PeopleSoft Implementation Interfaces Non-PO Voucher Auto-Load

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1 INVENTORY ID: 01 Contents A. Overview of Non-PO Vouchers to PeopleSoft Accounts Payable B. Technical Specifications for the Interface from the Client Forms Database to PeopleSoft 1. Process Flow 2. Mapping Client Forms Tables to PeopleSoft Voucher Staging Tables 3. ETL Transformations Business Unit Voucher ID Vendor ID Voucher Handling Voucher Line Number 4. Validation and Error Processing. Valid Vouchers Copy Rule Error Processing 5. PeopleSoft Voucher Interface Processing Steps C. PeopleSoft Voucher Interface Processing Steps D. PeopleSoft Voucher Build Modifications E. Assigned Resources F. Attachments 1. Mapping for PeopleSoft Staging Tables 2. Complete record definition for the PeopleSoft Voucher Staging Tables Page 1 of 9

2 Overview of Non-PO Voucher Interface to PeopleSoft Accounts Payable As of the go-live date, the process for non-po vouchers will be a manual process. The requestor will enter non-po information into the Client Portal. Once the non-po request is submitted the information entered via the portal will be ed to the Accounts Payable department. In addition, the paper invoice will be faxed to the Accounts Payable department. The Accounts Payable department will enter the invoice information into PeopleSoft from the invoice information. With the implementation of the Non-PO Voucher Auto-load, the manual process will be replaced with an interface from the Client Forms database to PeopleSoft. The information captured in the Client Portal will be interfaced from the Client Forms database using the Ascential ETL tool. The information will be loaded directly to the PeopleSoft voucher staging tables. The delivered Voucher Build process will be used to load the vouchers from the staging tables to the voucher tables. Once the information is in the voucher tables, normal AP processing will take over and the voucher will be handled similar to an online voucher. Page 2 of 9

3 Technical Specifications for the Interface from the Client Forms Database to PeopleSoft The information from the Client Forms database will be transferred to the PeopleSoft voucher staging tables using the Ascential ETL tool. 1. Process Flow Non-PO Invoice Process Flow WebForm Database MS-SQL database each portal form s data is written into a distinct table(s). PeopleSoft Financials ETL Staging Tables Voucher Build Voucher Tables VCHR_HDR_STG VCHR_LINE_STG VCHR_DIST_STG Error Correction VOUCHER VOUCHER_LINE DISTRIB_LINE 6/02/ Non-PO Invoice Interface Note, a CLIENT_PYMNT_STG table was created in order to handle special payment handling and payment messages. Page 3 of 9

4 2. Mapping Client Forms Tables to PeopleSoft Voucher Staging Tables There are three voucher staging tables in PeopleSoft. Each table and the mapping to the Client Forms tables are attached. The following fields will not be mapped to PeopleSoft. Fieldname Description Notes Client_NonPORequest_SubmitterFlag Submitter Flag Not needed Client_NonPORequest_PurchaserName Purchaser Name Related display obtained from CUID. Client_NonPORequest_SubmitterPhone Phone Related display obtained from CUID. Client_NonPORequest_Supplier_Name Vendor Name Related display obtained from vendor ID Client_NonPORequest_NewSupplier_ID New Vendor ID New Suppliers will be entered manually. Client_NonPORequest_ExistingContract Existing Contract The portal form does not capture any notes. Client_NonPORequest_Notes Notes The portal form does not capture any notes. Client_NonPORequest_ShipToState Ship to State Shipping information is obtained from the line item detail. Client_NonPORequest_ShipToZip Ship to Zip Shipping information is obtained from the line item detail. Client_NonPORequest_SpecialInstructions Client_NonPORequest_NewSupplier table all fields Special Instructions New Supplier Information The portal form does not capture any notes. New Suppliers will be entered manually. Page 4 of 9

5 3. ETL Transformations Business Unit The default business unit on the Client_NonPORequest table will need to be translated from the GL Business Unit to the AP Business Unit. The field name for default business unit on the Client_NonPORequest table is Client Client_NonPORequest_Requestor_Default_BusinessUnit. The mapping of the business unit is as follows: GL Business Unit AP Business Unit Description 1110 DEAST Client Media East 1210 DWEST Client Media West Voucher ID The Client Forms database stores the voucher ID as a numeric field (field). However, the Portal prefixes the voucher ID with a V. For example, voucher ID 313 will be displayed as V The voucher ID V is also displayed on the fax coversheet produced from the portal. This voucher ID becomes the object tag in the Documentum system. Therefore, the ETL tool will prefix the voucher ID before it is transferred to the PeopleSoft system. The field name for Voucher ID on the Client_NonPORequest and the Client_NonPORequest_RequestItem table is Client_NonPORequest_ID. Voucher Handling The Non PO Request form provides for a processing option. The processing option is stored in the Client_NonPORequest_CheckHandling field on the Client_NonPORequest table. This processing option will need to be converted to a valid payment handling code in PeopleSoft as follows: Client Form PeopleSoft Description Handling Handling Code Normal Leave blank Regular Payments Return to Requestor IN Internal Distribution Overnight Payment OV Overnight mail Attach Remittance RA Attach to Remittance Contact for Pickup CP Contact for Pickup Voucher Line Number Page 5 of 9

6 The voucher line number is obtained from the Client_NonPORequest_RequestItem_ID field on the Client_NonPORequest_RequestItem table. The ID is a sequential number across all vouchers. For example, voucher 100 will have two line items with IDs of 241 and 242. Voucher 101 with two line items will have IDs of 243 and 244. The Client_NonPORequest_RequestItem_ID should be converted to a sequential number within the voucher so that the first line item is line number Validation and Error Processing Valid Vouchers Only valid vouchers should be copied from the Client Forms database to PeopleSoft. Information is stored in the Client Forms database as the voucher is entered. However, only vouchers that have been submitted should be processed by the ETL process. A valid, submitted voucher will have an entry in the Client_NonPOVouchers table. This table should be joined with the two tables that are being ETL d so that only valid, submitted vouchers are transferred. The join criteria for the two tables are: Non-PO Voucher header information: Select * from Client_NonPOVouchers A, Client_NonPORequest B Where A.InternalID = B.Client_NonPORequest_ID Non-PO Voucher line information: Select * from Client_NonPOVouchers C, Client_NonPORequest_RequestItem D Where C.InternalID = D.Client_NonPORequest_ID Copy Rule The vouchers entered through the portal should only be ETL d once from the forms database. The ETL tool will need to keep track of the vouchers (InternalID on the ClientNonPOVouchers) that have been processed and only the new vouchers should be sent to PeopleSoft. Error Processing The Portal currently validates all of the fields used in the Non-PO forms. Most validation is through the use of drop-down values. These values are obtained from PeopleSoft. Therefore, no additional validation will be needed through the ETL tool. Page 6 of 9

7 PeopleSoft Voucher Interface Processing Steps Once the information is transferred by the ETL to the PeopleSoft voucher staging tables, the delivered Voucher Build program will load the information to the PeopleSoft transaction tables. Standard PeopleSoft processing will be used from this point forward. See the AP Non-PO Voucher Auto-Load Procedure for details of the Voucher Build process. PeopleSoft Voucher Build Modifications The delivered PeopleSoft AP_VCHRBLD program was modified in order to meet the following business requirements: 1. Accept the payment handling code that is entered on the Client Portal. 2. Allow the Client Portal user to select a remit address without having to select a vendor location. 3. Process payment messages entered on the Client Portal. 4. Set all vouchers on hold with a Awaiting Back-up hold code. 5. Populate ship-to and sales tax codes based on whether sales tax is entered on the voucher. 6. Correct vouchers entered via the portal that do not contain line information. Each of the above modifications is detailed below. All of these modifications are saved in the Application Designer project called CLIENT_NON_PO_INTFC. Payment Handling Code The Client Portal form allows the user to select the payment handling of the voucher entered. For example, the user can select the option to have the payment returned to the user via interoffice mail. The delivered program only sets payment handling from the vendor or business unit defaults. In order to modify the Voucher Build program the CLIENT_PYMNT_STG table was created in order to capture the payment handling code entered in the Client Portal. The APVEDTDFPV application engine program was modified to accept the payment handling code entered by the user. This application engine program is called by the AP_VCHRBLD program. The DFPVBuFl section of the APVEDTDFPV program set the payment handling code based on the business unit default. A step was added to this program to update the payment handling code from the CLIENT_PYMNT_STG table. Remit Address The Client Portal allows the user to select a remit address from the addresses defined in the vendor address table. However, the Voucher Build program, as delivered, uses the remit address associated with the default vendor location. The Voucher Build program was modified to update the remit address based on the address selected by the user on the portal. Page 7 of 9

8 Similar to the payment handling modification, the APVEDTDFPV application engine program was modified in the DFPVBuFl section. Payment Messages The Client Portal form is being modified to accept payment messages that will print on the check. The CLIENT_PYMNT_STG table includes a field for the payment message and the APVEDTDFPV application engine program was modified in the DFPVBuFl section to update the payment message from the CLIENT_PYMNT_STG table. Vouchers on Hold The AP department requested that all of the vouchers loaded through the non-po interface be placed on hold until the voucher could be verified and that the invoice was received through Documentum. The APVEDTDFPV application engine program was modified in the DFPVBuFl section to place all of the vouchers on payment hold. Sales Tax Processing The Client Portal does have sufficient logic to properly handle the proper calculation and accrual of sales/use tax on a voucher. Each voucher is entered with a ship-to id but does not specify whether an item is subject to tax. Based on the rules defined by the Donna Parmer, the ship-to and sales tax codes on a voucher are only set if sales tax is entered on the voucher. The ETL interface populates the ship-to id, sales tax code and operating unit with the ship-to location entered on the Client portal. In addition the ETL interface marks the voucher line marks all voucher lines as subject to tax. A new application engine program called CLIENT_VB_STGVC was created for Client-specific processing. The AP_V_STGVCH program was modified to call the CLIENT_VB_STGVC program. For the Non-PO process, the CLIENT_PROC section is called in order to update the voucher line table. The ship-to and sales tax fields are set to blank for all vouchers that do not have a sales tax amount on the voucher header. Vouchers without Voucher Lines The portal currently allows a user to enter a voucher without any line information. In most cases this has been caused by a user entering a freight-only voucher. For example, a freight-only voucher of $100 is entered on the portal by entering $100 in the Freight Amount field. This leaves a merchandise amount of zero. Because the merchandise amount is zero, the user is not prompted to enter voucher line information. This type of voucher causes an unrecoverable error in PeopleSoft. To eliminate the need to have the PeopleSoft support area to delete these vouchers a fix was added to the CLIENT_VB_STGVC program. This fix adds default voucher line and Page 8 of 9

9 distribution line information for Non-po vouchers that are received that have only a voucher header record. The AP department will then correct the voucher via the online panels. Assigned Resources Ken Creech Janine Fornarola Client Page 9 of 9

10 Non-PO Voucher Re-Process Vouchers Panel Change Voucher Edit Source to Err/Staged Experience Voucher Batch Request Run Control ID After the Pre-Edit errors have been corrected the voucher batch request should be run again to stage the vouchers. In addition, any vouchers that are in Recycle status will be picked up by the process again.

11 Non-PO Voucher Pre-Edit Errors Panel Select to review Pre-Edit errors from all processes. Experience Accounts Payable Home Page - Vouchers Alternatively, Pre-Edit Errors can be viewed from the Vouchers section of the Accounts Payable Home Page.

12 Non-PO Voucher Pre-Edit Errors Panel Select hyperlink to view error messages. Experience Voucher Batch Pre-Edit Error Messages The operator that runs the Voucher Batch Request will be able to view the Pre-Edit Errors from the run control panel. The most common pre-edit errors and the corrective action will be: Pre-Edit Error No Vendor ID specified Invalid Address Sequence Number Corrective Action Add new Vendor to PeopleSoft, if necessary. Add Vendor ID to voucher and re-run Voucher Build process. Vendor ID must have at least one location assigned as the default location.

13 Non-PO Voucher Batch Request Panel Experience Error Messages After selecting the Examine Error Messages hyperlink you will be transferred to the voucher error messages. The error messages will be separated into Header, Line, Distribution, Payment and Misc Charge error messages. The above example shows a Combination Edit error. A combination error will generate a Voucher Line and Distribution Line error, however, the error message details will be found at the Distribution Line Errors panel. The error message for a combination error will provide details on the combination rule that is failing.

14 Non-PO Voucher Recycled Vouchers Panel Select hyperlink to view error messages. Experience Voucher Batch Recycled Vouchers Messages The operator that runs the Voucher Batch Request will be able to view the Recycled Vouchers from the run control panel. Alternatively, recycled vouchers can be viewed from the standard voucher entry panel by searching for an existing voucher with an Entry Status of Recycle. The most common recycled errors and their corrective action are: Recylce Errors Duplicate Invoice ID Combination edit error Corrective Action Verify that the Invoice is a duplicate. If it is not a duplicate modify the invoice ID or modify the duplicate checking for that Vendor ID. If the invoice is a duplicate delete the voucher. Correct the chartfield combinations.

15 Non-PO Voucher Process Messages Panel The process messages will indicate the number of vouchers processed and Pre- Edit Errors. Page down within process messages to view Postable and Recycle voucher counts. Experience Voucher Batch Request Process Message The operator that runs the Voucher Batch Request will be able to view the Process Messages, Recycled Vouchers and Pre-Edit Errors from the run control panel.

16 Non-PO Voucher Batch Request Panel Accounts Payable Batch Processes Vouchers Batch Voucher Request OR Accounts Payable Home Batch Processes Home Voucher Batch Request The Non-PO vouchers are identified as Procurement/ProCard Experience Voucher Batch Request Run Control ID Pre-requisite: Completed ETL interface from Forms database Purpose: Loads vouchers from the voucher staging tables (VCHR_HDR_STG, VCHR_LINE_STG, VCHR_DIST_STG) to the online voucher tables (VOUCHER, VOUCHER_LINE, VCHR_DISTRIB_LINE). The Non-PO Vouchers are identified as Procurement/Pro Card.

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