Consolidating Requisition and Purchase Order Lines for Asset Components
An individual asset’s cost can be associated with multiple requisition and purchase order lines on one or multiple requisitions and purchase orders. PeopleSoft provides the ability for requesters and buyers to group requisition and purchase order lines that correspond to a single asset by using a Procurement Group. Purchasing can also determine when assets should be created based on the receipt of a procurement group sequence. See Purchasing documentation, PeopleSoft Purchasing: Setting Up Procurement Groups.
To facilitate the identification of procurement items that correspond to individual assets, Purchasing, Payables, and eProcurement include fields, pages and components to manage Procurement Groups. As items are received, the new receipt lines display the Procurement Group details that are associated with the corresponding purchase order line. The receiving process allocates the received goods and services by asset for integration with Asset Management.
When copying purchase order or receipt information to a voucher in PeopleSoft Payables, the Procurement ID information can be copied to the voucher line. See PeopleSoft Payables: Copying Asset-Applicable Vouchers from Purchase Orders and Receivers.
Receiver Interface Push Process
The Receiver Interface Push (PO_RECVPUSH) process accommodates Procurement Groups. When an item is flagged as a primary item, a separate transaction is inserted into the INTFC_PRE_AM record in increments of the unit allocation quantity or amount if the Allocate Purchasing Group option is enabled on the Purchasing Options page. See PeopleSoft Purchasing: Purchasing Options Page.
The allocation quantity (or amount) units have already been parsed in the Receipt Asset Lines (by online Receipts) by this point (also contingent on the Allocate Purchasing Group option). The Receiver Interface Push process then moves that data to the INTFC_PRE_AM record, reconciles remainders (fractional allocation quantities or amounts), and assigns each transaction a Procurement Group Sequence. Each non-primary item in the procurement group is assigned the Procurement Group Sequence that is associated with the primary unit.
See PeopleSoft Purchasing: Using the Receiver Interface Push Application Engine Process (PO_RECVPUSH).
Note:
The procurement group sequence is calculated as the next available sequence associated with that procurement group. The process updates the procurement group sequence number on the INTFC_PRE_AM record as well as the Receipt Asset Line record (RECV_LN_ASSET) so that the two tables are kept in sync.
Once all of the items in the Procurement Group for an asset have been inserted into INTFC_PRE_AM, the status of the items for each allocation unit is updated to PO Group Incomplete if any of the following conditions exist:
-
The primary item has not yet been pushed for that allocation unit.
-
A fractional allocation unit quantity (or amount) exists for one of the items for that allocation unit.
-
Not all of the items that make up the procurement group have been pushed (for a particular allocation unit). The Receiver Interface Push process examines all of the PO lines in the system (and requisition lines with open quantity or open amount for Amount Only lines) to determine the composition of the procurement group.
PeopleSoft also provides Procurement Group Inquiry components to review Procurement Group details and status in Asset Management, Purchasing, and Payables.
Example of Consolidated Multiple Purchase Order Lines for Asset Components
Consider the following example. You set up a procurement group and items associated with a Procurement Group Sequence are received on November 15, 2012. The Transaction, Accounting, In Service, Acquisition and Placement Dates for the asset are set to November 15, 2012.
The status of the associated pre-interface rows is updated automatically from On Hold (HLD) to Pending (NEW) by the Receiver Interface Push process.
| Pre-Interface | System Source | Load Status | TRANS Date | ACCT Date | PROC Group | PROC Group Sequence | Primary Unit | |
|---|---|---|---|---|---|---|---|---|
|
ID |
Line |
|||||||
|
1 |
1 |
PPO |
New |
10/3/2012 |
10/3/2012 |
AC-ASSET1 |
0001 |
Y |
|
2 |
1 |
PAP |
New |
9/29/2012 |
10/3/2012 |
AC-ASSET1 |
0001 |
Y |
|
3 |
1 |
PPO |
New |
10/12/2012 |
10/12/2012 |
AC-ASSET1 |
0001 |
N |
|
4 |
1 |
PAP |
New |
10/01/2012 |
10/13/2012 |
AC-ASSET1 |
0001 |
N |
|
5 |
1 |
PPO |
New |
11/15/2012 |
11/15/2012 |
AC-ASSET1 |
0001 |
N |
The PO/AP/AM Interface (AMPS1000) is then run to populate the INTFC_FIN and INTFC_PHY_A tables.
| Interface ID | Business Unit | Asset ID | Load Type | System Source | Load Status | TRANS Date | ACCT Date | PROC Group | In Service Date |
|---|---|---|---|---|---|---|---|---|---|
|
10000006 |
US001 |
NEXT |
FAD |
PAP |
New |
9/29/2012 |
10/3/2012 |
AC-ASSET1 |
9/29/2012 |
|
10000006 |
US001 |
NEXT |
FAD |
PAP |
New |
10/01/2012 |
10/13/2012 |
AC-ASSET1 |
10/1/2012 |
| Interface ID | Business Unit | Asset ID | Load Type | System Source | Load Status | PROC Group | PROC Group Sequence | Primary Unit | ACQN Date |
|---|---|---|---|---|---|---|---|---|---|
|
10000006 |
US001 |
NEXT |
FAD |
PAP |
New |
AC-ASSET1 |
0001 |
Y |
9/29/2012 |
|
10000006 |
US001 |
NEXT |
FAD |
PAP |
New |
AC-ASSET1 |
0001 |
N |
10/1/2012 |
|
10000006 |
US001 |
NEXT |
NAD* |
PPO |
New |
AC-ASSET1 |
0001 |
N |
11/15/2012 |
* Procurement item was received to complete the Procurement Group AC-ASSET1 sequence 0001, but the invoice was not yet received.
Transaction Loader sets the Transaction, Accounting, In Service, Acquisition and Placement Dates assigned to the asset created for Procurement Group AC-ASSET1 sequence 0001 in this example to 11/15/2012. The asset profile assigned to a Procurement Group’s Primary Unit becomes the default asset profile for the new asset that is created.
Each Procurement Group Sequence represents a unique row on the COST and ASSET_ACQ_DET tables.
| Business Unit | Asset ID | Book | Trans Type | Trans Date | Accounting Date | Quantity | Cost |
|---|---|---|---|---|---|---|---|
|
US001 |
000000000113 |
CORP |
ADD |
11/15/2012 |
11/15/2012 |
2 |
150.00 |
|
US001 |
000000000113 |
CORP |
ADD |
11/15/2012 |
11/15/2012 |
2 |
400.98 |
|
US001 |
000000000113 |
CORP |
ADD |
11/15/2012 |
11/15/2012 |
1 |
988.34 |
| Business Unit | Asset ID | Seq | PO BU | Purchase Order | PO Line | Quantity | Amount |
|---|---|---|---|---|---|---|---|
|
US001 |
000000000113 |
0 |
US001 |
000000233 |
1 |
2 |
150.00 |
|
US001 |
000000000113 |
1 |
US001 |
000000233 |
3 |
2 |
400.98 |
|
US001 |
000000000113 |
2 |
US001 |
000000234 |
1 |
1 |
988.34 |
|
US001 |
000000000113 |
3* |
US001 |
000000235 |
1 |
1 |
29.99 |
*Procurement item received to complete the Procurement Group AC-ASSET1 sequence 0001, but invoice not yet received.
Once the asset is created for the Procurement Group Sequence, any subsequent invoices processed by Payables will continue to be interfaced to Asset Management. Each invoice will represent a new cost row on COST.
Note:
You can use the Purchasing, Payables, and Asset Management inquiries to review Procurement Groups and their statuses. Asset components that are not included in a Procurement Group should be associated with the corresponding asset(s) manually.
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