This chapter provides an overview of PeopleSoft eProcurement system administration and discusses how to:
Work with the Administer Procurement component.
Configure the administration and maintenance pages.
Set up installations options.
Set up attachments for transactions.
Set up event notifications and escalations.
Maintain system users and roles.
Maintain approval workflow.
Maintain supplier integration.
Run PeopleSoft eProcurement processes.
Maintain procurement options.
Maintain the accounting structure.
Enable ChartField security.
Integrate with PeopleSoft EnterpriseOne Procurement.
Specific implementation and maintenance tasks are targeted to system administrators. The system contains links to technical setup pages for the overall PeopleSoft implementation.
Many of these links are to the PeopleSoft general installation, PeopleTools, PeopleSoft Workflow approvals pages, and PeopleSoft eProcurement-specific implementation pages.
To define eProcurement technical setup, use the Administer Procurement component (PV_ADM_PNL_GRP).
This section discusses how to:
Access the technical setup pages for implementation.
Set up an eProcurement setup guide ID and description.
Work with the setup guide.
View results for key word searches.
Page Name |
Definition Name |
Navigation |
Usage |
Administer Procurement |
PV_ADM_MAIN2 |
eProcurement, Administer Procurement |
Access the pages that are needed to implement and maintain PeopleSoft eProcurement. |
Maintain Procurement Setup Guide ID |
PV_ADM_PROJECT |
eProcurement, Administer Procurement, Maintain Overall System Options, Setup Guide |
Establish setup guide IDs to use a separate checklist for implementation in each department in the PeopleSoft Procurement and Workflow setup guides. |
Procurement Setup Guide |
PV_ADM_SETUP_GUIDE |
eProcurement, Administer Procurement, Procurement Setup Guide, Default |
Provide a procedural step-by-step listing of pages that you can review for the initial functional setup of business units, codes, accounting structure, procurement options, vendors, items, and users. |
Administer Procurement - Search Result |
PV_ADM_SRCH_RESULT |
eProcurement, Administer Procurement Click the Search button. |
View the results of the search for key words in the title, menu name, or description of an implementation or maintenance page that is linked to the Administer Procurement Main page. |
Access the Administer Procurement page (eProcurement, Administer Procurement).
This is the main page for implementation and maintenance of PeopleSoft eProcurement. You can redesign this page to fit the organizational structure. To access the System Administration region of this page, the user profile (PeopleTools, Security, User Profiles, User Profiles, Roles) must be linked to the role name, ePro Admin.
Access the Maintain Procurement Setup Guide ID page (eProcurement, Administer Procurement, Maintain Overall System Options, Setup Guide).
Use this page to establish setup guide IDs to use a separate checklist for implementation in each department in the PeopleSoft procurement and workflow setup guides. Enter the setup guide name and a description in the appropriate fields. Click Save when you are finished.
Access the Procurement Setup Guide for Default (eProcurement, Administer Procurement, Procurement Setup Guide, Default).
PeopleSoft eProcurement delivers a setup guide that provides sequential steps that enable users to implement PeopleSoft eProcurement and link to the pages that define organizational structure in PeopleSoft applications. Access the setup guide by entering a setup guide ID. Define separate IDs for different implementation teams, departments, or individuals based on their work tasks. The system is delivered with a default setup guide ID.
See Also
PeopleSoft Purchasing Implementation
Access the Administer Procurement - Search Result page (eProcurement, Administer Procurement. Click the Search button).
Select the Portal Registry option to expand the search for key words to the entire PeopleSoft implementation.
This section provides an overview of how you can modify the administration and maintenance pages to reflect the implementation approach and discusses how to:
Configure the Administer Procurement Main page.
Change the setup guide and second-level links for the Administer Procurement Main page.
You can change the administration and maintenance pages to reflect the organization's approach to implementation. To do this, PeopleSoft enables you to:
Reorder the administrative steps.
Remove some administrative steps.
Display different page links.
Rename the titles and links.
Page Name |
Definition Name |
Navigation |
Usage |
Maintain the Administration Page |
PV_ADM_PAGE_TBL |
eProcurement, Administer Procurement, Maintain Overall System Options, Maintain the Administration Page |
Configure the Administer Procurement Main page: change titles, change descriptions, and reorder steps. Access is limited to users with the SYSTEM_ADMIN eProcurement role action. |
Administer Procurement Menu Items Table |
PV_ADM_ITEM_TBL |
eProcurement, Administer Procurement, Maintain Overall System Options, Maintain Administration Menu Items |
Change the second level of links (or steps) for the System Administration region on the Administer Procurement Main page. Access is limited to users with the SYSTEM_ADMIN action role. |
Access the Maintain the Administration Page (eProcurement, Administer Procurement, Maintain Overall System Options, Maintain the Administration Page).
Use the administration group values, System and Procurement, to configure the System Administration and Maintain Procurement regions on the Administer Procurement Main page.
Main Item |
Displays the title for each option (group of steps) on the Administer Procurement Main page. |
SeqNum (sequence number) |
Displays the order in which the steps appear on the Administer Procurement Main page. |
Msg Set (message set) |
Displays the message catalog that was delivered with PeopleSoft eProcurement. |
Msg # (message number) |
Displays the message that contains the title and description for each step. You can change the message numbers to use messages that you create. |
Menu, Component, and Market |
Select the component to which you want the user to transfer. |
See Also
Understanding PeopleSoft eProcurement System Administration
Access the Administer Procurement Menu Items Table page (eProcurement, Administer Procurement, Maintain Overall System Options, Maintain Administration Menu Items).
After you configure the Administer Procurement Main page, you can define the links that appear on the page.
Define a section for the Administer Procurement Main page. Values are: ADM-01: Accounting. ADM-02: eProcurement processes. ADM-03: Backbone Interlink ADM-04: Business units. ADM-05: Codes. ADM-06: Items. ADM-07: Merchants integration. ADM-08: Overall system options. ADM-09: Procurement options. ADM-10: Publishing rules. ADM-11: System users and roles. ADM-12: Vendors. ADM-13: Workflow. ADM-14: Procurement users. ADM-15: Maintain catalogs. |
Admin Item Description Tab
Select the Admin Item Description (administration item description) tab.
Step # (step number) |
Designates the order in which the steps appear on the Procurement Setup Guide page, which contains this information: business unit, codes, accounting, procurement options, vendors, items, and procurement users. |
Sub Item |
Assigns a reference name to the steps for this administration item code. For example, ADM-05 lists sub-item 1 names, such as units of measure, tax codes, and location codes. |
Sub-item Group |
Lists predefined groups (or subheadings) on the established page. For example, the Maintain Business Units page has two groups (subheadings): General Setup and Setup Purchasing Business Units. The sub-item groups are setID and BU (business unit). You can restrict a sub item by using the Maintain group, which removes it from the admin setup guide but not from the Maintain Business Units page. |
Msg Set (message set) |
Displays the message catalog that was delivered with PeopleSoft eProcurement. |
Msg # (message number) |
Displays the message that contains the title and description for each step. You can change the message numbers to use messages that you write. |
Menu Items |
Defines the location for the step item. |
Menu Navigation Setup Tab
Select the Menu Navigation Setup tab.
The fields on this tab link the step to a PeopleSoft table. The bar name establishes a connection to the step table location.
See Also
Enterprise PeopleTools PeopleBook: PeopleSoft Application Designer
To set up installation options, use the eProcurement Installation component (PV_INSTALLATION_PV).
This section discusses how to set up PeopleSoft eProcurement installation options.
Page Name |
Definition Name |
Navigation |
Usage |
Installation Options |
INST_LINKS |
eProcurement, Administer Procurement, Maintain Overall System Options, Installation Options |
Access the pages that are used to set overall system-installation options for PeopleSoft Purchasing, PeopleSoft Inventory, and other applications. Access is limited to users with the SYSTEM_ADMIN action role. |
eProcurement Installation Options |
PV_INSTALLATION_PV |
eProcurement, Administer Procurement, Maintain Overall System Options, eProcurement Installation Options |
Set up PeopleSoft eProcurement installation options. Access is limited to users with the SYSTEM_ADMIN action role. |
See Also
Setting Up and Running the Verity Search Update Daemon Group Program
Access the eProcurement Installation Options page (eProcurement, Administer Procurement, Maintain Overall System Options, eProcurement Installation Options).
*sProcurement Installation opt. (PeopleSoft Services Procurement installation options) |
Select the type of PeopleSoft Services Procurement options that you want to use. You can integrate PeopleSoft eProcurement with PeopleSoft Services Procurement, use PeopleSoft Services Procurement as a standalone application, or elect not to use the PeopleSoft Services Procurement application. |
Item Catalog Options
Item Source Option |
Select the source for items to be placed on the PeopleSoft eProcurement transactions. Items can come from the item master tables, the express catalog, or both. |
Cat Mgmt as ePro Item Source (catalog management as eProcurement item source) |
Select to indicate that items from PeopleSoft Catalog Management are to be used as the source. |
Requisition Catalog Search
The fields within the Requisition Catalog Search group box are used to configure the item search and catalog browse abilities within the Create Requisition component.
Select the type of catalog and item search to use on the Catalog page in the Create Requisition component. Values are: TSE (use tree table): This search engine is limited to a search of the item catalogs that are defined in the PeopleSoft Tree Manager. Only items that are defined in the PeopleSoft Item Master tables are searched, and you cannot define additional search criteria for the environment. This option requires that the Load Tree Data process (PV_TREE_UPDT) be run after any tree, catalog, or category updates. VSE (use Verity search engine): The Verity search engine offers faster searches and advanced search options, including the use of Boolean operators. You can use the Verity search engine to search the PeopleSoft Item Master tables, express catalogs, express forms, direct connect suppliers, and business templates. This option requires that the Build Search Index process (PV_IDX_DATA) be run to use the Verity Search Engine. |
|
Search Setting |
Click this link to access the Search Settings page. In the Optional Search Fields group box select fields that you will use for Verity search. In the Browse/Search Options group box select the criteria for Verity search. This link is available when VSE is selected in the Catalog Search Type field. |
To limit the access of item catalogs within certain business units, enter Y, and access the Assign Catalog to Business Unit page to set up the item catalogs to use in each business unit. Enter N to enable every business unit to access all catalogs. If you are using the rule-based item catalog security feature, use this field and the Assign Catalogs to Business Unit page in coordination with the Catalog Security page. This field does not display if rule based catalogs are activated. |
|
Non Dynamic Range |
Select this check box to use non-dynamic range categories for the item search and catalog browse feature within the Create Requisition component. If an item category is marked as a non-dynamic range then the item search returns only those items that belong to the catalogs that the user has access to and are within the item ranges specified in the item categories and sub-categories of the accessible catalogs. In addition, selecting this check box enables the item load processes for CUP file sources and Catalog Management sources to load non-dynamic item ranges defined for a category. Un-select this check box to treat all item categories as dynamic ranges within the item search and catalog browse feature of the Create Requisition component. Search results include all items belonging to the specified category and is not limited to any item ranges defined for the category. In addition, un-selecting this check box prevents the item load processes for CUP file sources and Catalog Management sources from loading non-dynamic item ranges. |
Override Existing Categories with Item Ranges |
Select this check box to enable the item load processes for CUP file sources and Catalog Management sources to change categories from dynamic to non-dynamic when loading items into an existing category. In other words, if items loaded belong to existing categories, these categories will all have non-dynamic item ranges loaded regardless of its original type; a category that was originally a dynamic category, is now changed to non-dynamic with item ranges. Any new categories are created as non-dynamic ranges. Un-select this check box to enable the item load processes for CUP file sources and Catalog Management sources to retain the category type (dynamic or non-dynamic) when loading items into an existing category. In other words, if the existing categories have item ranges, then new item ranges are loaded; however, if the existing categories are dynamic, then no new item ranges are loaded. Any new categories are created as non-dynamic ranges. |
Max Search Result to Retrieve (maximum search result to retrieve) |
Enter the maximum number of values that the system retrieves on page searches. This field only applies to the following pages: Search Catalog Advanced Search Manage Requisitions Manage Purchase Orders Receipts for a Power User Receipts for a Casual User Note. If a search returns more rows than you specify, an error message appears. |
Max Rows Approval Monitor |
Enter the maximum number of requisition lines to be displayed at one time (chunking) in the Review/Edit Approvers section of the workflow approval components and in the Confirmation page of the Create Requisition component. Additional lines can be accessed by using the chunking options at the top of the section, including; using the Next Item button, Last Item button, or entering a range of requisition lines and clicking the Retrieve button. The default for this field is 5. |
Allow Saving Direct Connect Items in Favorites and Templates |
Select this check box to allow direct connect items to be saved as favorites or as items on a template. This method saves the requester time when creating additional requisitions for the same item. Deselect this check box to prevent direct connect items from being added as favorites or template items. Each time the direct connect item is ordered, the requester must use the Web page of the Create Requisition component to access the supplier's online catalog, select the item, and then return to the eProcurement requisition. |
Display Approval Chunking |
Select this check box to enable chunking on the Review/Edit Approvers section of the workflow approval components and on the Confirmation page of the Create Requisition component. Chunking displays the requisition lines in groups to make large requisition more manageable. The size of the group is determined by the Max Rows Approval Monitor field on this page. |
See Also
To set up attachments for transactions, use the File Attachments Administration component (PV_ATTACH_ADMIN).
This section provides an overview of transaction attachments and discusses how to:
Identify servers, component names, and paths for stored attachments.
Define vendor email addresses for sending attachments.
Set up locations for storing attachments.
A transaction attachment is a file that you can attach to a transaction, such as a PeopleSoft eProcurement requisition. The file can be a Microsoft Word file, a Microsoft Excel spreadsheet, a Microsoft PowerPoint presentation, a Microsoft Visio diagram, or any other type of document. Requesters and buyers can view these attachments. The system adds the attachment automatically to the purchase order that is created from the requisition. You can then send these attachments to a vendor.
Note. Other PeopleSoft applications use transaction attachments. This section uses PeopleSoft eProcurement transaction examples, but these examples can apply to any PeopleSoft transaction.
PeopleSoft applications enable you to store attachments to and retrieve attachments from a server. After you set up attachments for the system:
Requesters can add attachments to their requisitions using header, line, or ship to comments from the Review and Submit page.
Requesters can add attachments to the receipt header and receipt line using the comment pages from the Receive page.
Requesters or buyers can view attachments to requisitions using the Requisition Details page and the Requisition Schedule and Distribution page within the Manage Requisitions component.
Buyers can view attachments to requisitions using the Expedite Requisitions page.
Buyers can view attachments to purchase orders using the Manage Purchase Orders page.
Buyers can notify the vendor of an attachment to be sent with the purchase order by running the Notify Vendors of Attachment process (PV_EMAIL_AE).
This process sends the vendor an email with the purchase order, line number, and attachment.
To add attachments to transactions , you can:
Use the attachment utility that is provided by PeopleSoft PeopleTools.
This utility enables the system administrators to control where attachments are stored. Administrators can configure more than one server and change the server settings when needed. This utility standardizes the use of attachments. Users do not need to remember or enter the network path for attachments. This is the recommended method.
Set up a server location for storing attachments.
Users manually place their attachments on a file share on the network and add the path to the attachment file into the transaction that they want it associated with. This method uses the URL Maintenance page.
Using the Attachments Utility for Other PeopleSoft Applications
This attachments utility enables you to set up and administer file attachment servers in one component. You no longer need to add code to hold explicit references to URLs or identify the type of database. All of this is accomplished using the Administer Attachment Servers component. You can change the active server at will, without changing code.
Records that you need to store attachments to and retrieve attachments from a PeopleSoft eProcurement requisition have already been defined by PeopleSoft. However, you can design attachments to be used in PeopleSoft Purchasing, PeopleSoft Services Procurement, and PeopleSoft Strategic Sourcing.
Use the completed attachment feature in PeopleSoft eProcurement as an example. Using the PeopleSoft eProcurement example, the basic expectation is that the application has a record in which it stores attached file references. This record is a child of the parent records for the application and appears in a scroll.
To store references to attached files, every application must define a record that is associated with an underlying table. For example, the PeopleSoft eProcurement requisition component has the record PV_REQ_ATTCH in which it stores references to all attached files. Following the usual pattern, this record uses the key fields of its parent records and adds a unique key of its own. This utility expects the applications to have such a record (the attachment reference record for the application).
The attachment reference records must include these two fields: SCM_ATTACH_ID and ATT_VERSION. These two fields are the key fields of the PV_ATTACHMENTS record, which is the central repository of all attachment information.
The PV_ATTACH_NUM field is no longer necessary, although it does not need to be deleted. Include any other field from PV_ATTACHMENTS in the attachment reference record for the application.
When you are designing the user interface, only the user file and description fields should be made visible to the users. For PeopleSoft eProcurement, the work record PV_ATTACH_WRK includes these two fields. Also, if you use the application development framework class, Application Interface, then this work record and the class resolve all persistence issues.
In general, you should enable users to attach more than one file. Use the Line Comments page (PV_REQ_COMMENTS) in PeopleSoft eProcurement as an example of the proper scrolls, buttons, and grids to use. The Line Comments page enables you to add and view attachments using buttons.
The View button is inside the scroll and associated with SCM_ATTACH_WRK.SCM_DOWNLOAD. For the Add button, copy the PeopleSoft eProcurement ATTACHADD field in the work record PV_REQ_WRK, and then change the one piece of the code that refers to PeopleSoft eProcurement:
Local Rowset &rs = GetLevel0 () (1). GetRowset (Scroll.REQ_LINE) (&Level1Row). GetRowset (Scroll.PV_REQ_ATTACH);
If you decide that you want to include the Add button inside the grid, the SCM_ATTACH_WRK record provides the SCM_UPLOAD field, which can be bound to an Add button within a grid. In this case, you do not need to add any code. Verify that the attachment reference record for the application is included in the same grid. As long as the system can find an attachment reference record for the application, which includes the fields PV_ATTACH_ID and ATT_VERSION, the utility manages every event, including row insertion, attachment upload, download, and save.
When attachment files are to be stored in a server, PeopleSoft PeopleTools requires the database to have a record structured in a specific way. These delivered records meet these requirements: FILE_ATTDET_SBR for database servers and FILE_ATTACH_SBR for File Transfer Protocol (FTP) servers.
Page Name |
Definition Name |
Navigation |
Usage |
Administer File Attachments |
SAC_ATT_ADMIN |
|
Identify servers on which to store attachments. |
Vendor Address |
VNDR_ADDRESS |
eProcurement, Administer Procurement, Maintain Vendors, Vendor Information, Address |
Define vendor email addresses for sending attachments. |
URL Maintenance |
URL_TABLE |
PeopleTools, Utilities, Administration, URLs |
Requires end users to enter the file location manually for attachments (not the recommended method). |
Access the Administer File Attachments page (Set Up Financials/Supply Chain, Common Definitions, File Attachments, Administer File Attachments).
Attachments to PeopleSoft eProcurement transactions are stored to and retrieved from the server locations that are defined here. System administrators can configure one or more servers to store attachments. These servers can be FTP servers or database servers.
Using this page, system administrators can set up new servers and identify the active server. Administrators can add or modify the FTP root folder and the component-specific subfolder for FTP servers.
Pick Active Server |
Select the server ID of the active (or default) server where all newly created attachments are stored. You can switch the active server at any time. All previously created attachments are still retrieved from the server where they originally were stored. The attachments keep a reference to the original server. This field is required. |
Add FTP Server (add file transfer protocol server) |
Click to insert a new row in the grid to define a new FTP server for attachments. |
Add Database Server |
Click to insert a new row in the grid to define a new database server for attachments. |
ID |
Displays the system-assigned ID number for each server on this page. When an attachment is stored to the server, the server ID is inserted into the attachment record. When you request to download (view) this attachment, the system retrieves it from the original server based on the server ID. |
Identifies the type of server based on whether you click the Add FTP Server button or the Add Database Server button. After you have saved the row and quit the component, you cannot change the server type. Values are:
|
|
Login |
Enter or change the login name. This is required for FTP servers only. |
Password |
Enter or change the password corresponding to the login. The password is required for FTP servers only. |
Server/Record Name |
Enter a value for both FTP servers and database servers:
|
Path |
Enter the subdirectory path under the server's FTP root where all attachments are to be stored. This is required for FTP servers only. |
Note. You cannot delete a server after you save the row and quit the component. After you quit the component, the system assumes that attachments could already be stored on this server location.
Component Subdirectories
System administrators can use this section to specify a subdirectory under the FTP root for any component. When uploading files, the system looks to this record and uses any subdirectory that is defined. The component subdirectory can be modified at any time. Define the component (in the installed applications) with a subdirectory under the FTP root (FTP servers only).
Component Name |
Enter the component for the installed application. |
Subdirectory |
Enter the subdirectory path. |
Access the Vendor Address page (eProcurement, Administer Procurement, Maintain Vendors, Vendor Information, Address).
To send an attachment to the vendor, for the 001 address ID, enter the vendor's email ID address in the Email ID field. When you run the Notify Vendors of Attachments (PV_EMAIL_AE) process, attachments are sent to the vendor email address, along with the purchase order ID and line number. The attachment is sent only after the purchase order is dispatched and published.
See Also
Maintaining Vendor Information
Access the URL Maintenance page (PeopleTools, Utilities, Administration, URLs).
Use this page to set up a location for storing attachments. This is usually an FTP server. In the root directory, add a subfolder named PV and then give read and write privileges to anonymous users or any users who are specified in the FTP string. For PeopleSoft eProcurement attachments, create a URL identifier that is named PV for the FTP location and then specify the FTP server address. The FTP root location must contain a subdirectory that is named PV.
This section provides an overview of notifications and discusses how to:
Define notification event types.
Set up notification events.
Review notification event statuses.
Notifications enable you to create and send a notification to someone. The notifications can be either a worklist item or an email message. Notifications are associated with an overall process, such as a workflow.
Use the Event Notification and Escalation feature to create a process that you can schedule to run at any time, independent of other applications. This feature is an Application Engine program that is called from the PeopleSoft Process Scheduler. You define rules for sending notifications, such as when a workflow approval has gone beyond the time defined for responses. You configure the requesters and approvers who receive the notification using the approval pages of the PeopleSoft application.
The system notifies a specific user using email or invokes an action that is defined in the subscriber system. This system makes the call to an application program interface (API) that is registered by PeopleSoft eProcurement and uses the Event Notification and Escalation feature to:
Define a notification based on a process and its event type.
The notification definitions are grouped based on the event type for each process.
Evaluate whether the condition has been met.
The system uses polling notifications that it implements through the PeopleSoft Process Scheduler. For each active, configured, and defined notification event, the system takes an action based on the outcome of the evaluation. The system makes an evaluation by:
Running a SQL view.
Running a query object.
Calling a user-defined PeopleCode application class from within an application package.
Trigger the action that is defined for the user event.
The action that is taken will be either an email notification that was set up using the PeopleSoft notification template or a user-defined PeopleCode application class. If the action invokes PeopleCode, then the rowset that is returned from the evaluation step is passed into the action step.
Log errors and exceptions and report notification statuses.
Page Name |
Definition Name |
Navigation |
Usage |
Event Type |
PTAF_NEM_EVENTS |
|
Use this page to create a notification event, specify the conditions for which it should check, and specify the actions that the system should take when the notification conditions are met. |
Setup Event |
PTAF_NEM_SETUP |
|
Set up events. |
Status |
PTAF_NEM_STATUS |
|
Use this page to determine whether the system successfully ran the notification event and to delete event logs. |
Access the Event Type page (eProcurement, Administer Procurement, Maintain Workflow, Event Types).
Event Type |
Enter an identifier for the event type. The system uses this value as a prompt value when you set up notification events for applications such as PeopleSoft eProcurement. |
Server Name |
Select a server on which the notification event should run. You can use an existing PeopleSoft Process Scheduler server or an existing application server. By defining an event to run on a specific sever, you can manage the server's workload. You can also set up an event type to run the same notification event on different servers. |
Access the Setup Event page (eProcurement, Administer Procurement, Maintain Workflow, Event Definitions).
Event ID |
Displays the unique name that the system uses to identify the current notification event. You enter this value if you are adding an ID. |
Event Type |
Select the event type. Event types determine which server is going to process the event. |
Active |
Select to indicate that the current notification is active. If the notification is not active, the system does not run the evaluation condition. |
Event Types Description |
Displays the user-defined description for this event type. |
Displays the interval or frequency that the system uses to poll a notification condition. When a condition is met, the system triggers the action that is defined for the notification. The system polls for active notifications to be triggered based on the query object, SQL view, or PeopleCode application class that is defined in the notification condition. The polling interval is part of scheduling and works with the repeat interval that is defined for a specific event type. |
|
Repeat Time |
Enter a value for the amount of time that lapses between an evaluation time to the next time that the system polls or evaluates the notification condition. For each configured notification, you can enter a repeat interval. This interval must be a multiple of the scheduled polling frequency. |
Select how you want the system to evaluate the condition for a notification event. Values are: PeopleCode: With this evaluation type, you write code to return the row set that you want. If PeopleCode is chosen as the action step, then the evaluation rowset is passed into the action step for custom processing. Query Obj (query object): This a predefined query that you set up using the Query Manager that returns a rowset. SQL View: You create SQL views using PeopleSoft Application Designer. |
|
Name |
Displays the name of the query object or SQL view, depending on which is selected as the evaluation type. |
Action Type |
Select the type of action that you want the system to take when a notification condition has been met. Values are: PeopleCode: Select an application package and class to perform a custom notification or action. Note. If you select PeopleCode, the Package and Class fields appear. Email: Select to use an email for the notification. When you select this action type, the Email Address and Template Name fields appear. |
Package |
Select the application package that contains the application class for performing a custom PeopleCode evaluation. |
Class |
Select an application class that is associated with the application package. |
Email Address |
Enter an email address for the user that you want to receive this notification. To add multiple email addresses, use commas as delimiters. This field is available only when you select Email in the Action Type field. |
Template Name |
Select an email template that you want to use with this notification event. The template contains instructional text, message, sender, and message priority. You define email templates for use with notification by using the Generic Template Definition page. To access the page, select Set Up Financials/Supply Chain, Approvals, Generic Templates, Generic Template Definition. |
Access the Status page (eProcurement, Administer Procurement, Maintain Workflow, Event Status).
This Event |
Click to delete all notification event logs for the event ID that you selected. |
All Events |
Click to delete all notification event logs for all events. |
Date Time Stamp |
Used in the Status record to track the results of each instance run. |
Matches |
Displays the number of rows that are returned from a row set. |
Detail |
Displays detailed status messages for each notification event. |
This section discusses how to attach role actions to user roles.
User security in PeopleSoft eProcurement is similar to that in other PeopleSoft applications. You can associate permission lists with roles to which user profiles (user IDs) are attached. However, PeopleSoft eProcurement comes with several predefined role actions that restrict or grant user access to certain actions.
The following elements are used to create user access:
Permission Lists: (PeopleTools) Permission lists are the building blocks of user security authorization. A permission list grants a degree of access to a particular combination of PeopleSoft elements, specifying pages, development environments, time periods, administrative tools, personalizations, and so on. This level of access should be appropriate to a narrowly defined and limited set of tasks, which can apply to a variety of users with a variety of different roles. These users might have overlapping, but not identical, access requirements.
Roles: (PeopleTools) A role is a collection of permission lists. You can assign one or more permission lists to a role. The resulting combination of permissions can apply to all users who share those access requirements. However, the same group of users might also have other access requirements that they don't share with each other. You can assign a given permission list to multiple roles.
User Profiles: (PeopleTools) A user profile is a definition that represents one PeopleSoft user. Each user is unique; the user profile specifies a number of user attributes, including one or more assigned roles. Each role that is assigned to a given user profile adds its permission lists to the total that apply to that user.
eProcurement Role Actions: (eProcurement) eProcurement role actions are predefined role actions that restrict or grant user access to certain actions.
The following graphic illustrates the setup of eProcurement security from permission lists, roles, and user profiles to the eProcurement role actions:
Users are granted access to certain actions and pages based on their roles. For example, assume we are setting up the user ID VP1 to be an administrator of the eProcurement system. There is a predefined user role named ePro Admin. This role contains permission lists to allow access to vendors, items, business units, Purchasing and eProcurement pages. We can attach this user role to the user ID VP1 using the User Profile-Roles page. Next, within eProcurement, we want VP1 to have access to the System Administration region of the Administer Procurement Main page, therefore; we attach the user role, ePro Admin, to the eProcurement Role Actions page for the action name, SYSTEM_ADMIN.
For more information on PeopleTools user security, see Enterprise PeopleTools PeopleBook: Security Administration.
See Also
Enterprise PeopleTools PeopleBook: Security Administration, "Administering User Profiles"
Enterprise PeopleTools PeopleBook: Security Administration, "Understanding PeopleSoft Security"
Page Name |
Definition Name |
Navigation |
Usage |
eProcurement Role Actions |
PV_ACTIONS |
eProcurement, Administer Procurement, Maintain System Users and Roles, eProcurement Role Action |
Attach role actions to user roles. |
Access the eProcurement Role Actions page (eProcurement, Administer Procurement, Maintain System Users and Roles, eProcurement Role Action).
Note. Not all PeopleSoft eProcurement actions are designed to be attached to users. Some PeopleSoft eProcurement actions should be attached to the eProcurement Business Unit Actions page, including DCSUPPLIER_SECURITY, EXPRESSFORM_SECURITY, and TEMPLATE_SECURITY.
See Also
PeopleSoft eProcurement uses the Approval Workflow Framework for requisition approval rather than the standard PeopleSoft Workflow. For more information, refer to the "Using the Approval Workflow Framework in PeopleSoft eProcurement" chapter of this PeopleBook.
See PeopleSoft Enterprise Approval Framework 9.1 PeopleBook
This section provides an overview of supplier integration and discusses how to maintain supplier integration.
The Maintain Supplier Integration page supplies links to set up third-party suppliers to PeopleSoft eProcurement. If you are planning to pass purchase orders from PeopleSoft eProcurement to the Oracle Supplier Network, a supplier's website, or to a marketplace, then use these pages to synchronize the applications.
See Also
Integrating with Direct Connect Suppliers
Defining Custom Item Attributes
Implementing the Verity Search Engine
Page Name |
Definition Name |
Navigation |
Usage |
Maintain Supplier Integration |
PV_ADM_MARKETSITE |
eProcurement, Administer Procurement, Maintain Supplier Integration |
Maintain supplier integration. Access the pages that you use to set up direct connect supplier integration and marketplace integration. Access is limited to users with the SYSTEM_ADMIN action role. |
Linked Suppliers |
PV_MS_SEC_SUPPLIER |
eProcurement, Administer Procurement, Maintain Supplier Integration, Linked Suppliers |
Setup third-party suppliers as PeopleSoft vendors. Third-party suppliers can include suppliers from the Oracle Supplier Network, marketplace, direct connect vendors, and catalog management suppliers. |
Access the Maintain Supplier Integration page (eProcurement, Administer Procurement, Maintain Supplier Integration).
Use these pages to navigate to other pages to set up suppliers and marketplace integration.
Access the Linked Suppliers page (eProcurement, Administer Procurement, Maintain Supplier Integration, Linked Suppliers).
Use the Linked Suppliers page to connect a PeopleSoft vendor ID to a third-party vendor such as suppliers from the Oracle Supplier Network (OSN), marketplace, direct connect vendors, and catalog management suppliers.
Type |
Select the type of supplier that the SetID, Vendor ID, and Location represents. Options include:
|
Vendor ID and Location |
Select the PeopleSoft vendor and vendor location that you wish to link to a third-party vendor. Note. If a PeopleSoft vendor was previously linked, it can't be linked to another node. That vendor does not appear in the Vendor ID prompt. |
EDX PO Dispatch Type (electronic data transfer purchase order dispatch type) |
Define the format of the purchase order document to be dispatched to a vendor's website, the Oracle Supplier Network, or a marketplace. Your entry in this field determines what fields are editable on the rest of this page; for example, if you select OAG72 (for an OSN supplier) then the system enables the fields needed to link a PeopleSoft vendor to an OSN supplier. The options are:
|
PO Dispatch Node (purchase order dispatch node) |
Select the node to be used for the dispatch type. This is used in the dynamic dispatching process. If you are using the BPEL Process Manager to integrate with suppliers, select BPEL. |
Linked Supplier ID (OSN or marketplace supplier only) |
Define the supplier ID for:
The system uses ID's to identify the supplier of an item when transferring information. This is a required field for an OSN or marketplace integration. No validation is performed on this field value, if data is incorrect or missing then the integration will fail. |
Linked Supplier Name (OSN or marketplace supplier only) |
Enter the name of the OSN or marketplace supplier. |
Trading Partner ID (catalog management supplier only) |
The identification number of the supplier that provides item catalogs to be loaded into PeopleSoft eProcurement. |
Trading Partner Name (Catalog Management Supplier only) |
The name of the catalog management supplier. |
Identifier Type (OSN supplier only) |
Enter the partner type defined for this supplier in OSN. The options are:
|
Buyer Account Code (marketplace supplier only) |
Enter the account code that is used by a marketplace supplier that identifies the PeopleSoft eProcurement buyer. |
Direct Connect Method (OSN supplier, marketplace supplier, or direct connect supplier) |
Select the direct connect method that you want to use in order to do business with this vendor. Options include:
|
Direct Connect Node (OSN supplier, marketplace supplier, or direct connect supplier) |
Select the node that is associated with this vendor, marketplace, or the Oracle Supplier Network. Note. You associate each Linked Supplier with its specific Direct Connect Node. It is a one-to-one relationship. You may not associate several Linked Suppliers to a single Direct Connect Node. |
Access the Supplier Properties page (Select the Supplier Properties tab from the Linked Suppliers page).
Supplier properties store the details of how a particular supplier interacts with a direct connect method and identifies some of the information that the supplier expects to be sent in the XML. You can also enter a default value for each field on the requisition line for this particular supplier's direct connect items.
You can enter default information for items that are returned from the direct connect supplier on this page. This default value only applies to a field if the supplier sends a null value for that field in the service operation passed back to PeopleSoft; otherwise, the supplier's value overrides the defaults.
Load Direct Connect Properties |
Click to load the property name and descriptions of the direct connect method specified on the Linked Suppliers page. |
This section provides an overview of eProcurement Processes and discusses how to run PeopleSoft eProcurement processes.
PeopleSoft eProcurement has grouped the standard processes that you can run. These processes include:
Procurement processes that include, for example, dispatching purchase orders, expediting requisitions, quick sourcing requisitions, and running inventory demand.
Marketplace processes, which include building the Verity search collection of items, loading items, and importing item catalogs.
Procurement card processes that work with bank statements and vouchers.
Receiving and return-to-vendor processes that include processing and loading receipts, Workflow notification, and reconciling return-to-vendor items.
Requisition processes that include reconciling requisitions, reopening closed requisitions, and building item search indexes.
Page Name |
Definition Name |
Navigation |
Usage |
Run eProcurement Processes |
PV_ADM_ALL_PROCESS |
eProcurement, Administer Procurement, Run eProcurement Processes |
Run PeopleSoft eProcurement processes. Access is limited to users with the SYSTEM_ADMIN eProcurement role action. |
Access the Run eProcurement Processes page (eProcurement, Administer Procurement, Run eProcurement Processes).
Use this page to navigate to other pages where you can run standard eProcurement processes.
Procurement options control a variety of requisition, purchase order, receiving, and procurement card information.
This section discusses how to:
Assign catalogs to a purchasing business unit.
Set up return to vendor instructions.
See Also
Page Name |
Definition Name |
Navigation |
Usage |
Assign Catalogs to Business Unit |
PV_REQ_BU_CAT |
eProcurement, Administer Procurement, Maintain Procurement Options, Assign Catalog to BU |
Assign catalogs to a PeopleSoft Purchasing business unit. Limit the items that are available to a user by restricting the user to an item catalog. You can also restrict user access to items by attaching item catalogs to the requester on the Requester's Setup page. |
Purchasing Kit Definition |
PURCH_KIT_TBL |
eProcurement, Administer Procurement, Maintain Procurement Options, Purchasing Kits |
Set up item purchasing kits for requisitions. See Ordering Kit Items. |
Setup Instructions for Return to Vendor |
PV_RTV_ADMIN |
eProcurement, Administer Procurement, Maintain Procurement Options, Return to Vendor Instructions |
Set up return to vendor instructions. |
Access the Assign Catalogs to Business Unit page (eProcurement, Administer Procurement, Maintain Procurement Options, Assign Catalog to BU).
Business Unit |
Enter a business unit to which you are assigning catalogs. Any user who enters PeopleSoft eProcurement requisitions using this business unit can select only the items in the catalogs that appear in the Catalog ID field. |
Catalog ID |
Enter item catalogs. |
Enabled |
Select to indicate that the item catalog is available to requesters that are associated with this business unit. |
Note. To enable the entries on this page, enter Y in the BU Catalog Control (business unit catalog control) field on the eProcurement Installation Options page. If you are using the rule-based item catalog method, use this page in combination with the Catalog Security page.
See Setting Up Catalog Security.
See Also
Access the Setup Instructions for Return to Vendor page (eProcurement, Administer Procurement, Maintain Procurement Options, Return to Vendor Instructions).
Select how you want instructions to appear on the Return to Vendor page. Values are: General Instructions (top): At the top of the page under the first heading. Return Qty Shipped to Vendor (return quantity shipped to vendor): Below the shipment and vendor information heading if the return to vendor status is Shipped. Saved confirmation page text: When you click the Save button on the Return to Vendor page. Ship Qty instruction (ship quantity instruction [bottom]): Below the shipment and vendor information heading, if the return to vendor status is Open. |
|
RTV Instruction (return to vendor instruction) |
Enter the instruction details for the instruction that you selected in the Inst. Code field. |
This section discusses how to maintain the accounting structure.
See Also
Defining and Using ChartFields
Page Name |
Definition Name |
Navigation |
Usage |
Maintain Accounting Structure |
PV_ADM_ACCOUNTING |
eProcurement, Administer Procurement, Maintain the Accounting Structure |
Use the Maintain Accounting Structure page to view and maintain accounting information for PeopleSoft eProcurement to record the transactions in the general ledger. Accounting personnel should define these codes. Access is limited to users with the SYSTEM_ADMIN action role. |
Access the Maintain Accounting Structure page (eProcurement, Administer Procurement, Maintain the Accounting Structure).
Use this page to navigate to other pages and view and maintain accounting information for PeopleSoft eProcurement. You can record transactions in the general ledger and set up the different ChartField combinations that meet the needs of the business.
PeopleSoft enables you to restrict access to your financial data within PeopleSoft eProcurement and across all PeopleSoft Financials Supply Chain Management (FSCM) applications. The ChartField Security feature prevents unauthorized employees and contractors from viewing and editing financial data. Other security features within PeopleSoft enable you to restrict access by business unit, ledger, setID, paycycle, book code, and project ID; however, the ChartField Security feature enables you to restrict access to specific financial data by restricting access to a ChartField value or combination. Security by ChartField combination enables you to allow access to most financial data (such as inventory accounts or accounts payable balances) and still restrict access to sensitive data (such as executive salaries or travel accounts). Using ChartField security, you can enable access to sensitive ChartField combinations by:
User IDs
User roles
Permission lists
ChartField security is implemented at the component level. Occasionally there may be a component that is shared by two different products. PeopleSoft Purchasing and PeopleSoft eProcurement share components, such as the requisition component. In these cases, ChartField security must be implemented in both products in order to be active in either product.
The following methods can be used to enforce ChartField security:
Securing the prompt edit table values: When a user clicks the prompt button or enters a value in a field containing a ChartField (Account, Department ID, and so on), then the system only displays values that the user is authorized to view.
Securing inquiry results list: When a user is entering a component, the search results are limited to transactions containing ChartField combinations that the user is authorized to view.
Securing transactions from a component search list: When a user is entering a component, the search results display all applicable transactions; however, if the user selects a transaction containing a restricted ChartField combination, then an error message is displayed and the user cannot access the transaction.
Securing drills to transaction component: When a user is on the component, the search results display all applicable information; however, if the user selects a link to drill down into a more detailed page with restricted ChartField combination, then an error message is displayed and the user cannot access the additional information.
Based on the structure of the component, one or more of the above security methods can be implemented for a single component.
The following pages and components in PeopleSoft eProcurement can be restricted with ChartField security:
Create Requisition component (securing the prompt edit table values). This component can also be accessed from the Manage Requisitions component.
Approve Requisitions component (securing drills to transaction components).
Approval Status component (securing drills to transaction components).
Expedite Requisitions component (securing drills to transaction components).
Requisition Schedule and Distribution component (securing drills to transaction components).
Receive Items component (securing drills to transaction components).
See Also
PeopleSoft Enterprise eProcurement can exchange data with PeopleSoft EnterpriseOne Procurement (JD Edwards). You can use this integration to:
Send purchase orders from PeopleSoft Enterprise to PeopleSoft EnterpriseOne.
Send purchase order changes from PeopleSoft Enterprise to PeopleSoft EnterpriseOne.
Send a purchase order hold status release message from PeopleSoft EnterpriseOne to PeopleSoft Enterprise.
Notify PeopleSoft EnterpriseOne of purchase orders dispatched from PeopleSoft Enterprise
Notify PeopleSoft Enterprise of purchase orders dispatched from PeopleSoft EnterpriseOne
Send receipts from PeopleSoft Enterprise to PeopleSoft EnterpriseOne.
Send receipts from PeopleSoft EnterpriseOne to PeopleSoft Enterprise.
Send purchase order closes from PeopleSoft EnterpriseOne to PeopleSoft Enterprise.
To enable this integration, the PeopleSoft Enterprise product uses EIPs (enterprise integration points) and the PeopleSoft Integration Broker. PeopleSoft EnterpriseOne uses XPI Integration Server (IS) and XBPs, which include z-file interfaces, canonicals, and other PeopleSoft EnterpriseOne integration points.
Before using these integration points, you must synchronize the master data between the two systems, such as item IDs, suppliers, and accounts.
Note. For complete information on the setup and use of this integration, see the "Integrating PeopleSoft Enterprise eProcurement with PeopleSoft EnterpriseOne Procurement" white paper located within the My Oracle Support website.
See https://support.oracle.com/CSP/ui/flash.html
Page Name |
Definition Name |
Navigation |
Usage |
SAC_INTG_R_CNTL |
eProcurement, Manage ERP Integration, Purchase Order EIP |
Enter criteria to launch the SAC_POEIPPUB process. This PeopleSoft Application Engine process is used to publish approved purchase orders created within the PeopleSoft Enterprise system. This enables the purchase orders to be received by the PeopleSoft EnterpriseOne system. |
|
SAC_INV_R_CNTL |
eProcurement, Manage ERP Integration, Voucher EIP |
Enter criteria to launch the SAC_APEIPPUB process. This PeopleSoft Application Engine process is used to publish vouchers created within the PeopleSoft Enterprise system. This enables the vouchers to be received by the PeopleSoft EnterpriseOne system. |
|
SAC_RCPT_RUNCTL |
eProcurement, Manage ERP Integration, Receipt EIP |
Enter criteria to launch the SAC_RCPT_PUB process. This PeopleSoft Application Engine process is used to publish receipts created within the PeopleSoft Enterprise system. This enables the receipts to be received by the PeopleSoft EnterpriseOne system. |
|
SAC_INV_EXT |
eProcurement, Manage ERP Integration, External Invoices |
View external invoices. |
|
SAC_PMT_EXT |
eProcurement, Manage ERP Integration, External Payments |
View external payments. |
|
SAC_POERR_NOTIFY |
eProcurement, Manage ERP Integration, External PO Error Acknowledge |
View the external purchase order acknowledgements (POAs) that are in error. |
|
SAC_ERP_PO_STS |
eProcurement, Manage ERP Integration, External PO Status |
View the status of external purchase orders. |
|
SAC_ERP_RECV_STS |
eProcurement, Manage ERP Integration, External Receiver Status |
View the status of external receipts. |