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Ramakrishnan Balaji

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

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  1. 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 • Archiving features: • Archive Object Definition • Archive Selection Query Definition • Archive Pre-Processing Application Engine Programs • Archive Template Definition

  4. 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

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

  11. Configure MatchingMatching Page

  12. 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)

  13. Configure MatchingDocument Association Rules – Replaces Receipt Aware It defines rules for finding a receipt and the sequence in which it will perform the search

  14. Configure MatchingUser Criteria

  15. 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”

  16. 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

  17. Configure MatchingMatch Rule Type

  18. Configure MatchingMatch Rule

  19. Configure MatchingMatch Rule, cont’d This label will identify the exception on the workbench

  20. Configure MatchingMatch Rule, cont’d

  21. Configure MatchingMatch Rule Control • Continue if True • Continue if False • Always Continue • Stop • Match • Exception • Debit Memo

  22. 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

  23. 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

  24. Configure MatchingMatch Workbench • Personalize Searches • Run Matching • Update Match Due Date ** • Handle Match Exceptions • Undo Matching

  25. 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

  26. Configure MatchingMatch Workbench • Match Dispute • Overridden – Credit Note

  27. Configure MatchingPersonalize Search Criteria 2 1 3

  28. 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

  29. Configure MatchingWorkbench - To be matched On-demand matching

  30. Configure MatchingWorkbench - Additional navigation When you click on this button, it spawns the window below and allows you to select from the links below

  31. 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

  32. Configure MatchingHandling Match Exceptions • You may select a saved search or create a new “Personalized Search” • This search will find match exceptions

  33. 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

  34. Configure MatchingWorkbench Exceptions

  35. Configure MatchingMatch Rule Description When you click on the hyperlink a secondary page will open to provide a detailed explanation of the rule

  36. Configure MatchingSummary of Match Errors

  37. 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”

  38. OverrideMatch Exceptions cont’d

  39. Undo MatchingStatus “Matched” • If a debit memo has been created, it will be automatically deleted only if there is no commitment control • Send Notification

  40. Debit Memo • Configuration • Processing • Notification • Dispatch

  41. 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

  42. 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

  43. 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

  44. 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

  45. Debit Memo Dispatch

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

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

  48. 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)

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

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