Defining and Running the Invoice Extract Processes
This section provides an overview of the invoice extract run controls, discusses common elements of the run control pages, and discusses how to extract invoices.
|
Page Name |
Definition Name |
Usage |
|---|---|---|
|
Extract Buyer Invoices - Run Control Parameters Page |
EM_VCHR_EXTRACT |
Define run control parameter for the Buyer Invoice Extract Application Engine process (EM_VCHR_EXT) and run the process. You automatically create run controls when you register buyers, or you can manually create a run control from this page. |
|
EM_VCHR_EXT_VEN |
Define run control parameter for the Supplier Invoice Extract Application Engine process (EM_EXT_SELL) and run the process. You automatically create run controls when you register suppliers, or you can manually create a run control from this page. |
During the buyer and supplier registration processes, the host administrator can define the criteria for extracting invoice and payment data. This automatically creates a run control for the buyer or supplier with their specified parameters. The host administrator can schedule this process to run automatically, and the system forwards the dates specified on the run control for the next periodic run, which is specified during registration as the process frequency. The host administrator can also manually create on-demand run controls for which they can specify all extract criteria.
PeopleSoft eSettlements provides two invoice extract processes:
The Buyer Invoice Extract Application Engine process (EM_VCHR_EXT) creates a file with invoice and payment data for the buyer.
The Supplier Invoice Extract Application Engine process (EM_EXT_SELL) creates a file with invoice and payment data for the supplier.
For automatically created run controls—those defined during buyer or supplier registration—the run control ID and extract criteria populate by default and you cannot update them. If more than one buyer elects the same extract frequency, the information for those buyers also appears in the Buyer Extract Criteria group box.
Field or Control |
Description |
|---|---|
User ID |
Displays the role accessing the page. |
Description |
Enter a description for the run control. System Generated appears on the automatically created pages; on manually created (ad hoc) pages, you can enter any value. |
Last Extract Date |
Displays the last date the process was executed for the buyer. This date is also used as the beginning date range value for the next execution of the extract process. |
Extract Through |
Enter the maximum date value for the extract range. Invoices with a status change recorded between the specified date range will be extracted. |
Report Type |
Select Fixed Format or XML File to specify how the invoice and payment information is to be extracted. |
Invoice Extract Status |
Select an invoice status to extract. Options include: Any Status Change: Selects any invoices that have had a change to their matching, header approval, or payment status—or were recently loaded into the system—since the last extract. Approved: Selects any invoices that have had their header approved since the last extract. Matched and Approved: Selects any invoices that have been matched and approved at the header since the last extract. Matched and Pending Approval: Selects any invoices that have been matched but are still awaiting header approval since the last extract. Paid: Selects any invoices that have had installments paid (either within PeopleSoft eSettlements or externally) since the last extract. Pending Approval: Selects any invoices that have been created and are awaiting approval since the last extract. |
Use the Extract Supplier Invoices - Run Control Parameters page (EM_VCHR_EXT_VEN) to define run control parameter for the Supplier Invoice Extract Application Engine process (EM_EXT_SELL) and run the process.
You automatically create run controls when you register suppliers, or you can manually create a run control from this page.
Navigation:
Note: The Extract Buyer Invoices - Run Control Parameters page is similar to this page.
Field or Control |
Description |
|---|---|
Supplier SetID and Supplier |
Enter the SetID and code of the supplier for which you are creating the extract file. |
Supplier Location |
Select a location of the supplier for which to extract invoices. Leave this field blank to extract all invoices for a particular supplier. |
Note: When you first register a supplier, the system generates the same run control for each of that supplier's locations.