CREATING CUSTOM BILLS USING XML PUBLISHER Session # PSFT-101280 Date: July 25th, 2013

University of Central Florida Established in 1963 as Florida Technological University Second largest public university campus in the US About 60,000 students 12 colleges – 10 regional campuses Over 10,500 faculty & staff $128.9 million external research funding Anchoring a new medical city Started in 1963 as Florida Technological University, and had our first classes in 1968 We have grown to be the second largest single campus university in the US, behind Ohio State. We have 12 Colleges on our main and 11 regional campuses. Our 128.9million external research funding is expected to expand significantly with the maturation of the medical disciplines. The school is anchoring a new medical city which includes Sanford-Burnham Medical Research Institute, M. D. Anderson Cancer Center, VA Medical Center and Nemours Children’s Hospital. Our 2011 – 2012 Operating budget is almost 1.4 Billion.

Agenda Introduction Overview of XML Publisher Getting Started with XML Publisher Steps to Create a Custom Invoice Form UCF Invoices RTF XSL code Questions

Presenter Varsha Das, University of Central Florida Higher Education (16 yrs), Consulting and Training Systems Analysis & Programming Manager 14 years PS implementation, Technical Development, Upgrade Member, Quest PeopleTools Product Advisory group (Quest PT-PAG) HEUG General Ledger product advisory group (HEUG GL-PAG 7 yrs) GL-PAG liaison to Student Financials PAG (HEUG SF-PAG 3 yrs) OAUG Fusion Council Steering Committee

UCF Current Applications and PeopleTools Campus Solutions 9.0 8.52.06 Human Capital Management 9.0 Enterprise Portal 9.1 8.50.03 Customer Relationship Management 9.1 Financials & Supply Chain Management 9.1

Current UCF ERP Projects Application Project Scheduled Go-Live FSCM 9.1 Additional Modules: Project Costing, Contracts, Billing and Accounts Receivables Nov 2013 CS/HR 9.0 Split HRMS and Campus Solutions databases 2014 CS 9.0 Mobile Applications HRMS 9.0 Upgrade to version 9.1

Overview of XML Publisher

XML Publisher End User XML Publisher Functional Expert Technical Expert Functional Expert - Leverage common productivity Tools - Multi-output format - Feature-rich report - Focus on report layout, not data extraction - Deliver feature rich reports, charts, analytics - Provide multiple formats (PDF, RTF, Excel, HTML), translations - Focus on Data Extraction, rather than layout - Develop once, use many Manage Security reduce report maintenance IT resources freed up to focus on data extraction

XML Publisher – Tools levels 8.48/8.49 -PS Query, Rowset, XML-File & XML Doc 8.50 -PS Query, Connected Query, XML File

Getting Started with XML Publisher

Getting Started: Step 1 - Add-in for Word Download the XML Publisher Toolbar Login to PeopleSoft Navigate: Home> Reporting Tools> XML Publisher> Setup> Design Helper

Getting Started: Step 1 (contd.) Save .ZIP file

Getting Started: Step 1 (contd.) Unzip the file “xmlp_desktop.zip” Navigate to folder XMLP_DESKTOP. In this folder, select “BIPublisherDesktop.exe” Installs the XML Toolbar in Microsoft Word

Getting Started: Step 2 - Set Up Report Categories Navigate: Home> Reporting Tools> XML Publisher> Setup> Report Category

Getting Started: Step 3 - Assigning XMLP Permissions to Users Level 1: XMLP Report User (Example PTPT1000) Level 2: XMLP Power User (Example PTPT2500) Level 3: XMLP report developer (Example PTPT2600)

Creating an XML Publisher Report Start with a basic query and add to it You need developer access create a new XMLP report defn Download sample file to local drive Make sure Template definition is “Active” not “In progress”

Steps to Create a Custom Invoice Form

Step 1: Create a new Data Source Navigation: Reporting Tools, BI Publisher, Data Source Data Source : BI_INVOICE_DATA This step not required, use delivered data source

Step 2: Create New Custom Report

Step 2: Create New Custom Report (Cont.)

Step 2: Create New Custom Report (Cont.)

Step 3: Upload new template into PeopleSoft Navigation: Reporting Tools, BI Publisher, Report Definition

Step 4: Create or Modify the File Layout Use the Delivered File Layout: BI_EXTRCT Refer to PeopleBooks “understanding BI Publisher Invoices” for full list of BI tables and App designer for list of Fields.

Step 5: Create a New Application Engine program You can clone delivered application engine for your new XMLP report: FXBI_UTLTST1 Modify peopleCode FXBI_UTLTST1.Init.GBL.InitVar.OnExecute /* Initialize Variables for the Report */ BI_XMLP_AET.FLDDEFNNAME = "BI_EXTRCT"; /* File Layout Name */ BI_XMLP_AET.CONSOLIATED = "N"; /* Non-consolidated */ BI_XMLP_AET.REPORT_DEFN_ID = "FXBI_UTLTST1"; /* XMLP Report Definition - must be same name as AE program*/ BI_XMLP_AET.TMPLDEFN_ID = " "; /* Report Template - Blank means use default template */ BI_XMLP_AET.ACCEPTGIRO_IND = "Y"; BI_XMLP_AET.SUM_IVC_PRINT_OPT = "SUM"; Note. The line of the code that specifies the name of the Report Definition is the line that needs to be changed to reference the new Report Definition.   Note: A new Application Engine program must be defined in the PeopleTools, Process Scheduler, Processes component. It must be defined with a Process Type of BI Publisher, not Application Engine, and the Process name must be same name as the Application Engine program.

Step 6: Create a New Process Definition for the Application Engine Program Navigation: PeopleTools, Process Scheduler, Processes Must be defined with a Process Type of BI Publisher, not Application Engine Process name must be same name as the Application Engine program

Step 7: Add a New Invoice Form PeopleSoft Billing delivers Invoice Form ID XMLPUB, associated to Report Definitions: BI_PRNXPN01 and BI_PRNXPC01 Option 1: XMLPUB Invoice Form ID to specify a different Report Definition that you have created. Option 2: create a new invoice form, associate it to a different Report Definition Each invoice form is associated to one, and only one, Report Definition for non-consolidated invoices

Step 7: Add a New Invoice Layout Identifier (contd.) Navigation:  Set Up Financials/Supply Chain > Product Related > Billing > Setup Invoice Options >Invoice Layout Identifiers Only 10 chars allowed

Step 8: Create a New Invoice Form Navigation:  Set Up Financials/Supply Chain > Product Related > Billing > Setup Invoice Options >Invoice > Formatting Options Only 10 chars allowed Note: Currently Cons report is same as Non-Cons. Create new Cons report ID in the same way and update this here.

Step 9: Create Custom Single Action Invoice Job UCF XML Publisher Job to include into UCF Single action Invoice: FXBIXPJ0 (clone of job BIXPJ00) JobSet Report FXBIXPJ0 Job Name: FXBIXPJ0 UCF XMLP Inv Job 1 FXBI_UTLTST1: UCF test XML Pub Invoice (XML Publisher) 2 BI_XMLPBURST: Invoice Bursting Program (Application Engine)

Step 10: Create Custom Single Action Invoice Job BIJOB03 1 BIIVC000: Pre-process & Finalization (Application Engine) 2 BI_IVCEXT: Invoice Extract Process (Application Engine) 3 BISPJ00: Print SQR Invoice (PSJob) 1 BIIVCPN: Print Portrait Invoices (SQR Report) 2 BIIVCLN: Print Landscape Invoices (SQR Report) 3 BIIVCPNA: Print Portrait style invoices. (SQR Report) 4 BIXPJ00: Print XML Publisher Invoice (PSJob) 1 BI_PRNXPN01: XML Publisher Invoice (XML Publisher) 2 BI_XMLPBURST: Invoice Bursting Program (Application Engine) 5 BI_XPSF103X: XML Publisher 1034/35 Invoice (XML Publisher) 6 BICPJ00: Print Crystal Invoice (PSJob) 1 BIPRNT00: CRYSTAL - Invoice (Crystal) 2 BIPRNT01: PS/PC - Projects Invoice (Crystal) 3 BIPRNT02: PS/OM - Order Mgmt Invoice (Crystal) 4 BIPSA01: PS/PSA01 -Projects By Employee (Crystal) 5 BIPSA02: PS/PSA02 -Projects By Activity (Crystal) 6 BIPSA03: PS/PSA03 - Project Detail (Crystal) 7 BICA: PS/CA - Contracts Invoice (Crystal) 7 BICPJA00: Print Crystal Acceptgiro Inv (PSJob) 1 BIPRNTA0: BIPRNTA0 (Crystal) 2 BIPRNTA2: BIPRNTA2 (Crystal) 3 BIPSAA1: BIPSAA1 (Crystal) 4 BIPSAA2: BIPSAA2 (Crystal) 5 BIPSAA3: BIPSAA3 (Crystal) 6 BICAA: BICAA (Crystal) 8 BISLSUM: Landscape summarize Invoices (SQR Report) 9 BICLSUM: CRYSTAL - Summarize Invoice (Crystal) 10 BIGIVCPN: Grants Print Portrait Invoices (SQR Report) 11 BICURCNV: Billing Currency Conversion (Application Engine) 12 BIPRELD: Billing Pre-Load Process (Application Engine) 13 BILDGL01: Load GL Interface (SQR Report) 14 BILDAR01: Load AR Pending Items (SQR Report) 15 BISF108X: Standard Form 1080 and 1081 (SQR Report) 16 BIGNAP01: Generate AP Vouchers (SQR Report)

UCF Invoices

UCF Contract and Grants Invoices UCF C&G has 14 Invoice types Reduced from 40!!! Also Utility billing and Work Orders

UCF Invoices

XSL code

RTF XSL code Change the template import call before you upload <?import: file:///T:\FI_LEAP\Financials 9.1\BI\XMLP Invoices\FXBI_CGApprovedByFooter.rtf?> <?call-template:Biller_ApprovedBy?> <?import:psxmlp://FXBI_CGAPPROVEDBYFOOTER?> Change the template import call before you upload

More XSL…. <?if:xdoxslt:get_variable($_XDOCTX, ‘mProj’)='M'?> <?import: file:///T:\FI_LEAP\Financials 9.1\BI\XMLP Invoices\CG Invoices\FXCGSFFP_Pg2.rtf?> <?call-template: FXCGSFFP_Details?> <?end if?> If more than one project, Print on page 2

Subtemplates Creating sub-templates

More XSL…. <?import: file:///T:\FI_LEAP\Financials 9.1\BI\XMLP Invoices\CG Invoices\FXBI_CGBillerSignatures.rtf?> <?import:psxmlp://FXBI_CGBILLERSIGNATURES?> <?choose:?> <?when:BILLING_SPECIALIST=’BI-CNG01’?><?call-template:Biller_CNG01?> <?end when?> <?when:BILLING_SPECIALIST=’BI-CNG02’?><?call-template:Biller_CNG02?> <?end when?> <?when:BILLING_SPECIALIST=’BI-CNG03’?><?call-template:Biller_CNG03?> <?end when?> <?when:BILLING_SPECIALIST=’BI-CNG04’?><?call-template:Biller_CNG04?> <?end when?> <?when:BILLING_SPECIALIST=’BI-CNG05’?><?call-template:Biller_CNG05?> <?end when?> <?when:BILLING_SPECIALIST=’BI-CNG06’?><?call-template:Biller_CNG06?> <?end when?> <?when:BILLING_SPECIALIST=’BI-CNG07’?><?call-template:Biller_CNG07?> <?end when?> <?when:BILLING_SPECIALIST=’BI-CNG08’?><?call-template:Biller_CNG08?> <?end when?> <?when:BILLING_SPECIALIST=’BI-CNG09’?><?call-template:Biller_CNG09?> <?end when?> <?when:BILLING_SPECIALIST=’BI-CNG10’?><?call-template:Biller_CNG10?> <?end when?> <?when:BILLING_SPECIALIST=’BI-CNG11’?><?call-template:Biller_CNG11?> <?end when?> <?otherwise:?>UnknownBiller<?end otherwise?> <?end choose?> Biller signatures based on BILLING_SPECIALIST on XML data

Questions?

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