Using the PeopleSoft Enterprise eProcurement to JD Edwards EnterpriseOne Procurement Integration

This chapter discusses:

• The integration of purchase orders.

• Purchase order creation in the PeopleSoft Enterprise system.

• Purchase order changes in the PeopleSoft Enterprise system.

• Purchase order cancellations in the PeopleSoft Enterprise system.

• Purchase order hold releases in the JD Edwards EnterpriseOne system.

• Purchase order dispatching in the PeopleSoft Enterprise system.

• Purchase order dispatching in the JD Edwards EnterpriseOne system.

• Purchase order receipt creation in the PeopleSoft Enterprise system.

• Purchase order receipt creation in the JD Edwards EnterpriseOne system.

• Purchase order closes in the JD Edwards EnterpriseOne system.

Understanding the Integration of Purchase Orders

PeopleSoft Enterprise eProcurement handles the procurement process from requisition entry and approvals through generation of purchase orders. Purchase orders are sent to the JD Edwards EnterpriseOne system. You must change and delete purchase orders in the PeopleSoft Enterprise system; the system updates the corresponding purchase order in the JD Edwards EnterpriseOne system accordingly. Purchase orders can be dispatched in either the PeopleSoft Enterprise system or the JD Edwards EnterpriseOne system. Receiving can be done in either the PeopleSoft Enterprise system or the JD Edwards EnterpriseOne system.

Note. A purchase order should be received entirely in either the PeopleSoft Enterprise system or the JD Edwards EnterpriseOne system. Do not partially receive a purchase order in one system and then receive the remaining portion in the other system.

Voucher matching takes place in the JD Edwards EnterpriseOne system, which closes the purchase order in both the JD Edwards EnterpriseOne system and the PeopleSoft Enterprise system.

This diagram illustrates the processes supported by the integration:

PeopleSoft Enterprise eProcurement to JD Edwards EnterpriseOne Procurement process

Understanding Purchase Order Creation in the PeopleSoft Enterprise System

After a requisition is approved in PeopleSoft Enterprise eProcurement, it is available for sourcing to a purchase order.

When integrating PeopleSoft Enterprise eProcurement with the JD Edwards EnterpriseOne system, it is highly recommended that you use the Quick Sourcing capabilities.

This flow occurs when initiating the Quick Sourcing background process:

1. The Autoselect process applies the priority one vendor to each line in the requisition.

2. The PO Calculations process assigns the vendor based on sourcing rules, and applies taxes, price adjustments, and miscellaneous charges.

3. The Create Purchase Order process assigns the purchase order.

4. The user should ensure that all procurement General Ledger business document-tolerance-checking tools are disabled so that the purchase order is created with the document tolerance status of Valid.

   Note. The Hold from Further Processing check box must be selected to avoid being dispatched prior to budget check in the JD Edwards EnterpriseOne system.
   
   We recommend the Quick Source process for batch purchase order creation with Hold From Further Processing Option on in the run control. If you are using the Requisition Expedite process, you must manually enable the hold from further process flag on the purchase order to prevent the purchase order from being dispatched before the purchase order is verified or budget-checked in the JD Edwards EnterpriseOne system.

5. The sourcing process creates a purchase order with only one schedule and one distribution per purchase order line.

   Note. Sourcing controls in PeopleSoft Enterprise eProcurement cannot be set to source from Inventory.

6. Schedule or manually set up the Integration Broker to send the SAC_PS_PO_EIP message to the JD Edwards EnterpriseOne system to read.

   The integration creates a corresponding purchase order in JD Edwards EnterpriseOne Procurement.

   Note. PeopleSoft Enterprise purchase orders must be approved before transmission to the JD Edwards EnterpriseOne system, and PeopleSoft Enterprise purchase orders must be transmitted to the JD Edwards EnterpriseOne system before being dispatched to a supplier.

7. The JD Edwards EnterpriseOne system creates the purchase order with the document type specified in the integration options and the document number from the PeopleSoft Enterprise purchase order.

   The system assigns the line type based on the nonstock line type or service line type specified in the integration options. Status codes are assigned to the JD Edwards EnterpriseOne purchase order based on the order activity rules that are set up for the document type and line type in the JD Edwards EnterpriseOne system. The due date from the PeopleSoft Enterprise purchase order is used to populate both the request date and promised delivery date on the JD Edwards EnterpriseOne purchase order.

   Note. The default document type is PS. Also, PeopleSoft Enterprise purchase order identifiers are limited to a length of 8 characters and must be unique for the eProcurement installation.

8. The integration does not populate the Quantity field for any purchase order lines in the JD Edwards EnterpriseOne system that are flagged for amount only in the PeopleSoft Enterprise system.

   These lines are considered to be lump sum purchase orders.

9. Purchase orders are processed through a budget check in the JD Edwards EnterpriseOne system, if applicable.

   If the purchase order does not pass the budget checking process, the JD Edwards EnterpriseOne system places the order on hold and sends a status update to put the PeopleSoft Enterprise purchase order on hold.

   Note. Disable commitment control in the PeopleSoft Enterprise system.

10. Any errors encountered during the creation of the purchase order in the JD Edwards EnterpriseOne system are returned to PeopleSoft Enterprise eProcurement by writing to a cross reference table.

    Any errors can be seen in the message sent to the Integration Broker. If the creation is successful, the JD Edwards EnterpriseOne system returns a confirmation to the PeopleSoft Enterprise system and updates the status of the purchase order.

Considerations for Placing Purchase Orders on Hold

This integration supports either of these processes for placing purchase orders on hold:

• The JD Edwards EnterpriseOne system can place the purchase order on hold because of a failed budget check and pass that hold to the PeopleSoft Enterprise purchase order.

• You can place the order on hold in the PeopleSoft Enterprise system before sending a purchase order add or change to the JD Edwards EnterpriseOne system.

In both of these cases, release the hold in the JD Edwards EnterpriseOne system, which also releases the hold on the PeopleSoft Enterprise purchase order.

If you manually place a purchase order on hold in either the PeopleSoft Enterprise system or the JD Edwards EnterpriseOne system using a process other than those explained in the Creating Purchase Orders in PeopleSoft Enterprise section, you will have inconsistent results.

Because no message is sent from the PeopleSoft Enterprise system to the JD Edwards EnterpriseOne system when a user puts a purchase order on hold in the PeopleSoft Enterprise system, this situation can occur:

1. A purchase order that is not on hold is created in the PeopleSoft Enterprise system and the JD Edwards EnterpriseOne system.

2. A user places the purchase order on hold in the PeopleSoft Enterprise system.

3. The purchase order is not placed on hold in the JD Edwards EnterpriseOne system.

4. A user dispatches the purchase order in the JD Edwards EnterpriseOne system, which sends a status update to the PeopleSoft Enterprise system.

5. The purchase order in the PeopleSoft Enterprise system now has a dispatched status, but is on hold.

Because no message is sent from the JD Edwards EnterpriseOne system to the PeopleSoft Enterprise system when a user puts a purchase order on hold in the JD Edwards EnterpriseOne system, this situation can occur:

1. A purchase order that is not on hold is created in the PeopleSoft Enterprise system and the JD Edwards EnterpriseOne system.

2. A user places the purchase order on hold in the JD Edwards EnterpriseOne system.

3. The purchase order is not placed on hold in the PeopleSoft Enterprise system.

4. A user dispatches the purchase order in the PeopleSoft Enterprise system, which sends a status update to the JD Edwards EnterpriseOne system.

5. The purchase order has a dispatched status in both systems, but the hold statuses are out of sync between the PeopleSoft Enterprise system and the JD Edwards EnterpriseOne system.

See Also

PeopleSoft Enterprise eProcurement 8.9 Implementation Guide, "Using the Buyer Center"

Understanding Purchase Order Changes in the PeopleSoft Enterprise System

You may need to change a purchase order because of changes in price, quantity, dates, and so on. These changes must originate in the PeopleSoft Enterprise system. The changes that you make in the PeopleSoft Enterprise system are sent to the JD Edwards EnterpriseOne system to update the corresponding purchase order.

Note. The processing options for the Enter Purchase Orders program (P4310) should be set to not allow any changes to the purchase order after its initial creation.

Changes in PeopleSoft Enterprise eProcurement can be made once the purchase order has been dispatched. Changes made prior to dispatch are considered updates.

Note. Deletions are not allowed after the purchase order has been transmitted to the JD Edwards EnterpriseOne system. This restriction includes the line, schedule, and distribution.

Once a change request is approved, the system creates a change order. A change order is a duplicate of the original purchase order sent to the vendor, but with the changes that you are requesting.

To process the changes, change orders must be run through the Purchase Order Changes process.

The PO Change Order process holds the order from further processing on the PeopleSoft Enterprise side, and sends the Purchase Order EIP message to the JD Edwards EnterpriseOne system for budget-checking.

Note. If any changes are made to the purchase order, the system selects the Hold from Further Processing check box and disables the Hold status. The entire order, not just the net changes, is sent to the JD Edwards EnterpriseOne system again.

Any errors encountered while updating the purchase order in the JD Edwards EnterpriseOne system are returned to PeopleSoft Enterprise eProcurement. If the update is successful, the JD Edwards EnterpriseOne system returns a confirmation to the PeopleSoft Enterprise system.

Note. After you have performed receiving against the purchase order, you cannot change it.

Changes to Purchase Orders in the JD Edwards EnterpriseOne System

To prevent purchase orders that originated in the PeopleSoft Enterprise system from being changed in the JD Edwards EnterpriseOne system, specify the next status that is assigned to purchase orders when they are added from the PeopleSoft Enterprise system in the Detail Line Protection processing option of the Enter Purchase Orders program (P4310). For example, if purchase orders from the PeopleSoft Enterprise system are created in the JD Edwards EnterpriseOne system with a next status of 230 and a last status of 220, specify 230 in this processing option. Setting the processing option this way protects the purchase order from changes in the JD Edwards EnterpriseOne system through order status 230, and the user cannot make changes to this purchase order in the Enter Purchase Orders program.

Due Dates

When a purchase order that originates in the PeopleSoft Enterprise system is created in the JD Edwards EnterpriseOne system, the integration populates the Request Date field in the JD Edwards EnterpriseOne system with the due date from the JD Edwards EnterpriseOne system and the JD Edwards EnterpriseOne system populates the Promised Delivery Date field with the same date. However, if you change the due date in the PeopleSoft Enterprise system, the system updates the request date in the JD Edwards EnterpriseOne system, but not the promised delivery date.

Understanding Purchase Order Cancellations in the PeopleSoft Enterprise System

You must cancel integrated purchase orders in PeopleSoft Enterprise eProcurement. When you cancel an integrated purchase order in the PeopleSoft Enterprise system, the corresponding JD Edwards EnterpriseOne purchase order is also canceled. If you cancel the PeopleSoft Enterprise purchase order at the header level, the JD Edwards EnterpriseOne system cancels all of the lines on the purchase order. You can also cancel single or multiple lines on a purchase order.

By canceling the purchase order in PeopleSoft Enterprise eProcurement, the header status changes to reflect Pending Cancel (PX). This status change is sent to the JD Edwards EnterpriseOne system using the Purchase Order EIP. The status of the JD Edwards EnterpriseOne purchase order is changed to 999.

Once the purchase order is canceled in the JD Edwards EnterpriseOne system, a message is returned to PeopleSoft Enterprise eProcurement to change the status to Canceled (X).

Any errors encountered while canceling the purchase order in the JD Edwards EnterpriseOne system are returned to PeopleSoft Enterprise eProcurement. If the cancellation is successful, the JD Edwards EnterpriseOne system returns a confirmation to the PeopleSoft Enterprise system.

Line cancellations can occur only before you send the purchase order to the JD Edwards EnterpriseOne system or after the purchase order has been dispatched.

You can delete purchase orders only before they are sent to the JD Edwards EnterpriseOne system.

If you need to delete or cancel a line after the order has been sent to the JD Edwards EnterpriseOne system but before the purchase order has been dispatched, create a new purchase order by copying the original purchase order and deleting the unwanted line. Then, cancel the entire original purchase order.

Understanding Purchase Order Hold Releases in the JD Edwards EnterpriseOne System

Purchase orders are placed on hold in both the JD Edwards EnterpriseOne system and the PeopleSoft Enterprise system if they do not pass budget-checking in the JD Edwards EnterpriseOne system. You must release this hold in the JD Edwards EnterpriseOne system. You use the Release Held Orders program (P43070) in the JD Edwards EnterpriseOne system to release the hold.

When you release the hold on an integrated purchase order, the JD Edwards EnterpriseOne system triggers a realtime event to the Integration Server, which in turn sends a status change to the PeopleSoft Enterprise system to release the hold on the PeopleSoft Enterprise purchase order.

See Also

Releasing Order Holds

Understanding Purchase Order Dispatching in the PeopleSoft Enterprise System

If you elect to dispatch purchase orders in PeopleSoft Enterprise eProcurement, the process is called Dynamic Dispatching.

Dynamic Dispatching runs as a background process. The advantage of dynamic dispatching, however, is that it leverages a common set of logic to dispatch purchase orders. This enables you to quickly adjust to meet different online XML marketing standards that might be implemented by a supplier. For example, if the supplier changes from using xCBL to using EDX, the user also can dispatch the purchase order using the POPO005 SQR process for a non-EDX dispatch method.

You can dispatch a PO as an XML document in a PeopleSoft-defined format. If the structure of that format is not compatible with the structure of the XML document required to integrate with a marketplace supplier (xCBL) or other third-party systems, then PeopleSoft Integration Broker can transform the structure. Using different connectors and a framework for transforming an XML message to another XML message, the broker makes it possible to develop a uniform and consistent interface for integration with a marketplace or third-party supplier.

You dispatch a purchase order in the PeopleSoft Enterprise system by sending the purchase order to the supplier. When you dispatch a purchase order in the PeopleSoft Enterprise system, the PeopleSoft Enterprise system sends a status update to the JD Edwards EnterpriseOne system using the status code from the Next Status Code integration option on the E_PODispatch_To_E1_POStatus flow. The status code that you specify in the integration option must match the dispatch status for the line type and document type that are set up in the Order Activity Rules program (P40204).

Note. Dispatching should always be done in the same system. Once you decide to use the PeopleSoft Enterprise system or the JD Edwards EnterpriseOne system, it is recommended to always use the same system to perform the dispatch process.

Understanding Purchase Order Dispatching in the JD Edwards EnterpriseOne System

You dispatch purchase orders in the JD Edwards EnterpriseOne system by printing the purchase orders and sending them to the suppliers. You use the Print Purchase Orders program (R43500) to print purchase orders in the JD Edwards EnterpriseOne system.

When you print a purchase order in the JD Edwards EnterpriseOne system, the JD Edwards EnterpriseOne system triggers a realtime event that generates the notifyPurchaseOrderEventPublishedDocument. The Integration Server receives the PID and sends a status update to the PeopleSoft Enterprise system.

For the integration with the PeopleSoft Enterprise system, you must complete the Next Status Code Override processing option on the Print Purchase Orders program.

See Also

Printing Orders by Batch

Printing Orders Individually

Understanding Purchase Order Receipt Creation in the PeopleSoft Enterprise System

When you enter a receipt for an integrated purchase order in PeopleSoft Enterprise eProcurement, the system sends a realtime outbound receipt message (SAC_RECPT_OUT) to the JD Edwards EnterpriseOne system. This message creates a receiver record in the JD Edwards EnterpriseOne system and updates the existing purchase order using the appropriate status codes from the order activity rules.

Note. PeopleSoft Enterprise requisitions are limited to one schedule and one distribution per line. Also, PeopleSoft Enterprise requisition consolidation is not supported.

Any errors encountered during the creation of the receipt and update of the purchase order in the JD Edwards EnterpriseOne system are returned to PeopleSoft Enterprise eProcurement. If the creation and update are successful, the JD Edwards EnterpriseOne system returns a confirmation to the PeopleSoft Enterprise system.

Note. A purchase order should be received entirely in either the PeopleSoft Enterprise system or the JD Edwards EnterpriseOne system. Do not partially receive a purchase order in one system and then receive the remaining portion in the other system.

You can receive the full quantity, receive a partial quantity and leave the rest open, or receive a partial quantity and close the remaining amount. However, if you receive a partial quantity and close the remaining amount by changing the purchase order line to the received quantity or amount, the purchase order line in JD Edwards EnterpriseOne Procurement is not closed. To receive a partial quantity and close the remaining amount, change the purchase order first, and then receive it fully. Also, if you are not sure whether you will close the remaining amount, change the purchase order line quantity or amount before receiving. Then, add a new line to the purchase order in order to receive the remaining partial quantity or amount.

Note. The integration from JD Edwards EnterpriseOne to PeopleSoft Enterprise is for noninventory items only. It is recommended that users receive goods through the PeopleSoft eProcurement desktop receiving and all eProcurement receivers should be casual receivers so that inventory items can't be received in Enterprise.

You cannot add a new line to the purchase order during receiving. If you need to add a new line to a purchase order, use the PO Change Order process.

Understanding Purchase Order Receipt Creation in the JD Edwards EnterpriseOne System

When you enter a receipt for an integrated purchase order in JD Edwards EnterpriseOne Procurement, the JD Edwards EnterpriseOne system triggers a realtime event to the Integration Server, which in turn sends a message to the PeopleSoft Enterprise system to create a corresponding receipt in the PeopleSoft Enterprise system.

You must set up corresponding receipt tolerance in both the PeopleSoft Enterprise system and the JD Edwards EnterpriseOne system and you must set the Tolerance Quantity and Amount processing option on the Receive by P.O. program (P4312) to display an error message. If you set this processing option so that tolerance is not checked or so that a warning is issued, and a receipt exceeds the tolerance limits, the receipt will be created in the JD Edwards EnterpriseOne system, but will not be created in the PeopleSoft Enterprise system because the PeopleSoft Enterprise system does not allow creation of receipts that exceed tolerance limits.

Note. The PeopleSoft Enterprise system has tolerance checking for quantity only, not for amount.

The PeopleSoft Enterprise system creates a separate receipt for each purchase order line that you receive in the JD Edwards EnterpriseOne system.

Note. A purchase order should be received entirely in either the PeopleSoft Enterprise system or the JD Edwards EnterpriseOne system. Do not partially receive a purchase order in one system and then receive the remaining portion in the other system.

When you create a receipt in the JD Edwards EnterpriseOne system, the system sends the RTRECOUT realtime event before committing the receipt record to the JD Edwards EnterpriseOne database. If a system failure occurs between the time that the realtime event is sent and the receipt record is committed to the database, the receipt may be created in the PeopleSoft Enterprise system and not in the JD Edwards EnterpriseOne system. If this happens, you should cancel the receipt in the PeopleSoft Enterprise system and then recreate it in the JD Edwards EnterpriseOne system.

You need to assign the component interface of SAC_PO_RECV_CI to a permission list that the user running the application server is associated with. This enables the user to load receipts created in the JD Edwards EnterpriseOne system into PeopleSoft Enterprise eProcurement.

Understanding Purchase Order Closes in the JD Edwards EnterpriseOne System

All voucher creation must take place in the JD Edwards EnterpriseOne system. To update detail lines to a closed status in the JD Edwards EnterpriseOne system, use the Voucher Match program (P4314) to match vouchers two or three ways, which will close the line on the order. This moves the status of the line on the order to 999 (Complete - Ready to Purge).

When you create a voucher for a two-way match to a purchase order in the JD Edwards EnterpriseOne system, or when you fully receive a purchase order for a three-way match to a purchase order, the JD Edwards EnterpriseOne system triggers a realtime event to the Integration Server, which in turn sends a status update to the PeopleSoft Enterprise system to close the corresponding PeopleSoft Enterprise purchase order.