Registering Buyers

This chapter provides overviews of buyer registration and buyer bank accounts and discusses how to:

Create buyer bank accounts in the Business Service Provider model.
Create buyers.
Create buyer administrators.

Understanding Buyer Registration

A buyer is a buying entity with the ability to enter, review, and dispute invoices, and to create payments once all business conditions are satisfied. An organization may have one or multiple buying entities. Each buyer must be registered in the system before processing any transactions, and a valid agreement with one or more suppliers must exist before processing PeopleSoft eSettlements self-service and XML invoice transactions.

Note. You can still create invoices in PeopleSoft Payables without a valid agreement in PeopleSoft eSettlements.

If you've already enabled a batch of PeopleSoft Payables business units, you can reuse a buyer template to enable individual business units as PeopleSoft eSettlements buyers. You could use a single buyer template for all your business units if the default account was the same for all of them.

When creating a new buyer, the setID that the system populates for the location record group FS_26 and the ship to location record group PO_04 is the same setID value as the default setID that appears on the Review Buyer Details - Registration page, and which comes from the user preferences of the user creating the buyer.

The steps you take to register buyers depends on the model that you are implementing.

Buyer Direct Model

In the Buyer Direct model, you can create buyers three ways:

Enable all of your PeopleSoft Payables business units as PeopleSoft eSettlements buyers in batch. We discuss this method in a previous chapter.

Note. Although you may have already run the processes to enable a batch of PeopleSoft Payables business units as PeopleSoft eSettlements buyers, you must still, for each individual business unit, specify the monetary amounts for each level of approval and associate each level with an approver, define line-level approval rules, complete ChartField configurations, and review or update the email notifications.
Enable an existing PeopleSoft Payables business unit online by specifying registration information, approval rules, and ChartField configurations.

Note. When you enable a PeopleSoft Payables business unit as a buyer requiring invoice approval, the process populates the Business Process and Rule Set fields in the Approval Rules group box on the Vouchering Options 1 page, but allows the approval amounts to vary by PeopleSoft Payables business unit. When you activate the PeopleSoft eSettlements invoice approvals you are in effect activating approvals for all the PeopleSoft Payables business units that use the Payables options.
Create a new buyer, which in turn creates a PeopleSoft Payables, Purchasing, and General Ledger business unit with the same name and procurement processing options as those of the new buyer, and builds a one-to-one relationship between the PeopleSoft Payables and PeopleSoft General Ledger business units in a similar fashion as registering a buyer in the Business Service Provider model.

Business Service Provider Model

In the Business Service Provider model, you create buyers one at a time, and you must completely populate the buyer template beforehand. In addition, you must set up a bank account for the buyer before completing the information in the Registration component, including bank specification, approval and matching rules, and ChartField configurations (if applicable).

Note. When you create a new buyer, the system populates the duplicate invoice checking options. Users with access can change these default options by selecting Set Up Financials/Supply Chain, Business Unit Related, Payables, Payables Options, Vouchering Options 2.

The host administrator sets up a buyer administrator for each buying entity (buyer). Buyer administrators, once created by the host administrator, complete registration for their organizations by specifying matching preferences and other processing options.

When you enable a vendor as a supplier you are accepting the values already set up for that vendor. But when you create a supplier using PeopleSoft eSettlements pages, and you want to specify to use evaluated receipt settlement (ERS), you must first set up this option using the Procurement Control - ERS Options page and the Payables Definition - Voucher Build page.

Business Unit Options in Both Models

PeopleSoft supports the sharing of PeopleSoft Payables business unit options by setID. When you create a new buyer or enable an existing PeopleSoft Payables business unit and specify invoice header approvals, the system populates the PeopleSoft Payables business unit options with the PeopleSoft eSettlements approval rules (however defined). This is true in both models.

In the Buyer Direct model, however, if you decide to share PeopleSoft Payables business unit options, all buyers associated with those options have the same approval rules populated in PeopleSoft eSettlements (at the time you create a buyer or enable a business unit). Therefore, all buyers associated with particular PeopleSoft Payables business unit options have the same approval rules, but the approval amounts and roles—set up during buyer registration—vary by buyer.

If you don't want a certain buyer to have header approvals, clear the Invoice Approval Required check box on the Review Buyer Details - Notifications and Approvals page. By doing so, you ensure that even if the buyer is associated with PeopleSoft Payables business unit options that do have voucher approval rules, those vouchers do not require approval.

Because this scenario only applies to PeopleSoft eSettlements, if you do have PeopleSoft Payables business units that are not and will not be enabled as PeopleSoft eSettlements buyers, and you have PeopleSoft eSettlements buyers, and both your PeopleSoft Payables business units and your PeopleSoft eSettlements buyers share the same business unit options, vouchers for your PeopleSoft Payables business units need to be routed for approval.

In such cases we recommend that you not share options between your PeopleSoft Payables business units that do not require approval, and your PeopleSoft eSettlements buyers that do require approval.

See Also

Specifying Voucher Build Criteria

Selecting ERS Options

Defining PeopleSoft Payables Business Unit Options by SetID

Enabling PeopleSoft Payables for the PeopleSoft eSettlements Buyer Direct Model

Understanding PeopleSoft Payables Business Units

Establishing a Buyer Template

Understanding Buyer Bank Accounts

The host administrator must establish the buyer bank details prior to creating a buyer. The bank account is initially created through the External Bank Accounts component (BANK_EXTERNAL). Once the bank is set up, the host administrator completes the process by associating the bank details with the buyer after the buyer has been registered.

When enabling a PeopleSoft Payables business unit in the Buyer Direct model, you do not need to set up a bank account, because it has already been established as part of your PeopleSoft Payables setup. The buyer bank account populates by default during Business Service Provider buyer registration.

Creating Buyer Bank Accounts in the Business Service Provider Model

In the Business Service Provider model, you must set up a bank account for a buyer before you can register that buyer.

To create a buyer bank account, use the External Bank Accounts component (BANK_EXTERNAL).

This section discusses how to define external bank accounts in the Business Service Provider model.

Page Used to Create Buyer Bank Accounts in the Business Service Provider Model

Page Name	Object Name	Navigation	Usage
External Accounts	BANK_PNL2	Banking, Bank Accounts, External Accounts, External Accounts	Set up external bank accounts.

Defining External Bank Accounts

Access the External Accounts page.

Define external bank accounts for this buyer.

Bank account access is secured by the Bank Security feature, which restricts access at the buyer level.

See Also

Defining External Accounts Information

Creating Buyers

To create buyers, use the following components:

Review Buyer Details (EM_BUY_REG_TBL)
Review Buyer Details Inquiry (EM_BUYER_INQUIRY)
Define Buyer Notifications (EM_B_NOTIFY_SETID)
Secure Buyer Banks (EM_SEC_BU_BANK)

This section provides an overview of buyer creation and discusses how to:

Select a buyer creation method.
Enter buyer information.
Enter address information.
Enter bank information.
Enter approval and matching rules.
Define invoice line approval rules.
Enable ChartFields.
Specify buyer notifications.
Assign banks to buyers.

Understanding Buyer Creation

The Enable AP BUs & Vendors for BD (enable payable business units and vendors for buyer direct model) Application Engine process (EM_ENABLE_BU) creates PeopleSoft eSettlements buyers from PeopleSoft Payables business units and suppliers from vendor information. In the Buyer Direct model, since you have already run this program, the system uses the existing buyer template and supplier information. However, you must still specify approval amounts, approvers, line-level approval rules, and notification preferences. If you use the Review Buyer Details component in PeopleSoft eSettlements to create a new buyer, the ship to location associated with the business unit is created as tax exempt, and you must establish appropriate sales tax codes for the buyer ship to location.

If you enable an existing PeopleSoft Payables business unit in the Buyer Direct model, the sales tax codes are already established, and the system uses these default tax codes.

Note. When registering a new buyer in the Buyer Direct model, if the Dynamic Pricing module is installed, you must update the PeopleSoft Purchasing business unit and associate a dynamic pricing business unit with the PeopleSoft Purchasing business unit.

See Configuration Variable Types.

In the Business Service Provider model, the buyer registration process is initiated by the host administrator and completed by the buyer administrator. In both the Business Service Provider model and Buyer Direct model, the process of creating a new buyer populates several underlying PeopleSoft tables, creating PeopleSoft Payables, Purchasing, and General Ledger business units for each buyer along with procurement processing options. The process also establishes tableset sharing for each buyer. You can modify the tableset sharing parameters for each buyer by selecting PeopleTools, Utilities, Administration, TableSet Control. The system establishes sales tax defaults of Exempt for the buyer. If this buyer is not exempted from sales tax, then you must establish appropriate sales tax codes for the buyer ship to location (which has the same ID as the buyer ID). To do so, select Set Up Financials/Supply Chain, Product Related, Procurement Options, Purchasing, Ship To Locations, and click the Sales/Use Tax link.

If you enable an existing PeopleSoft Payables business unit in the Buyer Direct model, the sales tax codes are already established, and the system uses these default tax codes.

The host administrator determines a given buyer's access options. Once you create a buyer, you associate the buyer with bank account details and enable security to these bank accounts. Depending on the buyer's subscriptions, you may also need to establish a pay cycle for the new buying entity and enable security for the pay cycle.

While completing registration, the buyer administrator may select different bank details; however, registration information previously specified by the host administrator cannot be altered by the buyer administrator.

Instant messaging capability can be enabled, but it functions in PeopleSoft eSettlements only when the particular instant messaging provider's system is operational. When the buyer administrator enables instant messaging access, users for whom they enable the feature must also install the public version of Yahoo! Messenger, Sametime Connect, or the America Online instant messenger on their desktops, and must have a user ID for the chosen instant messaging provider.

If an instant messaging connection fails because the chosen provider's network is down, users should contact the instant messaging provider.

Resolving Disputes Using Instant Messaging

Entering Buyer Information

Updating Standard Prices and Business Unit Standard Prices

Pages Used to Create Buyers

Page Name	Object Name	Navigation	Usage
Create New Buyer	EM_BUYER_ADD	eSettlements, Buyer Information, Review Buyer Details, Create New Buyer	Select the buyer registration option.
Existing Buyers	EM_BUYER_INQRY	eSettlements, Buyer Information, Review Buyer Details, Existing Buyers	View a list of existing buyers.
Review Buyer Details - Registration	EM_BUY_REG	Select the Create a New Buyer radio button on the Create New Buyer page. Click Continue. Enter a buyer ID and click Add. Select the Enable an AP Business Unit as an eSettlements Buyer radio button on the Create New Buyer page. Click Continue. Click a Business Unit column link.	Create or complete the buying entity and define processing preferences.
Review Buyer Details - Address	EM_BUY_REG_ADDR	Select the Address tab from the Review Buyer Details - Registration page.	Enter address information.
Review Buyer Details - Bank Information	EM_BUY_REG_BNK	Select the Bank Information tab from the Review Buyer Details - Registration page.	Enter bank information for new buyers, and view bank information for existing PeopleSoft Payables business units you're enabling as buyers.
Review Buyer Details - Notifications and Approvals	EM_BUY_APPR_RULES	Select the Notifications and Approvals tab from the Review Buyer Details - Registration page.	Specify matching and approval rules requirements. Inbound transactions reference the agreement information to determine approval processing. Note. When enabling a PeopleSoft Payables business unit, this page is not available, because matching controls were established at the PeopleSoft Purchasing business unit level.
Buyer Information - Invoice Line Approval Rules	EM_BUY_LINE_APPR	Click the Invoice Line Approval Rules link on the Review Buyer Details - Notifications and Approvals page.	Define invoice line approval rules by selecting fields to route invoice lines for approval, and the corresponding responsible operational role.
Review Buyer Details - ChartField Configuration	EM_BUY_REG_CFS	Select the ChartField Configuration tab from the Review Buyer Details - Registration page.	Specify supplier access to ChartFields on self-service invoices.
Define Buyer Notifications - Define Notification Types	EM_B_NOTIFY	Click the Define Buyer Notifications link on the Review Buyer Details - Notifications and Approvals page.	Set up buyer notifications. Note. This link is enabled only after a new buyer has been saved.
Secure Buyer Banks - Assign Banks to Buyers	EM_SEC_BU_BANK	eSettlements, Administration, Secure Buyer Banks. Secure Buyer Banks - Assign Banks to Buyers	Specify buyer bank account access for the Business Service Provider model.

Selecting a Buyer Creation Method

Access the Create New Buyer page.

To create a new buyer in a Buyer Direct model:

Under Buyer Registration Options, select Create a New Buyer, and click Continue.
Enter a Buyer.

This value is used as the identifier when accessing buyer transactions throughout the system. You must establish a buyer ID for each buyer you set up.
Click Add.

To enable an existing PeopleSoft Payables business unit:

Under Buyer Registration Options, select Enable an AP Business Unit as an eSettlements Buyer, and click Continue.
Click a link in the Business Unit column.

Entering Buyer Information

Access the Review Buyer Details - Registration page.

Subscription Registration

Default SetID	Displays the default from the administrator's preferences. The setID determines tableset processing for the buyer. During buyer creation, the system establishes the required tableset sharing parameters for each buyer, and you can refine these further.
Buyer Name and Short Name	Enter a name for the system to use on all pages where buyer ID appears, and enter a shorter name to use on pages where space is limited. Note. These fields populate automatically if you are enabling an existing PeopleSoft Payables business unit.
Template ID	Enter the ID for the buyer template associated with the buyer and from which default and control values for buyer registration and transactions originate.
As of Date	Enter the date that you register the buyer in the system. Note. This value appears by default from the as of date of the PeopleSoft General Ledger business unit if you are enabling an existing PeopleSoft Payables business unit.
Currency	Enter the primary currency for this buyer's transactions. Note. PeopleSoft eSettlements records transactions in both transaction currency and base currency, though each buying entity (buyer) can have only one base currency.
Rate Type	Enter a type to use for currency conversion between the transaction and base currencies, and to use as the default on all transactions for the buyer.

Business ID Numbers

Information in this group box is optional.

ID Type	Select a business ID type, such as Company Identification Number, DUNS Number, Fiscal ID - Company - Italy, SIREN Number - France, or Tax Identification Number.
ID Number	Enter the actual business ID number.
Add New ID Number	Click this button to add additional ID numbers.

Bank Information

This information is available only if you are creating a new buyer in the Buyer Direct model.

Bank and Bank Account	Enter one of each. You must set up these values prior to associating the bank codes with the buyer. Only in the Business Service Provider model must you establish buyer bank security to provide each buyer access to bank account information.
Payment Method	Select a method for this account. The methods available are those already established for the selected account.

All bank and payment information is used to provide default values at the agreement level, although you can change it there.

Note. To provide international and domestic electronic funds transfer (EFT) payment layouts for the same bank account, you must have established an external bank account for each layout. A bank account can have only one layout.

Buyer System Access

Invoice Processing	For the Business Service Provider model, select to load invoices into PeopleSoft eSettlements.
Reporting Access	For the Business Service Provider model, select to subscribe to PeopleSoft eSettlements system report processing.
Instant Messenger Access	Select to enable users to participate in instant messenger chats, useful in dispute resolution. Note. Selecting this check box enables access to all the instant messaging vendors; there is no security for a given provider at the buyer level. However, users with an instant messaging ID from a given provider only have access to that provider's network. For example, if a user only has an ID set up with Sametime Connect, that user cannot view users that have only a Yahoo! Messenger ID. See Enterprise PeopleTools PeopleBook: PeopleSoft MultiChannel Framework
Access to Review Invoices	For the Business Service Provider model, select to enable buyers to review invoices in various summarized formats.
No Banner Management	Select to prevent banners from appearing on each web page. Otherwise, the buyer is presented with advertising banners as defined by the administrator during banner management setup. Banners are available in both models.
Payments By eSettlements	For the Business Service Provider model, select to enable payments to be generated through PeopleSoft eSettlements. If not selected, it is implied that payments are made outside PeopleSoft eSettlements, and the External Payments Application Engine process (EM_PAY_XTRNL) thus processes related invoices. This process only closes undisputed invoices that are both Approved and Matched. If this check box is not selected, this buyer is not included in any pay cycles. The External Payments process must be run to indicate payments have been made. This process only closes undisputed invoices that are both Approved and Matched.

Invoice and Payment Extract

ERP Integration File (enterprise resource planning integration file)	Select to enable invoice and payment information to be extracted for integration with an external financial management system. An invoice extract run control is automatically created and named for the extract frequency selected.
Report Type	Specify the file output format of the extract reports by selecting Fixed Format or XML File.
Extract Frequency	Select Bi weekly, Daily, Monthly, Weekly, or Yearly to define the interval at which invoices are extracted.
Invoice Extract Status	Select Any Status Change, Approved, Matched and Approved, Matched and Pending Approval, Paid, or Pending Approval to define the status of the invoices that the system extracts.

Pay Cycle Options

Pay Cycle Approval Required	Select to require approval by an authorized payment approver in order to approve payments.
Self-Service Pay Cycle	For the Business Service Provider model, select to enable the buyer to review vouchers for payment, and reject and approve vouchers for payment before payment creation. If this is selected but Pay Cycle Approval Required is cleared, the buyer is responsible for establishing, maintaining, and processing pay cycles. In such cases, the host administrator must enable access to the pay cycle pages.
Automated Pay Cycle	For the Business Service Provider model, select to process payments without buyer intervention such that payments are all, in effect, preapproved. If you select this option, you must also specify the pay cycle frequency to define how often the buyer has payments created. The host administrator references this information when creating pay cycles for the buying entity.
Pay Cycle Frequency	For the Business Service Provider model, select the interval at which pay cycles are run and payments created: Bi Weekly, Daily, Monthly, or Weekly.
Modify Buyer	Click this button to modify information for an existing buyer.
Create a New Buyer	Click this button to register the buyer once you complete the subscription, bank, and system access options. This button appears when a new buyer ID is added to the system. Clicking this button or the Modify Buyer button also creates and modifies a corresponding invoice extract run control record based on the data extract selections.

See Also

Enterprise PeopleTools PeopleBook: PeopleSoft MultiChannel Framework

Enterprise PeopleTools PeopleBook: Security Administration

Entering Address Information

Access the Review Buyer Details - Address page.

If you're creating a new buyer, enter all address information. If you're enabling an existing PeopleSoft Payables business unit, the information populates automatically from the location associated with the PeopleSoft Payables business unit.

Entering Bank Information

Access the Review Buyer Details - Bank Information page.

In the Buyer Direct model, when you are enabling a PeopleSoft Payables business unit, the bank information from the PeopleSoft Payables business unit option populates this page by default. You cannot update the fields, because this information is driven by setID, and changing it here would affect business units that share the same setID. The system uses this information as the default when creating agreements for this buyer.

If you need to change bank information in the Buyer Direct model, you must update the PeopleSoft Payables information for bank code, bank account, payment method, or all three. Changing the bank information at the Payables options level does not change the existing bank information on created agreements. If bank information needs to be changed once an agreement is created, you must update the bank information on each agreement.

In the Business Service Provider model, you can update these fields, but you can only enter information on this page after establishing buyer bank security. The system uses the bank information as the default for new agreements. To update the information after an agreement is created, you must update each agreement with the new details.

See Also

Defining Bank Information

Entering Approval and Matching Rules

Access the Review Buyer Details - Notifications and Approvals page.

Processing Options

Invoice Approval Required	Select to require approval for invoices. If selected, you must also define approval limits and approver roles at each level.
Number of Approval Levels	Select 1, 2, or 3 to define your approval hierarchy. Leave blank if no invoice approval is required.
Allow pre-approved invoices	Select to permit invoices less than a maximum monetary amount to bypass the approval step. If selected, add a value in the Maximum amount for pre-approved invoices field.
Notification Reminder Days	Enter the number of days to elapse before approval email notification reminders are sent.
Define Buyer Notifications	Click this link to establish or modify email notifications for the buyer. This link is enabled after a new buyer is created.
Maximum amount for pre-approved invoices	Enter the highest amount an invoice can be before it requires approval in the Approval Amount column field.
Maximum amount Approver 1 can approve	Select an accounting-oriented approver role, for header approvals in the Role Name column field. In the Approval Amount column field, enter the maximum amount that the first approver can approve. Additional levels appear corresponding to your Number of Approval Levels selection. Saving the page automatically sets the maximum approval amount at the last approval level. Note. Only roles assigned to the buyer accountant and buyer user role types are available for selection.
Invoice Line Approval Required	Select to require line-level approval for invoices. See Understanding Line-Level Approval and Dispute.
Invoice Line Approval Rules	Click this link to define fields and role names that govern invoice line approval and notifications.

Matching Process

Requires Matching and Match Rule

Select and specify these values for the Buyer Direct model, only when creating a new buyer, because at that time you're also creating a new PeopleSoft Purchasing business unit. (You cannot select and specify these values when enabling a PeopleSoft Payables business unit as a buyer.) During processing, the match rule control is determined from either the PeopleSoft Purchasing business unit or from the vendor.

Select the check box for the Business Service Provider model, and specify a match rule control if a buyer requires that invoices be matched to purchase orders and receipts. This specification provides default values on the agreements.

You can use a delivered match rule control or set up your own.

Note. When you register a new buyer, the eSettlements Matching Process check box at the installation level controls whether separate invoice matching and approval is required, or if a matched invoice is automatically considered approved. Selecting this installation-level check box means that separate matching and approval are required. When creating a new buyer, the process automatically selects the Payables Matching for Voucher Approval check box, enabling you to define the condition using the eSettlements check box.

When enabling an existing PeopleSoft Payables business unit, ensure that the Matching for Voucher Approval check box (in PeopleSoft Payables) is selected so that you can then use the eSettlements check box to control whether or not PeopleSoft eSettlements invoices require separate matching and approval.

To access the page in PeopleSoft Payables where the Matching for Voucher Approval check box is located, select Set Up Financials/Supply Chain, Business Unit Related, Payables, Payables Definition, Matching.

See Establishing Matching Options.

See Also

Delivered Match Rule Controls

Defining eSettlements Installation Options

Defining Invoice Line Approval Rules

Access the Buyer Information - Invoice Line Approval Rules page.

Invoice Line Approval Rules

Field	Select a field to define which invoices the system routes for line-level approval. The system routes invoices that have values in these fields to the appropriate line-level approvers.
Role Name	Select an operational role to receive invoices that contain values in the corresponding Field that you selected.

See Also

Setting Up Line-Level Approval Rules

Enabling ChartFields

Access the Review Buyer Details - ChartField Configuration page.

Note. To access this page you must first select the Expose ChartFields to Supplier check box on the Installation Options - eSettlements page. If the Expose ChartFields to Supplier check box is not selected during implementation, and you subsequently create a new buyer after first selecting the check box, you should review all existing buyers and verify that their information on the Review Buyer Details - ChartField Configuration page is accurate. After verifying the information, save the page—even if you have not made any changes.

See Defining eSettlements Installation Options.

ChartField Name and Supplier Access

For the available ChartFields, specify supplier access: Display Only, Editable, or No Access. This defines which ChartFields appear on supplier self-service invoices.

Because you determine supplier access at the agreement level, this selection specifies only whether suppliers can view and edit particular ChartFields.

Note. If the voucher source is XML, users cannot view ChartFields.

If you implement PeopleSoft eSettlements with PeopleSoft Project Costing, you can specify supplier access for the Project ChartField and the following six project-related ChartFields:

Activity ID
Analysis Type
Category
PC Business Unit (project costing business unit)
SubCategory
Source Type

Note. If PeopleSoft Project Costing is not installed, users only have access to control the Project ChartField.

Specifying Buyer Notifications

Access the Define Buyer Notifications - Define Notification Types page.

Note. The email notifications you establish here for the buyer provide default values at the agreement level. At the agreement level, users can override the defaults and choose different routings for the particular supplier with which they are establishing an agreement.

Upon receiving any email notification and clicking the link it contains, if the system returns an authorization error message you must add the component the user is trying to access to a permission list that is attached to the user's ID. Alternately, you can add another role that already has access to the component to the user's ID.

Note. If an invoice does not have a requester ID specified at the invoice header level, the Invoice Verification process uses the requester ID specified in the setup. Otherwise, the requester ID on the invoice header is notified.

Eleven notification types appear on this page.

Note. In either model, at the setID level, the administrator and user assigned the role type of buyer administrator can enable and define routings.

You must set up the Agreement type because it notifies the supplier to review and accept the agreement; all others are optional:

Agreement
Invoice Load - Errors
Invoice Load - No Errors
Invoice Extract - Buyer
Invoice Verification

Note. For the Invoice Verification notification type only, you can also select Requester as the Type. If you select Requester, the system uses this value as the default recipient if an invoice does not have a requester specified. If an invoice does have a requester specified, that person is notified when invoices require verification. Any other user ID or role specified in the routings also receives the notification.
Match Exception - Buyer
Match Exception - Supplier
Dispute - Invoice Lines
Dispute - Payment Schedules
Payments Awaiting Approval
Payment Create and Cancel

These notifications contain four common fields.

To/cc (to or carbon copy)	Specify whether the notification is sent to the recipient (user ID or role) that you define, or whether the specified recipient receives a copy of the email.
Type	Specify the recipient type to which to route the notification: Role or User ID. Note. If the user selected does not have access to the business unit, the user does not receive the email notifications. You enable business unit access on the user profile.
Recipient	Enter the recipient of the respective email notification. The available selections are dependent upon your Type selection.
Recipient Name	Displays the recipient selection name.

Note. If you do not want to send notifications to a buyer, clear all the notification type check boxes.

The following six notification types also contain a Days Before Sending Reminder field, in which you define the number of days that can elapse before the system sends a reminder email notification referencing the particular notification type activity.

Invoice Load - Errors

Note. The system sends the Invoice Load - Errors notification type for recycled invoices and for pre-edit errors in the Voucher Creation process, and for subscription PeopleCode errors for electronic invoices (both OAG and XML messages).
Invoice Verification
Match Exception - Buyer
Match Exception - Supplier
Dispute - Invoice Lines

Note. The reminder days functionality for invoice line disputes is more robust than for the other notification types. In addition to automatically generating reminder email notifications, it handles situations unique to disputed invoice lines. These situations occur when multiple disputes by multiple users happen on the same line on the same day, and the users select the Notify Later Application Engine functionality (EM_NOTIF_LATR).
Payments Awaiting Approval

Assigning Banks to Buyers

Access the Secure Buyer Banks - Assign Banks to Buyers page.

Select the Bank and Account for the business unit.

Note. This step is required only in the Business Service Provider model. In the Buyer Direct model, bank security is achieved through standard PeopleSoft tableset sharing and setID security.

Creating Buyer Administrators

To create a buyer administrator, use the User Preferences component (OPR_DEFAULT).

This section provides an overview of buyer administrator creation and discusses how to:

Assign data access.
Define processing options.

See Also

Defining User Preferences

Defining Row-Level Security

Understanding Buyer Administrator Creation

In both the Buyer Direct and the Business Service Provider model, the system administrator can create a buyer administrator by completing the user details, selecting the buyer administrator role name (which is tied to the buyer administrator role type), and specifying the buyers (accessible buying entities) to which the buyer administrator has access.

When the buyer administrator subsequently creates additional users, those new users share the same business unit restriction and data access. When a buyer is created, all options except Urgent Payment are automatically enabled. These options can be changed on the Procurement - Payables Online Vouchering page.

Here is an overview of how each processing option affects user abilities in the two models:

Processing Option	Function and Implications for Each Model
Manually Schedule Payments	For both models, if you select this option users see the Schedule and Hold links on the Review Invoices - Invoice Inquiry and Schedule Payment Installments pages. In addition, users can click the Dispute button on either of these pages to resolve payment installment disputes. If you do not select this option, users can still see the Dispute button, enabling them to view any existing disputes, but not resolve them. Note. When you create a buyer user using the eSettlements Review User Profiles component (EM_BUYER_SECURITY), this option is automatically enabled.
Authority to Override Match	For the Buyer Direct model, if you select this option users can override and undo a matched voucher using PeopleSoft Payables pages. If you do not select this option, users cannot override exceptions and cannot undo a matched voucher. For the Business Service Provider model, if you select this option users can override exceptions. If you do not select this option, users cannot override exceptions. Note. When you create a buyer user using the eSettlements Review User Profiles component, this option is automatically enabled.
Record Payment	For the Buyer Direct model, if you select this option users can create manual payments by selecting eSettlements, Payments, Create Manual Payment, and accessing the Manual Pay Selection page in PeopleSoft Payables. For the Business Service Provider model, users can create a manual payment on the eSettlements Record Manual Payments - Schedule a Payment page. If you do not select this option, users can access the page, but can only view the vouchers eligible for a manual payment. Note. When you create a buyer user using the eSettlements Review User Profiles component, this option is automatically enabled.
Allow Regular Voucher	When you create a buyer user using the eSettlements Review User Profiles component, this option is automatically enabled.
Allow Prepay Voucher	When you create a buyer user using the eSettlements Review User Profiles component, this option is automatically enabled.
Urgent Payments	The ability to create urgent payments is not controlled through user preferences, but is based on the permission lists associated with the roles that are attached to users. Users who make urgent payments or approve PeopleSoft eSettlements payments must have the EPMP8000 Process Profile attached to their user ID.

Pages Used to Create Buyer Administrators

Page Name	Object Name	Navigation	Usage
Define User Preferences - Overall Preferences	OPR_DEF_TABLE_FS1	Set Up Financials/Supply Chain, Common Definitions, User Preferences, Define User Preferences On the User Preferences search page, select the ID of a user whose role has a buyer administrator role type associated with it and click the search button. Click the Overall Preference link on the User Preferences page.	Establish general processing options for a buyer administrator.
Procurement - Payables Online Vouchering	OPR_DEF_TABLE_AP1	Select LBA (local buyer administrator) as the user ID on the User Preferences search page. Click Procurement on the User Preferences page. Click Payables Online Vouchering on the Define User Preferences - Procurement page.	Establish PeopleSoft Payables processing options for a buyer administrator, or specify or change a user's match override and payment creation permissions.

Page Name

Object Name

Navigation

Usage

Define User Preferences - Overall Preferences

OPR_DEF_TABLE_FS1

Set Up Financials/Supply Chain, Common Definitions, User Preferences, Define User Preferences

On the User Preferences search page, select the ID of a user whose role has a buyer administrator role type associated with it and click the search button.

Click the Overall Preference link on the User Preferences page.

Establish general processing options for a buyer administrator.

Procurement - Payables Online Vouchering

OPR_DEF_TABLE_AP1

Select LBA (local buyer administrator) as the user ID on the User Preferences search page.

Click Procurement on the User Preferences page.

Click Payables Online Vouchering on the Define User Preferences - Procurement page.

Establish PeopleSoft Payables processing options for a buyer administrator, or specify or change a user's match override and payment creation permissions.

Assigning Data Access

Access the Define User Preferences - Overall Preferences page.

Establish buyer system data access by defining the default SetID, As of Date, and Localization Country.

Defining Processing Options

Access the Procurement - Payables Online Vouchering page.

Define processing options for the buyer administrator by selecting all of the following three check boxes:

Manually Schedule Payments	Select to enable the user to manually schedule payments and to place payments on hold.
Authority to Override Match	Select to enable user to override match exceptions. Only users who have this option selected can override match exceptions. All other users can view match exceptions, but cannot override them.
Record Payment	Select to enable user to record payments.
Security for Voucher Styles	Click to access the Voucher Styles page to select the voucher styles that are allowed for the buyer administrator.

See Also

Defining Payables User Preferences

Initiating Invoice Approval Workflow

Understanding Payment Processing