Transcript Slide 1

PeopleSoft Archiving
Ramakrishnan Balaji
Principal Product Strategy Manager
Archiving
• Uses the new Data Archive Manager delivered in
PeopleTools 8.44
• Currently tables in Payables are archived using the
Payables non-standardized archiving solution, using
Payable specific AE programs
Archiving
• Archiving features:
•
•
•
•
Archive Object Definition
Archive Selection Query Definition
Archive Pre-Processing Application Engine Programs
Archive Template Definition
Archive Object Definition
• Groups of records share a
common High Level Key structure
• Transaction source tables are
mapped to specific History
Records
• Archive Objects for Vouchers,
Payments, and Vendors delivered
as System Data to support all of
the current Payables Archiving
functionality.
Archive Selection Query Definition
• Archive Selection Queries will be created to Filter the
transaction tables for transactions eligible for archiving based
upon specific Payables archiving functionality rules
• The archive selection queries will also contain prompts for
additional variable user-supplied filtering requirements.
Archiving - Queries
New Queries
• AP_ARCHIVE_PYMNT_ALL
• AP_ARCHIVE_PYMNT_BANK_ACCT
• AP_ARCHIVE_VOUCHER_ALL
• AP_ARCHIVE_VOUCHER_BU
• AP_VENDOR_ARCH_ALL
• AP_VENDOR_ARCH_CLASS
• AP_VENDOR_ARCH_PAYGROUP
• AP_VENDOR_ARCH_PERS
• AP_VENDOR_ARCH_SETID
• AP_VENDOR_ARCH_STATUS
• AP_VENDOR_ARCH_TYPE
Modified Archive Reports
• APY6000• APY6001• APY6002-
Archive Template Definition
• Data Archive Manager depends
upon Archive Template Definitions
to define an Archive Process
• Templates are built for the Vendor,
Voucher, and Payment Archive
• Within each template definition an
Archive Query or several queries
are specified to be used with the
template
Archive to History
Audit Archiving
Archive ID is a PeopleTools based object where you can define the
Archive Objects to be Archived, the Archive Selection Criteria Queries,
and the prompt variables for the Selection Queries
Configure Matching
Key Terms
•Document Association Group
•Document Association Rules
•Match Rule Type
•Match Rule
•Match Rule Control
Configure Matching
Matching Page
Configure Matching
Document Association Group – New**
Three document association types will be delivered:
• Voucher and PO matching (VP)
• Voucher and receiver matching(VR)
• Voucher, PO and receiver matching (VPR)
Configure Matching
Document Association Rules – Replaces Receipt
Aware
It defines rules for finding a receipt and the sequence in which it
will perform the search
Configure Matching
User Criteria
Configure Matching
Document Association -Example
• Voucher quantity 100
• Three Receivers with quantities 40, 50 and 30
• “Equal”
• “Equal Sum”
• “Sum up to”
• “Select if One”
– receivers selected
- no receivers selected
- receiver 40, 50 and 10
from the third are selected
- Not executed, in this example
as a match is found under “Sum up to”
Configure Matching
Match Rules
• Personalize your match rules
• For Example: Header Level Tolerance Checking
Header Level Tolerance: +/-2 %
Purchase Order
Voucher
PO Total
Amount:
Invoice Total
Amount:
$100,000.00
$100,030.00
Result:
Voucher
Matched
Configure Matching
Match Rule Type
Configure Matching
Match Rule
Configure Matching
Match Rule, cont’d
This label will identify
the exception on the
workbench
Configure Matching
Match Rule, cont’d
Configure Matching
Match Rule Control
•Match
•Exception
•Debit Memo
•Continue if True
•Continue if False
•Always Continue
•Stop
Configure Matching
Example of Match Run
• Start matching with 10,000 vouchers
• 500 vouchers match on Rule 200;
• 9,500 voucher proceed to the next rule
• 1,500 vouchers match Rule 230;
• 8,000 voucher proceed to the next rule
• 2,000 voucher fail Rule 240;
• 6,000 voucher proceed to the next rule
• As per match control,
• 6,000 vouchers will have all remaining rules applied
Configure Matching
Delivered Match Control Rules
• Standard Rule Tolerance – “STD_RL_TOL”, we use the tolerance on
the control
• Stand PO Tolerance – “STD_PO_TOL”, will use tolerance on item,
category, etc…
• Match Debit – rules to create debit memo adjustment vouchers
• Basic match –minimum number of rules
• Standard – rules delivered in release 8.8
Configure Matching
Match Workbench
• Personalize Searches
• Run Matching
• Update Match Due Date **
• Handle Match Exceptions
• Undo Matching
Configure Matching
Match Due Date
Match delay days added to system date, for EDI
vouchers to calculate match due date
• Example; EDI Load processed on March 1
• Match delay days = 10
• Match due date for EDI vouchers = March 11
Configure Matching
Match Workbench
• Match Dispute
• Overridden – Credit Note
Configure Matching
Personalize Search Criteria
Configure Matching
Selecting Vouchers to Match
•All Values
•Begins with
•Contains
•Equal to
•Greater Than
•Not equal
• To manage vouchers that have not yet been matched, select Match
Status, “To be matched”
• Note: You may save values on your personalized search
Configure Matching
Workbench - To be matched
On-demand
matching
Configure Matching
Workbench - Additional navigation
When you click on this
button, it spawns the
window below and
allows you to select
from the links below
Configure Matching
Matching – Run Control
• Run control includes “As of date” for Match due date
• You can continue to schedule matching via the run control
• Match workbench can be accessed from the run control
Configure Matching
Handling Match Exceptions
•You may select a saved search or create a new
“Personalized Search”
•This search will find match exceptions
Configure Matching
Match Exceptions Exist
When you click on
this button, it
spawns the window
to open the
exceptions page
will open a
browser for the
voucher inquiry
pages
Configure Matching
Workbench Exceptions
Configure Matching
Match Rule Description
When you click on the
hyperlink a secondary
page will open to
provide a detailed
explanation of the
rule
Configure Matching
Summary of Match Errors
Override
Match Exceptions
• You may override at the header level
• You may override at the voucher line level
• You may override at the row level, i.e. an individual match
exception
• Next line status for matching, “Overridden from a higher level”
Override
Match Exceptions cont’d
Undo Matching
Status “Matched”
• If a debit memo has been created, it will be automatically deleted only if
there is no commitment control
• Send Notification
Debit Memo
• Configuration
• Processing
• Notification
• Dispatch
Configuration
http://adas0104.peoplesoft.com/psp/ap890dvl/EMPLOYEE/ERP/c/MAINTAIN_VENDORS.VNDR_ID.GBL?PORTALPARAM_PTCNAV=EP_VNDR_ID_GBL&EOPP.SCNode=ERP&EOPP.SCPortal=EMPLOYEE&
EOPP.SCName=EPCO_VENDORS&EOPP.SCLabel=Add%2fUpdate&EOPP.SCFName=EPAP_VENDORS_ADDVNDRS&
Match process will generate a debit memo, based on match rule
and vendor set-up
Debit Memo Processing
• Matching calls the voucher build application engine:
• Sales tax, use tax and VAT amounts calculated
based on tax codes specified on the original
voucher
• No discount
• No freight
• No miscellaneous charges
Debit Memo Processing
cont’d
• Budget checked if original voucher budget checked
• Closed only if original voucher is closed
• Delete; warning message indicates there is a regular
voucher
• Undo match deletes debit memo automatically, if no
commitment control
Debit Memo Notification
• Notify your vendor that adjustment made to the
original voucher
• Dispatch produces a paper copy of the debit memo
Note: Vendor location contains parameters for
creating and dispatching
Debit Memo Dispatch
Supplier Metrics
• Supplier report for vouchers in dispute
• Performance rating – how many vouchers
require additional handling to match?
Review match disputed vouchers and
match history
Raw data is
exported
directly to excel
where the user
will format
Supplier Match Metrics - Report
Manager
• Access the excel file the Match – Disputed voucher query
(AP_MATCH_INQ_DETAIL)
• Access Match History, (AP_MATCH _INQ_SUMMARY)
Summary Invoice Set-up
Requirements
• Create a miscellaneous charge code
• Define tolerances on AP Business Unit
• Add miscellaneous charge to Accounting Entry
Template
Create a miscellaneous charge
code
Define tolerances on AP Business Unit
Accounting Entry Template
Summary Invoice Component
PO number and
Packing slip number
added to the search
dialogue
Summary Invoice Component
Summary Invoice Component
Summary Invoice Component
Summary Invoice Entry – with the
difference
Summary Invoice – in Tolerance
status
• Review and correct on the Quick Invoice
• Add a voucher line for the difference
OR
• Modified lines copied from the Source Document
Summary Invoice – Outside of
Tolerance
Complete Worksheet
Advantages of 8.9 Matching
• Broader Document Association
• Header Level Matching and Tolerances
• Enhanced performance capabilities
• Integrated Workbench handles matching
• Auto-Adjustment via debit memos
• Enhanced Workflow
Prerequisites for Excel Upload
• Install MicroSoft delivered XML library file MSXML.DLL on your
workstation
• Set up your Microsoft Excel to accept macros
• Configure Integration Broker for the Voucher EIP (enterprise
integration point).
• The web server and the application server should be configured for
setting up the Integration Gateway.
• Pub/Sub servers established before bringing up the application
server.
Prerequisites for Excel Upload
• Install MicroSoft delivered XML library file MSXML.DLL on your
workstation
• Set up your Microsoft Excel to accept macros
• Configure Integration Broker for the Voucher EIP (enterprise
integration point).
• The web server and the application server should be configured for
setting up the Integration Gateway.
• Pub/Sub servers established before bringing up the application
server.
Prerequisites for Excel Upload
• Copy the voucher workbook file
(ExcelUploadforVoucher.xls) to a folder on your
workstation.
• The Excel file is located in the core\build\excel folder
of the shipped PeopleSoft software.
Excel Upload of Vouchers
Enter vouchers offline using excel:
• Template Worksheet – available fields configure
Excel Upload – Data worksheet
Data Worksheet – enter transactions
Spreadsheet Voucher Flow
• Generate XML
• Post file from spreadsheet option
• Visual basic marco converts to a format readable by
Integration broker
• VB macro post file to a URL available to Peoplesoft
• Retrieve data from XML and validate data
• Copy data to VCHR_%_STG tables
• Run voucher build
• Voucher tables are updated
QUESTIONS?
Contacts
Lu-Ann England
Principal Product Manager
Accounts Payable Development
Oracle
E-mail: [email protected]