Understanding Buyer Registration
A buyer is a buying entity with the ability to enter, review, and dispute invoices, and to create payments once all business conditions are satisfied. An organization may have one or multiple buying entities. Each buyer must be registered in the system before processing any transactions, and a valid agreement with one or more suppliers must exist before processing PeopleSoft eSettlements self-service and XML invoice transactions.
Note: You can still create invoices in PeopleSoft Payables without a valid agreement in PeopleSoft eSettlements.
If you have already enabled a batch of PeopleSoft Payables business units, you can reuse a buyer template to enable individual business units as PeopleSoft eSettlements buyers. You can use a single buyer template for all of your business units if the default account is the same for all of them.
When creating a new buyer, the SetID that the system populates for the location record group FS_26 and the ship-to location record group PO_04 is the same SetID value as the default SetID that appears on the Review Buyer Details - Registration page. It comes from the user preferences of the user creating the buyer.
The steps you take to register buyers depends on the model that you are implementing.
Buyer Direct Model
In the Buyer Direct model, you can create buyers three ways:
Enable all of your PeopleSoft Payables business units as PeopleSoft eSettlements buyers in batch. A different topic discussed this method.
Note: Although you may have already run the processes to enable a batch of PeopleSoft Payables business units as PeopleSoft eSettlements buyers, you must still, for each individual business unit, specify the monetary amounts for each level of approval and associate each level with an approver, define line-level approval rules, complete ChartField configurations, and review or update the email notifications.
Enable an existing PeopleSoft Payables business unit online by specifying registration information, approval rules, and ChartField configurations.
Note: When you enable a PeopleSoft Payables business unit as a buyer requiring invoice approval, the process populates the Business Process and Rule Set fields in the Approval Rules group box on the Vouchering Options 1 page, but it allows the approval amounts to vary by PeopleSoft Payables business unit. When you activate the PeopleSoft eSettlements invoice approvals, you are, in effect, activating approvals for all the PeopleSoft Payables business units that use the Payables options.
Create a new buyer, which in turn creates a PeopleSoft Payables, Purchasing, and General Ledger business unit with the same name and procurement processing options as those of the new buyer. You also build a one-to-one relationship between the PeopleSoft Payables and PeopleSoft General Ledger business units in a similar fashion as registering a buyer in the Business Service Provider model.
Business Service Provider Model
In the Business Service Provider model, you create buyers one at a time, and you must completely populate the buyer template beforehand. In addition, you must set up a bank account for the buyer before completing the information in the Registration component, including bank specification, approval and matching rules, and ChartField configurations (if applicable).
Note: When you create a new buyer, the system populates the duplicate invoice checking options. Users with access can change these default options by selecting
The host administrator sets up a buyer administrator for each buying entity (buyer). Buyer administrators, once created by the host administrator, complete registration for their organizations by specifying matching preferences and other processing options.
When you enable a Payables supplier as an eSettlements supplier you are accepting the values already set up for that supplier. But when you create a supplier using PeopleSoft eSettlements pages, and you want to specify to use evaluated receipt settlement (ERS), you must first set up this option using the Procurement Control - ERS Options page and the Payables Definition - Voucher Build page.
Business Unit Options in Both Models
PeopleSoft supports the sharing of PeopleSoft Payables business unit options by SetID. When you create a new buyer or enable an existing PeopleSoft Payables business unit and specify invoice header approvals, the system populates the PeopleSoft Payables business unit options with the PeopleSoft eSettlements approval rules (however defined). This is true in both models.
In the Buyer Direct model, however, if you decide to share PeopleSoft Payables business unit options, all buyers associated with those options have the same approval rules populated in PeopleSoft eSettlements (at the time you create a buyer or enable a business unit). Therefore, all buyers associated with particular PeopleSoft Payables business unit options have the same approval rules, but the approval amounts and roles—set up during buyer registration—vary by buyer.
If you don't want a certain buyer to have header approvals, deselect the Invoice Approval Required check box on the Review Buyer Details - Notifications and Approvals page. By doing so, you ensure that even if the buyer is associated with PeopleSoft Payables business unit options that do have voucher approval rules, those vouchers do not require approval.
Because this scenario only applies to PeopleSoft eSettlements, if you do have PeopleSoft Payables business units that are not and will not be enabled as PeopleSoft eSettlements buyers, and you have PeopleSoft eSettlements buyers, and both your PeopleSoft Payables business units and your PeopleSoft eSettlements buyers share the same business unit options, vouchers for your PeopleSoft Payables business units need to be routed for approval.
In such cases Oracle recommends that you not share options between your PeopleSoft Payables business units that do not require approval, and your PeopleSoft eSettlements buyers that do require approval.