Creating Buyers
To create buyers, use the following components:
Review Buyer Details (EM_BUY_REG_TBL)
Review Buyer Details Inquiry (EM_BUYER_INQUIRY)
Define Buyer Notifications (EM_B_NOTIFY_SETID)
Secure Buyer Banks (EM_SEC_BU_BANK)
This section provides an overview of buyer creation and discusses how to select a buyer creation method, enter buyer information, enter address information, enter bank information, enter approval and matching rules, define invoice line approval rules, enable ChartFields, specify buyer notifications, and finally assign banks to buyers.
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Page Name |
Definition Name |
Usage |
|---|---|---|
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EM_BUYER_ADD |
Select the buyer registration option. |
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Existing Buyers |
EM_BUYER_INQRY |
View a list of existing buyers. |
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EM_BUY_REG |
Create or complete the buying entity and define processing preferences. |
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EM_BUY_REG_ADDR |
Enter address information. |
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EM_BUY_REG_BNK |
Enter bank information for new buyers, and view bank information for existing PeopleSoft Payables business units you are enabling as buyers. |
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EM_BUY_APPR_RULES |
Specify matching and approval rules requirements. Inbound transactions reference the agreement information to determine approval processing. When enabling a PeopleSoft Payables business unit, this page is not available because matching controls were established at the PeopleSoft Purchasing business unit level. |
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EM_BUY_LINE_APPR |
Define invoice line approval rules by selecting fields to route invoice lines for approval and corresponding responsible operational roles. |
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EM_BUY_REG_CFS |
Specify supplier access to ChartFields on self-service invoices. |
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EM_B_NOTIFY |
Set up buyer notifications. This link is enabled only after a new buyer is saved. |
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EM_SEC_BU_BANK |
Specify buyer bank account access for the Business Service Provider model. |
The Enable AP BUs & Suppliers for BD (enable payable business units and suppliers for buyer direct model) Application Engine process (EM_ENABLE_BU) creates PeopleSoft eSettlements buyers from PeopleSoft Payables business units and suppliers from supplier information. In the Buyer Direct model, since you have already run this program, the system uses the existing buyer template and supplier information. However, you must still specify approval amounts, approvers, line-level approval rules, and notification preferences. If you use the Review Buyer Details component in PeopleSoft eSettlements to create a new buyer, the ship to location associated with the business unit is created as tax exempt, and you must establish appropriate sales tax codes for the buyer ship to location.
If you enable an existing PeopleSoft Payables business unit in the Buyer Direct model, the sales tax codes are already established, and the system uses these default tax codes.
Note: When registering a new buyer in the Buyer Direct model, if the Dynamic Pricing module is installed, you must update the PeopleSoft Purchasing business unit and associate a dynamic pricing business unit with the PeopleSoft Purchasing business unit.
In the Business Service Provider model, the buyer registration process is initiated by the host administrator and completed by the buyer administrator. In both the Business Service Provider model and Buyer Direct model, the process of creating a new buyer populates several underlying PeopleSoft tables, creating PeopleSoft Payables, Purchasing, and General Ledger business units for each buyer along with procurement processing options. The process also establishes tableset sharing for each buyer. You can modify the tableset sharing parameters for each buyer by selecting The system establishes sales tax defaults of Exempt for the buyer. If this buyer is not exempted from sales tax, then you must establish appropriate sales tax codes for the buyer ship to location (which has the same ID as the buyer ID). To do so, select and click the Sales/Use Tax link.
If you enable an existing PeopleSoft Payables business unit in the Buyer Direct model, the sales tax codes are already established, and the system uses these default tax codes.
The host administrator determines a given buyer's access options. Once you create a buyer, you associate the buyer with bank account details and enable security to these bank accounts. Depending on the buyer's subscriptions, you may also need to establish a pay cycle for the new buying entity and enable security for the pay cycle.
While completing registration, the buyer administrator may select different bank details; however, registration information previously specified by the host administrator cannot be altered by the buyer administrator.
Instant messaging capability can be enabled, but it functions in PeopleSoft eSettlements only when the particular instant messaging provider's system is operational. When the buyer administrator enables instant messaging access, users for whom they enable the feature must also install the public version of Yahoo! Messenger, Sametime Connect, or the America Online instant messenger on their desktops, and must have a user ID for the chosen instant messaging provider.
If an instant messaging connection fails because the chosen provider's network is down, users should contact the instant messaging provider.
Use the Create New Buyer page (EM_BUYER_ADD) to select the buyer registration option.
Navigation:
To create a new buyer in a Buyer Direct model:
Under Buyer Registration Options, select Create a New Buyer and click Continue.
Enter a buyer ID in the Buyer field.
This value is used as the identifier when accessing buyer transactions throughout the system. You must establish a buyer ID for each buyer you set up.
Click Add.
To enable an existing PeopleSoft Payables business unit:
Under Buyer Registration Options, select Enable an AP Business Unit as an eSettlements Buyer, and click Continue.
Click a link in the Business Unit column.
Use the Review Buyer Details - Registration page (EM_BUY_REG) to create or complete the buying entity and define processing preferences.
Navigation:
Select the Create a New Buyer option on the Create New Buyer page.
Click Continue.
Enter a buyer ID and click Add.
Select the Enable an AP Business Unit as an eSettlements Buyer option on the Create New Buyer page.
Click Continue.
Click a Business Unit column link.
This example illustrates the fields and controls on the Review Buyer Details - Registration page (1 of 2). You can find definitions for the fields and controls later on this page.
This example illustrates the fields and controls on the Review Buyer Details - Registration page (2 of 2). You can find definitions for the fields and controls later on this page.
Subscription Registration
Field or Control |
Description |
|---|---|
Default SetID |
Displays the default from the administrator's preferences. The SetID determines tableset processing for the buyer. During buyer creation, the system establishes the required tableset sharing parameters for each buyer, and you can refine these further. |
Buyer Name and Short Name |
Enter a name for the system to use on all pages where buyer ID appears, and enter a shorter name to use on pages where space is limited. Note: These fields populate automatically if you are enabling an existing PeopleSoft Payables business unit. |
Template ID |
Enter the ID for the buyer template associated with the buyer and from which default and control values for buyer registration and transactions originate. |
As of Date |
Enter the date that you register the buyer in the system. Note: This value appears by default from the as of date of the PeopleSoft General Ledger business unit if you are enabling an existing PeopleSoft Payables business unit. |
Currency |
Enter the primary currency for this buyer's transactions. Note: PeopleSoft eSettlements records transactions in both transaction currency and base currency, though each buying entity (buyer) can have only one base currency. |
Rate Type |
Enter a type to use for currency conversion between the transaction and base currencies, and to use as the default on all transactions for the buyer. |
Business ID Numbers
Information in this group box is optional.
Field or Control |
Description |
|---|---|
ID Type |
Select a business ID type, such as Company Identification Number, DUNS Number, Fiscal ID - Company - Italy, SIREN Number - France, or Tax Identification Number. |
ID Number |
Enter the actual business ID number. |
Add ID |
Click this button to add additional ID numbers. |
Bank Information
This information is available only if you are creating a new buyer in the Buyer Direct model.
Field or Control |
Description |
|---|---|
Bank and Bank Account |
Enter one of each. You must set up these values prior to associating the bank codes with the buyer. Only in the Business Service Provider model must you establish buyer bank security to provide each buyer access to bank account information. |
Payment Method |
Select a method for this account. The methods available are those already established for the selected account. |
All bank and payment information is used to provide default values at the agreement level, although you can change it there.
Note: To provide international and domestic electronic funds transfer (EFT) payment layouts for the same bank account, you must have established an external bank account for each layout. A bank account can have only one layout.
Buyer System Access
Field or Control |
Description |
|---|---|
Invoice Processing |
For the Business Service Provider model, select to load invoices into PeopleSoft eSettlements. |
Reporting Access |
For the Business Service Provider model, select to subscribe to PeopleSoft eSettlements system report processing. |
Instant Messenger Access |
Select to enable users to participate in instant messenger chats, which are useful in dispute resolution. Note: Selecting this check box enables access to all the instant messaging suppliers; there is no security for a given provider at the buyer level. However, users with an instant messaging ID from a given provider only have access to that provider's network. For example, if a user only has an ID set up with Sametime Connect, that user cannot view users that have only a Yahoo! Messenger ID. See PeopleTools: PeopleSoft MultiChannel Framework. |
Access to Review Invoices |
For the Business Service Provider model, select to enable buyers to review invoices in various summarized formats. |
No Banner Management |
Select to prevent banners from appearing on each web page. Otherwise, the buyer is presented with advertising banners as defined by the administrator during banner management setup. Banners are available in both models. |
Payments By eSettlements |
For the Business Service Provider model, select to enable payments to be generated through PeopleSoft eSettlements. If not selected, it is implied that payments are made outside PeopleSoft eSettlements, and the External Payments Application Engine process (EM_PAY_XTRNL) thus processes related invoices. This process only closes undisputed invoices that are both Approved and Matched. If this check box is not selected, this buyer is not included in any pay cycles. The External Payments process must be run to indicate payments have been made. This process only closes undisputed invoices that are both Approved and Matched. |
Invoice and Payment Extract
Field or Control |
Description |
|---|---|
ERP Integration File (enterprise resource planning integration file) |
Select to enable invoice and payment information to be extracted for integration with an external financial management system. An invoice extract run control is automatically created and named for the extract frequency selected. |
Report Type |
Specify the file output format of the extract reports by selecting Fixed Format or XML File. |
Extract Frequency |
Select Bi weekly, Daily, Monthly, Weekly, or Yearly to define the interval at which invoices are extracted. |
Invoice Extract Status |
Select Any Status Change, Approved, Matched and Approved, Matched and Pending Approval, Paid, or Pending Approval to define the status of the invoices that the system extracts. |
Pay Cycle Options
Field or Control |
Description |
|---|---|
Pay Cycle Approval Required |
Select to require approval by an authorized payment approver in order to approve payments. |
Self-Service Pay Cycle |
For the Business Service Provider model, select to enable the buyer to review vouchers for payment, and reject and approve vouchers for payment before payment creation. If this is selected but Pay Cycle Approval Required is deselected, the buyer is responsible for establishing, maintaining, and processing pay cycles. In such cases, the host administrator must enable access to the pay cycle pages. |
Automated Pay Cycle |
For the Business Service Provider model, select to process payments without buyer intervention such that payments are all, in effect, preapproved. If you select this option, you must also specify the pay cycle frequency to define how often the buyer has payments created. The host administrator references this information when creating pay cycles for the buying entity. |
Pay Cycle Frequency |
For the Business Service Provider model, select the interval at which pay cycles are run and payments created: Bi Weekly, Daily, Monthly, or Weekly. |
Modify Buyer |
Click this button to modify information for an existing buyer. |
Proposal Options
If you are using Dynamic Discounting, complete these fields.
Field or Control |
Description |
|---|---|
Expiration Days |
Enter the number of days beyond the creation date of the proposal or offer for the expiration date of the proposal or offer. For example: a proposal is created on August 13, 2009 and the Expiration Days parameter is set to 7 days, 7 days will be added to the creation date and the proposal expiration date will be set to August 20, 2009. These dates can later be overridden by the supplier or buyer if required. |
Proposal Number Last Used |
Displays the last proposal number used. |
Payment Terms ID |
Select the payment terms to default into a new proposal or offer. You can add as many payment terms as needed to the grid, but you can only select one to default to the proposal. |
Create a New Buyer |
Click this button to register the buyer once you complete the subscription, bank, and system access options. This button appears when a new buyer ID is added to the system. Clicking this button or the Modify Buyer button also creates and modifies a corresponding invoice extract run control record based on the data extract selections. |
Unregister Buyer |
Click this button to unregister this buyer. This button is unavailable if an invoice has already been created for the buyer. |
Invoice Options
Field or Control |
Description |
|---|---|
Invoice Backdate Days |
Enter the number of invoice backdate days. The buyer can establish the number of days an invoice date can be back dated. Note: In Review Invoice search page, if the datetime stamp the invoice is entered minus the invoice date of the invoice is greater than the Invoice Backdate Days, the invoice row in the search list will be shown with an icon to the right of the Invoice Date. The icon indicates that at the time the invoice was entered, the invoice date exceeds the Invoice Backdate Days field and hence the invoice date needs to be reviewed. Click on the icon to open a secondary page that displays the current Invoice Date, the Date the invoice was entered and the Backdate date. |
Warning |
Select this option to trigger a warning message at self service invoice entry to the Supplier. If the result of the (current system date minus entered invoice date) calculation exceeds the number of days entered in Invoice Backdate Days field, then a message will be displayed indicating that the invoice date entered exceeds the acceptable date range. The invoice can be still saved. |
Error |
Select this option to trigger an error message at self service invoice entry to the Supplier. If the result of the (current system date minus entered invoice date) calculation exceeds the number of days entered in Invoice Backdate Days field, an error message will be displayed and the user will be prevented from saving the self service invoice. The supplier will need to modify the invoice date entered. |
Transaction Age
Field or Control |
Description |
|---|---|
Transaction Count |
User can select the default count or specify a new transaction count. |
Activate Transaction Limits |
Select the check box to activate transaction limits. |
Transaction Age |
Enter the age of the transactions to be selected in Years, Months and Days. |
See the product documentation for PeopleTools: MultiChannel Framework and PeopleTools: Security Administration
Use the Review Buyer Details - Address page (EM_BUY_REG_ADDR) to enter address information.
Navigation:
Select the Address tab from the Review Buyer Details - Registration page.
If you are creating a new buyer, enter all address information. If you are enabling an existing PeopleSoft Payables business unit, the information populates automatically from the location associated with the PeopleSoft Payables business unit.
Use the Review Buyer Details - Bank Information page (EM_BUY_REG_BNK) to enter bank information for new buyers, and view bank information for existing PeopleSoft Payables business units you are enabling as buyers.
Navigation:
Select the Bank Information tab from the Review Buyer Details - Registration page.
In the Buyer Direct model, when you are enabling a PeopleSoft Payables business unit, the bank information from the PeopleSoft Payables business unit option populates this page by default. You cannot update the fields, because this information is driven by SetID, and changing it here would affect business units that share the same SetID. The system uses this information as the default when creating agreements for this buyer.
If you need to change bank information in the Buyer Direct model, you must update the PeopleSoft Payables information for bank code, bank account, payment method, or all three. Changing the bank information at the Payables options level does not change the existing bank information on created agreements. If bank information needs to be changed once an agreement is created, you must update the bank information on each agreement.
In the Business Service Provider model, you can update these fields, but you can only enter information on this page after establishing buyer bank security. The system uses the bank information as the default for new agreements. To update the information after an agreement is created, you must update each agreement with the new details.
Use the Review Buyer Details - Notifications and Approvals page (EM_BUY_APPR_RULES) to specify matching and approval rules requirements.
Inbound transactions reference the agreement information to determine approval processing.
Navigation:
This example illustrates the fields and controls on the Review Buyer Details - Notifications and Approvals page. You can find definitions for the fields and controls later on this page.
Processing Options
Field or Control |
Description |
|---|---|
Use Payables for Approval |
Select to follow the Payables Approval process for header level approval. All the configuration options and parameters related to the eSettlements approval will be hidden. |
Invoice Approval Required |
Select to require approval for invoices. If selected, you must also define approval limits and approver roles at each level. |
Number of Approval Levels |
Select 1, 2, or 3 to define your approval hierarchy. Leave blank if no invoice approval is required. |
Allow pre-approved invoices |
Select to permit invoices less than a maximum monetary amount to bypass the approval step. If selected, add a value in the Maximum amount for pre-approved invoices field. |
Notification Reminder Days |
Enter the number of days to elapse before approval email notification reminders are sent. |
Define Buyer Notifications |
Click this link to establish or modify email notifications for the buyer. This link is enabled after a new buyer is created. |
Maximum amount for pre-approved invoices |
Enter the highest amount an invoice can be before it requires approval in the Approval Amount column field. |
Maximum amount Approver 1 can approve |
Select an accounting-oriented approver role, for header approvals in the Role Name column field. In the Approval Amount column field, enter the maximum amount that the first approver can approve. Additional levels appear corresponding to your Number of Approval Levels selection. Saving the page automatically sets the maximum approval amount at the last approval level. Note: Only roles assigned to the buyer accountant and buyer user role types are available for selection. |
Invoice Line Approval Required |
Select to require line-level approval for invoices. Note: The Invoice Approval Required check box must be selected to utilize invoice line approvals. |
Invoice Line Approval Rules |
Click this link to define fields and role names that govern invoice line approval and notifications. |
Matching Process
Field or Control |
Description |
|---|---|
Requires Matching and Match Rule |
Select and specify these values for the Buyer Direct model, only when creating a new buyer, because at that time you are also creating a new PeopleSoft Purchasing business unit. (You cannot select and specify these values when enabling a PeopleSoft Payables business unit as a buyer.) During processing, the match rule control is determined from either the PeopleSoft Purchasing business unit or from the supplier. Select the check box for the Business Service Provider model, and specify a match rule control if a buyer requires that invoices be matched to purchase orders and receipts. This specification provides default values on the agreements. You can use a delivered match rule control or set up your own. Note: When you register a new buyer, the eSettlements Matching Process check box at the installation level controls whether separate invoice matching and approval is required, or if a matched invoice is automatically considered approved. Selecting this installation-level check box means that separate matching and approval are required. When creating a new buyer, the process automatically selects the Payables Matching for Voucher Approval check box, enabling you to define the condition using the eSettlements check box. When enabling an existing PeopleSoft Payables business unit, ensure that the Matching for Voucher Approval check box (in PeopleSoft Payables) is selected so that you can then use the eSettlements check box to control whether or not PeopleSoft eSettlements invoices require separate matching and approval. To access the page in PeopleSoft Payables where the Matching for Voucher Approval check box is located, select |
Use the Buyer Information - Invoice Line Approval Rules page (EM_BUY_LINE_APPR) to define invoice line approval rules by selecting fields to route invoice lines for approval and corresponding responsible operational roles.
Navigation:
Click the Invoice Line Approval Rules link on the Review Buyer Details - Notifications and Approvals page.
Invoice Line Approval Rules
Field or Control |
Description |
|---|---|
Field |
Select a field to define which invoices the system routes for line-level approval. The system routes invoices that have values in these fields to the appropriate line-level approvers. |
Role Name |
Select an operational role to receive invoices that contain values in the corresponding Field that you selected. |
Use the Review Buyer Details - ChartField Configuration page (EM_BUY_REG_CFS) to specify supplier access to ChartFields on self-service invoices.
Navigation:
Select the ChartField Configuration tab from the Review Buyer Details - Registration page.
Note: To access this page, you must first select the Expose ChartFields to Supplier check box on the Installation Options - eSettlements page. If the Expose ChartFields to Supplier check box is not selected during implementation and you subsequently create a new buyer after first selecting the check box, you should review all existing buyers and verify that their information on the Review Buyer Details - ChartField Configuration page is accurate. After verifying the information, save the page—even if you have not made any changes.
See Installation Options - eSettlements Page.
Field or Control |
Description |
|---|---|
ChartField Name and Supplier Access |
For the available ChartFields, specify supplier access: Display Only, Editable, or No Access. This value defines which ChartFields appear on supplier self-service invoices. Because you determine supplier access at the agreement level, this selection specifies only whether suppliers can view and edit particular ChartFields. |
Note: If the voucher source is XML, users cannot view ChartFields.
If you implement PeopleSoft eSettlements with PeopleSoft Project Costing, you can specify supplier access for the Project ChartField and the following six project-related ChartFields:
Activity ID
Analysis Type
Category
PC Business Unit (project costing business unit)
SubCategory
Source Type
Note: If PeopleSoft Project Costing is not installed, users only have access to control the Project ChartField.
Use the Define Buyer Notifications - Define Notification Types page (EM_B_NOTIFY) to set up buyer notifications.
Navigation:
Click the Define Buyer Notifications link on the Review Buyer Details - Notifications and Approvals page.
Note: The email notifications you establish here for the buyer provide default values at the agreement level. At the agreement level, users can override the defaults and choose different routings for the particular supplier with which they are establishing an agreement.
Upon receiving any email notification and clicking the link it contains, if the system returns an authorization error message you must add the component the user is trying to access to a permission list that is attached to the user's ID. Alternatively, you can add another role that already has access to the component to the user's ID.
Note: If an invoice does not have a requester ID specified at the invoice header level, the Invoice Verification process uses the requester ID specified in the setup. Otherwise, the requester ID on the invoice header is notified.
Eleven notification types appear on this page.
Note: In either model, at the SetID level, the administrator and user assigned the role type of buyer administrator can enable and define routings.
You must set up the Agreement type because it notifies the supplier to review and accept the agreement; all others are optional:
Agreement
Invoice Load - Errors
Invoice Load - No Errors
Invoice Extract - Buyer
Invoice Verification
Note: For the Invoice Verification notification type only, you can also select Requester as the Type. If you select Requester, the system uses this value as the default recipient if an invoice does not have a requester specified. If an invoice does have a requester specified, that person is notified when invoices require verification. Any other user ID or role specified in the routings also receives the notification.
Match Exception - Buyer
Match Exception - Supplier
Dispute - Invoice Lines
Dispute - Payment Schedules
Payments Awaiting Approval
Payment Create and Cancel
These notifications contain four common fields.
Field or Control |
Description |
|---|---|
To/cc (to or carbon copy) |
Specify whether the notification is sent to the recipient (user ID or role) that you define, or whether the specified recipient receives a copy of the email. |
Type |
Specify the recipient type to which to route the notification: Role or User ID. Note: If the user selected does not have access to the business unit, the user does not receive the email notifications. You enable business unit access on the user profile. |
Recipient |
Enter the recipient of the respective email notification. The available selections are dependent upon your Type selection. |
Recipient Name |
Displays the recipient selection name. |
Note: If you do not want to send notifications to a buyer, deselect all the notification type check boxes.
The following six notification types also contain a Days Before Sending Reminder field, in which you define the number of days that can elapse before the system sends a reminder email notification referencing the particular notification type activity.
Invoice Load - Errors
Note: The system sends the Invoice Load - Errors notification type for recycled invoices and for pre-edit errors in the Voucher Creation process, and for subscription PeopleCode errors for electronic invoices (both OAG and XML messages).
Invoice Verification
Match Exception - Buyer
Match Exception - Supplier
Dispute - Invoice Lines
Note: The reminder days functionality for invoice line disputes is more robust than for the other notification types. In addition to automatically generating reminder email notifications, it handles situations unique to disputed invoice lines. These situations occur when multiple disputes by multiple users happen on the same line on the same day, and the users select the Notify Later Application Engine functionality (EM_NOTIF_LATR).
Payments Awaiting Approval
Use the Secure Buyer Banks - Assign Banks to Buyers page (EM_SEC_BU_BANK) to specify buyer bank account access for the Business Service Provider model.
Navigation:
Select the Bank and Account for the business unit.
Note: This step is required only in the Business Service Provider model. In the Buyer Direct model, bank security is achieved through standard PeopleSoft tableset sharing and SetID security.