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• Customer Utility currently takes an average of X days to process a vendor payment from the time of goods/services receipt until a check is printed or ACH is processed.
• Customer Utility desires to improve their current Source to Settle business
process to reduce the cycle time down to X days so that the capitalization of Customer Utility assets can begin sooner.
(Is there a known number of days to settle that is desired to achieve goals?) • It is believed that there is opportunity to save approximately $X / year with
process improvements (Need to confirm opportunity $)
• Customer Utility currently owns most all of the v9.2 PeopleSoft Financials and Supply Chain modules. These include the following:
Financials Supply Chain
General Ledger eProcurement
Accounts Payable Purchasing
Asset Management Inventory
AR/Billing Travel & Expenses
Project Costing
• There is potential for utilizing functionality in the PeopleSoft SRM (Supplier Relationship Management Modules) to significantly improve the purchasing settlement cycle time.
• All SRM Modules are available on the Supplier Portal
• Supplier Portal is Complete Supplier Self Service Website
• Access to Suppliers after they register and are approved
• Utilizes a separate PTs portal from the normal Employee portal –Supplier Portal
• Portal is exposed outside the firewall similar to mobile apps
• Separate Menu options from internal portal
• Allows Suppliers to Administer their own users after they are an approved supplier
• Grant internal users authority to pages
• From the Supplier Portal supplier users can
• Update Supplier Information • View POs, RFQs, Receivers, Inventory, Invoice Status, Payment Info etc. • Create POAs and ASNs • Respond to Sourcing Events • Enter Settlement Requests (invoices) - eSettlements • Bid on open sPro requisitions and submit candidates
• Buying organization can Communicate to Suppliers
• Fulfills the business process of requesting the purchase of services
• Requestors create and approve Reqs and service coordinators (SCs) are notified to source work order assignments to new or established suppliers
• Allows External Recruiters to submit candidates to fill service requests via the Supplier portal
• Supports Entering of Service provider Time and Expenses –
• Workflows are used to obtain internal and external approval
• Request Fees – Service Suppliers can electronically request payment of fees based on hours worked, milestones, percent complete etc. Voucher Build following.
• Managing Requests – Requestors can submit change requests and contract ext.
• On-Boarding Service Providers – Manage tasks that need to occur when a service provider starts (System Access, Building Badges, Issued Equipment etc)
• Off-Boarding Service Providers – Functionality used to track tasks that need to occur when a service provider (Disable Access, Return equipment etc)
• 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.
• A Buyer is not an individual user.
• An organization may have one or multiple buying entities.
• 2 AP Business Units = 2 Buyers in esettlemnts
• Each buyer must be registered in the system before processing any transactions
• A Buyer must have valid agreements with one or more suppliers before processing PeopleSoft eSettlements self-service and XML invoice transactions.
• Buyer = Buying Entity = 1 Customer Utility AP business Unit
• The Payables Options associated to the AP Unit are carried forward to the eSettlements Buyer
• There is a process to convert an AP BU into an eSettlements Buyer
Process Steps • Supplier Generates invoice from their system
• Supplier Logs into eSettlements and enters a self Service invoice • Typically Copies from a PO or PO Receipt
• There is a system Check for Duplicate Invoices
• Invoice gets Routed to the Buying Entity for Approval
• If Invoice is disputed, Invoice gets routed back to Supplier
• Supplier and Buying Entity Agree on Invoice
• You May or may not have an approval process before Voucher build… • Depends on rules around early invoicing • The approvals in eSettlements are for invoice approval not Voucher approval
• Invoices Reside in the eSettlements System until Voucher Build is complete
• Valid eSettlement Invoice Statuses • Initiated – Invoices that have been saved by Supplier but not submitted to Buying Entity • Not Processed – Awaiting verification from Buying Entity • Build Voucher – Created Saved, Submitted and Buyer verified…ready for Voucher build
• Will disappear next time Voucher Build runs and no-errors • Voucher Build Process
Functionality • During buyer registration you can specify to approve payments in PeopleSoft
eSettlements. • Must run the payment selection process from the Pay Cycle Manager, and
approving payments automatically initiates the payment creation process. • eSettlement Users, who have authority, can create urgent payments and approve
payments with proper authority
Processing Method Details
Fully Automated Requires no payment approval. Scheduled by the host administrator, with the buyer administering payments.
Semi-controlled Selected payments are presented to the buyer for approval and confirmation before the payment file is created. The host administrator enters the pay cycle criteria and runs the payment selection process on a predetermined schedule. Buyers review payments based on voucher selection.
Full Control The host administrator grants the buyer access to the Pay Cycle Processing and Pay Cycle Approvals components. These PeopleSoft Payables pages must be secured to ensure the users have only limited access to the data.
eSettlement Pages Suppliers • Represents an entity providing goods and services to a Buyer
• Each Supplier must be registered in the system with a valid Supplier-Buyer Agreement before invoices can be entered
• Once the agreement is in place the Supplier Admin can add other users for their company
• 3 Ways to authorize suppliers to use eSettlements
• Batch process to convert existing suppliers to eSettlement Supps
• Manually enable a single supplier by adding eSettlements reg. info.
• This is where you set all of the eSettlement Notification settings for emails based on settlement events Exp. Invoice Entered Errors Payment Notifications
• During the Voucher Integration process, XML application messages sent from suppliers are submitted to the PeopleSoft gateway and processed by PeopleSoft Integration Broker.
• PeopleSoft then validates invoice data integrity and adds the eSettlements registration and Supplier/Buyer agreement default values
• Setup of some Voucher defaults is required to add information to the XML message that is not always included.
• PeopleSoft then converts the message into a PeopleSoft transaction
• The newly created transaction can then be viewed through eSettlements self-service invoice pages.
• Invoices can be created in eSettlements by Suppliers using the following methods
• Add Non PO Line
• Copy Lines from a Purchase Order and Purchase Order Lines
• Copy Information from a receipt and receipt Lines
• Note: Only Supplier users assigned the supplier administrator role can create invoices by copying information from a purchase order or packing slip, or by adding invoice lines.
• WorkCenters are new PeopleSoft PeopleTools 8.54 functionality which enable users to quickly navigate to commonly used PeopleSoft Pages from a central dashboard
• WC’s Provide visibility to a users Worklist and show business critical alerts which users should monitor and take immediate action
• There are delivered WorkCenters based on organizational Job Roles.
• Supplier WorkCenter can be implemented as part of eSupplier Connection Module
• eSupplier Connection Utilizes the Supplier Portal (vs. Employee Portal)
• eSupplier Connection gives Suppliers self-service access to their relevant ERP information, as well as the ability to provide information back to you such as details about:
• Purchase Orders. • Purchase Order Acknowledgements. • Advance Shipment Notifications. • Schedules. • Requests for Quote (RFQs). • Invoices. • Payments • Maintain Contacts and Addresses.