6 Generating Progress Payments

This chapter contains the following topics:

• Section 6.1, "Understanding the Progress Payment Integration"

• Section 6.2, "Progress Payment Integration Assumptions and Constraints"

• Section 6.3, "Exporting and Importing Contract Management Requisition Data"

• Section 6.4, "Running Progress Payment Data Extract and Import Programs"

6.1 Understanding the Progress Payment Integration

Progress payments are payments that are initiated by the project team when a portion of goods or services are received or completed. For example, once a vendor completes 50 percent of the work that has been ordered from their company, job-site personnel can request that the vendor be paid 50 percent of the amount that was ordered.

Progress payments are initiated in the Contract Management side by creating a requisition. The requisition must be associated with an existing committed contract. The requisition is a formal request for payment, and can be for a partial amount, or the full amount of the associated line on the committed contract. The requisition includes taxable amounts, and does not include any actual tax amounts, as tax calculation processing is not done in the Contract Management system.

After you create the requisition, you must certify the requisition. Only certified requisitions are sent from Contract Management to EnterpriseOne. Once the requisition is certified, you can use the Contract Management Exchange application to extract requisition data from Contract Management. This application creates an XML file in a specified location.

Note: In addition to certifying the requisition, you must also verify that the requisition does not have a value in the Date Exported field. Only certified requisitions with no value in the Date Exported field are included in the integration process. When you run the data extract process from Contract Management, the system populates the Date Exported field, which excludes the requisition from being exported during future data extract processing. If you must reprocess a requisition that has already been sent to EnterpriseOne, for example, in the event of loss of data or file corruption, you can delete the value in the Date Exported field.

Once the XML file with requisition data is available, the EnterpriseOne user then runs the Process Progress Payments from Contract Management program (R4314CM). If you are running in automated mode, this program calls an FTP script which retrieves the XML file from the predefined location. The program then calculates the tax amounts using standard EnterpriseOne tax calculation processing, and generates an accounts payable voucher. Depending on processing option settings of the program, the voucher can be created in HOLD status. You also use the processing options to specify the version of the Purchase Order XPI program (P43XPI) that the system uses to process purchase order and voucher data.

Important: The processing option setting that determines whether the voucher is created in a HOLD status is included in the P0400047 program. The R4314CM program calls the specified version of the P43XPI program, which in turn calls the P4314, which calls the P0400047. Therefore, to verify that you have the appropriate voucher status set up, you must verify the processing option settings for each of these programs to verify that each program calls the appropriate program versions. You must also verify that the version of the P43XPI that you are calling has the Voucher Type processing option on the Voucher Match tab set to a value of 2.

Once the voucher is created in the EnterpriseOne system, it must be approved and processed. You use standard EnterpriseOne Accounts Payable functionality to approve and process the voucher. Once the voucher is processed, a payment is created for the specified vendor. You can send this payment information back to the Contract Management system so that the requisition is updated with the payment date, check number, payment amount, and tax paid amount. You extract this data from EnterpriseOne by running the E1 to CM Requisition Extract program (R0413CMD), which creates an XML file with the payment information. This program retrieves data from these EnterpriseOne tables:

• F51006X (CM Project Cross Reference)

• F0411X (CM E1 Voucher Cross Reference)

  The R0413CMD also updates this table with payment cross reference data, which is included in the generated XML file.

• F0411 (Accounts Payable Ledger)

• F0413 (Accounts Payable Matching Document)

• F0414 (Accounts Payable Matching Document Detail)

The XML file is then placed in a specified location, where it can then be imported into the Contract Management system using the Contract Management Exchange application. Once the file is imported, the requisitions are updated to reflect the payment information.

Progress payments and requisitions are associated with lines on a contract or purchase order. This table illustrates how payments might be made against specific lines on a purchase order or committed contract:

Purchase Order in EnterpriseOne	Committed Contract in Contract Management	Payment Example
Purchase Order Line 1	Committed Contract Line 1	Full Payment
Purchase Order Line 2	Committed Contract Line 2	Full Payment
Purchase Order Line 3	Committed Contract Line 3	Partial Payment
Purchase Order Line 4 (resulting from a change to line 1)	Committed Contract Change Order Line 1	Partial Payment
Purchase Order Line 5 (resulting from a change to line 2)	Committed Contract Change Order Line 2	No Payment At This Time

The progress payment flow is bidirectional, in that requisition information flows from Contract Management to EnterpriseOne, and the subsequent payment information that is generated in EnterpriseOne is then sent back to Contract Management.

The progress payment flow can also be initiated outside of the system, which typically occurs when Contract Management users do not have the ability to connect to the EnterpriseOne system. This is particularly important for job sites that do not have network access. To initiate the progress payment process without EnterpriseOne system connectivity, Contract Management users create the requisition and then contact the appropriate EnterpriseOne user, giving them the requisition number, project number, and details of the items received or work completed. The EnterpriseOne user then initiates the progress payment using standard EnterpriseOne progress payment and voucher creation functionality.

The typical requisition and progress payment flow might include these steps:

1. After the purchase order information has been synchronized from EnterpriseOne to Contract Management, a vendor completes work at, or delivers goods to a job site.

2. Job-site personnel create a requisition to specify that a portion, or all, of the goods and services have been delivered or completed.

   See Oracle Primavera Contract Management User's Guide, Working With Projects, Project Costs, and Changes.

3. User signs into the Contract Management Exchange application and exports requisition data.

   This process creates an XML file with requisition data in a specified location.

   See Using Contract Management Exchange, "Using Contract Management Exchange.".

   
   

   Note: If the Contract Management user does not have the ability to connect to the EnterpriseOne network and export the requisition data, this process flow can be completed in disconnected mode. In disconnected mode, the Contract Management user does not sign into Contract Management Exchange, and does not generate the XML file. Instead, the Contract Management user contacts the EnterpriseOne user directly, giving them the requisition data that the EnterpriseOne user needs to create the progress payment. Once the EnterpriseOne user has the information about the requisition, they manually create a progress payment against the related purchase order using standard EnterpriseOne functionality. The EnterpriseOne user then continues to step 5 in this process.

   
   

   See Chapter 3, "Using the Contract Management Integration Workbench."

4. The EnterpriseOne user runs the Process Progress Payments from Primavera Contract Management program (R4314CM).

   If running in manual mode, the EnterpriseOne user must first move the XML file to the specified location on the enterprise server. If running in automated mode, the R4314CM calls an FTP script to retrieve the XML file. The program then collects the data that was extracted from Contract Management and creates vouchers and cross reference records in the EnterpriseOne system.

5. Using standard accounts payable processes, an EnterpriseOne user processes the voucher, which generates a payment for the vendor.

   See JD Edwards EnterpriseOne Applications Accounts Payable Implementation Guide, "Processing Accounts Payable Vouchers."

   
   

   Note: If using disconnected mode, the EnterpriseOne user must manually create the cross reference record to link the EnterpriseOne voucher to the Contract Management requisition. You enter the cross reference record using the P0411X program, which you access directly from the Contract Management Integration Workbench. The process then continues with step 6.

   
   

6. The EnterpriseOne user generates an XML file with the payment data by running the E1 to CM Requisition Extract program (R0413CMD).

7. The file is sent to the Contract Management server using the manual or automated method.

   If you are using the automated method, the R0413CMD calls an FTP script, which places the XML file in a predefined location where it can be consumed by Contract Management. If you are using the manual method, the file must be manually sent from the EnterpriseOne user to a Contract Management user.

8. The user signs into the Contract Management Exchange application and imports the file that was created by the R0413CMD program.

   The Contract Management system now shows updated payment information.

9. The process is repeated, and subsequent requisitions are created until a contract is paid-in-full.

   
   

   Note: Users must be aware of the effect custom fields have when generating subsequent requisitions. This information is detailed in the following section.

   
   

6.1.1 Generating Subsequent Requisitions for a Committed Contract

Generally, requisitions are generated for a contract on an ongoing basis until the contract is complete and the vendor has been paid in full. After a requisition has been generated for a contract, when the user tries to generate subsequent requisitions for that contract, they are given the option to copy custom fields from the original requisition to the new requisition.

For the purposes of this integration, users should not select the option to copy custom fields from the original requisition to subsequent requisitions that are generated. Choosing not to copy the custom field values ensures that the Date Exported field remains blank for newly created requisitions.

If you have additional custom fields that you must copy onto the new requisitions, you can choose to copy the custom fields. When you select this option, the system copies the values for all custom fields from the original requisition to the new requisition. This includes copying the date that the original requisition was exported into the Date Exported field. Requisitions that include a date in this field cannot be exported from Contract Management. Therefore, if you must copy custom fields, you must also delete the date from this field before exporting the requisition to EnterpriseOne.

Figure 6-1 Generate Requisitions form

Description of "Figure 6-1 Generate Requisitions form"

See Also: JJD Edwards EnterpriseOne Applications Requisition Self Service Implementation Guide, "Setting Up Direct Connect and Purchase Order Dispatch," Setting Processing Options for the Purchase Order XPI Program (P43XPI)." JD Edwards EnterpriseOne Applications Accounts Payable Implementation Guide, "Processing Accounts Payable Vouchers". JD Edwards EnterpriseOne Applications Subcontract Management Implementation Guide, "Processing Progress Payments". Oracle Primavera Contract Management User's Guide, "Working With Contracts, Project Costs, and Changes," Preparing Requisitions for Payment.

6.2 Progress Payment Integration Assumptions and Constraints

This section lists the assumptions and constraints that you should be aware of when processing progress payments using the contract management integration.

1. Requisitions in the Contract Management system must be certified and contain no value in the Date Exported field in order to be synchronized to EnterpriseOne.

2. Users should not copy the custom field values from one requisition to another. If users opt to use this option, they must manually clear the Date Exported field before the requisition can be sent to EnterpriseOne.

6.3 Exporting and Importing Contract Management Requisition Data

This section discusses how to:

• Export requisition data from Contract Management.

• Import payment information to Contract Management.

6.3.1 Exporting Requisition Data from Contract Management

After you generate requisitions for a committed contract, you can extract that data so that it is available to be processed in the EnterpriseOne system. Your system administrator can assist you with determining which values to use during this task.

1. Access the Contract Management Exchange application.

2. Complete these fields and then click Next:

   • CM Server Host

   • CM Server Port

   • CM Service Type

3. Enter a valid user name and password for the Contract Management system and then click Next.

   
   

   Note: The user that you log in as must have access and permission to update data into the Contract Management database. If the user credentials that are entered do not have sufficient access, the system will produce an error, and the user will not be able to continue.

   
   

4. Select the Contract Management database you want to extract data from and then click Next.

5. Select the Export Payment Requisitions option and then click Next.

   Figure 6-2 Select the action to perform

   
   Description of "Figure 6-2 Select the action to perform"
   
   

6. Specify the project associated with the requisitions you want to export and then click Next.

   Figure 6-3 Select the project

   
   Description of "Figure 6-3 Select the project"
   
   

7. Specify the location for the export and log folders and then click Next.

   Figure 6-4 Specify the export folder location

   
   Description of "Figure 6-4 Specify the export folder location"
   
   

8. Click Finish.

   The system creates an XML file with the requisition data in the specified folder and produces a log file for review.

6.3.2 Importing Payment Data into Contract Management

After payments have been created in the EnterpriseOne system, the payment data extract program has been processed, and the XML files have been sent to Contract Management, you can import the payment data into Contract Management. To import payment data into Contract Management, complete the following steps. Your system administrator can assist you with determining which values to use during this task.

1. Access the Contract Management Exchange application.

2. Complete these fields and then click Next:

   • CM Server Host

   • CM Server Port

   • CM Service Type

3. Enter a valid user name and password for the Contract Management system and then click Next.

   
   

   Note: The user that you log in as must have appropriate access and permission to the Contract Management database. If the user credentials that are entered do not have sufficient access, the system will produce an error, and the user will not be able to continue.

   
   

4. Select the Contract Management database you want to import data into and then click Next.

5. Select the Import Data option and then click Next.

   Figure 6-5 Select the action to perform

   
   Description of "Figure 6-5 Select the action to perform"
   
   

6. Specify the location of the file that you want to import and then click Next.

   Figure 6-6 Specify the import file location

   
   Description of "Figure 6-6 Specify the import file location"
   
   

7. Confirm your selections and then click Finish.

   The system imports the selected data and produces a log file for review.

   Figure 6-7 Confirm selections

   
   Description of "Figure 6-7 Confirm selections"
   
   

Note: You can import only one file at a time. If you created multiple files from the EnterpriseOne system, you must run this process multiple times for each file that you want to import into the Contract Management system.

6.4 Running Progress Payment Data Extract and Import Programs

After requisitions have been exported from Contract Management, you can import them into EnterpriseOne by running the Process Progress Payments from Primavera Contract Management program (R4314CM). When you run this program, the system creates vouchers in EnterpriseOne that can be processed in the Accounts Payable system, and subsequent payments can be made to vendors. After the payments are created, you can then run the E1 to CM Requisition Extract program (R0413CMD), which extracts the payment information and creates an XML file that can be consumed by Contract Management.

Before you run these programs, you must set the processing options to ensure that data is processed correctly. Once you have set the processing options, you access and process the programs from the Contract Management Integration Workbench.

If you are using the automated method of file transfer (FTP), when you process the R0413CMD program the system generates the XML file and sends it to the specified location, where it is available to the Contract Management system for consumption. You can use the Contract Management Integration Workbench execute the FTP script again if you encounter errors in the file transfer process when running the program. Alternatively, you can manually send the files to a Contract Management user.

This section discusses how to:

• Set processing options for the Process Progress Payments from Contract Management program (R4314CM).

• Set processing options for the E1 to CM Requisition Extract program (R0413CMD).

See Chapter 3, "Using the Contract Management Integration Workbench."

6.4.1 Setting Processing Options for the Process Progress Payments from Contract Management Program (R4314CM)

You set the processing options for a program before running the program to ensure that data is processed correctly.

6.4.1.1 Process Tab

Set this processing option to specify how data is processed.

1. Path to Script

Use this processing option to specify the file location and name of the script on the enterprise server. When completing this option, include the path, script name, and file extension. For example:

C:\CMExchange\E1toCMRequisition.bat, /E9000SYS_9/CMExchange/E1toCMRequisition_IBMi.sh, or /slot/ems1234/CMExchange/E1toCMRequisition.sh).

All directories specified in the path must already exist.

6.4.1.2 Versions Tab

Set this processing option to specify program versions that are used during processing.

1. P43XPI Version

Use this processing option to specify the version of the Purchase Order XPI program (P43XPI) that is used when processing progress payments in EnterpriseOne. If left blank, the system uses version ZJDE0001.

6.4.2 Setting Processing Options for the E1 to CM Requisition Extract Program (R0413CMD)

You set the processing options for a program before running the program to ensure that data is processed correctly.

6.4.2.1 File Transfer Tab

Set this processing option to specify file transfer data.

1. Manual File Transfer Path Where Files Will Be Written

Use this processing option to specify the file location that the system uses for storing the resulting XML file when running in manual mode. The name of the resulting XML file will be in the format of:

E1toCMRequisition_MMDDYY_hhmmss.xml.

The file name will be appended to the value entered in this processing option to determine the fully qualified path and name. For example, if you enter C:\B9\DV900\Export\ in this option, the resulting XML file will be written as:

C:\B9\DV900\Export\ E1toCMRequisition_MMDDYY_hhmmss.xml

All directories specified in the path must already exist. These examples illustrate what the path might be for a Linux and an IBM i on IBM Power Systems implementation:

Linux: /slot/ems3561/appmgr/CMExchange/E1toCMRequisition/

IBM i on IBM Power Systems: /E900SYS_9/CMExchange/E1toCMRequisition/

If this processing option is left blank, the resulting XML file will be written to the B9 directory where R0413CMD is running. For example C:\B9\.

2. Automated File Transfer Path

Use this processing option to specify the file location and name of the script on the enterprise server. Include the path, script name, and file extension. For example:

C:\CMExchange\E1toCMRequisition.bat, /E9000SYS_9/CMExchange/E1toCMRequisition_IBMi.sh, or /slot/ems1234/CMExchange/E1toCMRequisition.sh

This option is only used when running in automated mode. This path will also indicate where the resulting XML files are written, and they will be in a subdirectory of the path indicated. The name of the resulting XML file will be in the format of:

E1toCMRequisition_MMDDYY_hhmmss.xml.

All directories specified in the path must already exist.

3. Automated Mode

Use this processing option to specify whether the process is running in automated mode or manual mode. Automated mode allows for files to be transferred to Contract Management by FTP. Manual mode allows the files to be transferred by the user after they are created. Valid Values are:

0 or Blank: Manual Mode, no FTP.

1: Automated Mode, use FTP.

6.4.2.2 Process Tab

Set this processing option to specify how data is processed.

1. Re-Export Vouchers Paid-In-Full

Use this processing option to re-export vouchers that are paid-in-full and have previously been exported to Contract Management. Fully-paid and previously exported vouchers contain a 1 in the CMEXP field in the F0411X table. Other records have a value of 0. The system uses this value to determine which vouchers have been previously exported and paid. Values include:

Blank: Do not re-export vouchers

1: Re-export vouchers