Determining Technical Implementation Options

This chapter provides an overview of PeopleSoft eProcurement system administration and discusses how to:

• Work with the Administer Procurement component.

• Configure the administration and maintenance pages.

• Set up installations options.

• Set up attachments for transactions.

• Set up event notifications and escalations.

• Maintain system users and roles.

• Maintain approval workflow.

• Maintain supplier integration.

• Run PeopleSoft eProcurement processes.

• Maintain procurement options.

• Maintain the accounting structure.

• Enable ChartField security.

• Integrate with PeopleSoft EnterpriseOne Procurement.

Understanding PeopleSoft eProcurement System Administration

Specific implementation and maintenance tasks are targeted to system administrators. The system contains links to technical setup pages for the overall PeopleSoft implementation.

Many of these links are to the PeopleSoft general installation, PeopleTools, PeopleSoft Workflow approvals pages, and PeopleSoft eProcurement-specific implementation pages.

Working with the Administer Procurement Component

To define eProcurement technical setup, use the Administer Procurement component (PV_ADM_PNL_GRP).

This section discusses how to:

• Access the technical setup pages for implementation.

• Set up an eProcurement setup guide ID and description.

• Work with the setup guide.

• View results for key word searches.

Pages Used to Work with the Administer Procurement Component

Accessing the Technical Setup Pages for Implementation

Access the Administer Procurement page (eProcurement, Administer Procurement).

This is the main page for implementation and maintenance of PeopleSoft eProcurement. You can redesign this page to fit the organizational structure. To access the System Administration region of this page, the user profile (PeopleTools, Security, User Profiles, User Profiles, Roles) must be linked to the role name, ePro Admin.

Setting Up an eProcurement Setup Guide ID and Description

Access the Maintain Procurement Setup Guide ID page (eProcurement, Administer Procurement, Maintain Overall System Options, Setup Guide).

Use this page to establish setup guide IDs to use a separate checklist for implementation in each department in the PeopleSoft procurement and workflow setup guides. Enter the setup guide name and a description in the appropriate fields. Click Save when you are finished.

Working with the Setup Guide

Access the Procurement Setup Guide for Default (eProcurement, Administer Procurement, Procurement Setup Guide, Default).

PeopleSoft eProcurement delivers a setup guide that provides sequential steps that enable users to implement PeopleSoft eProcurement and link to the pages that define organizational structure in PeopleSoft applications. Access the setup guide by entering a setup guide ID. Define separate IDs for different implementation teams, departments, or individuals based on their work tasks. The system is delivered with a default setup guide ID.

See Also

PeopleSoft Purchasing Implementation

Viewing Results for Key Word Searches

Access the Administer Procurement - Search Result page (eProcurement, Administer Procurement. Click the Search button).

Select the Portal Registry option to expand the search for key words to the entire PeopleSoft implementation.

Configuring the Administration and Maintenance Pages

This section provides an overview of how you can modify the administration and maintenance pages to reflect the implementation approach and discusses how to:

• Configure the Administer Procurement Main page.

• Change the setup guide and second-level links for the Administer Procurement Main page.

Understanding How You Can Modify the Administration and Maintenance Pages to Reflect the Implementation Approach

You can change the administration and maintenance pages to reflect the organization's approach to implementation. To do this, PeopleSoft enables you to:

• Reorder the administrative steps.

• Remove some administrative steps.

• Display different page links.

• Rename the titles and links.

Pages Used to Configure the Administration and Maintenance Pages

Configuring the Administer Procurement Main Page

Access the Maintain the Administration Page (eProcurement, Administer Procurement, Maintain Overall System Options, Maintain the Administration Page).

Use the administration group values, System and Procurement, to configure the System Administration and Maintain Procurement regions on the Administer Procurement Main page.

See Also

Understanding PeopleSoft eProcurement System Administration

Changing the Setup Guide and Second-Level Links for the Administer Procurement Main Page

Access the Administer Procurement Menu Items Table page (eProcurement, Administer Procurement, Maintain Overall System Options, Maintain Administration Menu Items).

After you configure the Administer Procurement Main page, you can define the links that appear on the page.

Admin Item Description Tab

Select the Admin Item Description (administration item description) tab.

Menu Navigation Setup Tab

Select the Menu Navigation Setup tab.

The fields on this tab link the step to a PeopleSoft table. The bar name establishes a connection to the step table location.

See Also

Enterprise PeopleTools PeopleBook: PeopleSoft Application Designer

Setting Up Installation Options

To set up installation options, use the eProcurement Installation component (PV_INSTALLATION_PV).

This section discusses how to set up PeopleSoft eProcurement installation options.

Pages Used to Set Up Installation Options

See Also

Setting Up and Running the Verity Search Update Daemon Group Program

Setting Up PeopleSoft eProcurement Installation Options

Access the eProcurement Installation Options page (eProcurement, Administer Procurement, Maintain Overall System Options, eProcurement Installation Options).

*sProcurement Installation opt. (PeopleSoft Services Procurement installation options)

Select the type of PeopleSoft Services Procurement options that you want to use. You can integrate PeopleSoft eProcurement with PeopleSoft Services Procurement, use PeopleSoft Services Procurement as a standalone application, or elect not to use the PeopleSoft Services Procurement application.

Item Catalog Options

Requisition Catalog Search

The fields within the Requisition Catalog Search group box are used to configure the item search and catalog browse abilities within the Create Requisition component.

See Also

Setting Up Catalog Security

Setting Up Attachments for Transactions

To set up attachments for transactions, use the File Attachments Administration component (PV_ATTACH_ADMIN).

This section provides an overview of transaction attachments and discusses how to:

• Identify servers, component names, and paths for stored attachments.

• Define vendor email addresses for sending attachments.

• Set up locations for storing attachments.

Understanding Transaction Attachments

A transaction attachment is a file that you can attach to a transaction, such as a PeopleSoft eProcurement requisition. The file can be a Microsoft Word file, a Microsoft Excel spreadsheet, a Microsoft PowerPoint presentation, a Microsoft Visio diagram, or any other type of document. Requesters and buyers can view these attachments. The system adds the attachment automatically to the purchase order that is created from the requisition. You can then send these attachments to a vendor.

Note. Other PeopleSoft applications use transaction attachments. This section uses PeopleSoft eProcurement transaction examples, but these examples can apply to any PeopleSoft transaction.

PeopleSoft applications enable you to store attachments to and retrieve attachments from a server. After you set up attachments for the system:

• Requesters can add attachments to their requisitions using header, line, or ship to comments from the Review and Submit page.

• Requesters can add attachments to the receipt header and receipt line using the comment pages from the Receive page.

• Requesters or buyers can view attachments to requisitions using the Requisition Details page and the Requisition Schedule and Distribution page within the Manage Requisitions component.

• Buyers can view attachments to requisitions using the Expedite Requisitions page.

• Buyers can view attachments to purchase orders using the Manage Purchase Orders page.

• Buyers can notify the vendor of an attachment to be sent with the purchase order by running the Notify Vendors of Attachment process (PV_EMAIL_AE).

  This process sends the vendor an email with the purchase order, line number, and attachment.

To add attachments to transactions , you can:

• Use the attachment utility that is provided by PeopleSoft PeopleTools.

  This utility enables the system administrators to control where attachments are stored. Administrators can configure more than one server and change the server settings when needed. This utility standardizes the use of attachments. Users do not need to remember or enter the network path for attachments. This is the recommended method.

• Set up a server location for storing attachments.

  Users manually place their attachments on a file share on the network and add the path to the attachment file into the transaction that they want it associated with. This method uses the URL Maintenance page.

Using the Attachments Utility for Other PeopleSoft Applications

This attachments utility enables you to set up and administer file attachment servers in one component. You no longer need to add code to hold explicit references to URLs or identify the type of database. All of this is accomplished using the Administer Attachment Servers component. You can change the active server at will, without changing code.

Records that you need to store attachments to and retrieve attachments from a PeopleSoft eProcurement requisition have already been defined by PeopleSoft. However, you can design attachments to be used in PeopleSoft Purchasing, PeopleSoft Services Procurement, and PeopleSoft Strategic Sourcing.

Use the completed attachment feature in PeopleSoft eProcurement as an example. Using the PeopleSoft eProcurement example, the basic expectation is that the application has a record in which it stores attached file references. This record is a child of the parent records for the application and appears in a scroll.

To store references to attached files, every application must define a record that is associated with an underlying table. For example, the PeopleSoft eProcurement requisition component has the record PV_REQ_ATTCH in which it stores references to all attached files. Following the usual pattern, this record uses the key fields of its parent records and adds a unique key of its own. This utility expects the applications to have such a record (the attachment reference record for the application).

The attachment reference records must include these two fields: SCM_ATTACH_ID and ATT_VERSION. These two fields are the key fields of the PV_ATTACHMENTS record, which is the central repository of all attachment information.

The PV_ATTACH_NUM field is no longer necessary, although it does not need to be deleted. Include any other field from PV_ATTACHMENTS in the attachment reference record for the application.

When you are designing the user interface, only the user file and description fields should be made visible to the users. For PeopleSoft eProcurement, the work record PV_ATTACH_WRK includes these two fields. Also, if you use the application development framework class, Application Interface, then this work record and the class resolve all persistence issues.

In general, you should enable users to attach more than one file. Use the Line Comments page (PV_REQ_COMMENTS) in PeopleSoft eProcurement as an example of the proper scrolls, buttons, and grids to use. The Line Comments page enables you to add and view attachments using buttons.

The View button is inside the scroll and associated with SCM_ATTACH_WRK.SCM_DOWNLOAD. For the Add button, copy the PeopleSoft eProcurement ATTACHADD field in the work record PV_REQ_WRK, and then change the one piece of the code that refers to PeopleSoft eProcurement:

Local Rowset &rs = GetLevel0 () (1). GetRowset (Scroll.REQ_LINE) (&Level1Row). 
GetRowset (Scroll.PV_REQ_ATTACH);

If you decide that you want to include the Add button inside the grid, the SCM_ATTACH_WRK record provides the SCM_UPLOAD field, which can be bound to an Add button within a grid. In this case, you do not need to add any code. Verify that the attachment reference record for the application is included in the same grid. As long as the system can find an attachment reference record for the application, which includes the fields PV_ATTACH_ID and ATT_VERSION, the utility manages every event, including row insertion, attachment upload, download, and save.

When attachment files are to be stored in a server, PeopleSoft PeopleTools requires the database to have a record structured in a specific way. These delivered records meet these requirements: FILE_ATTDET_SBR for database servers and FILE_ATTACH_SBR for File Transfer Protocol (FTP) servers.

Pages Used to Set Up Attachments for Transactions

Identifying Servers, Component Names, and Paths for Stored Attachments

Access the Administer File Attachments page (Set Up Financials/Supply Chain, Common Definitions, File Attachments, Administer File Attachments).

Attachments to PeopleSoft eProcurement transactions are stored to and retrieved from the server locations that are defined here. System administrators can configure one or more servers to store attachments. These servers can be FTP servers or database servers.

Using this page, system administrators can set up new servers and identify the active server. Administrators can add or modify the FTP root folder and the component-specific subfolder for FTP servers.

Note. You cannot delete a server after you save the row and quit the component. After you quit the component, the system assumes that attachments could already be stored on this server location.

Component Subdirectories

System administrators can use this section to specify a subdirectory under the FTP root for any component. When uploading files, the system looks to this record and uses any subdirectory that is defined. The component subdirectory can be modified at any time. Define the component (in the installed applications) with a subdirectory under the FTP root (FTP servers only).

Defining Vendor Email Addresses for Sending Attachments

Access the Vendor Address page (eProcurement, Administer Procurement, Maintain Vendors, Vendor Information, Address).

To send an attachment to the vendor, for the 001 address ID, enter the vendor's email ID address in the Email ID field. When you run the Notify Vendors of Attachments (PV_EMAIL_AE) process, attachments are sent to the vendor email address, along with the purchase order ID and line number. The attachment is sent only after the purchase order is dispatched and published.

See Also

Maintaining Vendor Information

Setting Up Locations for Storing Attachments

Access the URL Maintenance page (PeopleTools, Utilities, Administration, URLs).

Use this page to set up a location for storing attachments. This is usually an FTP server. In the root directory, add a subfolder named PV and then give read and write privileges to anonymous users or any users who are specified in the FTP string. For PeopleSoft eProcurement attachments, create a URL identifier that is named PV for the FTP location and then specify the FTP server address. The FTP root location must contain a subdirectory that is named PV.

Setting Up Event Notifications and Escalations

This section provides an overview of notifications and discusses how to:

• Define notification event types.

• Set up notification events.

• Review notification event statuses.

Understanding Notifications

Notifications enable you to create and send a notification to someone. The notifications can be either a worklist item or an email message. Notifications are associated with an overall process, such as a workflow.

Use the Event Notification and Escalation feature to create a process that you can schedule to run at any time, independent of other applications. This feature is an Application Engine program that is called from the PeopleSoft Process Scheduler. You define rules for sending notifications, such as when a workflow approval has gone beyond the time defined for responses. You configure the requesters and approvers who receive the notification using the approval pages of the PeopleSoft application.

The system notifies a specific user using email or invokes an action that is defined in the subscriber system. This system makes the call to an application program interface (API) that is registered by PeopleSoft eProcurement and uses the Event Notification and Escalation feature to:

• Define a notification based on a process and its event type.

  The notification definitions are grouped based on the event type for each process.

• Evaluate whether the condition has been met.

  The system uses polling notifications that it implements through the PeopleSoft Process Scheduler. For each active, configured, and defined notification event, the system takes an action based on the outcome of the evaluation. The system makes an evaluation by:

  • Running a SQL view.

  • Running a query object.

  • Calling a user-defined PeopleCode application class from within an application package.

• Trigger the action that is defined for the user event.

  The action that is taken will be either an email notification that was set up using the PeopleSoft notification template or a user-defined PeopleCode application class. If the action invokes PeopleCode, then the rowset that is returned from the evaluation step is passed into the action step.

• Log errors and exceptions and report notification statuses.

Pages Used to Set Up Event Notifications and Escalations

Defining Notification Event Types

Access the Event Type page (eProcurement, Administer Procurement, Maintain Workflow, Event Types).

Event Type	Enter an identifier for the event type. The system uses this value as a prompt value when you set up notification events for applications such as PeopleSoft eProcurement.
Server Name	Select a server on which the notification event should run. You can use an existing PeopleSoft Process Scheduler server or an existing application server. By defining an event to run on a specific sever, you can manage the server's workload. You can also set up an event type to run the same notification event on different servers.

Setting Up Notification Events

Access the Setup Event page (eProcurement, Administer Procurement, Maintain Workflow, Event Definitions).

Event ID	Displays the unique name that the system uses to identify the current notification event. You enter this value if you are adding an ID.
Event Type	Select the event type. Event types determine which server is going to process the event.
Active	Select to indicate that the current notification is active. If the notification is not active, the system does not run the evaluation condition.
Event Types Description	Displays the user-defined description for this event type.
Recurrence	Displays the interval or frequency that the system uses to poll a notification condition. When a condition is met, the system triggers the action that is defined for the notification. The system polls for active notifications to be triggered based on the query object, SQL view, or PeopleCode application class that is defined in the notification condition. The polling interval is part of scheduling and works with the repeat interval that is defined for a specific event type.
Repeat Time	Enter a value for the amount of time that lapses between an evaluation time to the next time that the system polls or evaluates the notification condition. For each configured notification, you can enter a repeat interval. This interval must be a multiple of the scheduled polling frequency.
Evaluation Type	Select how you want the system to evaluate the condition for a notification event. Values are: PeopleCode: With this evaluation type, you write code to return the row set that you want. If PeopleCode is chosen as the action step, then the evaluation rowset is passed into the action step for custom processing. Query Obj (query object): This a predefined query that you set up using the Query Manager that returns a rowset. SQL View: You create SQL views using PeopleSoft Application Designer.
Name	Displays the name of the query object or SQL view, depending on which is selected as the evaluation type.
Action Type	Select the type of action that you want the system to take when a notification condition has been met. Values are: PeopleCode: Select an application package and class to perform a custom notification or action. Note. If you select PeopleCode, the Package and Class fields appear. Email: Select to use an email for the notification. When you select this action type, the Email Address and Template Name fields appear.
Package	Select the application package that contains the application class for performing a custom PeopleCode evaluation.
Class	Select an application class that is associated with the application package.
Email Address	Enter an email address for the user that you want to receive this notification. To add multiple email addresses, use commas as delimiters. This field is available only when you select Email in the Action Type field.
Template Name	Select an email template that you want to use with this notification event. The template contains instructional text, message, sender, and message priority. You define email templates for use with notification by using the Generic Template Definition page. To access the page, select Set Up Financials/Supply Chain, Approvals, Generic Templates, Generic Template Definition.

Reviewing Notification Event Statuses

Access the Status page (eProcurement, Administer Procurement, Maintain Workflow, Event Status).

This Event	Click to delete all notification event logs for the event ID that you selected.
All Events	Click to delete all notification event logs for all events.
Date Time Stamp	Used in the Status record to track the results of each instance run.
Matches	Displays the number of rows that are returned from a row set.
Detail	Displays detailed status messages for each notification event.

Maintaining System Users and Roles

This section discusses how to attach role actions to user roles.

User security in PeopleSoft eProcurement is similar to that in other PeopleSoft applications. You can associate permission lists with roles to which user profiles (user IDs) are attached. However, PeopleSoft eProcurement comes with several predefined role actions that restrict or grant user access to certain actions.

The following elements are used to create user access:

• Permission Lists: (PeopleTools) Permission lists are the building blocks of user security authorization. A permission list grants a degree of access to a particular combination of PeopleSoft elements, specifying pages, development environments, time periods, administrative tools, personalizations, and so on. This level of access should be appropriate to a narrowly defined and limited set of tasks, which can apply to a variety of users with a variety of different roles. These users might have overlapping, but not identical, access requirements.

• Roles: (PeopleTools) A role is a collection of permission lists. You can assign one or more permission lists to a role. The resulting combination of permissions can apply to all users who share those access requirements. However, the same group of users might also have other access requirements that they don't share with each other. You can assign a given permission list to multiple roles.

• User Profiles: (PeopleTools) A user profile is a definition that represents one PeopleSoft user. Each user is unique; the user profile specifies a number of user attributes, including one or more assigned roles. Each role that is assigned to a given user profile adds its permission lists to the total that apply to that user.

• eProcurement Role Actions: (eProcurement) eProcurement role actions are predefined role actions that restrict or grant user access to certain actions.

The following graphic illustrates the setup of eProcurement security from permission lists, roles, and user profiles to the eProcurement role actions:

Users are granted access to certain actions and pages based on their roles. For example, assume we are setting up the user ID VP1 to be an administrator of the eProcurement system. There is a predefined user role named ePro Admin. This role contains permission lists to allow access to vendors, items, business units, Purchasing and eProcurement pages. We can attach this user role to the user ID VP1 using the User Profile-Roles page. Next, within eProcurement, we want VP1 to have access to the System Administration region of the Administer Procurement Main page, therefore; we attach the user role, ePro Admin, to the eProcurement Role Actions page for the action name, SYSTEM_ADMIN.

For more information on PeopleTools user security, see Enterprise PeopleTools PeopleBook: Security Administration.

See Also

Enterprise PeopleTools PeopleBook: Security Administration, "Administering User Profiles"

Enterprise PeopleTools PeopleBook: Security Administration, "Understanding PeopleSoft Security"

Page Used to Maintain System Users and Roles

Attaching Role Actions to User Roles

Access the eProcurement Role Actions page (eProcurement, Administer Procurement, Maintain System Users and Roles, eProcurement Role Action).

Action Name

Select to restrict or enable access to the users that are associated with the selected role name. Values are: ALLOWHOLD: Displays the Hold button on requisition approval pages. ALLOW_ADHOC_ONPREVW : Enables users to add or remove ad hoc approvers on requisition preview. ALLOW_ADHOC_ONSUBMIT: Allows for adding or removing ad hoc approvers after you submit the requisition. ALLOW_CHANGE_REQUEST: Users are allowed to edit requisitions and create requisition change requests to a line that has been sourced to a purchase order. ALLOW_DEFAULT_OPTION: Enables the defaulting options on the Define Requisitions page. ALLOW_PURGE: Enables database maintenance users to erase transactions with the Purge Staging Table and Purge Change Order Requests options in the Buyer Center. CANCHANGEALL: Enables a requester to change any field on the requisition without restarting the approval process while the requisition is in a pending approved status. CANCHANGEDISTRIB: Enables the requester to change any field on the requisition distribution without restarting the approval process while the requisition is in a pending approved status. CANCHANGEHEADER: Enables the requester to change any field on the requisition header without restarting the approval process while the requisition is in a pending approved status. CANCHANGELINE: Enables the requester to change any field on the requisition line, with the exception of quantity and price, without restarting the approval process while the requisition is in a pending approved status. CANCHANGESCHEDULE: Enables the requester to change any field on the requisition schedule without restarting the approval process while the requisition is in a pending approved status. CANLINKWO: Enables a requester to manually link a requisition schedule to a work order. All the work order fields will be accessible on the requisition schedule page. CHANGEREQBU: Enables users to change the requester and business unit of a requisition. This action is necessary to purchase something on behalf of another requester. DCSUPPLIER_SECURITY: Enables catalog security for direct connect suppliers. ENFORCE_RGN_SECURITY: Enforces the regional security on a requisition by restricting the ship to ID to the requisition default ship to ID. A requester cannot change the ship to ID on the requisition. EXPRESSFORM_SECURITY: Enables catalog security to be applied to express forms. EXPRESSREQ_ENTRY: Authorizes the use of the Express Requisition form on the Create Requisition Component. ITEM_NOTIFICATION: Provides the user with a worklist notification for a new item request. An item request is created from the Create Requisition - Special Request - Special Item page. MASS_APPROVER: Enables a requester to approve multiple requisitions at one time. The Approve Requisitions component is where the actions are enabled. MULTI_COMMENTS: Enables a requester to add multiple comments to a requisition or a receipt. NOVICEREQSTR: Provides a quick-access interface for requisitions where novice requesters can add an item, have the quantity of one added, and display the Summary page. In addition, when a requisition is changed this role action hides the track batch (change batch) number that reflects the number of changes made to a requisition.   NO_CASUAL_RECV: Prohibits users from accessing the PeopleSoft eProcurement receiving pages. The default access value grants all users access to the casual user receiving pages. This action revokes the default access. NO_DEFAULT_RESULT: Causes no default search results to appear on the Manage Requisition page or the Receipts For a Casual User page. NO_ONETIME_SHIPTO: Disable access to the one-time ship to address fields. This role action prevents a user from entering a one-time ship to address on a requisition and also prevents the user from viewing the one-time address on the Managing Requisitions component. PRICEANDAVAILCHECK: Enables users to initiate a price and available quantity check for items from a marketplace. RECV_BY_SHIPTO: Enables users to receive all purchase orders that are sent to their default ship to address. RECV_CASUAL_ALL: Enables users on casual user receiving pages to cancel receipts, view purchase order details, and edit receipts that are not closed or canceled. When requesters or users are assigned the RECV_CASUAL_ALL role actions, they can receive only against purchase order lines that they created. For example, if after the original requisition is sourced to a purchase order and someone else creates a new purchase order line afterward, the requester won't be able to receive against the newly added purchase order line. Only if the requester creates the new purchase order line, either by sourcing a new requisition line to the existing purchase order or by creating a requisition change request using the Manage Requisitions page, can the person subsequently receive against the new purchase order line. RECV_POWER: Switches users from the casual user receiving pages to the PeopleSoft Purchasing receiving pages. This action is for receiving or purchasing department users. RESTRICT_INV: Enables a requester to see inventory items and ordering units of measure only when Verity is installed. No vendor information will be shown. SYSTEM_ADMIN: Enables users to access the System Administration region of the Administer Procurement Main page. TEMPLATE SECURITY: Applies catalog security to public templates. VAT_DETAILS: Enables you to view the Value Added Tax (VAT) schedule and distribution details, and to override VAT related fields. VIEW_ALL_VENDORS: Enables users to view all vendors when browsing or searching. When this action is disabled, the user can only view priority vendors based on the ITM_VENDOR table. To use regional-based sourcing, this action must be enabled. VIEW_INVENTORY_ICON: Controls the display of the Inventory Item button on the item search Result pages. If you have this role action, the button appears if the item is set as an inventory item in the Item Master table. VIEW_ORDERING_UOM: Enables you to view the ordering unit of measures for an item on the Requisition Item Description page. VIEW_REQ_CYCLE: Enables a requester to view the requisition cycle on a separate page from an option on the Manage Requisition page. Normally, a requester views this information from the Manage Requisition page on the requisition lifespan. WF_EXPAND_APPROVER:Enables users to always see the Review/Edit Approvers section in the eProcurement Approval page as expanded. Note. If a user does not have the WF_EXPAND_APPROVER, action associated with their role, the Review/Edit Approvers section will be collapsed by default when the user is approving a requisition.

Note. Not all PeopleSoft eProcurement actions are designed to be attached to users. Some PeopleSoft eProcurement actions should be attached to the eProcurement Business Unit Actions page, including DCSUPPLIER_SECURITY, EXPRESSFORM_SECURITY, and TEMPLATE_SECURITY.

See Also

Setting Up Catalog Security

Maintaining Approval Workflow

PeopleSoft eProcurement uses the Approval Workflow Framework for requisition approval rather than the standard PeopleSoft Workflow. For more information, refer to the "Using the Approval Workflow Framework in PeopleSoft eProcurement" chapter of this PeopleBook.

See PeopleSoft Enterprise Approval Framework 9.1 PeopleBook

Maintaining Supplier Integration

This section provides an overview of supplier integration and discusses how to maintain supplier integration.

Understanding Supplier Integration

The Maintain Supplier Integration page supplies links to set up third-party suppliers to PeopleSoft eProcurement. If you are planning to pass purchase orders from PeopleSoft eProcurement to the Oracle Supplier Network, a supplier's website, or to a marketplace, then use these pages to synchronize the applications.

See Also

Integrating with Direct Connect Suppliers

Defining Custom Item Attributes

Implementing the Verity Search Engine

Page Used to Maintain Supplier Integration

Maintaining Supplier Integration

Access the Maintain Supplier Integration page (eProcurement, Administer Procurement, Maintain Supplier Integration).

Use these pages to navigate to other pages to set up suppliers and marketplace integration.

Using the Linked Suppliers page

Access the Linked Suppliers page (eProcurement, Administer Procurement, Maintain Supplier Integration, Linked Suppliers).

Use the Linked Suppliers page to connect a PeopleSoft vendor ID to a third-party vendor such as suppliers from the Oracle Supplier Network (OSN), marketplace, direct connect vendors, and catalog management suppliers.

Setting Up Supplier Properties

Access the Supplier Properties page (Select the Supplier Properties tab from the Linked Suppliers page).

Supplier properties store the details of how a particular supplier interacts with a direct connect method and identifies some of the information that the supplier expects to be sent in the XML. You can also enter a default value for each field on the requisition line for this particular supplier's direct connect items.

You can enter default information for items that are returned from the direct connect supplier on this page. This default value only applies to a field if the supplier sends a null value for that field in the service operation passed back to PeopleSoft; otherwise, the supplier's value overrides the defaults.

Running PeopleSoft eProcurement Processes

This section provides an overview of eProcurement Processes and discusses how to run PeopleSoft eProcurement processes.

Understanding the eProcurement Processes

PeopleSoft eProcurement has grouped the standard processes that you can run. These processes include:

• Procurement processes that include, for example, dispatching purchase orders, expediting requisitions, quick sourcing requisitions, and running inventory demand.

• Marketplace processes, which include building the Verity search collection of items, loading items, and importing item catalogs.

• Procurement card processes that work with bank statements and vouchers.

• Receiving and return-to-vendor processes that include processing and loading receipts, Workflow notification, and reconciling return-to-vendor items.

• Requisition processes that include reconciling requisitions, reopening closed requisitions, and building item search indexes.

Page Used to Run PeopleSoft eProcurement Processes

Running PeopleSoft eProcurement Processes

Access the Run eProcurement Processes page (eProcurement, Administer Procurement, Run eProcurement Processes).

Use this page to navigate to other pages where you can run standard eProcurement processes.

Maintaining Procurement Options

Procurement options control a variety of requisition, purchase order, receiving, and procurement card information.

This section discusses how to:

• Assign catalogs to a purchasing business unit.

• Set up return to vendor instructions.

See Also

Defining Procurement Options

Pages Used to Maintain Procurement Options

Assigning Catalogs to a Purchasing Business Unit

Access the Assign Catalogs to Business Unit page (eProcurement, Administer Procurement, Maintain Procurement Options, Assign Catalog to BU).

Business Unit	Enter a business unit to which you are assigning catalogs. Any user who enters PeopleSoft eProcurement requisitions using this business unit can select only the items in the catalogs that appear in the Catalog ID field.
Catalog ID	Enter item catalogs.
Enabled	Select to indicate that the item catalog is available to requesters that are associated with this business unit.

Note. To enable the entries on this page, enter Y in the BU Catalog Control (business unit catalog control) field on the eProcurement Installation Options page. If you are using the rule-based item catalog method, use this page in combination with the Catalog Security page.

See Setting Up Catalog Security.

See Also

Defining Procurement Options

Setting Up Return to Vendor Instructions

Access the Setup Instructions for Return to Vendor page (eProcurement, Administer Procurement, Maintain Procurement Options, Return to Vendor Instructions).

Instr. Code (instruction code)

Select how you want instructions to appear on the Return to Vendor page. Values are: General Instructions (top): At the top of the page under the first heading. Return Qty Shipped to Vendor (return quantity shipped to vendor): Below the shipment and vendor information heading if the return to vendor status is Shipped. Saved confirmation page text: When you click the Save button on the Return to Vendor page. Ship Qty instruction (ship quantity instruction [bottom]): Below the shipment and vendor information heading, if the return to vendor status is Open.

RTV Instruction (return to vendor instruction)

Enter the instruction details for the instruction that you selected in the Inst. Code field.

Maintaining the Accounting Structure

This section discusses how to maintain the accounting structure.

See Also

Defining and Using ChartFields

Page Used to Maintain the Accounting Structure

Maintaining the Accounting Structure

Access the Maintain Accounting Structure page (eProcurement, Administer Procurement, Maintain the Accounting Structure).

Use this page to navigate to other pages and view and maintain accounting information for PeopleSoft eProcurement. You can record transactions in the general ledger and set up the different ChartField combinations that meet the needs of the business.

Enabling ChartField Security

PeopleSoft enables you to restrict access to your financial data within PeopleSoft eProcurement and across all PeopleSoft Financials Supply Chain Management (FSCM) applications. The ChartField Security feature prevents unauthorized employees and contractors from viewing and editing financial data. Other security features within PeopleSoft enable you to restrict access by business unit, ledger, setID, paycycle, book code, and project ID; however, the ChartField Security feature enables you to restrict access to specific financial data by restricting access to a ChartField value or combination. Security by ChartField combination enables you to allow access to most financial data (such as inventory accounts or accounts payable balances) and still restrict access to sensitive data (such as executive salaries or travel accounts). Using ChartField security, you can enable access to sensitive ChartField combinations by:

• User IDs

• User roles

• Permission lists

ChartField security is implemented at the component level. Occasionally there may be a component that is shared by two different products. PeopleSoft Purchasing and PeopleSoft eProcurement share components, such as the requisition component. In these cases, ChartField security must be implemented in both products in order to be active in either product.

The following methods can be used to enforce ChartField security:

• Securing the prompt edit table values: When a user clicks the prompt button or enters a value in a field containing a ChartField (Account, Department ID, and so on), then the system only displays values that the user is authorized to view.

• Securing inquiry results list: When a user is entering a component, the search results are limited to transactions containing ChartField combinations that the user is authorized to view.

• Securing transactions from a component search list: When a user is entering a component, the search results display all applicable transactions; however, if the user selects a transaction containing a restricted ChartField combination, then an error message is displayed and the user cannot access the transaction.

• Securing drills to transaction component: When a user is on the component, the search results display all applicable information; however, if the user selects a link to drill down into a more detailed page with restricted ChartField combination, then an error message is displayed and the user cannot access the additional information.

Based on the structure of the component, one or more of the above security methods can be implemented for a single component.

The following pages and components in PeopleSoft eProcurement can be restricted with ChartField security:

• Create Requisition component (securing the prompt edit table values). This component can also be accessed from the Manage Requisitions component.

• Approve Requisitions component (securing drills to transaction components).

• Approval Status component (securing drills to transaction components).

• Expedite Requisitions component (securing drills to transaction components).

• Requisition Schedule and Distribution component (securing drills to transaction components).

• Receive Items component (securing drills to transaction components).

See Also

Securing ChartFields

Integrating With PeopleSoft EnterpriseOne Procurement

PeopleSoft Enterprise eProcurement can exchange data with PeopleSoft EnterpriseOne Procurement (JD Edwards). You can use this integration to:

• Send purchase orders from PeopleSoft Enterprise to PeopleSoft EnterpriseOne.

• Send purchase order changes from PeopleSoft Enterprise to PeopleSoft EnterpriseOne.

• Send a purchase order hold status release message from PeopleSoft EnterpriseOne to PeopleSoft Enterprise.

• Notify PeopleSoft EnterpriseOne of purchase orders dispatched from PeopleSoft Enterprise

• Notify PeopleSoft Enterprise of purchase orders dispatched from PeopleSoft EnterpriseOne

• Send receipts from PeopleSoft Enterprise to PeopleSoft EnterpriseOne.

• Send receipts from PeopleSoft EnterpriseOne to PeopleSoft Enterprise.

• Send purchase order closes from PeopleSoft EnterpriseOne to PeopleSoft Enterprise.

To enable this integration, the PeopleSoft Enterprise product uses EIPs (enterprise integration points) and the PeopleSoft Integration Broker. PeopleSoft EnterpriseOne uses XPI Integration Server (IS) and XBPs, which include z-file interfaces, canonicals, and other PeopleSoft EnterpriseOne integration points.

Before using these integration points, you must synchronize the master data between the two systems, such as item IDs, suppliers, and accounts.

Note. For complete information on the setup and use of this integration, see the "Integrating PeopleSoft Enterprise eProcurement with PeopleSoft EnterpriseOne Procurement" white paper located within the My Oracle Support website.

See https://support.oracle.com/CSP/ui/flash.html

Pages Used to Integrate With PeopleSoft EnterpriseOne Procurement