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Ramakrishnan Balaji Principal Product Strategy Manager PeopleSoft Archiving.

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Presentation on theme: "Ramakrishnan Balaji Principal Product Strategy Manager PeopleSoft Archiving."— Presentation transcript:

1 Ramakrishnan Balaji Principal Product Strategy Manager PeopleSoft Archiving

2 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

3 Archiving Archiving features: Archive Object Definition Archive Selection Query Definition Archive Pre-Processing Application Engine Programs Archive Template Definition

4 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.

5 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.

6 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-

7 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

8 Archive to History

9 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

10

11 Configure Matching Key Terms Document Association Rules Document Association Group Match Rule Control Match Rule Type Match Rule

12 Configure Matching Configure Matching Matching Page

13 Configure Matching 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)

14 Configure Matching 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

15 Configure Matching Configure Matching User Criteria

16 Configure Matching Configure 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

17 Configure Matching Configure Matching Match Rules Personalize your match rules For Example: Header Level Tolerance Checking Header Level Tolerance: +/-2 % Voucher Invoice Total Amount: $100, Purchase Order PO Total Amount: $100, Result: Voucher Matched

18 Configure Matching Configure Matching Match Rule Type

19 Configure Matching Configure Matching Match Rule

20 Configure Matching Configure Matching Match Rule, contd This label will identify the exception on the workbench

21 Configure Matching Configure Matching Match Rule, contd

22 Configure Matching Configure Matching Match Rule Control Continue if True Continue if False Always Continue Stop Match Exception Debit Memo

23 Configure Matching Configure 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

24 Configure Matching 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

25 Configure Matching Match Workbench Personalize Searches Undo Matching Update Match Due Date ** Run Matching Handle Match Exceptions

26 Configure 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

27 Configure Matching Configure Matching Match Workbench Match Dispute Overridden – Credit Note

28 Configure Matching Configure Matching Personalize Search Criteria

29 Configure Matching Configure 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

30 Configure Matching Configure Matching Workbench - To be matched On-demand matching

31 Configure 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

32 Configure Matching 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

33 Configure Matching Configure Matching Handling Match Exceptions You may select a saved search or create a new Personalized Search This search will find match exceptions

34 Configure Matching 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

35 Configure Matching Configure Matching Workbench Exceptions

36 Configure Matching Configure Matching Match Rule Description When you click on the hyperlink a secondary page will open to provide a detailed explanation of the rule

37 Configure Matching Configure Matching Summary of Match Errors

38 Override 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

39 Override Match Exceptions contd

40 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

41 Debit Memo Configuration Processing Notification Dispatch

42 Configuration EOPP.SCName=EPCO_VENDORS&EOPP.SCLabel=Add%2fUpdate&EOPP.SCFName=EPAP_VENDORS_ADDVNDRS& 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

43 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

44 Debit Memo Processing contd 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

45 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

46 Debit Memo Dispatch

47 Supplier Metrics Supplier report for vouchers in dispute Performance rating – how many vouchers require additional handling to match?

48 Review match disputed vouchers and match history Raw data is exported directly to excel where the user will format

49 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)

50 Summary Invoice Set-up Requirements Create a miscellaneous charge code Define tolerances on AP Business Unit Add miscellaneous charge to Accounting Entry Template

51 Create a miscellaneous charge code

52 Define tolerances on AP Business Unit

53 Accounting Entry Template

54 Summary Invoice Component PO number and Packing slip number added to the search dialogue

55 Summary Invoice Component

56

57

58 Summary Invoice Entry – with the difference

59 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

60 Summary Invoice – Outside of Tolerance

61 Complete Worksheet

62 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

63 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.

64 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.

65 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.

66 Excel Upload of Vouchers Enter vouchers offline using excel: Template Worksheet – available fields configure

67 Excel Upload – Data worksheet Data Worksheet – enter transactions

68 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

69 QUESTIONS?

70 Lu-Ann England Principal Product Manager Accounts Payable Development Oracle Contacts


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