Ramakrishnan Balaji Principal Product Strategy Manager PeopleSoft Archiving.
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Transcript of Ramakrishnan Balaji Principal Product Strategy Manager PeopleSoft Archiving.
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Ramakrishnan Balaji
Principal Product Strategy Manager
PeopleSoft Archiving
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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
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Archiving• Archiving features:
• Archive Object Definition • Archive Selection Query Definition • Archive Pre-Processing Application Engine Programs • Archive Template Definition
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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.
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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.
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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-
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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
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Archive to History
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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
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Configure MatchingConfigure Matching
Key Terms
•Document Association Rules
•Document Association Group
•Match Rule Control
•Match Rule Type
•Match Rule
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Configure MatchingConfigure MatchingMatching Page
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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)
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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
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Configure MatchingConfigure Matching User Criteria
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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”
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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
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Configure MatchingConfigure Matching Match Rule Type
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Configure MatchingConfigure Matching Match Rule
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Configure MatchingConfigure Matching Match Rule, cont’d
This label will identify the exception on the
workbench
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Configure MatchingConfigure Matching Match Rule, cont’d
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Configure MatchingConfigure Matching Match Rule Control
•Continue if True•Continue if False•Always Continue•Stop
•Match•Exception•Debit Memo
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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
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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
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Configure MatchingConfigure MatchingMatch WorkbenchMatch Workbench
• Personalize Searches
• Undo Matching
• Update Match Due Date **
• Run Matching
• Handle Match Exceptions
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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
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Configure MatchingConfigure Matching Match Workbench
• Match Dispute• Overridden – Credit Note
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Configure MatchingConfigure Matching Personalize Search Criteria
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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
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Configure MatchingConfigure MatchingWorkbench - To be matched
On-demand matching
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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
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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
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Configure MatchingConfigure MatchingHandling Match Exceptions
•You may select a saved search or create a new “Personalized Search”
•This search will find match exceptions
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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
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Configure MatchingConfigure Matching Workbench Exceptions
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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
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Configure MatchingConfigure Matching Summary of Match Errors
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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”
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OverrideMatch Exceptions cont’d
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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
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Debit MemoDebit Memo
• Configuration
• Processing
• Notification
• Dispatch
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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
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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
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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
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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
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Debit Memo Dispatch
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Supplier MetricsSupplier Metrics
• Supplier report for vouchers in dispute
• Performance rating – how many vouchers require additional handling to match?
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Review match disputed vouchers and match history
Raw data is exported
directly to excel where the user
will format
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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)
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Summary Invoice Set-up Requirements
• Create a miscellaneous charge code
• Define tolerances on AP Business Unit
• Add miscellaneous charge to Accounting Entry Template
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Create a miscellaneous charge code
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Define tolerances on AP Business Unit
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Accounting Entry Template
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Summary Invoice Component
PO number and Packing slip number added to the search
dialogue
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Summary Invoice Component
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Summary Invoice Component
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Summary Invoice Component
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Summary Invoice Entry – with the difference
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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
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Summary Invoice – Outside of Tolerance
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Complete Worksheet
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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
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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.
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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.
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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.
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Excel Upload of Vouchers
Enter vouchers offline using excel:• Template Worksheet – available fields configure
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Excel Upload – Data worksheet
Data Worksheet – enter transactions
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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
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QUESTIONS?QUESTIONS?
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Lu-Ann EnglandLu-Ann EnglandPrincipal Product ManagerPrincipal Product ManagerAccounts Payable DevelopmentAccounts Payable DevelopmentOracleOracleE-mail: E-mail: [email protected]@oracle.com
ContactsContacts