Ramakrishnan Balaji

Principal Product Strategy Manager

PeopleSoft Archiving

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 MatchingConfigure Matching

Key Terms

•Document Association Rules

•Document Association Group

•Match Rule Control

•Match Rule Type

•Match Rule

Configure MatchingConfigure MatchingMatching Page

Configure MatchingConfigure 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 MatchingConfigure 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 MatchingConfigure Matching User Criteria

Configure MatchingConfigure Matching Document Association -Example

• Voucher quantity 100• Three Receivers with quantities 40, 50 and 30

• “Equal” – receivers selected

• “Equal Sum” - no receivers selected

• “Sum up to” - receiver 40, 50 and 10 from the third are selected

• “Select if One” - Not executed, in this example as a match is found under “Sum up to”

Configure MatchingConfigure Matching Match Rules

• Personalize your match rules • For Example: Header Level Tolerance Checking

Header Level Tolerance: +/-2 %Header Level Tolerance: +/-2 %

Voucher

Invoice Total Amount:

$100,030.00

Purchase Order

PO Total Amount:

$100,000.00

Result:

Voucher Matched

Configure MatchingConfigure Matching Match Rule Type

Configure MatchingConfigure Matching Match Rule

Configure MatchingConfigure Matching Match Rule, cont’d

This label will identify the exception on the

workbench

Configure MatchingConfigure Matching Match Rule, cont’d

Configure MatchingConfigure Matching Match Rule Control

•Continue if True•Continue if False•Always Continue•Stop

•Match•Exception•Debit Memo

Configure MatchingConfigure Matching Example of Match Run

• Start matching with 10,000 vouchers

• As per match control,• 6,000 vouchers will have all remaining rules applied

• 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

• 500 vouchers match on Rule 200; • 9,500 voucher proceed to the next rule

Configure MatchingConfigure MatchingDelivered 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 MatchingConfigure MatchingMatch WorkbenchMatch Workbench

• Personalize Searches

• Undo Matching

• Update Match Due Date **

• Run Matching

• Handle Match Exceptions

Configure MatchingConfigure MatchingMatch 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 MatchingConfigure Matching Match Workbench

• Match Dispute• Overridden – Credit Note

Configure MatchingConfigure Matching Personalize Search Criteria

Configure MatchingConfigure Matching Selecting Vouchers to Match

• To manage vouchers that have not yet been matched, select Match Status, “To be matched”

• Note: You may save values on your personalized search

•All Values

•Begins with

•Contains

•Equal to

•Greater Than

•Not equal

Configure MatchingConfigure MatchingWorkbench - To be matched

On-demand matching

Configure MatchingConfigure MatchingWorkbench - Additional navigation

When you click on this button, it spawns the

window below and allows you to select from the links below

Configure MatchingConfigure 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 MatchingConfigure MatchingHandling Match Exceptions

•You may select a saved search or create a new “Personalized Search”

•This search will find match exceptions

Configure MatchingConfigure MatchingMatch 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 MatchingConfigure Matching Workbench Exceptions

Configure MatchingConfigure Matching Match Rule Description

When you click on the hyperlink a secondary

page will open to provide a detailed explanation of the

rule

Configure MatchingConfigure Matching Summary of Match Errors

OverrideOverrideMatch 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”

OverrideMatch 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 MemoDebit Memo

• Configuration

• Processing

• Notification

• Dispatch

Configurationhttp://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 MetricsSupplier 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?QUESTIONS?

Lu-Ann EnglandLu-Ann EnglandPrincipal Product ManagerPrincipal Product ManagerAccounts Payable DevelopmentAccounts Payable DevelopmentOracleOracleE-mail: E-mail: lu-ann.england@oracle.comlu-ann.england@oracle.com

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