00009). This means that for catalog
ALL_PURCHASE_ITEMS, item 10002 belongs to the tree node CYCLING (due to dynamic range).
You might be able to create an item static range from 10001 to 10003 under another tree node, FISHING.
This range violates the relationship previously described because, in this case, item 10002 is mapped to
two categories, CYCLING and FISHING. Avoiding this scenario is a good practice because it may create
unpredictable results when you use the Order by Catalog function.
Related Links
Defining Purchasing Item Categories
Update Catalog Tree Page
Order By Catalog Page
Defining Purchasing Item Categories
To define purchasing item categories, use the Item Categories component (ITEM_CATEGORIES).
This section provides an overview of item categories and discusses how to:
108
•
Define item categories.
•
Update catalog trees.
•
Define item category control options.
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Chapter 4
Defining Purchasing Item Information
•
Define supplier sourcing priorities for item categories.
Pages Used to Define Purchasing Item Categories
Page Name
Definition Name
Navigation
Usage
Item Categories - Category
Definition
CATEGORY_TBL
Items, Define Controls,
Item Categories, Category
Definition
Define item categories.
Update Catalog Tree
CAT_PNLS_CATLG_SEC
Change item categories or add Select the catalog tree to
a new item category on the
update with new category
Item Categories - Category
code information.
Definition page and save.
Click the Yes button when
asked if you want to update
catalogs with the category
changes.
BU Specific Attributes
(business unit specific
attributes)
ITM_CAT_BU_SEC
Click the BU Attributes
(business unit attributes)
link on the Item Categories Category Definition page.
Assign a buyer to this
category for each business
unit. You may want to do this
if you order by description
and want a default buyer for
this category by business unit.
This setup is optional. The
system uses the values set for
the buyer at the item category
level for all business units that
are not specified here.
View Catalog Hierarchy
CAT_PARENTAGE_SEC
Click the Hierarchy link
on the Item Categories Category Definition page.
View information about where
a category resides in the entire
catalog tree hierarchy.
VAT Defaults Setup (valueadded tax defaults setup)
VAT_DEFAULTS_DTL
Click the VAT Default link
on the Item Categories Category Definition page.
Define value-added tax (VAT)
defaults.
Click the VAT Service
Treatment Setup link on the
Item Categories - Category
Definition page.
Define service VAT treatment
defaults.
Service VAT Treatment
VAT_DEFAULTS_DTL
Defaults Setup (service valueadded tax treatment defaults
setup)
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Page Name
Definition Name
Navigation
Usage
Item Categories - Category
Definition 2
CATEGORY_TBL2
Items, Define Controls,
Item Categories, Category
Definition 2
Define the matching and
receiving controls, sourcing
controls, and miscellaneous
controls and options for the
category.
Also use to set price
tolerance defaults for items to
trigger workflow exception
notifications.
PeopleSoft Purchasing and
PeopleSoft Payables use
matching controls to match
receipts, purchase orders, and
vouchers.
Receiving controls specify
how receiving users process
items assigned to this
category.
These values become a part
of the item default hierarchy
and can be supplied by default
to purchase order lines where
this category is specified.
Supplier Sourcing Priorities
ITM_CAT_VND_PR_SEC
Click the Priorities link on the Set the supplier priority and
Item Categories - Category
split sourcing allocation
Definition 2 page.
percentage for vendors for this
category
Understanding Item Categories
If your installation includes PeopleSoft Purchasing, you must create categories for the items. You will
be required to assign new items to a category on the Define Item - General: Common link. Category
information helps reduce redundant data entry during both item setup and requisition and purchase order
processing. The purchasing attributes of an item category are assigned as defaults to any item in that
category.
Item categories can provide transaction information for requisitions, requests for quotes, contracts, and
purchase orders. Item categories also serve as the organizational unit for item catalogs. In fact, item
catalogs are a collection of item categories. Each item added to a category is automatically added to each
catalog that contains that category.
For each category that you create, you can define purchasing attributes, such as general ledger account,
primary buyer, lead time, price tolerances, and so forth. For example, you might create a category for
outdoor equipment with a set of default purchasing attributes that apply to most of the outdoor equipment
purchases. During item definition, every item that you assign to the outdoor equipment category receives
the attributes of that category.
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Defining Purchasing Item Information
Note: If you don't order by item ID, category attributes will be supplied by default to the item lines of
requisitions, contracts, and purchase orders on which you specify the category codes. If you do order by
item ID, the attributes are supplied by default from the Item tables rather than the Category tables.
Item Categories - Category Definition Page
Use the Item Categories - Category Definition page (CATEGORY_TBL) to define the matching and
receiving controls, sourcing controls, and miscellaneous controls and options for the category.
Navigation
Items, Define Controls, Item Categories, Category Definition
Image: Category Definition page
This example illustrates the fields and controls on the Category Definition page. You can find definitions
for the fields and controls later on this page.
Market Code
Select the coding scheme that a category code is using. Values
are UN/SPSC (Universal Standard Products and Services
Classification) (02) and User Def. (user-defined) (01).
Effective Date
Select a date for which you want to make the purchasing item
category effective for use.
Status
Select a category status. Changing a category status from Active
to Inactive means that you can no longer assign items to the
category. This status change does not affect the existing and
future PeopleSoft Purchasing transactions involving items in the
inactivated category. For example, setting a category status to
Inactive has no effect on orders that you have in progress that
contain items tied to the newly inactivated category. You can
also continue to add these items to the PeopleSoft Purchasing
transactions using the usual methods, such as entering an item
ID directly on the online page or using the Order By Catalog
page or Item Search Criteria page.
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Chapter 4
Lead Time Days
Enter the number of lead-time days required for items in
this category. This value is used in calculating the due dates
for purchase order lines when the category you're defining
is specified for a line on which no item ID is specified, the
purchase order has no default due date, or no due date is
specified on the line schedules.
Account
Select a valid account number to identify the general ledger
account to be associated with the items in this category. This
account number is used on transactions when no item ID is
specified at the line level of a PeopleSoft Purchasing purchase
order and no default account is specified for the transaction.
Alt Acct(alternate account)
Select an alternate account number to identify the general ledger
account to be associated with the items in this category. This
field is available if you enable the Alternate Account option for
the organization and for the general ledger business unit.
Asset Profile ID
Select an asset profile ID for the category. Asset profile IDs are
transferred to PeopleSoft Asset Management when PeopleSoft
Purchasing receives an item that specifies both an asset profile
and a PeopleSoft Asset Management business unit. When
you define a purchase order or requisition line using an asset
category without specifying an item, the asset profile of that
category becomes the default. Asset profile IDs are set up on the
Asset Profile page.
Usage Code
Enter an ultimate use code to be supplied by default on
purchasing transactions whenever this category is referenced on
an ad hoc (order by description) line.
In most cases, sales tax is computed as a use tax based on the
tax code that is applicable to the ship to or usage destination.
However, how merchandise is ultimately used may also result in
a different tax rate within the same ship to or usage destination.
Physical Nature
Indicate whether the object is a physical good or service. Values
are Goods and Services.
Where Performed
Select the location where the service is most often performed:
Buyer's: Select if the service is physically performed at the
buyer location.
Ship From: Select if the service is physically performed at the
ship from location.
Ship To: Select if the service is physically performed at the ship
to location
Supplier's: Select if the service is physically performed at the
supplier location.
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Defining Purchasing Item Information
Note: This option is available only when the physical nature is
service.
Related Links
Working with Market Codes
Order By Catalog Page
Creating Requisition Schedules
Category Search Page
"Understanding PeopleSoft ChartFields (PeopleSoft FSCM 9.2: Application Fundamentals)"
Update Catalog Tree Page
Use the Update Catalog Tree page (CAT_PNLS_CATLG_SEC) to select the catalog tree to update with
new category code information.
Navigation
Change item categories or add a new item category on the Item Categories - Category Definition page and
save.
Click the Yes button when asked if you want to update catalogs with the category changes.
Parent Category
When the market code for the category is UN/SPSC (02),
the Parent Category field is unavailable for entry because
the system generates and maintains UNSPSC ancestor nodes
automatically. You can select multiple catalog trees for updating.
When the market code is User Def. (01), you must select a
Parent Category value. Then click the Catalog Refresh button to
retrieve the catalog trees to which the parent category belongs.
You can select only one catalog tree for updating.
Note: The category being modified is not available as a parent
category when you are updating the catalog tree.
Item Categories - Category Definition 2 Page
Use the Item Categories - Category Definition 2 page (CATEGORY_TBL2) to define the matching and
receiving controls, sourcing controls, and miscellaneous controls and options for the category.
Navigation
Items, Define Controls, Item Categories, Category Definition 2
Sourcing Controls
Accumulate Level
If you select Cumulative Split in the Sourcing Method field,
this field becomes available for entry. Select Run to accumulate
the percentage for the supplier based on each run of the PO
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Calculations process (PO_POCALC), or select Schedule to
accumulate based on each schedule.
Cumulative Sourcing
In the Cumulative Sourcing group box, set the options for the cumulative sourcing method. The fields in
this group box become available if you select Cumulative in the Sourcing Method field.
Year to Start
Designates the year in which you want to start maintaining
supplier history. You cannot specify a year in the future.
Cumulative sourcing must be based on history and cannot occur
in the future.
Month to Start
Enter the number of the month in which you want to start
maintaining supplier history. Changing the value in this field
triggers recalculation of historical quantities and amounts.
History is always maintained from the first day of the start
month to the first day of the end month.
Number of Months
Enter the number of months for which you want to keep supplier
history. Changing the value in this field triggers recalculation of
historical quantities and amounts.
Start Date
Displays the start day, which is calculated based on the values
that you define for the Year to Start, Month to Start, and
Number of Months fields. History is always maintained from
the first day of the start month to the first day of the end month.
End Date
Displays the date on which supplier history is to be refreshed.
This date is calculated based on the values defined for the
Year to Start and Month to Start fields, plus the value in the
Number of Months field. So if Month to Start is 1 and Number
of Months is 3, the end date will be 04/01. History is refreshed
by the first run of the Cumulative Sourcing Update process (
PO_POHISTUD) as soon as the current date is greater than or
equal to the end date.
Total Category Amount
Displays the total merchandise amount for all vendors for this
category for the historical period, in the category currency.
Misc. Controls and Options
114
Close PO Under Percent Tol (close
purchase order under percent
tolerance)
Enter an acceptable percentage of the total quantity or amount
that can be outstanding while still enabling the purchase order to
be closed. If the quantity or amount not yet received is less than
or equal to the value entered here, the Close Purchase Orders
process (PO_PORECON) will treat the purchase order as fully
received.
RFQ Required (request for quote
required)
Select if the item must go through the RFQ cycle before it can
be included on a requisition or purchase order.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 4
Defining Purchasing Item Information
Related Links
Close Purchase Orders Page
Running the PO Calculations Process
Updating Supplier History Dates and Amounts for Cumulative Sourcing
Supplier Sourcing Priorities Page
Use the Supplier Sourcing Priorities page (ITM_CAT_VND_PR_SEC) to .
Navigation
Click the Priorities link on the Item Categories - Category Definition 2 page.
Priority
Enter a priority rank for the supplier. When the PO Calculations
process selects a supplier for the item, it uses the priority
ranking with the lowest number (1) as the first choice.
When you add another supplier, the next priority ranking is
automatically assigned.
Allocation Percentage
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 supplier.
Merchandise Amt (merchandise
amount)
Displays the total merchandise amount for this supplier for
this category for the historical period, along with the category
currency.
Related Links
Running the PO Calculations Process
Defining Purchasing Item Categories
Defining Purchasing Item Attributes
To define purchasing item attributes, use the Purchasing Attributes component (PURCH_ITEM_ATTR).
Use the PURCH_ITEM_ATTR_CI component interface to load data into the tables for this component.
If you have PeopleSoft Purchasing installed, you can use the Purchasing Attributes component to specify
purchasing information for the items.
This section provides an overview of order multiple rounding rules and discusses how to:
•
Define purchasing item attributes.
•
Enter purchasing item specifications.
•
Define purchasing controls.
•
Define purchasing business unit attributes.
•
Define attributes and priorities for purchasing item supplier relationships.
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Defining Purchasing Item Information
Chapter 4
•
Define purchasing item supplier UOM and pricing information.
•
Enter item supplier UOM conversion rate changes.
•
Update purchase orders with item supplier UOM conversion rate changes.
Pages Used to Define Purchasing Item Attributes
Page Name
Definition Name
Navigation
Usage
Purchasing Attributes
ITM_TBL_PUR
Items, Define Items and
Attributes, Purchasing
Attributes
Enter basic purchasing
information for an item.
Item Specifications
ITEM_SPEX_PUR
Click the Item Specifications
link on the Purchasing
Attributes page.
Record standard details about
the item. These specifications
can be sent to the supplier
using the purchase order.
Packing Details
ITM_PKG_PUR_SEC, ITM_
VUOM_PKG_SEC
Click the Packing Details link
on the Purchasing Attributes
page or the supplier's UOM
and Pricing Information page.
Enter packing volume and
weight information for the
item.
Click the VAT Default link
on the Purchasing Attributes
page or the Purchasing
Business Unit Attributes page.
Enter VAT defaults for this
item into the VAT hierarchy
tables with a VAT driver of
item.
Click the VAT Service
Treatment Setup link on the
Purchasing Attributes page or
the Purchasing Business Unit
Attributes page.
Enter service-related VAT
defaults for this item into the
VAT hierarchy tables with a
VAT driver of item.
VAT Defaults Setup (valueadded tax defaults setup)
VAT_DEFAULTS_DTL
Service VAT Treatment
VAT_DEFAULTS_DTL
Defaults Setup (service valueadded tax treatment defaults
setup)
116
When accessed from the
supplier's UOM and Pricing
Information page, the Packing
Details page also enables
you to define item package
dimensions, which can
be useful if item package
dimensions vary by supplier.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 4
Defining Purchasing Item Information
Page Name
Definition Name
Navigation
Usage
Purchasing Attributes Purchasing Controls
ITM_TBL_PUR2
Items, Define Items and
Attributes, Purchasing
Attributes, Purchasing
Controls
Specify matching and
receiving defaults for the
item.
Define sourcing controls and
miscellaneous controls and
options for the item.
Set price tolerance defaults
for purchased items. These
tolerances are supplied
by default from the item's
category; you can override
them during online item setup.
Use these tolerances in
conjunction with the price
change exception rule. Item
Load processes compare
new item/supplier prices
in the Item Loader staging
table to the previous item/
supplier price. If the new price
exceeds tolerances, the system
generates an exception.
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Defining Purchasing Item Information
Chapter 4
Page Name
Definition Name
Navigation
Usage
Purchasing Business Unit
Attributes
ITM_BU_PUR
Click the BU Attributes (
business unit attributes) link
on the Purchasing Attributes Purchasing Controls page.
Define item attributes by
business unit.
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 are
supplied by default from the
item's purchasing attributes.
To define zero tolerances on
this page, you must clear the
tolerance fields manually.
If you access this page and
enter a business unit 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 page and on the
Purchasing Definition Business Unit Options page.
This page is not available
unless at least one of the
PeopleSoft Purchasing
business units has the Allow
Business Item Attributes
option selected on the
Purchasing Definition Business Unit Options page.
118
Purchasing Attributes - Item
Supplier
ITM_supplier
Items, Define Items and
Attributes, Purchasing
Attributes, Item Supplier
Establish and update
prioritized item-supplier
combinations.
Supplier Lookup
VENDOR_LOOKUP_SEC
Click the supplier Lookup link Search for vendors.
on the Purchasing Attributes Item Supplier page.
Supplier's UOM and Pricing
Information (supplier's unit
of measure and pricing
information)
ITM_supplier_UOM
Click the Item supplier
UOM (item supplier unit
of measure) link on the
Purchasing Attributes - Item
Supplier page.
Establish valid units of
measure to use when ordering
the item from the supplier
and to establish the pricing
information for each valid
UOM.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 4
Defining Purchasing Item Information
Page Name
Definition Name
Navigation
Usage
Effective Dated UOM (
effective-dated unit of
measure)
ITM_VNDR_UOMCHG
Click the Effective Dated
UOM link on the supplier's
UOM and Pricing Information
page.
Enter effective-dated
conversion rate changes
along with the packing detail
information.
Update Purchase Order
PO_EDUOM_UPDPO_SEC
Click the Update PO link
on the supplier's UOM and
Pricing Information page or
the Effective Dated UOM
page.
Update existing purchase
order schedules with the
new effective-dated UOM
conversion rate changes.
Maintain Purchase Order Purchase Order
PO_LINE
Click the PO ID link on the
Update Purchase Order page.
Maintain the purchase order
and all of its details.
Supplier's Manufacturer Info
(supplier's manufacturer
information)
ITM_supplier_MFG
Click the supplier Item MFG
(supplier item manufacturer)
link on the Purchasing
Attributes - Item Supplier
page.
Record the authorized
manufacturers for an itemsupplier combination.
Supplier Item Return Fees
ITM_VND_RTV_FEE
Click the Return To Vendor
Fees link on the Purchasing
Attributes - Item supplier
page.
Add fees charged by the
supplier for returning this
item.
Item Supplier Contracts
ITM_VNDR_CNTRCT
Click the Item Supplier
Contracts link on the
Purchasing Attributes - Item
Supplier page.
View all contracts for any
specified item/supplier
combination.
Understanding Order Multiple Rounding Rules
In several industries, such as consumer goods and wholesale and distribution, for various economic and
packaging reasons suppliers ship only certain items in multiples of a specific quantity. They can define
the smallest quantity they are willing to ship for the item. Then when you create purchase orders to these
suppliers you want a system that can use this information and calculate the rounding of the suggested
order quantities to reflect the supplier's specification to these suppliers.
PeopleSoft Purchasing enables you to specify whether to have the system check for order multiples when
you are ordering an item from a particular supplier and location on a purchase order.
Note: Order multiples are available only on the online purchase order. Batch sourcing and requisitions do
not use the order multiples functionality.
In addition, you can also specify the rounding rule that you want the system to use when its is calculating
the correct order quantity multiple for this item on the purchase order. The two available rounding rules
that you can choose are natural round and round up. The following examples illustrate the different types
of rounding rules and their outcomes.
Rounding Rule Examples
Refer to the following table for quantity calculation examples using the different rounding rules:
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
119
Defining Purchasing Item Information
Chapter 4
Item
supplier
Location
Unit of
Measure/
Order
Multiple
Round Rule
Order
Quantity
Suggested
Order
Quantity
10005
SCM0000001
Main
EA / 5
Natural Round
14 EA
15 EA
Natural Round
12 EA
10 EA
Round Up
14 EA
15 EA
Round Up
12 EA
15 EA
IP / 10
CS / 2
PT / 1
10005
SCM0000001
Main
EA / 5
IP / 10
CS / 2
PT / 1
10005
SCM0000001
Main
EA / 5
IP / 10
CS / 2
PT / 1
10005
SCM0000001
Main
EA / 5
IP / 10
CS / 2
PT / 1
Purchasing Attributes Page
Use the Purchasing Attributes page (ITM_TBL_PUR) to enter basic purchasing information for an item..
120
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Chapter 4
Defining Purchasing Item Information
Navigation
Items, Define Items and Attributes, Purchasing Attributes
Image: Purchasing Attributes page
This example illustrates the fields and controls on the Purchasing Attributes page. You can find
definitions for the fields and controls later on this page.
PO Available Date, (purchase
order available date)Unavailable,
andUnavailable
Indicate the dates within which the item can be added to a
purchasing transaction. You can add an item between these two
dates only.
Use as Substitute Item Only
Select to designate this item for use as a substitute item only,
to be used exclusively in the Manual and Automatic Item
Substitution process. Items selected for substitution only will be
filtered out and cannot be selected in any Item ID prompt fields
in the Procurement system.
Note: The advantage of the ‘Substitute Item Only’ checkbox is
to prevent the Requester or Buyer from choosing this Item from
the Item ID prompt while creating a Procurement transaction
in scenarios where the Item Substitution feature has been used
for this item. Hence, the item will not end up in a Requisition or
PO as the Original Item due to integration with IN, OM. In case
the item is put away into Inventory, the user can deselect the
‘Substitute Item Only’ checkbox to allow a Requester or Buyer
to order it directly if the user has surplus in Inventory.
Standard Price
Enter the standard price for the item purchased in its standard
UOM. A standard price is required for each item and becomes
the default price in transactions for which another price, such as
a supplier price or a contract price, is not defined for the item.
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Chapter 4
An item's standard UOM is defined on the Item Definition General: Common link.
Standard Unit of Measure
Displays the standard UOM used for pricing. The pricing UOM
may be different from the stocking UOM.
Last PO Price (last purchase order
price)
Displays the last price that was used on a purchase order for
this item. When an item is initially set up, the standard price is
also the last price value. This field is updated by the Receiver
Interface Push process (PO_RECVPUSH) and is used by the
return-to-vendor transaction to cost the return and enable items
to be returned to a supplier other than the original supplier of the
order.
Currency
Select the currency of the standard price.
Lead Time Days
The value appears by default from the Item Categories Category Definition page. You can override the default value for
individual items.
Item Descr (item description)
Enter a long description of the item up to 30 characters long.
Enter a short description of the item up to 10 characters long.
These descriptions can be used with PeopleSoft reporting and
query tools instead of the standard 254-character description
to distinguish the purchasing descriptions from the internally
used item description established in the Item Definition
component. These purchasing descriptions then also appear in
the Description text box at the bottom of the page, where you
can expand the descriptions to 254 characters. Whereas the long
and short descriptions defined here are for internal use only,
the description in the lower text box is used in all purchasing
transactions and becomes available by selecting the description
button or menu item on the PeopleSoft Purchasing pages.
Asset Profile ID
Displays the default from the Item Categories - Category
Definition page. An asset profile ID on a purchase order, in
conjunction with a PeopleSoft Asset Management business unit,
indicates that PeopleSoft Asset Management is to be notified of
the purchase of this item when it is received.
Ultimate Use Code
Select an ultimate use code to override the default tax rate for a
location. In most cases, sales tax is computed as a use tax based
on the tax code applicable to the ship to or usage destination.
However, how merchandise is ultimately used may also result in
a different tax rate within the same ship to or usage destination.
Physical Nature
Indicates whether an object is a physical good or service.
Where Performed
Select to indicate the location where the service is most often
performed:
Buyer's: Select if the service is physically performed at the
buyer location.
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Chapter 4
Defining Purchasing Item Information
Ship From: Select if the service is physically performed at the
ship from location.
Ship To: Select if the service is physically performed at the ship
to location.
Supplier's: Select if the service is physically performed at the
supplier's location.
Note: This field is available only when you select a physical
nature of Service.
Primary Buyer
Displays the default from the Item Categories - Category
Definition page in the Define Item Control Data component.
You can override the information for individual items. The
primary buyer value is used as the default buyer when the item
is added to a requisition.
Account
Select an account number to identify the general ledger account
to be associated with this item. This account number is used on
transactions when an item ID is not specified at the line level of
a PeopleSoft Purchasing purchase order and a default account is
not specified for the transaction.
Alt Account (alternate account)
Select an alternate account number to identify the general ledger
account to be associated with this item. This field is available
if you enable the Alternate Account option for the organization
and for the general ledger business unit.
Product
Select a product that the system should assign for this
purchasing item when a product is not specified at the line level
of a purchase order.
Associated Picture
The fields in this group box are used to attach image files or other documents to the item descriptions.
You can attach any type of file that you have defined on the File Locations page. The file that you want to
attach must reside in the file directory defined for the file type on the File Location page.
File Name
Enter the name of the file that you want to attach.
File Extension
Enter the file extension, such as .bmp or .jpg.
Click the Image Doc Launcher button to launch an attached
file. This button is available only if you entered a file name and
extension in the fields in the Associated Picture group box.
Related Links
Supplier's UOM and Pricing Information (Supplier's unit of measure and pricing information) Page
Defining Purchasing Item Categories
Item Categories - Category Definition Page
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Defining Purchasing Item Information
Chapter 4
Item Specifications Page
Use the Item Specifications page (ITEM_SPEX_PUR) to record standard details about the item.
These specifications can be sent to the supplier using the purchase order.
Navigation
Click the Item Specifications link on the Purchasing Attributes page.
Item specifications that you enter on this page are not automatically carried to requisitions and purchase
orders for the associated item unless you specify this by selecting the Copy to Transactions check box. If
this check box is not selected, you must access the Include Item Specifications page to copy specifications
on requisitions and purchase orders. Use the Include Item Specifications page to copy these specifications
to the line comments for a transaction.
If you have selected Send to Supplier here, the Send to supplier option on the Line Comments page for
the transaction is automatically selected.
Comments
Enter the specifications for the item using up to 2,000
characters.
Copy to Transactions
Select this check box to automatically copy the item
specifications comments into the line comments when this item
is referenced on a requisition or purchase order transaction.
Send to supplier
Select to make this specification information available to be sent
to the supplier as part of the purchase order.
Purchasing Attributes - Purchasing Controls Page
Use the Purchasing Attributes - Purchasing Controls page (ITM_TBL_PUR2) to specify matching and
receiving defaults for the item.
Define sourcing controls and miscellaneous controls and options for the item. Set price tolerance defaults
for purchased items. These tolerances are supplied by default from the item's category; you can override
them during online item setup. Use these tolerances in conjunction with the price change exception rule.
Item Load processes compare new item/supplier prices in the Item Loader staging table to the previous
item/supplier price. If the new price exceeds tolerances, the system generates an exception.
124
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Chapter 4
Defining Purchasing Item Information
Navigation
Items, Define Items and Attributes, Purchasing Attributes, Purchasing Controls
Image: Purchasing Controls page (1 of 2)
This example illustrates the fields and controls on the Purchasing Controls page (1 of 2). You can find
definitions for the fields and controls later on this page.
Image: Purchasing Controls page (2 of 2)
This example illustrates the fields and controls on the Purchasing Controls page (2 of 2). You can find
definitions for the fields and controls later on this page.
Matching Controls
If you do not specify tolerance values for the business unit, the system uses tolerance values defined for
the item's purchasing attributes.
The fields on this tab match those on the Purchasing Business Unit Attributes page and the Purchasing
Definition - Business Unit Options page.
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Defining Purchasing Item Information
Chapter 4
Specify default price tolerances for the PeopleSoft Payables Matching process (AP_MATCH) that
matches purchase orders, receipts, and vouchers to verify supplier charges. When you use matching with
PeopleSoft Purchasing and PeopleSoft Payables to verify supplier charges, the system uses four price
tolerances to determine whether the purchase order price and voucher price are within the tolerances and
thus whether the purchase order and purchase order voucher match. These fields appear by default from
the Item Categories - Category Definition 2 page. If you leave any of the tolerance fields set to 0 or blank,
the system assumes a zero tolerance. If you don't want to use the tolerance fields, set the amount fields
that you don't want to use to 9999999 and the percentage fields that you don't want to use to 100.
Receiving Controls
Define tolerances to be used in receiving this item. These become the default values for purchase order
lines when this item is selected. The values appear by default from the Item Categories - Category
Definition 2 page.
If you do not specify tolerance values for the business unit, the system uses tolerance values defined for
the item's purchasing attributes.
The fields on this tab match those on the Purchasing Business Unit Attributes page and the Purchasing
Definition - Business Unit Options page.
Include Past Due Kanban POs
(include past due Kanban purchase
orders)
This field is available if you are using PeopleSoft
Manufacturing, thus enabling you to receive by Kanban ID.
Select this check box to include past-due Kanban purchase
order quantities when the Receiver Load process searches
for purchase orders to match up with Kanban IDs for receipt
creation.
If you select this check box, the Receiver Load process can
receive a schedule for which the due date has passed, but which
still contains a quantity to be received.
If you do not select this check box, the Receiver Load process
searches for purchase orders based on the due date of the
schedule.
When using supplier replenishment with PeopleSoft Flow
Production, select the Include Past Due Kanban POs check box
to help ensure that the receipts and purchase orders have the
opportunity to match up. Because supplier replenishment occurs
frequently, if you set the Early Ship Reject Days value too low,
the Kanban receiving process may not permit you to receive the
material because it arrived too early.
Inspect Sample Percent
Enter the percentage of received units to inspect. This value
is calculated using the Inspection UOM (inspection unit of
measure) value.
Sourcing Controls
Use Category Sourcing Controls
126
Select to use the sourcing controls set on the Item Categories Category Definition 2 page.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 4
Defining Purchasing Item Information
If you have set up vendors at the category level and select
this check box for items using this category, then the vendors
that you entered for the category must also be entered in the
purchasing attributes.
Sourcing Method
Select the sourcing method to use with this item. Methods
include:
B (Basic)
F(Flexible): When you select this method, the system makes the
remaining fields in this section available.
Sched Split (schedule split)
See Understanding Sourcing Methods.
Misc. Controls and Options
Auto Select
Select if you want the AutoSelect Requisitions process (PO
_REQSORC) to pick up the item when it sources requisition
lines. If this check box is selected, the AutoSelect Requisitions
process will include the item. If this condition is not met, the
AutoSelect Requisitions process will not include the item.
Contract Required
Select this check box if you need a contract to order the item
on a requisition or purchase order. If this check box is selected,
you must specify a valid contract for the item on the purchase
order when you use the item, or you must release the item from
an active contract.
Accept Any supplier
Select this check box if you can order an item without setting
up vendors for the item. If you do not select this check box,
you must establish an item-supplier relationship for the item on
the Purchasing Attributes - Item Supplier page before you can
include it on a purchase order.
RFQ Required (request for quote
required)
Select this check box if the item must go through the RFQ cycle
before it can be included on a purchase order. If you do not
select this check box, you can order the item directly.
Accept Any Ship To
Select this check box if you can order an item without setting up
a ship to address for it.
Note: This check box does not override the corresponding field
set up for the item on the Purchasing Attributes - Item Supplier
page. If you do not select the check box on either page, you
must establish an item-supplier ship to relationship on the Item
Ship To Locations page.
Stockless Item
Select this check box if an agreement has been set up with the
supplier to supply this item for par inventory replenishment.
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Defining Purchasing Item Information
Available in All Regions
Chapter 4
Select this check box to remove regional security during
the sourcing process. The purchase order sourcing business
process creates purchase orders from item requests loaded to the
PeopleSoft Purchasing staging tables from various sources.
Select this check box to make the item available in all regions
and bypass regional security. If the item is available in all
regions, then all vendors from ITM_supplier table are displayed.
Clear this check box if you want regional security applied. In
this case, the item is not available in all regions. When entering
a request, the value in the SHIPTO_ID field is examined to
determine the REGION_CD field value. Using this information,
vendors are displayed from ITM_REGION_VNDR table, in
priority order. A message is issued if rows exist in the ITM
_SHIPTO_VNDR table show a different priority. If the user
changes the shipto and thereby changes the region, then the
allowable vendors are revised.
For more information about regional security applied during the
purchase order sourcing business process, see the PeopleSoft
Purchasing "Using Purchase Order Sourcing" chapter,
"Understanding Regional Sourcing" section.
See Understanding Regional Sourcing.
Taxable
Select to indicate that the item is taxable using system tax
calculations.
Close PO Under Percent Tol (close
purchase order under percent
tolerance)
Enter an acceptable percentage of the total quantity or amount
that can be outstanding while still enabling the purchase order to
be closed. If the quantity or amount not yet received is less than
or equal to the value entered, the Close Purchase Orders process
will treat the purchase order as fully received.
Include in Planning
Select to enable purchase options to be created in PeopleSoft
Supply Planning for the PeopleSoft Inventory business unit
related to this item. The purchase option then enables the
creation of new purchase orders through PeopleSoft Supply
Planning for the PeopleSoft Inventory business unit.
PeopleSoft Supply Planning uses sourcing templates that
contain a sequenced list of purchasing sourcing options based
on the item attributes that you define in PeopleSoft Purchasing.
You can let the system load the options automatically, or
you can set up sourcing templates manually and maintain the
options. These templates are needed when multiple sourcing
options exist for an item. When you assign multiple sourcing
options to a single item, you create a more flexible planning
situation by providing more information to source demand.
Ship Via
128
Select a shipping method if you always want this item to be
shipped using the method selected here.
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Chapter 4
Defining Purchasing Item Information
Related Links
Selecting Suppliers Based on Item Ship To and Item Supplier Locations
Purchasing Attributes -Item Supplier (ITM_VENDOR)Page
Understanding the Close Purchase Orders Process
Purchasing Business Unit Attributes Page
Use the Purchasing Business Unit Attributes page (ITM_BU_PUR) to define item attributes by business
unit
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.
Navigation
Click the BU Attributes (business unit attributes) link on the Purchasing Attributes - Purchasing Controls
page.
The fields on this page match those on the Purchasing Attributes - Purchasing Controls page and the
Purchasing Definition - Business Unit Options page.
Purchasing Attributes -Item Supplier (ITM_VENDOR)Page
Use the Purchasing Attributes -Item Supplier (ITM_VENDOR)page to establish and update prioritized
item-supplier combinations..
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Chapter 4
Navigation
Items, Define Items and Attributes , Purchasing Attributes , Item Supplier
Image: Purchasing Attributes -Item Supplier (1of2)
This example illustrates the fields and controls on the Purchasing Attributes -Item Supplier (1of2). You
can find definitions for the fields and controls later on this page.
Image: Purchasing Attributes - Item Supplier (page 2of2)
This example illustrates the fields and controls on the Purchasing Attributes - Item Supplier (page 2of2).
You can find definitions for the fields and controls later on this page.
Supplier Priorities
Priority Loc (priority location)
Select the ordering location for the item and supplier. The
supplier default location appears by default.
Several processes in PeopleSoft Purchasing use this field:
130
•
Purchase order sourcing uses the item supplier priority
for orders if no item and ship to priority supplier has been
defined.
•
The Sourcing Load process used by PeopleSoft Supply
Planning uses the item supplier priority if no item and ship
to priority supplier has been defined.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 4
Defining Purchasing Item Information
•
The Requisition Loader process uses the first item supplier
priority location if no location is specified.
Item Supplier
Supplier Set ID
Select a Supplier SetID. The value determines the values
available for the supplier ID.
Supplier Lookup
Click to access the Supplier Search page, where you can define
search criteria to locate suppliers.
Status
Select a value that describes the status of the supplier. Values
include:
Active.
Discntued (discontinued).
Hold.
Inactive.
To Be Del (to be deleted).
Supplier ID
Select the Supplier ID. Only values for the selected Supplier
SetID are available.
Priority
Enter a priority rank for the supplier. When the PO Calculations
process selects a supplier for the item, it uses the priority
ranking with the lowest number (1) as the first choice.
When you add another supplier, the next priority ranking is
automatically assigned.
Allocation %
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 supplier.
Include in Planning
Select to include purchase options in PeopleSoft Supply
Planning. Deselect this check box to not include purchase
options in PeopleSoft Supply Planning.
Supplier Catalog
Enter a supplier catalog assigned to the selected item-supplier
combination. The system uses the value as a default value on the
Purchase Order Line Details page.
Supplier Item ID
Enter an item ID.
Item Extension
Enter an item extension. The system uses this value to further
define an item.
Description
Enter an item description for this supplier associated with the
item. This field is informational only and is not used anywhere
else in PeopleSoft Purchasing.
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Defining Purchasing Item Information
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Associated Picture
Use this section to access or define a picture for use with this item supplier.
File Name
Enter the name of the file that contains the picture.
File Extension
Enter the type of file.
File Path
Enter a path to where the file is located.
URL
Enter an URL address at which the file is stored.
Open URL
Click to access the picture file.
Supplier Attributes
Price Loc (price location)
Select a supplier location. supplier locations are set up on the
supplier Information - Location page. Location codes provide
the flexibility to set up different pricing information for the
same item-supplier combination, depending on which supplier
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.
Region of Origin
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
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Chapter 4
Defining Purchasing Item Information
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.
Accept Any UOM (accept any unit of Select this check box if this item can be ordered in any UOM
measure)
from this supplier. If you do not select this check box, you must
set up an item-supplier UOM relationship for each UOM in
which the item can be purchased from the supplier.
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 supplier UOMs and item
ordering UOMs.
Accept Any Ship To
Select this check box if you want to receive the item from the
supplier at any of the ship to locations. If you do not select
this check box, you must establish an item-supplier 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-supplier ship to
relationship on the Item Ship To Locations page.
Stockless Item
Select this check box if an agreement has been set up with the
supplier 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-supplier 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 supplier-specific leadtime values.
Check Order Multiples
Select this check box if you want to use order multiples for this
item supplier and location. The system will check for order
multiples for all the associated UOMs for this item supplier and
location.
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.
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Defining Purchasing Item Information
Chapter 4
•
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 Understanding Order Multiple Rounding Rules.
Substitute Items
Click this link to specify substitute items at the Item Supplier
Location level on the Item Supplier Location Substitute Items
page.
Related Links
Selecting Suppliers Based on Item Ship To and Item Supplier Locations
Purchasing Attributes -Item Supplier (ITM_VENDOR)Page
Running the PO Calculations Process
Item Supplier Location Substitute Items Page
Use the Item Supplier Location Substitute Items page (ITM_VNDR_SUB) to specify substitute items at
the Item Supplier Location level.
Navigation
Items, Define Items and Attributes , Purchasing Attributes , Item Supplier
Click the Substitute Items link on the Item Supplier page.
Image: Item Supplier Location Substitute Items page
This example illustrates the fields and controls on the Item Supplier Location Substitute Items page. You
can find definitions for the fields and controls later on this page.
Substitute Item Details
134
Priority
Enter a priority rank for the supplier location
Substitute Item
Choose Item ID from the list of items in Purchasing Attributes.
The list displays all Item IDs defined in Purchasing Attributes
for the specific SetID. This includes the Item ID and the Item
Category
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Chapter 4
Defining Purchasing Item Information
Note: Only Item Ids that are defined in Purchasing Attributes
can be used in the Purchasing/ePro system
Description
Displays the Substitute Item Description of the selected Item ID
Standard UOM
Displays the Substitute Item Standard UOM used for item
Start Dateand End Date
Indicates the start and end date
UOM
Select Substitute item UOM that will be used on the transaction.
If the Substitute item does not have an existing Item Supplier
relationship, or does have one and Accept Any UOM is ON, the
Substitute item UOM prompt field will display all ‘Ordering’
UOMs for the Item ID. If Substitute Item has an item Supplier
relationship and Accept Any UOM is OFF, then Substitute Item
UOM prompt field will display only Item Supplier Location
UOMs.
Conversion Rate
Display the quantity of the substitute item that is required to
replace the original item. The default value displayed is 1.
However, you can modify the value as necessary. Conversion
Rates are calculated by using the Substitute Item UOM listed
and the Standard UOM of the Original Substituted Item. For
example: The standard UOM is 1 EA for an item, 4 EA in a box,
16 EA in a case. The conversion rate of 0.25 represents 1 unit in
a box and 0.0625 represents 1 unit in a case.
Use for Procurement
Defines whether the substitute item will be available for use in
Procurement to perform Automatic Item Substitution and/or
Manual Item Substitution. Choose from these options:
•
Automatic Substitution: This Substitute Item will be eligible
for use in Procurement when performing Automatic Item
Substitution. Automatic Substitution includes automatic
selection in the Requisition component (core and ePro),
Requisition Selection, Requisition Expediter and the
Purchase Order component, and during the PO Sourcing
batch process
•
Do Not Use: This Substitute Item will not be eligible for use
in the Procurement applications. This is the default value.
•
Manual Substitution: This Substitute Item will be eligible
for use in Procurement when performing Manual Item
Substitution. Manual Substitution includes manual selection
in Requisition (core and ePro), Requisition Selection,
Requisition Expediter and Purchase Order components.
•
Manual and Automatic: This Substitute Item will be eligible
for use in Procurement when performing Manual and
Automatic Item Substitution.
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135
Defining Purchasing Item Information
Chapter 4
Supplier's UOM and Pricing Information (Supplier's unit of measure and
pricing information) Page
Use the Supplier's UOM and Pricing Information (supplier's unit of measure and pricing information)
page (ITM_SUPPLIER_UOM) to establish valid units of measure to use when ordering the item from the
supplier and to establish the pricing information for each valid UOM.
Navigation
Click the Item supplier UOM (item supplier unit of measure) link on the Purchasing Attributes - Item
supplier page.
Image: Supplier’s UOM and Pricing Information
This example illustrates the fields and controls on the Supplier’s UOM and Pricing Information. You can
find definitions for the fields and controls later on this page.
Unit Of Measure
136
Default
Select to have the PO Calculations process use this UOM on the
purchase order when this supplier is chosen to source this item
to. When multiple UOMs are established for the item-supplier
combination, users can select which UOM to use as the default.
Min Qty (minimum quantity) and
Max Qty(maximum quantity)
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.
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Chapter 4
Defining Purchasing Item Information
If the Min Qty is not met, the system takes the previous
effective dated price, whereas if the Min Qty is met, the system
takes the current effective dated price.
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.
Order Quantity Multiple
Enter the order quantity multiple for each item supplier 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
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 supplier.
Effective Dated UOM (effective dated Click to access the Effective Dated UOM page. Use this page
unit of measure)
to enter effective-dated conversion rate changes along with
packing detail information.
Update PO (update purchase order)
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 supplier ordering UOM for the item is different from the item's standard UOM, specify how to
convert the supplier UOM.
Rate Type
Select from these values:
Override: Select if the standard conversion rate does not apply
for this item-supplier combination. Enter a conversion rate
in the field that appears. The value that you enter in this field
represents the conversion rate between the supplier 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 supplier UOM is BOX. The standard
conversion between EA and BOX is 12 to 1, that is, 12 each per
box. However, this supplier 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 supplier
UOM and the item's standard UOM that was established on the
Units of Measure page.
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137
Defining Purchasing Item Information
Qty Precision (quantity precision)
Chapter 4
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-supplier UOM
combination. This field appears by default from the Purchasing
Attributes - Purchasing Controls page.
Standard Price Update Status and
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 supplier
priority. If multiple records are entered for the same supplier
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.
Effective Dated UOM (effective-dated unit of measure) Page
Use the Effective Dated UOM (effective-dated unit of measure) page (ITM_VND_UOMCHG) to enter
effective-dated conversion rate changes along with the packing detail information.
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Chapter 4
Defining Purchasing Item Information
Navigation
Click the Effective Dated UOM link on the Supplier's UOM and Pricing Information page.
Image: Effective Dated UOM
This example illustrates the fields and controls on the Effective Dated UOM. You can find definitions for
the fields and controls later on this 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.
Use the Packing Details page (ITM_PKG_PUR_SEC, ITM_VUOM_PKG_SEC) to enter packing volume
and weight information for the item.
When accessed from the supplier's UOM and Pricing Information page, the Packing Details page also
enables you to define item package dimensions, which can be useful if item package dimensions vary by
supplier.
Navigation
Click the Packing Details link on the Purchasing Attributes page or the supplier's UOM and Pricing
Information page.
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139
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 supplier 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 supplier
UOM is updated with the most current effective-dated UOM
regardless of which effective date row is shown on this page.
Update Purchase Order Page
Use the Update Purchase Order page (PO_EDUOM_UPDPO_SEC) to update existing purchase order
schedules with the new effective-dated UOM conversion rate changes
Navigation
Click the Update PO link on the supplier's UOM and Pricing Information page or the Effective Dated
UOM page.
Image: Update Purchase Order
This example illustrates the fields and controls on the Update Purchase Order. You can find definitions for
the fields and controls later on this page.
Search Criteria
You can access this page in a few different ways. If you access this page from the supplier'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
140
Select an effective date. The current date appears by default
when you access this page from the supplier's UOM and Pricing
Information page.
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Chapter 4
Defining Purchasing Item Information
The effective date from the Effective Dated UOM page appears
by default when you access this page from the Effective Dated
UOM page.
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 purchaseorder 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)
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.
PO ID (purchase order ID)
Click to access the Maintain Purchase Order - Purchase Order
page. Use this page to view and maintain the purchase order.
Retrieved Rows - Detail
PO Conversion Rate (purchase order Displays the existing purchase order conversion rate.
conversion rate)
New Conversion Rate
Displays the new conversion rate that the system will use to
update the purchase order schedules that you select.
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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 Supplier Unit-of-Measure Conversion Rates
This section discusses how to update item Supplier unit-of-measure conversion rates.
Page Used to Update Item Supplier Unit-of-Measure Conversion Rates
Page Name
Definition Name
Navigation
Usage
Update Item Supplier UOM
(update item supplier unit of
measure)
PO_RUN_UPDIVUOM
Items, Define Items and
Attributes, Update Item
Supplier UOM
Initiate the Update Item
Supplier UOM Application
Engine process (PO_
UPDIVUOM), which updates
current and future item
Supplier unit-of-measure
conversion rate changes.
Update Item Supplier UOM (update item Supplier unit of measure) Page
Use the Update Item Supplier UOM (update item Supplier unit of measure) page
(PO_RUN_UPDIVUOM) to initiate the Update Item Supplier UOM Application Engine process
(PO_UPDIVUOM), which updates current and future item supplier unit-of-measure conversion rate
changes.
Navigation
Items, Define Items and Attributes, Update Item Supplier UOM
Effective Date
Select the effective date from which to update the item Supplier
UOM conversion rate changes.
The item Supplier 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.
142
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Chapter 4
Defining Purchasing Item Information
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.
Capturing Item Miscellaneous Charges
To define miscellaneous charges for item and category suppliers, use the Item and Category supplier
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
Definition Name
Navigation
Usage
Miscellaneous Charges
Selection
ITM_CAT_MC_CRITERA
•
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.
Miscellaneous Charges Miscellaneous
ITM_CAT_VNDR_MC
Click the OK button on
the Miscellaneous Charges
Selection page.
Assign miscellaneous charges
and miscellaneous charge
templates to different item and
category combinations.
Miscellaneous Charges Selection Page
Use the Miscellaneous Charges Selection page (ITM_CAT_MC_CRITERA) to enter the criteria for the
miscellaneous charges that will appear on the Miscellaneous Charges - Miscellaneous page.
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Defining Purchasing Item Information
Chapter 4
Navigation
•
Items, Define Items and Attributes, Miscellaneous Charges, Miscellaneous Charges Selection
•
Click the Selection Criteria link on the Miscellaneous Charges - Miscellaneous page.
Image: Miscellaneous Charges - Miscellaneous page
This example illustrates the fields and controls on the Miscellaneous Charges - Miscellaneous page. You
can find definitions for the fields and controls later on this page.
Category
Select a value to associate these miscellaneous charges with
a category-supplier business unit ship-to location, category
supplier business unit, category supplier combination, or
category. Otherwise, leave the field blank.
Item
Select a value to associate these miscellaneous charges with
an item-supplier business unit ship-to location, item supplier
business unit, item supplier combination, or item. Otherwise,
leave the field blank.
Supplier, 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.
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Chapter 4
Defining Purchasing Item Information
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.
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 Supplier (merchandise
supplier)
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 supplier. If you do not
select this check box, you can use the Supplier and Supplier
Location fields to designate a third-party supplier.
Related Links
"Defining Miscellaneous Charges and Landed Costs (PeopleSoft 9.2: Source to Settle Common
Information)"
Setting Up Item Supplier Price Adjustment Rules
To set up Supplier price adjustments, use the Price Adjustment component (PRICE_ADJUSTMENT).
This section provides an overview of item supplier price adjustments and discusses how to:
•
Define item Supplier price adjustments.
•
Define item Supplier price adjustment details.
Pages Used to Set Up Item Supplier Price Adjustment Rules
Page Name
Definition Name
Navigation
Usage
Price Adjustment
PRICE_ADJUSTMENT
Items, Define Items
and Attributes, Price
Adjustments, Price
Adjustment
Define the rules for the
system should follow when
calculating the supplier
adjusted price from the
supplier's base price. You
can define effective-dated
adjustment rule sequences
for each item-supplier
combination.
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145
Defining Purchasing Item Information
Chapter 4
Page Name
Definition Name
Navigation
Usage
Price Adjustment Details
PRICE_ADJUST_DTLS
Items, Define Items
and Attributes, Price
Adjustments, Price
Adjustment Details
Define the quantities and
adjustment methods for each
of the price adjustment rules.
Understanding Item Supplier Price Adjustments
With PeopleSoft Purchasing item Supplier price adjustment features, you can define Supplier 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 supplier price adjustments for items that have item-supplier relationships already established
on the Purchasing Attributes - Item Supplier 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 supplier price
adjustments to define specific contract pricing terms.
Related Links
Defining Purchasing Item Attributes
"Price Adjustments for Item Line Page (PeopleSoft 9.2: Source to Settle Common Information)"
Price Adjustment Page
Use the Price Adjustment page (PRICE_ADJUSTMENT) to define the rules for the system should follow
when calculating the supplier adjusted price from the supplier's base price.
You can define effective-dated adjustment rule sequences for each item-Supplier combination.
Navigation
Items, Define Items and Attributes, Price Adjustments, Price Adjustment
Calc Type (calculation type)
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.
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Seq (sequence)
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
supplier's UOM and Pricing Information page. The system
makes a default UOM adjustment when the UOM on the
transaction is the same as the supplier default UOM or when the
UOM on the transaction is not established for the item-supplier
combination.
UOM Match (unit of measure match) Select to define an adjustment rule based on a specific UOM
established for the item-supplier combination.
UOM (unit of measure)
If you selected the UOM Match check box, select the UOM
that you want to use for adjustments. The item-supplier UOMs
must first be established on the supplier's UOM and Pricing
Information page.
Match Ship
Select to define an adjustment rule based on a specific ship to
location code (SetID/ship to) established for the item-supplier
combination.
SetID, Ship To
Select the values if you selected the Match Ship check box.
Hard
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.
Stop Price
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.
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Related Links
Defining Purchasing Item Attributes
"Defining Supplier Locations (PeopleSoft 9.2: Source to Settle Common Information)"
Price Adjustment Details Page
Use the Price Adjustment Details page (PRICE_ADJUST_DTLS) to define the quantities and adjustment
methods for each of the price adjustment rules.
Navigation
Items, Define Items and Attributes, Price Adjustments, Price Adjustment Details
Copy Price Adj. Qty (copy price
adjustment quantity)
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.
Min Qty/Max Qty (minimum
quantity/maximum quantity)
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.
Adjusted Price
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.
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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.
Pages Used to Update Standard Prices and Business Unit Standard Prices
Page Name
Definition Name
Navigation
Usage
Supplier's UOM and Pricing
Information (supplier's unit
of measure and pricing
information)
ITM_VENDOR_UOM
Items, Define Items and
Attributes, Purchasing
Attributes, Item Supplier
Update item/supplier prices
and choose to apply the
price changes to the item's
standard price and PeopleSoft
Purchasing business unit
standard prices.
Purchasing Business Unit
Attributes
ITM_BU_PUR
Click the Item Supplier
UOM link on the Purchasing
Attributes - Item Supplier
page.
Items, Define Items and
Attributes, Purchasing
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.
Item Loader
RUN_IN_ITMLOAD
SCM Integrations, Process
Transactions, Items, Item
Loader
Mark items for standard price
updating and business unit
standard price updating when
item/supplier 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.
Update PO Price
RUN_PO_PRICE_UPD
Items, Define Items and
Attributes, Update PO Price
Run the Price Update
application engine process (
PO_PRICE_UPD) to scan the
Item/supplier UOM tables to
locate item/supplier prices
that have become effective
and calculate the item's new
standard price or business unit
standard price based on the
item/supplier UOM price.
Related Links
"Understanding Item Catalog Maintenance (PeopleSoft FSCM 9.2: Managing Items)"
Understanding Price Updates
Your PeopleSoft system may have multiple prices for an item, including the item's standard price, item
and supplier price, and standard price by business unit. In addition, if a contract is in place for an item,
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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:
•
Automatically updating an item's standard price whenever an item/supplier price with a current
effective date is updated using the Supplier's UOM and Pricing Information page.
•
Updating the item's standard price based on an item/supplier 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/supplier price becomes effective, the item's standard price is updated to reflect the
new item/supplier pricing.
•
Automatically updating an item's business unit standard price whenever an item/supplier price is
updated using the Supplier's UOM and Pricing Information page.
•
Updating the item's business unit standard price based on an item/Supplier price that was future
effective-dated 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/Supplier
pricing.
•
Updating standard prices with the current effective item/Supplier 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/Supplier 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.
Related Links
"Understanding Item Loading (PeopleSoft FSCM 9.2: Managing Items)"
Understanding the Price Update Process
The Price Update process scans the Item/Supplier 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 Supplier'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/supplier 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.
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You will probably want to schedule the Price Update process to run regularly if the system includes many
price changes.
Using Standard Price and Business Unit Standard Price Updating Online
To update standard prices and business unit standard prices online:
1. Use the Supplier's UOM and Pricing Information page for the item and supplier that must be updated.
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 To Be 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 Supplier's UOM and Pricing
Information page.
Note: To use the price as a reference or use another supplier price, for example, you can select No
Update instead of To Be Upd.
5. Verify that you have selected only one item/supplier price to update the item's standard prices.
If multiple item/supplier prices are selected when you save the item changes, the system will prompts
you to proceed with the new selected item/supplier price or keep the previous selected price.
6. Click the OK button on the Supplier's UOM and Pricing Information page.
7. Save the Purchasing Attributes - Item Supplier 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 Supplier's
UOM and Pricing Information page is changed to Updated by default.
•
If necessary, the UOM and currency of the item/supplier price are converted from the Supplier
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
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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 Supplier's UOM
and Pricing Information page becomes Updated by default.
•
If necessary, the UOM and currency of the item/supplier price are converted from the Supplier
UOM and currency code to the standard UOM and currency code located on the Purchasing
Attributes - Purchasing Attributes page.
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/supplier UOM to the item's standard UOM, the system uses the supplier
override conversion factor (if one exists). When no supplier 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/supplier UOM (from UOM) and the item standard UOM
(to UOM), an error message appears.
Note: To convert the item/supplier 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/supplier 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. Use 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/
supplier 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/supplier 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.
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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.
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/supplier 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/
supplier UOM price entered with the Item Loader.
Related Links
"Understanding Item Loading (PeopleSoft FSCM 9.2: Managing Items)"
Update PO Price Page
Use the Update PO Price page (RUN_PO_PRICE_UPD) to run the Price Update application engine
process (PO_PRICE_UPD) to scan the Item/supplier UOM tables to locate item/supplier prices that have
become effective and calculate the item's new standard price or business unit standard price based on the
item/supplier UOM price.
Navigation
Items, Define Items and Attributes, Update PO Price
Image: Update PO Price page
This example illustrates the fields and controls on the Update PO Price page. You can find definitions for
the fields and controls later on this page.
You can use the filter controls on this page to limit the prices to be updated.
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Date Range
As of Date
Select to process prices that are currently effective.
Date Range
Select to process prices that are in effect within the range that
you specify in the Date From/Date To fields.
Selecting Suppliers Based on Item Ship To and Item Supplier
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 supplier location
combinations, see the "Using Purchase Order Sourcing" chapter. The pages are similar.
See Sourcing by Region.
Note: The PO Calculations process selects a supplier for an item/ship to location combination based on
the definition on this page (if the Override Suggested supplier option is selected on the Sourcing Controls
page).
Pages Used to Select Suppliers Based on Item Ship To and Item Supplier
Locations
Page Name
Definition Name
Navigation
Usage
Item Ship To Locations
ITM_SHIPTO_VNDR
Items, Define Items and
Attributes, Item Ship To
Locations
Set up a prioritized list of
supplier and supplier locations
for a particular item and ship
to location combination.
Item Supplier by Region
ITM_REGION_VNDR
Items, Define Items and
Attributes, Item Ship To
Locations
Define supplier priority and
supplier location by region.
Item Ship To Locations Page
Use the Item Ship To Locations page (ITM_SHIPTO_VND) to set up a prioritized list of vendors and
Supplier locations for a particular item and ship to location combination.
Navigation
Items, Define Items and Attributes, Item Ship To Locations
SetID and Ship To
154
Select each shipping location that you're defining for the item.
Ship to location codes are established on the Ship To Locations
page.
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Defining Purchasing Item Information
Region Code
Select a region code to associate to this ship to location.
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
supplier level in the List of supplier grid box.
List of Supplier
Supplier SetID
Select a Supplier SetID. You cannot select a SetID value and
supplier that already exists in another row when the record
definition does not allow duplicate entries.
Priority
Displays the priority value for the Supplier SetID and supplier
combination with 1 being the highest priority.
Supplier
Select a Supplier. Available supplier are those for which item
supplier relationships have been established on the Purchasing
Attributes - Item Supplier page.
Location
Select the Supplier location.
Ship Via
Select the shipping method for this item supplier.
Lead Time
Enter the lead time for shipping to the item ship to location. This
lead time accommodates multiple sites receiving goods from
the same supplier 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 supplier
by region.
Lead Time Option
Select the lead time option that you want to use at this item/
ship to level. When suppliers are assigned to requisitions in
purchasing, the purchasing system checks a hierarchy to find
the highest priority suppliers. First, it checks for supplier
priorities based on the item/ship to location. Next, it checks
supplier priorities based on the item/region. And, finally it
checks supplier 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 supplier followed by the purchase item.
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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/ship to level, it will not be available at the item ship to
supplier level in the List of suppliers grid box.
Related Links
"Defining Supplier Locations (PeopleSoft 9.2: Source to Settle Common Information)"
Defining Purchasing Item Attributes
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.
Page Used to Create Purchasing Kits
Page Name
Definition Name
Navigation
Usage
Purchasing Kit Definition
PURCH_KIT_TBL
Items, Define Items and
Attributes, Purchasing Kit
Definition
Define 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.
Working With Substitute Items in Procurement
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Understanding Item Substitutions in Procurement
Suppliers periodically backorder certain items and offer a substitute item that can replace the original
item, thus avoiding shipping delays and partial orders. PeopleSoft Purchasing offers requestors in
organizations or companies a way to track which items, according to the supplier, are backordered, and
automatically procure the supplier’s substitute item. Once the buyer enables item substitutions, the system
records current or future item substitutions at the time of requisition and updates the purchase order
automatically. The system supports both manual and automatic selection of item substitutes based on the
item setID in order to dispatch an updated purchase order to the supplier, thus resolving matching issues
between the purchase order and received items
Item Substitution will be enabled in procurement transactions when the Item Substitution has been
enabled on the Purchasing Business Unit. You can specify whether items will be substituted manually or
automatically in the requisition, online Requisition Selection, purchase order components, requisition and
during PO Batch Sourcing. You can also indicate whether a requestor has the ability to accept or reject a
substitute item on the requisition; and whether a procured item will be visible to the end user.
Item substitutions can be setup at the Item Supplier Location and Item levels. At each of these levels,
you can control whether the item will be available for manual, automatic or not available. The system
will automatically search at the Item Supplier Location level for valid item substitutions using the item,
supplier, and supplier location, then select for substitute item whose Use for Procurement is set for
Automatic or Automatic and Manual substitution. If any are found, it will select the substitute item with
the highest priority and where the transaction date is within the begin date and end date ranges. If no item
substitution is found at the Item Supplier Location, then the system will search the Item Substitution level
for valid items to substitute. Once the substitute item has been found, the user will be prompted to accept
or reject the substitute item. If the user accepts, the substitute item will replace the item; and the system
will store the original entered item in the Original Item Substituted field, convert the transaction UOM
to the substitute item’s UOM, and select substitute item’s pricing onto the transaction. Item substitution
selection will be based on the Original Item Substituted. Visual indicators will be visible on procurement
transactions to indicate whether an item has been substituted. You can also use the Item Substitution
Search icon to manually select item substitutions on your procurement transactions.
Manual Item Substitution
Use the Manual Substitute Item Search Page to view all Substitutes Items at both the Item Supplier
Location level (if a Supplier ID/Location is available) and Item SetID level where the Substitute Item is
marked for ‘Manual Substitution’ or ‘Manual and Automatic’.
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The Substitute Item Search Page can be accessed from the Requisition Line, Requisition Selection Line,
Purchase Order Line when you click on the Item Substitution Search Icon.
Image: Substitute Item Search Page
This example illustrates the fields and controls on the Substitute Item Search Page. You can find
definitions for the fields and controls later on this page.
Item Description
Displays the Substitute Item Description of the selected Item ID
Category
Displays the Substitute Item Standard UOM used for item
Start and End Dates
Indicates the start and end date
UOM
Select Substitute item UOM that will be used on the transaction.
If the Substitute item does not have an existing Item Supplier
relationship, or does have one and Accept Any UOM is ON, the
Substitute item UOM prompt field will display all ‘Ordering’
UOMs for the Item ID. If Substitute Item has an item Supplier
relationship and Accept Any UOM is OFF, then Substitute Item
UOM prompt field will display only Item Supplier Location
UOM
Conversion Rate
Displays the quantity of the substitute item that is required
to replace the original item. The default value displayed is 1.
However, you can modify the value as necessary. Conversion
Rates are calculated by using the Substitute Item UOM listed
and the Standard UOM of the Original Substituted Item.
The search page displays all Substitute Items at both the Item Supplier Location level (if a Supplier
ID/Location is available) and Item SetID level where the Substitute Item is configured as ‘Manual
Substitution’ or ‘Manual and Automatic.’ It also displays Substitute Items that are available on the
Transaction Date which is shown in the Header of the Substitute Item Search page.
•
158
If the PO Item Supplier Security Option for the transaction’s PO BU is ‘Edit Required Must Use Item
ID’ or ‘Edit Required When Use Item ID,’ the search page only displays Substitute Items that have an
Item Supplier relationship established for the current Supplier displayed in the search page
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Defining Purchasing Item Information
•
This page will also not display the Items with Accept Any Supplier checkbox off and no Item
Supplier relationship exists with the Supplier
•
The search page displays the Substitute Items that are in a Catalog assigned to the Requester
•
The search page will display the substituted items if there is a value in the ‘Original Substituted Item’
field on the transaction line whereas if there is no value in the ‘Original Substituted Item’ field, the
Item ID on the transaction line will appear in the search page.
Automatic Item Substitution
When auto item substitution is enabled at the Purchasing Business Unit, the system will automatically
find substitute items when available during creation or change of a purchase order or requisition. If item
substitutes exist for the item ordered, the following message will prompt the user to accept the suggested
item substitute.
A Substitute Item has been found. Do you want the Substitute Item to replace the current Item ID at this
time? (Yes or No)
•
Selecting ‘No’, the system will not replace the current Item ID with the Substitute Item and Item
substitution will not occur and the ‘Automatic Item Sub’ checkbox is automatically deselected on the
Requisition Line.
•
Selecting ‘Yes’, the Substitute Item replaces the current Item ID and all Item Substitution fields are
updated correctly and UOM Conversion is performed
When a change is made to an existing Requisition or PO Line, the following should occur:
•
If the Item ID field is changed and the Original Substituted Item field is populated, the Original
Substituted Item and Original Substituted Item Description field is cleared and the ‘Substitute Item in
Use’ indicator is disabled or hidden
•
If the Qty or UOM is changed and the Original Substituted Item field is populated, ‘Automatic Item
Substitution Steps’ repeat to check for Substitute Items of the Original Substituted Item (not Item
ID) as the current Substitute Item may no longer be valid after the change or there may be a more
appropriate Substitute Item available for the Original Substituted Item
•
If the Supplier ID is changed on a Requisition Line or Purchase Order Header and the Requester or
Buyer selects ‘Yes’ in the Warning message to continue, the Original Substituted Item field is cleared
out and moved back to the Item ID field. ‘Automatic Item Substitution Steps’ repeat to check for
Substitute Items of the Item ID and the new Supplier.
•
If a requisition or purchase order is pegged to a source transaction and you substitute the item, the
pegged relationship will be broken.
•
If a requisition line is either partially or fully sourced, item substitutes will not be considered.
•
If a purchase order line has been previously dispatched, or the item id has been grayed out for any
reason, item substitution will not be considered.
When an Item ID is entered on a Requisition Line in any of the following methods, the ‘Automatic Item
Substitution Steps’ occur for each new line:
•
Purchasing Kit
•
Item Search
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•
Catalog
•
Requester Items
•
ePro Favorites
•
Personal Templates
Chapter 4
When a Requisition is saved and the Requester Items and ePro Favorites are updated, if the Original
Substituted Item field is populated, user can save this Item as a favorite rather than the Substitute Item.
This ensures that an Item marked as a ‘Substitute Item Only’ is not saved as a Requester Item or Favorite
and then selected on a subsequent Requisition
When an Item ID is entered on a Purchase Order Line in any of the following methods, the ‘Automatic
Item Substitution Steps’ steps occur for each new line:
•
Purchasing Kit
•
Item Search
•
Catalog
When using ‘Copy From’ to copy a Requisition into a new Requisition or a Purchase Order into a new
Purchase Order, the Original Substituted Item for each transaction line is cleared out and the value
is moved back to the Item ID field. ‘Automatic Item Substitution Steps’ repeat to check for current
Substitute Items
When a Requisition is copied to a Purchase Order, if the Original Substituted Item is populated on the
Requisition Line, user can perform ‘Automatic Item Substitution steps’ to check for Substitute Items of
the Original Substituted Item (not Item ID) as the current Substitute Item may no longer be valid at this
time, or there may be a more appropriate Substitute Item available for the Original Substituted Item. If the
Original Substituted Item is not populated, user can perform ‘Automatic Item Substitution steps’ to check
for Substitute Items of the Item ID.
When a Contract is copied into a Purchase Order, no Automatic Item Substitution occurs. This is because
the Contract Line cannot be tied to a Purchase Order Line when the Item IDs do not match. the Contract
can be updated prior to copy to PO
Automatic Item Substitution during PO Sourcing will occur based on the following:
If Automatic Item Substitution is selected at the BU Level Option, and ‘Auto Item Substitution’ field is
selected and the Original Substitute Item field on the staging record is populated, the sourcing process
will use this Item ID when searching for Substitute Items. However, if the Original Substituted Item field
on the staging record is not populated, it will use the Item ID value when searching for Substitute Items.
The Sourcing process performs the Item Substitute Usage Rules to search for Substitute Items and
determines the most appropriate Substitute Item to use for the Original Substituted Item.
If a substitute item was specified on the Requisition and PO Sourcing found a different Item Substitute
(perhaps with a different date), PO Sourcing uses the most valid substitute item for the purchase order.
PO Sourcing will update the Original Substituted Item and Description if it finds a valid substitute. The
system does not check for substitutes of substitutes
PO Sourcing bypasses Item Substitution if a Procurement Group is associated with the line and the Item is
the Primary Unit for the Procurement Group or the 'Allocate Purchasing Group' option is enabled on the
Business Unit Options table
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Chapter 4
Defining Purchasing Item Information
PO Sourcing will follow the same UOM Conversion and Pricing logic done for Online Requisitions
Example: Item 10012 is selected on requisition. An applicable item substitute item does exist for this
item. Because the BU level option indicates to ‘substitute’ requester’s item with substitute, item on
requisition is changed to 10012A. PO Sourcing will look to determine whether a valid substitute exists for
item 10012, the original item on the requisition. If item 10012B is now the most valid item substitute, this
item will be used on the PO.
Item Substitute Usage Rules
Substitute items are established in the Item Supplier Location Substitution Items page and Item
Substitution page. The system will evaluate whether to use a substitute item from the Item Supplier
Location Substitution Items page first, then if none found, will evaluate whether a valid substitute item
exists in the Item Substitution level. If the Business Unit Security Option is Edit Required Must Use Item
ID or Edit Required When Use Item ID then an item supplier relationship must be established for the
substitute item.
A valid substitute item will be selected from the Item Supplier Location Substitution Item level if the Use
for Procurement values is Automatic or Automatic and Manual, the transaction’s date is within substitute
item’s Begin Date and End Date, then the rows with the highest priority will be considered first. If the
Purchasing Attribute Option - Accept Any UOM is OFF, then item substitution UOM must be setup as a
valid Item Supplier UOM.
A valid substitute item will be selected from the Item Substitution level if none has been found from
the Item Supplier Location Substitution Item level. If the Use for Procurement values is Automatic or
Automatic and Manual, the transaction’s date is within substitute item’s Begin Date and End Date, then
the rows with the highest priority will be considered first. If the Purchasing Attribute Option - Accept
Any UOM is OFF, then item substitution UOM must be setup as a valid Item Supplier UOM.
Item Substitution UOM Conversion Logic
If the Original Item on the transaction is in the Standard UOM, then the Substitute Item Conversion
Rate between the two Items defined on the Substitute Item setup pages is used to determine the Unit of
Measure conversion. If the Original Item on the transaction is not in the Standard UOM, the conversion
between the Original Item Standard UOM and the Transaction UOM is determined first, followed by
the Substitute Item Conversion between the two Items defined on the Substitute Item setup pages. While
performing the Item Substitute UOM Conversion, if the Quantity Precision associated with the resulting
Item Supplier UOM record is available and if Quantity Precision is ‘Whole Number,’ the Quantity is
rounded as per the Rounding Rule.
Once the UOM Conversion has occurred on the transaction line, then the Pricing is determined using the
available Item Supplier UOM or the Standard UOM Price multiplied by the Item UOM Conversion rate.
Below is a breakdown of the UOM Conversion and Pricing logic along with examples.
Step 1: Convert Transaction UOM of Original Item to Standard UOM of Original Item.
This Step is only applicable if the Transaction UOM is not the Standard UOM for the Original Item.
Example:
Transaction UOM is BOX and Standard UOM is EA. There are 4 EA in 1 BOX. Transaction Qty is 10
BOX. The converted Qty and UOM is 40 EA.
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Defining Purchasing Item Information
Chapter 4
Transaction
Qty
Transaction
UOM
Multiplied By
Conversion
Equals
Rate between
Std UOM and
Transaction
UOM
Converted
Qty
Converted
UOM
10
BOX
*
4
40
EA
=
Step 2: Convert Original Item Standard UOM to Substitute Item UOM.
Example:
Original Item Standard UOM is EA. Substitute Item UOM is CS. There are 16 EA in 1 CS, so UOM
Conversion between EA and CS is .0625. The order Qty of the Substitute Item is 2.5 CS.
Converted
Qty
Converted
UOM
Multiplied By
Conversion
Equals
Rate between
Item Std UOM
and Sub Item
UOM
Order Qty
Order UOM
40
EA
*
.0625
2.5
CS
=
Note: If Quantity Precision is defined as ‘Whole Number’ on the Supplier’s UOM & Pricing page, then
the Qty of 2.5 is rounded as per the Rounding Rule.
Step 3: Find the Price for the Substitute Item UOM
The Price is obtained from Supplier’s UOM & Pricing in Purchasing Attributes if the UOM is defined on
this page. If not, the Price is derived from the Substitute Item Standard UOM Price.
Example
The Substitute Item UOM of CS is not defined in Supplier’s UOM & Pricing in Purchasing Attributes.
The Substitute Item Standard UOM of EA has a Price of $10. The Conversion Rate between the Standard
UOM of EA and the Ordering UOM of CS is 16. The Price for the Substitute Item UOM is calculated as
$160 per CS.
UOM defined in
Supplier’s UOM
& Pricing page
Substitute Item
Standard UOM
Price
Multiplied
Order Price
By
Conversion Rate Equals
between Std
UOM and Order
UOM
N
$10
*
16
$160
=
Setting Up Substitute Items in Procurement
In order to allow Item Substitution in Procurement, you must enable item substitution at the business unit
level in order to activate the item substitution functionality. You can then determine the item substitution
options that work best for your organization or company. This section gives you an overview of how to:
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Chapter 4
Defining Purchasing Item Information
•
Set up item substitution at the Purchasing business unit level
•
Prioritize substitute items by supplier relationship
•
Designate items that are available for item substitution only
Setting Up Item Substitution for the Purchasing Business Unit
Use the Business Unit Options page for setting up Item Substitution for Purchasing Business Unit
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Defining Purchasing Item Information
Chapter 4
Navigation
Set Up Financials/Supply Chain, Business Unit Related, Purchasing, Purchasing Definition, Business
Unit Options
Image: Purchasing — Business Unit Options Page
This example illustrates the fields and controls on the Purchasing — Business Unit Options Page. You can
find definitions for the fields and controls later on this page.
Image: Purchasing —Business Unit Options Page (2of2)
This example illustrates the fields and controls on the Purchasing —Business Unit Options Page (2of2).
You can find definitions for the fields and controls later on this page.
The Business Unit level option controls whether Item Substitution is turned on for the Purchasing
Business Unit. On enabling the “Enable Item Substitution” checkbox on the Business Unit Options level,
the “Allow Manual Item Substitution’ and ‘Allow Automatic Item Substitution’ sections will be available
for selection.
If you select this checkbox, all Item Substitute fields will be enabled on the Requisition, Requisition
Selection/Requisition Expediter, Sourcing Workbench, Purchase Order, Receipt and other applicable
components as needed.
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Chapter 4
Defining Purchasing Item Information
The “Requisition” checkbox under the Allow Manual Item Substitution section allows you to enable
manual item substitution on the Requisition (core and ePro) whereas the Online Requisition Selection and
Purchase Order checkbox allows you to enable manual item substitution during Requisition Selection and
on the Purchase Order
The “Requisition” checkbox under the Allow Automatic Item Substitution section allows you to enable
manual to enable automatic item substitution on the Requisition (core and ePro) whereas the Online
Requisition Selection, PO Sourcing and Purchase Order checkboxes allow you to enable manual item
substitution during Requisition Selection, PO Sourcing, and on the Purchase Order.
Note: While setting up the item substitution controls, you must ensure that you have selected at least
one or more checkboxes in the Allow Manual Item Substitution and Allow Automatic Item Substitution
sections..
SeeEstablishing PeopleSoft Purchasing Business Units
Defining Item Substitution Priorities at the Supplier Level
Item Substitutes defined at the Item Supplier Location level will only apply to the specific supplier.
However, if the Purchase Order Item Supplier Security Option for the transaction’s business unit is
Edit Required Must Use Item ID or Edit Required When Use Item ID, then the substitute items without
an item-supplier relationship will not be available for manual item substitution selection or automatic
defaulting.
SeeDefining Purchasing Item CategoriesSelecting Suppliers Based on Item Ship To and Item Supplier
Locations
Defining Item Substitution Priorities at the Item level
Item Substitutes defined at the Item Level will apply to all Suppliers. .
SeeDefining Purchasing Item Categories
Designating Items for Substitution Only
You can filter out substitute items during item searches in Procurement transactions if you designate
the item for substitutions only. In this case, the substitute item will not be available in any Item ID
prompt fields throughout the Procurement system. Instead, the Item ID is considered a substitute item
for exclusive use as part of the Manual and Automatic Item Substitution process within the Procurement
process.
SeeDefining Purchasing Item Attributes
Override Auto Item Substitution
The Override Auto Item Substitute field on the Requester Setup page will allow you to uncheck the ‘Auto
Item Substitution’ box on a Requisition Line when you wish to retain the current Item ID and do not want
it automatically substituted during PO sourcing. Additionally, you will be able to reject a Substitute Item
found by Auto Item Substitution on the online Requisition.
If you select the Override Auto Item Substitute checkbox on the Requestor Setup page, the Auto Item
Substitute checkbox on the requisition line will be ungrayed and checked. You can also uncheck this box
if you wish to prevent Automatic Item Substitution from occurring on this Requisition Line during the
sourcing process.
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Defining Purchasing Item Information
Chapter 4
Selecting this checkbox also means that if Auto Item Substitution occurs on a Requisition Line and
a Substitute Item is found, the Requester can answer ‘No’ to prevent the Sub Item from overriding
requested item.
If you do not select the checkbox, then the ‘Auto Item Substitution’ box on the Requisition Line will be
grayed and checked and the Requester cannot deselect it. (The Buyer will still have the option to uncheck
this flag in Requisition Selection.)
See"Defining Requesters (PeopleSoft 9.2: Source to Settle Common Information)"
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Chapter 5
Defining Miscellaneous Charges and
Landed Costs
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 supplier 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.
Related Links
Header Misc. Charges (header miscellaneous charges) Page
Capturing Item Miscellaneous Charges
Miscellaneous Charges Selection Page
"PeopleSoft Cost Management Reports: A to Z (PeopleSoft FSCM 9.2: Cost Management)"
"Defining Miscellaneous Charges and Landed Costs (PeopleSoft 9.2: Source to Settle Common
Information)"
"Defining Miscellaneous Charge and Landed Cost Templates (PeopleSoft 9.2: Source to Settle Common
Information)"
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Defining Miscellaneous Charges and Landed Costs
Chapter 5
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
1
Item, supplier, business unit, and ship to location.
(INV_ITEM_ID, Supplier_ID, BUSINESS_UNIT, and
SHIPTO_ID)
2
Item, supplier, and business unit.
(INV_ITEM_ID, Supplier_ID, and BUSINESS_UNIT; and no
SHIPTO_ID)
3
Item and Supplier.
(INV_ITEM_ID and Supplier_ID; and no BUSINESS_UNIT
nor SHIPTO_ID)
4
Item.
(INV_ITEM_ID; and no Supplier_ID, BUSINESS_UNIT, nor
SHIPTO_ID)
5
Category, supplier, business unit, and ship to location.
(CATEGORY_ID, supplier_ID, BUSINESS_UNIT, and
SHIPTO_ID; and no INV_ITEM_ID)
6
Category, supplier, and business unit.
(CATEGORY_ID, Supplier_ID, and BUSINESS_UNIT; and
no INV_ITEM_ID nor SHIPTO_ID)
7
Category and supplier.
(CATEGORY_ID and Supplier_ID; and no INV_ITEM_ID,
SHIPTO_ID, nor BUSINESS_UNIT)
8
Category.
(CATEGORY_ID; and no INV_ITEM_ID, Supplier_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 supplier, 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.
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Chapter 5
Defining Miscellaneous Charges and Landed Costs
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.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
169
Chapter 6
Using Workflow
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 PeopleTools : 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.
2. PeopleSoft Approval Framework documented in the PeopleSoft FSCM 9.2 : 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.
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Using Workflow
•
Chapter 6
Set up Email Approvals for PeopleSoft Purchasing.
Pages Used to Set Up Approval Framework in PeopleSoft Purchasing
Page Name
Definition Name
Navigation
Usage
User Profiles - Roles
USER_ROLES
PeopleTools, Security, User
Profiles, User Profiles
Attach workflow roles to
users.
Select the Roles tab.
"Defining Users for Approval,
" PeopleSoft FSCM 9.2 :
Approval Framework.
PeopleTools, Security, User
Profiles, User Profiles
Define supervisors.
Enterprise Components,
Approvals, Approvals, User
List Setup
Define user-list definitions.
User Profiles - Workflow
User List Definition
USER_WORKFLOW
PTAF_USER_LIST
"Defining User Lists,"
PeopleSoft FSCM 9.2 :
Approval Framework.
Requester Setup
REQUESTOR_TBL
Set Up Financials/Supply
Chain, Product Related,
Procurement Options,
Purchasing, Requester Setup
Establish default information
for requesters.
User Preferences:
Procurement - Requisition
Authorizations
OPR_REQ_AUTH
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.
Buyer Setup
BUYER_TBL
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.
User Preferences:
OPR_PO_AUTH
Procurement - Purchase Order
Authorizations
172
"Defining Users for Approval,
" PeopleSoft FSCM 9.2 :
Approval Framework.
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Chapter 6
Using Workflow
Page Name
Definition Name
Navigation
Change Template
CHNG_ORD_TEMPLATE
Set Up Financials/Supply
Identify the fields on a
Chain, Product Related,
requisition, purchase order,
Procurement Options,
or contract that can initiate
Purchasing, Change Template 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.
Purchasing Definition-PO
Change Options
BUS_UNIT_PO_APPR
Set Up Financials/Supply
Define purchase order
Chain, Business Unit Related, approval requirements for
each business unit.
Purchasing, Purchasing
Definition, PO Change
Options
Purchasing Definition-Req
Change Options
BUS_UNIT_REQ_APPR
Set Up Financials/Supply
Define requisition approval
Chain, Business Unit Related, requirements for each
Purchasing, Purchasing
business unit.
Definition, Req Change
Options
Register Transactions
EOAW_TXN
Enterprise Components,
Approvals, Approvals,
Transaction Registry
Register an application with
the approval framework.
Configure Transactions
EOAW_TXN_NOTIFY
Enterprise Components,
Approvals, Approvals,
Transaction Configuration
Use the Configuration
Transactions page to
configure how the system uses
the particular implementation
of approval triggers.
Setup Process Definitions
EOAW_PRCS_MAIN
Enterprise Components,
Approvals, Approvals,
Approval Process Setup
Define workflow approval
process stages.
Approval Authorization
EOAW_AUTH
Enterprise Components,
Approvals, Approvals,
Authorize Approvers
Authorize roles and approvers
for dynamic paths.
Approval Monitor
Configuration
EOAW_MONDIS_CONFIG
Enterprise Components,
Approvals, Approvals,
Monitor Configuration
Configure the approval
monitor.
Monitor Approvals
EOAW_ADM_MON_SRC
Enterprise Components,
Approvals, Approvals,
Monitor Approvals
View into all approvals to
which you have access, as
well as take necessary actions
on pending approvals.
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Usage
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Using Workflow
Chapter 6
Page Name
Definition Name
Navigation
Usage
Generic Template Definition
WL_TEMPLATE_GEN
PeopleTools, Workflow,
Notifications, Generic
Templates
Use the Generic Template
Definition page to establish a
common format for all ad hoc
notifications.
Event Types
EOAW_NEM_EVENTS
Enterprise Components,
Approvals, Notification and
Escalations , Events
Associate events to a server.
Setup Event
EOAW_NEM_SETUP
Enterprise Components,
Approvals, Notification and
Escalations , Notifications
and Escalations
Set up an escalation event
and define the evaluation and
action details.
Event Status
EOAW_NEM_STATUS
Enterprise Components,
Approvals, Notification and
Escalations, Status
Check status of notification.
Schedule JobSet Definitions
SCHDLDEFN
PeopleTools, Process
Scheduler, Schedule JobSet
Definitions
Set up a NEM to define the
job to run, and how often you
want it to run.
Installation OptionsPurchasing
INSTALLATION_PO
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.
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.
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Chapter 6
Using Workflow
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.
•
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 BI 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 FSCM 9.2: Approval Framework.
During the approval process these actions take place:
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Using Workflow
Chapter 6
•
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.
See PeopleSoft FSCM 9.2 : Approval Framework.
Setting Up the Approval Framework for PeopleSoft Purchasing
Complete information about the setup and use of the approval framework is located in the PeopleSoft
FSCM 9.2 : 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 FSCM 9.2 : 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 FSCM 9.2: 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:
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•
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.
•
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 "Maintaining System Users and Roles (PeopleSoft FSCM 9.2: eProcurement)"
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.
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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
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 "Creating Change Templates (PeopleSoft 9.2: Source to Settle Common Information)".
See Establishing Change Options and Approval Rules.
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).
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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 FSCM 9.2: Approval Framework.
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 FSCM 9.2: 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 FSCM 9.2: 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 FSCM 9.2: 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 FSCM 9.2: Approval Framework.
See "Setting Up Event Notifications and Escalations (PeopleSoft FSCM 9.2: eProcurement)".
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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
•
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 FSCM 9.2:
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.
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See "Using the Notification and Escalation Manager," PeopleSoft FSCM 9.2: Approval Framework.
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 "Installation Options - Purchasing Page (PeopleSoft FSCM 9.2: Application Fundamentals)".
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 Establishing Change Options and Approval Rules.
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.
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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 FSCM 9.2: 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 FSCM 9.2: 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 9.2.
See "Using Email Collaboration," PeopleSoft FSCM 9.2: 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 9.2 .
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 Supply Chain Management Integration 9.2 .
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 9.2.
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 9.2, "Implementing Integrations" chapter, Setting Up Service Operations
section.
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Service Operation
Direction and Type
Handlers
Chunking
Available?
Integrates With
PO_EMAIL_PO_
APPROVAL
Inbound
EmailSubscription
No
External XML
PV_EMAIL_REQ_
APPROVAL
Inbound
EmailSubscription
No
External XML
Asynchronous
Asynchronous
See the product documentation for PeopleTools: PeopleSoft Integration Broker Administration
Related Links
"Setting Up Service Operations (PeopleSoft FSCM 9.2: Supply Chain Management Integration)"
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.
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.
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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 suppliers,
your suppliers 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 Application
Fundamentals 9.2 .
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.
See the product documentation for PeopleTools: Security Administration
Related Links
"Understanding PeopleSoft Application Security (PeopleSoft FSCM 9.2: Application Fundamentals)"
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:
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•
Using 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
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order remains as In Process. Workflow moves the activity up the hierarchy of approvers until the person
with the proper authority approves the activity.
Image: Purchase order approval process workflow
This diagram illustrates the use of workflow objects to define the approval workflow for purchase orders:
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.
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
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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.
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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 the product documentation for PeopleTools: Workflow Technology
Related Links
PO Change Options (purchase order change options) Page
Req Change Options (requisition change options) Page
"User Preferences – Requisition User Authorizations Page (PeopleSoft FSCM 9.2: Application
Fundamentals)"
"Requester Setup Page (PeopleSoft 9.2: Source to Settle Common Information)"
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.
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 supplier compliance with buying arrangements and identification of errors
before transactions are processed.
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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.
Related Links
Using Item Loader Exception Workflow Notifications
Using Purchase Order Acknowledgement Alert Workflow Notifications
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
Workflow Notification Type
Business Process Name
Notify the requester when a requisition
line is sourced to a purchase order line
through the Create PO process.
Email
REQ_SOURCED
Note: You must run this workflow
manually from an online page.
See Issuing Requisition Sourcing
Workflow Notifications.
Notify the requester when the purchase
order for the requisition is canceled.
Email
PO_CANCELED
Note: You must run this workflow
manually from an online page.
See Issuing Purchase Order Cancellation
Workflow Notifications.
Notify appropriate users that a
procurement card statement has arrived
and is ready for reconciliation.
Email
PROCARD_BANK_SMENT_
ARRIVED
Notify appropriate users that the
reconciliation of a procurement card
bank statement was not finished within
the preset time frame.
Email
PROCARD_GRACE_PERIOD_
EXPIRED
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Chapter 6
Workflow Notification Event
Workflow Notification Type
Business Process Name
Notify the buyer when a requisition line
requires an RFQ.
Worklist
RFQ_NOTIFICATION
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
CONTRACT_EXPIRY_ALERT
Note: You must run this workflow
manually from an online page.
See Issuing Contract Expiration and
Exceeding Maximum Workflow
Notifications.
Notify the buyer when a POA is received Worklist
that requires approval by the buyer
before being processed. (POA can be
either an EDX or Online POA.)
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 the product documentation for PeopleTools: PeopleSoft Application Designer Developer's Guide
Issuing Requisition Sourcing Workflow Notifications
This section lists the page that you use to issue requisition sourcing worklist and/or e-mail notifications
using Enterprise Components Notification Framework.
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
Definition Name
Requisition Sourced
REQ_SRCD_PRCS_WF
Workflow - Req Srcd Prcs Wf
(requisition sourced process
workflow)
Navigation
Usage
Purchasing, Purchase Orders,
Stage/Source Requests,
Requisition Sourced
Workflow, Requisition
Sourced Workflow
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.
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Chapter 6
Using Workflow
Page Used to Issue Purchase Order Cancellation Workflow Notifications
Page Name
Definition Name
Navigation
Usage
Canceled Sourced POs
Workflow - Cancel Sourced
POs Workflow(canceled
sourced purchase order
workflow )
PO_POCNCL_PRCS
Purchasing, Purchase
Orders, Stage/Source
Requests, Cancel Sourced
POs Workflow, Cancel
Sourced POs Workflow
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.
Page Used to Issue Contract Expiration and Exceed Maximum Workflow
Notifications
Page Name
Definition Name
Navigation
Usage
Contract Alert Workflow
CNTRCT_ALERT_WF
Purchasing, Procurement
Contracts, Create Contract
Alert Workflow, Contract
Alert Workflow
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.
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.
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Using Workflow
Chapter 6
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.
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.
Pages Used to Use Purchase Order Acknowledgement Alert Workflow
Notifications
Page Name
Definition Name
Navigation
Usage
POA Settings (purchase order
acknowledgement settings)
POA_DEF_BU_SP
Set Up Financials/Supply
Chain, Business Unit Related,
Purchasing, Purchasing
Options, Purchasing Options
Define the purchase order
acknowledgement alert
settings for the purchasing
business unit.
Click the POA Settings link
on the Purchasing Options
page.
Procurement Options
VNDR_PROC_OPT_SEC
Suppliers, Supplier
Information, Add/Update,
Supplier, Location
Define the purchase order
acknowledgement alert
settings for a supplier and
location. The system will first
Click the Procurement link on use the POA settings defined
the supplier - Location page.
for the supplier 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.
POA Alerts
PO_POA_ALERTS
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.
Related Links
POA Settings (purchase order acknowledgements settings) Page
Using Purchase Order Acknowledgements
"Defining Supplier Locations (PeopleSoft 9.2: Source to Settle Common Information)"
192
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 6
Using Workflow
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 supplier 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 Supplier 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.
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.
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Chapter 6
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 supplier price on the Item Loader Staging table to the previous item or
supplier 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
Defines the minimum percent price decrease that causes an
exception to be generated. The default value is unlimited
tolerance.
Under Amount 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.
Pages Used to Use Item Loader Exception Workflow Notifications
194
Page Name
Definition Name
Navigation
Usage
Workflow Rule Assignment
PV_WF_SETID_ASGN
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.
Item Categories
CATEGORY_TBL2
Items, Define Controls,
Item Categories, Category
Definition 2
Set price tolerance defaults for
items.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 6
Using Workflow
Page Name
Definition Name
Navigation
Usage
Purchasing Controls
ITM_TBL_PUR2
Items, Define Items and
Attributes, Purchasing
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.
Item Loader Workflow
RUN_IN_ITMLOADWF
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.
Select Exceptions
IN_ITMEXP_SEL
SCM Integrations,
Transaction Error Handling,
Approve Item Exceptions,
Select Exceptions
Select exceptions by SetID,
supplier, item, category,
exception rule ID, status, or
enterprise integration point
control ID.
Exception Summary
IN_ITMEXP_SUM
SCM Integrations,
Transaction Error Handling,
Approve Item Exceptions,
Exception Summary
Display the records matching
the selection criteria from the
Select Exceptions page.
Exception Detail
IN_ITMEXP_DTL
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.
Item Master EIP Maintenance IN_EIP_ITEM_MAINT
Exception Summary Page
Use the Exception Summary page (IN_ITMEXP_SUM) to display the records matching the selection
criteria from the Select Exceptions page.
Navigation
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.
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Chapter 6
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.
Pages Use to Use Rebate Manager Workflow Notifications
Page Name
Definition Name
Navigation
Usage
Notify Rebate Mgr
VRBT_NTFY_RM_RC
Purchasing, Vendor Rebates,
Vendor Rebate Claims,
Notify Rebate Manager,
Notify Rebate Mgr
Initiate the Notify Rebate
Manager process to notify
the rebate managers of claims
generated against their vendor
rebate agreements.
Message Dashboard
SAC_EWN_DSH_SRCH
Set Up Financials/Supply
Chain, Common Definitions,
Errors and Warnings,
Message Dashboard
Manage rebate manager
notifications.
Worklist
WORKLIST
Worklist, Worklist
Manage rebate manager
notifications.
Related Links
Understanding Vendor Rebate Rule Types
Understanding Vendor Rebates
Prerequisites
Before the rebate manager workflow notification process can be executed successfully you must have:
196
•
Defined a vendor rebate agreement with the Notify Rebate Manager check box selected on the Rebate
Agreement - Rebate Options page.
•
Performed purchasing transactions on which to base vendor rebate claims.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 6
Using Workflow
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.
Pages Use to Use Receipt Quantity Change Workflow Notifications
Page Name
Definition Name
Navigation
Usage
Maintain Receipts - Receiving RECV_WPO
Purchasing, Receipts, Add/
Update Receipts, Maintain
Receipts - Receiving
Change the quantity on a
receipt that is associated with
a vendor rebate agreement
that has accruals already
included on a claim.
Message Dashboard
SAC_EWN_DSH_SRCH
Set Up Financials/Supply
Chain, Common Definitions,
Errors and Warnings,
Message Dashboard
Manage receipt quantity
change notifications.
Worklist
WORKLIST
Worklist, Worklist
Manage receipt quantity
change notifications.
Related Links
Understanding the Receiving Business Process
Understanding Vendor Rebate Rule Types
Understanding Vendor Rebates
Understanding the Supplier Location Hierarchy and Multicurrency Pricing
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.
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Using Workflow
Chapter 6
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.
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.
Pages Use to Use Settlement Manager Workflow Notifications
Page Name
Definition Name
Navigation
Usage
Notify Settle Mgr
VRBT_NTFY_SM_RC
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.
Message Dashboard
SAC_EWN_DSH_SRCH
Set Up Financials/Supply
Chain, Common Definitions,
Errors and Warnings,
Message Dashboard
Manage settlement manager
notifications.
Worklist
WORKLIST
Worklist, Worklist
Manage settlement manager
notifications.
Related Links
Understanding the Rebate Accrual Process
Understanding Vendor Rebates
Understanding Vendor Rebate Rule Types
198
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Chapter 6
Using Workflow
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.
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199
Chapter 7
Using Default Hierarchies
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 mostgeneral 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.
•
Level Three: Supplier.
•
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.
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Using Default Hierarchies
Chapter 7
For example, when determining the accounting template to use for a purchase order, the system first
determines whether a supplier has defined an accounting template. If so, the system uses the supplier's
accounting template. If a template is not defined at the supplier level, the system uses the accounting
template defined at the business unit level.
202
Transaction Field Value
Default Hierarchy
Accounting Template
Supplier, Business Unit
AM Capitalize Flag
Business Unit
AM Unit
Business Unit
AP Accrue Flag
Business Unit
AP Unit
Business Unit
ASN Flag
Supplier
Billing Location
Business Unit
BU Comments (business unit comments)
Business Unit
Business Unit
User
Buyer
Supplier, User
Catalog ID
Requester
Contract Authority
User
Contract Dispatch Method
Supplier, Business Unit
Contract Status
User
Country
Supplier, User
Currency
Requester
Currency Code/Rate Type
Supplier, Business Unit
Days + / - Today
User
Department
Buyer, Requester, Purchase Order Origin, User
Fax
Requester
Freight Terms
Supplier, Business Unit
GL Unit (general ledger unit)
Business Unit
Location Code
Buyer, Requester, Business Unit, User
Match Option/Match Type
Supplier, Business Unit
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 7
Using Default Hierarchies
Transaction Field Value
Default Hierarchy
Order Location
Supplier
Origin
Buyer, Requester, Business Unit, User
Override Supplier
Buyer
Payment Terms
Supplier, Business Unit
Payment Terms Basis Date
Supplier
Phone
Buyer, Requester
PO Authority
User
PO Dispatch
Supplier, Business Unit
PO Status
Buyer, User
Pricing Location
Supplier
Receiving Authority
User
Receiving BU
User
Replenishment Dispatch Method
Supplier
Report Template
Business Unit
Requester Name
User
Requisition Authority
Requester, User
Requisition Status
Requester, User
Returning Location
Supplier
RFQ Authority (request for quotation authority)
User
RFQ Dispatch Method
Supplier, Business Unit
RFQ Status
User
RTV Debit Memo (return-to-vendor debit memo)
Supplier
RTV Dispatch Method
Supplier, Business Unit
RTV Fees
Supplier
RTV Notification Method
Supplier
RTV Replace Invoice
Supplier
Sales Tax Tolerance
Supplier
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Using Default Hierarchies
Chapter 7
Transaction Field Value
Default Hierarchy
Sales/Use Tax Information
Supplier
SetID
User
Ship To
Buyer, Requester, User
Ship Via
Supplier, Business Unit
Sourcing % Unit Price Tolerance (sourcing percentage unit
price tolerance)
Business Unit
Supplier Authority
User
Tax Exempt Flag/Tax Exempt ID
Business Unit
Use VAT Suspension (use value-added tax suspension)
Business Unit
Use One Ship To
Supplier, Business Unit
VAT Calculation Type
Business Unit
VAT Declaration Point
Business Unit
VAT Home
Business Unit
VAT Options
Supplier, Business Unit
VAT Registration ID
Business Unit
VAT Rounding Rule
Business Unit
VAT Tolerance Check Indicator
Business Unit
VAT Transaction Code
Business Unit
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:
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Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 7
Using Default Hierarchies
•
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.
Related Links
Retrofit field changes to all existing requisition lines/schedule/distributions Page
Requisition Defaults Page
Understanding the Purchasing Requisition Loader Application Engine Process (PO_REQLOAD)
"Using Requisition Loader Defaults and Overrides (PeopleSoft 9.2: Source to Settle Common
Information)"
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.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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Using Default Hierarchies
Chapter 7
Related Links
Retrofit field changes to all existing PO lines/schedule/distributions Page
Purchase Order Defaults Page
Loading Staged Purchase Order Requests from PeopleSoft Supply Planning and Manufacturing
"Using Purchase Order Loader Defaults and Overrides (PeopleSoft 9.2: Source to Settle Common
Information)"
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
•
Level Four: Item/Supplier 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.
206
Transaction Field Value
Default Hierarchy
Asset Profile ID
Item Purchasing Attributes, Item Category
Buyer
Item BU Attributes, Item Purchasing Attributes, Item
Category-BU Attributes, Item Category
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Transaction Field Value
Default Hierarchy
Currency Code
Item/Supplier Attributes, Item BU Attributes, Item Purchasing
Attributes, Item Category
Origin Country
Item/Supplier Attributes
Description
Item Purchasing Attributes, Item
Delivery Instructions
Ship To Location
Distribution Network
Ship To Location
Inventory BU
Ship To Location
Item/Item Category
Ship To Location
Item Specifications
Item Purchasing Attributes
Lead Time Days
Item/Supplier Attributes, Item BU Attributes, Item Purchasing
Attributes, Item Category
Long Description
Item Purchasing Attributes, Item
Lot Item
Item
Manufacturer ID
Item/Supplier Attributes, Item
Manufacturer Item ID
Item/Supplier 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/Supplier Attributes, Item BU Attributes, Item Purchasing
Attributes, Item Category
Miscellaneous Controls and Options
Item/Supplier Attributes, Item BU Attributes, Item Purchasing
Attributes, Item Category
Accept Any Ship To
Item/Supplier Attributes, Item BU Attributes, Item Purchasing
Attributes
Accept Any UOM
Item/Supplier Attributes
Accept Any Supplier
Item BU Attributes, Item Purchasing Attributes
Auto Select
Item BU Attributes, Item Purchasing Attributes
Close PO Under Percent Tolerance
Item BU Attributes, Item Purchasing Attributes, Item Category
Contract Required
Item BU Attributes, Item Purchasing Attributes
RFQ Required
Item/Supplier Attributes, Item BU Attributes, Item Purchasing
Attributes
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Transaction Field Value
Default Hierarchy
Stockless Item
Item/Supplier Attributes, Item BU Attributes, Item Purchasing
Attributes
Taxable
Ship To Location, Item/Supplier Attributes, Item BU
Attributes, Item Purchasing Attributes
Tax Exempt Information
Ship To Location
Ultimate Use Code
Item BU Attributes, Item Purchasing Attributes, Item Category
Order Location
Ship To Location, Region
Packing Weight
Item/Supplier Attributes, Item BU Attributes, Item Purchasing
Attributes
Packing Weight UOM
Item/Supplier Attributes, Item BU Attributes, Item Purchasing
Attributes
Packing Volume
Item/Supplier Attributes, Item BU Attributes, Item Purchasing
Attributes
Packing Volume UOM
Item/Supplier Attributes, Item BU Attributes, Item Purchasing
Attributes
Price (Supplier)
Item/Supplier Attributes
Price (standard)
Item BU Attributes, Item Purchasing Attributes
Price Can Be Changed On Order
Item/Supplier Attributes
Receiving BU
Ship To Location
Receiving Controls
Item BU Attributes, Item Purchasing Attributes, Item Category
Early Ship Reject Days
Item BU Attributes, Item Purchasing Attributes, Item Category
Inspection ID
Item BU Attributes, Item Purchasing Attributes, Item Category
Inspection Required
Item BU Attributes, Item Purchasing Attributes, Item Category
Inspect Sample %
Item BU Attributes, Item Purchasing Attributes
Inspection UOM
Item BU Attributes, Item Purchasing Attributes, Item Category
Partial Quantity
Item BU Attributes, Item Purchasing Attributes, Item Category
Quantity Received Tolerance %
Supplier's UOM and Pricing Information page, Purchasing
Business Unit Attributes page, Purchasing Attributes Purchasing Controls page, Item Categories-Category Definiton
2 page
Receiving Required Flag
Item BU Attributes, Item Purchasing Attributes, Item Category
Reject Quantity Over Tolerance
Item BU Attributes, Item Purchasing Attributes, Item Category
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Transaction Field Value
Default Hierarchy
Region of Origin
Item/Supplier Attributes
Sales/Use Tax Information
Ship To Location
Serial Item
Item
Ship Via
Item BU Attributes, Item Purchasing Attributes, Item
Standard or Supplier UOM
Item/Supplier Attributes
Standard UOM
Item
Rounding Tolerance
Item/Supplier Attributes
RTV Information: RTV Miscellaneous Charge, RTV Action,
RTV Percent, RTV Reason
Item/Supplier Attributes
Sourcing Controls
Item Purchasing Attributes, Item Category
Use Category Sourcing Controls
Item Purchasing Attributes
Supplier Sourcing Priorities
Item Category
Sourcing Method
Item Purchasing Attributes, Item Category
Accumulate Level
Item Category
Lead Time Factor %
Item Purchasing Attributes, Item Category
Price Factor %
Item Purchasing Attributes, Item Category
Ship To Priority Factor %
Item Purchasing Attributes, Item Category
Supplier Priority Factor %
Item Purchasing Attributes, Item Category
Cumulative Sourcing: Year to Start, Month to Start, Number of Item Category
Months, Start Date, End Date
Supplier Sourcing Priorities
Item Category
Priority
Ship to Location, Region, Item/Supplier Attributes, Item
Category
Supplier ID
Ship to Location, Region, Item/Supplier Attributes, Item
Category
Allocation Percentage
Item/Supplier Attributes, Item Category
Use Item Standard Lead Time
Item/Supplier Attributes
Use Standard Item Tolerance
Item/Supplier Attributes
Supplier History: Number of Months, Month to Start
Item Category
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Chapter 7
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.
•
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.
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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 Supplier UOM
The item-Supplier UOM is defined for an item-supplier combination on the Supplier's UOM &
Pricing Info page. The item-Supplier UOM rate of conversion to the item standard UOM is also
defined on this page. The item-Supplier UOM information represents the UOM in which the item is
purchased from a specific supplier. This information is stored in the Item Supplier table.
Related Links
Defining Purchasing Item Attributes
"Associating an Item with a UOM (PeopleSoft FSCM 9.2: Managing Items)"
"Units of Measure Page (PeopleSoft FSCM 9.2: Managing Items)"
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 supplier is involved in the
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transaction, the setting of the Accept Any UOM check box for the supplier on the Purchasing Attributes Item Supplier page is also a factor in the UOM default hierarchy.
Image: UOM default hierarchy
This diagram illustrates the UOM default hierarchy:
When you enter a requisition with a specified item ID, the system searches for a preferred supplier for the
item. If a preferred supplier exists, the preferred supplier default UOM appears on the requisition.
If the item ID that you add to a requisition has no Supplier ID, the UOM appears by default in the item
standard UOM defined for the item.
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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.
Related Links
Purchasing Attributes -Item Supplier (ITM_VENDOR)Page
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 supplier 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 supplier assigned
to the purchase order does not accept any UOM, the item supplier UOM overrides the inventory item
UOM. If the supplier has a preferred UOM of cases, the requisition quantity of 10 boxes in the inventory
item UOM must be converted to the item supplier 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 supplier 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 supplier UOM of cases.
If the chosen supplier accepts any UOM, you can create the purchase order from the requisition with the
inventory item UOM, and no conversion is necessary.
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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.
Image: UOM conversion default hierarchy
This diagram illustrates the process:
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 supplier 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
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the PeopleSoft General Ledger business unit level (procurement accounting controls). Matching includes
receipt-only matching (voucher to non-purchase order receipts).
Image: Matching default hierarchy table
This table illustrates the matching default hierarchy used in PeopleSoft Purchasing:
Purchase Order Key
MATCH_STATUS_PO
T (to match)
N (not required)
Receipt Key
MATCH_STATUS_RECV
T (to match)
N (not required)
ERS_INV_DT_OPT
F (freight terms)
R (receipt date)
N (none)
Voucher Key
MATCH_STATUS_VCHR
T (to be matched)
N (not applicable)
MATCH_ACTION
Y (yes)
N (no)
E (evaluated receipt settlement)
Related Links
"Understanding the Matching Process (PeopleSoft FSCM 9.2: Payables)"
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Chapter 7
Understanding the Supplier Location Hierarchy and Multicurrency
Pricing
PeopleSoft Purchasing uses the supplier location hierarchies to determine suppliers and various supplier
locations for online requisitions. These hierarchies are also used by the PO Calculations Application
Engine process (PO_POCALC) to determine the supplier 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, supplier location, and pricing locations, PeopleSoft Purchasing
performs multicurrency conversions when required.
Here is the setup hierarchy for supplier location and pricing:
216
Level 1
When defined, the system uses Item Ship To Supplier Locations
to determine the priority supplier and the supplier location
specified for the item and ship to location. Based on the supplier
and supplier location, the pricing location is derived from the
Maintain supplier setup. If not defined, it uses level 2 defaulting.
Level 2
When defined, the system uses the Item Region Supplier
Locations to determine the priority supplier and the supplier
order location specified for the item and region. Based on the
supplier and supplier location selected for the region, pricing
location is derived based on the supplier and supplier location
selected for the region by accessing the location details from the
Maintain supplier setup. If not defined, it uses level 3 defaulting.
Level 3
The system selects the supplier based on the Item Supplier
setup. When defined, the system uses the Ship To supplier
Location to get the supplier order locations to derive the pricing
location from the Maintain supplier setup. Ordering locations
can be different from the default locations. If not defined, it uses
level 4 defaulting.
Level 4
The system selects the supplier based on the Item Supplier
setup. When defined, the system uses the Region supplier
Location to get the supplier order locations to derive the pricing
location from the Maintain supplier setup. Ordering locations
can be different from the default locations. If not defined, it uses
level 5 defaulting.
Level 5
When defined, the system uses the supplier priorities established
in the Item supplier setup to derive the pricing location from
the Maintain supplier setup. If the Item supplier setup is the
only one defined, the pricing location is always derived from
the supplier default location. If not defined, there is no control
hierarchy defined.
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You can define various locations for a supplier on the supplier Information - Location page accessed from
the Maintain suppliers menu. Each location that you define points to an ordering location and a pricing
location.
The Item Ship To Supplier 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 suppliers from which the
item can be purchased for a ship to location and determines the specific supplier location from which to
get a pricing location.
The Item Region Supplier 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 suppliers from which the item can be
purchased for a region and determines the specific supplier location from which to get a pricing location.
The region is derived from the ship to location on the requisition or staged purchase order's schedule.
The Ship To Supplier Location that you defined on the Ship To Locations page defines all of the suppliers
that can ship an order to a particular ship to location and is not item-specific. Each supplier and the
appropriate supplier order location appears. When determining the supplier ordering location, the system
first references the Item supplier for the priority 1 supplier and then references the Ship To Location page
to determine the order location.
The Region Supplier Location that you defined on the Region Locations page defines all of the suppliers
that can ship an order to a particular region and is not item-specific. Each supplier and the appropriate
supplier order location appears. When determining the supplier ordering location, the system first
references the Item supplier for the priority 1 supplier and then references the Region Location page to
determine the order location.
The Item supplier setup dictates only supplier priorities, and establishes supplier UOM pricing for their
pricing locations. This setup does not dictate supplier order locations for the item. supplier 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 supplier - Location page. The item supplier relationship
that you defined on the Purchasing Attributes - Item Supplier page defines the pricing location for the
supplier's default location.
Regardless of the setup that you implement, the pricing location the system uses is ultimately derived
from the supplier 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
supplier check box is clear on the Maintain Requisition - Requisition page and the Let POCalc Override
supplier 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 supplier or supplier location that appear by default on the
requisition, and the override suggested supplier check boxes are selected, the purchase order is created
following the hierarchy. This overrides the user suggested supplier or supplier 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
time-saving batch processing capabilities by the system. These setups require occasional updating as
supplier changes occur.
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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.
Related Links
Selecting Suppliers Based on Item Ship To and Item Supplier Locations
Defining Purchasing Item Attributes
"Defining Ship To Locations (PeopleSoft 9.2: Source to Settle Common Information)"
"Defining Supplier Locations (PeopleSoft 9.2: Source to Settle Common Information)"
High-Level Controls Implementation: Item Ship To Supplier Location and
Item Region Supplier Location Overview
Establishing Item supplier 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 supplier priority and supplier order location at a more granular level.
The ship to location is the most specific designation, which overrides both the Item Region Supplier
Location and the Item supplier priorities and location. Grouping ship to locations into regions provides
the ability to override the Item supplier prioritization and default supplier order location at the
intermediate Item Region Supplier Location level. Both of these options, add flexibility to the default
supplier selection hierarchy.
Item Ship To Supplier 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 supplier 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 supplier and its supplier location. The system derives the pricing location that you defined for the
Supplier location. It then looks to the item-supplier relationship to access the pricing for the derived
pricing location.
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This diagram illustrates this default hierarchy:
Image: Default Hierarchy using the Item Ship To Supplier Location setup
This diagram illustrates this default hierarchy:
Item Region Supplier 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 supplier 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 supplier priorities
for the same item based on region. This level of flexibility in supplier 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
supplier location to get the priority 1 supplier and its supplier location. The system derives the pricing
location that you defined for the supplier location. It then looks to the item-supplier relationship to access
the pricing for the derived pricing location.
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Mid-Level Control Implementation: Ship To Supplier Location and Region
Supplier Location Supplier Order Location Overview
Establishing a supplier order location relationship with a ship to location or region provides an
intermediate level of control (less control) in the supplier hierarchy. These relationships associate either a
ship to location or a region to a supplier order location to override the supplier's default order location.
With these additional levels of the hierarchy, the priority supplier is determined from the Item supplier
definition. Once the Supplier ID is identified, the determination of the supplier order location begins with
the ship to supplier location, then looks to the region supplier location and finally the supplier default
location, as defined on the Maintain suppliers component.
Ship To Supplier Location Supplier Order Location Setup
The next level of control is provided by defining the supplier 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 supplier ordering location for each supplier is defined for each ship to location. You can have more
than one supplier for each ship to location but only one order location per supplier. This default system is
not item-specific, but rather ship to location specific. This setup can require a large effort depending on
the quantity of suppliers 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-supplier relationship to get the priority 1 supplier. The system then accesses the ship to location to
determine the order location for the priority 1 supplier and uses the order location to derive the pricing
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location. The system then retrieves the pricing for the derived pricing location from the Item Supplier
setup.
Image: Default Hierarchy using the ship to Supplier location Supplier order location setup
This diagram illustrates the default hierarchy for defining the ship to supplier order location for each ship
to location:
Region Supplier Location Supplier Order Location Setup
Using the procurement region enables you to group ship to locations for additional defaulting purposes.
By defining the Supplier order location for each region, you can override the default supplier order
location for additional control, without maintaining these overrides for every ship to location in the
buying organization.
One supplier ordering location for each supplier can be defined for each region. You can have more than
one supplier for each region but only one order location per supplier. This default system is not itemspecific, but rather region specific.
As you create an online requisition or when you source an existing requisition, the system references the
item-supplier relationship to get the priority 1 supplier. Once the system determines the ship to location's
region, it accesses the region supplier location definition to determine the order location for the priority
1 supplier and uses the order location to derive the pricing location. The system then retrieves the pricing
for the derived pricing location from the Item supplier setup.
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Low-Level Control Implementation: Defining Item-Supplier Relationships
Overview
The least amount of control and setup effort occurs in the item-Supplier setup scenario. In this case, you
only define supplier priorities and Supplier UOM pricing for the pricing locations of each established
supplier. If neither item ship to location nor ship to location is defined, the system uses the priority 1
supplier default location to derive its pricing location. Any other supplier locations and pricing locations,
if defined, are not considered. It then goes back to the item-supplier relationship to reference the pricing
for the derived pricing location. This hierarchy applies to purchase orders created online.
Image: Default hierarchy using the item-Supplier setup
This diagram illustrates the default hierarchy for defining item-Supplier relationships:
Zero-Level Control Implementation Overview
A zero-level of control results from not defining any of these setups, including no item-supplier
relationships. In this scenario, no supplier automatically appears on the requisition, so the standard
price is used. You can enter a suggested supplier, but the standard price remains. During the requisition
selection process, you can select a supplier if the field is blank or change the supplier 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-supplier relationships prevents the creation of contracts. In the same scenario, purchase
orders created online use the standard price as well.
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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
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to use when creating the requisition and purchase order. When required, the system also performs
multicurrency conversions.
Image: Multicurrency conversion
This diagram illustrates the multicurrency conversion hierarchy:
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.
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When the system determines the pricing location and the pricing location is defined in the Item Supplier
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 supplier order location.
3. If the supplier location currency (price supplier location) is not specified, the system moves on to step
4.
If the supplier location currency (price supplier currency) is specified, the system accesses the itemsupplier pricing location to obtain the price for the supplier location currency (price supplier 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 supplier 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 supplier
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 supplier 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 supplier order location currency (price supplier
currency). If the supplier 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 supplier 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 Supplier check box is selected, the system follows the
same Supplier 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 supplier currency, or the modified currency, if it was modified
during Define PO.
Related Links
Purchasing Definition - Business Unit Definition Page
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Chapter 7
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
VAT Driver
Keys
PeopleSoft
Application
Country
State
Applicable to
Regular VAT
Defaults
Applicable to
Services VAT
Treatment
Defaults
Item BU
Item SetID
Purchasing
Optional
Optional
Yes
No
Purchasing,
Payables
Optional
Optional
Yes
Yes
Purchasing
Optional
Optional
Yes
Yes
Purchasing,
Payables
Optional
Optional
Yes
Yes
Purchasing,
Payables
Optional
Optional
Yes
Yes
Item ID
Business Unit
Item
Item SetID
Item ID
Item Category
Item SetID
Category Code
Supplier
Location
Supplier SetID
Supplier ID
Supplier
Location
Supplier
Supplier SetID
Supplier ID
PO Business
Unit
Business Unit
Purchasing
Optional
Optional
Yes
No
PO Options
SetID
Purchasing
Optional
Optional
Yes
Yes
All
Required
Optional
Yes
No
Process Option
ID
226
VAT Entity
Registration
VAT Entity
VAT Country
Country
All
Not applicable
Optional
Yes
No
Credit Card
Provider
Supplier SetID
Purchasing
Optional
Optional
Yes
No
Country
Credit Card
Supplier
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 7
Using Default Hierarchies
Related Links
"PeopleSoft Global Options and Reports Overview (PeopleSoft FSCM 9.2: Global Options and Reports)"
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
227
Chapter 8
Using Commitment Control
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 preencumbrance 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.
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.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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•
Chapter 8
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.
Related Links
"Understanding PeopleSoft Commitment Control (PeopleSoft FSCM 9.2: Commitment Control)"
"Understanding Basic Commitment Control Setup (PeopleSoft FSCM 9.2: Commitment Control)"
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.
Source Transaction Types
This table illustrates the delivered source transaction types for use with PeopleSoft Purchasing:
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Chapter 8
Using Commitment Control
Source Transaction Type
Selection Criteria (Field Name and
Field Value Pertaining to Header
Record)
Interpretation of Selection Criteria
REQ_PREENC
REQ_STATUS = A (approved)
(requisition pre-encumbrance)
REQ_STATUS = C (closed)
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.
REQ_STATUS = X (canceled)
REQ_STATUS = LA (line approved)
HOLD_STATUS = N
POST_DOC = Y
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_PRECNP
REQ_STATUS = A (approved)
(requisition - non-prorated)
REQ_STATUS = C (closed)
REQ_STATUS = X (canceled)
REQ_STATUS = LA (line approved)
HOLD_STATUS = N
Non-prorated value adjustments (REQ_
PRECNP) selection criteria should be the
same as requisition pre-encumbrance (
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.
POST_DOC = Y
BUDGET_STATUS = V (valid)
PO_POENC
PO_STATUS = A (approved)
(purchase order - encumbrance)
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)
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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).
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Chapter 8
Source Transaction Type
Selection Criteria (Field Name and
Field Value Pertaining to Header
Record)
Interpretation of Selection Criteria
PO_POENCNP
PO_STATUS = A (approved)
(purchase order encumbrance - nonprorate item)
PO_STATUS = C (closed)
Non-prorated value adjustments (PO_
POENCNP) selection criteria should be
the same as purchase order encumbrance
(PO_POENC) selection criteria.
PO_STATUS = X (canceled)
PO_STATUS = D (dispatched)
PO_STATUS = PX (pending cancel)
If you modify the selection criteria for
one source transaction type you should
also modify the selection criteria for the
other source transaction type.
HOLD_STATUS = N
POST_DOC = Y
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.
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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.
Related Links
Budget Exceptions
"Understanding Commitment Control Security (PeopleSoft FSCM 9.2: Commitment Control)"
Understanding the Purchase Order Sourcing Business Process
"Understanding the Budget Checking of Source Transactions (PeopleSoft FSCM 9.2: Commitment
Control)"
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
Buyer's Workbench (for cancel and close), batch reconciliation processes, and receipt accrual transactions.
Related Links
"Defining and Updating Open Periods and Adjustment Periods (PeopleSoft FSCM 9.2: Application
Fundamentals)"
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
pre-encumbrance 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
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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Chapter 8
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.
Related Links
"Understanding PeopleSoft Application Security (PeopleSoft FSCM 9.2: Application Fundamentals)"
Understanding the Purchase Order Business Process
Document Tolerances
For information on document tolerances see the discussion on the topic.
See Understanding Document Tolerances.
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:
•
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.
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Chapter 8
Using Commitment Control
Related Links
"Checking Budget Journals and Transactions Without Posting (PeopleSoft FSCM 9.2: Commitment
Control)"
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.
•
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.
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Chapter 8
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.
Related Links
Understanding PeopleSoft Purchasing Workflow
"Setting Up and Running Exception Notification (PeopleSoft FSCM 9.2: Commitment Control)"
"Understanding Viewing and Handling of Budget Transaction Exceptions (PeopleSoft FSCM 9.2:
Commitment Control)"
"Viewing and Handling Budget Transaction Exceptions (PeopleSoft FSCM 9.2: Commitment Control)"
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.
•
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.
Related Links
"Viewing and Handling Budget Transaction Exceptions (PeopleSoft FSCM 9.2: Commitment Control)"
"Understanding Commitment Control Security (PeopleSoft FSCM 9.2: Commitment Control)"
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Chapter 8
Using Commitment Control
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:
Transaction Change
Effect
Change requisition quantities and requisition item prices.
Changes final pre-encumbrance amount generated during
budget checking.
Change purchase order quantities and item prices.
Changes final encumbrance amounts generated during budget
checking.
Modify ChartFields.
Sets the budget status to Not Checked. Requires another run of
the budget processor.
Cancel, delete, or insert a requisition line.
Sets budget-header status to Not Checked. Requires another
run of the budget processor to release the pre-encumbrance.
This table lists examples of budget changes and their resulting effects:
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Budget Change
Effect
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.
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.
Generates different exceptions for all affected transactions.
Increasing your budget decreases exceptions and decreases
your budget increases exceptions.
Adjust tolerances for a particular budget.
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.
Related Links
"Viewing and Handling Budget Transaction Exceptions (PeopleSoft FSCM 9.2: Commitment Control)"
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 supplier 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.
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Chapter 8
Using Commitment Control
Related Links
"Viewing the Activity Log (PeopleSoft FSCM 9.2: Commitment Control)"
Understanding the Close Purchase Orders Process
Understanding the Close Requisitions Process
Budget Checking Receipt Accruals
This process is used to budget check the expense and encumbrance reclassification transactions. You can
budget check either type.
Related Links
Performing Budget-Checking for Receipt Accruals
Common Elements Used in Commitment Control and PeopleSoft
Purchasing Close Processes
Activity ID
Activity ID assigned to the individual tasks or events that you
want to update in a project.
Advanced Budget Criteria
Select to access the Budget Exceptions - Refine Inquiry Criteria
page.
Budget Date
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.
Budget Period
Period to which the budget transaction posts.
Exception Type
Select to limit the exception rows retrieved to transactions with
either an Error or Warning exception. This is a required field.
Foreign Amount
The amount of the line in the entry currency.
Line Status
Use to limit the rows to lines with either Error or Warning
exceptions.
Maximum Rows
Select the maximum number of rows that are to appear in the
scroll area.
Monetary Amount
The amount in the base currency of the primary ledger.
More Budgets Exist
If selected, the transaction has more exceptions than the number
that you entered in the Maximum Rows field.
More Lines Exist
If selected, the transaction has more transaction line exceptions
than the number that you entered in the Maximum Rows field.
Override Budget
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
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Chapter 8
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.
Override Transaction
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.
PC Business Unit (PeopleSoft project Business unit assigned to the project in PeopleSoft Project
costing business unit)
Costing.
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.
240
Type
Displays the related accounting entry type.
Budget Override Available Info
Click the Budget Override Available Info button to determine
the reason why you cannot override a single budget entry.
Budget Check
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.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 8
Using Commitment Control
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.
Related Links
Commitment Control Budget Processor Process in PeopleSoft Purchasing
"Understanding PeopleSoft ChartFields (PeopleSoft FSCM 9.2: Application Fundamentals)"
"Setting Up Application-Specific Installation Options (PeopleSoft FSCM 9.2: Application
Fundamentals)"
"Viewing Budget Details and Transaction Activity (PeopleSoft FSCM 9.2: Commitment Control)"
"Viewing and Handling Budget Transaction Exceptions (PeopleSoft FSCM 9.2: Commitment Control)"
"Understanding the Budget Checking of Source Transactions (PeopleSoft FSCM 9.2: Commitment
Control)"
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.
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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.
•
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.
Ledger
Amount
Budget
5,000,000.00 USD
Expense
0.00 USD
Encumbrance
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.
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Ledger
Amount
Budget
5,000,000.00 USD
Expense
0.00 USD
Encumbrance
1165.00 USD
Pre-encumbrance
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.
Ledger
Amount
Budget
5,000,000.00 USD
Expense
0.00 USD
Encumbrance
1250.00 USD
Pre-encumbrance
40.00 USD
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
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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:
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.
Related Links
Understanding Commitment Control in PeopleSoft Purchasing
Understanding Entry Events in PeopleSoft Purchasing
Budget Checking Requisitions
This section discusses how to:
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•
Budget check requisitions using the Commitment Control Budget Processor process.
•
Budget check requisitions using online pages.
Pages Used to Budget Check Requisitions
Page Name
Definition Name
Navigation
Usage
Req Budget Check (
requisition budget check)
REQ_KK_CHECK_REQ
Purchasing, Requisitions,
Budget Check, Req Budget
Check
Run the Comm. Ctrl. Budget
Processor process for
requisitions. Commitment
control must be enabled for
PeopleSoft Purchasing.
Maintain Requisitions Requisition
REQ_FORM
Purchasing, Requisitions,
Add/Update Requisitions,
Maintain Requisitions Requisition
Create requisitions online.
Requisition Exceptions
KK_XCP_HDR_PO2
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.
Requisition Line Drill Down
KK_DRL_PO2_SEC
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.
Line Exceptions
KK_XCP_LN_PO2
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.
Req Budget Check (requisition budget check) Page
Use the Req Budget Check (requisition budget check) page (REQ_KK_CHECK_REQ) to run the Comm.
Ctrl. Budget Processor process for requisitions. Commitment control must be enabled for PeopleSoft
Purchasing.
Navigation
Purchasing, Requisitions, Budget Check, Req Budget Check
To budget check requisitions, select REQ_PREENC in the Trans Type field.
Process Options
Req ID (requisition ID)
Values are:
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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.
Related Links
Commitment Control Budget Processor Process in PeopleSoft Purchasing
Creating Requisition Header Information
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.
Pages Used to Budget Check Purchase Orders
246
Page Name
Definition Name
Navigation
Usage
Budget Check Request
PO_KK_CHECK_REQ
Purchasing, Purchase Orders, Run the Comm. Ctrl. Budget
Budget Check, PO Budget
Processor process for
Check Request
purchase orders. You must
enable commitment control
for PeopleSoft Purchasing.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 8
Using Commitment Control
Page Name
Definition Name
Navigation
Usage
Maintain Purchase Order Purchase Order
PO_LINE
Purchasing, Purchase Orders, Enter or change purchase
Add/Update POs, Maintain
order information online.
Purchase Order - Purchase
Order
Purchase Order Exceptions
KK_XCP_HDR_PO1
Commitment Control,
Review Budget Check
Exceptions, Purchasing and
Cost Management, Purchase
Order, Purchase Order
Purchase Order Line Drill
Down
KK_DRL_PO1_SEC
Click the View Exception
View line details for purchase
Details button on the Purchase orders with budget exceptions.
Order Exceptions page for
transaction headers for a
specific purchase order.
Line Exceptions
KK_XCP_LN_PO1
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.
Purchase Order (NP)
Exceptions (purchase order
non-prorated exceptions)
KK_XCP_HDR_PO1N
Commitment Control,
Review Budget Check
Exceptions, Purchasing
and Cost Management,
Purchase Order Nonprorated, 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.
NonProrated Purchase Order
Line Drill Down
KK_DRL_PO1N_SEC
Click the View Exception
View line details for nonDetails button on the Purchase prorated purchase orders with
Order (NP) Exceptions
budget exceptions.
page for transaction headers
for a specific non-prorated
purchase order line.
Line Exceptions
KK_XCP_LN_PO1N
Commitment Control,
Review Budget Check
Exceptions, Purchasing and
Cost Management, Purchase
Order Non-prorated, Line
Exceptions
View budget check exceptions
for purchase orders. Users
with appropriate authority
can override the budget
exceptions on this page.
View lines on a non-prorated
purchase order with budget
check exceptions. Users
with appropriate authority
can override the budget
exceptions on this page.
Budget Check Request Page
Use the Budget Check Request page (PO_KK_CHECK_REQ) to run the Comm.
Ctrl. Budget Processor process for purchase orders. You must enable commitment control for PeopleSoft
Purchasing.
Navigation
Purchasing, Purchase Orders, Budget Check, PO Budget Check Request
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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.
Related Links
Commitment Control Budget Processor Process in PeopleSoft Purchasing
Creating Purchase Order Headers
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:
•
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The Statement Load process
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Chapter 8
Using Commitment Control
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.
Pages Used to Budget Check Procurement Cards
Page Name
Definition Name
Navigation
Usage
Load Statement
RUN_CC_LOADTRANS
Purchasing, Procurement
Cards, Process Statements,
Load Statement
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.
Reconcile Statement
- Procurement Card
Transactions
CC_RECON_WB
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.
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Page Name
Definition Name
Navigation
Usage
Budget ChartField Validation
CC_KK_CHECK_REQ
Purchasing, Procurement
Cards, Process Statements,
Budget ChartField Validation
Run the Comm. Cntrl Budget
Processor process for the
procurement cards in batch
mode.
Budget Check Exceptions
KK_XCP_HDR_PO3
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.
Source Transactions Definition
KK_SOURCE_TRAN1
Commitment Control,
Define Control Budgets,
Source Transactions, Source
Transactions - Definition
Define source transactions for
commitment control.
Budget Definitions - Control
Budget Options
KK_BUDG1
Commitment Control,
Define Control Budgets,
Budget Definitions, Budget
Definitions - Control Budget
Options
Select Planned as the value
for the Commitment Control
Amount Type field.
Establish budgetary controls.
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.
Related Links
"Setting Up Cross-Application Installation Options (PeopleSoft FSCM 9.2: Application Fundamentals)"
Load Statement Page
Use the Load Statement page (RUN_CC_LOADTRANS ) to 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.
Navigation
Purchasing, Procurement Cards, Process Statements, Load Statement
Related Links
Loading Procurement Card Statements to Application Tables
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Reconcile Statement - Procurement Card Transactions Page
Use the Reconcile Statement - Procurement Card Transactions page (CC_RECON_WB) to 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.
Navigation
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
period-end processes.
Pages Used to Run Budget Period-End Processes
Page Name
Definition Name
Navigation
Close Requisitions
RUN_REQRECON
Purchasing, Requisitions,
Run the Close Requisitions
Reconcile Requisitions, Close process and produce the Close
Requisitions
Requisition SQR report (
PORQ009).
Close PO
RUN_PORECON
Purchasing, Purchase Orders, Run the Close Purchase Order
Reconcile POs, Close
process and produce the Close
Purchase Orders, Close PO
Purchase Order SQR report (
POPO008).
PO Rollover
PO_ROLLOVER
Purchasing, Purchase Orders,
Budget Year End Processing,
PO Rollover Workbench, PO
Rollover
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.
Purchase Order Selection
PO_ROLLOVER_SEARCH
Click the Selection Criteria
link on the PO Rollover page.
Use the filters to choose
purchase orders for
consideration for rollover.
Purchase Order Details
PO_ROLLOVER_LN
Click the Secondary Lines
button on the PO Rollover
page.
View additional details for
purchase orders listed on the
Purchase Order Selection
page.
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Usage
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Page Name
Definition Name
Navigation
Usage
PO Rollover1
RUN_POROLL1
Purchasing, Purchase Orders, Run the PO Rollover1
Budget Year End Processing, process.
Request PO Rollover1, PO
Rollover1
Budget Check Request
PO_KK_CHECK_REQ
Purchasing, Purchase Orders, Run the Commitment Control
Budget Check, Budget Check Budget Processor process.
Request
PO Rollover2
RUN_POROLL2
Purchasing, Purchase Orders, Run the PO Rollover2
Budget Year End Processing, process.
Request PO Rollover2, PO
Rollover2
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.
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Related Links
Loading Procurement Card Statements to Application Tables
Understanding the Close Purchase Orders Process
Understanding the Close Requisitions 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.
•
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.
Pages Used to Rollover Purchase Orders
Page Name
Definition Name
Navigation
Usage
PO Rollover View
RUN_POROLLVW
Purchasing, Purchase Orders,
Budget Year End Processing,
Request PO Roll View, PO
Rollover View
Create a data set for retrieval
by the purchase order rollover
workbench by initiating
the Rollover View (PO_
POROLLVW) Application
Engine process.
PO Rollover (purchase order
rollover)
PO_ROLLOVER
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.
Purchase Order Details
PO_ROLLOVER_LN
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.
POs Not Budget Checked
PO_ROLL_REQ_FIN
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.
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Page Name
Definition Name
Navigation
Usage
PO Rollover1
RUN_POROLL1
Purchasing, Purchase Orders, Run the PO Rollover1
Budget Year End Processing, process.
Request PO Rollover1, PO
Rollover1
Budget Check Request
PO_KK_CHECK_REQ
Purchasing, Purchase Orders, Run the Commitment Control
Budget Check, Budget Check Budget Processor process.
Request
PO Rollover2
RUN_POROLL2
Purchasing, Purchase Orders, Run the PO Rollover2
Budget Year End Processing, process.
Request PO Rollover2, PO
Rollover2
Roll Open Encum (roll open
encumbrance)
RUN_POROLLO
Purchasing, Purchase Orders, Run the PO Roll Open Encum
Budget Year End Processing, process.
Request PO Roll Open Encum
Run Roll Exception
RUN_ROLL_EXCEPTION
Purchasing, Purchase Orders,
Budget Year End Processing,
Non Qualified PO Listing
Run the Non Qualified PO
Listing process.
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.
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During PO Rollover process if the search criteria match the PO distribution, the distribution line gets
created for the matching distribution with the budget date of the new period. However, in case of nonmatching PO distribution, the distribution lines remain unchanged.
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 non-qualified 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.
Related Links
Understanding the Purchase Order Business Process
PO Rollover View Page
Use the PO Rollover View page (RUN_POROLLVW) to create a data set for retrieval by the purchase
order rollover workbench by initiating the Rollover View (PO_POROLLVW) Application Engine
process.
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Navigation
Purchasing, Purchase Orders, Budget Year End Processing, Request PO Roll View, PO Rollover View
Image: Request PO Roll View (1 of 2)
This example illustrates the fields and controls on the Request PO Roll View (1 of 2). You can find
definitions for the fields and controls later on this page.
Image: Request PO Roll View (1 of 2)
This example illustrates the fields and controls on the Request PO Roll View (2 of 2). You can find
definitions for the fields and controls later on this page.
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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.
Note: The qualifier “Is not empty” is added for the following fields: GL Business Unit, Account,
Alternate Account, Department, Operating Unit, Product, Fund, Class, Program, Budget Reference and
Affiliate, PC Business Unit, Project, Activity, Resource type, Category and Sub Category.
Selecting “is not empty” hides the adjacent text box.
The applicable qualifiers added for the ‘Budget date’ fields
=
Should fetch those purchase order distributions
whose budget date is matching with this date
<>
Should fetch those purchase order distributions whose budget
date doesn’t match with this date
<
Should fetch those purchase order distributions whose budget
date is less than this date
<=
Should fetch those purchase order distributions whose budget
date is less or equal to this date
>
Should fetch those purchase order distributions whose budget
date is greater than this date
>=
Should fetch those purchase order distributions whose budget
date is greater than or equal to this date
BETWEEN
Should fetch those purchase order distributions whose budget
date is in between the from and the to date mentioned here.
When this qualifier is chosen, 2 edit boxes should be opened to
enable a range of date to be entered
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.
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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.
258
None
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.
Pending
Select this check box to find purchase orders that have been
selected for rolling.
Mid Roll
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.
Rolled
Select this check box to find purchase orders that have been
rolled.
Disqualified
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 yearend roll.
Hold from Rollover
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
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for PO Rollover 1 (PO_POROLL1) or PO Rollover 2 (PO_
POROLL2) rollover processing.
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
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.
Purchase Order
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.
Related Links
PO Rollover (purchase order rollover) Page
PO Rollover1 Page
PO Rollover2 Page
"Understanding PeopleSoft ChartFields (PeopleSoft FSCM 9.2: Application Fundamentals)"
PO Rollover (purchase order rollover) Page
Use the PO Rollover (purchase order rollover) page (PO_ROLLOVER) to select purchase orders to
rollover and change their status to Pending before running the PO Rollover1 process.
Check the roll status of purchase orders.
Navigation
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
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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.
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
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.
Run Roll Exception
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.
Finalize Requisition
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
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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.
Roll Status
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.
Outstanding PO Encumbrance
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.
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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.
Release Hold
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.
Save
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.
Purchase Order Details Page
Use the Purchase Order Details page (PO_ROLLOVER_LN) to view additional details for purchase
orders listed on the PO Rollover page.
Navigation
Click the Secondary Lines button for any row on the PO Rollover page.
More Details Tab
Select the More Details tab.
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POs to Budg Chk for Finalizing
Select to access the POs Not Budget Checked page, where you
(purchase orders to budget check for can view details about purchase orders that have not yet reached
finalizing)
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.
PO Rollover1 Page
Use the PO Rollover1 page (RUN_POROLL1) to run the PO Rollover1 process.
Navigation
Purchasing, Purchase Orders, Budget Year End Processing, Request PO Rollover1, PO Rollover1
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.
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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
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 the run control ID from the PO
Rollover1 page to assign the run control ID for the report.
Related Links
Commitment Control Budget Processor Process in PeopleSoft Purchasing
PO Rollover2 Page
Use the PO Rollover2 page (RUN_POROLL2) to run the PO Rollover2 process.
Navigation
Purchasing, Purchase Orders, Budget Year End Processing, Request PO Rollover2, PO Rollover2
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.
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.
Related Links
Commitment Control Budget Processor Process in PeopleSoft Purchasing
Roll Open Encum (roll open encumbrance) Page
Use the Roll Open Encum (roll open encumbrance) page (RUN_POROLLO) to run the PO Roll Open
Encum process.
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Navigation
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
Enter the range of budget dates assigned to purchase orders that
you want to roll into a new budget date.
Budget Date
Enter the new budget date that you want to assign to purchase
orders successfully rolled by the process.
Run Roll Exception Page
Use the Run Roll Exception page (RUN_ROLL_EXCEPTION) to run the Non Qualified PO Listing
process.
Navigation
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.
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 BI 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
Select a PeopleSoft Purchasing business unit to limit your report
to non-qualified purchase orders within this one business unit.
Search ID
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
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Chapter 8
data set to create the PO Rollover Exceptions report. The report
contains the purchase orders that are not qualified for rolling
over.
Exception Type
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.
Purchase Order
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.
The core system for establishing ChartField security is described in the PeopleSoft Application
Fundamentals 9.2. Also, the book provides descriptions of the Purchasing components and pages affected
by ChartField security.
See "Securing ChartFields for PeopleSoft Purchasing (PeopleSoft FSCM 9.2: Application
Fundamentals)".
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Chapter 9
Running Document Tolerances
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 "Defining Document Tolerances (PeopleSoft 9.2: Source to Settle Common Information)".
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.
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Running Document Tolerances
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Page Used to Run Document Tolerances With Budget Checking
Page Name
Definition Name
Navigation
Usage
Maintain Purchase Order Purchase Order
PO_LINE
Purchasing, Purchase Orders, Enter or change purchase
Add/Update POs, Maintain
order information online.
Purchase Order - Purchase
Order page
Maintain Purchase Order - Purchase Order Page
Use the Maintain Purchase Order - Purchase Order page (PO_LINE) to enter or change purchase order
information online.
Navigation
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.
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
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Chapter 9
Running Document Tolerances
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
Definition Name
Navigation
Usage
Document Tolerance
DOC_TOL_RUN_CNTRL
Purchasing, Purchase Orders, Initiate the Document
Verify Document Tolerance,
Tolerance Checking process.
Document Tolerance
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.
Pages Used to Review Document Tolerance Exceptions and Overrides
Page Name
Definition Name
Navigation
Document Tolerance
Exceptions - Doc Tol
Exception
DOC_TOL_EXCPT
Purchasing, Purchase Orders, View and update document
Review PO Information,
tolerance exceptions.
Document Tolerance
Exceptions, Doc Tol
Exception
Document Tolerance Override DOC_TOL_OVR_LOG
- Override Log
Usage
Purchasing, Purchase Orders, View and update document
Review PO Information, Doc tolerance exceptions.
Tolerance Override History,
Override Log
Document Tolerance Exceptions - Doc Tol Exception Page
Use the Document Tolerance Exceptions - Doc Tol Exception page (DOC_TOL_EXCPT) to view and
update document tolerance exceptions.
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Running Document Tolerances
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Navigation
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- Displays the sum total of all source documents (purchase
date liquidated amount)
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.
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.
270
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.
Source Doc Monetary Amt (source
document monetary amount)
Displays the amount of the source document (purchase order).
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
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 9
Running Document Tolerances
the predecessor document general ledger business unit base
currency to calculate the tolerance.
Predecessor GL Base Currency
Displays the predecessor document general ledger business unit
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.
Document Tolerance Override - Override Log Page
Use the Document Tolerance Override - Override Log page (DOC_TOL_OVR_LOG) to view and update
document tolerance exceptions.
Navigation
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
Displays the user who overrode this exception on the Document
Tolerance Exceptions - Doc Tol Exception page.
DateTime
Displays the date and time that the designated user overrode
this exception on the Document Tolerance Exceptions - Doc Tol
Exception page.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
271
Chapter 10
Using Entry Events
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:
•
•
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
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Chapter 10
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.
•
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.
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Chapter 10
Using Entry Events
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.
Image: Entry event process flow
This diagram shows the entry event process flow:
Related Links
Entry Event Defaults Page
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Using Entry Events
Chapter 10
Maintain Purchase Order - Distributions for Schedule Page
Voucher Stage Page
Reviewing Purchase Order Accounting Line Entries
Reviewing Requisition Accounting Line Entries
Automatically Selecting Requisitions for Sourcing
Building Inventory Demand Transactions
Creating Purchase Orders Using the Create Purchase Orders Process
Running the PO Calculations Process
Understanding Receipt Accrual
Viewing Receipt Accrual Accounting Line Entries
Requisition Loader Request Page
Understanding Entry Events in PeopleSoft Purchasing
"Using Requisition Loader Defaults and Overrides (PeopleSoft 9.2: Source to Settle Common
Information)"
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.
Pages Used to Set Up PeopleSoft Purchasing Entry Events
276
Page Name
Definition Name
Navigation
Usage
Ledgers for a Unit Definition
BUSINESS_UNIT_LED1
Set Up Financials/Supply
Chain, Business Unit Related,
General Ledger, Ledgers For
A Unit, Definition
Select the general ledger
detail ledger group for
which you want to enable
commitment control.
Ledgers for a Unit Commitment Control Options
BUSINESS_UNIT_LED5
Set Up Financials/Supply
Enable commitment control
Chain, Business Unit Related, for a business unit and general
General Ledger, Ledgers For ledger detail ledger group.
A Unit, Commitment Control
Options
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 10
Using Entry Events
Page Name
Definition Name
Navigation
Usage
Entry Event
INSTALLATION_EE
Set Up Financials/Supply
Chain, Install, Installation
Options
Select purchasing entry
events for purchase orders,
requisitions, and procurement
cards.
Click the Entry Event link in
the General Options group
box.
Entry Event Defaults
BUS_UNIT_PM_EE
Setup Financials/Supply
Select default entry events at
Chain, Business Unit Related, the business unit level.
Purchasing, Purchasing
The link does not appear
Definition
unless entry events are
enabled.
Click the Entry Event
Defaults link on the
Purchasing Definition Business Unit Definition
page.
Related Links
Understanding Entry Events in PeopleSoft Purchasing
Entry Event Page
Use the Entry Event page (INSTALLATION_EE) to select purchasing entry events for purchase orders,
requisitions, and procurement cards.
Navigation
Set Up Financials/Supply Chain, Install, Installation Options
Click the Entry Event link in the General Options group box.
Purchasing
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.
Entry Event Defaults Page
Use the Entry Event Defaults page (BUS_UNIT_PM_EE) to select default entry events at the business
unit level.
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Chapter 10
Navigation
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 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.
Related Links
Setting Up PeopleSoft Purchasing Entry Events
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
Definition Name
Navigation
Usage
Entry Event Run Request
PST_EE_RUN_REQUEST
•
Purchasing,
Requisitions, Entry
Event Request
Run the Entry Event
Generator Application Engine
process (FS_EVENTGEN).
•
Purchasing, Purchase
Orders, Entry Event
Request
•
Purchasing, Receipts,
Entry Event Request
Entry Event Run Request Page
Use the Entry Event Run Request page (PST_EE_RUN_REQUEST) to run the Entry Event Generator
Application Engine process (FS_EVENTGEN).
Navigation
•
Purchasing, Requisitions, Entry Event Request
•
Purchasing, Purchase Orders, Entry Event Request
•
Purchasing, Receipts, Entry Event Request
Note: Budget checking must be run before entry events are generated for purchase orders or requisitions.
278
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Chapter 10
Using Entry Events
Process Request Parameters
Request ID
Enter an identifier for the request.
Description
Enter a description of the request.
Entry Event Process
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
Process Option
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.
Pages Used to Drill Down to the General Ledger to View Entry Event
Journal Entries
Page Name
Definition Name
Navigation
Usage
PO Purchase Order Drillback
(purchase order purchase
order drillback)
EE_PO_DRILL
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.
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279
Using Entry Events
Chapter 10
Page Name
Definition Name
Navigation
Usage
PO Requisition Drillback
EE_REQ_DRILL
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.
PO Receipt Accrual Drillback EE_RCV_DRILL
280
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Chapter 11
Creating Procurement Group Data
Understanding Procurement Groups in PeopleSoft
The Procurement Groups feature enables you to group purchasing items from a single or multiple
transactions together such as consolidating items from multiple purchase order receipts into one asset
for PeopleSoft Asset Management. Procurement Groups are not restricted to assets (in PeopleSoft Asset
Management) and can be assigned to any PO transaction line item.
In PeopleSoft Asset Management, a large asset can come with many separate parts that need to be
combined to create the large asset. Within PeopleSoft Purchasing, this large asset could have separate
items and separate lines on a requisition, purchase order, or receipt. These parts may be bought from
different suppliers causing more than one purchase order for the same large asset. For example, the total
cost for an air conditioning unit may come in different parts such as the AC unit, air filters, installation
brackets, and even the cost of the installation service. All of these costs should be part of the asset. The
Procurement Groups feature enables you to track each item and it's cost through requisitions, purchase
orders, and receipts. Inquiry pages help you track the stage of each transaction so that you know when
you have received the entire asset and are able to create the asset in PeopleSoft Asset Management with
the entire cost captured.
The following fields are used on requisition, purchase order, or receipt transactions to identify transaction
lines as part of a procurement group:
Field
Definition
Procurement Group ID field
Select an existing Procurement Group ID for the item (
search on partial or full values of the Procurement Group ID,
Short Name or Description). When you select a Procurement
Group ID, an edit enforces that the Receiving Required
option is set. A save-time edit verifies that all items in the
Procurement Group ID belong to the same Asset Management
Business Unit value when the Allocate Purchasing Group to
Assets option is selected on the Purchasing Options page.
SeePurchasing Options Page See also, Setting Up Procurement
Groups
At the time a Purchase Order is copied to create a new
Purchase Order, the Procurement Group-related fields (
Procurement Group ID, Primary Unit, Unit Allocation
Quantity and Unit Allocation Amount fields) will be cleared
on the new purchase order lines. At the time a Requisition line
is copied to a Purchase Order, the Procurement Group-related
field values found on the corresponding Requisition line
populate the new Purchase Order line. When the Procurement
Group ID is being copied from the Requisition to a PO, the
Receiving Required field is selected for the PO line.
Primary Unit
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Identifies whether the listed item is the primary unit (value =
Y) within a given procurement group.
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Field
Definition
Unit Allocation Quantity
Identifies the quantity of the item to allocate per asset for the
Procurement Group. This quantity is available for non-amount
only transactions. It is utilized during receiving and asset
integration.
Unit Allocation Amount
Identifies the amount of the item to allocate per asset for the
Procurement Group. This amount is available for amount
only transactions. It is utilized during receiving and asset
integration..
The steps to activate and use the Procurement Groups feature in PeopleSoft Purchasing are:
1. To activate the Procurement Groups feature for a purchasing business unit, go to the Purchasing
Options page and:
•
Select the Purchasing Group Option check box. If this check box is selected, then the Procurement
Group ID, Primary Unit, Unit Allocation Quantity, and Unit Allocation Amount fields are
displayed on the requisition, purchase order, and receipt transaction pages.
•
Select the Allocate Purchasing Group check box to enable functionality for procurement group
information to be passed to PeopleSoft Asset Management to create an asset.
2. Use the Procurement Groups page to create a procurement group ID for each asset, or item grouping,
that you want to create. For example, you might set up the procurement group ID, ACUnit_01 for the
items making up an air conditioning unit.
3. When adding requisition lines, go to the Procurement Group ID, Primary Unit, Unit Allocation
Quantity, and Unit Allocation Amount fields and populate the information. In PeopleSoft Purchasing,
these procurement group fields are located within the Add/Update Requisitions component on the
Maintain Requisitions- Requisition page and on the Maintain Requisitions- Details for Line page.
In PeopleSoft eProcurement these procurement group fields are located in the Create Requisition
component. In addition, the requisition pages have a link to the Procurement Groups page in case you
need to add or update a procurement group ID. If this requisition line is sourced to a purchase order,
then the procurement group information is placed on the purchase order line.
4. When adding purchase order lines online, go to the Procurement Group ID, Primary Unit, Unit
Allocation Quantity, and Unit Allocation Amount fields and populate the information. These
procurement group fields are located on the Add/Update POs and Add/Update Express POs
components and the Details for Line page. In addition, the purchase order pages have a link to the
Procurement Groups page in case you need to add or update a procurement group ID. If you copy this
purchase order from another purchase order, the procurement group fields are not populated from the
original purchase order. Procurement group information can be viewed on the Purchase Order Inquiry
component in the Line Details section.
5. Once the purchase orders are dispatched to the suppliers and the items arrive at your organization,
you can receive the items into PeopleSoft Purchasing or PeopleSoft eProcurement. In PeopleSoft
Purchasing, the procurement group fields (Procurement Group ID, Primary Unit, Unit Allocation
Quantity, and Unit Allocation Amount fields) are displayed in the Maintain Receipts- Receiving page
within the Source Information tab and on the Maintain Receipts - Receipt Line Details for Line page.
In PeopleSoft eProcurement, the procurement group fields are displayed on the Receive page and the
Line Details page.
282
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Chapter 11
Creating Procurement Group Data
6. The Procurement Group Inquiry page enables you to view the requisitions, purchase orders, receipts,
and vouchers associated with a procurement group.
7. Once you have received the items, use the Receiver Interface Push process (PO_RECVPUSH) to
move data to the PeopleSoft Asset Management interface table.
See Receipt Push Process Processing Excise Duty and Sales Tax/VAT in the PO Receipt Push Process
Example of Procurement Group Transactions
This example shows how to use a procurement group to create a new asset in PeopleSoft Asset
Management and how the quantities are allocated. The items in this procurement group are:
•
Commercial air conditioning units.
•
Air conditioning brackets.
•
Air conditioning filters.
•
Installation services.
The supplier for the air conditioning units is different than the supplier for the brackets and filters .
The steps are:
1. Using the Procurement Groups page, a new procurement group ID named AC-ASSET is created.
2. A requisition is created with four lines. The AC-ASSET procurement group ID is assigned to each of
the requisition lines with the following items:
•
(primary unit) Four commercial air conditioning units with an allocation quantity of one.
•
Eight air conditioning brackets with an allocation quantity of two.
•
Four air conditioning filters with an allocation quantity of one.
•
An amount-only requisition line for 2,000 USD of installation services with an allocation amount
of 500 USD.
Note: All four lines of the requisition have the same PeopleSoft Asset Management business unit
and asset profile ID assigned at the distribution line level.
3. The requisition is approved.
4. The requisition is sourced to three separate purchase orders:
•
One purchase order for the supplier of the air conditioning units.
•
One purchase order for the supplier of the brackets and filters.
•
One purchase order for the supplier of the installation services of the AC units.
5. The purchase orders are approved and dispatched.
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Creating Procurement Group Data
Chapter 11
6. Two air conditioning units are received from the first purchase order and entered into the Maintain
Receipts- Receiving page in PeopleSoft Purchasing.
7. Five brackets and four filters are received from the second purchase order and entered into the
Maintain Receipts- Receiving page in PeopleSoft Purchasing.
8. 1,000 USD of installation services are performed by the service supplier and entered into the Maintain
Receipts- Receiving page in PeopleSoft Purchasing.
9. Receiver Interface Push process is run. The data is placed in the RECV_LN_ASSET table and the
Asset Management Interface table (INTFC_PRE_AM) as follows:
Asset Interface Table (INTFC_PRE_AM)
Item
Description
Procurement Procurement Primary Unit
Group ID
Group
Sequence
Asset Qty
Asset
Amount
Status
AC unit
AC-ASSET
0001
Y
1
Installation of
AC
AC-ASSET
0001
N
AC Brackets
AC-ASSET
0001
N
2
Pending
AC Filters
AC-ASSET
0001
N
1
Pending
AC unit
AC-ASSET
0002
Y
1
Pending
Installation of
AC
AC-ASSET
0002
N
AC Brackets
AC-ASSET
0002
N
2
Pending
AC Filters
AC-ASSET
0002
N
1
Pending
AC Brackets
AC-ASSET
0003
N
1
PO Grp
Incomplete
AC Filters
AC-ASSET
0003
N
1
PO Grp
Incomplete
AC Filters
AC-ASSET
0004
N
1
PO Grp
Incomplete
Pending
$500.00
$500.00
Pending
Pending
10. The remaining items are received and put into the Maintain Receipts- Receiving page in PeopleSoft
Purchasing:
284
•
Two air conditioning units.
•
Three brackets
•
1,000 USD of installation services are performed by the service supplier.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 11
Creating Procurement Group Data
11. Receiver Interface Push process is run. The data is placed in the RECV_LN_ASSET table and the
Asset Management Interface table (INTFC_PRE_AM) as follows:
Asset Interface Table (INTFC_PRE_AM)
Item
Description
Procurement Procurement Primary Unit
Group ID
Group
Sequence
Asset Qty
Asset
Amount
AC unit
AC-ASSET
0003
Y
1
Pending
AC Brackets
AC-ASSET
0003
N
1
Pending
Installation of
AC
AC-ASSET
0003
N
AC unit
AC-ASSET
0004
Y
1
Pending
AC Brackets
AC-ASSET
0004
N
2
Pending
Installation of
AC
AC-ASSET
0004
N
$500.00
$500.00
Status
Pending
Pending
In addition, the last three rows from the first receipt (procurement group sequence 0003 and 0004)
now have a status of Pending.
If any changes are made to the receipts while the data is still in the Asset Management Interface table,
the table is updated. For example, if the first receipt of filters is changed from four filters to two, then
the AC filters rows for procurement group sequence 0003 and 0004 are set to the status of Retire.
If the other interface rows for procurement group sequence 0003 and 0004 have not been processed
by the Asset Transaction Loader process (AMIF1000) then the status of those rows would be set to
PO Grp Incomplete. Later, when the two additional filters are received, new rows are inserted for the
filters and all rows for procurement group sequence 0003 and 0004 are set to Pending status.
Setting Up Procurement Groups
Create procurement group IDs to link purchasing transaction lines together as part of the same
procurement group. Procurement group IDs can be placed on lines on requisitions or purchase orders,
and displayed on receipts. Procurement groups can be used to group items together for any purpose.
One purpose is to group all items that combined together will create a new asset in PeopleSoft Asset
Management. Procurement group IDs are created on the Procurement Groups page.
Page Used to Set Up Procurement Groups
Page Name
Definition Name
Navigation
Procurement Groups
PO_GROUP_TBL
Purchasing, Purchase Orders, Create or modify procurement
Procurement Groups
groups.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Usage
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Procurement Groups Page
Use the Procurement Groups page (PO_GROUP_TBL) to create or modify procurement groups.
Navigation
Purchasing, Purchase Orders, Procurement Groups
Image: Procurement Groups page
This example illustrates the fields and controls on the Procurement Groups page. You can find definitions
for the fields and controls later on this page.
The Procurement Groups page enables you to create group IDs to be entered on a requisition line or
purchase order line, and displayed on receipt line. This procurement group ID gathers transactions lines
together to help you identify a larger item; for example, the Procurement Groups feature can be used in
combination with PeopleSoft Asset Management to collect all item IDs that belong to a complete asset
such as an air conditioning unit, installation brackets, air filters, and installation services. The complete
cost of the asset can be captured as one asset.
286
SetID
Enter the SetID for your procurement group. Procurement
groups are part of the FS_18 Record Group.
Procurement Group ID
Enter a unique number or letter combination to identify a
procurement group that you are creating; for example, GRP_
01, AC_UNIT_22, and so on. This group ID can be entered on
requisition lines or purchase order lines and displayed on receipt
lines.
Status
Options include Active or Inactive. By linking status and
effective date, you can retain historical information.
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Chapter 11
Creating Procurement Group Data
Description
Enter the long description for your procurement group.
Short Description
Enter the short description for your procurement group.
Primary Unit Item ID
(optional) Enter an item ID to define the primary unit for this
procurement group. You can identify the primary unit here
or leave this field blank and identify the primary unit on the
transaction lines at which point the primary unit item ID will
be updated. Once the primary item has been established (that.
exists on any transactions), it cannot be changed..
Description Only Item
Select this check box if the primary unit is a description-only
item.
Once a description only item has been established (it. has been
marked as a primary item on any transaction), this cannot be
unchecked
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
287
Chapter 12
Managing Procurement Cards
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
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Managing Procurement Cards
Chapter 12
department. You must have PeopleSoft Payables installed to implement the procurement card feature in
PeopleSoft Purchasing.
Image: Procurement card business process flow
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.
Common Elements Used in Procurement Card
Display Unmasked Card Number
290
Select this check box if you want to show the full credit card
number on the page or report. This check box appears cleared
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Managing Procurement Cards
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.
Card Issuer
Select the card issuer. In most cases, this is the name of the bank
that issues the card.
Card Number
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 PeopleTools:
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
Amount and associated currency billed for the statement line.
Location
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.
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Posted Date
Displays the date when each statement line has been processed
and posted by the card issuer.
Proxy
A PeopleSoft user who has access rights to procurement card
transactions.
Reference/Reference Number
Unique number captured by the merchant at the point of sale to
help identify the transaction.
Role
A procurement card role carries a unique set of access rights.
Role Name
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.
Ship To
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 Status
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
292
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.
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Chapter 12
Managing Procurement Cards
Transaction Amount
Amount of the purchase and the source amount (in its local
currency) charged by the supplier. The amount and currency
may be different than the billing amount and currency that the
cardholder is liable to pay.
Trans Date (transaction date)
Date when the goods were purchased.
VAT (value-added tax)
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.
Related Links
Establishing Procurement Card Security
Setting Up Procurement Card Installation Options
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
Definition Name
Navigation
Usage
Installation Options Purchasing
INSTALLATION_PO
Set Up Financials/Supply
Chain, Install, Installation
Options, Purchasing
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.
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Chapter 12
Establishing Procurement Card Security
This section provides an overview of procurement card security and discusses how to:
•
Assign users to procurement card roles.
•
Register procurement card roles.
•
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.
Pages Used to Establish Procurement Card Security
294
Page Name
Definition Name
Navigation
Usage
User Profiles - Roles
USER_GENERAL
PeopleTools, Security, User
Profiles, User Profiles, User
Profiles - Roles
Assign users to procurement
card roles.
Register Procurement Card
Roles
CC_ROLE
Purchasing, Procurement
Cards, Security, Register
Roles, Register Procurement
Card Roles
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.
Procurement Card Access
Rights
CC_RIGHTS1
Purchasing, Procurement
Cards, Security, Assign
Access Rights, Procurement
Card Access Rights
Assign individual access
rights for each procurement
card role.
Assign Proxies
CC_PROXY_BY_USER
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.
Select Procurement Cards
CC_PROXY_BY_USER1
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.
Assign Proxies
CC_PROXY_COPY
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.
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Chapter 12
Managing Procurement Cards
Page Name
Definition Name
Navigation
Usage
Copy/Move Exceptions
CC_PROXY_BY_USER2
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.
SpeedChart
SPEEDCHART
Setup Financials/Supply
Chain, Product Related,
Procurement Options,
Management, SpeedChart
Define SpeedCharts.
Assign SpeedCharts
CC_ASSIGN_SPEEDCH
Purchasing, Procurement
Cards, Security, Assign
SpeedCharts
Assign SpeedCharts for each
procurement card.
Assign Proxies
CC_CARD _DATA4
Purchasing, Procurement
Cards, Definitions,
Cardholder Profile,
Cardholder Profile - Card
Data
Assign users (proxies) and
the role associated with the
selected cardholder.
Click the Proxies link on the
Cardholder Profile - Card
Data page.
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 User Profiles - Roles Page.
See Assign Proxies Page.
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).
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User Profiles - Roles Page
Use the User Profiles - Roles page (USER_GENERAL) to assign users to procurement card roles.
Navigation
PeopleTools, Security, User Profiles, User Profiles, User Profiles - Roles
See the product documentation for PeopleTools: Security Administration
Register Procurement Card Roles Page
Use the Register Procurement Card Roles page (CC_ROLE) to 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.
Navigation
Purchasing, Procurement Cards, Security, Register Roles, Register Procurement Card Roles
When you register user roles, the system links those roles to the procurement card module.
Related Links
"Understanding PeopleSoft Application Security (PeopleSoft FSCM 9.2: Application Fundamentals)"
Procurement Card Access Rights Page
Use the Procurement Card Access Rights page (CC_RIGHTS1) to assign individual access rights for each
procurement card role.
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Navigation
Purchasing, Procurement Cards, Security, Assign Access Rights, Procurement Card Access Rights
Image: Procurement Card Access Rights page
This example illustrates the fields and controls on the Procurement Card Access Rights page. You can
find definitions for the fields and controls later on this 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
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.
Access Reports
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.
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.
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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)
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.
Reconcile - Modify Staged
Transactions
Select this check box to give this role—users—the access rights
to modify transactions that are not verified or approved.
Reconcile - Modify Verified
Transactions
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.
298
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.
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.
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Chapter 12
Managing Procurement Cards
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
Select this check box to give this role—users—the access
PO (usage - use procurement card on rights to assign a procurement card as a payment method when
purchase order)
creating a purchase order.
Usage - Allow Override of Supplier
Card
Select this check box to give this role—users—the access rights
to override a supplier card that was previously entered for a
purchase order. The supplier card appears by default from the
supplier profile and this role has the rights to override that value
if the supplier is also set to allow override.
Assign Proxies Page
Use the Assign Proxies page (CC_PROXY_BY_USER) to each PeopleSoft user who is a member of a
procurement card role can be assigned to multiple cards with different roles.
Navigation
Purchasing, Procurement Cards, Security, Assign Proxies
Image: Assign Proxies page
This example illustrates the fields and controls on the Assign Proxies page. You can find definitions for
the fields and controls later on this page.
Requester Default
Select this check box if you would like this procurement card
to appear as the default when defining the requestor on the
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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.
Buyer Default
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.
Apply
Click this button to apply the same role to multiple procurement
cards for the proxy user.
Delete
Click this button to remove selected cards from the current
proxy user. This proxy user can no longer access transactions for
those cards.
Copy to
Click this button to copy access rights to another user.
Move to
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.
SpeedChart Page
Use the SpeedChart page (SPEEDCHART) to define SpeedCharts.
Navigation
Setup Financials/Supply Chain, Product Related, Procurement Options, Management, SpeedChart
Related Links
"Defining SpeedCharts (PeopleSoft 9.2: Source to Settle Common Information)"
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Chapter 12
Managing Procurement Cards
Assign SpeedCharts Page
Use the Assign SpeedCharts page (CC_ASSIGN_SPEEDCH) to assign SpeedCharts for each
procurement card.
Navigation
Purchasing, Procurement Cards, Security, Assign SpeedCharts
Image: Assign SpeedCharts page
This example illustrates the fields and controls on the Assign SpeedCharts page. You can find definitions
for the fields and controls later on this page.
SpeedChart Key
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 Procurement Cards
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.
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•
Define cardholder card data.
•
Define supplier card suppliers.
•
Define proxies.
•
Define default account distributions.
•
Restrict cardholder purchases by commodity code.
Pages Used to Define Cardholder Profile
302
Page Name
Definition Name
Navigation
Usage
Personal Data
CC_PERSONAL_DATA
Purchasing, Procurement
Cards, Definitions,
Cardholder Profile, Personal
Data
View cardholder information,
such as personnel status
and home address. This is
a display-only page and
is shared by PeopleSoft
Expenses and PeopleSoft
Purchasing.
Card Data
CC_CARD_DATA
Purchasing, Procurement
Cards, Definitions,
Cardholder Profile, Card
Data
Enter card issuer, card
number, and set the
transaction limits for that
card.
Suppliers
CC_CARD_DATA5
Click the Suppliers link on
the Card Data page.
Define suppliers and the card
options for these suppliers.
Assign Proxies
CC_CARD_DATA4
Click the Proxies link on the
Card Data page.
Define who can access this
procurement card and identify
the rights that they have.
Default Accounting
Distribution
CC_CARD_DATA2
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.
SpeedChart Detail
CC_SPEEDCH_DTL
Click the Show SpeedChart
View the details of the
link on the Default
SpeedChart.
Accounting Distribution page.
Restricted Purchase
CC_CARD_DATA3
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.
Cardholder Information
RUN_POY8000
Purchasing, Procurement
Cards, Reports, Cardholder
Information
Run the Cardholder
Information multiprocess
job (POY8000). This
process will generate the
Cardholder Information report
(POX8000)
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Chapter 12
Managing Procurement Cards
Page Name
Definition Name
Navigation
Usage
Purchase Exceptions
RUN_POY8010
Purchasing, Procurement
Cards, Reports, Purchase
Exceptions
Run one of these multiprocess
jobs: Exceed Limit-PerTrans (POY8010) which
will generate the Exceed
Limit-Per-Trans report (
POX8010), Exceed LimitPer-Cycle (POY8011) which
will generate the Exceed
Limit-Per-Cycle report (
POX8011), Exceed TransPer-Day (POY8012) which
will generate the Exceed
Trans-Per-Day report (
POX8012), Exceed TransPer-Cycle (POY8013) which
will generate the Exceed
Trans-Per-Cycle report (
POX8013), or Unauthorized
Commodity (POY8014)
which will generate the
Unauthorized Commodity
report (POX8014).
MCC Exceptions (merchant
category code exceptions)
RUN_POY8064
Purchasing, Procurement
Cards, Reports, MCC
Exceptions
Run the MCC Exceptions
multiprocess job (POY8064).
This process will generate
the MCC Exceptions report (
POX8064)
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
Records
Description
CORPORATE_CARD_DATA_
FULLSYNC
CC_CARD_DATA_EX
Full data load of employee corporate
card account data.
CORPORATE_CARD_DATA_SYNC
CC_CARD_DATA_EX
Incremental update of corporate card
account data.
CORPORATE_CARD_FULLSYNC
CC_CARD_TBL_EX
Full data load of corporate card
suppliers.
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Service Operation
Records
Description
CORPORATE_CARD_SYNC
CC_CARD_TBL_EX
Incremental update of corporate card
suppliers.
Related Links
"Understanding Integrating With PeopleSoft Applications (PeopleSoft FSCM 9.2: Expenses)"
Personal Data Page
Use the Personal Data page (CC_PERSONAL_DATA) to view cardholder information, such as personnel
status and home address.
This is a display-only page and is shared by PeopleSoft Expenses and PeopleSoft Purchasing.
Navigation
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.
Telephone
Displays the cardholder home telephone number.
Card Data Page
Use the Card Data page (CC_CARD_DATA) to enter card issuer, card number, and set the transaction
limits for that card.
Navigation
Purchasing, Procurement Cards, Definitions, Cardholder Profile, Card Data
Card Data
Select the Card Data tab.
Card Issuer
Select the procurement card issuer.
Card Type
Select the card type for this procurement card.
Additional Information
Select the Additional Information tab.
Supplier Card
304
Select this check box if this card is a Supplier card. Once you
select this check box the suppliers link becomes available.
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Chapter 12
Suppliers
Managing Procurement Cards
Click this link to access the Suppliers page. Use this page to
assign the supplier and card options for this supplier card.
This will simultaneously update the supplier 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
(Optional) Enter the maximum amount that a cardholder can
spend for each transaction.
Currency
Select the currency for the credit limit fields.
Transaction Limits
Select the Transaction Limits tab.
Note: The fields on this tab are only used for reporting purposes.
Transactions Allowed Per Month
Enter the number of transactions that a cardholder can perform
in a month.
Transactions Allowed Per Day
Enter the number of transactions that a cardholder can perform
in a day.
Suppliers Page
Use the Suppliers page (CC_CARD_DATA5) to define suppliers and the card options for these suppliers.
Navigation
Click the Suppliers link on the Card Data page.
Pay for PO
Select this check box if you want this supplier card to appear as
the payment method for this supplier and location on a purchase
order. If selected this supplier card will appear by default on the
purchase order.
Allow Override
Select this check box if this supplier card for this supplier and
location can be overridden on a purchase order.
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Dispatch Option
Chapter 12
Select the dispatch option for this supplier 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.
Assign Proxies Page
Use the Assign Proxies page (CC_CARD_DATA4) to define who can access this procurement card and
identify the rights that they have.
Navigation
Click the Proxies link on the Card Data page.
306
User ID
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.
Role
Select an appropriate role for the designated proxy. Each role
carries a set of access rights.
Requestor Default
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
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Managing Procurement Cards
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 Default
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 buyer on the Buyer
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 Buyer Setup page.
Default Accounting Distribution Page
Use the Default Accounting Distribution page (CC_CARD_DATA2) to enter accounting distribution
defaults for single-line distribution or assign SpeedCharts for multiline distributions.
Navigation
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.
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.
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Note: You must designate a default SpeedChart for the system
to use when loading statement data.
Restricted Purchase Page
Use the Restricted Purchase page (CC_CARD_DATA3) to set restrictions on the card by limiting the
amount that the cardholder can spend on a specific commodity.
Navigation
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
308
Page Name
Definition Name
Navigation
Usage
Card Issuer
CC_CARD_TBL
Setup Financials/Supply
Chain, Product Related,
Procurement Options,
Purchasing, ProCard Card
Issuers, Card Issuer
Enter details about the
procurement card providers
and link these details to a
Supplier ID.
VAT Defaults Setup
VAT_DEFAULTS_DTL
Click the VAT Defaults link
on the Card Issuer page.
View VAT defaults.
Card Issuer - Setup
Prepayment ChartFields
CC_CARD_TBL_CF
Click the Setup Prepayment
ChartFields link on the Card
Issuer page.
Define prepayment voucher
ChartFields.
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Card Issuer Page
Use the Card Issuer page (CC_CARD_TBL) to enter details about the procurement card providers and
link these details to a supplier ID.
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Navigation
Setup Financials/Supply Chain, Product Related, Procurement Options, Purchasing, ProCard Card
Issuers, Card Issuer
Image: Card Issuer Page
This example illustrates the fields and controls on the Card Issuer Page. You can find definitions for the
fields and controls later on this page.
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Credit Card Provider Record
AP Business Unit (PeopleSoft
Payables business unit)
Select the PeopleSoft Payables business unit that will be
used for the prepayment voucher and for staging reconciled
transactions.
Load Enhanced Data
Select this check box if you want to load itemized data for the
procurement card transactions associated with this card issuer.
Examples of enhanced data is additional information related to
a transaction such as car rental, lodging, and passenger itinerary
information.
Bill Includes Tax (if applied)
Select this check box to indicate that the procurement card
provider record includes sales tax, if applicable.
Bill Includes VAT (if applied)
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 "Understanding VAT (PeopleSoft FSCM 9.2: Global
Options and Reports)".
Prepayment Voucher Default
Create Prepayment Voucher
Select this check box if you want to create a prepayment
voucher for the procurement card statement amount.
Prepayment Voucher Options
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.
Payment Terms ID
Select the payment terms for the prepayment voucher.
Setup Prepayment ChartFields
Click this link to access the Card Issuer - Setup Prepayment
ChartFields page. Use this page to define prepayment
ChartFields.
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Expenses Enhanced Data Options
This group box enables you determine how many days you would like to delay importing enhanced data
transactions into the system. This enables enhanced data, such as hotel, car rental, or air travel, to be
available if it comes in a separate file.
Load Enhanced Data
Select to indicate that your system imports enhanced data such
as airfare, car rental, and lodging, from credit card suppliers.
Deselect to indicate that your system does not import enhanced
data from credit card suppliers.
Create Expense Lines
Select to indicate that when the Load Enhanced Data check box
is selected, then enhanced data is to be broken into individual
expense lines.
Deselect to indicate that when the Load Enhanced Data check
box is selected, then enhanced data is loaded, but not broken
into individual expense lines. Only the main transaction line is
available for an expense report.
Credit Card Hierarchy
Select the type of data to import when enhanced data from credit
card suppliers is loaded:
•
All:Select to use a hierarchical approach to import detail
data or summary data, and the main transaction.
•
Detail:Select to import detail data and the main transaction.
•
Summary:Select to import summary data and the main
transaction.
First, the system looks for detail data in the file that is received
from the credit card supplier. If detail data is available, and no
delay days exist, then the system loads the detail data and the
main transaction to My Wallet. If detail data is available, and the
delay days number is greater than zero, then the system loads
the detail data and the main transaction into the staging tables.
If the system does not find detail data, it looks for summary
data. If summary data is available, and no delay days exist, then
the system loads the summary data and the main transaction
to My Wallet. If summary data is available, and the delay days
number is greater than zero, then the system loads the summary
data and the main transaction into the staging tables.
If the system does not find detail data or summary data, it loads
the main transaction to My Wallet.
Note: If the detail or summary amount does not match the
transaction amount, only transaction rows are loaded.
If detail data is not available, the system imports only the main
transaction. The system does not look for summary data.
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If the system does not find detail data, or if the detail amount
does not match the amount of the main transaction, it imports
only the main transaction.
This is the only option and is automatically selected if the credit
card supplier is American Express.
If the system does not find summary data, or if the summary
amount does not match the amount of the main transaction, it
imports only the main transaction.
Delay Days
Enter the number of days that the system waits to load enhanced
data into My Wallet transactions.
This field is used during the Load External Data process to
determine the number of days to wait to load hotel information
into My Wallet. This allows time for the summary data, detail
data, or both to be imported if it is sent in a separate file from
the main transaction. All other transactions flow through, but
the hotel transactions are moved into staging tables and are not
available in My Wallet until the appropriate number of days has
passed.
Credit Card Import Hierarchy
Use this group box to determine what type of data to import.
All
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.
Detail
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.
Summary
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.
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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 Suppliers
To define preferred suppliers, use the Preferred Suppliers component (CC_VNDR_XREF).
This section discusses how to:
•
Define preferred suppliers.
•
Maintain a list of preferred suppliers.
Pages Used to Define Preferred Suppliers
314
Page Name
Definition Name
Navigation
List of Merchants
CC_VNDR_NM
Purchasing, Procurement
Cards, Definition, Preferred
Suppliers
Supplier Search
Vendor_LOOKUP_SEC
Click the Supplier Lookup
link on the List of Merchants
page.
Usage
Displays a merchant or list
of merchants with whom
the cardholders have made
purchases. To qualify as a
Use the fields on the Preferred preferred supplier, a merchant
suppliers page and click
has to be mapped to a supplier
Search to display a particular set up in the system. After you
supplier, or leave the fields
enter and save the required
blank and click Search to
information, the data is moved
display all suppliers.
to the preferred supplier list.
Search for suppliers.
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Page Name
Definition Name
Navigation
Usage
Preferred Suppliers
CC_VNDR_XREF
Purchasing, Procurement
Maintain or change the
Cards, Definitions, Preferred relationship between a
Suppliers
merchant and a preferred
supplier. The preferred
On the Preferred Suppliers
suppliers are those from
page, search for a supplier or whom you want the
suppliers.
cardholders to purchase.
On the List of Merchants
page, select the Preferred
Suppliers tab.
Non-Preferred Supplier.
RUN_POY8061
Purchasing, Procurement
Cards, Reports, NonPreferred Suppliers
Run the Non-Preferred
Supplier multiprocess job (
POY8061). This process will
generate the Non- Preferred
Supplier report (POX8061)
List of Merchants Page
Use the List of Merchants page (CC_VNDR_NM) to displays a merchant or list of merchants with whom
the cardholders have made purchases.
To qualify as a preferred supplier, a merchant has to be mapped to a supplier set up in the system. After
you enter and save the required information, the data is moved to the preferred supplier list.
Navigation
Purchasing, Procurement Cards, Definition, Preferred suppliers
Use the fields on the Preferred Suppliers page and click Search to display a particular supplier, or leave
the fields blank and click Search to display all suppliers.
Merchant
Displays the merchant names that come from each line on the
bank statement.
Supplier SetID
Select the Supplier SetID for the supplier that you want to
associate with the merchant.
Supplier ID
Select the Supplier that you want to associate with the merchant.
Location
Select the Supplier Location.
Preferred Suppliers Page
Use the Preferred Suppliers page (CC_VNDR_XREF) to maintain or change the relationship between a
merchant and a preferred supplier.
The preferred suppliers are those from whom you want the cardholders to purchase.
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Navigation
Purchasing, Procurement Cards, Definitions, Preferred Suppliers
On the Preferred Suppliers page, search for a supplier or suppliers.
On the List of Merchants page, select the Preferred Suppliers tab.
Use the fields on this page to edit the preferred suppliers 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
Navigation
Usage
List of Merchant UOM (list of CC_UOM_NM
merchant unit of measure)
Purchasing, Procurement
Cards, Definitions, UOM
Mappings, List of Merchant
UOM
Some suppliers 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.
Preferred UOM
Purchasing, Procurement
Cards, Definitions, UOM
Mappings, Preferred UOM
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.
CC_UOM_XREF
List of Merchant UOM (list of merchant unit of measure) Page
Use the List of Merchant UOM (list of merchant unit of measure) page (CC_UOM_NM) to some
suppliers 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.
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Navigation
Purchasing, Procurement Cards, Definitions, UOM Mappings, List of Merchant UOM
Merchant UOM
Displays the UOM used by the merchant.
Unit of Measure
Displays the UOM mapped to the merchant UOM.
Preferred UOM Page
Use the Preferred UOM page (CC_UOM_XREF) to 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.
Navigation
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.
Pages Used to Define MCC Blocked
Page Name
Definition Name
Navigation
Blocked MCC (blocked
merchant category code)
CC_MCC_BLOCKED
Setup Financials/Supply
Blocks purchases made within
Chain, Product Related,
the specified MCC.
Procurement Options,
Purchasing, ProCard Blocked
MCCs, Blocked MCC
Merchant Category Group
EX_VIS_MCG_MAP
Setup Financials/Supply
Chain, Product Related,
Expenses, Mapping,
Merchant Category Group
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Usage
Map MCCs to merchant
category groups.
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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
Definition Name
Navigation
Usage
Visa Transaction Codes
CC_VISA_TTYPE
Setup Financials/Supply
Chain, Product Related,
Procurement Options,
Purchasing, ProCard Visa
Transaction Codes, Visa
Transaction Codes
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.
Pages Used to Define Procurement Card Mapping
318
Page Name
Definition Name
Navigation
Usage
Country Code
EX_COUNTRY_MAP_PNL
Setup Financials/Supply
Map the incoming countries
Chain, Product Related,
associated with transactions to
Procurement Options,
PeopleSoft countries.
Purchasing, ProCard Country
Map, Country Code
Currency Code
EX_CURRNCY_MAP_PNL
Setup Financials/Supply
Chain, Product Related,
Procurement Options,
Purchasing, ProCard
Currency Map, Currency
Code
Map the incoming currencies
associated with transactions to
PeopleSoft currencies.
MasterCard XML Map
CC_MC_XL_MAP
Setup Financials/Supply
Chain, Product Related,
Procurement Options,
Purchasing, ProCard
MasterCard XML Map,
MasterCard XML Map
Define the MasterCard XML
mapping to the PeopleSoft
mapping.
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Managing Procurement Cards
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
Definition Name
Navigation
Usage
Load Statement Options
CC_RECON_OPT
Setup Financials/Supply
Chain, Product Related,
Procurement Options,
Purchasing, ProCard Load
Statement Options, Load
Statement Options
Set criteria for handling
transactions with small
amounts and for enabling the
system to match and populate
purchase order data.
Load Statement Options Page
Use the Load Statement Options page (CC_RECON_OPT) to set criteria for handling transactions with
small amounts and for enabling the system to match and populate purchase order data.
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Navigation
Setup Financials/Supply Chain, Product Related, Procurement Options, Purchasing, ProCard Load
Statement Options, Load Statement Options
Image: Load Statement Options page (1 of 2)
This example illustrates the fields and controls on the Load Statement Options page (1 of 2). You can find
definitions for the fields and controls later on this page.
Image: Load Statement Options page (2 of 2)
This example illustrates the fields and controls on the Load Statement Options page (2 of 2). You can find
definitions for the fields and controls later on this page.
Small Amount Criteria
Set status to
320
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
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blank or Verified. The statement line must be approved before
you send it to PeopleSoft Payables.
when billing amount is<=
Enter an amount for the small amount criteria. Indicates the
upper limit of the criterion.
Currency
Select a currency for the small amount criteria.
ProCard Auto-Recon Options
Allow system to match and populate Select this check box to request that the system automatically
PO data (allow system to match and match the transaction data with the existing purchase order
populate purchase order data)
information to populate purchase order data.
Criteria to Find Matching Purchase Orders
Reconcile by Header
Select this check box to match the transactions with the
purchase order header. The system attempts to match the entire
purchase order information.
Reconcile by Line
Select this check box to match the transactions with the
purchase order line.
Reconcile by Schedule
Select this check box to match the transactions with the
purchase order line schedule.
Date Field
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 Supplier 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.
% Over (percentage over)
Enter a percentage for the upper limit that exceeds the matching
amount.
% Under (percentage under)
Enter a percentage for the lower limit that falls short of the
matching amount.
Transactions with a Valid PO ID (transactions with a valid purchase order ID)
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.
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% Over (percentage over)
Enter a percentage for the upper limit that exceeds the matching
amount.
% 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
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.
% Over (percentage over)
Enter a percentage for the upper limit that exceeds the matching
amount.
% 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 the product documentation for PeopleTools: PeopleSoft Integration Broker
Related Links
"PeopleSoft SCM Inbound EIPs (PeopleSoft FSCM 9.2: Supply Chain Management Integration)"
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.
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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.
Related Links
"PeopleSoft Electronic Data Interchange (PeopleSoft FSCM 9.2: 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 thirdparty source or another PeopleSoft system, such as CRM.
Before you can use the Credit Card 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 Supply
Chain Management Integration 9.2, "Implementing Integrations" chapter, Setting Up Service
Operations section.
Service Operation
Direction and Type
Handlers
Chunking
Available?
Integrates With
CORPORATE_CARD Inbound and Outbound CorporateCardDataFullSync
No
_DATA_FULLSYNC
Asynchronous
third-party system
CORPORATE_CARD Inbound and Outbound CORPORATE_CARD No
_DATA_SYNC
_DATA_SYNC
Asynchronous
third-party system
CORPORATE_CARD Inbound and Outbound CorporateCardFullSync No
_FULLSYNC
Asynchronous
third-party system
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Service Operation
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Direction and Type
Handlers
CORPORATE_CARD Inbound and Outbound CorporateCardSync
_SYNC
Asynchronous
Chunking
Available?
Integrates With
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.
Pages Used to Use the Procurement Card Load EIP
Page Name
Definition Name
Navigation
Usage
Load Statement
RUN_CC_LOADTRANS
Purchasing, Procurement
Cards, Process Statements,
Load Statement
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.
Data Collection Setup
BCT_SETUP_FS
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.
Data Def Maint (Data
Definition Maintenance)
EO_EIP_CTL_MAINT
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.
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 suppliers.
Run the Procard Statement Load Application Engine process (PO_CCLOADLD) to move the data from
staging tables to application tables.
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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 thirdparty 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 Supply
Chain Management Integration 9.2, "Implementing Integrations" chapter, Setting Up Service
Operations section.
Service Operation
Direction and Type
Handlers
Chunking
Available?
PROCUREMENT_
CARD_LOAD
Inbound
ProcurementCardLoad No
Integrates With
third-party system
Asynchronous
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.
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
Definition Name
Navigation
Usage
ProCard Stage
RUN_CC_PCRDSTG
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.
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ProCard Stage Page
Use the ProCard Stage page (RUN_CC_PCRDSTG) to 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.
Navigation
Purchasing, Procurement Cards, Process Statements, Load ProCard Stage, ProCard Stage
Image: ProCard Stage page
This example illustrates the fields and controls on the ProCard Stage page. You can find definitions for
the fields and controls later on this page.
Card Issuer
Select the credit card supplier that issues the credit card.
Data Source
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.
File Name
Enter the file name and the full path of the file. The directory
specified has to be accessible by the PeopleSoft Process
Scheduler server.
Billing Date
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.
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Load Level 3 Data
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.
Related Links
Card Issuer Page
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 supplier information and invalid credit card
numbers.
Page Used to Handle Statement Staging Errors
Page Name
Definition Name
Navigation
Usage
Correct Errors
CC_STG_ERR
Purchasing, Procurement
Cards, Process Statements,
Correct Errors
Correct errors for data in
the staging table. Statement
lines cannot be loaded in the
statement tables if the credit
card supplier or credit card
account number are incorrect.
Correct Errors Page
Use the Correct Errors page (CC_STG_ERR) to correct errors for data in the staging table.
Statement lines cannot be loaded in the statement tables if the credit card supplier or credit card account
number are incorrect.
Navigation
Purchasing, Procurement Cards, Process Statements, Correct Errors
Stage Error
Displays the type of staging errors. Values are: Account,
Supplier, or Both. An account error indicates that the cardholder
number is invalid or not on file. A supplier error indicates the
supplier name is invalid in the supplier table. An error for both
error refers to both the account and supplier error. If there's a
stage error, the employee ID does not appear.
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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.
Page Used to Load Procurement Card Statements to Application Tables
Page Name
Definition Name
Navigation
Usage
Load Statement
RUN_CC_LOADTRANS
Purchasing, Procurement
Cards, Process Statements,
Load Statement
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.
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.
•
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.
See Understanding Commitment Control in PeopleSoft Purchasing.
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•
Managing Procurement Cards
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 supplier 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.
Reconciling Transactions Charged to a Supplier Card
To reconcile transactions charged to a supplier card:
1. If there is a purchase order with a valid supplier 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.
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Chapter 12
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.
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 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.
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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.
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 supplier cross-reference
exists, use the ordering address of supplier in the CC_TRANS_LINE to derive seller's country and state.
Ship From Address: If the merchant and supplier relationship does exist, use the default ship from
location defined in the supplier 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.
Load Statement Page
Use the Load Statement page (RUN_CC_LOADTRANS) to 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.
Navigation
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 Displays the number of statement line records that did not
Tables
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.
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Chapter 12
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.
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
Definition Name
Navigation
Usage
Bank Statement Workflow
PO_CCSTMT_WF
Purchasing, Procurement
Cards, Process Statements,
Bank Statement Workflow
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:
332
•
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.
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Chapter 12
Managing Procurement Cards
Pages Used to Reconcile Procurement Card Transactions Manually
Page Name
Definition Name
Navigation
Usage
Reconcile Statement Search
CC_RECON_SRCH
Purchasing, Procurement
Cards, Reconcile, Reconcile
Statement, Reconcile
Statement Search
Enter search criteria for the
procurement card transactions
you want to reconcile.
Reconcile Statement
- Procurement Card
Transactions
CC_RECON_WB
Click the Search button on the Review, manage, and approve
Reconcile Statement Search
procurement card transactions
loaded by the Load Statement
page.
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.
Reconcile Statement Merchant Details
CC_RECON_MERCHANT
Click the Merchant Name
Review merchant or preferred
link on the Reconcile
supplier cross-reference
Statement - Procurement Card information.
Transactions page.
ProCard VISA Trans Detail
Reconcile Statement - Visa
Transaction Details
CC_RECON_VISA
Click the Line Details button
for a Visa transaction on
the Reconcile Statement
- Procurement Card
Transactions page.
ProCard MasterCard Trans
Reconcile Statement MasterCard Transaction
Details
CC_RECON_MC
Click the Line Details
View the details of the
button for a MasterCard
MasterCard transaction.
transaction on the Reconcile
Statement - Procurement Card
Transactions page.
Reconcile Statement MasterCard Transaction
Details
CC_RECON_MC_5300CU
Click the Show Details button View the details associated
for a corporate card line
with the MasterCard
item detail associated with
transaction.
a MasterCard transaction
on the ProCard MasterCard
Trans Reconcile Statement
- MasterCard Transaction
Details page.
Reconcile Statement - Master
Card Financial Adjustment
Transaction Details
CC_RECON_MC5900
Click the Show Detailsbutton
for a corporate card
line item detail associated
with a MasterCard In the
Adjustment Transactions
– Type 5900 grid on the
ProCard MasterCard
Trans Reconcile Statement
MasterCard Transaction
Details page
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
View the details of the Visa
transaction.
View details of adjustment
transactions associated with
the MasterCard transaction.
Note: The Adjustment
Transactions – Type 5900 grid
on the ProCard MasterCard
Trans Reconcile Statement
MasterCard Transaction
Details page appears only
if Load Level 3 Data (
Purchasing) check box is
selected.
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Page Name
Definition Name
Navigation
Usage
Reconcile Statement - Line
Comments
CC_RECON_COMMENT
Click the Comments
button on the Reconcile
Statement - Procurement Card
Transactions page.
Enter comment text that
remains with the associated
procurement card transaction
line.
Reconcile Statement Account Distribution
CC_TRANS_DIST
Click the Distribution
Split accounting distributions
button on the Reconcile
or override defaults for a
Statement - Procurement Card statement line.
Transactions page.
The key difference between
this page and the Distribution
Templates/Reset Status page
is that this page affects one
statement line at a time.
Credit Card Distribution VAT
CC_TRANS_DIST_VAT
Click the Distribution VAT
button on the Reconcile
Statement - Account
Distribution page.
Reconcile Statement Purchase Details
CC_RECON_PO
Click the Purchase Order
(Optional) Define any
link on the Reconcile
purchasing attributes
Statement - Procurement Card applicable to a statement line.
Transactions page.
Sales/Use Tax
CC_TRANS_SUT
Click the Sales/Use Tax link
on the Reconcile Statement Purchase Details page.
Enter optional tax information
related to the statement line.
This data is not passed to
PeopleSoft General Ledger
and is for informational
purposes only.
Category Search
CAT_SEARCH_SEC
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.
View Category Hierarchy
CAT_PARENTAGE_SEC
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.
Purchase Order Pick List
CC_POPICKLIST
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.
View the distribution VAT
details that are associated
with your procurement card
transactions.
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Managing Procurement Cards
Page Name
Definition Name
Navigation
Usage
Reconcile Statement - Split
Transaction
CC_RECON_SPLIT
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.
Reconcile Statement Distribution Template
CC_RECON_TEMPLATE
Click the Distribution
Template link on the
Reconcile Statement
- Procurement Card
Transactions page.
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.
Credit Card Transaction Line
VAT
CC_TRANS_LINE_VAT
Click the Line VAT button
on the Reconcile Statement Procurement Card Transaction
page.
View the VAT line details
that are associated with
your procurement card
transactions.
Account Summary
RUN_POY8050
Purchasing, Procurement
Cards, Reports, Account
Summary
Run one of these multiprocess
jobs: Purchase Summary
by Issuer (POY8050)
which will generate the
Purchase Summary by
Issuer report (POX8050),
Purchase Summary by
Merchant (POY8051) which
will generate the Purchase
Summary by Merchant report
(POX8051), or Purchase
Summary by Employee
(POY8052) which will
generate the Purchase
Summary by Employee report
(POX8052)
Purchase Details
RUN_POY8030
Purchasing, Procurement
Cards, Reports, Purchase
Details
Run one of these multiprocess
jobs: Purchase Detail by
Issuer (POY8030) which will
generate the Purchase Detail
by Issuer report (POX8030),
Purchase Detail by Merchant
(POY8031) which will
generate the Purchase
Detail by Merchant report (
POX8031), or Purchase Detail
by Employee (POY8032)
which will generate the
Purchase Detail by Employee
report (POX8032)
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For Information on Reports SeePeopleSoft Purchasing Reports
Reconcile Statement Search Page
Use the Reconcile Statement Search page (CC_RECON_SRCH) to enter search criteria for the
procurement card transactions you want to reconcile.
Navigation
Purchasing, Procurement Cards, Reconcile, Reconcile Statement, Reconcile Statement Search
Image: Reconcile Statement - Procurement Card Transactions
This example illustrates the fields and controls on the Reconcile Statement - Procurement Card
Transactions. You can find definitions for the fields and controls later on this page.
Transaction
Merchant
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.
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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.
ChartField Status
Displays the status of the ChartField edits.
Billing
Select the Billing tab.
Description
Enter additional information about the goods purchased.
Billing Amount
Displays the amount billed on the statement line.
Prepaid Ref (prepaid reference)
Displays the prepayment voucher associated with the
transaction.
Dispute Amount
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 supplier 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.
Credit 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
Displays whether the purchased item is a good or service.
VAT Entity
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.
VAT Calculated Amount
Displays the amount of VAT that the system calculates.
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
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Managing Procurement Cards
Chapter 12
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.
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
338
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
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Chapter 12
Managing Procurement Cards
(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.
Related Links
"Understanding VAT (PeopleSoft FSCM 9.2: Global Options and Reports)"
Budget Checking Procurement Cards
Reconcile Statement - Account Distribution Page
Use the Reconcile Statement - Account Distribution page (CC_TRANS_DIST) to 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.
Navigation
Click the Distribution button on the Reconcile Statement - Procurement Card Transactions page.
Unit Price
Displays the cost of the item purchased on the selected
statement line.
SpeedChart
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.
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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.
Reconcile Statement - Purchase Details Page
Use the Reconcile Statement - Purchase Details page (CC_RECON_PO) to (Optional) Define any
purchasing attributes applicable to a statement line.
Navigation
Click the Purchase Order link on the Reconcile Statement - Procurement Card Transactions page.
Original PO
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.
PO ID
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.
PO Line
Displays the line number of a purchase order.
PO Sched (purchase order schedule) Displays the schedule number of a purchase order.
Supplier ID
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Select a Supplier 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 supplier ensures that you establish
a valid tax reporting ID for the supplier. You can also set up
suppliers that are non-1099 merchants. Identifying the non-1099
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merchant supplier may be useful when renegotiating corporate
contracts with a supplier.
Location
Select the location address for the supplier.
Item ID
For reporting, select an item ID that represents the internally
classified part number for goods purchased with the
procurement card.
Category
If you do not want to enter an item ID, you can select an
applicable item category for reporting purposes.
Supplier Item
For reporting purposes, enter the supplier item ID.
Unit Price
Displays the cost of the goods on the statement line.
Bill Includes Tax if Applied
This check box setting appears by default from the Procurement
Card Issuer page.
Tax Paid
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.
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
Select the task number associated with the work order.
Resource Type
Select the resource type associated with the work order. Types
are: Labor, Material, and Tools.
Resource Line No. (resource line
number)
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.
Sales/Use Tax Page
Use the Sales/Use Tax page (CC_TRANS_SUT) to enter optional tax information related to the statement
line.
This data is not passed to PeopleSoft General Ledger and is for informational purposes only.
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Navigation
Click the Sales/Use Tax link on the Reconcile Statement - Purchase Details page.
Tax Applicability
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.
Tax Destination
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.
Use Tax
If you entered the correct tax code information or SUT code
percentage, it calculates and displays the use tax.
Reconcile Statement - Split Transaction Page
Use the Reconcile Statement - Split Transaction page (CC_RECON_SPLIT) to 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.
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Navigation
Click the Split Line link on the Reconcile Statement - Procurement Card Transactions page.
Image: Reconcile Statement - Split Transaction page
This example illustrates the fields and controls on the Reconcile Statement - Split Transaction page. You
can find definitions for the fields and controls later on this page.
Description
Enter text describing the purchase reflected on the line. You may
want to state what item was actually purchased.
Billing Amount
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.
Percentage
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%.
Reconcile Statement - Distribution Template Page
Use the Reconcile Statement - Distribution Template page (CC_RECON_TEMPLATE) to 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.
Navigation
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.
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Credit Card Transaction Line VAT Page
Use the Credit Card Transaction Line VAT page (CC_TRANS_LINE_VAT) to view the VAT line details
that are associated with your procurement card transactions.
Navigation
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
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.
Collapse All Sections
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
Displays the supplier ship from location country. In the case of
transactions involving goods or freight service transactions, this
determines the VAT treatment.
Ship From State
If the ship from country is defined as tracking VAT by state
or province, it displays the supplier ship from location state.
In the case of transactions involving goods or freight service
transactions, this determines the VAT treatment.
Ship to Country
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.
Ship to State
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.
VAT Defaults
Service Type
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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
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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.
Reporting Country
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.
Supplier Registration Country and
Supplier Registration ID
Displays the registration country and ID of the supplier.
Exception Type
Displays the exception granted to the VAT entity. Values are:
None, Exonerated, or Suspended. This value is specified on the
VAT entity registration.
Certificate ID
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.
Declaration Point
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.
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Delivery: VAT is recognized on delivery.
This value may be set at several levels in the VAT hierarchy:
VAT entity registration, business unit options, supplier, or
supplier location.
Rounding Rule
Displays the VAT rounding rule. The value comes from the VAT
country, VAT entity, supplier or supplier 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.
Use Type
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, supplier location,
supplier, or purchasing options.
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Include Freight
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
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.
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.
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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.
Treatment
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 supplier 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 supplier 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 self-assessed, 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 selfassessed 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 supplier 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.
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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.
Applicability
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)
VAT Code
Displays the VAT code that defines the rate at which VAT is
calculated for this line.
Tax Rate
Displays the rate at which the transaction is charged VAT.
Transaction Type
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.
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Levels
Managing Procurement Cards
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.
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.
Calculated Amount
Displays the system calculated VAT amount in the transaction
currency.
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 systemcalculated 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.
Related Links
"Understanding VAT (PeopleSoft FSCM 9.2: Global Options and Reports)"
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.
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Use this process to notify the cardholders that there are transactions that need to be approved or
reconciled.
Page Used to Run the Grace Period Has Expired Application Engine
Process
Page Name
Definition Name
Navigation
Usage
Grace Period Expired
Workflow
CC_BK_EXP_PRCS_WF
Purchasing, Procurement
Cards, Process Statements,
Grace Period Expired
Workflow
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
Definition Name
Navigation
Usage
Review Disputes Search
CC_RECON_SRCH
Purchasing, Procurement
Cards, Reconcile, Review
Disputes, Review Disputes
Search
Enter search criteria for the
disputed transaction.
Review Disputes Procurement Card
Transactions
CC_TRANS_DISPUTE
Click the Search button on the View and resolve disputed
Review Disputes Search page. transactions. The statement
lines that appear on this
page are lines with a dispute
amount where the Credit
Collected check box has been
cleared.
Review Disputes - Line
Comments
CC_TRANS_COMNT_SEC
Click the Comments
button on the Review
Disputes - Procurement Card
Transactions page.
Enter comment text that
remains with the associated
procurement card transaction
dispute.
Expected Credits
RUN_POY8020
Purchasing, Procurement
Cards, Reports, Expected
Credits
Run the Expected Credits
multiprocess job (POY8020).
This process will generate
the Expected Credits report (
POX8020)
Purchasing, Procurement
Cards, Reports, Credit Detail
By MCG
Run the Credit Detail by
MCG multiprocess job (
POY8060). This process will
generate the Credit Detail By
MCG report (POX8060)
Credit Detail By MCG (Credit RUN_POY8060
Detail By Merchant Category
Group)
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For information on Reports SeePeopleSoft Purchasing Reports
Review Disputes Search Page
Use the Review Disputes Search page (CC_RECON_SRCH) to enter search criteria for the disputed
transaction.
Navigation
Purchasing, Procurement Cards, Reconcile, Review Disputes, Review Disputes Search
Dispute Amount
Collected
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.
Dispute Amount
Displays the difference in the amount between your records and
the transaction amount. Appears by default from the Reconcile
Statement - Procurement Card Transactions page.
Description
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.
Page Used to View the Statement Summary
Page Name
Definition Name
Navigation
Usage
Review Statement Selection
Criteria
CC_TRANS_LDSFETCH
Purchasing, Procurement
Enter selection criteria for
Cards, Review Bank
statements you want to view.
Statement, Review Statement
Selection Criteria
Statement Summary
CC_TRANS_LDSUMMARY Click the Search button on the Use this page to view
Review Statement Selection
statement summary by credit
Criteria page.
card supplier, billing date, or
statement status.
Statement Summary Page
Use the Statement Summary page (CC_TRANS_LDSUMMARY) to use this page to view statement
summary by credit card supplier, billing date, or statement status.
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Navigation
Click the Search button on the Review Statement Selection Criteria page.
Status
Displays the statement status for the statement summary. Values
include All Trans (all transactions), Approved, Closed, Initial,
Not Closed, Staged, and Verified.
Voucher ID
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.
Page Used to Stage Procurement Card Transactions for Voucher
Processing
Page Name
Definition Name
Navigation
Usage
Voucher Stage
RUN_CC_VCHRSTG
Purchasing, Procurement
Cards, Process Statements,
Load Voucher Stage, Voucher
Stage
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).
Voucher Stage Page
Use the Voucher Stage page (RUN_CC_VCHRSTG) to 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).
Navigation
Purchasing, Procurement Cards, Process Statements, Load Voucher Stage, Voucher Stage
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Process Request Parameters
Card Issuer
Select the credit card supplier that you want to process.
Billing Date
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.
Business Unit
Select the business unit for the statements that you want to pay.
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.
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
Select this option to process only the transactions that pass
budget validation.
Any Budget Status
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.
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Pages Used to Analyze Procurement Card Information
Page Name
Definition Name
Navigation
Usage
Purchase Exceptions
RUN_POY8010
Purchasing, Procurement
Cards, Reports, Purchase
Exceptions
Run one of these multiprocess
jobs: Exceed Limit-PerTrans (POY8010) which
will generate the Exceed
Limit-Per-Trans report (
POX8010), Exceed LimitPer-Cycle (POY8011) which
will generate the Exceed
Limit-Per-Cycle report (
POX8011), Exceed TransPer-Day (POY8012) which
will generate the Exceed
Trans-Per-Day report (
POX8012), Exceed TransPer-Cycle (POY8013) which
will generate the Exceed
Trans-Per-Cycle report (
POX8013), or Unauthorized
Commodity (POY8014)
which will generate the
Unauthorized Commodity
report (POX8014).
Credit Detail By MCG (Credit RUN_POY8060
Detail By Merchant Category
Group)
Purchasing, Procurement
Run the Credit Detail by
Cards, Reports, Credit Detail MCG multiprocess job (
By MCG
POY8060). This process will
generate the Credit Detail By
MCG report (POX8060).
Non-Preferred Supplier
RUN_POY8061
Purchasing, Procurement
Cards, Reports, NonPreferred Supplier
Top Supplier Chains
RUN_POY8062
Purchasing, Procurement
Run the Top Supplier Chains
Cards, Reports, Top Supplier multiprocess job (POY8062).
Chains
This process will generate the
Top Supplier Chains report (
POX8062).
Top Merchant Category
RUN_POY8063
Purchasing, Procurement
Cards, Reports, Top
Merchant Category
Run the Top Merchant
Category multiprocess job (
POY8063). This process will
generate the Top Merchant
Category report (POX8063).
MCC Exceptions (merchant
category code exceptions)
RUN_POY8064
Purchasing, Procurement
Cards, Reports, MCC
Exceptions
Run the MCC Exceptions
multiprocess job (POY8064).
This process will generate
the MCC Exceptions report (
POX8064).
Run the Non-Preferred
Supplier multiprocess job (
POY8061). This process will
generate the Non-Preferred
Supplier report (POX8061).
For Information on Reports See PeopleSoft Purchasing Reports
354
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 13
Understanding Vendor Rebates
Understanding Vendor Rebates
Today's companies are faced with competitive pressures to reduce and manage costs and to have good
working relationships with their suppliers. As competition intensifies, the successful management and
profitability of vendor rebates is essential.
One of the ways that an organization can improve its profit margin is in the successful analysis, creation,
processing, and tracking of vendor rebates in its environment. Vendor rebate information is an extremely
valuable asset if you can obtain and use it properly. Without the means to capture and share that
information, costly mistakes and loss of money can occur. You need functionality that provides the right
information at the right time to the right individuals.
With the vendor rebate functionality of PeopleSoft Purchasing, you can effectively manage vendor rebates
and increase revenue. The vendor rebate functionality that resides in PeopleSoft Purchasing integrates
with other PeopleSoft applications to give you a complete and overall solution to the full life cycle of the
vendor rebate. Through the implementation of the vendor rebate functionality, you can move one step
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Understanding Vendor Rebates
Chapter 13
closer to achieving success in managing vendor rebates and tracking the effectiveness of those vendor
rebates.
Image: Business process flow of vendor rebates and how the process integrates with other
applications
This diagram illustrates the business process flow for vendor rebates were a vendor rebate agreement has
been established and a variety of rebate options and PeopleSoft system processes, such as notifications
and claims, help manage the rebate process:
The next sections describe the process details.
Vendor Rebate Definition
The most important step in managing a successful vendor rebate program is the accurate definition of
vendor rebate agreements. Using vendor rebate agreements in PeopleSoft Purchasing, you can capture
the complex rules that are related to rebates from the supplier in a user-friendly and concise manner. You
can define multiple rebate rules within a rebate agreement enabling you to fully define the contractual
agreement with the supplier. PeopleSoft Purchasing supports a variety of rebate rules. The rebate rules
supported are:
•
356
Standard rebate: This type of rebate specifies a rebate factor (percentage or amount) based on the
purchase threshold levels you defined during a specified time period. Increases in purchased amounts
can reach a higher threshold level, which changes the rebate factor for additional purchases.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 13
Understanding Vendor Rebates
•
Retrospective rebate: This type of rebate specifies a rebate factor (percentage or amount) based on the
purchase threshold levels you defined during a specified time period. Increases in purchased amounts
can reach a higher threshold level, which changes the rebate factor for additional purchases as well as
all the purchases to date, within the specified rebate period.
•
Growth bonus rebate: This type of rebate is based on a specified increase in purchases for a specific
item or item category. For the growth bonus rebate, the user needs to be able to define the items, item
categories, or both that will be considered for the growth bonus, the target percentage increase or
growth that will trigger the rebate, and the purchase amount or quantity for each item or category that
will be the basis to determine the growth percentage. The purchase volume for the current period will
be compared to these values to determine whether the growth targets were achieved.
•
Marketing contribution rebate: This type of rebate is based on amounts, with the rebate amount being
based on amount or percentage. Unlike the other rebate rules types, the marketing contribution is
independent of the purchase transactions. It's a one-time rebate for the life of the rebate agreement.
•
Flat amount rebate: This type of rebate specifies a flat amount based on the purchase threshold
levels you defined during the rebate agreement life. Flat rebate amount can be either prorated or not
prorated.
Vendor Rebate Association with Purchase Orders
The vendor rebate assignment with purchase orders is another crucial area. When a purchase order is
created in PeopleSoft Purchasing, the vendor rebate agreement association will automatically occur.
However, due to business constraints in the business world, vendor rebate assignment when the purchase
order is created might not be possible due to the availability of the vendor rebate agreement. This is
similar to the beginning of a new rebate agreement period when purchase orders need to be released but
the vendor rebate agreements are still in a negotiation phase with the supplier.
To support these types of exceptions, the vendor rebate functionality includes the Backdate Vendor
Rebates component. Using the Backdate Vendor Rebates component, you can:
•
Associate vendor rebate agreements with one or more purchase order lines at the same time.
•
Dissociate vendor rebate agreements from one or more purchase order lines at the same time.
•
Modify associated vendor rebate agreements line by line for purchase orders.
Vendor Rebate Claims Management
One of the last steps in managing a successful vendor rebate program is to be proactive in claiming rebate
amounts from the supplier. When rebates are accrued, you can generate claims for the accrued rebates and
inform suppliers of the rebate claims and payment terms. To assist suppliers in paying rebates, suppliers
can pay for the rebate using a variety of settlement methods: adjustment voucher, check, credit memo,
direct debit, draft, and electronic funds transfer (EFT).
PeopleSoft Purchasing provides you with the claims management workbench to assist you with the
management of claims and the payment process for these claims. The claims management workbench
enables you to:
•
Review, approve, and generate a formal claim to send to the supplier.
•
Settle a claim.
•
Reconcile incoming payments.
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Understanding Vendor Rebates
Chapter 13
•
Defer a claim to the next payment cycle.
•
Create deductions or reverse deductions to accommodate overdue payments from the supplier.
Overall, the claims management workbench enables you to track what rebates have been paid and what
is due from suppliers. This helps ensure that organizations collect rebate claims in a timely fashion and
results in cost savings.
The claims management processes integrate with PeopleSoft Payables and PeopleSoft Receivable to
complete the payment cycle.
See Understanding the Rebate Accrual Process.Defining Vendor Rebate Agreements
See .
Vendor Rebate Effectiveness Evaluation
The final step in managing a successful vendor rebate program is evaluating the profitability of the vendor
rebates that are offered from the suppliers. Reviewing this type of information from time to time enables
you to make adjustments to the vendor rebate structure and gives you the necessary information so that
you can plan and carry out profitable rebates in the future.
PeopleSoft Purchasing provides you with the rebate analysis workbench to assist you with evaluating and
determining the effectiveness and profitability of a vendor rebate. Using the rebate analysis workbench,
you can perform multiple inquiries to analyze vendor rebates. You can perform rebate threshold analysis
and time period analysis, view purchase orders that have not been received that are associated with the
vendor rebate, and view accrued rebate details.
See Defining Vendor Rebate Agreements.
358
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 14
Defining Vendor Rebate Agreements
Understanding Vendor Rebate Agreement Statuses
Multiple statuses can occur for a vendor rebate agreement during the life of the agreement. The available
statuses for a vendor rebate agreement and the eligible processes for each status are:
Vendor Rebate Agreement Status
Edits, Allowed Actions, Eligible Processes
Open
The user must have entry authority.
Accrual transactions are created and claims are generated:
If accruals are created and claims generated (other than
canceled claims), the user cannot change rule information for
the rebate agreement.
Accrual transactions have been created and no claims have
been generated, or claims exist in canceled status: the user can
change the rebate rule information.
Rebate Agreement references on purchase order but no accrual
transactions have been generated:
•
•
The user cannot change:
•
General Details: Supplier, Supplier ID, Currency,
and Rate Type. Begin date and expiration date can be
modified.
•
Rebate Options: Corporate Agreement, Eligible PO
Business Units, Include Automatically PO Adhoc
Items, and Open Item Rebate Agreement check
boxes. The Open Item Rebate Agreement check box
can be selected if it wasn't previously, but it cannot
be cleared if previously selected.
•
Rebate lines and exceptions: The user cannot change
or delete an existing rebate line. The user can mark
the line inactive. You can add additional lines and
exceptions.
Rebate Rules: The user can modify all rebate agreement
rules information.
Rebate agreement is not referenced on a purchase order:
The user can change all the information on the rebate
agreement.
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Defining Vendor Rebate Agreements
Chapter 14
Vendor Rebate Agreement Status
Edits, Allowed Actions, Eligible Processes
Approved
•
The user must have approval authority.
•
The user cannot modify any rebate information except
rebate status and dispatch fields.
•
Rebate agreements only in approved status can have the
following processes run against them:
•
Rebate agreements can be dispatched.
•
Accrual transactions can be created.
•
Claims can be generated.
Claims Reconciliation and the Overdue and Cancel
Overdue process can be processed if the rebate
agreement is in either an Approved or Hold status.
Cancel
Hold
360
•
The user must have cancel authority.
•
The user cannot modify any rebate information except for
rebate status.
•
The user can cancel rebate agreements only if no rebate
agreement references are on a purchase order line. If any
rebate agreement references are on a purchase order line,
clear the references using the Maintain Purchase Order
- Purchase Order page, the Express Purchase Order Purchase Order page, or the Backdate Vendor Rebates
page.
•
The user must have hold authority.
•
The user cannot modify any rebate information except for
rebate status.
•
The user can put the rebate agreement on hold even
if rebate references are on the purchase order, accrual
transactions have been created, and claims have been
generated.
•
No activity can occur against a rebate agreement that is in
a hold status. You can perform payment activities against
the rebate agreement, such as Claims Reconciliation and
Overdue and Cancel Overdue processes.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 14
Defining Vendor Rebate Agreements
Vendor Rebate Agreement Status
Edits, Allowed Actions, Eligible Processes
Close
•
The user must have close authority.
•
The user cannot modify any rebate information except for
rebate status.
•
The user controls the close action on the rebate agreement
irrespective of the rebate references. The system issues
warning messages based on the references. It issues
individual messages based on the following rebate
references:
•
Pending claims (claims in Open, Approved, Pending
Payment, and Partial Paid statuses).
•
Accrual transactions that have been created and no
claims have been generated or claims have been
generated, but they are in a Cancel or Paid status.
•
Rebate agreement references on a purchase order and
no accrual transactions have been generated.
Understanding Vendor Rebate Rule Types
PeopleSoft Purchasing provides five different vendor rebate rule types that you can associate with a
vendor rebate agreement. These vendor rebate rule types are:
•
Stepped/Standard.
•
Retrospective.
•
Flat Amount.
•
Growth Bonus.
•
Marketing Contribution.
Stepped/Standard
This is the simplest vendor rebate rule type and is based on amounts or quantities. Standard/Stepped
rebate rule types specify a rebate factor percentage that is based on the defined purchase threshold levels
during the rebate agreement life. Usually the higher the threshold, the greater the rebate percentage, thus
awarding a greater vendor rebate amount for a supplier who makes large purchases.
For example, a rebate agreement is negotiated with a supplier, which states that:
•
Purchases between 0 USD and 100,000 USD receive a 1 percent rebate.
•
Purchases between 100,001 USD and 500,000 USD receive a 2 percent rebate.
•
Purchases over 500,001 USD receive a 3 percent rebate.
•
Rebates will be paid quarterly.
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Defining Vendor Rebate Agreements
•
Chapter 14
The method of payment will be by check.
Assume that the purchases for the quarter were 650,000 USD. The rebate at the end of the quarter would
be 13,500 USD.
13,500 USD = ((100,000 USD × .01) + (400,000 USD × .02) + (150,000 USD × .03))
Retrospective
Retrospective rebate rule types are based on amounts or quantities. Retrospective rebate rule types
specify a rebate factor percentage that is based on the defined purchase threshold levels during the rebate
agreement life. Increases in purchased amounts can reach a higher threshold level, which changes the
rebate factor for additional purchases as well as all the purchases to date within the rebate agreement life.
For example, a rebate agreement is negotiated with a supplier, which states that:
•
Purchases between 0 USD and 100,000 USD receive a 1 percent rebate.
•
Purchases between 100,001 USD and 500,000 USD receive a 2 percent rebate retrospectively back to
1 USD.
•
Purchases over 500,001 USD receive 3 percent rebate retrospectively back to 1 USD.
•
Rebates will be paid quarterly.
Assume that the purchases for the quarter were 650,000 USD. The rebate at the end of the quarter would
be 19,500 USD.
19,500 USD = (650,000 USD × .03)
Flat Amount
Flat amount rebate rule types are based on amounts or quantities. Flat rebate rule types specify a flat
amount based on the defined purchase threshold levels during the rebate agreement life. Flat rebate
amount can be either prorated or not prorated.
For example, a rebate agreement is negotiated with a supplier, which states that:
•
Purchases between 0 USD and 100,000 USD receive a 1000 USD rebate, prorated.
•
Purchases between 100,001 USD and 200,000 USD receive a 5000 USD rebate, prorated.
•
Rebates will be paid quarterly.
Assume that the purchases for the quarter were 150,000 USD. The rebate at the end of the quarter would
be 3,500 USD.
3,500 USD = (1,000 USD + 50 percent of 5,000 USD)
This is another example not using prorate option:
362
•
Purchases between 0 USD and 100,000 USD receive a 1000 USD rebate, prorated.
•
Purchases between 100,001 USD and 200,000 USD receive a 5000 USD rebate, not prorated.
•
Rebates will be paid quarterly.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 14
Defining Vendor Rebate Agreements
Assume that the purchases for the quarter were 150,000 USD. The rebate at the end of the quarter would
be 6,000 USD.
6,000 USD = (1,000 USD + 5,000 USD)
Growth Bonus
Growth bonus rebate rule types are based on a specified increase in purchases for a specific item or item
category. For this rebate rule type, you can define the items, item categories that will be considered for
the growth bonus, or both, the target percentage increase or growth that will trigger the rebate, and the
purchase amount or quantity for each item or item category that will be the basis to determine the growth
percentage. The purchase volume for the current period will be compared to these values to determine
whether the growth targets were achieved. You can also define rebate per growth percentage threshold
levels.
For example, a rebate agreement is negotiated with a supplier, which states:
•
Receive a 2 percent growth bonus on a particular category (A) of products under the condition that the
purchasing turnover has increased by 10 percent or more year on year.
•
Rebates will be paid quarterly.
Assume that the purchases were:
Category
Fourth Quarter 2002
Fourth Quarter 2003
Percentage Increase
A
400,000 USD
450,000 USD
12.5 percent
B
200,000 USD
200,000 USD
0 percent
600,000 USD
650,000 USD
The rebate at the end of the quarter would be 1,000 USD.
1,000 USD = (50,000 × .02)
Marketing Contribution
Marketing Contribution rebate rule types are based on amounts, with the rebate amount being based on
amount or percentage. Unlike the other rebate rules types, the marketing contribution is independent of
the purchase transactions. It is a one-time rebate for the entire rebate agreement life.
For example, a contract is negotiated with a supplier for the quarter, which states:
Receive a 1.5 percent marketing contribution on purchases for the previous period.
Assume that the purchases for the previous quarter were 650,000 USD. The rebate at the end of the
quarter would be 9,750.00 USD.
9,750 USD = (650,000 USD × .015)
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Defining Vendor Rebate Agreements
Chapter 14
Rebate Agreement Examples
This is an example of a quarterly rebate agreement using retrospective rule with quantity basis and
marketing contribution:
A rebate agreement with a supplier contains three items:
Item A: UOM EA
Item B: UOM EA
Item C: UOM CS (CS: case, 1 CS = 4 EA)
The rebate rules for the rebate agreement state:
•
Purchases between 0 and 10,000 EA receive a 1 percent rebate.
•
Purchases between 10,000 and 50,000 EA receive a 2 percent rebate retrospectively back to 1 EA.
•
Purchases over 50,000 EA receive a 3 percent rebate retrospectively back to 1 EA.
•
Additionally, we receive a 1 percent marketing contribution on purchases for the same quarter last
year.
•
Rebates will be paid quarterly.
•
Method of payment will be by check.
Assume that the purchases for the same quarter last year were 300,000 USD. The following table
illustrates the purchases for the current quarter:
Item
Quantity
Unit of Measure
Unit Price
Amount
Item A
4,000
EA
10.00 USD
40,000
Item B
6,000
EA
20.00 USD
120,000
Item C
4,000
CS
50.00 USD
200,000
Total Purchase
26,000
EA
360,000
Note: The total units in EA are calculated as ((4000 + 6000 + (4000 × 4))
The rebate at the end of the quarter would be 10,200 USD.
10,200 USD = ((360,000 USD × .02) + (300,000 × .01))
This is another example of rebate agreement using retrospective, marketing contribution, and growth
bonus rules combined:
364
•
Purchases between 0 USD and 100,000 USD receive a 1 percent rebate.
•
Purchases between 100,001 USD and 500,000 USD receive a 2 percent rebate retrospectively back to
1 USD.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 14
Defining Vendor Rebate Agreements
•
Purchases over 500,001 USD receive a 3 percent rebate retrospectively back to 1 USD.
•
Additionally, we receive a 1 percent marketing contribution on purchases for the same quarter in the
previous year.
•
Also, we receive a 2 percent growth bonus on a particular category (A) of products under the
condition that the purchasing turnover has increased by 10 percent or more year on year.
•
Rebates will be paid quarterly.
•
Method of payment will be by check.
Assume that the purchases for the quarter were 650,000 USD. The purchases for the same quarter last
year were 600,000 USD.
Category
Fourth Quarter 2002
Fourth Quarter 2003
Percentage Increase
A
400,000 USD
450,000 USD
12.5 percent
B
200,000 USD
200,000 USD
0 percent
600,000 USD
650,000 USD
The rebate at the end of the quarter would be 26,500 USD.
26,500 USD = (650,000 USD × .03) + (600,000 × .01) + (50,000 × .02)
Prerequisites
Before you begin creating vendor rebate agreements, you should:
•
Define vendor rebate agreement authorizations for each rebate manager using the Rebate
Authorizations page.
See "User Preferences – Vendor Rebate Agreement Authorizations Page (PeopleSoft FSCM 9.2:
Application Fundamentals)".
•
Specify the rebate ID security control option using the Purchase Order Authorizations page.
See "User Preferences – Purchase Order User Authorizations Page (PeopleSoft FSCM 9.2:
Application Fundamentals)".
•
(Optional) Define vendor rebate settlement tolerance settings using the Set Controls - Contracts page.
See "Defining Contract and Supplier Rebate Control Parameters (PeopleSoft 9.2: Source to Settle
Common Information)".
•
Set up automatic numbering for vendor rebate agreement IDs and claim IDs using the Auto
Numbering page.
See "Auto Numbering page (PeopleSoft FSCM 9.2: Application Fundamentals)".
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
365
Defining Vendor Rebate Agreements
•
Chapter 14
Define the accounting entry template for use with vendor rebate agreements using the Accounting
Entry Template page.
See "Accounting Entry Template Page (PeopleSoft FSCM 9.2: Application Fundamentals)".
•
Define reason codes to be used for claims adjustment using the Reason Codes page.
See "Defining Additional Common Information (PeopleSoft FSCM 9.2: Application Fundamentals)".
•
Create bill to customers for each supplier using the supplier Information - Identifying Information
page if the settlement method for the rebate agreement is anything but Adjustment Voucher.
See ."Entering Supplier Identifying Information (PeopleSoft 9.2: Source to Settle Common
Information)"
•
(Optional) Define the matching default hierarchy. The vendor rebate functionality requires the
matching functionality to be implemented.
See Understanding the Matching Default Hierarchy.
Defining Vendor Rebate Agreements
To define vendor rebate agreements, use the Rebate Agreement component (VRBT_AGREEMENT).
This section discusses how to:
•
Define rebate agreements.
•
Define rebate options.
•
Update rebate agreement value added tax (VAT) details.
•
Define rebate rules.
Pages Used to Define Vendor Rebate Agreements
366
Page Name
Definition Name
Navigation
Usage
Rebate Agreement - Rebate
Agreement
VRBT_HDR
Purchasing, Vendor Rebates,
Rebate Agreement
Define the overall rebate
agreement information for the
rebate agreement.
Rebate Agreement - Copy
Rebate Agreement
VRBT_COPY_SEC
Click the Copy From Existing Copy an existing rebate
Rebate Agreement link on the agreement to a new rebate
Rebate Agreement - Rebate
agreement.
Agreement page.
Supplier Search
Supplier_LOOKUP_SEC
Click the Supplier Search link Search for the supplier that
on the Rebate Agreement you want to associate with the
Rebate Agreement page.
rebate agreement.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 14
Defining Vendor Rebate Agreements
Page Name
Definition Name
Navigation
Usage
Rebate Agreement - Specify
Supplier Locations
VRBT_VNDR_LOC
Click the Specify Supplier
Locations link on the
Rebate Agreement - Rebate
Agreement page.
Define the Supplier Locations
that apply to the rebate
agreement. If you specify
Supplier locations, then the
rebate agreement is applicable
to purchase orders that are
created for the specific
Supplier location. If Supplier
locations are not defined for
the rebate agreement, then the
rebate agreement is applicable
to purchase orders irrespective
of the Supplier locations.
Rebate Agreement - Rebate
Comments
VRBT_COMMENTS
Click the Add Comments link
on the Rebate Agreement Rebate Agreement page.
Define rebate agreement
comments.
Rebate Agreement - Rebate
Activity
VRBT_ACTIVITY
Click the Rebate Activities
link on the Rebate Agreement
- Rebate Agreement page.
Enter activities and the due
dates that are associated
with the rebate agreement.
Also, you can mark when
those activities have been
completed.
Rebate Agreement - Supplier
Primary Contact Info
VBRT_CNTCTPHNSEC
Click the Primary Contact
Info link on the Rebate
Agreement - Rebate
Agreement page.
Review the Supplier's primary
contacts address and other
contact information, such as
telephone number and pager
number.
Rebate Agreement - Activity
Log
PO_MAINT_POP
Click the Activity Log link
on the Rebate Agreement Rebate Agreement page.
Review the activity log for
this rebate agreement. This
page displays the user ID
and the date of the individual
who entered, modified,
and approved the rebate
agreement.
Rebate Agreement - Item
Search
PO_ITEM_SEARCH_SP
•
Click the Item Search
link on the Rebate
Agreement - Rebate
Agreement page.
Search for items that you
want to apply to the rebate
agreement.
•
Click the Search button
on the Rebate Agreement
- Rebate Agreement page
when you select a line
type of item.
Category Search
CAT_SEARCH_SEC
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Click the Search button on the Search for categories that you
Rebate Agreement - Rebate
want to apply to the rebate
Agreement page when you
agreement.
select a line type of category.
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Defining Vendor Rebate Agreements
368
Chapter 14
Page Name
Definition Name
Navigation
Usage
Rebate Agreement - Item
Category Exceptions
VRBT_CAT_EXCPTN
Click the Exception link
on the Rebate Agreement
- Rebate Agreement page
when you select a line type of
category.
Define items within a
category that do not apply to
this rebate agreement.
Rebate Agreement - Rebate
Options
VRBT_OPTIONS
Purchasing, Vendor Rebates,
Rebate Agreement, Rebate
Options
Define general and settlement
rebate options that pertain to
the rebate agreement.
Rebate Agreement - Eligible
PO Business Units
VRBT_BU
Click the Eligible PO
Business Units link on the
Rebate Agreement - Rebate
Options page.
Define eligible purchase
order business units for the
rebate agreement. This page
is available if the rebate
agreement is not specified as a
corporate agreement.
Rebate Agreement - Rebate
Agreement Value Added Tax
VRBT_HDR_VAT
Click the Header VAT link
on the Rebate Agreement Rebate Options page.
Update value added tax details
for the rebate agreement.
The Header VAT link
is available only if the
PeopleSoft General Ledger
business unit that is associated
with the PeopleSoft Payables
business unit is a VAT entity.
Rebate Agreement Receivables ChartFields
VRBT_AR_DIST
Click the Receivables
ChartFields link on the Rebate
Agreement - Rebate Options
page.
Review and override the
ChartFields that are associated
with PeopleSoft Receivables
business unit that is associated
with the rebate agreement.
The system populates by
default the ChartFields from
the AR Distribution Code that
is defined for the PeopleSoft
Receivables business unit.
The PeopleSoft Receivables
ChartFields are required if
the settlement method for the
rebate agreement is anything
but Adjustment Voucher.
Rebate Agreement - Rebate
Rules
VRBT_RULES
Purchasing, Vendor Rebates,
Rebate Agreement, Rebate
Rules
Define the different rebate
rules that apply to this rebate
agreement.
Rebate Agreement - Rebate
Types Explained
VRBT_RULE_INFO
Click the Rebate Types
Explained link on the Rebate
Agreement - Rebate Rules
page.
Displays text explaining
the five different types of
rebates with examples,
namely Standard or
Stepped, Retrospective, Flat,
Growth Bonus, and Market
Contribution.
Rebate Agreement Distributions for Rebate Rule
VRBT_RULE_DIST
Click the Rule ChartFields
link on the Rebate Agreement
- Rebate Rules page.
Define the ChartField
distributions for each rebate
rule.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 14
Defining Vendor Rebate Agreements
Rebate Agreement - Rebate Agreement Page
Use the Rebate Agreement - Rebate Agreement page (VRBT_HDR) to define the overall rebate
agreement information for the rebate agreement.
Navigation
Purchasing, Vendor Rebates, Rebate Agreement
Image: Rebate Agreement - Rebate Agreement page
This example illustrates the fields and controls on the Rebate Agreement - Rebate Agreement page. You
can find definitions for the fields and controls later on this page.
Rebate Status
This field appears by default from the User Preferences Procurement: Rebate Authorizations page. When you are
defining a rebate agreement, the initial default value is either
Open or Approved.
Select the overall rebate agreement status. Values are:
•
Approved
•
Canceled
•
Closed
•
Hold
•
Open
See Understanding Vendor Rebate Agreement Statuses.
Copy From Existing Rebate
Agreement
Click this link to access the Rebate Agreement - Copy Rebate
Agreement page. Use this page to copy an existing rebate
agreement to the new rebate agreement.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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Defining Vendor Rebate Agreements
Chapter 14
Note: This link appears only in Add mode.
General Details
Rebate Manager
Select the rebate manager for this rebate agreement. Rebate
managers are users who are specified with the rebate manager
role.
Settlement Manager
Select the settlement manager for this rebate agreement.
Master Contract ID
Select the contract to associate with this rebate agreement.
Begin Date
Select the start date for this rebate agreement. The current date
appears by default for the begin date.
Note: You cannot change the begin date to be after the purchase
order date.
Expiration Date
Select the end date for this rebate agreement.
Note: You cannot change the expiration date to be before the
purchase order date.
Dispatch Method
Select the dispatch method for the rebate agreement. Values are:
•
Email
•
FAX
•
Phone
•
Print
Dispatch
Click this button to dispatch the supplier agreement. The rebate
agreement must be approved before you can dispatch it. When
you click the button, the system automatically performs the
Rebate Dispatch & Email multiprocess job (VRBTDISP).
Specify Supplier Locations
Click to access the Rebate Agreement - Specify Supplier
Locations page. Use this page to specify specific Supplier
locations where the rebate agreement ID can be applied when
you are creating a purchase order.
For example, suppose you have a supplier ABC and they have
three locations: Location 1, Location 2, and Location 3. You
have created a specific rebate agreement ID with this supplier
that is applicable only if the purchase order is ordered from
Location 2 and Location 3. In this situation, when ordering from
Location 1, they are not eligible for the rebate agreement.
Specifying Supplier locations is optional. If you do not specify
Supplier locations, then the rebate agreement ID can be applied
to all the Supplier locations from the specified supplier.
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Chapter 14
Add Comments
Defining Vendor Rebate Agreements
Click to access the Rebate Comments page where you can view
and add comments about the rebate.
See PO Header Comments Page.
Rebate Activities
Click to access the Rebate Activity page where you can view
and update activities associated with the rebate. You can enter
activities and the due dates and mark when those activities have
been completed.
Primary Contact Info(primary
contact information)
Select to access the Supplier Primary Contact Info page where
you can review the supplier's primary contacts address and
other contact information, such as telephone number and pager
number.
Activity Log
Click to access the Activity Log page where you can review the
activity log for this rebate agreement. The page displays the user
ID and the date of the individual who entered, modified, and
approved the rebate agreement.
Amount Summary
Maximum Rebate Amount
Enter a value if a maximum rebate amount is available for
this rebate agreement. This value is expressed in the rebate
agreement currency.
Total PO Amount (total purchase
order amount)
Displays the total purchase order amount in the rebate
agreement currency. This is the sum of all merchandise amounts
per purchase order line that are associated with this rebate
agreement.
Total Accrued Rebate
Displays the total accrued amount for this rebate agreement.
Total Claim Amount
Displays the total claim amount for this rebate agreement.
Rebate Received
Displays the total claim amount that was collected from the
supplier for this rebate agreement.
Total Pending Rebate Amount
Displays the difference between the total accrued rebate and the
total claim amount for the rebate agreement (the accrued rebate
portion that has not been claimed yet).
Line Items and Categories
Add Items From
Click the Item Search link to access the Rebate Agreement Item Search page. Use this page to add multiple items at once to
the rebate agreement.
Line
Displays the line number of the rebate agreement. The rebate
agreement line indicates which item or item categories are
applied to the vendor rebate agreement.
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Note: This applies only if the vendor rebate agreement is not a
corporate agreement.
Line Type
Select the type of line that you are adding to the rebate
agreement. Values are:
•
Category
When you select category as the line type, the Category
field becomes available for entry and the Item ID field is not
available for entry.
•
Item
When you select item as the line type, the Item ID field
becomes available for entry. The category that is associated
with the item that you enter appears in the Category field.
(search)
Click to search for either item IDs or categories.
If you select a line type of Category, click this button to
access the Category Search page. Use this page to search for
categories.
If you select a line type of Item, click this button to access the
Rebate Agreement - Item Search page. Use this page to search
for items.
Exception
Click this link to access the Rebate Agreement - Item Category
Exceptions page. Use this page to identify the items in the
category that you want to exclude from the rebate agreement.
The Exception link appears only when you select a line type of
Category.
Rebate Agreement - Rebate Options Page
Use the Rebate Agreement - Rebate Options page (VRBT_OPTIONS) to define general and settlement
rebate options that pertain to the rebate agreement.
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Chapter 14
Defining Vendor Rebate Agreements
Navigation
Purchasing, Vendor Rebates, Rebate Agreement, Rebate Options
Image: Rebate Agreement - Rebate Options page
This example illustrates the fields and controls on the Rebate Agreement - Rebate Options page. You can
find definitions for the fields and controls later on this page.
General Rebate Options
Corporate Agreement
Select this check box if this rebate agreement can be used by all
business units. This check box appears selected by default.
If the check box is clear, then you need to specify at least one
eligible PO business unit.
Open Item Rebate Agreement
Select this check box if the rebate agreement is open to all
items. If you select this check box, you are not able to enter
items or categories for the rebate agreement on the Rebate
Agreement - Rebate Agreement page.
Include Automatically PO Adhoc
Items (include automatically
purchase order ad hoc items)
Select this check box if you want to include description-only
items for the rebate agreement.
If the check box is clear, the rebate agreement won't be
automatically associated to the purchase order lines with
description-only items.
Rebate Reduction From RTV (rebate Select this check box if you want to generate accruals upon
reduction from return to vendor)
return to vendor shipments for the purchase orders that are
associated with this rebate agreement. Accruals on RTV
transactions will have a negative rebate amount.
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Defining Vendor Rebate Agreements
Chapter 14
Include Only Vouchered Rebate
Accruals in Claims
Select this check box if you want the Generate Vendor Rebate
Claims process to include only the rebate accruals with a
transaction status of Vouchered.
Direct Shipment Option
Select the direct shipment option. This option is used to
determine the rebate agreement that is assigned to a purchase
order when the purchase order is created. Values are:
•
Direct Shipments Only: Rebate agreement is applied
exclusively to the direct shipment transactions.
•
Exclude Direct Shipments: Rebate agreement is applied
exclusively to regular purchase order transactions.
•
Include Direct Shipments: Rebate agreements are applied to
both regular purchase order transactions and direct shipment
transactions.
Must Use Rebate Rate Date
Select this check box if you want the system to use the rate date
of the rebate agreement for the currency conversion. After you
select this check box, select the rate date in the Rate Date field.
Notify Rebate Manager
Select this check box if you want to notify the Rebate Manager
by email, worklist, or both when a new claim is generated.
Notify Settlement Manager
Select this check box if you want to notify the Settlement
Manager by email, worklist, or both when a claim is settled
through the Claims Management Workbench.
Settlement Options
AP Business Unit (PeopleSoft
Payables business unit)
Select the PeopleSoft Payables business unit to use for the
rebate agreements settlement.
AR Business Unit (PeopleSoft
Receivables business unit)
Select the PeopleSoft Receivables business unit if the settlement
method for the rebate agreement is anything but Adjustment
Voucher.
GL Business Unit (PeopleSoft
General Ledger business unit)
The PeopleSoft General Ledger business unit that is associated
with the PeopleSoft Payables business unit appears.
Supplier Location
Select the Supplier location to apply to adjustment vouchers that
are created for a claim settlement. Specifying a Supplier location
is optional.
This Supplier location will be passed to PeopleSoft Payables
through the voucher staging process.
Specifying a Supplier location can be useful if you want to
handle a specific Supplier location for rebate differently than the
normal ordering Supplier location.
Settlement Frequency
374
Select the frequency of the rebate agreement settlement. The
schedule IDs that you define on the Maintain Purchase Order
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Chapter 14
Defining Vendor Rebate Agreements
- Schedules page are used for the settlement frequency. For
example, settlement frequency can be yearly, quarterly, monthly,
and so on.
See Creating Purchase Order Schedules.
Next Claims Generation Date
Displays the next claim generation date. The system calculates
the date based on the rebate agreement begin date and settlement
frequency that is selected. You can override this date.
For example, assume that a rebate agreement is being entered
on February 1, 2004 (current system date) with a begin date of
January 1, 2004 and an expiration date of December 31, 2004
with a settlement method of quarterly. Assume that the schedule
is defined as quarterly with a day of the month equal to one for
the schedule ID. In this case, the next claims generation date
calculated would be April 1, 2004.
Settlement Method
Select the settlement method for the rebate agreement. Values
are Adjustment Voucher, Check, Credit Memo, Direct Debit,
Draft, and Electronic Funds Transfer.
AR Payment Terms (PeopleSoft
Depending on the settlement method that you select, you will
Receivables payment terms) or AP
select either AR Payment Terms or AP Payment Terms. The
Payment Terms (PeopleSoft Payables system uses this field for the payment due days calculation.
Payment Terms)
Settlement Tolerances
Amount Tolerance Over and Amount These fields appear by default from the values that are defined
Tolerance Under
on the Set Controls - Contracts page.
See "Defining Contract and Supplier Rebate Control Parameters
(PeopleSoft 9.2: Source to Settle Common Information)".
Percentage Tolerance Over and
Percentage Tolerance Under
These fields appear by default from the values that are defined
on the Set Controls - Contracts page.
Rebate Agreement - Rebate Agreement Value Added Tax Page
Use the Rebate Agreement - Rebate Agreement Value Added Tax page (VRBT_HDR_VAT) to update
value added tax details for the rebate agreement.
Navigation
Click the Header VAT link on the Rebate Agreement - Rebate Options page.
Expanding and Collapsing Sections
To manage the VAT data more efficiently, you can expand and collapse sections on this VAT page making
management of the information on this page easier.
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Chapter 14
Expand All Sections
Click this 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.
Collapse All Sections
Click this button to collapse all sections displaying only the
header information. If you expand one or more sections, you can
click the arrow next to the name of the section to collapse the
section.
Physical Nature
Physical Nature
Indicates whether an object is a good or a service. Many
countries are required to report the sale and purchase of goods
separately from services. The default comes from the supplier
location in the Settlement Options if specified, or the default
supplier location or Goods value if not specified on the supplier
location.
VAT Locations
Ship From Country
Displays the Supplier's ship from location country. In the case of
transactions involving goods or freight service transactions, this
is used to determine the VAT treatment.
Ship From State
If the ship to country is defined as tracking VAT by state or
province, this field displays the Supplier's ship from location
state. In the case of transactions involving goods or freight
service transactions, this is used to determine the VAT treatment.
Ship To Country
Displays the ship to location country. In the case of transactions
involving goods or freight service transactions, this determines
the VAT treatment.
Ship To State
If the ship to country is defined as tracking VAT by state or
province, this field 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.
VAT Defaults
Reporting Country
Displays the country for which this VAT will 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.
Supplier's Registration Country and Displays the registration country and ID of the supplier.
Supplier's Registration ID
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Exception Type
Displays the exception that is granted to the VAT entity. Values
are: None, Exonerated, or Suspended. This value is specified on
the VAT entity registration.
Certificate ID
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 two percentage discounts exist, 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 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 driver in the VAT defaults
table.
Declaration Point
Appears 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, supplier, or
supplier location.
Rounding Rule
Displays the VAT rounding rule. The value comes from the VAT
country, VAT entity, supplier, or supplier location drivers. Values
are:
Nat Rnd (natural round): Amounts are rounded normally (up or
down) to the precision that is specified for the currency code.
For example, for a currency that is defined with two decimal
places, 157.4659 would round up to 157.47, but 157.4649 would
round down to 157.46.
Down (round down): Amounts are rounded down. For example,
for a currency that is defined with two decimal places, 157.4699
would round down to 157.46.
Up (round up): Amounts are rounded up with a rounding
precision to one additional decimal place. For example, for a
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Defining Vendor Rebate Agreements
Chapter 14
currency that is defined with 2 decimal places, 157.4659 would
round up to 157.47, but 157.4609 would round down to 157.46.
Use Type
Determines the split between recoverable (taxable) and
nonrecoverable (nontaxable) VAT.
For the 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, from the
supplier location, supplier, or purchasing options.
378
Include Freight
If this option is 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
available only for exclusive VAT calculation. The value comes
from the VAT entity registration driver.
Include Miscellaneous
If this option is 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 available only for exclusive VAT calculation. The
value comes from the VAT entity registration driver.
Treatment
Displays the VAT treatment. VAT treatment is determined by a
complex set of algorithms. Values are:
•
Domestic Goods Purchase: If the ship from and ship to
countries are the same, and the supplier 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 (European Union 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-EU purchase,
domestic, or outside the scope of VAT.
•
EU Service Purchase (European Union service purchase): If
each trading partner is located and registered in a different
EU country, and the VAT on a service is liable in the buyer's
country, the transaction is treated as a self-assessed EU
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 supplier is not registered in the ship to country,
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Chapter 14
Defining Vendor Rebate Agreements
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 will be treated as a self-assess
goods import, and both input and output VAT will be
recorded.
•
Self-Assess Service Import: If each trading partner is located
and registered in a different country, 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 supplier 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 will 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 for which 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 will be recorded.
Within PeopleSoft, detail VAT treatment values on the
transaction lines are used for applying the precise defaults
that are applicable to the transaction lines. The treatment is
determined based the rules that are applicable to the transaction.
Applicability
Displays the VAT status. Applicability is determined by an
algorithm that makes use of the Applicable field in the VAT
defaults table, the value of which may be set at almost every
level in the PeopleSoft Purchasing VAT defaulting hierarchy.
Values are:
•
Exempt (not subject to VAT).
•
Exonerated.
•
N/A (not applicable): This is valid only when VAT treatment
is No VAT Processing.
•
Outside (outside scope of VAT).
•
Suspend.
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Chapter 14
•
Taxable.
VAT Code
Displays the VAT code that defines the rate at which VAT is
calculated for this schedule. The default value comes from
the VAT country, purchase order options, supplier, or supplier
location levels in the PeopleSoft Purchasing VAT defaulting
hierarchy.
Record Output VAT
Select this check box to enter vouchers in which VAT is not
included on the invoice but is payable to the VAT authority
rather than the supplier. In this case, you account for both input
and output VAT for the purchase. This is the case for an IntraEU Acquisition or when you must account for output VAT on
a service that is supplied by a foreign supplier. This is also
referred to as self-assessing for VAT. The value comes from an
algorithm that uses the treatment and applicability to retrieve
the applicable value from the PeopleSoft-delivered VAT system
setup data.
Transaction Type
Displays the code that categorizes and classifies this transaction
for VAT reporting and accounting. The default value comes
from the VAT entity registration, purchase order options,
supplier, or supplier location levels in the PeopleSoft Purchasing
VAT defaulting hierarchy.
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 affects only fields that are 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 the changes. All changes that you have made to
VAT defaults on this page that affect other VAT defaults on this
page will be retained.
Click the i button to list the fields that are to be adjusted.
Note: You should always click the Adjust Affected VAT
Defaults button after changing any defaults on the VAT page.
Levels
Enables you 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.
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Chapter 14
Reset All VAT Defaults
Defining Vendor Rebate Agreements
Click this button to have the system reset the VAT defaults
based on the Levels value that you selected. Any changes that
you previously made to VAT defaults will be lost.
Note: Reset completely redetermines the VAT defaults. This
does not necessarily mean 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, you can click Reset
All VAT Defaults to redetermine all defaults based on the new
driver value.
Note: The system captures all the VAT information for VAT processing to take advantage of the
PeopleSoft Global Options even though some of the information may not be relevant to Vendor Rebates.
Related Links
Preparing PeopleSoft Purchasing VAT Environments
"Understanding VAT (PeopleSoft FSCM 9.2: Global Options and Reports)"
Rebate Agreement - Rebate Rules Page
Use the Rebate Agreement - Rebate Rules page (VRBT_RULES) to define the different rebate rules that
apply to this rebate agreement.
Navigation
Purchasing, Vendor Rebates, Rebate Agreement, Rebate Rules
Image: Rebate Agreement - Rebate Rules page
This example illustrates the fields and controls on the Rebate Agreement - Rebate Rules page. You can
find definitions for the fields and controls later on this page.
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Chapter 14
Rules Summary
The fields in this group box display all the rebate rules that currently exist for this rebate agreement. This
is a quick way to view a summary of the rebate rules that are associated with the rebate agreement.
Stepped or Standard Rule Type
To define a stepped or standard rule type:
1. Select Stepped/Standard in the Rebate Rule Type field.
2. (Optional) Enter a description for the rule using the Description field.
3. Configure the rule settings.
The field selections that you make in the Configure Rule section of the page determine how the fields
in the Rebate Tiers group box will appear.
•
Select a tier basis for the rule using the Tier Basis field. Values are Amount and Quantity. Quantity
appears by default.
If you select amount, amount fields appear in the Rebate Tiers group box.
If you select quantity, quantity fields appear in the Rebate Tiers group box. Also, you will need to
select a unit of measure that is associated with the quantity in the UOM field.
•
Select a tiers in terms of setting for the rule using the Tiers in Terms Of field. Values are From
(Minimum) and To (Maximum). From (Minimum) appears by default.
If you select From (Minimum), a From column appears in the Rebate Tiers group box.
If you select To (Maximum), a To column appears in the Rebate Tiers group box.
•
Select how the rebate is to be calculated for this rebate rule using the Rebate Calculated As field.
Values are Amount and Percentage.
For stepped/standard rules, the rebate is always calculated as a percentage. Amountis not a valid
selection for this rebate rule type.
4. Click the Edit Rebate Tier Table button.
When you click this button, the fields in the Rebate Tiers group box are configured to match the rule
settings that you choose previously. Also, the configure rule fields are no longer available for entry.
5. Enter the terms of the rebate using the fields in the Rebate Tiers group box.
•
Enter the From or To quantities or amounts. If you are working with quantities, the UOM field
appears. If you are working with amounts, the Currency field appears.
•
Enter the rebate percentage for each rebate rule line using the Rebate % field.
6. (Optional) Edit the rule setting fields.
If you have found that you need to change the fields that appear in the Rebate Tiers group box. Click
the Edit Rule Settings button.
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Chapter 14
Defining Vendor Rebate Agreements
•
Select the new field values for the rule settings.
•
Click the Edit Rebate Tier Table button.
•
Enter the new values for the rebate rule.
7. Enter rule distributions using the Rebate Agreement - Distributions for Rebate Rule page.
Click the Rule ChartFields link.
The rule ChartFields will appear by default from the Accounting Template, but you can override it.
The Generate Vendor Rebate Claims process will retrieve and create claim distribution lines with
the ChartFields from here. Then the claim distribution lines will be passed to PeopleSoft Payables or
PeopleSoft Receivables when the claim is settled.
8. Save the rebate rule by clicking the Save button.
Flat Amount Rule Type
To define a flat amount rule type:
1. Select Flat Amount in the Rebate Rule Type field.
2. (Optional) Enter a description for the rule using the Description field.
3. Configure the rule settings.
The field selections that you make in the Configure Rule section of the page determine how the fields
in the Rebate Tiers group box will appear.
•
Select a tier basis for the rule using the Tier Basis field. Values are: Amount and Quantity.
Quantity appears by default.
If you select amount, amount fields appear in the Rebate Tiers group box.
If you select quantity, quantity fields appear in the Rebate Tiers group box. Also, you will need to
select a unit of measure associated with the quantity in the UOM field.
•
Select a tiers in terms of setting for the rule using the Tiers in Terms Of field. Values are From
(Minimum) and To (Maximum). From (Minimum) appears by default.
If you select From (Minimum), a From column appears in the Rebate Tiers group box.
If you select To (Maximum), a To column appears in the Rebate Tiers group box.
4. Click the Edit Rebate Tier Table button.
When you click this button, the fields in the Rebate Tiers group box are configured to match the rule
settings that you chose previously. Also, the configure rule fields are no longer available for entry.
5. Enter the terms of the rebate using the fields in the Rebate Tiers group box.
•
Enter the From or To quantities or amounts. If you are working with quantities, the UOM field
appears. If you are working with amounts, the Currency field appears.
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Defining Vendor Rebate Agreements
•
Chapter 14
Click the Prorate check box to prorate the flat rebate amount.
For example, you define a rule for the purchase amount from 0 to 10,000 USD with the rebate
being 100 USD. If the purchase amount is 6,000 USD and the prorate check box on the tier is
clear, then the rebate amount is 100 USD. If the prorate check box is selected, then the rebate
amount is 60 USD.
•
Enter the flat rebate amount for each rebate rule line using the Rebate Amount field.
6. (Optional) Edit the rule setting fields.
If you have found that you need to change the fields that appear in the Rebate Tiers group box. Click
the Edit Rule Settings button.
•
Select the new field values for the rule settings.
•
Click the Edit Rebate Tier Table button.
•
Enter the new values for the rebate rule.
7. Enter rule distributions using the Rebate Agreement - Distributions for Rebate Rule page.
Click the Rule ChartFields link.
The rule ChartFields will appear by default from the Accounting Template, but you can override it.
The Generate Vendor Rebate Claims process will retrieve and create claim distribution lines with
the ChartFields from here. Then the claim distribution lines will be passed to PeopleSoft Payables or
PeopleSoft Receivables when the claim is settled.
8. Save the rebate rule by clicking the Save button.
Growth Bonus Rule Type
To define a growth bonus rule type:
1. Select Growth Bonus in the Rebate Rule Typefield.
2. (Optional) Enter a description for the rule using the Description field.
3. Configure the rule settings.
The field selections that you make in the Configure Rule section of the page determine how the fields
in the Rebate Tiers group box will appear.
•
Select a tier basis for the rule using the Tier Basis field. Values are Amount and Quantity.
Quantityappears by default.
If you select amount, amount fields appear in the Rebate Tiers group box.
If you select quantity, quantity fields appear in the Rebate Tiers group box. Also, you will need to
select a unit of measure that is associated with the quantity in the UOM field.
•
384
Select a tiers in terms of setting for the rule using the Tiers in Terms Of field. Values are From
(Minimum) and To (Maximum). From (Minimum) appears by default.
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Chapter 14
Defining Vendor Rebate Agreements
If you select From (Minimum), a From column appears in the Rebate Tiers group box.
If you select To (Maximum), a To column appears in the Rebate Tiers group box.
•
Select how the rebate is to be calculated for this rebate rule using the Rebate Calculated As field.
Values are Amount and Percentage.
4. Click the Edit Rebate Tier Table button.
When you click this button, the fields in the Rebate Tiers group box are configured to match the rule
settings that you chose previously. Also, the configure rule fields are no longer available for entry.
5. Enter the items or categories to associate with the growth bonus rule type using the Eligible Items and
Categories for Growth Bonus group box.
Select a line type using the Line Type field. Values are Item and Category.
If you select Item as a line type, then select an item ID and enter a rebate basis amount using the Basis
Amount field.
If you select Category as a line type, then select a category and enter a rebate basis amount using the
Basis Amount field.
If you select item or category as the line type and quantity as the tier basis, then enter an item ID or a
category and enter a rebate basis amount as well as a rebate basis quantity.
6. Enter the terms of the rebate using the fields in the Rebate Tiers group box.
•
Enter the From or To quantities or amounts. If you are working with quantities, the UOM field
appears. If you are working with amounts, the Currency field appears.
•
Enter the rebate percentage for each rebate rule line using the Rebate % field.
7. (Optional) Edit the rule setting fields.
If you have found that you need to change the fields that appear in the Rebate Tiers group box, click
the Edit Rule Settings button.
•
Select the new field values for the rule settings.
•
Click the Edit Rebate Tier Table button.
•
Enter the new values for the rebate rule.
8. Enter rule distributions using the Rebate Agreement - Distributions for Rebate Rule page.
Click the Rule ChartFields link.
The rule ChartFields will appear by default from the Accounting Template, but you can override it.
The Generate Vendor Rebate Claims process will retrieve and create claim distribution lines with
the ChartFields from here. Then the claim distribution lines will be passed to PeopleSoft Payables or
PeopleSoft Receivables when the claim is settled.
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9. Save the rebate rule by clicking the Save button.
Marketing Contribution Rule Type
To define a marketing contribution rule type:
1. Select Marketing Contribution in the Rebate Rule Type field.
2. (Optional) Enter a description for the rule using the Description field.
3. Enter the terms of the rebate using the Previous Period Basis Amount, Rebate Amount, or Rebate %
(rebate percentage) fields.
4. Enter rule distributions using the Rebate Agreement - Distributions for Rebate Rule page.
Click the Rule ChartFields link.
The rule ChartFields will appear by default from the Accounting Template, but you can override it.
The Generate Vendor Rebate Claims process will retrieve and create claim distribution lines with
the ChartFields from here. Then the claim distribution lines will be passed to PeopleSoft Payables or
PeopleSoft Receivables when the claim is settled.
5. Save the rebate rule by clicking the Save button.
Retrospective Rule Type
To define a retrospective rule type, follow the same procedure as you would to define a stepped or
standard rule type. The only difference is that you select a Rebate Rule Type of Retrospective.
Dispatching Vendor Rebate Agreements
This section provides an overview of vendor rebate agreement dispatch and discusses how to dispatch
vendor rebate agreements.
Page Used to Dispatch Vendor Rebate Agreements
Page Name
Definition Name
Navigation
Usage
Vendor Rebate Agreement
Dispatch
RUN_DISP_POVRBT100
Purchasing, Vendor Rebates,
Rebate Dispatch, Vendor
Rebate Agreement Dispatch
Initiate the Vendor Rebate
Dispatch SQR Report process
(POVR100), Rebate Dispatch
Email Application Engine
process (PO_VR_EMAIL),
or Rebate Dispatch &
Email multiprocess job (
VRBTDISP).
Understanding Vendor Rebate Agreement Dispatch
You can dispatch a vendor rebate agreement in two ways. You can dispatch a rebate agreement online
using the Rebate Agreement - Rebate Agreement page or you can dispatch rebate agreements using the
batch Rebate Dispatch & Email multiprocess job.
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Use the Vendor Rebate Agreement Dispatch page to schedule a background batch job that dispatches
a single rebate agreement or multiple rebate agreements that meet the selection criteria. After rebate
agreements have been successfully dispatched, their statuses are updated to Dispatched.
Related Links
Defining Vendor Rebate Agreements
Vendor Rebate Agreement Dispatch Page
Use the Vendor Rebate Agreement Dispatch page (RUN_DISP_POVRBT100) to initiate the Vendor
Rebate Dispatch SQR Report process (POVR100), Rebate Dispatch Email Application Engine process
(PO_VR_EMAIL), or Rebate Dispatch & Email multiprocess job (VRBTDISP).
Navigation
Purchasing, Vendor Rebates, Rebate Dispatch, Vendor Rebate Agreement Dispatch
Image: Vendor Rebate Agreement Dispatch page
This example illustrates the fields and controls on the Vendor Rebate Agreement Dispatch page. You can
find definitions for the fields and controls later on this page.
Process Request Parameters
SetID
Select the vendor rebate agreement SetID.
Rebate ID
Select a vendor rebate agreement.
Fax Cover Page
Select a fax cover page if some of the rebate agreements that
you are dispatching are to be sent by fax. Define fax cover
letters in the system on the Fax Cover Letters page.
The Vendor Rebate Dispatch process writes to the fax control
file the file name that is associated with the selected cover letter
combined with the cover letter file extension that you defined on
the Dispatch Configuration page.
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Note: Support for fax cover pages is purely a function of the fax
software that you use. Please consult the fax software supplier
to identify the limitations and capabilities of the fax cover page
support in the software.
Dispatch Methods to Include
Select which dispatch methods to include in this run of the process. Selected values are used only as a part
of the data selection criteria. To change the method by which the rebate agreement is to be dispatched,
you must modify the dispatch method on the Rebate Agreement - Rebate Agreement page.
Miscellaneous Options
388
Test Dispatch
Select to perform a test run of the dispatch. When you select
this option, the process runs, but the rebate agreements that are
processed do not appear in Dispatched status, and the rebate
agreements are printed with the word Unauthorized at the
bottom. This enables you to test the email or fax setup without
updating the system.
Print Copy
Select to produce a printed copy of each processed rebate
agreement. If any of the processed rebate agreements are by
phone, fax, or email, the system prints a hard copy for review.
Print Duplicate
Select to print the word Duplicate on each rebate agreement.
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Chapter 15
Generating Rebate Accruals
Understanding the Rebate Accrual Process
The Rebate Accrual Application Engine process (PO_VRBTACCR) calculates earned rebates for
transactions that are related to purchase orders, such as receipts, vouchers, and return to vendors (RTVs).
The Rebate Accrual process identifies all purchase order lines that have vendor rebate agreements
defined. Then the system finds all associated receipts, vouchers, and RTVs to calculate the rebate and
generate accrual records for those source transactions based on the rebate agreement terms and rules.
During the processing of the different transactions, the system converts amounts and quantities to the
currency and rule unit of measure on the vendor rebate agreement. The sum of these amounts and
quantities becomes the basis for calculating the vendor rebate. The basis is referred to as the rebateable
amount and rebateable quantity.
The rebate accrual records provide visibility to the rebate manager on the estimated earned rebates
for analysis purposes, but also serve as the basis for the claim generation. The final rebate should be
calculated based on the actual amount that you pay to the supplier for the goods that you order and
receive. But with the analysis objective in mind, the accruals process will generate accruals records
spontaneously as soon as the receipt transactions are available in the system. That is, the rebate amount is
calculated based on the purchase-order estimated price and the received quantity. Later, when the voucher
is entered and available, the accruals process will recalculate the final rebate based on the information on
the voucher and update the accrual records. Of course, if the voucher is already entered and available at
the time when the receipt transaction is being processed, the accruals process calculates the rebate amount
based directly on the voucher information to avoid an unnecessary step.
The accruals process also supports purchase orders without receipts, such as direct shipments or purchase
orders for which the receipt is optional. In these cases, the voucher serves as the source transaction to
generate accruals records.
Finally, for return To vendor shipment transactions, the Rebate Accrual process will or will not calculate
and generate rebate adjustments depending on the rebate agreement terms.
For analysis purposes, the rebate accrual records that are generated will have two levels of details:
•
Header level, which corresponds to the total rebate that is calculated for the source transaction.
•
Details level, which corresponds to the rebate that is calculated for each of the rebate agreement rules.
The Rebate Accrual process can be run on demand for one or multiple rebate agreements, or run
automatically at the time of claim generation for the rebate agreement that is being processed.
The Rebate Accrual process can be initiated from these pages:
•
Rebate Accrual.
•
Generate Claims.
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Note: The accuracy of the rebate information that is available for vendor rebate analysis depends on
the Rebate Accrual process and how often you perform that process. The volume of information to be
processed by the Rebate Accrual process can be very large and the processing time could take awhile.
You should determine an appropriate frequency for the run of the process so that business requirements
are met and the process is able to finish in a reasonable amount of time.
Restricted and Unrestricted Access
Rebate managers can initiate the Rebate Accrual process using the Rebate Accrual page. Rebate managers
select the vendor rebate agreements that they want to process and then run the process.
The vendor rebate agreements that are available for selection on the Rebate Accrual page are determined
by the rebate manager's access rights. When you set up PeopleSoft Purchasing, you can specify which
rebate managers have unrestricted access rights. You give the rebate manager unrestricted access by
selecting the Unrestricted Rebate Manager check box on the User Preferences: Procurement - Rebate
Authorizations page.
If you are a rebate manager who does not have unrestricted access, then you can initiate the Rebate
Accrual process only for your rebates.
If you are a rebate manager and have unrestricted access, then you can initiate the Rebate Accrual process
for any vendor rebate agreements that are associated with any rebate manager.
See "User Preferences – Vendor Rebate Agreement Authorizations Page (PeopleSoft FSCM 9.2:
Application Fundamentals)".
Common Processing for Rebate Transactions
For each of the eligible source transactions that are related to purchase order lines that have vendor
rebate agreements defined, such as receipt, voucher, or RTV shipment transactions, the Rebate Accrual
process first looks at the related transactions that are available for the source transactions to determine the
applicable scenario to be processed. Then the process performs the rebate calculation and generation for
each of the rules that are defined on the rebate agreement.
Note: Purchase orders require matching, receipts require processing, vouchers require posting, and RTVs
must be in Shipped status to be considered for rebate accrual.
For example, assume that a receipt is the source transaction. Then the system verifies whether the related
voucher exists and is eligible, matched, and posted. If the voucher covers the receipt totally or partially,
based on the information that is available, the Rebate Accrual process processes the receipt as a receipt
without a voucher, as a receipt partially vouchered, or as a receipt fully vouchered.
Note: To view an explanation of the different scenarios that can occur, see the subsequent section
Accruals Generation Upon Transactions.
The rebate calculation and generation for each of the rules defined on the rebate agreement includes a
series of functions, such as currency conversion, unit of measure conversion, rebate calculation based on
the rule configuration for the rebate agreement, and rebate recalculation based on changes to the source
transactions or other factors such as rebate agreement changes or modification of the rebate accruals
balance on the rebate agreement.
The Rebate Accrual process performs these functions for each transaction that is associated with a vendor
rebate agreement:
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•
Generating Rebate Accruals
Currency conversion:
The Rebate Accrual process converts the amounts for the different transactions that it processes to the
vendor rebate agreement currency.
•
Unit of measure (UOM) conversion:
The Rebate Accrual process converts the transaction UOMs for the different transactions that it
processes to the vendor rebate agreement rule UOMs.
•
Vendor rebate recalculation:
Accrual records are generated from the source transactions that are related to the purchase orders and
to the terms and rules of the rebate agreement. Changes to the source transactions or to the rebate
agreements might affect the earned rebates. Therefore, the Rebate Accrual process includes a function
to detect changes that are made after the generation of the original rebate accrual to automatically
recalculate the accruals as appropriate. Changes include rebate agreement change, source transaction
change (receipt quantity change), and purchase orders that are dissociated from the rebate agreement
or newly associated with the rebate agreement (using the Backdate Vendor Rebates page). Due to the
nature of the retrospective and growth bonus rules types, rebate recalculation might also be necessary
when new source transactions are entered into the system even if none of the changes that have been
discussed occur. This function takes care of such situations.
When the Rebate Accrual process performs the recalculation function, the accrual records might
have already been included in a claim, and are therefore no longer available for update. To not lose
the history in such a situation, the Rebate Accrual process recalculates the rebate for the source
transaction, but instead of updating the existing accrual records, it generates child accrual records with
the difference between the new rebate and the old rebate. This mechanism is referred to as the rebate
accruals split.
To view examples of rebate accruals split, see the subsequent section Accruals Generation Upon
Transactions.
•
Vendor rebate calculation for each vendor rebate agreement rule type:
The Rebate Accrual process calculates the vendor rebate for each vendor rebate agreement rule type.
The rule types that it can calculate for are stepped/standard, retrospective, flat amount, growth bonus,
and marketing contribution.
Stepped/Standard Rule Type:
Assume that:
Purchases between 0 USD and 100,000 USD receive 1 percent rebate.
Purchases between 100,001 USD and 500,000 USD receive 2 percent rebate.
As of date purchase amount is 100,000 USD.
Total rebate amount is 1,000 USD.
If the receipt transaction amount for the purchase order is 20,000 USD, then the rebate amount for
this purchase order receipt transaction is 400 USD (2 percent of 20,000 USD). So the new total rebate
amount is 1,400 USD (1,000 USD + 400 USD).
Retrospective Rule Type:
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Assume that:
Purchases between 0 USD and 100,000 USD receive 1 percent rebate.
Purchases between 100,001 USD and 500,000 USD receive 2 percent rebate.
As of date purchase amount is 100,000 USD.
Total rebate amount is 1,000 USD.
If the receipt transaction amount for the purchase order is 20,000 USD, then the rebate amount for
this purchase order receipt transaction is 400 USD (2 percent of 20,000 USD). And because the
accumulative purchase amount reaches the next threshold level, the rebate is also recalculated for the
existing accrued rebate transactions of 2,000 USD (2 percent of 100,000 USD), so the new total rebate
amount is 2,400 USD (2,000 USD + 400 USD).
Flat Amount Rule Type:
Assume that:
Purchases between 0 USD and 100,000 USD receive 1,000 USD rebate.
Purchases between 100,001 USD and 200,000 USD receive 2,000 USD rebate.
As of date purchase amount is 90,000 USD.
Total rebate amount is 1,000 USD.
If the receipt transaction amount for the purchase order is 20,000 USD, then the rebate amount for this
purchase order receipt transaction is:
With the prorated option, 200 USD (10 percent of 2,000 USD), so the new total rebate amount is
1,200 USD (1,000 USD + 200 USD).
Note: The system calculates the 10 percent prorate factor. The prorate factor calculation is ((new
purchase amount – lower level of the applicable tier) / (upper level applicable tier – lower level
applicable tier)).
Without the prorated option, 2,000 USD, so the new total rebate amount is 3,000 USD (1,000 USD +
2,000 USD).
Growth Bonus Rule Type:
Assume that:
A 2 percent growth bonus is on a particular category of products under the condition that the
purchasing turnover has increased by 10 percent.
As of date purchase amount is 90,000 USD for this category.
Growth Basis is 100,000 USD.
If the receipt transaction amount for the purchase order is 20,000 USD for this category, then the
growth bonus rebate amount is 200 USD (2 percent of 10,000 USD).
Marketing Contribution Rule Type:
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This rule type is accrued once for a vendor rebate agreement.
Example: 500 USD for Marketing Contribution.
•
Rebate accruals update with updates to the vendor rebate agreement:
When the Rebate Accrual process completes the rebate accrual calculation and generation for a rebate
agreement, it calculates the total accrued rebate amount and updates the rebate agreement header.
It also updates the total rebateable amount and rebateable quantity at the rule level of the rebate
agreement.
Accruals Generation Upon Transactions
For each of the eligible source transactions that is related to purchase order lines that have vendor rebate
agreements defined, the Rebate Accrual process looks at the related transactions that are available for the
source transactions to determine the processing. One of these scenarios can occur:
•
Receipt source transaction:
•
New receipt and related voucher is not available (voucher is not entered or voucher is entered but
not matched and not posted).
The Rebate Accrual process generates the accrual records based on the receipt information,
such as received quantity, the purchase order information, such as the unit price, and the rebate
agreement information. The accrual records have the transaction status set as Received.
Example:
Before Rebate Accrual:
Receipt
Receipt ID
Purchase Order ID Quantity
Unit Price
Rebate
RCV01
PO001
10
2 percent
10
Voucher
Voucher ID
Purchase Order ID
Quantity
Unit Price
N/A
N/A
N/A
N/A
Accrued Rebate
Receipt ID
Purchase Order ID Sequence
Rebate Amount
Status
N/A
N/A
N/A
N/A
N/A
After Rebate Accrual:
Accrued Rebate
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•
Chapter 15
Receipt ID
Purchase Order ID Sequence
Rebate Amount
Status
RCV01
PO001
2 (2 percent of 100)
Received
1
New receipt, related voucher is available (voucher is entered, matched, and posted) and covers the
receipt fully.
The Rebate Accrual process generates the accrual records based on the receipt information, such
as received quantity, the voucher information, such as the unit price, and the rebate agreement
information. The accrual records have the transaction status set as Vouchered.
Example:
Before Rebate Accrual:
Receipt
Receipt ID
Purchase Order ID Quantity
Unit Price
Rebate
RCV01
PO001
10
2 percent
10
Voucher
Voucher ID
Purchase Order ID
Quantity
Unit Price
VCHR01
PO001
10
11
Accrued Rebate
Receipt ID
Purchase Order ID Sequence
Rebate Amount
Status
N/A
N/A
N/A
N/A
Status
N/A
After Rebate Accrual:
Accrued Rebate
•
Receipt ID
Purchase Order ID Sequence
Rebate Amount
RCV01
PO001
2.2 (2 percent of 110) Vouchered
1
New receipt, related voucher is available (voucher is entered, matched, and posted) and covers the
receipt partially.
The Rebate Accrual process generates the accrual records based on the receipt information, such
as received quantity, the voucher information, such as the unit price, quantity vouchered, and
the rebate agreement information. The rebate accruals split occurs. The vouchered portion is
calculated based on the unit price from the voucher and has accrual records with the transaction
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Chapter 15
Generating Rebate Accruals
status set as Vouchered. The portion that has not been vouchered yet is calculated based on the
unit price from the purchase order and has accrual records with the transaction status as Received.
Example:
Before Rebate Accrual:
Receipt
Receipt ID
Purchase Order ID Quantity
Unit Price
Rebate
RCV01
PO001
10
2 percent
10
Voucher
Voucher ID
Purchase Order ID
Quantity
Unit Price
VCHR01
PO001
6
11
Accrued Rebate
Receipt ID
Purchase Order ID Sequence
Rebate Amount
Status
N/A
N/A
N/A
N/A
N/A
After Rebate Accrual:
Accrued Rebate
•
Receipt ID
Purchase Order ID Sequence
Rebate Amount
Status
RCV01
PO001
1
0.8 (2 percent of 40)
Received
RCV01
PO001
2
1.32 (2 percent of 66) Vouchered
Receipt with accruals already generated with a transaction status of Received, and the related
voucher is newly available and covers the receipt fully.
The Rebate Accrual process recalculates and updates the accrual records with the voucher
information. The accrual records now have the transaction status set as Vouchered.
Example:
Before Rebate Accrual:
Receipt
Receipt ID
Purchase Order ID Quantity
Unit Price
Rebate
RCV01
PO001
10
2 percent
10
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Voucher
Voucher ID
Purchase Order ID
Quantity
Unit Price
VCHR01
PO001
10
11
Accrued Rebate
Receipt ID
Purchase Order ID Sequence
Rebate Amount
Status
RCV01
PO001
2 (2 percent of 100)
Received
Status
1
After Rebate Accrual:
Accrued Rebate
•
Receipt ID
Purchase Order ID Sequence
Rebate Amount
RCV01
PO001
2.2 (2 percent of 110) Vouchered
1
Receipt with accruals already generated with a transaction status of Received, and the related
voucher is newly available and covers the receipt partially.
The Rebate Accrual process recalculates and updates the accrual records with the voucher
information. The rebate accruals split occurs. The vouchered portion now has accrual records with
the transaction status set as Vouchered. The portion that has not been vouchered yet is calculated
based on the unit price from the purchase order and has accruals records with the transaction
status as Received.
Example:
Before Rebate Accrual:
Receipt
Receipt ID
Purchase Order ID Quantity
Unit Price
Rebate
RCV01
PO001
10
2 percent
10
Voucher
Voucher ID
Purchase Order ID
Quantity
Unit Price
VCHR01
PO001
6
11
Accrued Rebate
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Generating Rebate Accruals
Receipt ID
Purchase Order ID Sequence
Rebate Amount
Status
RCV01
PO001
2 (2 percent of 100)
Received
Status
1
After Rebate Accrual:
Accrued Rebate
•
Receipt ID
Purchase Order ID Sequence
Rebate Amount
RCV01
PO001
1
1.32 (2 percent of 66) Vouchered
RCV01
PO001
2
0.8 (2 percent of 40)
Received
Voucher source transaction:
New voucher, and the receipt is not available.
The Rebate Accrual process generates the accrual records based on the voucher information, such as
unit price, quantity vouchered, and the rebate agreement information. The accrual records have the
transaction status set as Vouchered.
Example:
Before Rebate Accrual:
Receipt
Receipt ID
Purchase Order ID
Quantity
Unit Price
Rebate
N/A
N/A
N/A
N/A
N/A
Voucher
Voucher ID
Purchase Order ID
Quantity
Unit Price
VCHR01
PO001
6
11
Accrued Rebate
Receipt ID
Purchase Order ID
Sequence
Rebate Amount
Status
N/A
N/A
N/A
N/A
N/A
After Rebate Accrual:
Accrued Rebate
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•
Chapter 15
Receipt ID
Purchase Order ID
Sequence
Rebate Amount
Status
RCV01
PO001
1
1.32 (2 percent of 66)
Vouchered
RTV shipment source transaction:
Note: The RTV must be in a Shipped status to be considered for accrual.
•
New RTV shipment and related adjustment voucher is not available (voucher is not generated or
generated but not posted).
The Rebate Accrual process generates the accrual records based on the RTV shipment
information, such as shipped quantity, the purchase order information, such as the unit price, and
the rebate agreement information. The accrual records have the transaction status set as Returned.
Example:
Before Rebate Accrual:
RTV
RTV ID
Purchase Order ID Quantity
Unit Price
Rebate
RTV01
PO001
10
2 percent
10
Voucher
Voucher ID
Purchase Order ID
Quantity
Unit Price
N/A
N/A
N/A
N/A
Accrued Rebate
RTV ID
Purchase Order ID Sequence
Rebate Amount
Status
N/A
N/A
N/A
N/A
N/A
After Rebate Accrual:
Accrued Rebate
•
398
RTV ID
Purchase Order ID Sequence
Rebate Amount
Status
RTV01
PO001
– 2 (2 percent of –
100)
Returned
1
New RTV shipment and related adjustment voucher will not be generated (RTV adjustment
voucher option not used).
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Chapter 15
Generating Rebate Accruals
The Rebate Accrual process generates the accrual records based on the RTV shipment
information, such as shipped quantity, the purchase order information, such as the unit price,
and the rebate agreement information. The accrual records have the transaction status set as
Vouchered.
Example:
Before Rebate Accrual:
RTV
RTV ID
Purchase Order ID Quantity
Unit Price
Rebate
RTV01
PO001
10
2 percent
10
Voucher
Voucher ID
Purchase Order ID
Quantity
Unit Price
N/A
N/A
N/A
N/A
Accrued Rebate
RTV ID
Purchase Order ID Sequence
Rebate Amount
Status
N/A
N/A
N/A
N/A
N/A
After Rebate Accrual:
Accrued Rebate
•
RTV ID
Purchase Order ID Sequence
Rebate Amount
Status
RTV01
PO001
– 2 (2 percent of –
100)
Vouchered
1
New RTV shipment and related adjustment voucher is available (voucher is generated, matched,
and posted).
The Rebate Accrual process generates the accrual records based on the RTV shipment
information, such as shipped quantity, the adjustment voucher information, such as the unit price,
and the rebate agreement information. The accrual records have the transaction status set as
Vouchered.
Note: The adjustment voucher cannot be partially generated for RTVs, and therefore the partial
adjustment voucher scenario is not applicable for rebate accruals.
Example:
Before Rebate Accrual:
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RTV
RTV ID
Purchase Order ID Quantity
Unit Price
Rebate
RTV01
PO001
10
2 percent
10
Voucher
Voucher ID
Purchase Order ID
Quantity
Unit Price
VCHR01
PO001
10
11
Accrued Rebate
RTV ID
Purchase Order ID Sequence
Rebate Amount
Status
N/A
N/A
N/A
N/A
N/A
After Rebate Accrual:
Accrued Rebate
•
RTV ID
Purchase Order ID Sequence
Rebate Amount
Status
RTV01
PO001
– 2.2 (2 percent of –
110)
Vouchered
1
New RTV shipment, accruals already generated with a transaction status of Returned, and the
related adjustment voucher is newly available.
The Rebate Accrual process recalculates and updates the accrual records with the voucher
information. The accrual records now have the transaction status set as Vouchered.
Example:
Before Rebate Accrual:
RTV
RTV ID
Purchase Order ID Quantity
Unit Price
Rebate
RTV01
PO001
10
2 percent
10
Voucher
400
Voucher ID
Purchase Order ID
Quantity
Unit Price
VCHR01
PO001
10
11
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Chapter 15
Generating Rebate Accruals
Accrued Rebate
RTV ID
Purchase Order ID Sequence
Rebate Amount
Status
RTV01
PO001
–2 (2 percent of 100)
Returned
1
After Rebate Accrual:
Accrued Rebate
RTV ID
Purchase Order ID Sequence
Rebate Amount
Status
RTV01
PO001
– 2.2 (2 percent of –
110)
Vouchered
1
Generating Rebate Accruals
This section discusses how to generate rebate accruals.
Page Used to Generate Rebate Accruals
Page Name
Definition Name
Navigation
Usage
Rebate Accrual
RUN_PO_VRBTACCR
Purchasing, Vendor Rebates,
Rebate Accrual, Rebate
Accrual
Generate rebate accruals.
Rebate Accrual Page
Use the Rebate Accrual page (RUN_PO_VRBTACCR) to generate rebate accruals.
Navigation
Purchasing, Vendor Rebates, Rebate Accrual, Rebate Accrual
Rebate ID
Select one or more vendor rebate agreements that you want to
have processed by the Rebate Accrual process.
Note: If you do not select any vendor rebate agreements, the
Rebate Accrual process processes all eligible vendor rebate
agreements.
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Chapter 16
Maintaining Vendor Rebate Agreement
Association with Purchase Orders
Understanding the Backdate Vendor Rebates Component
Processes
In normal situations, the rebate agreement assignment on the purchase order line occurs automatically at
the time of purchase order creation. However, due to business constraints in the business world, vendor
rebate assignment during purchase order creation might not be possible due to the rebate agreement
availability. This is similar to the beginning of a new rebate agreement period in which purchase orders
need to be released but the rebate agreements are still in negotiation phase with the supplier. Another
scenario that would require an association change is when the rebate agreement that is already assigned
to a purchase order line is no longer applicable. The Backdate Vendor Rebates component is designed to
enable you to handle all these exceptions.
The Backdate Vendor Rebates component enables the rebate manager to:
•
Manually associate vendor rebate agreements with one or more purchase order lines at the same time.
•
Dissociate vendor rebate agreements from one or more purchase order lines at the same time.
•
Modify associated vendor rebate agreement line by line to purchase orders.
The rebate manager can associate and dissociate vendor rebate agreements in purchase order lines that
are in the purchase order statuses of (Initial, Open, Pending Approval, Approved, Dispatched, and
Closed) using this component. You cannot associate with or dissociate from purchase orders that are in
a Pending Cancel or Canceled status. Note that you can retrospectively associate and dissociate vendor
rebate agreements with closed purchase order lines. Also, purchase orders against which vendor rebate
claims are already generated are not available for update in the Backdate Vendor Rebates component.
If the rebate manager is associating with or dissociating from a vendor rebate agreement to a purchase
order that already has rebate accrual transactions, this component when you save does these actions:
•
Records the new vendor rebate agreement association.
•
Marks this purchase order to indicate that the related receipt and return to vendor (RTVs) transactions
need to be recalculated by the Rebate Accrual Application Engine process (PO_VRBTACCR)
Also, after you perform the new vendor rebate agreement association with purchase order lines, you can
view the new vendor rebate agreement association using the Maintain Purchase Order - Purchase Order
page or the Express Purchase Order - Details for Line page if you have the authorization to view or update
the rebate agreement on the purchase order.
After accrued rebate transactions are generated against a purchase order line, the Rebate ID field is not
available to be modified on the purchase order line on the Maintain Purchase Order - Purchase Order
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Chapter 16
page or the Express Purchase Order - Details for Line page. In this case, the rebate manager must use the
Backdate Vendor Rebates component to change the vendor rebate agreement on the line.
If you are a rebate manager who does not have unrestricted access, then you can work with your rebate
agreements only.
If you are a rebate manager and have unrestricted access, then you can work with any rebate agreements.
Related Links
Maintain Purchase Order - Purchase Order Page
Understanding the Rebate Accrual Process
"User Preferences – Vendor Rebate Agreement Authorizations Page (PeopleSoft FSCM 9.2: Application
Fundamentals)"
Associating to, Dissociating from, and Modifying Associated
Vendor Rebate Agreements Line by Line to Purchase Orders
Manually
This section discusses how to associate to, dissociate from, and modify existing rebate agreements line by
line to purchase orders.
Pages Used to Manually Associate to, Dissociate from, and Modify
Associated Vendor Rebate Agreements Line by Line to Purchase Orders
Manually
Page Name
Definition Name
Navigation
Usage
Backdate Vendor Rebates
VRBT_BACKDATE
Purchasing, Vendor Rebates,
Backdate Vendor Rebates,
Backdate Vendor Rebates
Maintain Vendor rebate
agreement associations with
purchase orders.
Backdate Vendor Rebates VRBT_SEARCH_SP2
Rebate Agreement ID Lookup
Click the Lookup Rebate ID
button next to the New Rebate
ID field in the middle portion
of the Backdate Vendor
Rebates page.
Search for vendor rebate
agreements that you want to
associate with the purchase
order lines.
Backdate Vendor Rebates VRBT_SEARCH_SP
Rebate Agreement ID Lookup
Click the Vendor Rebate
button next to the New Rebate
ID field in the PO Lines group
box on the Backdate Vendor
Rebates page.
Search for vendor rebate
agreements that you want to
associate with this specific
purchase order line.
Backdate Vendor Rebates Page
Use the Backdate Vendor Rebates page (VRBT_BACKDATE) to maintain vendor rebate agreement
associations with purchase orders.
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Maintaining Vendor Rebate Agreement Association with Purchase Orders
Navigation
Purchasing, supplier Rebates, Backdate Vendor Rebates, Backdate Vendor Rebates
Image: Backdate Vendor Rebates page
This example illustrates the fields and controls on the Backdate Vendor Rebates page. You can find
definitions for the fields and controls later on this page.
The Backdate Vendor Rebates page enables you to maintain vendor rebate agreement associations with
purchase order lines.
Associating Vendor Rebate Agreements with Purchase Orders
To associate a vendor rebate agreement with a purchase order:
1. Select the search criteria for the purchase order in the Search Criteria group box, and then click the
Get PO Lines button.
•
Select the Exclude Lines with Rebate IDs check box to have the system display all purchase
orders that match the search criteria and do not have a vendor rebate agreement associated with
them.
Results are shown in the PO Lines group box at the bottom of the page. This is the normal option
for associating vendor rebate agreements with purchase orders.
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•
Chapter 16
Clear the Exclude Lines with Rebate IDs check box to have the system display all purchase orders
that match the search criteria and have a vendor rebate agreement associated with them.
Results are shown in the PO Lines group box at the bottom of the page. Purchase orders that are
not associated with a vendor rebate agreement will not appear.
2. Select Associate New Rebate ID in the Selected PO Lines Action field.
3. Enter the vendor rebate agreement that you want to associate with the purchase order lines in the New
Rebate ID field.
4. Select the purchase order lines that you want to associate with the new rebate agreement.
5. Click the Apply button.
The system will display messages stating whether the modification was successful or unsuccessful.
Dissociating Vendor Rebate Agreements from Purchase Orders
To dissociate a Vendor rebate agreement from a purchase order:
1. Select the search criteria for the purchase order in the Search Criteria group box, and then click the
Get PO Lines button.
Clear the Exclude Lines with Rebate IDs check box to have the system display all purchase orders
that match the search criteria and have a vendor rebate agreement associated with them.
Results are shown in the PO Lines group box at the bottom of the page. Purchase orders that are not
associated with a vendor rebate agreement will not appear. This is the normal option for dissociating
vendor rebate agreements from purchase orders.
2. Select Dissociate Existing Rebate IDs in the Selected PO Lines Action field.
3. Select the purchase order lines that you want to dissociate a vendor rebate agreement from.
4. Click the Apply button.
The system will display messages stating whether the modification was successful or unsuccessful.
Modifying Associated Vendor Rebate Agreements Line by Line to Purchase
Orders
To modify a associated vendor rebate agreement line by line to purchase orders:
1. Select the search criteria for the purchase order in the Search Criteria group box, and then click the
Get PO Lines button.
•
Select the Exclude Lines with Rebate IDs check box to have the system display all purchase
orders that match the search criteria and do not have a vendor rebate agreement associated with
them.
Results are shown in the PO Lines group box at the bottom of the page.
•
406
Clear the Exclude Lines with Rebate IDs check box to have the system display all purchase orders
that match the search criteria and have a vendor rebate agreement associated with them.
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Chapter 16
Maintaining Vendor Rebate Agreement Association with Purchase Orders
Results are shown in the PO Lines group box at the bottom of the page. Purchase orders that are
not associated with a vendor rebate agreement will not appear.
2. Select Modify Rebate IDs Line-by-Line in the Selected PO Lines Action field.
3. Enter the new vendor rebate agreement next to each purchase order line that you want to modify using
the New Rebate ID field in the PO Lines group box.
4. Click the Apply button.
The system will display messages stating whether the modification was successful or unsuccessful.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
407
Chapter 17
Managing Vendor Rebate Claims
Understanding the Claims Management Business Process for
Vendor Rebates
PeopleSoft Purchasing enables you to manage the complete life cycle of a vendor rebate claim. Using
PeopleSoft Purchasing vendor rebate functionality, you can generate claims, send a formal claim to the
supplier, inform PeopleSoft Payables and PeopleSoft Receivables of the accrued rebate amount and
expected payment from the supplier, reconcile payments from the supplier with the claim, and finally,
at any time during this claim processing, notify the rebate manager or settlement manager of the claim
activity that is occurring.
To assist with the management of vendor rebate claims and the payment for those claims, PeopleSoft
Purchasing developed the claims management workbench. The claims management workbench is a
part of the vendor rebate functionality. Using the claims management workbench, you can perform
several process actions against the claim. A few of the processes that you can initiate from the claims
management workbench can also be initiated from other pages that can be reached directly from the
Vendor Rebates menu in PeopleSoft Purchasing. Depending on the security settings in the environment,
you can choose to initiate the processes from the claims management workbench or from an individual
run control page.
When using the claims management workbench, you can perform several processes. Basically, you select
the process that you want to perform using the workbench, and then click the Submit For Processing
button. When you click this button, the Claims Management Workbench - Process Request Option page
appears. After specifying the process options, you click the OK button. This page initiates the Process
supplier Claims Application Engine process (PO_PRCSCLAIM) or the Vendor Rebate Claim Print SQR
Report process (PORB7010). The Process supplier Claims process can view the action that was requested
and initiate the additional necessary processes. The Process supplier Claims process can initiate these
processes:
•
Defer Claim Application Engine process (PO_CLMDEFER).
•
Cancel Claim Application Engine process (PO_CLMCANCEL).
•
Claim Settlement Process for AP (claim settlement process for account payables) Application Engine
process (PO_CLMSETTLE_AP).
•
Claim Settlement Process for AR (claim settlement process for account receivables) Application
Engine process (PO_CLMSETTLE_AR).
•
Claims Reconciliation Application Engine process (PO_CLMRECON).
•
Claim Overdue Deduction Application Engine process (PO_CLMDEDUCT).
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Managing Vendor Rebate Claims
•
Chapter 17
Claim Cancel Deduction Application Engine process (PO_CLMCANDED).
Image: Claims management process flow for vendor rebates
The next diagram depicts the claims management process flow for vendor rebates using the Claims
Management workbench. The process includes rebate claim approvals through the Claims Management
Workbench and notifications to the rebate manager and settlement manager:
Vendor Rebate Claim Process
To process a vendor rebate claim:
Note: The vendor rebate claims process becomes available after you create a vendor rebate agreement,
associate that vendor rebate agreement with a purchase order, and perform transactions (receipts,
vouchers, and return To vendors) that are related to the purchase order that is associated with a vendor
rebate agreement. Also, a claim will be generated for a rebate agreement only if the next claims
generation date is reached.
1. (Optional) Initiate the Generate Rebate Accrual Application Engine process (PO_VRBTACCR).
The rebate accrual records serve as the basis for claim generation.
2. Initiate the Generate Vendor Rebate Claims Application Engine process (PO_GENCLAIM).
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Managing Vendor Rebate Claims
This process generates the vendor rebate claims.
3. (Optional) Initiate the Notify Rebate Manager Application Engine process (PO_VRBT_NTFY).
This process notifies the particular rebate manager of claims that were created for all vendor rebate
agreements, a specific vendor rebate agreement, or a specific claim.
4. Approve the claim using the Claims Management Workbench - Rebate Claims page.
Using the Apply Claim Action or Claim Status Action fields on this page, you can approve,
unapprove, or cancel a claim.
5. (Optional) Defer a claim to the next period using the Claims Management Workbench - Rebate
Claims page.
•
Select Defer in the Apply Claim Action field or the Claim Status Action field.
•
Click the Submit for Processing button to initiate the Process Supplier Claims process. This
process then initiates the Defer Claim process.
6. Perform a specific process action for the claim using the Claims Management Workbench - Rebate
Claims page.
Using the Apply Process Action field or the Claim Processing Action field, you can select the process
that you want to initiate for the claims, and then click the Submit For Processing button. The Submit
For Processing button initiates the process that you selected to perform in the processing action field.
Using these fields, you can:
•
Select a process action of Claim Settlement to initiate the Process Supplier Claims process. This
process then initiates the Claim Settlement Process for AP or the Claim Settlement Process for
AR.
These processes send expected payment from the supplier to PeopleSoft Payables in the form of
an adjustment voucher if the Settlement Method on the vendor rebate agreement is Adjustment
Voucher or to PeopleSoft Receivables as a pending item if the Settlement Method on the vendor
rebate agreement is Check, Credit Memo, Direct Debit, Draft, or Electronic Funds Transfer
(EFT).
•
Select a process action of Print for Dispatch to initiate the Vendor Rebate Claims Print process.
This process generates a hard copy of the claim. The rebate manager can then send this claim
report to the supplier.
•
Select a process action of Payment Reconciliation to initiate the Process Supplier Claims process.
This process then initiates the Claim Reconciliation process.
This process reconciles the claim with incoming payments from PeopleSoft Payables and
PeopleSoft Receivables.
•
Select a process action of Overdue to initiate the Process Supplier Claims process. This process
then initiates the Claim Overdue Deduction process.
This process reverses the pending items that were previously sent to PeopleSoft Receivables, and
then generates adjustment vouchers to send to PeopleSoft Payables.
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•
Chapter 17
Select a process action of Cancel Deduction to initiate the Process Supplier Claims process. This
process then initiates the Claim Cancel Deduction process.
This process reverses the adjustment vouchers (for overdue) that were previously sent to
PeopleSoft Payables, and then it regenerates the pending items to send back to PeopleSoft
Receivables. Once again, you are expecting to receive payment from the supplier.
7. (Optional) Save this workbench using the Claims Management Workbench - Rebate Claims page.
Click the Save For Later button.
8. Perform the PeopleSoft Payables vendor rebate claim processing flow for adjustment vouchers.
9. Perform the PeopleSoft Receivables vendor rebate claim processing flow for pending items.
10. (Optional) Initiate the Notify Settlement Manager Application Engine process (PO_VRBT_NTFY).
This process notifies the particular settlement manager of claim settlement activity that was created
for all vendor rebate agreements, a specific vendor rebate agreement, or a specific claim.
11. View the results from all the claim and payment activity that is associated with vendor rebate claim
using the Claims Management Workbench - Rebate Claims page.
The Claims Management Workbench - Rebate Claims page contains four different tabs where
you can view information and current amounts for vendor rebate claims, claim settlement, claim
reconciliation, and value added tax (VAT) details.
12. (Optional) View claim settlement results that are associated with a vendor rebate claim using the
Claim Settlement inquiry page.
Note: If the rebate manager does not have unrestricted access, then that manager can select only vendor
rebate agreements that are assigned to him or her on any pages that reference the rebate agreement.
See "User Preferences – Vendor Rebate Agreement Authorizations Page (PeopleSoft FSCM 9.2:
Application Fundamentals)".
Warning! The claims management functionality in PeopleSoft Purchasing is the driver and central
location for all PeopleSoft Payables and PeopleSoft Receivables transactions that are sourced for
claims. You should not manually modify these claims transactions in PeopleSoft Payables or PeopleSoft
Receivables because this could cause an out-of-sync situation between PeopleSoft Purchasing and the
other applications.
PeopleSoft Payables Claim Processing Flow for Vendor Rebates
Before you can process claims in PeopleSoft Payables, you must have first run the Claim Settlement
Process for AP using the Claims Management Workbench - Rebate Claims page. Select a process action
of Claim Settlement.
To process an adjustment voucher (expected payment) in PeopleSoft Payables:
1. Build the adjustment vouchers that came from the Vendor rebate claim processing in PeopleSoft
Purchasing to PeopleSoft Payables by initiating the Voucher Build Application Engine process
(AP_VCHRBLD) using the Voucher Build page.
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This process also writes the voucher information to the Incoming Payment tables for Claims
Management in PeopleSoft Purchasing.
See "Understanding Voucher Build Processing (PeopleSoft FSCM 9.2: Payables)".
See "Understanding Voucher Build Source Transactions (PeopleSoft FSCM 9.2: Payables)".
See "Running the Voucher Build Process and Reviewing Messages (PeopleSoft FSCM 9.2:
Payables)".
2. Initiate the Claim Reconciliation process using the Claims Management Workbench - Rebate Claims
page.
Select a process action of Payment Reconciliation.
This process looks at the Incoming Payment tables and reconciles the expected amount on a claim
with how much was received for the claim.
Note: To adjust the claim amounts, use the Claims Management Workbench in PeopleSoft Purchasing
before running the Claim Settlement Process. Do not adjust claim amounts in PeopleSoft Payables. You
can also initiate the Claim Reconciliation process using the Payment Reconcile page.
PeopleSoft Receivables Claim Processing Flow for Vendor Rebates
In PeopleSoft Receivables, two different processes can occur when you are integrating with PeopleSoft
Purchasing for Vendor rebate agreements. One process is for PeopleSoft Receivables to process a vendor
rebate claim with a settlement method of credit memo. The other process is to process a vendor rebate
claim with a settlement method of cash (check, direct debit, draft, or EFT).
Before you can process claims in PeopleSoft Receivables, you must have first run the Claim Settlement
Process for AR using the Claims Management Workbench - Rebate Claims page. Select a process action
of Claim Settlement.
To process a pending item (expected payment) in PeopleSoft Receivables (cash settlement method):
1. Post the pending items that came from the vendor rebate claim processing in PeopleSoft Purchasing
to PeopleSoft Receivables by initiating the Receivables Update multiprocess job (ARUPDATE) using
the Receivable Update Request page.
See "PeopleSoft Purchasing and PeopleSoft Order Management Interface (PeopleSoft FSCM 9.2:
Receivables)".
See "Understanding the Receivables Update Application Engine Process (PeopleSoft FSCM 9.2:
Receivables)".
2. If the rebate claim is reversed, use the maintenance worksheet to offset the original claim item (this
process is the same as offsetting any other item).
See "Maintaining Customer Accounts Using Worksheets (PeopleSoft FSCM 9.2: Receivables)".
3. Enter the cash settlement payment as a deposit in PeopleSoft Receivables to record the payment.
See ."Understanding Payments and Deposits (PeopleSoft FSCM 9.2: Receivables)"
4. Apply payments that are received for vendor rebate claims using the payment worksheet.
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Managing Vendor Rebate Claims
Chapter 17
You must manually apply the payments on the payment worksheet to indicate the base and VAT
amounts if any for each item.
See "Applying Payments Using Payment Worksheets (PeopleSoft FSCM 9.2: Receivables)".
5. Initiate the Receivables Update process (ARUPDATE) using the Receivables Update Request page to
post the payments for a vendor rebate claim.
See ."Understanding the Receivables Update Application Engine Process (PeopleSoft FSCM 9.2:
Receivables)"
6. Initiate the AR Rebate Notification Application Engine process (AR_REBATE) using the Receivables
Rebate Notification page to attach the payment information or any other change to the balance of a
claim item to the Claims Incoming Payment staging table (VRBT_CLAIM_PMTI). This enables users
to reconcile the payments with the original claims using the claims management workbench. This
process also updates the claim balances in the claims management workbench based on payment and
maintenance activity in PeopleSoft Receivables.
See "Running the AR Rebate Notification Process (PeopleSoft FSCM 9.2: Receivables)".
7. Initiate the Claim Reconciliation process using the Claims Management Workbench - Rebate Claims
page.
Select a process action of Payment Reconciliation.
This process looks at the Incoming Payment tables and reconciles the expected amount on a claim
with how much was received for the claim.
It also creates a Claim Voucher with the collected amounts (VAT, claim amount, and so on).
Note: The claim voucher that is created here will not be processed by the PeopleSoft Payables pay
cycle. You can also initiate the Claim Reconciliation process using the Payment Reconcile page.
8. Process the claim voucher through PeopleSoft Payables using the Voucher Build process.
To process a pending item (expected payment) in PeopleSoft Receivables (credit memo settlement
method):
1. Post the pending items that came from the vendor rebate claim processing in PeopleSoft Purchasing
to PeopleSoft Receivables by initiating the Receivables Update Multiprocess job (ARUPDATE) using
the Receivable Update Request page.
See "PeopleSoft Purchasing and PeopleSoft Order Management Interface (PeopleSoft FSCM 9.2:
Receivables)".
See ."Understanding the Receivables Update Application Engine Process (PeopleSoft FSCM 9.2:
Receivables)"
2. Initiate the Receivables Update process (ARUPDATE) using the Receivables Update Request page to
post the payments for a vendor rebate claim.
This process posts the credit memo information for the claim to the Incoming Payment tables for
Claims Management in PeopleSoft Purchasing.
3. Enter the credit memo in PeopleSoft Receivables as an AR item.
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Managing Vendor Rebate Claims
See ."Understanding Payments and Deposits (PeopleSoft FSCM 9.2: Receivables)"
4. Apply credit memo received for vendor rebate claims using the maintenance worksheet.
You must manually apply the credit memo payments on the maintenance worksheet to indicate the
base and VAT amounts if any for each item.
See "Maintaining Customer Accounts Using Worksheets (PeopleSoft FSCM 9.2: Receivables)".
5. Initiate the Receivables Update process (ARUPDATE) using the Receivables Update Request page to
post the payments for a vendor rebate claim.
6. Initiate the AR Rebate Notification Application Engine process (AR_REBATE) using the Receivables
Rebate Notification page to attach the payment information or any other change to the balance of a
claim item to the Claims Incoming Payment staging table (VRBT_CLAIM_PMTI).
This enables users to reconcile the payments with the original claims using the claims management
workbench. This process also updates the claim balances in the claims management workbench based
on payment and maintenance activity in PeopleSoft Receivables.
See "Running the AR Rebate Notification Process (PeopleSoft FSCM 9.2: Receivables)".
7. Initiate the Claim Reconciliation process using the Claims Management Workbench - Rebate Claims
page.
Select a process action of Payment Reconciliation.
This process looks at the Incoming Payment tables and reconciles the expected amount on a claim
with how much was received for the claim.
It also creates a claim voucher with the collected amounts.
Note: The claim voucher that is created here is just a regular adjustment voucher. You can also initiate
the Claim Reconciliation process using the Payment Reconcile page.
8. Process the claim voucher through PeopleSoft Payables using the Voucher Build process.
Prerequisites
Before you begin working with vendor rebate claims, you should:
•
Set up entry types and reasons if you are integrating with PeopleSoft Receivables.
See "Setting Up Entry Types and Reasons (PeopleSoft FSCM 9.2: Receivables)".
•
Set up group types and group origins if you are integrating with PeopleSoft Receivables.
You must define a group type of R for vendor rebates.
See "Setting Up Group Types and Group Origins (PeopleSoft FSCM 9.2: Receivables)".
•
Define vendor rebate PeopleSoft Receivables options for each accounts receivable business unit and
claim type using the AR BU Options page.
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See "Defining Account Receivables Integration Options for Supplier Rebates (PeopleSoft 9.2: Source
to Settle Common Information)".
Generating Vendor Rebate Claims
This section discusses how to generate vendor rebate claims.
Page Used to Generate Vendor Rebate Claims
Page Name
Definition Name
Navigation
Usage
Generate Claims
VRBT_GEN_CLM_RC
Purchasing, Vendor Rebates,
Vendor Rebate Claims,
Generate Claims
Generate vendor rebate
claims.
Generate Claims Page
Use the Generate Claims page (VRBT_GEN_CLM_RC) to generate Vendor rebate claims.
Navigation
Purchasing, Vendor Rebates, Vendor Rebate Claims, Generate Claims
Through Date
Select the date through which you want to generate claims.
Claim Run Options
Select the run option. Values are:
•
Specific Rebate Agreements: Select this option to generate
claims for a specific rebate agreement. After you select
this option, select the specific SetID and rebate ID that you
want to process using the SetID and Rebate ID fields in the
Rebate Agreements group box.
•
All Rebate Agreements: Select this option to generate claims
for all rebate agreements. After you select this option, the
Rebate Agreements group box is not available.
Printing a Vendor Rebate Claim
This section lists the page that is used to print a vendor rebate claim.
Note: The Vendor Rebate Claims Print page is used to initiate the Vendor Rebate Claims Print process
outside of the claims management workbench. You can also initiate the Vendor Rebate Claims Print
process directly from the Claims Management Workbench - Claim Details page.
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Managing Vendor Rebate Claims
Page Used to Print a Vendor Rebate Claim
Page Name
Definition Name
Navigation
Usage
Vendor Rebate Claims Print
VRBT_CLAIMS_PRT_RC
Purchasing, Vendor Rebates,
Vendor Rebate Claims,
Vendor Rebate Claims Print
Initiate the Vendor Rebate
Claims Print process.
Notifying Rebate Managers of Claims
This section discusses how to notify rebate managers of claims.
Page Used to Notify Rebate Managers of Claims
Page Name
Definition Name
Navigation
Usage
Notify Rebate Manager
VRBT_NTFY_RM_RC
Purchasing, Vendor Rebates,
Vendor Rebate Claims,
Notify Rebate Manager
Initiate the Notify Rebate
Manager process.
Notify Rebate Manager Page
Use the Notify Rebate Manager page (VRBT_NTFY_RM_RC) to initiate the Notify Rebate Manager
process.
Navigation
Purchasing, Vendor Rebates, Vendor Rebate Claims, Notify Rebate Manager
Notification Option
Select the notification option. Values are:
•
All Rebate IDs: Select this option to notify rebate managers
of vendor rebate claims that are generated for all vendor
rebate agreements.
After you select this option, select the specific SetID that
you want to process using the SetID field.
•
Specific Claim ID: Select this option to notify rebate
managers of a specific vendor rebate claim that was
generated.
After you select this option, select the specific claim ID that
you want to process using the SetID, Rebate ID, and Claim
ID fields.
•
Specific Rebate Agreement: Select this option to notify
rebate managers of vendor rebate claims that are generated
for a specific vendor rebate agreement.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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After you select this option, select the specific SetID and
rebate ID that you want to process using the SetID and
Rebate ID fields.
Using the Claims Management Workbench
This section provides an overview of the Claims Management Workbench and discusses how to use the
claims management workbench.
Pages Used to Use the Claims Management Workbench
418
Page Name
Definition Name
Navigation
Usage
Claims Management
Workbench - Rebate Claims
VRBT_CLAIM_WB
Purchasing, Vendor Rebates,
Vendor Rebate Claims,
Claims Management
Workbench
Maintain Vendor rebate
claims.
Claim - Details
VRBT_CLAIM_DETAIL
Click the Claim ID link in
the Claims group box on
the Claims Management
Workbench - Rebate Claims
page.
View all the detail information
for a claim.
Claim Settlement
VRBT_CLAIM_SETTLE
Click the Claim Settlement
link in the Claims group box
on the Claims Management
Workbench - Rebate Claims
page.
View claim settlement
information.
Claim Reconciliation - Claim
Details
VRBT_CLAIM_RECON
Click the Reconciliation
Status link in the Claims
group box on the Claims
Management Workbench Rebate Claims page.
View claim reconciliation
details.
Claims Management
Workbench - Process Request
Options
VRBT_CLAIM_WB_PRCS
Click the Submit for
Processing button on
the Claims Management
Workbench - Rebate Claims
page.
Initiates the Process Supplier
Claims process or the Vendor
Rebate Claim Print process.
This Process Supplier Claims
process will perform the
action that was requested in
the Apply Processing Action
or the Claim Processing
Action fields on the Claims
Management Workbench Rebate Claims page.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 17
Managing Vendor Rebate Claims
Understanding the Claims Management Workbench
The rebate manager can use the Claims Management Workbench after a rebate claim has been generated
by the Generate Vendor Rebate Claims process. The rebate manager can use the Claims Management
Workbench to:
•
Review, approve, and generate a formal rebate claim to send to the supplier.
•
Settle claims by sending the expected rebate claim payment to PeopleSoft Payables or to PeopleSoft
Receivables.
•
Reconcile incoming payments and reconcile payments with a claim ID.
In addition to the rebate claim life cycle, the claims management workbench enables the rebate manager
to handle outstanding situations such as deferring a claim to the next payment cycle, or creating a
deduction or reversing a deduction that is created in the next period to address overdue payments from the
supplier.
Claims Management Workbench - Rebate Claims Page
Use the Claims Management Workbench - Rebate Claims page (VRBT_CLAIM_WB) to maintain vendor
rebate claims.
Navigation
Purchasing, Vendor Rebates, Vendor Rebate Claims, Claims Management Workbench
Image: Claims Management Workbench - Rebate Claims page
This example illustrates the fields and controls on the Claims Management Workbench - Rebate Claims
page. You can find definitions for the fields and controls later on this page.
Before you access this page, enter the workbench ID in the Claims Management Workbench dialog box.
Description
Enter a description for the claims management workbench.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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Managing Vendor Rebate Claims
Chapter 17
Claims Search Criteria
Overdue Status
Select this check box if you want to work with claims that are
overdue. The Overdue Status check box is selected on the claim.
Claim Due Date
Select a claim due date. The system displays all claims for
which the claim due date is prior to or equal to the date that is
specified.
Claims Past Due
Select this check box if you want to work with claims that are
past due. The system looks at the claim due date that is entered
to determine what is past due.
Get Claims
After you select the claim search criteria, click this button to
have the system display in the Claims group box all of the
claims that match the search criteria that is selected.
Applies to Selected Rows
Apply Claim Action
Select the claim action that you want to apply to all the claim
rows that you select in the Claims group box. Claim actions are:
•
Approve: Enables the rebate manager to change the claim ID
from an Open claim status to an Approved claim status.
•
Cancel: Enables the rebate manager to change the claim
ID from an Open, Approved, or Deferred claim status to a
Cancel claim status only if the claim is not included in a
new claim ID (the Defer Claim field is clear).
•
Defer: Enables the rebate manager to change the claim ID
from an Open or Approved claim status to a Deferred claim
status.
•
Unapprove: Enables the rebate manager to change the claim
ID from an Approved claim status to an Open claim status.
Using this field, you can apply the claim action that you select
to multiple claims. To apply a claim action to an individual
claim row, select the claim action using the Claim Status Action
field in the Claims group box.
Apply Process Action
Select the process action that you want to apply to all the claim
rows that you select in the Claims group box. Process actions
are:
•
420
Cancel Deduction: The system initiates the Process
Supplier Claims process that then initiates the Claim Cancel
Deduction process. This process reverses the adjustment
vouchers that were previously sent to PeopleSoft Payables
for overdue, and then it regenerates the pending items to
send back to PeopleSoft Receivables.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 17
Managing Vendor Rebate Claims
•
Claim Settlement: The system initiates the Process Supplier
Claims process that then initiates the Claim Settlement
for AP process and the Claim Settlement for AR process.
These processes send expected payment from the supplier
to PeopleSoft Payables in the form of an adjustment voucher
if the settlement method on the vendor rebate agreement
is Adjustment Voucher or to PeopleSoft Receivables as a
pending item if the settlement method on the vendor rebate
agreement is Check, Credit Memo, Direct Debit, Draft, or
Electronic Funds Transfer (EFT).
•
Overdue: The system initiates the Process Supplier Claims
process that then initiates the Claim Overdue Deduction
process. This process reverses the pending items that
were previously sent to PeopleSoft Receivables, and then
it generates adjustment vouchers to send to PeopleSoft
Payables.
•
Payment Reconciliation: The system initiates the Process
Supplier Claims process that then initiates the Claim
Reconciliation process. This process reconciles the claim
with incoming payments from PeopleSoft Payables or
PeopleSoft Receivables.
•
Print for Dispatch: The system initiates the Rebate Claim
Print process. This process generates a hard copy of the
vendor rebate claim that you can send to the supplier as a
formal contract of the vendor rebate agreement.
Using this field, you can apply the claim action that you select
to multiple claims. To apply a claim action to an individual
claim row, select the claim action using the Claim Processing
Action field in the Claims group box.
Rebate Claims
Select
This check box next to each claim row is used in conjunction
with the Apply Claim Action, Claim Status Action, Apply
Process Action, and Claim Processing Action fields. Select the
claims that you want to apply the claim action or to process
action.
Claim Status Action
Select a status action for an individual claim. Claim status action
values are the same as those for the Apply Claim Action field.
Claim status actions are:
•
Approve
•
Cancel
•
Defer
•
Unapprove
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Managing Vendor Rebate Claims
Claim Processing Action
Chapter 17
Select a claim processing action for an individual claim. Claim
processing action values are the same as those for the Apply
Process Action field. Claim processing actions are:
•
Cancel Deduction
•
Claim Settlement
•
Overdue
•
Payment Reconciliation
•
Print for Dispatch
Claim ID
Displays the claim ID. Click the claim ID link to access the
Claim - Details page. Using this page, you can view all the
detail information that is associated with the claim.
Claim Status
Displays the header status for the claim.
Claim Date
Displays the claim date from the claim header.
Click the Claim Processing Error button to view the error
message that is associated with the last claim processing action
performed on the claim. This button appears only if an error has
occurred.
The In Process button appears on the page when a process that
you submitted is being run by the system. This button appears
only if a process is currently running.
Also, the Claim Status Action and Claim Processing Action
fields are not available for entry until the requested processing
action has finished and this button no longer appears.
Settlement
Select the Settlement tab.
422
Total Claim Amount
Displays the total claim amount in the currency of the vendor
rebate agreement from the claim header.
Total Claim Collected
Displays the total claim amount that was collected in the
currency of the vendor rebate agreement from the claim header.
Claim Amount Not Collected
Displays the claim amount that is available for collection in the
currency of he vendor rebate agreement from the claim header.
Settlement Method
Displays the settlement method for the claim.
Claim Settlement
Click this link to access the Claim Settlement inquiry page.
Using this page, you can view the details of the settlement.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 17
Managing Vendor Rebate Claims
Reconcile
Select the Reconcile tab.
Recon Status (reconciliation status)
Click this link to access the Claim Reconciliation - Claim
Details page. Using this page, you can view all the claim
reconciliation details.
Defer Claim
Displays the deferred claim ID. If the claim ID has been
deferred and already included in a new and subsequent claim
ID, the new claim ID is displayed here for reference. Click this
link to access the Claim - Details page. Using this page, you can
view the claim details for the deferred claim.
VAT Details (value added tax details)
Select the VAT Details tab.
Total Claim VAT
Displays the total claim VAT amount in the currency of the
vendor rebate agreement for the claim header.
VAT Collected
Displays the total claim VAT amount that was collected in the
currency of the vendor rebate agreement for the claim header.
VAT Amount Not Collected
Displays the total claim VAT amount that is available for
collection in the currency of the vendor rebate agreement for the
claim header.
Miscellaneous Information
Save For Later
Click this button to save this claims management workbench
and its associated information. At a later date, you can retrieve
the workbench and continue maintaining the claim information.
Refresh
Click this button to have the system refresh the information that
appears on this page.
Override Accounting Date
(Optional) Select an override accounting date to be used by
the claim processing action. This date will override the claims
accounting date that appears in the claim header.
Submit For Processing
Click this button to initiate the process that is selected in either
the Apply Process Action field or the Claim Processing Action
field for one or more vendor rebate claims. When you click this
button, the Claims Management Workbench - Process Request
Options page appears. Use this page to specify request options
and then initiate the selected process.
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Managing Vendor Rebate Claims
Chapter 17
Reconciling Payments for Vendor Rebates
This section discusses how to reconcile payments for vendor rebates.
Note: The Payment Reconcile page is used to initiate the payment reconciliation process outside of the
claims management workbench. You can also initiate the payment reconciliation process directly from the
Claims Management Workbench - Claim Details page.
Page Used to Reconcile Payments for Vendor Rebates
Page Name
Definition Name
Navigation
Usage
Incoming Payment Reconcile
VRBT_PYMT_RECON_RC
Purchasing, Vendor Rebates,
Vendor Rebate Claims,
Incoming Payment Reconcile
Initiate the Payment
Reconcile Application Engine
process (PO_CLMRECON).
Incoming Payment Reconcile Page
Use the Incoming Payment Reconcile page (VRBT_PYMT_RECON_RC) to initiate the Payment
Reconcile Application Engine process (PO_CLMRECON).
Navigation
Purchasing, Vendor Rebates, Vendor Rebate Claims, Incoming Payment Reconcile
Incoming Payment Recon Option
(incoming payment reconciliation
option)
Select the reconciliation option. Values are:
•
All Rebate IDs: Select to reconcile incoming payments for
all vendor rebate agreements. After you select this option,
select the specific SetID that you want to process using the
SetID field.
•
Specific Claim ID: Select to reconcile incoming payments
for a specific claim ID. After you select this option, select
the specific SetID, rebate ID, and claim ID that you want to
process using the SetID, Rebate ID, and Claim ID fields.
•
Specific Rebate Agreement: Select to reconcile incoming
payment for a specific rebate agreement. After you select
this option, select the specific SetID and rebate ID that you
want to process using the SetID and Rebate ID fields.
Note: If you do not have unrestricted access, then you can select
only the claim IDs and rebate IDs that apply to your user ID.
If you have unrestricted access, you can select any claim ID or
rebate ID regardless of user ID.
Accounting Date
424
(Optional) Select an accounting date that you want to apply
for this incoming payment reconciliation process. This date
overrides the accounting date for the vendor rebate agreement.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 17
Managing Vendor Rebate Claims
Maintaining Claims
This section provides an overview of change processing for claim amounts and discusses how to:
•
Maintain claims.
•
Maintain claim distributions.
Pages Used to Maintain Claims
Page Name
Definition Name
Navigation
Usage
Claim - Details
VRBT_CLAIM_DETAIL
Purchasing, Vendor Rebates, Maintain claims for vendor
Vendor Rebate Claims, Claim rebate agreements.
Details
Claim - Activities
VRBT_CLAIM_ACT_SEC
Click the Activities link on
the Claim - Details page.
Maintain claim activities.
Claim - Distributions
VRBT_CLAIM_DIST
Click the Distribution button
next to a claim line in the
Lines group box on the Claim
- Details page.
View distribution information
for claim details and update
claim distribution ChartFields.
Understanding Change Processing for Claim Amounts
Using the Claim - Details page, you can modify, that is, increase or decrease, the claim amount on a
vendor rebate claim. For you to change the claim amount, the claim status must be Open, Approved,
Deferred, Pending Payment, Partially Paid (if the related active claim settlement is on hold), or Paid.
This table describes the processing that occurs when a claim amount is changed:
Claim Status
Action
System Processing That Occurs
Open, Approved, or Deferred
Change the claim amount.
•
Validate accounting date.
•
Recalculate total claim amount.
•
Recalculate VAT amounts at the
header, line, and distribution levels.
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Managing Vendor Rebate Claims
Chapter 17
Claim Status
Action
System Processing That Occurs
Pending Payment
Change the claim amount.
•
Validate accounting date.
•
Recalculate total claim amount.
•
Reverse pending claim settlement.
•
Recreate a new claim settlement
with the new claim amount.
•
Recalculate VAT amounts at the
header, line, and distribution levels.
•
Set claim header status to Paid and
reconciliation status to Reconciled
if new claim header total claim
amount – total claim collected
amount = 0.
•
Validate accounting date.
•
Recalculate total claim amount.
•
Inactivate pending claim settlement.
•
Recreate a new claim settlement
with the new claim amount for the
adjustment.
•
Recalculate VAT amounts at the
header, line, and distribution levels.
(Claim settlement already sent to
PeopleSoft Payables or PeopleSoft
Receivables)
Partially Paid and active claim
settlement on hold.
(Claim settlement has not been sent
to PeopleSoft Payables or PeopleSoft
Receivables)
Change the claim amount.
Note: The new total claim amount
cannot be less than the total claim
collected amount.
For example, suppose that the total
claim amount is 100 USD and the total
claim collected amount is 40 USD. Then
you cannot adjust the claim amount by
decreasing for more than 60 USD.
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Chapter 17
Managing Vendor Rebate Claims
Claim Status
Action
System Processing That Occurs
Paid
Change the claim amount.
•
Validate accounting date.
•
Recalculate total claim amount.
•
Create a new adjustment claim
settlement with the new claim
amount for the adjustment.
•
Recalculate VAT amounts at the
header, line, and distribution levels.
•
Set claim header status to Partially
Paid and reconciliation status to To
Be Reconciled.
(Claim settlement is complete)
Note: The new total claim amount
cannot be less than the total claim
collected amount.
For example, suppose that the total
claim amount is 100 USD and the total
claim collected amount is 90 USD. Then
you cannot adjust the claim amount by
decreasing for more than 10 USD.
Claim - Details Page
Use the Claim - Details page (VRBT_CLAIM_DETAIL) to maintain claims for vendor rebate
agreements.
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Managing Vendor Rebate Claims
Chapter 17
Navigation
Purchasing, Vendor Rebates, Vendor Rebate Claims, Claim Details
Image: Claim - Details page (1 of 2)
This example illustrates the fields and controls on the Claim - Details page (1 of 2). You can find
definitions for the fields and controls later on this page.
Image: Claim - Details page (2 of 2)
This example illustrates the fields and controls on the Claim - Details page (2 of 2). You can find
definitions for the fields and controls later on this page.
Header
Claim Date
Displays the claim date. You can modify this claim date if the
claim status is Open or Approved.
If you change the claim date, the system will recalculate the
claim due date and will display a message asking whether you
want to accept the new claim due date.
428
Claim Due Date
Displays the claim due date. You can modify this claim due date
if the claim status is Open or Approved.
Accounting Date
Displays the accounting date that is used for this claim. You can
modify this accounting date for a claim in any status.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 17
Managing Vendor Rebate Claims
If you modify the accounting date, the system validates that the
accounting date is defined in an open period for the claim.
Settlement Method
Displays the settlement method for the claim. You can modify
this settlement method if the claim status is Open or Approved.
If you modify the settlement method, you must enter the
accounts-receivable payment terms, the accounts-payable
payment terms, or both depending on the settlement method.
Enter the payments terms using the AR Payment Terms (
accounts receivable payment terms) or AP Payment Terms (
accounts payable payment terms) fields.
Remit From Customer
Displays the remit from customer that is associated with the
customer and supplier on the claim. This is the customer that
will send the payment for the claim.
Settlement Tolerances
The settlement tolerance fields appear by default from the vendor rebate agreement. You can override the
tolerance settings.
Amount Summary
Total Claim Amount and Currency
Displays the total claim amount in the currency for the vendor
rebate agreement. Also, the vendor rebate currency.
Total Claim Collected
Displays the total collected amount for the claim in the currency
for the vendor rebate agreement.
Total Claim VAT Amount (total claim Displays the total claim VAT amount in the currency of the
value added tax amount)
vendor rebate agreement. This field appears if you are using
VAT functionality.
VAT Collected (value added tax
collected)
Displays the VAT collected amount in the currency for the
vendor rebate agreement. This field appears if you are using
VAT functionality.
Comments and Messages
Comments
Enter claim comments. These comments appear on the Vendor
Rebate Claims Print report.
Message
Displays the error message that is received from any of the
batch processes that are run against the claim. This field does
not appear if no messages are displayed.
Activities
Activities
Click this link to access the Claim - Activities page. Use the
page to manage the claim activities.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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Managing Vendor Rebate Claims
Chapter 17
Lines
Line
Displays the claim line.
Defer Claim
Displays the deferred from claim.
Rebate Type
Displays the rebate rule type.
Claim Amount and Currency
Displays the claim amount in the currency for the vendor rebate
agreement. Also the currency of the vendor rebate agreement.
You can modify the claim amount if the claim status is: Open,
Approved, Deferred, Pending Payment, Partially Paid (if the
related active claim settlement is on hold), or Paid.
VAT Amount (value added tax
amount)
Displays the VAT amount in the vendor rebate agreement
currency.
Reason Code
Enter a reason code if you modify the claim amount.
Click the Distribution button to access the Claim - Distributions
page. Use this page to view distribution information for claim
details and to update claim distribution ChartFields.
Claim - Distributions Page
Use the Claim - Distributions page (VRBT_CLAIM_DIST) to view distribution information for claim
details and update claim distribution ChartFields.
Navigation
Click the Distribution button next to a claim line in the Lines group box on the Claim - Details page.
Image: Claim - Distributions page
This example illustrates the fields and controls on the Claim - Distributions page. You can find definitions
for the fields and controls later on this page.
Line
Displays the distribution line number.
Percent
Displays the distribution percent of the line amount.
ChartFields
Select the ChartFields tab.
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Chapter 17
Managing Vendor Rebate Claims
Type
Displays the distribution type. VR Agrmnt (vendor rebate
agreement) appears for vendor rebate agreement claims.
ChartFields
Displays the ChartFields that are associated with the claim
distribution. You can modify the ChartFields if the claim status
is Open or Approved.
Reconciling Claims
This section provides an overview of exception processing and discusses how to:
•
Reconcile claim details.
•
View incoming payments.
Pages Used to Reconcile Claims
Page Name
Definition Name
Navigation
Usage
Claim Reconciliation - Claim
Details
VRBT_CLAIM_RECON
Purchasing, Vendor Rebates, View claim reconciliation
Vendor Rebate Claims, Claim details and maintain claim
Reconciliation
payment exceptions.
Claim Reconciliation Incoming Payments
VRBT_RECON_INPAY
Click the Incoming
View incoming payments
Payments link on the Claim
details that are associated with
Reconciliation - Claim Details a vendor rebate claim.
page.
Voucher Payment Inquiry
VCHR_INQ_PYMNT
Click the AP Payment
Reference (accounts payable
payment reference) link next
to a payment on the Claim
Reconciliation - Incoming
Payments page.
Customer Item Inquiry
ITEM_LIST
Click the AR Payment
View customer item payment
Reference (accounts
details.
receivable payment reference)
link next to a payment on
the Claim Reconciliation Incoming Payments page.
View voucher payment
details.
Understanding Exception Processing
Using the Claim Reconciliation - Claim Details page, you can handle exceptions that occur against claim
reconciliation. You can change the reconciliation status on this page and the system performs additional
processing depending on what you change the status to. This table illustrates the exception processing that
can occur when you change the reconciliation status:
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Managing Vendor Rebate Claims
Exception Process to
Correct
Chapter 17
Current Reconciliation
Status
Total claim collected amount Exception
against an adjustment voucher
or against a pending item
that was sent to PeopleSoft
Receivables is less than the
under tolerance amount,
or the total claim collected
amount is greater than the
over tolerance amount and
the claims manager wants to
stop further reconciliation
processing.
Changed to
Reconciliation Status
Additional System
Processing
Reconciled
When this status is changed,
the system creates an
adjustment claim settlement
entry to clear the residual
amount and then, depending
on the settlement method,
generates an adjustment
voucher in PeopleSoft
Payables or a pending item in
PeopleSoft Receivables.
Also, the claim status is
changed from Partially Paid
to Paid.
Claim Reconciliation - Claim Details Page
Use the Claim Reconciliation - Claim Details page (VRBT_CLAIM_RECON) to view claim
reconciliation details and maintain claim payment exceptions.
432
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Chapter 17
Managing Vendor Rebate Claims
Navigation
Purchasing, Vendor Rebates, Vendor Rebate Claims, Claim Reconciliation
Image: Claim Reconciliation - Claim Details page (1 of 2)
This example illustrates the fields and controls on the Claim Reconciliation - Claim Details page (1 of 2).
You can find definitions for the fields and controls later on this page.
Image: Claim Reconciliation - Claim Details page (2 of 2)
This example illustrates the fields and controls on the Claim Reconciliation - Claim Details page (2 of 2).
You can find definitions for the fields and controls later on this page.
Header and Settlement Tolerances
Most of the fields that appear in these sections on this page are the same as those that appear on the Claim
- Details page.
See Claim - Details Page.
Accounting Date
The accounting date appears by default as the claim date. You
can override it. Select another accounting date if you want to
record all the subsequent transactions that are sent to PeopleSoft
Payables or PeopleSoft Receivables with this accounting date.
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Managing Vendor Rebate Claims
Chapter 17
Overriding the accounting date is useful in cases in which the
claim life cycle is long and spans multiple accounting periods.
For example, assume that you generate a claim in a particular
accounting period, but due to some disputes with the supplier,
you can make the decision to close outstanding remaining
claim amounts only in subsequent accounting periods (previous
accounting period might already be closed). Overriding the
accounting date enables you to record the adjustment in the
current accounting period.
Claim Status
Displays the current claim status. Statuses are Open, Approved,
Deferred, Pending Payment, Partially Paid, and Paid.
Reconciliation Status
The current reconciliation status appears. Statuses are
Exception, Pending, Reconciled, and To Be Reconciled.
Change this status to handle claim payment exceptions. You can
change the status from Exception to either Reconciled or To Be
Reconciled.
Amount Summary
Total Claim Amount
Displays the total claim amount in the vendor rebate agreement
currency.
Total Claim Adjustment
Displays the total claim adjustment amount in the currency for
the vendor rebate agreement.
Total Claim Adjustment = (Total Claim Amount – Original
Claim Amount)
Total Claim Collected
Displays the total claim amount collected in the currency for the
vendor rebate agreement.
Total Claim VAT Amount (total claim Displays the total claim VAT amount in the vendor rebate
value added tax amount)
agreement currency. This field appears only if you are using
VAT.
VAT Collected (value added tax
collected)
Displays the VAT amount that is collected in the vendor rebate
agreement currency. This field appears only if you are using
VAT.
Settlement
DateTime
Displays the date and time when the settlement was created.
Claim Lines
Claim Adjust
Displays the claim adjustment amount for this claim and line in
the vendor rebate agreement currency.
Claim Adjust = (Claim Amount – Original Claim Amount)
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Chapter 17
Managing Vendor Rebate Claims
Additional Links
Incoming Payments
Click this link to access the Claim Reconciliation - Incoming
Payments page. Use this page to view the claim payment
details that came from PeopleSoft Payables and PeopleSoft
Receivables.
Claim Reconciliation - Incoming Payments Page
Use the Claim Reconciliation - Incoming Payments page (VRBT_RECON_INPAY) to view incoming
payments details that are associated with a vendor rebate claim.
Navigation
Click the Incoming Payments link on the Claim Reconciliation - Claim Details page.
Image: Claim Reconciliation - Incoming Payments page
This example illustrates the fields and controls on the Claim Reconciliation - Incoming Payments page.
You can find definitions for the fields and controls later on this page.
AP Payment Reference (account
payables payment reference)
Click this link to access the Voucher Inquiry page. Use this page
to view all the details that are associated with this voucher.
AR Payment Reference (account
receivables payment reference)
Click this link to access the Customer Item Inquiry page. Use
this page to view all the details that are associated with this
pending item payment.
Notifying Settlement Managers
This section discusses how to notify settlement managers.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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Managing Vendor Rebate Claims
Chapter 17
Page Used to Notify Settlement Managers
Page Name
Definition Name
Navigation
Usage
Notify Settle Mgr (Notify
Settlement Manager)
VRBT_NTFY_SM_RC
Purchasing, Vendor Rebates,
Vendor Rebate Claims,
Notify Settlement Manager,
Notify Settle Mgr
Notify settlement managers
by initiating the Notify
Settlement Manager process.
Notify Settle Mgr (Notify Settlement Manager) Page
Use the Notify Settle Mgr (Notify Settlement Manager) page (VRBT_NTFY_SM_RC) to notify
settlement managers by initiating the Notify Settlement Manager process.
Navigation
Purchasing, Vendor Rebates, Vendor Rebate Claims, Notify Settlement Manager, Notify Settle Mgr
Notification Option
Select the notification option. Values are:
•
All Rebate IDs: Select to notify settlement managers of
claim settlement activity for all vendor rebate agreements.
After you select this option, select the specific SetID that
you want to process using the SetID field.
•
Specific Claim ID: Select to notify settlement managers
of claim settlement activity for a specific claim. After you
select this option, select the specific claim ID that you want
to process using the SetID, Rebate ID, and Claim ID fields.
•
Specific Rebate Agreement: Select to notify settlement
managers of claim settlement activity for a specific vendor
rebate agreement. After you select this option, select the
specific SetID and rebate ID that you want to process using
the SetID and Rebate ID fields.
Viewing Claim Settlement Information
This section discusses how to view claim settlement information.
Page Used to View Claim Settlement Information
436
Page Name
Definition Name
Navigation
Usage
Claim Settlement
VRBT_CLAIM_SETTLE
Purchasing, Vendor Rebates, View information that is
Vendor Rebate Claims, Claim associated with a vendor
Settlement Inquiry
rebate claim settlement.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 17
Managing Vendor Rebate Claims
Claim Settlement Page
Use the Claim Settlement page (VRBT_CLAIM_SETTLE) to view information that is associated with a
vendor rebate claim settlement.
Navigation
Purchasing, Vendor Rebates, Vendor Rebate Claims, Claim Settlement Inquiry
Image: Claim Settlement page
This example illustrates the fields and controls on the Claim Settlement page. You can find definitions for
the fields and controls later on this page.
Note: You can view the same information that appears on this page using the claims management
workbench. This page is useful for those individuals who only need to inquire on the information that is
associated with a claim and do not require update capability.
Details
From AR Payment (from accounts
receivable payment)
Indicates that the voucher has been created to account for the
payment that is recorded in PeopleSoft Receivables.
Entering Claim Payments Manually
This section provides an overview of the manual entry of claim payments and discusses how to enter
claim payments manually.
Page Used to Enter Claim Payments Manually
Page Name
Definition Name
Navigation
Claim Incoming Payment
VRBT_CLAIM_INPAY
Purchasing, Vendor Rebates, Enter claim payments
Vendor Rebate Claims, Claim manually.
Incoming Payment
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Usage
437
Managing Vendor Rebate Claims
Chapter 17
Understanding the Manual Entry of Claim Payments
The Claim Incoming Payment component enables you to manually record incoming claim payments from
external systems. If you are not using PeopleSoft Payables or PeopleSoft Receivables to collect vendors'
rebate claim payments, then you would use this component to enter claim payments.
Note: This Claim Incoming Payment component should not be used if you are using PeopleSoft
Receivables to collect suppliers' rebate claim payments. In this case, you should remove user access to
this component.
Claim Incoming Payment Page
Use the Claim Incoming Payment page (VRBT_CLAIM_INPAY) to enter claim payments manually.
Navigation
Purchasing, Vendor Rebates, Vendor Rebate Claims, Claim Incoming Payment
Image: Claim Incoming Pay page
This example illustrates the fields and controls on the Claim Incoming Pay page. You can find definitions
for the fields and controls later on this page.
Header and Amount Summary
The fields in this section of the page are the same as those discussed on the Claim - Details page.
See Claim - Details Page.
Incoming Payments
Amount Collected
438
The amount collected in the rebate agreement currency appears
by default from the claim settlement. You can override the
amount collected.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 17
Managing Vendor Rebate Claims
VAT Collected (value added tax
collected)
The VAT amount collected in the rebate agreement currency
appears by default from the claim settlement. You can override
the VAT amount collected.
Processing Flag
Indicates whether the incoming transaction has been processed
by the reconciliation process. When you manually enter a new
claim payment, this check box is cleared.
AP Payment Reference (accounts
payable payment reference)
Enter the reference of the payables payment transaction from the
payables legacy system.
AR Payment Reference (accounts
receivable payment reference)
Enter the reference of the receivables payment transaction from
the receivables legacy system.
Save Payment
Click this button to save the incoming claim payment.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
439
Chapter 18
Analyzing Vendor Rebates
Understanding the Vendor Rebate Analysis Workbench
The vendor rebate analysis workbench is a tool that is used to assist rebate managers with vendor rebate
analysis. Using the vendor rebate analysis workbench, a rebate manager can:
•
Manage earned rebates by keeping track of rebate allocations among sales organizations.
•
Analyze accumulative purchases and earned rebates for each vendor rebate agreement, which includes
details of open purchase orders, receipts, and vouchers that have been associated with the vendor
rebate agreement.
•
View the next rebate level approaching a threshold.
•
View transactional information from accrued rebate details.
•
Generate reports of threshold analysis and open purchase order information.
•
Extract accrued rebate transaction data to a flat file.
Note: The accuracy of the rebate information that is available for vendor rebate analysis depends on
the Rebate Accrual process and how often you perform that process. The volume of information to be
processed by the Rebate Accrual process can be very large and the processing time could take awhile.
You should determine an appropriate frequency for the run of the process so that business requirements
are met and the process is able to finish in a reasonable amount of time.
Vendor Rebate Analysis Process
To use the vendor rebate analysis workbench:
1. Select the vendor rebate agreements that you want to include for analysis using the Vendor Rebate
Analysis Workbench - Workbench Filter Options page.
2. View claim and rebate summary activity using the Vendor Rebate Analysis Workbench page.
3. Perform additional vendor rebate analysis.
a. Select one or more of the vendor rebate agreements that you want to perform additional analysis
processing for by selecting the check box next to each vendor rebate agreement in the List of
supplier Rebates group box on the Vendor Rebate Analysis Workbench page.
b. Select the type of additional processing that you want to perform for the supplier rebates using the
Select Row For field on the Vendor Rebate Analysis Workbench page.
Select Threshold & Time Period Anly (threshold and time period analysis) to perform a threshold
and time period analysis for the supplier rebates that you selected.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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Analyzing Vendor Rebates
Chapter 18
Select PO Not Received Report to generate the PO Not Received report for the supplier rebates
that you selected.
Select Rebate Threshold Report to generate the Rebate Threshold report for the supplier rebates
selected.
Select Extract Accrued Dtls to File (extract accrued details to file) to generate a flat file containing
the accrued details for the vendor rebates that you selected.
c. Select the time period to be used for the threshold and time period analysis using the View Results
by Time Period field on the Vendor Rebate Analysis Workbench page.
Note: Time period is applicable only for the threshold and time period analysis.
d. Click the OK button on the Vendor Rebate Analysis Workbench page.
e. View the information that is rendered by the processing action that you requested.
The process that you requested in the Select Row For field determines what page appears next.
Use the Vendor Rebate Analysis Workbench - Rebate Threshold Analysis page to view the vendor
rebate threshold and time period analysis for the supplier rebates that you selected.
Use the supplier Rebate Analysis Workbench - PO Not Received Report page to generate the PO
Not Received report for the supplier rebates that you selected.
Use the supplier Rebate Analysis Workbench - Rebate Threshold Report page to generate the
Rebate Threshold report for the supplier rebates that you selected.
Use the supplier Rebate Analysis Workbench - Flat File Extraction on Rebate Transactions page to
generate a flat file of the accrued details for the supplier rebates that you selected.
4. (Optional) Save this version of the supplier Rebate Analysis Workbench for use at a later date by
clicking the Save Workbench button on the supplier Rebate Analysis Workbench page.
Defining Sales Organizations
To define sales organizations to be used with supplier rebates, use the Sales Organization Setup
component (VRBT_SALES_ORG).
This section discusses how to define sales organizations.
442
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Chapter 18
Analyzing Vendor Rebates
Page Used to Define Sales Organizations
Page Name
Definition Name
Navigation
Usage
Sales Organization Setup
VRBT_SLS_ORG_SETUP
Purchasing, supplier Rebates, Define the sales organizations
supplier Rebate Analysis,
that you want to allocate
Sales Organization Setup
earned rebates to in
PeopleSoft Purchasing. You
can associate a PeopleSoft
Order Management
business unit to the sales
organization if you have also
implemented PeopleSoft
Order Management.
Sales Organization Setup Page
Use the Sales Organization Setup page (VRBT_SLS_ORG_SETUP) to define the sales organizations that
you want to allocate earned rebates to in PeopleSoft Purchasing.
You can associate a PeopleSoft Order Management business unit to the sales organization if you have also
implemented PeopleSoft Order Management.
Navigation
Purchasing, supplier Rebates, supplier Rebate Analysis, Sales Organization Setup
OM Business Unit (PeopleSoft Order Select the PeopleSoft Order Management business unit to
Management business unit)
associate with the sales organization.
If you want to use a PeopleSoft Order Management business
unit for fund allocation, you must create a sales organization
and associate this sales organization to the PeopleSoft Order
Management business unit to perform vendor rebate allocations.
Note: Only one sales organization can exist per PeopleSoft
Order Management business unit and only one set of contact
information can exist, which is contact, email, and phone
information.
Establishing Vendor Rebate Allocations
This section lists prerequisites and discusses how to establish vendor rebate allocations.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
443
Analyzing Vendor Rebates
Chapter 18
Page Used to Establish Vendor Rebate Allocations
Page Name
Definition Name
Navigation
Usage
Vendor Rebate Allocation
VRBT_ALLOC_DTLS
Purchasing, Vendor Rebates,
Vendor Rebate Analysis,
Vendor Rebate Allocation
Allocate the earned rebate
from the supplier to the sales
organizations. Use this page
to capture the allocation
percentage for history and
analysis purposes. The
accounts allocation itself will
be manually done through the
PeopleSoft General Ledger.
Prerequisites
Before you can establish vendor rebate allocations, you need to define a sales organization.
See Defining Sales Organizations.
Vendor Rebate Allocation Page
Use the Vendor Rebate Allocation page (VRBT_ALLOC_DTLS) to allocate the earned rebate from the
supplier to the sales organizations.
Use this page to capture the allocation percentage for history and analysis purposes. The accounts
allocation itself will be manually done through the PeopleSoft General Ledger.
Navigation
Purchasing, supplier Rebates, supplier Rebate Analysis, Vendor Rebate Allocation
Note: If rebate managers do not have unrestricted access, then they can select only Vendor Rebate
agreements assigned to them.
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Chapter 18
Analyzing Vendor Rebates
See "User Preferences – Vendor Rebate Agreement Authorizations Page (PeopleSoft FSCM 9.2:
Application Fundamentals)".
Image: Vendor Rebate Allocation page
This example illustrates the fields and controls on the Vendor Rebate Allocation page. You can find
definitions for the fields and controls later on this page.
Total Accrued Rebate
Displays the total accrued rebate amount for this vendor rebate
agreement as of today.
Total Rebate Payment Received
Displays the total rebate payment received amount for this
vendor rebate agreement.
Total Allocated Amount
Displays the total allocated amount for this vendor rebate
agreement.
Amount Available to Allocate
Displays the amount available to allocate for this vendor rebate
agreement.
Amount Available to Allocate = (Total Rebate Payment
Received – Total Allocated Amount)
Vendor Rebate Allocation
Allocation Date
The date for today appears by default. You can select another
allocation date.
Amount to Allocate and Allocated
Amount
Select the amount that you want to allocate to the sales
organizations.
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445
Analyzing Vendor Rebates
Chapter 18
When you insert a new allocation row, this field label appears as
Amount to Allocate. After you complete the allocation, the field
label appears as Allocated Amount.
If no other allocations currently exist for this vendor rebate
agreement, the Total Rebate Payment Received amount appears
by default. If other allocations exist, the Amount Available to
Allocate amount appears by default. You can enter a different
amount.
Allocation Line
Alloc Percent (allocation percent)
Select the allocation percent. 100 percent appears by default.
The allocation percent for all the allocation lines together must
be less than or equal to 100 percent.
If you change the allocation percent, the system automatically
calculates and displays the new allocated amount for the line in
the grid.
Allocated Amount
Displays the allocated amount that you want to associate with
this particular sales organization.
Allocated Amount = (Allocation Percent × Amt to Allocate or
Allocated Amount (in the header portion of page)
Description
Enter a description for this allocation line.
Sales Organization ID
Select the sales organization that you want to associate with this
allocation amount.
Analyzing Vendor Rebates
This section discusses how to:
446
•
Select supplier rebates for analysis.
•
Use the vendor rebate analysis workbench.
•
View accrued rebate details.
•
View rebate threshold analysis information.
•
View not received purchase order information.
•
Extract vendor rebate analysis to a file.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
Chapter 18
Analyzing Vendor Rebates
Pages Used to Analyze supplier Rebates
Page Name
Definition Name
Navigation
Usage
Vendor Rebate Analysis
Workbench - Workbench
Filter Options
VRBT_ANLY_WB_SRCH
Purchasing, supplier Rebates, Enter filter options for the
Vendor Rebate Analysis,
Vendor Rebate Analysis
Rebate Analysis Workbench, Workbench.
Vendor Rebate Analysis
Workbench - Workbench
Filter Options
Supplier Search
Supplier_LOOKUP_SEC
Click the Supplier Search
link on the Vendor Rebate
Analysis Workbench Workbench Filter Options
page.
Search for available suppliers.
Vendor Rebate Analysis
Workbench
VRBT_ANLY_WB
Click the View Workbench
button on the Vendor Rebate
Analysis Workbench Workbench Filter Options
page.
Perform analysis on a Vendor
Rebate agreement.
Rebate Agreement - Rebate
Agreement
VRBT_HDR
•
Click a Rebate ID link
View the complete Vendor
in the List of Supplier
Rebate agreement.
Rebates group box on the
Claim to date Activity
tab on the Vendor Rebate
Analysis Workbench
page.
•
After selecting
transactions, then select
Threshold & Time Period
Anly in the Select Rows
For field and click
the OK button on the
Vendor Rebate Analysis
Workbench page.
Click a Rebate ID link
in the List of Supplier
Rebates group box on the
Vendor Rebate Analysis
Workbench - Rebate
Threshold Analysis page.
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Analyzing Vendor Rebates
Chapter 18
Page Name
Definition Name
Navigation
Usage
Vendor Rebate Analysis
Workbench - Accrued Rebate
Details
VRBT_ACCR_INQ
•
Click the Accrued Rebate View accrued rebate
Details link in the List of transaction details.
Supplier Rebates group
box on the Claim to
date Activity tab on the
Vendor Rebate Analysis
Workbench page.
•
After selecting
transactions, then select
Threshold & Time Period
Anly in the Select Rows
For field and click
the OK button on the
Vendor Rebate Analysis
Workbench page.
Click the Accrued Rebate
Details for Rule link
in the List of Supplier
Rebates group box on
the Rebate Rule Details
tab on the Vendor Rebate
Analysis Workbench
- Rebate Threshold
Analysis page.
Purchase Order Inquiry Purchase Order
PO_LINE_INQ
•
Click a Purchase Order
link on the PO tab on the
Vendor Rebate Analysis
Workbench - Accrued
Rebate Details page.
•
After selecting
transactions, then select
Threshold & Time Period
Anly in the Select Rows
For field and click
the OK button on the
Vendor Rebate Analysis
Workbench page.
View the complete purchase
order with all its details.
Click the Total Open
PO Amount link in
the List of Supplier
Rebates group box on the
Vendor Rebate Analysis
Workbench - Rebate
Threshold Analysis page.
Click a Purchase Order
link on the Vendor
Rebate Analysis
Workbench - PO Not
Received Analysis page.
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Chapter 18
Analyzing Vendor Rebates
Page Name
Definition Name
Navigation
Usage
Receipts
RECV_INQ
Click a Receiver ID Number
link on the Receipt tab on
the Vendor Rebate Analysis
Workbench - Accrued Rebate
Details page.
View the receipt details.
Vendor Rebate Allocation
VRBT_ALLOC_DTLS
Click the Vendor Rebate
View the Vendor Rebate
Allocation Details link in the allocation to the sales
List of Supplier Rebates group organizations.
box on the Claim to date
Activity tab on the Vendor
Rebate Analysis Workbench
page.
Vendor Rebate Analysis
Workbench - Rebate
Threshold Analysis
VRBT_THRSHLD_ANLY
After selecting transactions,
then select Threshold & Time
Period Anly in the Select
Rows For field and click the
OK button on the Vendor
Rebate Analysis Workbench
page.
Perform threshold analysis
for a rebate agreement.
Threshold analysis assists
rebate managers in analyzing
the extent of additional
purchases that are required to
optimize the rebate amount.
Vendor Rebate Analysis
Workbench - PO Not
Received Analysis
VRBT_PO_NRCVD
Click the Total Open PO
Amount link in the List
of Supplier Rebates group
box on the Vendor Rebate
Analysis Workbench - Rebate
Threshold Analysis page.
View purchase orders that are
still open that are associated
with the Vendor Rebate
agreements.
Vendor Rebate Analysis
Workbench - Rebate
Threshold Report
VRBT_SERVER_RPT2
After selecting transactions,
then select Rebate Threshold
Report in the Select Rows
For field and click the OK
button on the Vendor Rebate
Analysis Workbench page.
Initiate the Rebate Threshold
Report SQR Report process (
POVRB200).
Vendor Rebate Analysis
Workbench - PO Not
Received Report
VRBT_SERVER_RPT2
After selecting transactions,
then select PO Not Received
Report in the Select Rows
For field and click the OK
button on the Vendor Rebate
Analysis Workbench page.
Initiate the PO Not Received
Report SQR Report process (
POVRB300).
Vendor Rebate Analysis
Workbench - Flat File
Extraction on Rebate
Transactions
VRBT_PRINT_OPTION
After selecting transactions,
then select Extract Accrued
Dtls to File in the Select Rows
For field and click the OK
button on the Vendor Rebate
Analysis Workbench page.
Initiate the Flat File
Extraction Application Engine
process (VRBT_FILEXT),
which creates a flat file
containing the Vendor Rebate
transactions.
Save Workbench
VRBT_SAVE_WB_SBP
Click the Save Workbench
button on the Vendor Rebate
Analysis Workbench page.
Save a Vendor Rebate analysis
workbench for later retrieval
and use.
Copyright © 1992-2013, Oracle and/or its affiliates. All rights reserved.
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Analyzing Vendor Rebates
Chapter 18
Vendor Rebate Analysis Workbench - Workbench Filter Options Page
Use the Vendor Rebate Analysis Workbench - Workbench Filter Options page
(VRBT_ANLY_WB_SRCH) to enter filter options for the Vendor Rebate Analysis Workbench.
Navigation
Purchasing, Vendor Rebates, Vendor Rebate Analysis, Rebate Analysis Workbench, Vendor Rebate
Analysis Workbench - Workbench Filter Options
Supplier Search
Click this link to access the Supplier Search page. Use this page
to search for suppliers.
Transaction Accrued From
Select the from date on which to search for Vendor Rebate
accrued transactions. In Add mode, January 1st of the current
year appears by default.
Transaction Accrued To
Select the to date on which to search for Vendor Rebate accrued
transactions. In Add mode, the current date appears by default.
Rebate ID
Select the Vendor Rebate agreement that you want to analyze
on the workbench. Only approved Vendor Rebate agreements
are available for selection. Also, the Vendor Rebate agreements
that are available for selection is determined by the rebate
manager's access right. If you are a rebate manager who does
not have unrestricted access, then you can view and select only
your rebate agreements. If you are a rebate manager and have
unrestricted access, then you can view and select any rebate
agreements that are associated with any rebate manager.
Rebate Rule Type
Select the rebate rule type. Leave this field blank to have the
system retrieve all transactions for all rebate rule types that are
associated with the Vendor Rebate agreement on the Vendor
Rebate Analysis Workbench.
Claim Status
Select the claim status. Leave this field blank to have the system
retrieve all transactions for all claim statuses that are associated
with the Vendor Rebate agreement on the Vendor Rebate
Analysis Workbench page.
View Workbench
After you enter filter options, click this button to display
the Vendor Rebate analysis workbench populated with the
information that matches the filter options that you selected.
Vendor Rebate Analysis Workbench Page
Use the Vendor Rebate Analysis Workbench page (VRBT_ANLY_WB) to perform an