PeopleSoft Application Fundamentals 9.1 PeopleBook

Defining Financials and Supply Chain Management Common Definitions

This chapter discusses the defining of common definitions in Oracle's PeopleSoft Financials and Supply Chain Management (FSCM) applications. It specifically addresses how to:

Set up financials audit framework (audit logging).
Set up document management options.
Set up resources.
Set up locations.
Establish regions and region codes.
Establish distribution rules and sets.
Establish carriers.
Define sales and use tax authorities and codes.
Define additional common information.
Define common journal definitions.
Set up workflow transactions.
Change credit card encryption.

Setting Up Financials Audit Framework (Audit Logging)

To set up the Financials Audit Framework, use the following components:

Enable Audit Logging (FS_AUDITLOG_ENABLE)
Search Audit Logs (FS_AUDITLOG_SEARCH)
Purge Audit Logs (FS_AUDITLOG_PURGE)

This section provides an overview of the financials audit framework and discusses how to:

Set up audit logging.
Search audit logs.
Purge audit logs.

Understanding the PeopleSoft Financials Audit Framework

The Financials Audit Framework (audit logging) provides efficient tracking of transaction processing that results in enhanced visibility and detailed audit trails. The framework is a centralized structure that allows you to identify the statuses of transactions to be tracked, including online views to search the audit log results by source, transaction and user. You can also archive and purge the audit logs.

Audit logging is available for the following transaction flows:

PeopleSoft Application	Audit Log Record	Transaction Flows
Asset Management	AM_ASST_AUD_TBL	Asset Adds and Copy Adjustments and Transfers Depreciation Interunit Transfers Recategorizations Retirements and Reinstatements Revaluation
Billing	BI_IVC_AUD_TBL	Create and Edit Billing Invoice Online Copy and Adjust Billing Invoice Correct Budget Stage Error Finalize Billing Invoice Create Installment Invoice Create Recurring Invoice Interface Create/Edit Invoice Billing Invoice Maintenance Approve/Delete Worksheet
General Ledger	GL_AUD_JRNL	Create, Edit and Post Journal Delete Journal Mark to Post and Unpost Journal Unpost Journal Update Journal Unmark to Post and Unpost Journal Journal Date Change
Payables	AP_VCHR_AUD_TBL AP_PYMT_AUD_TBL AP_CNTL_GRP_TBL	Voucher transactions Payment transactions Control Group transactions
Receivables	AR_AUD_DEPOSIT AR_AUD_DRAFT AR_AUD_ITEM AR_AUD_PND_ITEM AR_AUD_PYMNT	Items Drafts Payments Deposits

Note. Documents and events for each application are registered. To register products, documents and events for audit logging that are not delivered requires access to the Register for Audit Logging page. This page is accessible only by the Application Development or customization teams.

Pages Used to Manage the Financials Audit Framework

Page Name	Definition Name	Navigation	Usage
Enable Audit Logging	FS_AUDITLOG_ENABLE	Set Up Financials/Supply Chain, Common Definitions, Audit Logging, Enable Audit Logging, Enable Audit Logging	Enable audit logging by PeopleSoft application.
Search Audit Logs	FS_AUDITLOG_SEARCH	Set Up Financials/Supply Chain, Common Definitions, Audit Logging, Search Audit Logs, Search Audit Logs	Search for audit logs.
Purge Audit Logs	FS_AUDITLOG_PURGE	Set Up Financials/Supply Chain, Common Definitions, Audit Logging, Purge Audit Logs, Purge Audit Logs	Use this page to delete selected audit logs.

Enable Audit Logging

Access the Enable Audit Logging page (Set Up Financials/Supply Chain, Common Definitions, Audit Logging, Enable Audit Logging, Enable Audit Logging).

Select the application name of the product for which you want to enable events for audit logging. Select the events that you want to track.

Application Name

Select to enable events for the following applications:

Accounts Payable
Accounts Receivable
Asset Management
Billing
General Ledger

Enable

Select the events for which you want to enable audit logging.

Include Archive

Select to include archived data.

Note. Data can be archived using PeopleSoft Data Archive Manager.

See PeopleTools PeopleBook: Data Management, Using PeopleSoft Data Archive Manager.

Searching Audit Logs

Access the Search Audit Logs page (Set Up Financials/Supply Chain, Common Definitions, Audit Logging, Search Audit Logs, Search Audit Logs).

The Search Audit Logs page accesses events that are populated in the audit record within the application if the corresponding events are enabled for audit logging. Enter your selection criteria and click the Search button to retrieve the requested audit information in the Search Results grid. The Search Criteria and Search Results fields depend upon the application and the documents that you choose to track.

You can also access the Search Audit Logs page from the View Audit Logs link that is provided on the transaction pages themselves, such as the Journal Entry - Lines page or the Bill Summary Info page, for example. The search result, by default, returns the audit trail for that particular journal or Billing invoice.

See Enabling Journal Audit Logging.

See PeopleSoft Asset Management 9.1 PeopleBook, Adding and Maintaining Assets, Viewing Asset Audit Logs

See PeopleSoft Billing 9.1 PeopleBook, Entering Bills Online, Reviewing Bill Summary Information

Include Archive	Select to include archived logs in your search results
Include Batch Changes	Select to include logs of those transactions that are created in batch processes.
Include Purge Logs	Select to include deleted audit logs (logs that were purged using the Purge Audit Logs page) in the search display.

Purging Audit Logs

Audit log data can become very large as there are multiple events for each document and one particular document can be edited more than once. This data may need to be removed from the system from time to time for system maintenance.

Access the Purge Audit Logs page (Set Up Financials/Supply Chain, Common Definitions, Audit Logging, Purge Audit Logs, Purge Audit Logs).

Enter search criteria to retrieve the audit logs that you want to purge and click the Purge button. You are presented with a message that informs you of the number of rows to be deleted and asks if you want to continue with the deletion of these rows.

Note. The purge log cannot be purged.

Setting Up Document Management Options

You can enable document management within selected PeopleSoft system pages. Set up active Documentum-enabled components within a PeopleSoft application and define valid buttons that are associated with each of the pages within these components. The PeopleSoft Documentum setup is efficient in that the list of components and individual pages from which to select are those that are specifically designed for use with Documentum.

To set up document management options, use the following components:

Documentum Product Options (DC_PRODUCT)
Documentum Component Options (DC_PNLGRP)
Documentum Page Options (DC_PNL_OPT)

This section discusses how to:

Select Documentum-enabled applications.
Define document management options by application.
Determine Documentum page actions.
Define Documentum page copy options.

Pages Used to Set Up Document Management Options

Page Name	Definition Name	Navigation	Usage
Documentum Product Options	DC_PRODUCT	Set Up Financials/Supply Chain, Common Definitions, Documentum, Product Options, Product Options	Define which PeopleSoft products are Documentum-enabled and define the document management options for a product.
Component Options	DC_PNLGRP	Set Up Financials/Supply Chain, Common Definitions, Documentum, Component Options, Component Options	Control, by product and component, the document management buttons the system displays in document components.
Page Options	DC_PNL_OPT	Set Up Financials/Supply Chain, Common Definitions, Documentum, Page Options, Page Options	Define Documentum page options by component name and by product and thus control pages within a given component. Use this page to make a page document-enabled.
Copy Properties	DC_PNL3_OPT	Set Up Financials/Supply Chain, Common Definitions, Documentum, Page Options, Copy Properties	Control the prompting behavior for key fields related to Documentum-enabled pages.

Selecting Documentum-Enabled Applications

Access the Documentum Product Options page (Set Up Financials/Supply Chain, Common Definitions, Documentum, Product Options, Product Options).

Note. All fields on this page are case-sensitive.

Document Enabled PS (PeopleSoft)/Product	Values are: Engineering/Manufacturing and Enterprise. The PeopleSoft system delivers Engineering/Manufacturing and Contracts Documentum-enabled pages. Use the Enterprise product option for Documentum-enabled components, which are used within multiple products. Note. These pages are preloaded with PeopleSoft Engineering information.
Documentum Docbase Name	Displays the name of the document database that contains the documents that you'll access with PeopleSoft pages for a specific product. When you access the document-enabled PeopleSoft system pages, the system connects you to this document database.
Maximum Documents in Query	Displays the maximum number of documents retrieved when you run document management system queries within the Documentum-enabled product. This setting prevents you from retrieving more documents than you deem reasonable at any one time. This is the maximum number of documents that the system returns to the Query Result page, not the maximum number of documents that results from the document management system query itself. For example, if you set this field to 10, then the system displays only 10 documents on the Query Results page, although 20 documents were found. The documents displayed are the first 10, ordered by document name. Note. This setting doesn't limit the maximum number of documents that can be associated on a page, just how many are returned by a single query.
Document Object Type	Displays the document management system object supertype that you want to use when you access documents within the document database. The object type controls the set of valid attributes of the documents within Documentum. This object type must contain all attributes (fields) that you'll reference from Engineering document query pages.
Use BU/Item/Rev Attributes	This check box determines if you'll use PeopleSoft business unit, item number, and item revision fields when you run queries against the document database. You must first configure the Documentum attributes. To include all three fields—Business Unit (BUSINESS_UNIT), Item ID (INV_ITEM_ID), and Revisions (EN_REVISION)—within the document object type, use the Document Control Options page.

Note. All Documentum product options on this page could also have been set at the installation level with the Installation Options - Documentum page.

See Also

Setting Documentum Installation Options

Defining Document Management Options by Application

Access the Documentum Component Options page (Set Up Financials/Supply Chain, Common Definitions, Documentum, Component Options, Component Options).

Before you begin to manage documents, you need to decide what level of access capabilities you will make for each individual document component. For example, within PeopleSoft Manufacturing, you may want users to only view and query item revision documents, but in PeopleSoft Engineering you may want them to have full check-in and check-out access on the engineering change order (ECO).

Component Name

Select the PeopleSoft Engineering or PeopleSoft Manufacturing access capabilities that you want.

Document Enabled PS Product

Select EG (Engineering/Manufacturing) or ER (Enterprise).

If the component applies to more than one product, select ER.

Component Type

Select whether the component is an inquiry or maintenance component.

Valid Actions

While maintenance components can have all Valid Actions buttons available, inquiry components can have only the View Document Detail and View Document Contents buttons available.

You can select any or all valid actions that you want to associate with specific components for specific products.

	View document detail.
	Query the Documentum database.
	View document contents.
	Launch Documentum.
	Fix or unfix versions.
	Copy associations.

Click a Valid Actions button to select and deselect the check boxes.

The system reflects the actions that you select by displaying the appropriate buttons on the relevant document pages. For example, if you select the View Document Detail and Query buttons for the Engineering Change Order document page, then when you access the ECO Documents page and other Documentum-enabled pages within the component. The View and Query buttons and disable the Launch Documentum, Fix Vers, UnFix Vers, and Copy buttons.

If you don't set a specific action as valid on the component level, then users cannot carry out that action on any pages.

See Also

Managing Documents

Determining Documentum Page Actions

Access the Documentum Page Options - Page Options page (Set Up Financials/Supply Chain, Common Definitions, Documentum, Page Options, Page Options).

Note. Prior to entering information on this page, you must set up Documentum component options on the Documentum Component Options page.

Documentum Enabled Page	The available options consist of a list of Documentum-enabled pages from the specified component. You can remove or add document-enabled pages.
Page Name	Enter a unique name for each Documentum-enabled page. Because the page name acts as a reference during copying, it is important to create unique names if a page is being added to more than one component.
Link Record Name	Displays the record that contains Documentum document information for that page, including object ID, document name, and title. This field is required but is not an editable field. It appears here for reference purposes only.

Note. An individual page can belong to several different components.

Defining Documentum Page Copy Options

Access the Documentum Page Options - Copy Properties page (Set Up Financials/Supply Chain, Common Definitions, Documentum, Page Options, Copy Properties).

The selections on this page determine what you see when you click the Copy Document Associations button on a Documentum-enabled page. These copy properties are preset for you for all existing Documentum-enabled pages and need not be modified.

Key Fields	Displays key fields for the link record.
Display Field	Determines if a key field appears at copy time for the Documentum-enabled page.
Prompt Table Name	Displays the prompt table or view that the system uses to display valid values for the key field when you copy from the Documentum-enabled page.
Default Value	The system uses this value for display purposes at copy time.

The combination of display field and default value gives you the flexibility to predefine copy options. For example, clearing the display field and defining a default value of PR for the key field BOM_STATE ensures that only production BOM document associations are copied.

Warning! Copy properties are preset for all existing Documentum-enabled pages and, in most cases, should not be modified. Incorrectly modifying values on this page can cause unpredictable prompting results when you copy document associations.

Setting Up Resources

This section discusses how to set up common resource information.

Page Used to Set Up Resource Information

Page Name	Definition Name	Navigation	Usage
Resource Setup	INSTALLATION_RESRC	Set Up Financials/Supply Chain, Common Definitions, Resources Data, Resource Setup, Resource Setup	Set up common resource information.

Setting Up Resource Information

Access the Resource Setup page (Set Up Financials/Supply Chain, Common Definitions, Resources Data, Resource Setup, Resource Setup).

Scheduling Options

Default Work Days

Select the default for days of the week for which the resource is willing to work. The selected days are used as the default work days on the Resource Profile - General Info page for new resource profiles.

Standard Hours per Work Day

Enter the number of hours that make up a work day.

The Resource Match engine uses this information to calculate availability fit scores for each resource-and-resource request combination.

This field is multiplied by the default number of work days per week to determine the default value for the organization's standard hours per week. If a resource's standard hours per week are less than the organization's standard hours per week, the resource is treated as part-time.

Standard Start Time

Enter the time of day at which the resource will begin work.

This information is used as the default start time on new appointments, assignments, and holidays.

Assignment Options

Assignment ID Last Used

Enter the ID that the system uses to determine the next system-generated assignment ID number.

This field serves as a counter to track the last system-generated ID for an assignment. This value should only be manipulated to reinitialize the database from test to production mode, or to reset the assignment IDs.

Examples of valid reasons to manually change the value in this field are:

You converted assignments from a legacy application, and your organization decides to skip a series of numbers used prior to the Resource Management implementation.
The assignment ID value incremented as you performed testing or training on your application, and you want to reset before putting the Resource Management application into production.

Existing assignment IDs are not reused even if you reset the value in the Assignment ID Last Used field.

Calendar Options

Holiday Hours From

Select the method of determining the duration in hours of each holiday if the holiday start and end times are not defined in PeopleSoft HRMS. This information is used to load holidays onto resources schedules. Select how the system will derive the holiday hours:

Custom Settings Defined Here: Select this option and enter a value in the adjacent field to specify the number of hours that will be used across all resource schedules when the system generates holiday entries.

Job Table Std Hours (job table standard hours): Select this option for the application to divide the resource's standard hours per work week by the number of days that the resource works each week to obtain an average work day length in hours.

Standard Hours per Work Day: Select to use the organization's standard hours per work day that is defined on this page, for all resources when the system determines the duration of each holiday.

Note. Use the Standard Hours per Work Day option only if the hours are not specified in the appropriate holiday calendar. If the calendar does specify these hours, the system ignores this option.

Appointment ID Last Used

Displays the last system-generated ID for a resource schedule appointment. Enter a value in this field only to reinitialize the database from test to production mode, or to reset the appointment IDs.

See Defining Holidays on Resource Schedules.

Resource Options

Allow Non-Employees to be established as Resources

Select this option to enable individuals who do not have a personnel status of Employee to be eligible to become resources.

By selecting this option you can control the eligibility of non-employee resources; maintain their competencies, accomplishments, and schedules; search for non-employee resources; and assign non-employee resources to projects and service orders. In addition, you can view the resources' personnel status throughout the system so that you can distinguish between employees and non-employees.

Email Notification to Manager

Select to generate automatic email to the resource manager when competencies and accomplishments are updated in the FSCM database. This field is activated if you use the FSCM database as the source database for employee competency information.

Evaluation Type

Select the type of evaluation to be used as the valid competency profile in Resource Management. This field is activated if you use the HRMS database as the source database for employee competency information.

PeopleSoft HRMS Profile Management enables evaluations to be performed by an employee (self), manager, customer, and so on. In Resource Management you can decide which type of evaluation appears on the resource profile and is used by the Resource Match engine to calculate Competency fit scores. This option only applies if you use the HRMS database as your source database for competencies and accomplishments. If you use the FSCM database as the only source for competencies and accomplishments, the evaluation type value is Self.

Resource Options - Data Source

Select the source for your employee and non-employee data.

PeopleSoft HCM 8.0+

Select PeopleSoft HCM 8.0+ to maintain employee and non-employee source data only in PeopleSoft Human Resources (HRMS). This allows the full synchronization process to update (overwrite) resource competencies and accomplishments in Resource Management with information from HRMS.

You can review any employee or non-employee records in Resource Management, regardless of the source database.

PeopleSoft HCM8.0+ and Financials Database

Select to maintain employee data records in HRMS, and non-employee data records—employee IDs (EMPLIDs) with a Personnel Status field (PER_STATUS) value of N—in HRMS and Resource Management. This option allows you to create non-employee data records in either database.

This option directs the full synchronization process to update the Financials database with HRMS data only for non-employee data records that originate in HRMS. Non-employee data records that originate in Resource Management are not affected by the full synchronization process.

In Resource Management you can review employee and non-employee records originating from HRMS, and update non-employee records that originate from Resource Management.

PeopleSoft Financials Database

Select to maintain employee and non-employee data records only in the Financials database.

See Setting Up PeopleSoft Resource Management with PeopleSoft HRMS.

See Setting Up PeopleSoft Resource Management Without an Integrated HRMS.

Setting Up Locations

Use the following components to set up locations:

Country (COUNTRY_TABLE)
State (STATE_DEFN)
Location (LOCATION_TBL)
Country Statistics (COUNTRY_STAT)

Use the LOCATION_TBL_CI component interface to load data into the tables for these components.

This section discusses how to:

Review country descriptions.
Select address formats by country.
Review state and province descriptions.
Define locations.
Add location details.
Define countries for reporting.

Pages Used to Set Up Locations

Page Name	Definition Name	Navigation	Usage
Country Description	COUNTRY_DEFN	Set Up Financials/Supply Chain, Common Definitions, Location, Country, Country Description	Add or review country descriptions.
Address Format	ADDR_FORMAT_TABLE	Set Up Financials/Supply Chain, Common Definitions, Location, Country, Address Format	Select address fields for a country so that the system displays addresses in the appropriate format.
State	STATE_DEFN	Set Up Financials/Supply Chain, Common Definitions, Location, State, State	Add or review a state or province code.
Location Definition	LOCATION_TBL	Set Up Financials/Supply Chain, Common Definitions, Location, Location, Location Definition	Define a location code, such as a branch office or shipping office.
Location Detail	LOCATION_TBL2	Set Up Financials/Supply Chain, Common Definitions, Location, Location, Location Detail	Add details to a location definition.
Country Stat Rpt Codes	COUNTRY_STAT_PNL	Set Up Financials/Supply Chain, Common Definitions, Location, Country Statistics, Country Stat Rpt Codes	Enter country codes requiring reporting as well as reporting options for each country code that you specify.

Reviewing Country Descriptions

Access the Country Description page (Set Up Financials/Supply Chain, Common Definitions, Location, Country, Country Description).

2-Char Country Code (2-character country code)	Enter a two-character country code to meet value added tax (VAT) requirements. The system appends the 2-character country code to the VAT registration ID, which is a 20-character number to meet VAT requirements.
EU Member State (European Union member state)	Select if the country is a member of the European Union. You must select this option to include a country in prompts for Intrastat reporting.

See Also

Establishing Intrastat Characteristics

Selecting Address Formats by Country

Access the Address Format page (Set Up Financials/Supply Chain, Common Definitions, Location, Country, Address Format).

Available	Select to make the field available everywhere in the system.
Label	Enter the name of the field as it is to appear on the page. For example, change the value in the State field to Province or Department.
Address 1, Address 2, Address 3, and Address 4	Select the address fields normally used by the country that you selected.
Postal Search	Select if you want the Postal Search link to appear on the Location Definition page. This link enables the user to find a postal delivery code.
Number 1, Number 2, House Type, Field 1 Label, Field 2 Label, and Field 3 Label	If you select these fields, they replace the Address 4 field on pages.

Reviewing State and Province Descriptions

Access the State page (Set Up Financials/Supply Chain, Common Definitions, Location, State).

Numeric Code	Use to assign a number to a state or province for statistics and reports.
State	Enter a state abbreviation.
Country	Select a country.
Description	Enter a description for the state or locality.

Defining Locations

Access the Location Definition page (Set Up Financials/Supply Chain, Common Definitions, Location, Location, Location Definition).

Enter a description and populate the fields for the telephone and address information.

The address fields that appear are defined on the Address Format page.

In City Limit	Select if you use a third-party tax provider product and if you need to access additional city tax information. Note. The In City Limit is not used by the Vertex O Series tax solution.
Alternate Character Set	Click to access a page where you can enter or display (or both) field values in an alternate character set. This button appears only if you selected the Alternate Character check box on the User Preferences - Overall Preferences page.
Address 2 and Address 3	If not used at this location, you can enter values in these fields to provide more information about the location, such as Printing Division or Western Annex.
Address 4	The space available to display addresses on a page is limited. The Address 4 field will not appear if you select some of the optional address fields on the Address Format page, such as Number 1 or House Type.
GeoCode	This value is used by third-party tax applications to link a location definition to their tax calculation algorithms. If no geocode has been selected, this field displays a Lookup link. Clicking the geocode value or Lookup link accesses the Tax GeoCode Selection page, where you select a geocode value for the location definition. You must select a geocode for each location definition in order to integrate properly with your third-party tax application. Error messages that appear for this field are issued by the third-party application, and more information is provided in the third-party application documentation.

See Also

Selecting Address Formats by Country

Adding Location Details

Access the Location Detail page (Set Up Financials/Supply Chain, Common Definitions, Location, Location, Location Definition).

Attention To

Enter the name that appears in the attention area of correspondence for this location.

Location Detail

Enter additional information that you want to maintain for this location.

Carton Label

Select the default format for printing carton labels for this location.

Shipping Container Label

Select the default format for printing shipping container labels for this location.

Usage Label

Select the default format for printing item usage labels for this location.

ID Numbers

Use this section to specify any additional types of identifiers for the location. The system supports a list of number types, such as GLN (a 13-digit numeric value) or DUNS number. Except for GLNs, other ID numbers entered here are not validated at save.

The SetID field is not available for edit for all ID types. For each location specified in the system, you can only enter one ID number for any given type.

Defining Countries for Reporting

Access the Country Stat Rpt Codes (country statistics report codes) page (Set Up Financials/Supply Chain, Common Definitions, Location, Country Statistics, Country Stat Rpt Codes).

Use for Statistics

If you select this check box, the country recognized by the International Standards Organization (ISO) is also recognized by the European statistical offices as a country. If Use for Statistics is not selected, the country is recognized by the ISO but not by the European statistical offices. If this is the case, the European statistical offices assume that the country is a part of another country for the purposes of producing statistical data such as the GNP. For example, for ISO, the Principality of Monaco has its own country code, while for statistical purposes, Monaco is assumed to be part of France, and therefore has the same statistical country code as France.

2-Char VAT (two character value added tax)

Enter a 2-character country code to meet special value added tax (VAT) requirements for certain countries. This is useful for some countries that are not using the ISO 3166 country code in conjunction with their VAT registration ID. When appending the 2-character country code to the VAT registration ID, Financials accesses this separate country code. The VAT registration ID is a 20-character number to meet VAT requirements.

2-Char Intrastat (two character intrastat)

Displays the country identifier for the European statistical offices. This code is printed on some of the Intrastat Layout forms.

2-Char ESL (two-character European Sales List)

Used for countries that are members of the European Union. This code is usually printed as part of the VAT Registration Information on the European Sales List (ESL).

3-Dig Cntry (three-digit country)

Used as a country identifier for the European statistical offices, the code is usually printed on the Intrastat report to identify source or destination countries to or from which goods are shipped.

7-Char Descr (seven-character description)

Used for the German international EFT layout to identify countries into or from which electronic funds are sent or received.

SUT Flag (sales and use tax flag)

Informational only.

Establishing Regions and Region Codes

To establish regions and region codes, use the Region Type Codes component (REGION_TYPE) and the Region Codes component (REGION_CD).

Use the REGION_CD_CI and REGION_TYPE_CI component interfaces to add data in the tables for these components.

Regions may or may not be physical entities or geographical areas. Regions have three categorization levels: category, type, and code. It's important to understand the different uses of each level. For example, you might define a service center region type where equipment repairs take place. You might also use region types to identify the placement of a region in a reporting hierarchy, branch region, headquarters, and so on.

Region categories are system-defined and determine the function of the region code. For example, you can associate a customer with many region codes, each with a different purpose. You might associate a customer with one region code for pricing, but a different region code for determining transit lead times.

When a region does represent a physical entity, the region code has the same characteristics as a business—that is, address and language. You can use region codes to define territories for your sales force or to establish special pricing schemes for a geographic region. You can also use region codes to aid in determining the distribution of accounting entries.

Example of Region Code Use

Region codes are useful when you want to assign territories to your sales force—east, west, south, and north. To use region codes in this way, first define a region type called Sales, and then define East, West, South, and North region codes. When you create each one, select Team Member as the region category ID. When you set up your team members, select the appropriate region code on the Team Member Personal Data page.

Pages Used to Establish Regions and Region Codes

Page Name	Definition Name	Navigation	Usage
Region Type Codes	REGION_TYPE	Set Up Financials/Supply Chain, Common Definitions, Location, Region Type Codes, Region Type Codes	Identify the type of activity that takes place in a particular region.
Region Codes	REGION_CD	Set Up Financials/Supply Chain, Common Definitions, Location, Region Codes, Region Codes	Establish territories for sales, to establish special pricing schemes for a geographic region, or to aid in determining the distribution of accounting entries.
Region Codes Address	REGION_CD_ADDR	Set Up Financials/Supply Chain, Common Definitions, Location, Region Codes, Region Codes Address	Enter location information if the region code represents a physical entity.

Establishing Distribution Rules and Sets

To establish distribution rules and sets, use the Distribution Sets component (DST_SET_OM) and the Distribution Rules component (DST_RULE_OM).

If you want to determine account distribution by products, product groups, customers, customer groups, regions, order groups, Inventory business units, or any combination of these elements on a sales order, RMA, or contract, you need to define distribution sets and distribution rules. You can have multiple revenue, discount, and surcharge codes as long as they add up to 100 percent.

Note. Contracts, claimback contracts, and RMAs use only revenue codes.

Distribution sets assign account distribution information to combinations of defining elements.

During business unit setup, you can select one distribution rule on the PeopleSoft Order Management business unit Accounting and Billing page for sales orders and RMAs. Distribution rules for claimback contracts can be defined on the PeopleSoft Order Management business unit Claimback Settings page. All sales orders entered for that business unit use the distribution rule you select to determine default distribution codes. If the distribution rule fails to find a distribution set match for the sales order, the order uses the distribution codes that you define on the Accounting and Billing Options page. You can override default distribution codes during order entry on the Distribution Accounts page. For RMAs, use the revenue distribution accounts to change the revenue code.

The distribution code for contracts in established on the BU Definition page.

Sales Order Distribution Set and Rule Example

You base all your account distributions on the warehouse (Inventory business unit) and your products are shipped from four warehouses: A, B, C, and D, except for a single large customer (customer ID 50006). Sales order information for that customer is distributed to unique revenue, discount, and surcharge accounts.

You establish a distribution set with 50006 entered in the Customer field. Then you set up four additional distribution sets, each with a separate value in the Inventory business unit field and unique revenue, discount, and surcharge codes. Next, you establish a distribution rule called Default, with two lines. The first line has the Customer field selected, and the second has the Inv BU field selected.

You link the Default distribution rule with Order Management business unit OM2.

The system searches all sales orders entered in business unit OM2. When you enter orders for customer 50006, the system stops searching at the first line of the distribution rule after finding a match on Customer. The distribution codes that you established in the distribution set for customer 50006 access by default the orders. For all other orders, it continues to line 2, where it finds a match on Inventory business unit. The distribution codes that you selected in the distribution set for Inventory business unit A access by default all the sales orders referencing Inventory business unit A. The same is true for sales orders referencing warehouses B, C, and D.

Pages Used to Establish Distribution Rules and Sets

Page Name	Definition Name	Navigation	Usage
Distribution Sets	DST_SET_OM	Set Up Financials/Supply Chain, Common Definitions, Distribution Accounting, Distribution Sets	Define distribution sets. Establish the distribution codes on the Distribution Pcts (percentages) page.
Distribution Rules	DST_RULE_OM	Set Up Financials/Supply Chain, Common Definitions, Distribution Accounting, Distribution Rules	Define distribution rules to determine the order in which the system searches for matches against the distribution sets matrix when sales orders, contracts, and RMAs are entered.

Establishing Distribution Sets

Access the Distribution Sets page (Set Up Financials/Supply Chain, Common Definitions, Distribution Accounting, Distribution Sets).

Document Type

Your selection determines which account is debited. Valid options are: Claimback Contract, Contracts, Sales Orders, and Returned Material Authorization.

Product ID, Product Group, Customer, Customer Group, Region, Order Group, and Inventory Business Unit

You can elect to set up account distribution for an individual or a combination of these elements. Select the fields from the available options.

Note. Your combinations cannot include both an individual customer and a customer group or an individual product and a product group.

"Customer" refers to the ship-to customer.

Distribution Type

The distribution type is an attribute of the distribution set. It is not used in deriving distribution accounting.

Establishing Distribution Rules

Access the Distribution Rules page (Set Up Financials/Supply Chain, Common Definitions, Distribution Accounting, Distribution Sets).

Note. The same elements that you selected on the Distribution Sets page appear as options on this page.

Default

Select to indicate that this distribution rule is the rule to be used when no other rule is specified on the business unit.

Sequence Number

Determines the search hierarchy for matches with distribution sets. Once a single match is found, the system uses the set to assign distribution codes to the order, contract, claimback contract, or RMA.

Select the most detailed set definition for the first sequence and continue entering combinations in decreasing granularity. In other words, if you define a distribution set that applies to a single customer, select only the Customer check box on the first line. If you define a distribution set that applies to a region and customer group, select those check boxes on the second line, and so on.

Note. "Customer" refers to the ship-to customer.

Establishing Carriers

This section provides an overview and discusses how to:

Set up freight carriers.
Define carrier URLs.
Establish carrier calendar exceptions.

Understanding Carrier Information

Use the Carrier Table (CARRIER_TBL) component to define carrier information.

PeopleSoft is delivered with many enterprise integration points (EIPs) to send and receive carrier data with a third-party system or another PeopleSoft application, such as CRM. These EIPs are service operations within PeopleSoft Integration Broker.

PeopleSoft delivers the service operations in PeopleSoft Integration Broker with a default status of Inactive. You must activate each service operation before attempting to send or receive data from a third-party source or another PeopleSoft system, such as CRM.

Use the information in the table below and refer to the setup instruction in the PeopleSoft Supply Chain Management Integrations 9.1 PeopleBook, "Implementing Integrations" chapter, Setting Up Service Operations section.

Service Operation	Direction and Type	Handlers	Chunking Available	Integrates With
CARRIER_FULLSYNC	Outbound Asynchronous			CRM, Third-party
CARRIER_FULLSYNC_EFF	Outbound Asynchronous			CRM, Third-party
CARRIER_SYNC	Inbound Asynchronous	CarrierSync CarrierSyncEff		CRM, Third-party
CARRIER_SYNC_EFF	Outbound Asynchronous			CRM, Third-party

See Also

PeopleTools PeopleBook: Integration Broker

Setting Up Service Operations

Pages Used to Define Carriers

Page Name	Definition Name	Navigation	Usage
Carrier	CARRIER_TBL	Set Up Financials/Supply Chain, Common Definitions, Shipping and Receiving, Carrier Table, Carrier	Define the carriers that your organization uses to move freight.
Carrier - Phone Information	CARRIER_PHONEPOP	Click the View Phone Information link on the Carrier page.	Enter phone information for the carrier.
Carrier URL	CARRIER_URL	Set Up Financials/Supply Chain, Common Definitions, Shipping and Receiving, Carrier Table, Carrier URL	Set up shipment tracking for deliveries made by external carriers. Enable freight charge calculation by a third-party freight application.
Carrier Calendar Exceptions	CARRIER_SHIP_EXCPT	Set Up Financials/Supply Chain, Common Definitions, Shipping and Receiving, Carrier Table, Carrier Calendar Exceptions	Establish the times that the carrier does not drive or make pickups in order to calculate transportation lead times as accurately as possible.

Setting Up Freight Carriers

Access the Carrier page (Set Up Financials/Supply Chain, Common Definitions, Shipping and Receiving, Carrier Table, Carrier).

Note. On the Country − Address Format page, you can select the fields that appear for each country and assign user-defined labels. As a result, the fields that you see on this page may not match the fields described.

Language Code	The language used for printing carrier information on bills of lading and shipping manifests.
Freight Vendor	Select one of the following options: Internal: The system calculates freight charges internally using PeopleSoft Order Management. External: A third-party provider calculates freight charges. To have freight charges calculated externally, you must install a third-party freight and handling application. Note. You can set this option on the Carrier URL page, as well as here on the Carrier page. When you change the Freight Vendor option on the Carrier URL page, the system updates this page.
Taxpayer ID	This value is used on export documents.
Freight Forwarder	Carriers that you identify as freight forwarders by selecting this check box may be designated as intermediate consignees on export documents used in PeopleSoft Order Management and PeopleSoft Inventory.
Network ID	Used to identify the carrier for electronic data interchange (EDI) transmittal of shipping documents such as bills of lading and shipping manifests. This field is informational only and is not used in any standard PeopleSoft reports or transactions.
Exclude From TMS Extract	Select to exclude demand lines that have this carrier from the download process to a transportation management system (TMS). If selected, any order line that has this carrier assigned to it will be bypassed during the TMS download selection process for the TMS Order Release TMS_ORDER_RELEASE enterprise integration point (EIP).
Defer Depletions Default	Using the Defer Depletions feature, you can delay the billing and costing of inventory shipments until you have completed any non-system procedures, such as obtaining signed deliver receipts from your customer or other needed paperwork. See the PeopleSoft Inventory 9.1 PeopleBook, "Shipping Inventory" chapter, "Delaying the Billing and Costing of Inventory Shipments" section for a complete description of this feature. The options are: Default Defer Depletions to N: Select to default the value of N (no) to the Defer Depletions field on each demand line that uses this carrier ID. This default is applied during the shipping processes and overrides the value set on the Setup Fulfillment-Shipping page (business unit level). Default Defer Depletions to Y: Select to default the value of Y (yes) to the Defer Depletions field on each demand line that uses this carrier ID. This default is applied during the shipping processes and overrides the value set on the Setup Fulfillment-Shipping page (business unit level). Use Business Unit Dflt Value: Select to use the default value defined in the Defer Depletions Default field of the Setup Fulfillment-Shipping page (business unit level).
Country	The address fields are dynamically controlled by your selection in this field.
View Phone Information	Click to access the Phone Information page, where you can enter phone information for this carrier.

See Also

Selecting Address Formats by Country

Maintaining Order Header and Line Information

Delaying the Billing and Costing of Inventory Shipments

Defining Carrier URLs

Access the Carrier URL page (Set Up Financials/Supply Chain, Common Definitions, Shipping and Receiving, Carrier Table, Carrier URL).

Note. You can set the Freight Vendor option on the Carrier page, as well as here on the Carrier URL page. When you change the Freight Vendor option on the Carrier page, the system updates this page simultaneously.

Interlink DLL Name

If you select External, you can override the value in this field with the full path for another DLL. Your third-party freight and handling application provides your system with the default interlink .DLL name when you calculate freight charges at shipping. If you want to link directly to a specific carrier such as Federal Express, then enter the interlink .DLL name of that carrier here, overriding the default interlink .DLL name. You obtain a carrier's interlink .DLL name from the carrier.

You can add your own customized .DLL link to this fields to integrate to your carrier to obtain freight.

Note. The default interlink DDL name does not appear in this field, but the default is active unless you enter another interlink DLL name.

Track by PRO Number URL and Track by PRO Number URL Suffix

You can use one of two numbers to track orders externally PRO number or order number. The PRO number is the tracking number assigned to a shipment by an outside carrier. The third-party freight and handling application retrieves this number when you calculate a shipment charge. You can track by the PRO number on the Shipping page from the Order Tracking inquiry.

If you want to track shipments by PRO number, enter values in both fields. These are the portions of the outside carrier's order tracking page URL that precede and follow the PRO number, respectively. You get the outside carrier's order tracking page URL from that outside carrier. The system inserts the PRO number in the URL (between the prefix and the suffix) when you click Track by PRO Number on the Shipping History page.

Track by Order ID URL and Track by Order ID URL Suffix

The order number is the number that you assign to a sales order that you create in PeopleSoft Order Management. You can track by the order number from the Order Tracking - Track by Order page and the Stock Requests page.

If you want to track shipments by PeopleSoft Order Management sales order number, enter values in both fields. These are the portions of the outside carrier's order tracking page URL that precede and follow the sales order number, respectively. You get the outside carrier's order tracking page URL from the outside carrier. The system inserts the order number in the URL (between the prefix and the suffix) when you click Track By Order on the Order Tracking page.

Note. When you track shipments by order number, most outside carriers still assign PRO numbers to your shipments. They enable you to attach your internal sales order number to your shipments, giving those shipments two identifying numbers, the PRO number (assigned by the external carrier) and the order number (assigned by you). The PRO number acts as the primary key. Because most outside carriers allow multiple customers to use the same order numbers (ten shipments from ten different merchants may all carry the same order number), but do not repeat PRO numbers, you may find it more efficient to track orders by PRO number.

Establishing Carrier Calendar Exceptions

Access the Carrier Calendar Exceptions page (Set Up Financials/Supply Chain, Common Definitions, Shipping and Receiving, Carrier Table, Carrier Calendar Exceptions).

Establish times the that carrier will not be available for blocks of time such as vacation closures or certain days that the carrier does not make deliveries or pickups. These parameters are used to establish transportation lead times.

No Pickup	Select to identify the times that the carrier will not make any pickups.
No Drive	Select to identify the times that the carrier does not drive.

Defining Sales and Use Tax Authorities and Codes

Use the Sales and Use Tax Authority (TAX_AUTHORITY) and Sales and Use Tax Codes (TAX_CODE) components to define tax tables.

This section provides an overview of PeopleSoft tax tables and discusses how to:

Define tax authorities.
Define tax codes.

Understanding PeopleSoft Tax Tables

The PeopleSoft tax tables meet simple sales tax requirements, and they require you to define and maintain the following sales and use tax information:

Tax authorities, which contain individual tax rates and accounting information used to post the tax liability to a general ledger.
Tax codes, which consist of groups of tax authorities.

A tax authority is an agency empowered to set taxes. The types of taxes an authority can impose include local, state, federal, or regulatory commission taxes.

A tax code is a group of tax authorities. The percentage rate of a tax code is the sum of the percentage rates of all the tax authorities contained within that code. If a certain locality has a city tax, trade use tax, county tax, and state tax, create four tax authorities individually and then combine them into a single tax code. You can associate tax codes with a ship-to customer to enable the system to use default tax codes when you enter a ship-to customer at the bill-line level. The tax code defined for a ship-to customer appears automatically in order lines and schedules.

Each bill line in PeopleSoft Billing contains one tax code, but you can view the individual rates and amounts from each tax authority after the taxes have been calculated on the Standard Billing - Line - Tax Info page. In PeopleSoft Order Management, each order line has one tax code, but each order line can have many schedules. In addition, each schedule can have different tax codes for the same order line. In PeopleSoft Order Management, tax information appears in a summary on the Order Entry Form page.

Pages Used to Define Sales and Use Tax Authorities and Codes

Page Name	Definition Name	Navigation	Usage
Tax Authorities	TAX_AUTHORITY	Set Up Financials/Supply Chain, Common Definitions, Sales and Use Tax, Authorities, Tax Authorities	Add to or update sales and use tax authorities.
Tax Codes	TAX_CODE	Set Up Financials/Supply Chain, Common Definitions, Sales and Use Tax, Codes, Tax Codes	Add or update sales and use tax codes.

Defining Tax Authorities

Access the Tax Authorities page (Set Up Financials/Supply Chain, Common Definitions, Sales and Use Tax, Authorities, Tax Authorities).

Tax Percent

Enter the percent tax rate that the authority uses.

Note. The PeopleSoft system uses the ChartFields in the Details group box in combination with the Percent field when the system posts the tax liability for the tax authority to a general ledger. The Account field is mandatory. Define other ChartFields to track the general ledger information in more detail, depending on your business needs.

Defining Tax Codes

Access the Tax Codes page (Set Up Financials/Supply Chain, Common Definitions, Sales and Use Tax, Codes, Tax Codes).

Tax Rates

You can add or delete tax authorities from a tax code in the Tax Rates group box.

Tax Authority	Select a valid predefined tax authority. You can add or update sales and use tax authorities on the Tax Authorities page.
Tax Percent	Enter the rate that each authority uses. The total percentage for the tax code (shown at the top of the page) is updated automatically when you add or delete authorities, or when you update the tax authority tables.

Calculation Parameters

Complete the calculation parameters.

Include VAT (include value-added tax)	Select when the VAT amount also needs to be taxed. If you select this check box, the system adds any VAT amount to the net-extended amount before it calculates sales and use taxes. This option is relevant when there are separate tax code fields for each bill line for sales and use and VAT. If you provide separate tax codes for sales and use and VAT, it is possible to have both on a particular line, resulting in a tax-on-tax situation. In these instances, the system always calculates VAT first. The system then calculates sales and use taxes either on the net-extended amount for the line or on the sum of the net-extended amount and the VAT amount.
Include Freight	If selected, indicates that the freight amount must be taxed. The system adds the freight amount to the net-extended amount before calculating sales and use tax.
Include Discount	If selected, the system subtracts the discount amount from the net-extended amount before calculating sales and use tax.
Include Misc Charges (include miscellaneous charges)	If selected, indicates that the miscellaneous charges need to be taxed. The system adds the miscellaneous charges to the net-extended amount before calculating sales and use tax.

Note. After you define the tax codes, you can assign those tax codes to ship-to customer addresses. Assigning tax codes to customer addresses ensures that the tax code appears automatically on sales orders and invoice lines that use the associated ship-to customer address.

Defining Additional Common Information

Use the following components to define additional common information:

Accounting Entry Template (ACCOUNTINGENTRY)
Activity Monitor Registry (PV_WL_REGISTRY)
Attachments (ATTACHMENT_TBL)
Automatic Numbering (AUTO_NUM_PNL)
Commodity Code (COMMOD_CODE)
Distribution Network (DS_NETWORK)
Freight Terms (FREIGHT_TERMS)
Tax Vendor Geo Code Update (RUN_TAXGEOUPD)
Harmonized Tariff Code (HRMN_TARIFF_CD)
Image Location (IMAGE_LOCATION)
Personal Data (Edit) (EX_PERSONAL_DATA2)
Planner Code (PLANNER_CODE)
Reason Codes (REASON_CD)
Ship Via Codes (SHIP_VIA_CD)
Ship To Locations (SHIP_TO_CODES)
Ultimate Use Code (SUT_USE_CD)
Units of Measure (UNITS_OF_MEASURE)

Use the following component interfaces to load data into the respective component tables:

Use the COMMOD_CODE_CI component interface to load data into the tables for the Commodity Code component.
Use the HRMN_TARIFF_CD_CI component interface to load data into the tables for the Harmonized Tariff Code component.
Use the SHIP_VIA_CD_CI component interface to load data into the tables for the Ship Via Codes component.
Use the SUT_USE_CI component interface to load data into the tables for the Ultimate Use Code component.

The pages described in this section do not represent all of the pages in the Common Definitions menu. Additional common pages are described as part of the business processes that include them.

See Also

Setting Up On-Demand Processing

Pages Used to Define Additional Common Information

Page Name	Definition Name	Navigation	Usage
Attachment Type	ATTACHMENT_TBL	Set Up Financials/Supply Chain, Common Definitions, Attachments, Attachment Types, Attachment Type	Define attachment types.
Accounting Entry Template	ACCTG_TEMPLATE_AP	Set Up Financials/Supply Chain, Common Definitions, Accounting Entry Templates, Templates, Accounting Entry Template	Define or modify an accounting entry template.
Register Worklists for Activity Monitor	PV_WL_REGISTRY	Set Up Financials/Supply Chain, Common Definitions, Activity Monitor, Activity Monitor Registry, Register Worklists for Activity Monitor	Select which worklist entries can appear on the buyer's Activity Monitor pagelet.
Auto Numbering	AUTO_NUM_PNL	Set Up Financials/Supply Chain, Common Definitions, Codes and Auto Numbering, Auto Numbering, Auto Numbering	Define automatic numbering specifications for PeopleSoft fields, such as a unique prefix for regular customers or for customers who are also vendors. The system automatically increments numbers by one.
Auto Num BU	AUTO_NUM_BU_PAGE	Set Up Financials/Supply Chain, Common Definitions, Codes and Auto Numbering, Auto Numbering by BU, Auto Numbering by BU	Define automatic numbering specifications at the business-unit level for PeopleSoft fields.
Commodity Code	COMMOD_CODE	Set Up Financials/Supply Chain, Common Definitions, Shipping and Receiving, Commodity Code, Commodity Code	Define commodity codes. Commodity codes, also called freight classes, are used on bills of lading to group and identify shipped products for freight rating and insurance purposes.
Distribution Network	DS_NETWORK	Set Up Financials/Supply Chain, Common Definitions, Shipping and Receiving, Distribution Network, Distribution Network	Define distribution network codes.
Forecast Sets	FORECAST_SET	Inventory, Forecast Items, Forecast Sets	Define versions of forecasts for PeopleSoft Supply Planning.
Freight Terms	FREIGHT_TERMS	Set Up Financials/Supply Chain, Common Definitions, Shipping and Receiving, Freight Terms, Freight Terms	Set up freight terms.
Tax Vendor Geo Code Update	RUN_TAXGEOUPD	Set Up Financials/Supply Chain, Common Definitions, Sales and Use Tax, Tax Vendor Geo Code Update, Tax Vendor Geo Code Update	Update geocodes for tax-related transactions, locations and addresses using the GeoCodes Mass Update Process Application Engine process (TAXGEOUPD). Generate a report listing any errors that occurred during the GeoCodes Mass Update Process using the GeoCodes Mass Update reports, TAXGEOX0 (Crystal) or TAXXGEOX0 (BI Publisher).
Harmonized Tariff Code	HRMN_TARIFF_CD	Set Up Financials/Supply Chain, Common Definitions, Shipping and Receiving, Harmonized Tariff Code, Harmonized Tariff Code	Set up harmonized tariff codes. These codes are required on various documents that accompany shipments across international and Canadian borders. The codes are pre-established for all commodities by the United States Commerce Department.
Image Location	IMAGE_LOCATION	Set Up Financials/Supply Chain, Common Definitions, File Locations and Images, Image Location	Set location for storing images.
File Locations	FILE_DIR_FS	Set Up Financials/Supply Chain, Common Definitions, File Locations and Images, File Locations, File Locations	Define file extensions that you want the system to recognize, system locations for transaction attachments, email and fax file extensions, and file server directories.
Personal Data	EX_PERSONAL_DATA	Set Up Financials/Supply Chain, Common Definitions, Employee Data, Review Personal Data, Personal Data	Review and edit employee address data.
Personal Data (Edit)	EX_PERSONAL_DATA2	Set Up Financials/Supply Chain, Common Definitions, Employee Data, Create/Update Personal Data, Personal Data (Edit)	Add and edit employee information, including address data.
Planner Codes	PLANNER_TBL	Set Up Financials/Supply Chain, Product Related, Planning, Planner Code, Planner Codes	Enter planner codes.
Reason Codes	REASON_CD	Set Up Financials/Supply Chain, Common Definitions, Codes and Auto Numbering, Reason Codes, Reason Codes	Define reason codes to provide explanations for various activities performed in the system. You can also define return and reject reason codes for items received in PeopleSoft Purchasing.
Ship Via Codes	SHIP_VIA_CD	Set Up Financials/Supply Chain, Common Definitions, Shipping and Receiving, Ship Via Codes, Ship Via Codes	Define ship via codes (also called shipping method codes) to use in multiple features in PeopleSoft Inventory, Purchasing, and Order Management. Ship via codes describe the dimensions and options of a shipping vehicle.
ShipTo Sales/Use Tax Default	SUT_DFLT_TBL	Set Up Financials/Supply Chain, Product Related, Procurement Options, Purchasing, Ship To Locations, Ship To Locations Click the Sales/Use Tax link.	Enter default sales and use tax information for each ship-to location. The sales and use tax rates are normally based on the final destination of the shipment (the ship-to location).
Standard Industry Codes	SIC_CODE_PNL	Set Up Financials/Supply Chain, Common Definitions, Customers, Standard Industry Codes, Standard Industry Codes	View, modify, or add SIC codes for vendors. This page offers you various methods for finding particular codes. You can search by SIC code or by parent SIC code.
Ultimate Use Codes	SUT_ULTIMATE_USE	Set Up Financials/Supply Chain, Common Definitions, Sales and Use Tax, Ultimate Use Code, Ultimate Use Codes	Define ultimate use codes for vendors. Ultimate use codes are used to determine tax applicability.
Units of Measure	UNITS_OF_MEASURE	Set Up Financials/Supply Chain, Common Definitions, Units of Measure, Units of Measure	Establish units of measure for your resources.

Defining Attachment Types

Access the Attachment Type page (Set Up Financials/Supply Chain, Common Definitions, Attachments, Attachment Types, Attachment Type).

Enter the Attachment Type, Description, and Short Description for the attachment you are defining.

Creating Accounting Entry Templates

Access the Accounting Entry Template page (Set Up Financials/Supply Chain, Common Definitions, Accounting Entry Templates, Templates, Accounting Entry Template).

Although users enter individual expense line items on the voucher, the system generates additional accounting entry lines based on the accounting entry templates that you define and associate with individual vouchers. These additional accounting entry lines include the offset to accounts payable, or freight and tax expense entries.

The PeopleSoft Payables voucher and payment posting processes apply the accounting entry templates to individual vouchers to create balanced accounting entries. You set up accounting entry templates by setID so that multiple business units can share the same (or different) accounting entries.

When you create a new template, the system presents you with a list of accounting entry types that includes standard types such as Accounts Payable, Cash Distribution, and Employee Advances. This list is delivered with the system, but you must add the specific account values that your organization uses for the offset.

Account

Specify the associated account value for each accounting entry type.

You can also specify other ChartField values such as Alternate Account, Fund Code, Operating Unit, and so on. There is one row for each account type, which tells the system what ChartField values to use when it performs posting. An account value for each is mandatory; values for other ChartFields are optional.

When setting up inheritance for PeopleSoft Payables, if you select Don't Inherit as the inheritance option for an inheritance group, the system uses the ChartField values established on the accounting entry template to generate the appropriate accounting entry lines.

If you are using PeopleSoft Payables and Project Costing; if you leave the Project ID field blank on the accounting entry template and select the Discount Allocation Policy field on the General Controls page in PeopleSoft Payables, then you should use ChartField inheritance for the project ID. This allows you to book discounts against same project as the original source amount.

After you have set up accounting entry templates, you can generate a report that displays the data that you have entered for each accounting entry template. The Accounting Entry Template report (APY0012) includes a description as well as a listing of the accounting entry templates that you have defined for your system.

See Also

Adding Account Values

Application Fundamentals Reports

Setting Up Automatic Numbering

Access the Auto Numbering page (Set Up Financials/Supply Chain, Common Definitions, Codes and Auto Numbering, Auto Numbering, Auto Numbering).

Field Name	Select a field for automatic numbering.
Start Seq (start sequence)	Enter a prefix using up to three characters. For example, for the CUST_ID field, you may want to use a unique prefix of CST for regular customers and VND for regular customers who are also vendors.
Max Length (maximum length)	Enter a maximum length of number.
Last Number Issued	If you enter the last number assigned, automatic numbering starts by incrementing the last number issued by one. If you leave this field blank, the system uses automatic numbering by default.
Default	Select if you want the system to use automatic numbering by default.

Setting Up Automatic Numbering at the Business Unit Level

Access the Auto Numbering page (Set Up Financials/Supply Chain, Common Definitions, Codes and Auto Numbering, Auto Numbering by BU).

This page is similar to the Auto Numbering page that you use for automatic numbering; however, auto numbering by business unit limits auto numbering to one sequence for each field. Using the page, you can setup a single, auto-numbering sequence for a field across the business unit. This provides broader control of numbering within the business unit. The Default field value is always selected because there is only one numbering sequence for a given field in a business unit.

See the previous section, Setting Up Automatic Numbering, for descriptions of fields on this page.

Establishing Distribution Networks

Access the Distribution Network page (Set Up Financials/Supply Chain, Common Definitions, Shipping and Receiving, Distribution Network).

A distribution network consists of a prioritized list of inventory business units. When a customer orders a product, distribution networks are used to determine the warehouse from which the stock should ship.

You can specify a distribution network code for each of your ship-to customers on the General Information - Ship To Options page. This code then appears by default on the customer's sales order shipment schedules.

When using PeopleSoft Order Management, you can elect to establish a default ship from Inventory business unit on the Order Management business unit Shipping and Returns page. You can use this as the default Inventory business unit for all order lines and schedules. This option is useful if you don't have a complicated distribution network, or if you always ship from one location. The other option on the Shipping and Returns page is to select a default distribution network code that the system uses on orders for ship-to customers who don't have an assigned distribution network code. You are allowed one or the other.

Inventory Unit

Enter the Inventory business units that you want to be included in the distribution network.

Defining Forecast Sets

Use the Forecast Sets component (FORECOST_SETS) to set up forecast sets.

Access the Forecast Set page (Inventory, Forecast Items, Forecast Sets).

You can define different versions of forecasts for PeopleSoft Supply Planning. For example, you might have three different versions of a forecast; conservative, most likely, and optimistic. For each case, you can define forecast quantities by product or item to create what-if scenarios with different versions of the material and capacity plan based on different forecasts. You associate forecast sets with product forecasts in PeopleSoft Order Management and with item forecasts in PeopleSoft Inventory.

You might want to create two unique forecast sets—for example, OPTIMISTIC and LIKELY. Each item or product forecast record that you define in the system ties to one of these sets. This enables multiple versions of a forecast to exist for the same item or product. This table gives an example of how this works:

Optimistic Forecast	Likely Forecast
Item: 1000	Item: 1000
Date: 12/1/00	Date: 12/1/00
Qty: 3500	Qty: 2500
Forecast Set: Optimistic	Forecast Set: Likely

Defining Freight Terms

Access the Freight Terms page (Set Up Financials/Supply Chain, Common Definitions, Shipping and Receiving, Freight Terms).

Freight terms determine when the title passes for shipments. PeopleSoft Order Management passes freight term information to PeopleSoft Inventory along with requests for stock fulfillment. Freight term codes and descriptions print on quotations, order acknowledgments, packing lists, bills of lading, shipping manifests, and invoices.

Delivery Terms 1	Values are used in Intrastat reporting for European Union member states.
Intermediate Consignee	Select if you use a freight company that assumes responsibility for goods in transit.

See Also

Understanding Intrastat Reporting

Updating Geo Codes for Locations and Addresses

Access the Tax Vendor Geo Code Update page (Set Up Financials/Supply Chain, Common Definitions, Sales and Use Tax, Tax Vendor Geo Code Update, Tax Vendor Geo Code Update).

Update Option

Choose Specific Address Record to update the geocodes in a single table. Choose All Tax Address Records to update the geocodes in all tables containing tax-related addresses. You can also limit the tables updated to those owned by a specific PeopleSoft application using the Record Owner control.

Record Owner

Select the PeopleSoft application that owns the address tables to be updated. Leave blank to process all tax address tables (when Update Option is set to All Tax Address Records).

Address Record

Specify the application table that contains the addresses to be updated. The Address Record field is enabled when Update Option is set to Specific Address Record.

Control Parameters

Select the option labeled , "This option defaults in Geo Code from Third Party Tax Software for undefined geo code records only," when you want the system to update the geocodes for all rows that are matched with the selection criteria and for which the geocodes are currently unassigned.

Select the option labeled, "This option overrides Geo Code for all qualified records," when you want the system to update the geocodes for all rows that are matched with the selection criteria.

Auto Fill Address

Select to have the system populate the address data with information from the selected geocode.

Geocode Selection Option

Choose whether the GeoCodes Mass Update Process should use the first geocode record encountered or flag the address record as an error when more than one geocode entry is found for an address. Run the GeoCodes Mass Update report (TAXGEOX0 or TAXXGEOX0) to view a list of geocode update errors.

Additional Selection Criteria

Set the additional selection criteria fields to limit the addresses processed

Note. Refer to your Taxware or Vertex documentation for recommendations on how often you should update your geocodes. The GeoCodes Mass Update Process Application Engine process (TAXGEOUPD) can be scheduled to run accordingly.

Working With Personal Data

Access the Personal Data or Personal Data (Edit) page (Set Up Financials/Supply Chain, Common Definitions, Employee Data, Review Personal Data) and (Set Up Financials/Supply Chain, Common Definitions, Employee Data, Create/Update Personal Data, Personal Data).

It is recommended that you update employee tables in your human resources system and load the employee data into your PeopleSoft application. However, you may need to add or edit employee profiles in the Financials or Supply Chain Management database. Because employee information is sensitive, it is suggested that you authorize access to these pages carefully.

Note. If your system receives data from human resources, any changes you make using Personal Data pages may be overwritten in subsequent updates from human resources unless you configure your loading process.

Defining Reason Codes

Access the Reason Codes page. (Set Up Financials/Supply Chain, Common Definitions, Codes and Auto Numbering, Reason Codes, Reason Codes)

SetID	Set up reason codes with a setID on the Add a New Value page so that they can be accessed by multiple applications and multiple business units.
Reason Type	Enter information that categorizes the Reason Code. For example, there are three reasons codes set up with the Reason Type Prenote Reasons to indicate that the code is used with direct debit prenotes. Another example is Sales Contracts, to indicate that the reason code is used in relationship with sales contracts.
Reason Code	Enter a code that best represents the reason that you are defining, such as BANKEFT to indicate that the status of a direct debit prenote was changed by the Bank EFT File process; or, you might set up a reason code called CUST-CA for orders that have been cancelled at the customer's request. Reason codes provide explanations for returned stock, changes to order headers, lines, or schedules, direct debit prenote confirmations and more. Note. Reason codes are effective dated to enable you to make and track changes by date.
Description	Enter a short and long descriptions defining what the reason code stands for.
Email Long Description	Select this check box to generate an email based on workflow. You use PeopleSoft Workflow Administrator to access, monitor, analyze, and control workflow in your organization. See PeopleTools PeopleBook: Workflow Technology
Include in Quality Metric	Select this check box for the system to automatically include this reason code in the quality metric that tracks the percentage and actual number of vendor shipment quantities that are inspected, accepted, rejected, and returned by period. If you leave this check box blank, you can exempt (or include) certain receiving reject or return reason codes from the percentage of defectives that your supplier performance metrics reflect. For example, you may not want to use incomplete shipments as a performance measurement for product quality. You can use the Return/Reject Reasons page to remove the Include in Quality Metric flag from that particular reason code. Note. This field only appears reason codes defined for quality metrics related to supplier performance in PeopleSoft eSupplier. See Understanding Supplier Performance Metrics.

Defining Ship Via Codes

Access the Ship Via Codes page (Set Up Financials/Supply Chain, Common Definitions, Shipping and Receiving, Ship Via Codes, Ship Via Codes).

Define ship via codes (also called shipping method codes) to use in multiple features in PeopleSoft Inventory, Purchasing, and Order Management. Ship via codes describe the dimensions and options of a shipping vehicle.

Customer Pick-Up	Select Yes to note that the customer will be picking up the order instead of the order being shipped from the warehouse. This field is used with the counter sales feature in PeopleSoft Order Management. You would most likely establish a separate ship via code for counter sales. The ship via code can default from the ship-to customer (or short-term customer template), the order group, or the buying agreement.
Transport Mode	Select the method that the order will be transported.
Minimum Weight, Maximum Weight, Minimum Volume, Maximum Volume, Weight UOM, and Volume UOM	The system uses this information to monitor shipment capacity in PeopleSoft Inventory when it establishes delivery ID, load IDs, routes, and shipping IDs.

Defining SIC Codes

Access the Standard Industry Codes page (Set Up Financials/Supply Chain, Common Definitions, Customers, Standard Industry Codes, Standard Industry Codes).

Standard Industrial Classification (SIC) codes identify different types of industries. These SIC codes are organized in a hierarchical structure that, at its most detailed level, contains thousands of different industry types. The PeopleSoft system delivers the standard hierarchy of codes from Canada, Germany, France, the United Kingdom, the United States, and Australia.

You can use the SIC identifiers as an additional means of classifying your vendors or customers. You can also use the parent SIC code for reporting your vendor transactions by industry groups if you need to analyze your purchases based on the industrial classifications of your vendors.

Search Criteria

SIC Code	Enter or select a SIC code to search the system for existing values by SIC code. To find all existing SIC codes for the selected SIC code type, click the Search button without entering any data.
Parent SIC Code	Enter or select a parent SIC code to search the system for existing values by parent SIC code.

Standard Industrial Classification Codes

SIC Code	Displays the SIC codes that you selected for your search. If you are adding a new SIC code, enter the new code in this field.
Parent SIC Code	Displays the parent SIC code that you selected for your search. If you are adding a new SIC code, select the parent SIC code to which the new SIC code belongs.

Defining Ultimate Use Codes

Access the Ultimate Use Codes page (Set Up Financials/Supply Chain, Common Definitions, Sales and Use Tax, Ultimate Use Code, Ultimate Use Codes).

Ultimate Use Code

Enter the ultimate use code and its description. The PeopleSoft system uses ultimate use codes as qualifiers for sales and use tax (SUT) applicability. For each ship-to location, you can associate these codes with a tax rate and other criteria—such as item ID and vendor ID—to set up alternate tax rates that depend on the ultimate use of an item.

You can enter any ultimate use code defined for a voucher's ship-to location directly on a voucher in the Voucher component.

For example, if you buy a computer for personal or office use, you may be charged a 5% tax rate. If you buy the same computer and use it to manufacture something else, you may only be charged a 3% tax rate. If you set up your ship-to location sales and use tax defaults with an ultimate use code defined at the 3% tax rate, you can assign that ultimate use code to the voucher to retrieve the 3% rate instead of the 5% rate.

Attaching Ultimate Use Codes to Ship-To Locations

After you define the ultimate use codes, you can attach them to a ship-to location on the ShipTo Sales/Use Tax Default page (Set Up Financials/Supply Chain, Product Related, Procurement Options, Purchasing, Ship To Locations; click the Sales/Use Tax link).

At the ship-to location level you have five options:

Enter an ultimate use code, select Taxable in the Sales/Use Tax Applicability field, and enter a tax code in the Sales Tax field.

This allows you to have an alternate tax rate based on how the item being purchased will be used.
Enter an ultimate use code and select Exempt in the Sales/Use Tax Applicability field.

When you select this ultimate use code on a voucher for this ship-to location, it will be tax exempt.
Enter an ultimate use code and attach it to a specific vendor and vendor location.

The default tax code for vendors and vendor locations shipping to this ship-to location will be the one that you enter here, unless you override it on the voucher.
Enter an ultimate use code and attach it to a specific item category.

Items in that category for the ship-to location will be taxed at the rate indicated by the tax code, unless you override it on the voucher.
Enter an ultimate use code and attach it to a specific item.

For the ship-to location, the default tax rate for this item will be the one indicated by the tax code that you enter here.

Entering Voucher Line Tax Information

Entering Units of Measure

Access the Units of Measure page (Set Up Financials/Supply Chain, Common Definitions, Units of Measure, Units of Measure).

To assign a default conversion rate between this UOM and another unit of measure, select a convert-to UOM and enter a conversion rate. The system automatically calculates the inverse conversion rate.

You can view information about units of measure and the resources to which they are assigned in the Units of Measure report.

Defining Common Journal Definitions

To define common journal definitions, use the following components:

Journal Class (JRNL_CLASS)
Journal Entry Template (GL_JRNL_TMPLT)
Journal Source (SOURCE)
Schedules (SCHEDULES)

This section discusses how to:

Define process partitions.
Define journal class.
Use the journal entry template to show journal line columns and define copy down options.
Define journal source.
Specify journal source error processing.
Specify balance suspense ChartFields for the journal source.
Specify edit suspense ChartFields for the journal source.
Specify amount suspense ChartFields for the journal source.
Specify currency options for the journal source.
Specify approval options for the journal source.
Set up schedules.

Pages Used to Define Common Journal Definitions

Page Name	Definition Name	Navigation	Usage
Partition ChartField Entry	PROC_PART_CF_ENTRY	Set Up Financials/Supply Chain, Common Definitions, Process Partition ID, Partition ChartField Entry, Partition ChartField Entry	Create and modify your partition IDs. PeopleSoft General Ledger processes use partition IDs to group transaction data when you run Journal Post processes (GLPPPOST) concurrently.
Journal Class	JRNL_CLASS	Set Up Financials/Supply Chain, Common Definitions, Journals, Class, Journal Class	Journal classification values that can be selected on the Header page for all types of journal entries and some reports and are used for reporting purposes added to JRNL_CLASS_TBL using this page
Journal Entry Template	GL_JRNL_TMPLT	Set Up Financials/Supply Chain, Common Definitions, Journals, Entry Template, Journal Entry Template	Use the Journal Entry Template page to control which grid columns you want to show on your Journal Entry page.
Journal Source - Definition	SOURCE1	Set Up Financials/Supply Chain, Common Definitions, Journals, Source, Definition	Use the Journal Source - Definition page to define a journal source.
Journal Source - Journal Options	SOURCE2	Set Up Financials/Supply Chain, Common Definitions, Journals, Source, Journal Options	Use the Journal Source - Options page to specify the journal error processing options for a specific source.
Balance Suspense ChartFields	SRC_JE_BS_CFS_SEC	Set Up Financials/Supply Chain, Common Definitions, Journals, Source, Journal Options, Balance Suspense ChartFields Click the Balance Suspense ChartFields link.	Specify the ChartField and the ChartField value for the suspense account.
Edit Suspense ChartFields	SRC_JE_ES_CFS_SEC	Set Up Financials/Supply Chain, Common Definitions, Journals, Source, Journal Options, Edit Suspense ChartFields Click the Edit Suspense ChartFields link.	Specify the ChartField and the ChartField value for the suspense account.
Amount Suspense ChartFields	SRC_JE_AS_CFS_SEC	Set Up Financials/Supply Chain, Common Definitions, Journals, Source, Journal Options, Amount Suspense ChartFields Click the Amount Suspense ChartFields link.	Specify the ChartField and the ChartField value for the suspense account.
Currency Options	SOURCE3	Set Up Financials/Supply Chain, Common Definitions, Journals, Source, Currency Options	Specify currency options for a specific source.
Approval Options	SOURCE4	Set Up Financials/Supply Chain, Common Definitions, Journals, Source, Approval Options	Specify journal entry approval options for standard journals and budget journals for a specific source.
Schedules	SCHEDULE	Set Up Financials/Supply Chain, Common Definitions, Calendars/Schedules, Schedules	Create schedules that automate and control the generation of standard or recurring journal entries.

Defining Process Partitions

Access the Partition ChartField Entry page (Set Up Financials/Supply Chain, Common Definitions, Process Partition ID, Partition ChartField Entry, Partition ChartField Entry).

Note. Only a DBA or system administrator should have access to this table.

To add a new instance of a partition ID, select the tab to add a new value, enter its name in the Partition ID field, and click the Add button. The Process Partition page appears, enabling you to define the new instance of the partition ID.

Partition ID	Displays the partition ID that you entered that uniquely identifies a group of transactions that you want to process together as a single set of data.
Description	Enter a description for your partition ID.
Business Unit	First, you create a business-unit and ChartField scheme to classify transactions into mutually exclusive data sets. Then, for each partition ID (unique data set) defined in your scheme, enter the appropriate business unit here. You can have multiple business units for a partition ID.
Additional ChartField	Select this option to group data by ChartField in addition to business unit. If, for this business unit, you want to process transactions by business unit only, and do not want to further subdivide your transactions for processing, leave this blank. You can put more than one ChartField under a business unit.
Default Election	Specifies this partition ID as the default for the business unit. Transactions not included in any other process partition will be placed into this default group. There can only be one default election for a business unit.
ChartField	Select the ChartField by which to group your data sets.
How to Specify ChartField	You can define your ChartField values as either a range or a single value.

Select Range to specify a range of ChartField values. When you select this option, edit boxes for the following two fields appear:

Range From	Specify the lowest value of the ChartField that you want to include in your process group.
Range To	Specify the highest value of the ChartField that you want to include in your process group.

Select Value to specify a single ChartField value to define your process group. When you select this option, an edit box for the following field appears:

ChartField Value

Specify the single value for the ChartField that you want in your process group.

Use SQL to delete an unwanted partition ID.

Defining Journal Class

Access the Journal Class page (Set Up Financials/Supply Chain, Common Definitions, Journals, Class, Journal Class).

Journal Class

Enter a short name for a journal class category. A journal class is a category set up to break journal entries down into multiple categories for reporting purposes and also for categorizing entries coming from non-PeopleSoft Financial systems. You can set up and use a valid set of these values and run journal entry reports for one or more selected journal class values. Each journal class value that you enter here updates the JRNL_CLASS_TBL record.

You can only select these values (journal class field values) on the General Ledger journal entry Header page.

Description

The description explains exactly what the journal class short name means and appears on the Journal Class report (GLC4008).

Budgetary Only

The Journal Class field also appears on the Enter Budget Journals - Budget Lines − Base Currency Details page. You must select this option for any journal class categories that you define here that are specifically related to Commitment Control budget journals.

See Also

Application Fundamentals Reports

Using the Journal Entry Template to Display Journal Line Columns and Define Copy Down Options

Access the Journal Entry Template page (Set Up Financials/Supply Chain, Common Definitions, Journals, Entry Template, Journal Entry Template).

PeopleSoft General Ledger is delivered with a number of fields shown on the Journal Entry page grid. When you are using fewer than the delivered number of fields, you can use this page to eliminate the unwanted columns from the grid. For example, if the journal you are entering does not use interunit transactions, you can eliminate InterUnit fields from that journal's entry page.

You can define journal entry templates to be used by all users, a specific user ID, or users of a specific primary permission list.

ChartField

Use the ChartField tab to control which columns of data you want included on your journal entry page for the template.

Template ID	The name of a journal entry template.
Default	Select if you want to use this template as the default when you use a journal entry page.
Action	Select action to check/uncheck all the check boxes except the default check box.
Unit	The application business unit that is the source of a transaction.
Ledger	Specific ledger to which an accounting entry should post.
Speed Type	A code that represents a combination of ChartField values. Speed types simplify the entry of ChartFields that are commonly used together.

The names of the remaining check boxes correspond to the ChartFields that appear on the journal entry page as it is delivered with your application. Select a check box for each field that you want to appear on the journal entry page.

Note. When you select the Project ChartField check box, all the associated project ChartFields become available on the Journal Entry Page. The ChartFields associated with the Project ChartField are, Activity, Source Type, Category, Subcategory, PC Business Unit, and Analysis Type. If the Project ChartField is not selected or it is deselected, the associated ChartFields are not available.

Amount

Select the Amount tab.

The names of the check boxes correspond to the currency and amount-related fields that appear on the journal entry page. Select a check box for each field that you want to appear on the journal entry page. Select any of the other fields that you want to display.

Miscellaneous

Select the Miscellaneous tab.

Budget Date

The date of the journal for the control budget.

Reference

A reference of the journal line.

Description

A description of the journal line.

VAT and Open Item Key are also available from the Miscellaneous tab.

	Click the Show All Columns button to view all ChartField, Amount, and Miscellaneous columns without the tabs.
	Click the Show Tabs button from the all columns view to return to the tab format.

Journal Line Copy Down

The Journal Line Copy Down settings for templates appear on the same page as the Show Journal Line Grid template. They also have the same tabs and the same toggle buttons to show all columns and to show tabs as described for the Show Journal Line Grid.

When you add a journal line on the journal Lines page the fields you selected on the journal entry template are copied down from the preceding line.

The Journal Entry Template page enables you to define various copy down templates. For example, you can define one template to copy down all fields, another to copy down all fields except the amount fields.

Select Default to designate the template as the default.

See Also

Entering Journal Line Information

Defining Journal Source

Access the Definition page (Set Up Financials/Supply Chain, Common Definitions, Journals, Source, Definition).

Effective Date

Displays the current date by default. Enter an effective date that is early enough to accommodate any historical data that you might load.

Status

Select either Active or Inactive. Determines whether this source is valid for processing as of the effective date.

Description

Enter a description to use system-wide in reports, other pages, and online inquiries.

Physical Nature

You can enter a value for VAT if this source is typically associated with goods or services affected by VAT.

VAT Default

Click this link to access the central VAT defaults page to enter additional default options for journal source.

In addition to identifying the origin of each journal entry, PeopleSoft applications enable you to define special processing options for specific data entry sources, giving you control over when certain sources are active.

The source identifies the origin of a journal entry. It can also define any special journal entry error handling options. You can also use a source to associate journal entries with a type of transaction or a group of transactions. Sources could include individuals who enter journals, departments such as Finance or Accounting, and subsystems that generate transactions such as accounts payable or payroll entries to the general ledger.

You can use sources to facilitate inquiries and reporting. Typically, sources appear on screens and reports that reference journal entries; you can use them to identify and group journal entries from similar sources. For example, you might define sources that identify different revenue types (such as sales, services, interest, late charges) or different expense origins (such as payroll processing, payroll accruals and reversals, refunds, supplies expense).

Settings generally override from the source to the ledger and then to the business unit level. Conversely, the default is from the business unit to the ledger and then to the source level. For example, a ledger setting will override a business unit setting, but a source setting will override both a setting at the ledger and at the business unit level for the same option.

Specifying Journal Source Error Processing

Access the Journal Options page (Set Up Financials/Supply Chain, Common Definitions, Journals, Source, Journal Options).

You use the Journal Balance option, Journal Edit Errors option, Journal Amount Errors option, Control Total option, and Document Type option in entry error processing.

Default to Higher Level	Uses the error processing options defined on the Ledgers for a Business Unit and General Ledger Definition pages. (For document type, options can be defined only at the source or on the Ledgers for a Business Unit page.)
Recycle	Marks journal entries that contain errors as invalid and does not allow them to be posted. Once you've made the corrections and re-edited the journal, you can post the journal successfully.
N/A	Available only for control total errors. Doesn't check control totals against actual totals.
Suspend	Posts, to a suspense account, the amount required to bring each journal into balance (if it is out of balance). For Journal Edit errors, it posts the amounts from those lines that reference invalid ChartFields. The amounts on the lines in error are zeroed out. If you select Suspend, click the Balance Suspense ChartFields, Edit Suspense ChartFields, or Amount Suspense ChartFields links to access a page where you can specify the ChartField and ChartField value for the suspense account.
Specify	Available only for Document Type. If you are using document sequencing, you can specify the document type.
Change to Open From Date	Available only for Journal Date < Open From Date.
Change to Open To Date	Available only for Journal Date > Open To Date.

Note. When you define journal options at the source level, they override any error handling that you specified at the business-unit or ledger levels for journals using that source only.

You can determine how the system will process a journal entry entered with errors for that source. Remember that settings generally override from the source to the ledger and then to the business unit level. Conversely, the default is from the business unit to the ledger and then to the source level. For example, a ledger setting will override a business unit setting, but a source setting will override both a setting at the ledger and at the business unit level for the same option.

Settings for the following types of errors can be specified at the source level.

Journal Balance Errors

Use the options in the Journal Balance Error group box to define how the system should handle errors when an unbalanced journal is targeted to a balanced ledger. You can post unbalanced journals only to ledgers that have been set up as unbalanced ledgers, such as a budget ledger.

Journal Edit Errors Option

Use the options in the Journal Edit Errors group box to define how the system should handle errors when invalid ChartField values or combinations are entered on journal lines. As you enter journal lines, PeopleSoft General Ledger checks to see that all ChartField values are valid as of the journal entry date. An error occurs if the system finds an invalid ChartField value or ChartField combination. This error category also includes other line errors, such as a blank currency code or an invalid OpenItem reference value.

Journal Amount Errors Option

Use the options in the Journal Amount Errors Option group box to define how the system should handle errors when the foreign amounts and the monetary amounts are not the same sign. For example, it determines how to handle errors for a journal that has a foreign amount that is 10.00 USD and the monetary amount is −200.00 USD.

Control Total Errors

As you enter journal lines, PeopleSoft General Ledger displays a running total of the number of lines, debits, credits, and units that you've entered on the journal. Use the options in the Control Total Errors group box to define how the system should handle errors when the journal line totals do not match the control totals you entered at the journal header level. This feature is optional.

Document Type Option

This only applies if you have enabled document sequencing within the Installation Options component. This document type will be the default for journals entered through the General Ledger Journal Entry component.

See Also

Defining Document Types

Specifying Balance Suspense ChartFields for the Journal Source

Access the Journal Options page and click the balance suspense ChartFields link (Set Up Financials/Supply Chain, Common Definitions, Journals, Source, Journal Options).

Enter a ChartField and a ChartField value for the suspense account.

Specifying Edit Suspense ChartFields for the Journal Source

Access the Journal Options page and click the Edit Suspense ChartFields link (Set Up Financials/Supply Chain, Common Definitions, Journals, Source, Journal Options).

Enter a ChartField and a ChartField value for the suspense account.

Specifying Amount Suspense ChartFields for the Journal Source

Access the Journal Options page and click the Amount Suspense ChartFields link (Set Up Financials/Supply Chain, Common Definitions, Journals, Source, Journal Options).

Enter a ChartField and a ChartField value for the suspense account.

Specifying Currency Options for the Journal Source

Access the Currency Options page (Set Up Financials/Supply Chain, Common Definitions, Journals, Source, Currency Options).

Currency Balancing Option

Select a currency balancing option, which specifies how journal lines are balanced for this source:

Default to Higher Level Value	Uses the currency options defined on the Ledgers For A Unit and General Ledger Definition pages.
Balance by All Currencies	Balances foreign amounts on foreign currency journal lines by individual currency type. For example, all lines in Canadian dollars are balanced together, and all lines in Mexican pesos are balanced together.
Balance by Base Currency Only	Balances all journal lines by the base currency only.

Base Currency Adjust Option

Select a base currency adjust option, which controls manual adjustments to the base currency in foreign currency journals:

Default to Higher Level Value	Uses the currency options defined on the Ledgers For A Unit and General Ledger Definition pages.
Allow Base Currency Adjustment	Enables you to change the base currency amount directly on foreign currency journal lines.
Disallow Base Currency Adjustment	Does not allow you to change the base currency amount directly on foreign currency journal lines.

Foreign Currencies per Journal

Select a foreign currencies per journal option, which controls the number of foreign currencies for each journal:

Default to Higher Level Value	Uses the currency options defined on the Ledgers For A Unit and General Ledger Definition pages.
Multiple Foreign Currencies	Enables journals to contain lines in multiple foreign currencies.
Only One Foreign Currency	Enables journals to contain lines only in the base currency or a single foreign currency. You must specify the foreign currency in the journal header.
No Foreign Currencies	Enables journals to contain lines only in the base currency.

Note. When you define currency options at the source level, they override any currency handling you specified at the business unit or ledger levels for journals using that source only.

Translate Ledger Exchange Rate

Select the source of the currency exchange rate to be used for the translate ledger for a given journal source:

Default to Higher Level Value	Uses the Translate Ledger Exchange Rate option that is defined on the Ledgers For A Unit or General Ledger Definition levels.
Inherit From Primary Ledger	This option applies only to Journal Edit. During Edit, if the foreign currency of a primary ledger line is the same as that of the base currency of the translate ledger line, then the exchange rate of the primary ledger line is copied to the translate ledger line and the foreign amount of the primary line will be the same as that of the base amount of the translate line.
Retain Exchange Rate	This option applies only to Journal Edit. When this option is selected, there is no change in the base amount exchange rate of the translate ledger line.

Note. If the translate ledger line already has the exchange rate of the primary line, then the values are retained. Therefore. if the journal is edited once with Inherit From Primary Ledger selected, and it is then re-edited with the Retain Exchange Rate (do not inherit) option, then the exchange rate that was inherited during first edit is retained. The second option is to retain the exchange rate values.

Specifying Approval Options for the Journal Source

Access the Approval Options page (Set Up Financials/Supply Chain, Common Definitions, Journals, Source, Approval Options).

You have the option to use either the Virtual Approver method or Approval Framework method for the journal approval process. You select the approval methodology for journal approval on the Installation Options - General Ledger page. The selection choices on the Approval Options page depend upon which methodology that you select to use in Installation Options. When using the Virtual Approver method, the Business Process Name and Approval Rule Set fields appear on the page. When using the Approval Framework method, these fields are not visible, since the Approval Framework provides its own Business Process and Approval Rule Set to communicate with PeopleTools.

See Approving Journal Entry.

See Setting Up and Using Configurable Workflow.

Select a journal approval option and a budget journal approval option:

Pre-Approved	Enables journal entry without approval through workflow.
Default to Higher Level	Uses the approval options defined on the Ledgers For A Unit and General Ledger Definition pages.
Require Approval	Requires approval through workflow. If you select this option and the approval methodology on the Installation Options - GL page is Virtual Approver, you must select a Business Process Name and associated Approval Rule Set . The Business Process Name and Approval Rule Set fields are not visible when the approval methodology is Approval Framework in Installation Options. You must also select Submit Journal from the Process drop-down list box on the Journal Entry - Lines page when processing journals.

Note. When you define approval options at the source level, they override any approval handling that you specified at the business unit or ledger levels for journals using that source only.

Setting Up Schedules

Access the Schedules page (Set Up Financials/Supply Chain, Common Definitions, Calendars/Schedules, Schedules).

Schedules are used to automate and control the generation of recurring journal entries. You can define daily, weekly, monthly, or annual schedules for recurring transactions such as closing schedules or schedule specific user-defined events such as expense report due dates.

Schedules control the frequency of processing. For example, if you pay your rent on the 15th of each month, select a monthly schedule that specifies the day of the month as the 15th. By defining schedules that are tailored to your accounting environment, you can easily automate the creation of a Standard Journal Entry (SJEs) or a group of SJEs. You can set up daily, weekly, monthly, annual, or user-defined schedules. User-defined schedules enable you to specify specific dates and times.

Note. When you define schedules for use with standard journal entries, don't define multiple occurrences for a single day.

Frequency

This specifies how often the event will recur. Values are:

Annually: Specifies an annual schedule. This option activates the Month and Day of the Month for you to enter the values.

Daily: Specifies a daily schedule. The Daily option activates the Days of the Week check boxes for you to select or deselect specific days.

Monthly: Specifies a monthly schedule. This option activates the Day of the Month and Last Day of the Month and the Months check boxes for you to select or exclude individual months.

User Defn (user defined): Sets up user-defined events schedules for specific dates when an event will take place. When you use this option, you can enter an occurrence number (for multiple occurrences), the date, and a description. Do not specify hours or minutes for schedules used for SJEs.

Weekly: Specifies a weekly schedule. The Weekly option activates the days of the week for you to enter a value.

Note. When you specify a day of the month for monthly schedules, use the Day of the Month edit box to enter any day up to and including day 28. Use the Last Day of Month edit box to enter the absolute last day of the month, whether it's day 28, 29, 30, or 31.

See Also

Creating Journal Entries

Defining Document Types

Setting Up Workflow Transactions

To set up workflow transactions, use the following components:

Workflow Transaction Categories (EO_TRAN_CATS)
Workflow Transactions (EO_TRANSACTIONS)
Workflow System Rule (EO_SYS_WF_RULES)

If you use PeopleSoft Workflow, the functionality of workflow approval processing is based on specific rules that are defined by three setup transactions. You can create transactions that notify appropriate parties about business events such as approvals, requests, or transfers. By setting up categories of workflow transactions, you can associate groups of transactions with a workflow function that triggers the notification process.

This section discusses how to:

Establish workflow transaction categories.
Define workflow transactions.
Specify workflow system rules.

Pages Used to Set Up Workflow Transactions

Page Name	Definition Name	Navigation	Usage
Workflow Transaction Categories	EO_TRAN_CATS	Set Up Financials/Supply Chain, Common Definitions, Workflow, Categories, Workflow Transaction Categories	Create workflow transaction categories.
Workflow Transactions	EO_TRANSACTIONS	Set Up Financials/Supply Chain, Common Definitions, Workflow, Transactions, Workflow Transactions	Create workflow transactions.
Workflow System Rules	EO_SYS_WF_RULES	Set Up Financials/Supply Chain, Common Definitions, Workflow, System Rules, Workflow System Rules	Create workflow system rules.

Establishing Workflow Transaction Categories

Access the Workflow Transaction Categories page (Set Up Financials/Supply Chain, Common Definitions, Workflow, Categories, Workflow Transaction Categories).

Transaction Category

Name of the group that classifies a workflow transaction. Each workflow transaction is placed in a workflow category. Because workflow rules are defined for categories, the rules apply to each transaction in the category.

Defining Workflow Transactions

Access the Workflow Transactions page (Set Up Financials/Supply Chain, Common Definitions, Workflow, Transactions).

Category	Name of the group that classifies a workflow transaction.
Description	Explanation or comments about the workflow transaction.

Specifying Workflow System Rules

Access the System Workflow Rules page (Set Up Financials/Supply Chain, Common Definitions, Workflow, System Rules, System Workflow Rules).

Transaction Category	Name of the group that classifies a workflow transaction.
Workflow Rule	Specify how users are notified when they are required to perform a function. Select from the following values: Both: Notify by email and worklist. Email: Notify the user with an electronic message. None: No notification takes place. User: Notification method is specified in the User Preferences page during system setup. This varies, depending on which application is implementing PeopleSoft Workflow. Worklist: Notify the user by placing an entry on the user's worklist.
Notify User − Entry	User receives a confirmation when initiating a transaction.
Notify − All	User receives a notification when anyone processes a transaction that the user originated. If more than one person is required to process the user's transaction, the user receives notification each time it is processed.
Notify − Final Disposition	User is notified only when the transaction has completed processing.

Changing Credit Card Encryption

To change the credit card encryption key, use the FS_CC_CNVRT component.

This section provides an overview of credit card encryption and discusses how to change the encryption key.

Understanding Credit Card Encryption

PeopleTools Pluggable Cryptography is an advanced security framework that provides a security model for applications to encrypt credit card data. The system encrypts data using 3DES algorithms and 168-bit encryption keys. The system also modifies the display of credit card numbers to show only the last four digits. The system displays an X in place of each credit card number other than the last four digits. This includes credit card numbers that are display-only as well as those that are editable.

Use of PeopleTools Pluggable Cryptography supports compliance with the cardholder data protection requirements of the Payment Card Intry (PCI) Data Security Standard and with Visa's Cardholder Information Security Program (CISP). With this feature, credit card numbers for external third-party payers, such as customers or students, are encrypted.

Steps for Changing the Encryption Key

To change the credit card encryption key:

Navigate to the Credit Card Number Re-Encrypt page.
Click the Generate Random Key button to generate a new random hexadecimal encryption key.

Clicking this button generates a new, random hexadecimal encryption key. You can modify this key, however, you must format it as a 24-byte string in hexadecimal notation. The first two characters must be 0x, and the remainder must be exactly 48 characters consisting of a combination of numeric digits and the lowercase letters a through f.
If the values in the Re-encrypt Action column do not say Decrypt, then Encrypt, click the Crypt Action button until Decrypt, then Encrypt appears in the column.
Click the Run button to start the conversion process.

The Credit Card Conversion process converts each field in the grid. If the process fails for any reason, the process can be restarted in the standard way and the process picks up where it left off. If the process cannot be restarted, the process can be run from the beginning and it automatically bypasses fields that have already been processed.

See Also

PeopleTools PeopleBook: Security Administration, Securing Data with Pluggable Cryptography

Page Used to Change the Encryption Key

Page Name	Definition Name	Navigation	Usage
Credit Card Number Re-Encrypt	FS_CC_CNVRT	Set Up Financials/Supply Chain, Common Definitions, Credit Cards, Change Encryption Key, Change Encryption Key	Use this utility to change the key used to encrypt credit card numbers. Run the utility to re-encrypt credit card numbers using a new encryption key.

Changing the Encryption Key

Access the Credit Card Number Re-Encrypt page (Set Up Financials/Supply Chain, Common Definitions, Credit Cards, Change Encryption Key, Change Encryption Key).

Important! The Change Encryption Key page will not be enabled if the Upgrade Credit Card Numbers (FS_CC_CNVRT) process has not been run or is currently running. Once the upgrade process has completed, the Change Encryption Key page will be enabled.

Crypt Action	Click the button to toggle the values in the Re-Encrypt Action column in the grid.
Generate Random Key	Click to have the system generate a random key in the format needed by the encryption algorithms used for credit card encryption and decryption profiles. If you want to modify the generated key or enter your own, you must format it as a 24-byte hex string. The first two characters must be 0x and the remainder must be exactly 48 characters consisting of a combination of numeric digits and the lowercase letters a through f.
Record (Table) Name	Displays the record name.
Field Name	Displays the field name.
Re-Encrypt Action	Values include: Decrypt, then Encrypt: for data currently encrypted with the Pluggable Cryptography credit card encryption profile. No Action: the conversion process will apply this value after each row is processed. This field value enables the process to be rerun if an error occurs without reprocessing the converted fields.

Attention To	Enter the name that appears in the attention area of correspondence for this location.
Location Detail	Enter additional information that you want to maintain for this location.
Carton Label	Select the default format for printing carton labels for this location.
Shipping Container Label	Select the default format for printing shipping container labels for this location.
Usage Label	Select the default format for printing item usage labels for this location.
ID Numbers	Use this section to specify any additional types of identifiers for the location. The system supports a list of number types, such as GLN (a 13-digit numeric value) or DUNS number. Except for GLNs, other ID numbers entered here are not validated at save. The SetID field is not available for edit for all ID types. For each location specified in the system, you can only enter one ID number for any given type.

Use for Statistics	If you select this check box, the country recognized by the International Standards Organization (ISO) is also recognized by the European statistical offices as a country. If Use for Statistics is not selected, the country is recognized by the ISO but not by the European statistical offices. If this is the case, the European statistical offices assume that the country is a part of another country for the purposes of producing statistical data such as the GNP. For example, for ISO, the Principality of Monaco has its own country code, while for statistical purposes, Monaco is assumed to be part of France, and therefore has the same statistical country code as France.
2-Char VAT (two character value added tax)	Enter a 2-character country code to meet special value added tax (VAT) requirements for certain countries. This is useful for some countries that are not using the ISO 3166 country code in conjunction with their VAT registration ID. When appending the 2-character country code to the VAT registration ID, Financials accesses this separate country code. The VAT registration ID is a 20-character number to meet VAT requirements.
2-Char Intrastat (two character intrastat)	Displays the country identifier for the European statistical offices. This code is printed on some of the Intrastat Layout forms.
2-Char ESL (two-character European Sales List)	Used for countries that are members of the European Union. This code is usually printed as part of the VAT Registration Information on the European Sales List (ESL).
3-Dig Cntry (three-digit country)	Used as a country identifier for the European statistical offices, the code is usually printed on the Intrastat report to identify source or destination countries to or from which goods are shipped.
7-Char Descr (seven-character description)	Used for the German international EFT layout to identify countries into or from which electronic funds are sent or received.
SUT Flag (sales and use tax flag)	Informational only.

Update Option	Choose Specific Address Record to update the geocodes in a single table. Choose All Tax Address Records to update the geocodes in all tables containing tax-related addresses. You can also limit the tables updated to those owned by a specific PeopleSoft application using the Record Owner control.
Record Owner	Select the PeopleSoft application that owns the address tables to be updated. Leave blank to process all tax address tables (when Update Option is set to All Tax Address Records).
Address Record	Specify the application table that contains the addresses to be updated. The Address Record field is enabled when Update Option is set to Specific Address Record.
Control Parameters	Select the option labeled , "This option defaults in Geo Code from Third Party Tax Software for undefined geo code records only," when you want the system to update the geocodes for all rows that are matched with the selection criteria and for which the geocodes are currently unassigned. Select the option labeled, "This option overrides Geo Code for all qualified records," when you want the system to update the geocodes for all rows that are matched with the selection criteria.
Auto Fill Address	Select to have the system populate the address data with information from the selected geocode.
Geocode Selection Option	Choose whether the GeoCodes Mass Update Process should use the first geocode record encountered or flag the address record as an error when more than one geocode entry is found for an address. Run the GeoCodes Mass Update report (TAXGEOX0 or TAXXGEOX0) to view a list of geocode update errors.
Additional Selection Criteria	Set the additional selection criteria fields to limit the addresses processed

Budget Date	The date of the journal for the control budget.
Reference	A reference of the journal line.
Description	A description of the journal line.

Effective Date	Displays the current date by default. Enter an effective date that is early enough to accommodate any historical data that you might load.
Status	Select either Active or Inactive. Determines whether this source is valid for processing as of the effective date.
Description	Enter a description to use system-wide in reports, other pages, and online inquiries.
Physical Nature	You can enter a value for VAT if this source is typically associated with goods or services affected by VAT.
VAT Default	Click this link to access the central VAT defaults page to enter additional default options for journal source.