2ArchivingUses the new Data Archive Manager delivered in PeopleTools 8.44Currently tables in Payables are archived using the Payables non-standardized archiving solution, using Payable specific AE programs
4Archive Object Definition Groups of records share a common High Level Key structureTransaction source tables are mapped to specific History RecordsArchive Objects for Vouchers, Payments, and Vendors delivered as System Data to support all of the current Payables Archiving functionality.A collection of tables that share a common key structure that are archived as a set based on the common key field values..
5Archive 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 rulesThe archive selection queries will also contain prompts for additional variable user-supplied filtering requirements.A definition of a Transaction Archive structure. Defines the Driving Table and it’s key structure. Contains a list of available Pre-Defined Archival Selection Queries available at Archive process time and specifies a list of additional processes that can occur before or after Archive Processing.Queries should be created to Archive All Vendors, All Vendors by Vendor Setid, Vendors by Vendor Setid and Classification, Vendors by Vendor Setid and Persistence, Vendors by Vendor Setid and Vendor Status, Vendors by Vendor Setid and Vendor Type, Vendors by Vendor Setid and Vendor Paygroup. All of the Vendor Archive Selection Queries will also have prompts to limit the Archive Selection for additional run time options of only archiving Vendors that are Remit Vendors, Corporate Vendors, Customer Vendors, Withholding Vendors, and/or Vat Vendors to match the current Vendor Archiving Functionality. The Selection Criterias will be developed in a way as to only enforce the additional criteria when the value is ‘Y’, otherwise the filtering option will be ignored.Each Vendor Archive Selection Query should also contain Prompt Criteria for the Archive Run Time options of Remit Vendor, Corporate Vendor, Customer Vendor, Withholding Vendor, Vat Vendor. These options are all Yes/No type values. Logic will need to be built into the Selection Queries to only utilize a value of ‘Y’. Values of ‘ ‘ or ‘N’ should be treated equally. These options should be available on all of the different Vendor Archive Selection Queries.
6Archiving - Queries New Queries AP_ARCHIVE_PYMNT_ALL AP_ARCHIVE_PYMNT_BANK_ACCTAP_ARCHIVE_VOUCHER_ALLAP_ARCHIVE_VOUCHER_BUAP_VENDOR_ARCH_ALLAP_VENDOR_ARCH_CLASSAP_VENDOR_ARCH_PAYGROUPAP_VENDOR_ARCH_PERSAP_VENDOR_ARCH_SETIDAP_VENDOR_ARCH_STATUSAP_VENDOR_ARCH_TYPEModified Archive ReportsAPY6000-APY6001-APY6002-
7Archive Template Definition Data Archive Manager depends upon Archive Template Definitions to define an Archive ProcessTemplates are built for the Vendor, Voucher, and Payment ArchiveWithin each template definition an Archive Query or several queries are specified to be used with the templateA PS/Query object type that drives the selection of Transaction Records for Archival purposes
8Archive to HistoryBatch Number – PeopleTools assigned sequence number that controls each separate instance of an Archive process Execution. This allows each transaction as it is archived to be defined in a batch of transactions. This is how the Rollback, Delete, and Restore functions identify which set of transactions it is processing.
9Audit 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
13Configure 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)
14Configure Matching Document Association Rules – Replaces Receipt Aware It defines rules for finding a receipt and the sequence in which it will perform the search
16Configure Matching Document Association -Example Voucher quantity 100Three Receivers with quantities 40, 50 and 30“Equal” – receivers selected“Equal Sum” - no receivers selected“Sum up to” - receiver 40, 50 and from the third are selected“Select if One” - Not executed, in this example as a match is found under “Sum up to”
17Configure Matching Match Rules Personalize your match rulesFor Example: Header Level Tolerance CheckingHeader Level Tolerance: +/-2 %Purchase OrderPO Total Amount:$100,000.00VoucherInvoice Total Amount:$100,030.00Result:Voucher MatchedThe Matching process compares the vendor’s invoice to purchase order and, receipt data to verify the accuracy of an invoiceIn Release 8.9 we really increase the power and flexibility of matching rules that can be customized to your organization’s needs.We now offer header level tolerances and matching between voucher, PO and Receipt. This is great for companies with high volumes that want to just compare header information.Let’s take a look at an example of a Header Level Match Rule.First we can now set a header level tolerance, in this case 2%Now if we have a PO for $100,000 and we were invoiced for $100,030.00The voucher will be assigned a match status = Matched since it is within toleranceIn prior releases, line level matching would compare each line to assess the discrepant amountNow with header level matching, you can quickly process large volumes of PO vouchers through your Matching process.Establishing Matching rules involves three steps.First the organization must determine how the documents are to be matched. If receiving information is recorded, will that data be included in the match rules. If no receipts exist, then only the purchase order data is used in the match.Second, the organization creates rules, algorithms that define the comparison that is applied to the data.Finally, the rules are collected into sets call match controls that are applied to the documents. The rules are assigned to meet the matching requirements of an organization or a segment of the acquisition process. It also includes the definition of actions that can be taken to resolve the discrepancy.
19Configure Matching Match Rule Delivered match rule types:Data entryInformational merchandise amount merchandise other, merchandise qty, unit price and system errors. System errors result when data is missing that prevents matching, such as a missing match control rule
20Configure Matching Match Rule, cont’d This label will identify the exception on the workbench
22Configure Matching Match Rule Control Continue if TrueContinue if FalseAlways ContinueStopMatchExceptionDebit MemoIndividual rules are selected to create a match control. This match control is then attached to the vendor to determine which rules will be applied to their transactions (vchr-po-recv)
23Configure Matching Example of Match Run Start matching with 10,000 vouchers500 vouchers match on Rule 200;9,500 voucher proceed to the next rule1,500 vouchers match Rule 230;8,000 voucher proceed to the next rule2,000 voucher fail Rule 240;6,000 voucher proceed to the next ruleAs per match control,6,000 vouchers will have all remaining rules applied
24Configure Matching Delivered Match Control Rules Standard Rule Tolerance – “STD_RL_TOL”, we use the tolerance on the controlStand PO Tolerance – “STD_PO_TOL”, will use tolerance on item, category, etc…Match Debit – rules to create debit memo adjustment vouchersBasic match –minimum number of rulesStandard – rules delivered in release 8.8
25Configure Matching Match Workbench Personalize SearchesRun MatchingUpdate Match Due Date **Handle Match ExceptionsUndo Matching
26Configure Matching Match Due Date Match delay days added to system date, for EDI vouchers to calculate match due dateExample; EDI Load processed on March 1Match delay days = 10Match due date for EDI vouchers = March 11
27Configure Matching Match Workbench Match DisputeOverridden – Credit Note
29Configure Matching Selecting Vouchers to Match All ValuesBegins withContainsEqual toGreater ThanNot equalfacilitate quick search the user can save search criteria, similar to ICE. Users should have the ability to save “personalized” search criteria as well as “public” search criteria. This will enable users to customize how they perform frequent actions.To manage vouchers that have not yet been matched, select Match Status, “To be matched”Note: You may save values on your personalized search
30Configure Matching Workbench - To be matched On-demand matching
31Configure Matching Workbench - Additional navigation When you click on this button, it spawns the window below and allows you to select from the links below
32Configure Matching Matching – Run Control Run control includes “As of date” for Match due dateYou can continue to schedule matching via the run controlMatch workbench can be accessed from the run control
33Configure Matching Handling Match Exceptions You may select a saved search or create a new “Personalized Search”This search will find match exceptions
34Configure Matching Match Exceptions Exist When you click on this button, it spawns the window to open the exceptions pagewill open a browser for the voucher inquiry pages
35Configure Matching Workbench Exceptions You can page through the lines from the “Header” . You will return to the line on which you are when you return to the main page of the Match Workbench page.
36Configure Matching Match Rule Description When you click on the hyperlink a secondary page will open to provide a detailed explanation of the rule
38Override Match Exceptions You may override at the header levelYou may override at the voucher line levelYou may override at the row level, i.e. an individual match exceptionNext line status for matching, “Overridden from a higher level”
42Configuration http://adas0104. peoplesoft Match process will generate a debit memo, based on match rule and vendor set-up
43Debit Memo ProcessingMatching calls the voucher build application engine:Sales tax, use tax and VAT amounts calculated based on tax codes specified on the original voucherNo discountNo freightNo miscellaneous charges
44Debit Memo Processing cont’d Budget checked if original voucher budget checkedClosed only if original voucher is closedDelete; warning message indicates there is a regular voucherUndo match deletes debit memo automatically, if no commitment control
45Debit Memo Notification Notify your vendor that adjustment made to the original voucherDispatch produces a paper copy of the debit memoNote: Vendor location contains parameters for creating and dispatching
47Supplier Metrics Supplier report for vouchers in dispute Performance rating – how many vouchers require additional handling to match?
48Review match disputed vouchers and match history Purpose is two-fold to report vouchers in dispute, and the second to monitor supplier performance on matching. Our users need to be able to determine which suppliers are problematic in terms of invoicing. Match statuses introduced in release 8.9 allow the user to take vouchers that were in dispute and subsequently resolved.Note that the same saved searches as we entered for the match workbench can be used by the Supplier Match Metrics.Raw data is exported directly to excel where the user will format
49Supplier Match Metrics - Report Manager Access the excel file the Match – Disputed voucher query (AP_MATCH_INQ_DETAIL)Access Match History, (AP_MATCH _INQ_SUMMARY)
50Summary Invoice Set-up Requirements Create a miscellaneous charge codeDefine tolerances on AP Business UnitAdd miscellaneous charge to Accounting Entry TemplateAdd controls to Payables Business Unit:Miscellaneous codeIf tolerances allowed, specify the controlling Miscellaneous code.Tolerances, logic is “Or”Amount over:Amount underPercent overPercent under
54Summary Invoice Component PO number and Packing slip number added to the search dialogueIn release 8.9 we will introduce a new component akin to the quick invoice, It will be called the summary invoiceOnly header level information is entered from the summary invoice and the voucher will be built from either a receiver or a purchase order.Note: that you can only add summary invoices, you cannot see them under update displayYou will also note that there is a packing slip number in the search dialogue
55Summary Invoice Component The user must enter a Purchase order. It will first look for all unmatched receipts with the purchase order first, If and only if there is no receipt it will then look for a purchase order numberIf the packing slip is entered it will use this as a filter to return only those unmatch receivers associated with the PO. If no receivers can be found, the unmatched purchase order lines will be copied to the Summary InvoiceIt will be added to _QV and _STG tables as well as VOUCHER. There will not be any processing in voucher build associated with the packing slip number it will be informational only. Receipt association to find receipts will use this information.
56Summary Invoice Component If the difference between the Vouchers merchandises amount and the Purchase order or receiver merchandise amount is within tolerance it will save the voucher as ready to build. The difference will be written to a miscellaneous amount on the header which may be prorated to the lines or non-prorated, i.e. written to an account designated on the accounting entry template
57Summary Invoice Component The voucher will be saved in the status “To build”. If the user wishes to review the invoice under “Update display” mode it will only be available for viewing under the Complete worksheet of the quick invoice.Likewise if the summary invoice is outside of tolerance or if there has not been any tolerance defined, the summary invoice will be saved in “Variance status” and will be viewed on the Complete worksheet.Note: that when viewed on the complete worksheet the lines and distribution lines copied from the purchase order or receiver will be displayed
61Complete WorksheetAll purchase or receiver lines copied into the voucher will be displayed. The user can make the decision to add a line for the amount of the variance or to delete/change purchase order/receiver lines to get the voucher total in balance with the voucher lines
62Advantages of 8.9 Matching Broader Document AssociationHeader Level Matching and TolerancesEnhanced performance capabilitiesIntegrated Workbench handles matchingAuto-Adjustment via debit memosEnhanced Workflow
63Prerequisites for Excel Upload Install MicroSoft delivered XML library file MSXML.DLL on your workstationSet up your Microsoft Excel to accept macrosConfigure 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.
64Prerequisites for Excel Upload Install MicroSoft delivered XML library file MSXML.DLL on your workstationSet up your Microsoft Excel to accept macrosConfigure 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.
65Prerequisites 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.
66Excel Upload of Vouchers Enter vouchers offline using excel:Template Worksheet – available fields configure
67Excel Upload – Data worksheet Data Worksheet – enter transactions
68Spreadsheet Voucher Flow Generate XMLPost file from spreadsheet optionVisual basic marco converts to a format readable by Integration brokerVB macro post file to a URL available to PeoplesoftRetrieve data from XML and validate dataCopy data to VCHR_%_STG tablesRun voucher buildVoucher tables are updated