Understanding Purchase Order Dispatch
With PeopleSoft eProcurement, you can dispatch purchase orders individually or in volume. You can dispatch from the online page or through a batch process. A purchase order must have a status of Approved and have passed the commitment control budget check to be eligible for dispatch.
You can dispatch purchase orders in PeopleSoft eProcurement using any of the following dispatch methods: print, fax, phone, email, or electronic data exchange (EDX). The EDX dispatch method can be used with or without a linked supplier.
The purchase order format determines the layout of the purchase order when it is printed, faxed, attached to an email, or electronically transmitted using EDX. To format the purchase order, you can choose between:
Oracle BI Publisher: The BI Publisher gives you the flexibility of changing the purchase order formats by choosing different report template IDs for different types of purchase orders. The template ID for dispatched purchase order can be defined at the system-level, business unit level, or on the run control for the dispatch process. To use the BI Publisher for purchase orders in both PeopleSoft eProcurement and PeopleSoft Purchasing, select the Enable BI Publisher check box on the Purchasing page of the Installation Options component.
See PeopleTools: BI Publisher for PeopleSoft
SQR Report: The SQR programming language is the default method used to format purchase orders. To use SQR report for purchase orders in both PeopleSoft eProcurement and PeopleSoft Purchasing, deselect the Enable XML Publisher check box on the Purchasing page of the Installation Options component.
Both PeopleSoft eProcurement and PeopleSoft Purchasing provide several different dispatch methods depending on your business needs. The dispatch method for purchase orders uses a default from the Purchasing Options - Purchasing Processing Options page or the Supplier Information - Procurement Options page. You can change the dispatch method on the purchase order manually.
The following diagram illustrates the dispatch methods for PeopleSoft eProcurement, including print, fax, electronic data exchange (EDX), email, and phone.
This diagram illustrates the dispatch methods for PeopleSoft eProcurement.
The dispatch methods available in PeopleSoft eProcurement are:
Term |
Definition |
|---|---|
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A purchase order with the dispatch method of Print uses the dispatch process to print the purchase order and set the purchase order status to Dispatched. You can choose to format the printed purchase order using the SQR report (default) or BI Publisher. |
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Fax |
A purchase order with the dispatch method of Fax uses the dispatch process to set the purchase order status to Dispatched and create two files; a purchase order file and a fax control file. These files are created in the location that you specify on the File Locations page (Set Up Financials/Supply Chain, Common Definitions, File Locations and Images, File Locations). In addition, the fax dispatch method requires a third-party fax software to handle the output files. A purchase order cannot be dispatched using fax if the fax number is not available on the purchase order or the supplier profile. Please check the log file for those purchase orders that are not dispatched. For more information about dispatching by fax, see Preparing to Dispatch by Fax and Email. |
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A purchase order with the dispatch method of Email uses the dispatch process to set the purchase order status to Dispatched and to create a purchase order file in the location that you specify on the File Locations page. The Email process (PO_PO_EMAIL) picks up the output file from the specified location and sends out an email message with the purchase order as an attachment. For more information about dispatching by email, see Preparing to Dispatch by Fax and Email. The Email process sends the email to the address that you specify in the Email ID field on the Supplier Information - Contacts page. If you do not specify a supplier contact on the purchase order, the Email process sends the email to the address that you specify in the Email ID field on the Supplier Information - Address page. A purchase order cannot be dispatched using email if the email ID is not available on the purchase order or the supplier profile. Please check the log file for those purchase orders that are not dispatched. When a message is sent successfully, it is removed from the email queue table; however, the purchase order output files are not deleted. Note: The email dispatch method is designed to work with a SMTP gateway. The settings for the SMTP gateway must be entered when you set up a PeopleSoft Process Scheduler server. |
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Phone |
A purchase order with the dispatch method of Phone uses the dispatch process to change the purchase order status to Dispatched. |
EDX |
A purchase order with the dispatch method of EDX uses the dispatch process to update a series of EC outbound staging tables, including; PS_PO_HDR_OUT_EC, PS_PO_LINE_OUT_EC, and PS_PO_SHIP_OUT_EC. A service operation within the PeopleSoft Integration Broker is required to deliver purchase orders to the recipients through designated channels. The publishing of the outbound data (using a service operation) is sometimes a separate process and sometimes combined with the initial process. There are several ways to dispatch an EDX purchase order depending on the supplier setup and destination of the purchase order. The EDX dispatch methods are explained below. |
The EDX dispatch methods available in PeopleSoft eProcurement are:
Term |
Definition |
|---|---|
EDX without a linked supplier |
A purchase order is transmitted to a supplier who is not defined as a linked supplier in PeopleSoft eProcurement by:
|
EDX to a Marketplace supplier |
A Marketplace is an electronic trading community in which buyers and sellers use a common internet portal. When you connect PeopleSoft eProcurement to a Marketplace, you can pass purchase orders from PeopleSoft eProcurement and PeopleSoft Purchasing to a Marketplace where suppliers receive the orders and review them. In order to use this method, the supplier must be set up as a marketplace supplier in PeopleSoft eProcurement, including on the Linked Suppliers page (eProcurement, Administer Procurement, Maintain Supplier Integration, Linked Suppliers). For more information on setting up a Marketplace supplier, see Understanding the Integration Between a Marketplace and PeopleSoft eProcurement . Purchase orders are dispatched and transmitted to the Marketplace using the Process Marketplace Orders process (eProcurement, Buyer Center, Dispatch Purchase Orders, Marketplace). The Process Marketplace Orders process (PV_MS_PO_SEL) is an application engine process that dispatches the purchase orders and publishes them to the Marketplace using the PV_ORDER service operation within the PeopleSoft Integration Broker. You must use the xCBL 2.0 format to use this process. See Understanding the Integration Between a Marketplace and PeopleSoft eProcurement. |
EDX to the Oracle Supplier Network |
The Oracle Supplier Network (OSN) is an hosted service offering in which buyers and sellers use a common hub for exchanging and monitoring transactions. The following transactions are used in the integration to OSN; purchase orders, purchase order acknowledgements, change orders, advanced shipping notices, and invoices. When you connect PeopleSoft eProcurement to the Oracle Supplier Network, you can pass purchase orders from PeopleSoft eProcurement and PeopleSoft Purchasing to OSN, OSN passes the purchase orders to the suppliers who receive the orders and review them. In order to use this method, you must first setup the integration to OSN and define your suppliers as an OSN supplier on the Linked Suppliers page (eProcurement, Administer Procurement, Maintain Supplier Integration, Linked Suppliers). For more information on integrating with the Oracle Supplier Network, see Understanding the Integration Between the Oracle Supplier Network, PeopleSoft eProcurement, and PeopleSoft eSettlements . Purchase orders are dispatched and transmitted to the Oracle Supplier Network using the dispatch process to update the EC outbound staging tables. The purchase orders are published to OSN using the PV_ORDER service operation and the ORACLE_SN_ORDER routing within the PeopleSoft Integration Broker. |
EDX to a Direct Connect Supplier |
Direct connect enables PeopleSoft purchase orders to be dispatched directly to the supplier's website. If a supplier is defined as a direct connect supplier in PeopleSoft eProcurement, including on the Linked Suppliers page (eProcurement, Administer Procurement, Maintain Supplier Integration, Linked Suppliers), the system dispatches purchase orders associated with that supplier and electronically transmits them to the direct connect supplier using the cXML or xCBL formats. For more information on setting up a direct connect supplier, see Understanding Direct Connect Supplier Integration. A direct connect purchase order with the dispatch method of EDX, uses the dispatch process to update the EC outbound staging tables. The dispatch process then publishes the purchase orders to the supplier's website using the PV_ORDER_REQ service operation within the PeopleSoft Integration Broker. |
Using Dynamic Dispatch with the EDX Dispatch Method
The Dynamic Dispatch feature enables you to quickly adjust the structure of your outbound purchase order message to match different online XML standards of third-party systems. If the supplier is defined to use a EDX dispatch method on the Linked Supplier Setup page, the purchase order is dispatched and electronically transmitted to the correct website by using PeopleSoft Integration Broker. PeopleSoft Integration Broker makes it possible for you to adjust quickly to meet different online XML marketing standards that might be implemented by a supplier without making code changes.