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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.

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ramakrishnan balaji

PeopleSoft Archiving

Ramakrishnan Balaji

Principal Product Strategy Manager

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
archiving1
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 Object Definition
archive selection query definition
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
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
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
audit archiving
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
Configure Matching

Key Terms

  • Document Association Group
  • Document Association Rules
  • Match Rule Type
  • Match Rule
  • Match Rule Control
configure matching document association group new
Configure MatchingDocument 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
Configure MatchingDocument Association Rules – Replaces Receipt Aware

It defines rules for finding a receipt and the sequence in which it will perform the search

configure matching document association example
Configure MatchingDocument 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 matching match rules
Configure MatchingMatch Rules
  • Personalize your match rules
  • For Example: Header Level Tolerance Checking

Header Level Tolerance: +/-2 %

Voucher

Invoice Total Amount:

$100,030.00

Purchase Order

PO Total Amount:

$100,000.00

Result:

Voucher Matched

configure matching match rule cont d
Configure MatchingMatch Rule, cont’d

This label will identify the exception on the workbench

configure matching match rule control
Configure MatchingMatch Rule Control
  • Continue if True
  • Continue if False
  • Always Continue
  • Stop
  • Match
  • Exception
  • Debit Memo
configure matching example of match run
Configure MatchingExample of Match Run
  • 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
  • Start matching with 10,000 vouchers
  • 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
Configure 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 matching match workbench
Configure MatchingMatch Workbench
  • Personalize Searches
  • Run Matching
  • Update Match Due Date **
  • Handle Match Exceptions
  • Undo Matching
configure matching match due date
Configure 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 matching match workbench1
Configure MatchingMatch Workbench
  • Match Dispute
  • Overridden – Credit Note
configure matching selecting vouchers to match
Configure MatchingSelecting 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 additional navigation
Configure MatchingWorkbench - 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
Configure MatchingMatching – 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
Configure MatchingHandling 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
Configure 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 matching match rule description
Configure MatchingMatch Rule Description

When you click on the hyperlink a secondary page will open to provide a detailed explanation of the rule

override match exceptions
OverrideMatch 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”
undo matching status matched
Undo MatchingStatus “Matched”
  • If a debit memo has been created, it will be automatically deleted only if there is no commitment control
  • Send Notification
debit memo
Debit Memo
  • Configuration
  • Processing
  • Notification
  • Dispatch
slide42

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&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
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
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
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

supplier metrics
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
Review match disputed vouchers and match history

Raw data is exported directly to excel where the user will format

supplier match metrics report manager
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
Summary Invoice Set-up Requirements
  • Create a miscellaneous charge code
  • Define tolerances on AP Business Unit
  • Add miscellaneous charge to Accounting Entry Template
summary invoice component
Summary Invoice Component

PO number and Packing slip number added to the search dialogue

summary invoice in tolerance status
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
advantages of 8 9 matching
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
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 upload1
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 upload2
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
Excel Upload of Vouchers

Enter vouchers offline using excel:

  • Template Worksheet – available fields configure
excel upload data worksheet
Excel Upload – Data worksheet

Data Worksheet – enter transactions

spreadsheet voucher flow
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
slide70

Contacts

Lu-Ann EnglandPrincipal Product Manager

Accounts Payable Development

OracleE-mail: lu-ann.england@oracle.com