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Principal Product Strategy Manager

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Presentation on theme: "Principal Product Strategy Manager"— Presentation transcript:

1 Principal Product Strategy Manager
PeopleSoft Archiving Ramakrishnan Balaji Principal Product Strategy Manager

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 Archive Object Definition Archive Selection Query Definition
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. A collection of tables that share a common key structure that are archived as a set based on the common key field values..

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. 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.

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 A PS/Query object type that drives the selection of Transaction Records for Archival purposes

8 Archive to History Batch 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.

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 Group
Document Association Rules Match Rule Type Match Rule Match Rule Control

12 Configure Matching Matching Page

13 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 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 User Criteria

16 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 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 Match Rules
Personalize your match rules For Example: Header Level Tolerance Checking Header Level Tolerance: +/-2 % Purchase Order PO Total Amount: $100,000.00 Voucher Invoice Total Amount: $100,030.00 Result: Voucher Matched The Matching process compares the vendor’s invoice to purchase order and, receipt data to verify the accuracy of an invoice In 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 $100,030.00 The voucher will be assigned a match status = Matched since it is within tolerance In prior releases, line level matching would compare each line to assess the discrepant amount Now 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.

18 Configure Matching Match Rule Type

19 Configure Matching Match Rule
Delivered match rule types: Data entry Informational 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

20 Configure Matching Match Rule, cont’d
This label will identify the exception on the workbench

21 Configure Matching Match Rule, cont’d

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

23 Configure Matching Example of Match Run
Start matching with 10,000 vouchers 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 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

24 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 Run Matching Update Match Due Date ** Handle Match Exceptions Undo Matching

26 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 Match Workbench
Match Dispute Overridden – Credit Note

28 Configure Matching Personalize Search Criteria
2 1 3

29 Configure Matching Selecting Vouchers to Match
All Values Begins with Contains Equal to Greater Than Not equal facilitate 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

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

31 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 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 Handling Match Exceptions
You may select a saved search or create a new “Personalized Search” This search will find match exceptions

34 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 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.

36 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 Summary of Match Errors

38 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 cont’d

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 http://adas0104. peoplesoft
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 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

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
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

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 Add controls to Payables Business Unit: Miscellaneous code If tolerances allowed, specify the controlling Miscellaneous code. Tolerances, logic is “Or” Amount over: Amount under Percent over Percent under

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 In release 8.9 we will introduce a new component akin to the quick invoice, It will be called the summary invoice Only 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 display You will also note that there is a packing slip number in the search dialogue

55 Summary 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 number If 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 Invoice It 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.

56 Summary 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

57 Summary 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

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 All 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

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


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