This chapter provides an overview of supplier account activity, lists common elements, and discusses how to:
Set up supply side print capability.
Review POs.
Review order summaries.
Review receipts.
Review invoices.
Review payments.
Review account balances.
Review activity transactions permit your accounts payable employees to spend their time more efficiently by enabling your suppliers to answer their own questions about existing invoices, purchase orders (POs), receipts, payments, and account balances.
Item ID |
Displays the vendor item identifier, if defined for the selected vendor-item combination on the Purchasing Attributes - Item Vendor page. If no vendor-item information exists, then your item ID appears. |
To configure the setup and defaults of external access for suppliers, use the Configure External Access component (PO_SUPP_SETUP).
For users created prior to release 8.8, you may need to set up security so that suppliers can use the print functionality with PeopleSoft eSupplier Connection. You need to:
Edit the permission list supplied to all external Supplier users to enable permission for supply side print.
If you are using the delivered EPSS8000 permission list (recommended), then you will not need to do this step as the permission list will already be modified.
Edit any existing Supplier Portal User profiles to which you wish to add the PO Print capability.
Edit user profiles in the PeopleTools User Profile component.
This section discusses how to:
Set up security.
Configure external access.
Page Name |
Definition Name |
Navigation |
Usage |
Permission Lists - Process |
ACL_PROCESS |
PeopleTools, Security, Permissions & Roles, Permission Lists. Select the Process tab. |
Set the attributes and system defaults. |
Permission Lists - Permission |
ACL_PROCESS_GROUPS |
PeopleTools, Security, Permissions & Roles, Permission Lists Click the Process Group Permissions link on the Permission List - Process page. |
Specify to what capacity a user, or Role, can modify certain Process Scheduler settings. |
User Profile |
USER_GENERAL |
PeopleTools, Security, User Profiles, User Profiles |
Set general user profile attributes. |
Configure External Access |
PO_SUPP_SETUP |
Set Up Financials/Supply Chain, Common Definitions, Suppliers, Configure External Access |
Make the View PDF/Print option available to suppliers and indicate the default server. |
Access the Permission List - Process page (PeopleTools, Security, Permissions & Roles, Permission Lists, Process).
This step enables the supply side permission list to allow for printing POs. If you are using the delivered permission list EPSS8000, then this step will already be done for you.
Enter permission list that is equivalent to the EPSS8000-All user access, permission list that you are using for suppliers and select the Process page.
Click the Process Group Permissions link on the Process page. Access the Permission List - Permission page.
Add POALL to the grid, and click OK. The POALL Process group is required on this page so that the supplier user has security to run the PO Print report.
Note. This does not allow suppliers to run other internal buyer side PO processes.
Access the User Profile page in PeopleTools for any existing supplier users added in prior releases for which you want to enable print capability, and if the Process Profile field is blank, enter the permission list you modified, EPSS8000, in the Process Profile and Primary Permission Lists fields.
Note. For any external users already created in the system, you must edit the user profile if you want them to have print capability. This will be done automatically for any new external user as long as they are created using the Distributed Vendor User pages. If you aren't already using the delivered permission lists, you only need to make sure there is a permission list called EPSS8000 defined in the system. It can be an empty permission list, but it does need to exist so that the Distributed Vendor User page can automatically enable printing for new users.
Access the Configure External Access page (Set Up Financials/Supply Chain, Common Definitions, Suppliers, Configure External Access).
Allow Supplier access to launch/print PO report |
Select to allow suppliers to view and print POs. |
Print Options |
Options include creating the report via REN Server or via Report Repository. If you are using REN server capability, the system displays a separate window to monitor the report status when the supplier clicks the button to print the PO, enabling your supplier to go on to other transactions. When the report is ready, the system displays it in a separate window. If you are using the Report Repository, the system initiates the print process immediately when the supplier clicks the button to print the PO. If the print process takes more than several seconds, the system generates a message that they can continue within the same transaction and return to the button later when the report is completed. Note. If you are using REN server capability, you must set up a REN server that users outside your firewall can access. The Report Repository requires less setup. We recommend trying the Report Repository method first and migrating to REN server technology if needed. |
This section discusses how suppliers can:
Use the purchase order list.
Review PO details.
Page Name |
Definition Name |
Navigation |
Usage |
PO_SS_VND_LIST |
Manage Orders, Purchase Orders |
Suppliers select a vendor to navigate to its PO inquiry pages. This page is available only if more than one vendor is associated with the user. |
|
PO_SSSRCH_POS |
Manage Orders, Purchase Orders Optionally select a vendor on the Review Purchase Orders - Select Vendor page. |
Search for POs. |
|
PO_SSPOLST |
Enter selection criteria and click the Search button on the Review Purchase Orders - Filter Options page. |
View general PO information and select from the list of available POs for greater detail. |
|
Purchase Orders - Download Purchase Orders |
PO_SSPO_DOWNLOAD |
Click the View Selected POs in Downloadable Format button on the Purchase Order List page. |
Use to determine which columns you want to include when downloading purchase order information to an excel spreadsheet. |
PO_SSPO_DETAILS |
|
Review line item details and access invoices that are related to a selected PO. |
|
Purchase Orders - Purchase Order History |
PO_SS_POHIST_SP |
Click the View PO Change History link on the Purchase Order Details page. |
View the revision history for the purchase order. This will take you to another page that displays a listing of all the Purchase Order change history and will enable you to drill into previous purchase orders to see past changes. |
PO Changes - Details |
PO_SSPOLNCHG_SP |
Click the View Changes link on the Purchase Order History page or the View PO Changes link for the changed order lines on the Purchase Order Details page. |
View the line and schedule changes for a purchase order change order. |
Purchase Orders - Line Comments |
PO_SS_LNCOMM_SP |
Click the Comments button on the Purchase Order Details page. |
Review line comments or attachments for a selected purchase order line. |
PO_SSPO_SCHEDULE |
Click a line number link on the Review Purchase Orders - Purchase Order Details page. |
Review PO schedule details and drill into receipt line information. This page is a duplicate of the Review Invoices - Purchase Order Schedule page. |
|
Purchase Orders - Receipt Lines |
PO_SSRECV_LINES |
Click the due date link on the Purchase Order Schedule page. |
View lines received against the purchase order schedule. |
Purchase Orders - Ship to Comments |
PO_SS_SHIPCOMM_SP |
Click the Comments button for a selected purchase order schedule on the Purchase Order Schedule page. |
Review Ship To comments or attachments for a selected purchase order schedule. |
PO_SSINVC_LINES |
Click an invoice number link on the Review Purchase Orders - Purchase Order Details page. |
This page is a duplicate of the Review Invoices - Invoice Details page. |
Access the Review Purchase Orders - Purchase Order List page (Manage Orders, Purchase Orders, and enter selection criteria and click the Search button on the Review Purchase Orders - Filter Options page).
Use this page to move between various supplier activities related to purchase orders including inquiry, printing, downloading, acknowledgements, and entering advanced shipment notifications.
Default View for Change Orders |
If your purchase order list includes a PO with a change order, you can view All lines or Latest changes only when you view PO details for a PO. When viewing or printing a purchase order in PDF format, All lines prints all lines on the PO, and Latest changes only prints only the changes on the report. |
Orders Per Page |
Select the number of lines that you want to display on this page as needed to enhance performance. The default value for the field is set using PeopleSoft eSupplier Connection installation options. You can change the value to 12,25, 50, 100, or All. The First and Last buttons enable you to scroll through purchase orders and view scrolling and total values. |
Lines |
Equals the total number of lines on each PO. Supplier users can use this information to help evaluate and prioritize which POs need to have action taken first. |
Total Amount |
Equals the merchandise amount plus the adjusted amount for each PO. |
Acknowledge Status |
The text of this link indicates the current POA status. Click the linked status to create or access the purchase order acknowledgement for the selected purchase order. Each time a PO or change order for a PO is dispatched, the system changes its default status to New. |
Create ASN |
Click to access the Advanced Shipment Notification - Purchase Order Schedule Selection page to choose lines to create an advanced shipping notification. The system transfers the PO ID you selected to the ASN. |
View ASN |
Click to display any ASNs that are tied to the purchase order. This button only appears if ASNs exist for the purchase order. |
View PDF |
Click to initiate the PO report process, which runs in the background. You can then print the purchase order from the PDF. You must select the printing option on the Configure External Access page for suppliers to view and print PDFs. |
Note. When REN Server method is not used for viewing the
PDF and ten seconds has passed but the PDF has not opened, the system displays
a message explaining that the process is taking longer, wait a few seconds
and then click the button again. The system then checks to see if the report
is finished and when it is, pulls the PDF up immediately.
You must stay within the transaction or else clicking the button again
will regenerate the report. You can navigate to other pages and look at other
POs, and so forth, but leaving the transaction loses the link to the report.
When the REN Server method is used for viewing the PDF, a new window
will open when the report has finished.
View Selected PDFs in Downloadable Format |
For every row selected, the system displays the PO information in a grid that you can then use to download to an excel spreadsheet. |
See Also
Defining Purchasing Item Attributes
Access the Review Purchase Orders - Purchase Order Details page (click a PO number link on the Purchase Order List page).
The system displays PO line item details.
View PO Change History |
This link shows the history of initial dispatch any subsequent change order dispatch information for the purchase order |
View |
If your purchase order list includes a PO with a change order, you can view All lines or Latest changes only when you view PO details for a PO. The system provides the value selected on the Purchase Order List page as a default. |
Purchase Order Total |
Includes the merchandise amount totalled for each line added to any freight, tax, and any miscellaneous charges. This excludes any canceled lines. |
Purchase Order Lines
Line |
Click a line link to access the Purchase Order Schedule page, which displays schedule details for the line item. |
Status |
Values are Active, Closed, Hold, and Canceled. (Approved POs do not appear.) |
|
Click to access the Line Comments/Attachments page. |
Express Forms
|
If the Purchase Order line was sourced from a PeopleSoft eProcurement Requisition Express Form item, the system displays a button to display the Express Form information pertaining to the line. |
See Using Special Requests and Express Forms to Create Requisitions.
Change Orders
Change Order |
When change orders are present for the line item click here to access the PO Changes - Details to see the change order information pertaining to the line. |
Invoice List
Invoice |
Click an invoice link to access the Invoice Details page. |
See Also
This section discusses how to:
View schedule information.
View change order information.
Page Name |
Definition Name |
Navigation |
Usage |
PO_SS_VND_LIST |
Manage Orders, View Order Summary |
Suppliers select a vendor to navigate to its order summary inquiry pages. This page is available only if more than one vendor is associated with the user. |
|
PO_SSSRCH_SCHEDULE |
Manage Orders, View Order Summary Optionally select a vendor on the View Order Summary - Select Vendor page. |
Search for orders based on PO search criteria. Note. Leaving all criteria fields blank results in no returned orders. |
|
PO_SSSUPP_SCHED |
Enter selection criteria and click the Search button on the View Order Summary - Filter Options page. |
Review existing PO schedules, change orders, and planned POs. To view planned POs, you must have PeopleSoft Supply Planning installed, and you must have run the Receive Planning Messages process. |
|
PO_SSSHIPTO_ADDR |
Click a ship to link on the View Order Summary - Order Schedule page. |
Review ship to addresses for a PO schedule. |
|
PO_SSSUPP_SCH_CHOR |
Click a change order link on the View Order Summary - Order Schedule page. |
Review any change order details. |
Access the View Order Summary - Order Schedule page (enter selection criteria and click the Search button on the View Order Summary - Filter Options page).
The system displays details for the order line's selected schedule. In particular:
Type |
PO: Existing PO. Plan: Planned PO. |
Status |
Planned PO: Approved or Not Approved. Existing PO: Initial, Open, Approved, Pending Approval, Canceled, Complete, or Dispatched. |
Ship To |
Click a value to access the Shipping Address page, which displays shipping address details. |
Change Order |
Click a value to access the Change Order Details page, which displays details of any applicable change orders. If a change order is suggested by planning, either the PO schedule can be canceled, or its due date can be changed. This link does not appear if there are no change orders. |
Access the View Order Summary - Change Order Details page (click a change order link on the View Order Summary - Order Schedule page).
The system displays details for the changed order.
Change Type |
Values are Change, Hold, Inserted, and Canceled. |
Source |
The source planning system. |
This section discusses how to review receipt details.
Page Name |
Definition Name |
Navigation |
Usage |
PO_SS_VND_LIST |
Manage Orders, View Receipts |
Suppliers select a vendor to navigate to its receipt inquiry pages. This page is available only if more than one vendor is associated with the user. |
|
PO_SSSRCH_RECEIPTS |
Manage Orders, View Receipts Optionally select a vendor on the Review Receipts - Select Vendor page. |
Search for vendor receipts. |
|
PO_SSRECVLST |
Enter selection criteria and click the Search button on the Review Receipts - Filter Options page. |
Review receipt information and access receipt line details. |
|
PO_SSRECV_DETAILS |
Click a receiver ID link on the Review Receipts - Receipt Lines page. |
Review receipt line details. |
Access the Review Receipts - Receipt Details page (Manage Orders, View Receipts, click a receiver ID link on the Review Receipts - Receipt Lines page).
The system displays details for the selected receipt.
Receipt Status |
Values are Fully Received, Canceled, Closed Receipt, Hold Receipt, Moved to Destination, Open, PO Not Received (purchase order not received), or PO Partially Received (purchase order partially received). |
Net Receipt Quantity |
Net shipment quantity that was received (determined by the quantity received minus the quantity rejected minus the quantity returned). |
This section discusses how to:
Review invoice details.
Review receipt line information.
Page Name |
Definition Name |
Navigation |
Usage |
PO_SS_VND_LIST |
Review Payment Information, Invoices |
Suppliers select a vendor to navigate to its invoice inquiry pages. This page is available only if more than one vendor is associated with the user. |
|
PO_SSSRCH_INVOICES |
Review Payment Information, Invoices Optionally select a vendor on the Review Invoices - Select Vendor page. |
Search for vendor invoices. |
|
PO_SSREV_INVOICES |
Enter selection criteria and click the Search button on the Review Invoices - Filter Options page. |
Review general invoice information and access details for a specific invoice. |
|
PO_SSINVC_DETAILS |
Click an invoice number link on the Review Invoices - Invoice List page. |
Review invoice details and access other detail pages. |
|
PO_SSPYMNT_DETAILS |
Click a reference ID link on the Review Invoices - Invoice Details page. |
This page is a duplicate of the Review Payments - Payment Details page. |
|
PO_SSPO_LINES |
Click a PO number link on the Review Invoices - Invoice Details page. |
Review PO line details for the invoice and access other detail pages. |
|
PO_SSPO_SCHEDULE |
Click a line number link on the Review Invoices - Purchase Order Lines page. |
Review schedule details for the selected line. |
|
PO_SSRECV_LINES |
Click a received date link on the Review Invoices - Invoice Details page. |
This page is a duplicate of the Review Purchase Orders - Receipt Lines page. |
|
PO_SSRECV_DETAILS |
Click a receiver ID link on the Review Invoices - Receipt Lines page. |
This page is a duplicate of the Review Receipts - Receipt Details page. |
Access the Review Invoices - Invoice Details page (Review Payment Information, Invoices, and click an invoice number link on the Review Invoices - Invoice List page).
The system displays details for the selected invoice.
Invoice Header Details
Payment Status |
Values are To be Paid, Paid in Full, or Approved for Payment. |
Invoice Line Details
Static Amount |
Converted cost using a standard unit of measure (for example, rental cost per square foot) that is associated with a statistic code. |
Payment Schedule
Status |
Payment selection status. Values are Selected, Unselected, Paid, Canceled, Prepaid, Convert Error, Closed, Negative Voucher Sum, or In Process. |
Payments Made
Reference |
Click a value to access the Payment Details page, which displays additional payment information. |
Purchase Orders
Purchase Order |
Click a value to access the Purchase Order Lines page, which displays item details. |
Status |
Values are Initial, Open, Complete, Canceled, Dispatched, Approved, or Pending Approval. |
Receipts
Received Date |
Click a value to access the Receipt Lines page, which displays additional receipt details. |
Access the Review Invoices - Receipt Lines page (click a received date link on the Review Invoices - Invoice Details page).
The system displays details for the selected receipt line.
Status |
Values are Fully Received, Canceled, Closed Receipt, Hold Receipt, Moved to Destination, Open, PO Not Received, and PO Partially Received. |
Rej Reason (reject reason) |
DAM (damaged goods), FAL (failed inspection), INC (incomplete shipment), LAT (late shipment), RLY (early shipment), or WRG (wrong goods or services). |
This section discusses how to view payment details.
Page Name |
Definition Name |
Navigation |
Usage |
PO_SS_VND_LIST |
Review Payment Information, Payments |
Suppliers select a vendor to navigate to its payment inquiry pages. This page is available only if more than one vendor is associated with the user. |
|
PO_SS_SEARCH |
Review Payment Information, Payments Optionally select a vendor on the Review Payments - Select Vendor page. |
Search for vendor payments. |
|
PO_SSPYMNTLST |
Enter selection criteria and click the Search button on the Review Payments - Filter Options page. |
View a list of payment information that meets the search criteria and access details for a specific payment. |
|
PO_SSPYMNT_DETAILS |
Click a reference link on the Review Payments - Payments Made page. |
Review payment details. This page is a duplicate of the Review Invoices - Payment Details page. |
Access the Review Payments - Payment Details page (Review Payment Information, Payments, and click a reference link on the Review Payments - Payments Made page).
The system displays details for the selected payment.
Method |
Payment methods include:
|
Pay Status |
Values are To be Paid, Paid in Full, or Approve for Payment. |
This section discusses how to:
View account balances by currency.
View invoice account balance details.
Page Name |
Definition Name |
Navigation |
Usage |
PO_SS_VND_LIST |
Review Payment Information, Account Balances |
Suppliers select a vendor to navigate to its account balance inquiry pages. This page is available only if more than one vendor is associated with the user. |
|
PO_SSVNDRBALST |
This page appears only if the supplier has outstanding vouchers in different currencies. Otherwise, the Account Balances - Invoice List page appears. |
View account balances, including the currency in which each balance is shown. |
|
PO_SSVNDRBAL_DTL |
Select a vendor on the Account Balances - Select Vendor page. Click a gross amount link on the Account Balances - Balances by Currency page. |
Review general invoice account balance information and access details for a specific invoice. |
|
PO_SSINVC_LINES |
|
Review account balance details. |
Access the Account Balances - Balances by Currency page (Review Payment Information, Account Balances). This page appears only if the supplier has outstanding vouchers in different currencies.
Gross Amount |
For all outstanding vouchers for the selected vendor. Click a gross amount link to access the Account Balances - Invoice List page, which displays the invoices that are included in the gross amount for this vendor and currency. |
Access the Account Balances - Invoice Details page (click an invoice number link on the Account Balances - Invoice List page).
The vendor name and gross amount appear if you selected them on the Account Balances - Balance by Currency page. Otherwise, the vendor from the Account Balances - Select Vendor page appears.
The system displays detailed information for each invoice in the list.
Payment Schedule
Status |
Payment selection status. Values are Selected, Unselected, Paid, Canceled, Prepaid, Convert Error, Closed, Negative Voucher Sum, and In Process. |