Understanding the PeopleSoft Purchasing Default Hierarchy
For each business unit that you define in PeopleSoft Purchasing, you establish default information used in all transaction processing. Depending on the fields that you define, you can specify default information at each applicable level in the hierarchy or have default fields obtain their values from default values designated at less-specific levels in the hierarchy.
PeopleSoft Purchasing provides default capability for those values that are relatively static in nature (values that remain the same in everyday operations and would become repetitive to enter for every transaction). For example, if you set up the ChartField defaults with the most appropriate values for the items, categories, and requesters, theoretically, you have little need to navigate to the requisition's distribution level to enter any values. The ChartField values at that level are set by default.
PeopleSoft defaults operate in two parallel areas: transactions and items.
Transaction defaults begin at the more-specific buyer level in the hierarchy and end with the most-general user level.
Item defaults begin at the most-specific ship to level and end at the most-general item category level.
This list illustrates an overview of the PeopleSoft Purchasing transaction default hierarchy, where each level represents a factor in the procurement process that can provide a transaction default value:
Level One: Buyer.
Level Two: Requester.
Level Three: Supplier.
Level Four: Purchase Order Origin.
Level Five: Business Unit.
Level Six: User.
The first level, represents the buyer level, one of the most specific default levels. Level six, the last level, represents the user level, which is one of the least-specific default levels. When determining which value to use on a purchase order, the system references the highest default level for a value. If it cannot find one there, it moves down level by level, searching for a defined value.
This table details the levels in the transaction default hierarchy from which the selected transaction values can appear by default. The possible default hierarchy levels listed for each transaction field value begin with the more-specific default and end with the less-specific default.
For example, when determining the accounting template to use for a purchase order, the system first determines whether a supplier has defined an accounting template. If so, the system uses the supplier's accounting template. If a template is not defined at the supplier level, the system uses the accounting template defined at the business unit level.
|
Transaction Field Value |
Default Hierarchy |
|---|---|
|
Accounting Template |
Supplier, Business Unit |
|
AM Capitalize Flag |
Business Unit |
|
AM Unit |
Business Unit |
|
AP Accrue Flag |
Business Unit |
|
AP Unit |
Business Unit |
|
ASN Flag |
Supplier |
|
Billing Location |
Business Unit |
|
BU Comments (business unit comments) |
Business Unit |
|
Business Unit |
User |
|
Buyer |
Supplier, User |
|
Catalog ID |
Requester |
|
Contract Authority |
User |
|
Contract Dispatch Method |
Supplier, Business Unit |
|
Contract Status |
User |
|
Country |
Supplier, User |
|
Currency |
Requester |
|
Currency Code/Rate Type |
Supplier, Business Unit |
|
Days + / - Today |
User |
|
Department |
Buyer, Requester, Purchase Order Origin, User |
|
Fax |
Requester |
|
Freight Terms |
Supplier, Business Unit |
|
GL Unit (general ledger unit) |
Business Unit |
|
Location Code |
Buyer, Requester, Business Unit, User |
|
Match Option/Match Type |
Supplier, Business Unit |
|
Order Location |
Supplier |
|
Origin |
Buyer, Requester, Business Unit, User |
|
Override Supplier |
Buyer |
|
Payment Terms |
Supplier, Business Unit |
|
Payment Terms Basis Date |
Supplier |
|
Phone |
Buyer, Requester |
|
PO Authority |
User |
|
PO Dispatch |
Supplier, Business Unit |
|
PO Status |
Buyer, User |
|
Pricing Location |
Supplier |
|
Receiving Authority |
User |
|
Receiving BU |
User |
|
Replenishment Dispatch Method |
Supplier |
|
Report Template |
Business Unit |
|
Requester Name |
User |
|
Requisition Authority |
Requester, User |
|
Requisition Status |
Requester, User |
|
Returning Location |
Supplier |
|
RFQ Authority (request for quotation authority) |
User |
|
RFQ Dispatch Method |
Supplier, Business Unit |
|
RFQ Status |
User |
|
RTV Debit Memo (return-to-vendor debit memo) |
Supplier |
|
RTV Dispatch Method |
Supplier, Business Unit |
|
RTV Fees |
Supplier |
|
RTV Notification Method |
Supplier |
|
RTV Replace Invoice |
Supplier |
|
Sales Tax Tolerance |
Supplier |
|
Sales/Use Tax Information |
Supplier |
|
SetID |
User |
|
Ship To |
Buyer, Requester, User |
|
Ship Via |
Supplier, Business Unit |
|
Sourcing % Unit Price Tolerance (sourcing percentage unit price tolerance) |
Business Unit |
|
Supplier Authority |
User |
|
Tax Exempt Flag/Tax Exempt ID |
Business Unit |
|
Use VAT Suspension (use value-added tax suspension) |
Business Unit |
|
Use One Ship To |
Supplier, Business Unit |
|
VAT Calculation Type |
Business Unit |
|
VAT Declaration Point |
Business Unit |
|
VAT Home |
Business Unit |
|
VAT Options |
Supplier, Business Unit |
|
VAT Registration ID |
Business Unit |
|
VAT Rounding Rule |
Business Unit |
|
VAT Tolerance Check Indicator |
Business Unit |
|
VAT Transaction Code |
Business Unit |
PeopleSoft Purchasing enables you to create requisitions using requisition loader batch processing or the requisition online entry pages.
The Purchasing Requisition Loader Application Engine process (PO_REQLOAD) derives its most specific default values from the data sources of this batch process. At a less specific level, you can use the Requisition Loader Defaults page to set the default values for the Purchasing Requisition Loader process. These default values populate empty requisition ChartFields when you run the process. Use the Requisition Loader Defaults - Overrides and Options page to set override options for the Purchasing Requisition Loader process. These values replace source requisition ChartField values when you run the process.
After you create requisitions from the online entry pages, use the Maintain Requisitions - Requisition Defaults page to set defaults for requisitions at the individual transaction level. This page gives you the option to do the following for all future requisition lines:
Specify default values.
The application references the default values specified in the existing hierarchy to populate fields on future lines. If no values are found, it uses the values defined on this page as defaults.
Specify overriding values.
The application references the values that you defined on this page to populate fields on the requisition for future lines.
If you have pre-existing defaults on the Requisitions - Header or Line Defaults pages and you change any of these values, PeopleSoft Purchasing enables you to retrofit these changes to existing requisition lines and distributions.
PeopleSoft Purchasing enables you to create purchase orders using purchase order staging batch processing or the purchase order online entry pages.
The PO Stage Load Application Engine process (PO_POSTAGE) derives its more specific default values from the data sources of this batch process. At a less-specific level, you can use the PO Loader Defaults page to set the default values for the PO Stage Load process. These default values populate empty purchase order ChartFields when you run the process. You can also use the PO Loader Defaults - Overrides and Options page to set override options for the Create Purchase Orders Application Engine process (PO_POCREATE). These values replace existing purchase order ChartField values when you run the process.
Once you create purchase orders from either online or batch processes, use the Purchase Order Defaults page to set defaults for purchase orders at the individual transaction level. The page gives you the option to do the following for all future purchase order lines:
Specify default values.
The application references default values specified in the existing hierarchy to populate fields on future lines. If no values are found, it uses the values defined on this page as defaults.
Specify overriding values.
The application references the values that you defined on this page to populate fields on the purchase order for future lines.
If you have pre-existing defaults on the PO Header Defaults pages and you change any of these values, PeopleSoft Purchasing enables you to retrofit these changes to existing purchase order lines and distributions.
This list illustrates an overview of the PeopleSoft Purchasing item default hierarchy, where each level represents a factor in the procurement process that can provide an item default value:
Level One: Ship To Location
Level Two: Regions
Level Three: Kit Item
Level Four: Item/Supplier Attributes
Level Five: Item BU Attributes
Level Six: Item Purchasing Attributes
Level Seven: Item
Level Eight: Item Category BU Attributes
Level Nine: Item Category
The first level is the ship to location level, which is one of the most-specific default levels. Level nine, the last level, represents the item category level. Level nine is one of the least-specific default levels. When determining which value to use for an item, the system first references the highest default level for a value. If it cannot find one there, it moves down the relevant levels, searching for a defined value to use.
This table details the levels in the item default hierarchy from which the selected transaction values can appear by default. The possible default hierarchy levels listed for each item-related field value begin with the more-specific default and end with the most-general level default.
For example, when determining the asset profile ID for an item, the system first references the item purchasing attributes to determine whether an ID is defined. If so, the system uses that asset profile ID. If an ID is not defined, the system uses the asset profile ID defined at item category level.
Text in boldface indicates a grouping of default fields, rather than just a single field, for example, matching controls and sourcing controls.
|
Transaction Field Value |
Default Hierarchy |
|---|---|
|
Asset Profile ID |
Item Purchasing Attributes, Item Category |
|
Buyer |
Item BU Attributes, Item Purchasing Attributes, Item Category-BU Attributes, Item Category |
|
Currency Code |
Item/Supplier Attributes, Item BU Attributes, Item Purchasing Attributes, Item Category |
|
Origin Country |
Item/Supplier Attributes |
|
Description |
Item Purchasing Attributes, Item |
|
Delivery Instructions |
Ship To Location |
|
Distribution Network |
Ship To Location |
|
Inventory BU |
Ship To Location |
|
Item/Item Category |
Ship To Location |
|
Item Specifications |
Item Purchasing Attributes |
|
Lead Time Days |
Item/Supplier Attributes, Item BU Attributes, Item Purchasing Attributes, Item Category |
|
Long Description |
Item Purchasing Attributes, Item |
|
Lot Item |
Item |
|
Manufacturer ID |
Item/Supplier Attributes, Item |
|
Manufacturer Item ID |
Item/Supplier Attributes, Item |
|
Matching Controls: Unit Price Tolerance Over, Unit Price Tolerance Under, % Unit Price Tolerance Over, % Unit Price Tolerance Under, Ext. Price Tolerance Over, Ext. Price Tolerance Under, % Ext. Price Tolerance Over, % Ext. Price Tolerance Under |
Item/Supplier Attributes, Item BU Attributes, Item Purchasing Attributes, Item Category |
|
Miscellaneous Controls and Options |
Item/Supplier Attributes, Item BU Attributes, Item Purchasing Attributes, Item Category |
|
Accept Any Ship To |
Item/Supplier Attributes, Item BU Attributes, Item Purchasing Attributes |
|
Accept Any UOM |
Item/Supplier Attributes |
|
Accept Any Supplier |
Item BU Attributes, Item Purchasing Attributes |
|
Auto Select |
Item BU Attributes, Item Purchasing Attributes |
|
Close PO Under Percent Tolerance |
Item BU Attributes, Item Purchasing Attributes, Item Category |
|
Contract Required |
Item BU Attributes, Item Purchasing Attributes |
|
RFQ Required |
Item/Supplier Attributes, Item BU Attributes, Item Purchasing Attributes |
|
Stockless Item |
Item/Supplier Attributes, Item BU Attributes, Item Purchasing Attributes |
|
Taxable |
Ship To Location, Item/Supplier Attributes, Item BU Attributes, Item Purchasing Attributes |
|
Tax Exempt Information |
Ship To Location |
|
Ultimate Use Code |
Item BU Attributes, Item Purchasing Attributes, Item Category |
|
Order Location |
Ship To Location, Region |
|
Packing Weight |
Item/Supplier Attributes, Item BU Attributes, Item Purchasing Attributes |
|
Packing Weight UOM |
Item/Supplier Attributes, Item BU Attributes, Item Purchasing Attributes |
|
Packing Volume |
Item/Supplier Attributes, Item BU Attributes, Item Purchasing Attributes |
|
Packing Volume UOM |
Item/Supplier Attributes, Item BU Attributes, Item Purchasing Attributes |
|
Price (Supplier) |
Item/Supplier Attributes |
|
Price (standard) |
Item BU Attributes, Item Purchasing Attributes |
|
Price Can Be Changed On Order |
Item/Supplier Attributes |
|
Receiving BU |
Ship To Location |
|
Receiving Controls |
Item BU Attributes, Item Purchasing Attributes, Item Category |
|
Early Ship Reject Days |
Item BU Attributes, Item Purchasing Attributes, Item Category |
|
Inspection ID |
Item BU Attributes, Item Purchasing Attributes, Item Category |
|
Inspection Required |
Item BU Attributes, Item Purchasing Attributes, Item Category |
|
Inspect Sample % |
Item BU Attributes, Item Purchasing Attributes |
|
Inspection UOM |
Item BU Attributes, Item Purchasing Attributes, Item Category |
|
Partial Quantity |
Item BU Attributes, Item Purchasing Attributes, Item Category |
|
Quantity Received Tolerance % |
Supplier's UOM and Pricing Information page, Purchasing Business Unit Attributes page, Purchasing Attributes - Purchasing Controls page, Item Categories-Category Definition 2 page |
|
Receiving Required Flag |
Item BU Attributes, Item Purchasing Attributes, Item Category |
|
Reject Quantity Over Tolerance |
Item BU Attributes, Item Purchasing Attributes, Item Category |
|
Region of Origin |
Item/Supplier Attributes |
|
Sales/Use Tax Information |
Ship To Location |
|
Serial Item |
Item |
|
Ship Via |
Item BU Attributes, Item Purchasing Attributes, Item |
|
Standard or Supplier UOM |
Item/Supplier Attributes |
|
Standard UOM |
Item |
|
Rounding Tolerance |
Item/Supplier Attributes |
|
RTV Information: RTV Miscellaneous Charge, RTV Action, RTV Percent, RTV Reason |
Item/Supplier Attributes |
|
Sourcing Controls |
Item Purchasing Attributes, Item Category |
|
Use Category Sourcing Controls |
Item Purchasing Attributes |
|
Supplier Sourcing Priorities |
Item Category |
|
Sourcing Method |
Item Purchasing Attributes, Item Category |
|
Accumulate Level |
Item Category |
|
Lead Time Factor % |
Item Purchasing Attributes, Item Category |
|
Price Factor % |
Item Purchasing Attributes, Item Category |
|
Ship To Priority Factor % |
Item Purchasing Attributes, Item Category |
|
Supplier Priority Factor % |
Item Purchasing Attributes, Item Category |
|
Cumulative Sourcing: Year to Start, Month to Start, Number of Months, Start Date, End Date |
Item Category |
|
Supplier Sourcing Priorities |
Item Category |
|
Priority |
Ship to Location, Region, Item/Supplier Attributes, Item Category |
|
Supplier ID |
Ship to Location, Region, Item/Supplier Attributes, Item Category |
|
Allocation Percentage |
Item/Supplier Attributes, Item Category |
|
Use Item Standard Lead Time |
Item/Supplier Attributes |
|
Use Standard Item Tolerance |
Item/Supplier Attributes |
|
Supplier History: Number of Months, Month to Start |
Item Category |
This list illustrates an overview of the PeopleSoft Purchasing ChartField default hierarchy, where each level represents a factor that can provide a ChartField default value.
Level One: Purchasing Kit Items.
Level Two: Item BU Attributes.
Level Three: Item Purchasing Attributes.
Level Four: Item Category.
Level Five: Requester.
The first level represents the purchasing kit item setup, one of the most-specific default levels. Level five represents the requester level, one of the least-specific default levels. When determining which ChartField value to use, the system first references the highest default level for a value. If it cannot find one there, it moves down the relevant levels, searching for a defined value.