Transcript advanced combo edits - The PeopleSoft Financials Modules Special

PeopleSoft Combination Edits
Miriam Moore
Lead Business Systems Analyst
Regence
Agenda
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Regence & PeopleSoft
What are Combo Edits?
Why do we use Combination Edits?
Setup
Maintenance
Questions
Reference slides
– Breadcrumbs
– Errors
– Queries
Regence
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Business in four states
6,000 employees
$8 billion in revenue
Not for profit
Includes Medicare and Federal Employee
Program business
Regence & PeopleSoft
Financials plus parts of SCM & ESA
• PeopleSoft 8.8
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• Own, not implemented:
General Ledger
Project Accounting
Asset Management
eProcurement
Purchasing
Accounts Payable
Travel & Expenses
Treasury / Cash
Management
– Accounts Receivable
– Catalog Management
• PeopleTools 8.46.13
• 6 BSA FTE to support
Combo Edits enforced in all modules.
COMBINATION EDITS
Definitions
• Combination Edits are . . .
– an integrated tool PeopleSoft provides to ensure
ChartField values are used together in accordance
with our business rules
• Combo Edits define . . .
– valid/invalid groupings of ChartFields
• Nicknamed Combo Edits or just Edits
A little more detail
• ‘ChartFields’ =
FIELDS that are in
your CHART of
accounts
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Account
Product
Project
Department
Statistics code
Operating unit
• Examples
– Account X requires
product B
– Account Y does not
allow product A
– Account Z requires
product C on
Business Unit 123
– Account Z requires
product D on
Business Unit 789
Why do we use Combo Edits?
Reimbursement
• Allocate operating
expenses at transaction
level
– Medicare
– FEP
– Other business
• Must be coded correctly
to allocate correctly
Business Rules
• Department / Business
Unit relationship
• Control use of accounts
between ledgers
SETTING UP COMBO
EDITS
Business Unit
Ledger
Group
Rule
Definition
Combination Definition
• Which ChartFields are you creating a rule
between?
Combination Rule
Combination Rule
Combination Group
• Anchor Values Not in Rules
– If you have 100 accounts and set up Edits on 99 of
them, what do you do with the 100th account?
Combination Group
Valid Combinations
Combination Group
Assignment to a BU & Ledger
PUTTING EDITS INTO
EFFECT
Build Combo Edits
PS_COMBO_DATA_TBL
• Populated by combo build
• If already populated (from previous builds)
– it will create new rows only for new combinations
not already in the table.
• If you create a new combo rule
– you need to build the edits for only the business
units the new rule is on.
• But if you REMOVE values from a rule
– you must delete the rule first and then build edits.
– If you remove a rule you must also delete from
combo data table
‘Deleting’ combo edits
• If you do not check that box you
will delete the rule itself!
ADVANCED COMBO EDITS
‘Business unit isn’t a chartfield!’
Valid Combination
Ledgers for a Unit
Using Trees in Combo Edits
PeopleSoft tree experts say:
Don’t cross-pollinate your trees
• Maintain trees for one use only
– Easier to performance tune
– Reduce chance of unintended consequences
Questions?
• Miriam Moore, [email protected]
Reference –Breadcrumbs
• Combination Editing folder
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Combination Rule
Combination Group
Combination Definition
Review Combination Build
Review Combination Data
Combo Copy/Rename/Delete
• Set Up Financials/Supply
Chain > Business Unit
Related > General Ledger >
Ledgers for a Unit
Besides guessing
HOW DO EMPLOYEES
KNOW THE CODING?
Combo Edit Error Messages
Training
• In person or online
training
• Different levels of
training for finance
and non-finance
staff
• Self-help
documentation
Account Coding Guidance
Factoring in Business Unit
• Add Business Unit to our example: Account X
requires product B on business unit 1 and
requires products C or D on business unit 2
Account
66040
Reference - Notes on
Configuration
• We do not use Commitment Control
• Two ways to set up Combination Edits
– Selector Tables – won’t be discussing
– Combo Data Table – what we use
• All configuration through the web interface
• Maintained by Business Systems Analysts
Reference – Regence Edits
• Most accounts have
edits that require blanks
– Accounts that start with
1-3 require blank
product, project, and
department
– 4 and 5 accounts require
specific products and
blank department
– Accounts that start with 7
or 8 require blank
departments
• No combo edits on
accounts that start with
9 (statistical accounts)
• Examples of detailed
operating expense
account edits
– Account 64580 requires
a blank product, project,
operating unit, and
statistics code
– Account 66010 requires
product U, projects that
start with P, and a blank
oper unit & stat code
Visual of Ledger / BU / Group
• Pivot query output for quick visual reference
Reference - Queries
• Prompt for one account
• Return which edits that account is in
Reference - Queries
• Identify which edits are on which business
unit and what type of accounts the edit is on
Reference - Queries
• Overview of all edit setups
Reference - Queries
• Find accounts that are not in edits
• Note that edits must be built for this query to work because it is
pulling from the combo_data_tbl instead of the edit setup tables
ChartField Numbers
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64 Business Units, 45 active
2138 Accounts, 1959 active
1490 Products, 1042 active
2404 Departments, 759 active
1177 Projects, 769 active
12 Operating Units (Affiliate), all active
82 Statistics Codes, 79 active
50,826,607,353,811,100 combinations