Creating Express Forms

To create express forms, use the Express Form Profile component (PV_EXP_APP_PROFILE).

This section provides an overview of how to create express forms using Supplemental Data Framework (SDF) and Application Designer. It also discusses how to link express forms to PeopleSoft eProcurement.

Page Name

Definition Name

Usage

Express Form Type Page

PV_EXP_APP_PROFILE

Link express forms to PeopleSoft eProcurement.

Maintain Supplemental Data Page

PV_SDF_OPTIONS

Provide access to Supplemental Data Framework.

To create an express form:

  1. Create a record definition in PeopleSoft PeopleTools with all the fields that you want on the express form.

    This record definition is created for a PeopleSoft application. The definition is made up of a rowset name and a record name and a group of child records that make up the fields for the express form page that users access to order forms. You can also hard code values into the rowset.

    The rowset name must be named &RS_REQ_ITEMS and the record must be named PV_EXT_ITEM_WRK. Required fields for the record include:

    • PRICE_REQ.

    • QTY_REQ.

    • CURRENCY_CD.

    • UNIT_OF_MEASURE.

    • CATEGORY_ID.

    • DESCR254_MIXED.

  2. Use a subpanel with the required fields to enter a requisition. It is attached to the record definition from step 1.

    Enter a default value for these required fields to be used if the requester does not enter a different value.

  3. Build the SQL table from the record definition and create the page definition.

    This defines the fields and layout of the express form itself. Enter all of the fields that you want the user to be able to complete. Be sure to include quantity and amount fields.

  4. Copy the page that you just created and save it as an inquiry page.

    The sample business card express form uses the PV_EXP_APP_PROFILE record. This provides a display-only page for the express form. Records that you create can be edited only by appropriate users and at appropriate points in the procurement process. To access the page, select eProcurement > Administer Procurement > Maintain Supplier Integration > Maintain Supplemental Data for supplemental data framework. Select eProcurement > Administer Procurement > Maintain Supplier Integration > Maintain Express Form Profile for application designer form.

  5. Define the component definition.

    The business card express form example uses PV_EXP_APP_PROFILE.

    The business card supplemental data card example uses PV_SDF_OPTIONS.

  6. Copy the page that you created and save it as an inquiry component.

  7. Add the two components to an existing menu definition.

  8. Use the Express Form Type page to link the two express forms delivered to the PeopleSoft eProcurement user interface.

    To access the page, select eProcurement > Administer Procurement > Maintain Supplier Integration > Maintain Express Form Profile. Make sure that you select the Activated? check box to activate the express form.

    To access supplemental data framework, select eProcurement > Administer Procurement > Maintain Supplier Integration > Maintain Supplemental Data.

  9. Enable the catalog type for the express form catalog type to establish a security setting for express forms.

    Use the Catalog Types page to enable express form security. To access the page, select eProcurement > Administer Procurement > Maintain Catalogs > Catalog Types and select the Enable check box.

  10. Enable menu security using permission list, roles, and user profiles.

    Express form is a type of catalog security. You must explicitly give permission to users for them to access and use express forms. Also, you must assign catalog security to a business unit. To assign catalog security, select eProcurement > Administer Procurement > Maintain Business Units > eProcurement Business Unit Actions > select EXPRESSFORM_SECURITY and then select the business unit to which you want to apply the security.

  11. Test the new express forms to ensure online functionality and data integrity by adding data to the express forms and confirming default values and prompt lists.

    The ChartField should appear as a default from the setup in step 2. The account usually comes from the item category definition.

  12. To retrieve the express forms in an item search or browse during requisition entry, define the express form search using the rule-based catalog maintenance feature.

This example illustrates the two sample express forms for requesting business cards in a requisition.

This example illustrates the fields and controls on the Business Card form created in Application Designer.

Adding Express Form to Requisition

This example illustrates the fields and controls on the Business Card form created using the Supplement Data Framework..

Business Card SDF

PeopleTools: Security Administration

Use the Express Form Type page (PV_EXP_APP_PROFILE) to link express forms to PeopleSoft eProcurement.

Navigation:

eProcurement > Administer Procurement > Maintain Supplier Integration > Maintain Express Form Profile

This example illustrates the fields and controls on the Express Form Type page. You can find definitions for the fields and controls later on this page.

Express Form Type page

This example illustrates the fields and controls on the Supplemental Data Form. You can find definitions for the fields and controls later on this page.

Supplemental Data Form

Use this page to link record definitions for express forms to the PeopleSoft eProcurement system. Define the page, menu, and component for the express form for both editable and inquiry-only versions. You can create different express forms for different uses and effective dates.

Note: The business card form is provided as an express form example, but it is not intended to be an express form template.

Field or Control

Description

Express Form ID

User defined form ID specified when creating the express form profile.

Effective Date

Defines the date on which the form is to be valid for use with PeopleSoft eProcurement.

Activated?

Select to indicate that this form is available for use.

Contact Name

Enter the contact person for this order.

Search Keywords

Enter a string of characters that can be used to search for this form. The system uses a space between strings to distinguish what makes up a string.

Role Action Security

Enter the eProcurement role action. The system uses this to further define access to the express form.

Application Designer Form

Field or Control

Description

Menu Name

Enter the menu definition for the express form page. Use this field to link the requisition Search Catalog page to the location of the express form. The menu, component, and page elements are part of a hierarchy in which each layer further defines parts of the menu.

Component Name

Enter the name of the component where the express form is located.

Page Name

Enter the record definition that you created for the express form.

Inquiry Menu Name

Enter the name of the inquiry menu definition that is used by this express form page for inquiries. Use this field to link the item description links to the location of the express form inquiry. You can view express forms using the Inquire Business Cards page. To access the page, select eProcurement > Procurement Application Admin > Maintain Supplier Integration > Inquire Business Cards.

Inquiry Component

Enter the component for express form inquiries.

Inquiry Page Name

Enter the record definition that is used for express form inquiries.

Image Name

Enter the file name of the image that you want to display on the requisition Search Catalog page for this express form.

Supplemental Data Form

Field or Control

Description

Menu Name

Pre-populated display-only field.

Component Name

Pre-populated display-only field.

Page Name

Pre-populated display-only field.

Inquiry Menu Name

Pre-populated display-only field.

Inquiry Component

Pre-populated display-only field.

Inquiry Page Name

Pre-populated display-only field.

Image Name

Enter the file name of the image that you want to display on the requisition Search Catalog page for this express form.

Note: More than one express form can use the same page definition but not the same express form type.

Note: Use the inquiry or display-only version of the express forms to enable users and suppliers to view orders without editing them.

You can also enter search terms and a description that helps users find the express form during catalog search.

Maintain Supplemental Data

Use the Maintain Supplemental Data page (PV_SDF_OPTIONS) to provide access to the supplemental data framework (SDF) for the user to define supplemental data forms.

Navigation:

eProcurement > Administer Procurement > Maintain Supplier Integration > Maintain Supplemental Data

This example illustrates the fields and controls on the Maintain Supplemental Data.

Maintain Supplemental Data

There are different levels in creating a supplemental data form. You can click the menu given and individually add values to the records and save it.

Define Record

Access the Define Record page by clicking on the Define Record menu on the Maintain Supplemental Data page. Define record values, field summary, and field detail for the form.

This example illustrates the fields and controls on the Define Record.

Define Record-Record

When you define a record the Status will be Activated. However you can change it to In Design if the record design is not complete.

Define Display Group

Access the Define Display Group page by clicking on the Define Display Group menu on the Maintain Supplemental Data page.

This example illustrates the fields and controls on the Define Display Group. You can find definitions for the fields and controls later on this page.

Define Display Group

Field or Control

Description

Base Record

User defined while searching for the display group. Select from the given list of base records.

Depending on the Base Record Name selected, the Left column and Right Column data is populated.

Assign Display Group

Access the Assign Display Group page by clicking on the Assign Display Group menu on Maintain Supplemental Data page.

This example illustrates the fields and controls on the Assign Display Group.

Assign Display Group

You can edit the sequence numbers for the display groups and reorder it. You can also define conditions for individual fields in the display group based on which the supplemental data will be displayed.