Purchasing
Releases 8.9 and 9.0
Alexandra Haytcher
Michael Webb
SRM Product Strategy
Agenda
• Purchasing 8.9 Enhancements
• Purchasing 9.0 Enhancements
Purchasing 8.9 Enhancements
Purchasing 8.9 Enhancements
• Vendor Rebates – Rebate Agreements and Accruals
• Vendor Rebates – Claim Management Workbench
• Vendor Rebates – Rebate Analysis Workbench
• POA Enhancements
• SRM Dashboard
• Procurement Card Enhancements
• Future Dated Conversion Rate Changes
• Vendor Master Enhancements
• Order Multiples
• Receiving Enhancements
Purchasing 8.9 Enhancements
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Vendor Rebates – Rebate Agreements and Accruals
Vendor Rebates – Claim Management Workbench
Vendor Rebates – Rebate Analysis Workbench
POA Enhancements
SRM Dashboard
Procurement Card Enhancements
Future Dated Conversion Rate Changes
Vendor Master Enhancements
Order Multiples
Receiving Enhancements
Vendor Rebates
Allow customers to capture contractual
rebate agreements with their suppliers,
accrue rebate amounts and receive rebate
payments
• Rebates are negotiated as contractual
agreements
• Agreements specify the rebate factors and
payment frequency
• Rebates are accrued on goods receipt or at the
time of vouchering
• Periodically a rebate claim is sent to the supplier
• Suppliers can pay by check or through a debit
memo
Vendor Rebates
PO Contract
Rebate
Agreement
Purchase
Order
PO Receipt
Voucher
RTV
Formal
Claim
Accrued
Rebate
Backdate
Rebate
Agreement
Rebate
Manager
Notification
Rebate Claims
Rebate
Analysis
Report
Rebate
Analysis
Extraction
Rebate
Analysis
Workbench
Rebate
Allocation
Incoming
Payment
Approval
Claims
Management
Workbench
Claims & Payment Matching
AR Payment
Notification
AR Pending
Item
Settlement
Manager
Notification
AP Debit
Memo
AP
Notification
Vendor Rebates – Rebate Agreement
Vendor Rebates – Rebate Agreement
Vendor Rebates – Rebate Rule Types
• Rebate Agreements supports the following
Rebate Rule Types
– Standard Rebate
– Retrospective Rebate
– Flat Rebate
– Growth Bonus
– Marketing Allowance
Vendor Rebates – Rebate Rules
Vendor Rebates
• Rebate information defaults onto PO Line
– On-line entry
– PO Sourcing
Vendor Rebates
• Criteria used for defaulting and validating the
Rebate Agreement association with PO
– Rebate must be Approved
– PO date must fall within Rebate Agreement Begin
and Expire dates
– Rebate vendor, and optionally vendor location,
matched against PO vendor
– Rebate vendor matched against vendor specified on
GPO Manufacturer page (for GPO Contracts)
Vendor Rebates
• Criteria used for defaulting and validating
the Rebate Agreement association with PO,
continued
– Item, Category, and Item Exceptions; or Open
Item Rebate Agreement
– Automatically Include PO Adhoc Items
– PO business unit specified on Rebate
Agreement (for non-corporate Rebates)
– Direct Ship Option (Include Direct Shipments,
Exclude Direct Shipments, Direct Shipments
Only)
Vendor Rebates
• Rebate Accrual process - Calculates
accrued rebates for PO Receipts, Vouchers
and RTVs against POs associated with the
Rebate Agreement
– Accruing against Receipts and RTVs is optional
• Backdate Rebate Agreements
– Associate or Disassociate Rebate Agreement
with purchase order
– Rebate accruals will be recalculated accordingly
Purchasing 8.9 Enhancements
•
•
•
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•
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•
•
Vendor Rebates – Rebate Agreements and Accruals
Vendor Rebates – Claim Management Workbench
Vendor Rebates – Rebate Analysis Workbench
POA Enhancements
SRM Dashboard
Procurement Card Enhancements
Future Dated Conversion Rate Changes
Vendor Master Enhancements
Order Multiples
Receiving Enhancements
Vendor Rebates – Claims Generation
• Generate Claims based on Accrued Rebate
Transactions
• Includes previously deferred claims
• Claims generation date determined by Settlement
Frequency and the calculated Next Claims Generation
Date defined on the Rebate Agreement
• Automatically runs Rebate Accrual process before
generating claim to calculate most accurate claim
amount
• Validates Rebate Agreement’s Maximum Rebate
Amount
Claims Management Workbench
• Manage all Claim activities
– View claims based on unique Workbench ID
– Approve, Defer, Cancel, and Unapprove Claims
– Dispatch claims to inform suppliers of expected payment
– Informs Payables/Receivables of pending supplier
payment using Claim Settlement Process
– Matches supplier payments with Rebate Claims using the
Reconciliation process
– For overdue payments, submit the deduction process to
reverse Pending AR item, and send Debit Memo to
Payables
Claims Management Workbench
Purchasing 8.9 Enhancements
•
•
•
•
•
•
•
•
•
•
Vendor Rebates – Rebate Agreements and Accruals
Vendor Rebates – Claim Management Workbench
Vendor Rebates – Rebate Analysis Workbench
POA Enhancements
SRM Dashboard
Procurement Card Enhancements
Future Dated Conversion Rate Changes
Vendor Master Enhancements
Order Multiples
Receiving Enhancements
Vendor Rebates – Rebate Allocation
• Record accrued rebate allocations
allocated to sales organizations
Rebate Analysis Workbench
• Analyze and inquire on Rebate
Agreements
• View or extract all accrued rebate details
• View or print PO not Received inquiry
• Determine additional purchases to achieve
next rebate threshold
• Evaluate rebate transactions by Month,
Quarter, or Year
Rebate Analysis Workbench
• Analyze Rebates and view details
Purchasing 8.9 Enhancements
•
•
•
•
•
•
•
•
•
•
Vendor Rebates – Rebate Agreements and Accruals
Vendor Rebates – Claim Management Workbench
Vendor Rebates – Rebate Analysis Workbench
POA Enhancements
SRM Dashboard
Procurement Card Enhancements
Future Dated Conversion Rate Changes
Vendor Master Enhancements
Order Multiples
Receiving Enhancements
POA Enhancements Summary
• Improve buyer visibility of current supplier
commitments
– Optionally require POAs from vendors
– POA status tracking on PO header
• Streamline buyer acceptance and identify
exceptions that need to be reviewed
– Auto-approval of POAs within tolerance
• Allow for buyer side manual POA entry
POA Process Flow
POA Settings at Purchasing Options
Level
• Accessible from Purchasing Process
Options page
POA Settings at Purchasing Options Level
• Specify whether POA is required for vendors. If
selected …
– Helps suppliers filter POs within eSupplier Connection
– POA must be received by the specified number of days after
PO dispatch or before the due date, whichever is first
– Otherwise, optionally buyer receives worklist notification
– Specify whether POA is required for Buyer initiated change
orders
• Specify tolerances for automatically approving
POA changes. Specify acceptable …
– Days before, and after, schedule due date
– Percent under, and over, schedule quantity
– Percent below, and above, PO unit price
POA Settings at Vendor Location Level
• Indicate whether vendor is required to sent POA
– Options include POA Required, POA Not Required, Default from PO
BU Settings
• Send alert to buyer if POA is not received
• Optionally default POA Required setting and
tolerances from Business Unit
POA Enhancements on PO
POA Enhancements on PO
• Acknowledgement status added to PO Header
– For Vendors that require POAs
• Hyperlink to Acknowledgment pages
– Review, approve supplier POAs
– Create POA on behalf of supplier
• Buyer can manually Acknowledge POA from
“Awaiting POA” to “Acknowledged”
– Automatically creates POA edit, history records
POA Enhancements –
Acknowledgment Statuses
• Blank – Hidden, PO does not require POA
• Awaiting PO Dispatch – PO is not yet dispatched or
re-dispatched
• Awaiting POA – POA is required and PO is awaiting
acknowledgment from Supplier
• Responded, Awaits Review – Acknowledgment
received with changes not reviewed by Buyer
• Approved (PO Change Pending) – Buyer has
approved supplier’s POA, but has not processed
through PO Change
• Acknowledged and Acknowledged with Changes –
Buyer has accepted supplier’s POA
POA Enhancements on PO
• Buyer can override POA Required option
on PO Header Details page
POA Worklist Notifications
• POs for which POA is required - POA has not been received
within specified number of days from dispatch or due date
Purchasing 8.9 Enhancements
•
•
•
•
•
•
•
•
•
•
Vendor Rebates – Rebate Agreements and Accruals
Vendor Rebates – Claim Management Workbench
Vendor Rebates – Rebate Analysis Workbench
POA Enhancements
SRM Dashboard
Procurement Card Enhancements
Future Dated Conversion Rate Changes
Vendor Master Enhancements
Order Multiples
Receiving Enhancements
SRM Dashboard
• Collection of pagelets and metrics presenting
aggregated view of source-to-settle business
process for Buyers (and Managers in Release 9.0)
• Provides the ability to view Purchasing and
eProcurement-related information in one
centralized location
• Users are able to view transactions
– To which they are assigned as Buyer
– For Business Units in Buyer’s assigned Reporting Entity
(group of Business Units)
– Based on Buyer’s assigned Calendar
SRM Dashboard
SRM Dashboard
SRM Dashboard – Activity Monitor
• Activity Monitor Worklist Items
– POs for which Purchase Order
Acknowledgment is required, but the supplier
has not yet responded within the specified
number of days
– Contract Expiration Notification
– Other Worklist Notifications
SRM Dashboard Metrics
• Total Spend by Buyer and BU
• Contract Spend by Buyer and BU
• Graphical Display based on time period
buckets defined by reporting entity’s
calendar
SRM Dashboard Pagelets
• Requisitions to be Sourced
– Hyperlink takes user to Requisition Details
• Overdue Purchase Order Schedules
– POs containing schedules that have not been fully received
– Hyperlink takes user to PO transaction
• Advance Shipment Notices
– Hyperlink takes user to ASN history
• Purchase Orders without Acknowledgements
– PO requires POA
– POA status “Awaiting Acknowledgment” and “Responded, Awaiting
Review”
• Recently Dispatched Purchase Orders
– Hyperlink takes user to PO transaction
Purchasing 8.9 Enhancements
•
•
•
•
•
•
•
•
•
•
Vendor Rebates – Rebate Agreements and Accruals
Vendor Rebates – Claim Management Workbench
Vendor Rebates – Rebate Analysis Workbench
POA Enhancements
SRM Dashboard
Procurement Card Enhancements
Future Dated Conversion Rate Changes
Vendor Master Enhancements
Order Multiples
Receiving Enhancements
Procurement Card Enhancements
• Reduce the volume of invoices and improve
PCard transaction reconciliation
– Ability to Select a PCard as a Payment method on the
Requisition
– Have the PCard information flow through the PO sourcing
process
– Ability to Select a PCard as a Payment method on the
Purchase Order
– Multiple PCard number dispatch options
– Vendor Ghost cards
– Auto-Reconciliation of transaction for PCard Purchase
Orders
New Procurement Card Access Rights
• Three new Access Rights
– Use Procurement Card on Requisition – Determines
procurement card visibility and card prompt values on
requisition
– Use Procurement Card on Purchase Order –
Determines procurement card visibility and card prompt
values on purchase order
– Allow Override of Vendor Ghost Card – Allows buyer
to select a different card on PO when Ghost Card is
defaulted from vendor
Procurement Card
• Procurement card information specified at
vendor location level
Ghost Card
• Ghost Card – Procurement Card that is associated
with a specific Vendor or a specific Item, item
category or commodity code. All purchases from the
Vendor or for the item/category/code are charged to
the associated PCard.
• Ghost Card support in 8.9 – The only option
supported is Procurement Card associated with a
Vendor Location
• Vendor Card – Term may be used interchangeably
with Ghost Card
PCard Information on Vendor
• Accepts Procurement Card as Payment Method – If
selected, Procurement Card can be used as a payment
method on purchases using this vendor
• PCard Dispatch Option - PCard Dispatch Option controls
how the PCard number is to be communicated to the
supplier
– Display “Charge to Card on File”
– Display “Contact Buyer”
– Display “Contact Cardholder”
– Default from Business Unit option
– Display the masked card number
– Do not include reference
PCard Information on Vendor
• Types of Procurement Cards - Specify the only card
types that are accepted by this vendor
• Vendor Card – Default “Ghost” card associated with
vendor
• Use Vendor Card as default Payment method on
purchase order – Vendor Card defined above
defaults onto purchase orders
• Allow Override Vendor Card – Buyers may override
the vendor card number on the PO
Requester and Buyer’s Procurement
Card Set Up
Requester and Buyer’s Procurement
Card Set Up
• Card Number – Card assigned to requester or buyer
– Available cards on Requester setup – limited to card numbers that
the Requester has access to via Role security “Use Procurement
Card on Req” on Access rights to roles (and the related assignment
of roles to PCards)
• Use Procurement Card as default payment method on
Requisitions (Requester Setup) – If selected, requester’s
card is automatically assigned to requester’s requisitions
• Use Procurement Card as default payment method on
Purchase Orders (Buyer Setup) – If selected, buyer’s card
is automatically assigned to buyer’s purchase orders, if a
ghost card does not exist
Procurement Card on Requisition
Procurement Card on Requisition
• If requester is set up as a card holder, and Use
PCard as payment method is selected at
Requester Set Up, Requester’s card defaults
onto requisition
• Requester has ability to select a different card
for which he has authority to use
– Available cards on Requisition – limited to card
numbers that the Requester has access to via Role
security “Use Procurement Card on Req” on Access
rights (for the Requester’s user) to roles (and the related
assignment of roles to PCards)
Procurement Cards and PO Sourcing
• Hierarchy of PCard defaulting onto PO…
– Vendor Ghost Card
– PCard on Requisition
– Buyer’s PCard
• PO Calc will override card number with vendor’s
ghost card
– Unless PO is manually sourced with Define PO Option
selected
• PCard Number usage in PO consolidation
– Purchase orders will have lines that will be paid via PCard or
lines that will be invoiced, not both
– A purchase order can have only one procurement card as a
payment method. Therefore, procurement card is considered
as consolidation criteria
Procurement Card Information on PO
• Procurement card information accessible from hyperlink
on PO header
• Ghost card information defaults onto purchase order.
Otherwise, requester’s or buyer’s default card number
• Option to override, or
not use Procurement
Card
Procurement Card Information on PO
• Buyer has ability to override Vendor Ghost Card
to a card which they have role access “Use on
PO” if the role Override Ghost Card is ‘Y’ and
Vendor Profile allows for override
• Available cards on Purchase Order – limited to card
numbers that the Buyer has access to via Role
security “Use Procurement Card on PO” on Access
rights for the Buyer to roles (and the related
assignment of roles to PCards)
• PO Matching rules set to No Match when
Procurement Card is used as payment method on PO
Reconciling PCard Statements (Associating
POs with PCard Transactions)
• PCard information communicated with vendor
• Vendor passes PO information onto card issuing
bank
• Bank passes PO information to customer in
PCard bank statement
• Statement Load loading process attempts to use
PO ID, along with transaction date and dollar
amount, to try and match transaction with PO
information
Closing POs Associated with PCards
• Procurement Card search criteria added to
Reconciliation Workbench
– Valid values based on selected Buyer
• Procurement Card POs will close based on existing
criteria (no changes made to Reconciliation Process)
– PO will not be Matched
– All lines and schedules have been associated with PCard
transaction
– Associated transaction has been approved and paid within
tolerance
– All lines have been received/inspected within receiving tolerance
– Close days have passed
Procurement Card and Prepayment
Voucher
• In prior releases, prepaid vouchers needed to be
created manually.
• In 8.9, process automatically stages prepaid
voucher line line in Voucher Staging when loading
bank statement
Purchasing 8.9 Enhancements
•
•
•
•
•
•
•
•
•
•
Vendor Rebates – Rebate Agreements and Accruals
Vendor Rebates – Claim Management Workbench
Vendor Rebates – Rebate Analysis Workbench
POA Enhancements
SRM Dashboard
Procurement Card Enhancements
Future Dated Conversion Rate Changes
Vendor Master Enhancements
Order Multiples
Receiving Enhancements
Future Dated Conversion Rate
Changes
• Accommodates changes to product
packaging from suppliers
– Record future dated conversion rate and
packaging changes as you hear about them
– View history of conversion rate changes
– New conversion rates become effective on
Effective Date
Future Dated Conversion Rate
Changes
Future Dated Conversion Rate
Changes
• Store future dated conversion and packaging
changes on the Effective Dated UOM page
– Manually updated
– Updated through Item Loader, CUP Loader, and GPO
Vendor Price Load processes
• Use the “Update PO” feature to search for and
apply new conversion rates to existing purchase
orders
– Auto-update the converted standard quantity on selected
Purchase Orders
– Users can update the prices and ordering quantities for
impacted POs identified in the search
Purchasing 8.9 Enhancements
•
•
•
•
•
•
•
•
•
•
Vendor Rebates – Rebate Agreements and Accruals
Vendor Rebates – Claim Management Workbench
Vendor Rebates – Rebate Analysis Workbench
POA Enhancements
SRM Dashboard
Procurement Card Enhancements
Future Dated Conversion Rate Changes
Vendor Master Enhancements
Order Multiples
Receiving Enhancements
Vendor Enhancements
• User Definable fields added to Vendor
Master
• Contacts – Phone numbers retrieved and
displayed from Address
• D&B Credit Flag
• Advanced Address Lookup Capability
• Ability to override Vendor Location at Item
Vendor
User Definable Fields Added to
Vendor Master
• Ten 30-character fields added to new ‘Custom’ tab
within the Vendor component
• Fields are stored in their own table
• Usable for custom reports and queries
Vendor Contacts
• When user associates an address with a Contact,
address’s phone numbers carry over
Stored and
maintained
as part of
Contact
Vendor Master DUNS and D&B Numbers
• PeopleSoft distinguishes between DUNS
and D&B Numbers
– DUNS number has edit
– D&B does not
– Documentation recommends for to users to
inactivate translate value not being used
• New Translate Value DUNS+4
• Added D&B Credit File Flag to Vendor and
Vendor Location
– Indicates whether D&B Credit File exists
Advanced Address Lookup Capability
Vendor Master
Advanced Address Lookup Capability
• Advanced Address Lookup for Address Page
– Useful when needing to maintain a specific address from a
long list of vendor addresses
– Accessed via Address Search hyperlink
– User selects one address, and user is returned to the Vendor
Address page with focus on selected address
• Also available on Vendor Procurement Options
and Vendor Payable Options pages
– Useful for selecting Address within specific locations
Item Specific Vendor Ordering Location Priority
• Defaults from Vendor’s default Ordering Location
• Override the default ordering location at the vendor level
• Specified Vendor Ordering Location used …
– During PO Sourcing
– Core and ePro requisition
– PO Stage Load
– Requisition Loader
Purchasing 8.9 Enhancements
•
•
•
•
•
•
•
•
•
•
Vendor Rebates – Rebate Agreements and Accruals
Vendor Rebates – Claim Management Workbench
Vendor Rebates – Rebate Analysis Workbench
POA Enhancements
SRM Dashboard
Procurement Card Enhancements
Future Dated Conversion Rate Changes
Vendor Master Enhancements
Order Multiples
Receiving Enhancements
Order Multiples
• Order Multiple defined at Item Vendor
• System checks for the order multiple
during online PO entry
Order Multiples Set Up
• Specify whether to check at Item Vendor Price Location level
• Specify Order Multiple Quantity at Item Vendor UOM level
Purchasing 8.9 Enhancements
•
•
•
•
•
•
•
•
•
•
Vendor Rebates – Rebate Agreements and Accruals
Vendor Rebates – Claim Management Workbench
Vendor Rebates – Rebate Analysis Workbench
POA Enhancements
SRM Dashboard
Procurement Card Enhancements
Future Dated Conversion Rate Changes
Vendor Master Enhancements
Order Multiples
Receiving Enhancements
Receive by Distribution
• Prior Releases – Only able to allocate
received distributions using FIFO (First In
First Out) or Prorated the total quantity across
all distributions
• Release 8.9 – Additional option for noninventory items of allowing User to Specify
how received quantities are allocated across
distributions
Receive by Distribution
Ability to Override Price for non-PO Receipts
• Change Non-PO Receipts – Security option on User Preferences
which controls whether user has authority to override price
• Also enables users to create non-PO receipts for order-bydescription items
Receiving Required Enhancement
• Able to Identify purchase order lines or
items where receiving is not allowed
• Receiving Required Checkbox changed to
drop-down list box:
– X (Do not Receive)
– Y (Receiving Required)
– N (Receiving is Optional)
• Purchase Order lines for which receiving
is not allowed will not be available for
selection on the Receipt
Purchasing 9.0 Enhancements
• Re-open and Adjustment of Closed Purchase
Orders and Requisitions
• Amount Only Requisitions
• More SRM Dashboard Enhancements
• Purging and Archiving
Purchasing 9.0 Enhancements
• Re-open and Adjustment of Closed Purchase
Orders and Requisitions
• Amount Only Requisitions
• More SRM Dashboard Enhancements
• Purging and Archiving
Re-open Closed POs and Requisitions
• Currently, can only re-open requisitions and
purchase orders from the last batch of the Close
Reconciliation process
• Release 9.0, re-open ANY previously closed
requisition or purchase order
– Specific transaction or based on selection criteria
• Reverts to last transaction status prior to Closing
• Useful when transaction inadvertently closed to
early
Re-open Closed POs and Requisitions
Specify
Transactions
to Re-Open
Purchasing 9.0 Enhancements
• Re-open and Adjustment of Closed Purchase
Orders and Requisitions
• Amount Only Requisitions
• More SRM Dashboard Enhancements
• Purging and Archiving
Amount Only Functionality Today
• Currently, amount only functionality exists for purchase
orders and contracts
• Allows multiple receipts against an amount based
purchase order
• Issue: Purchase orders created through eProcurement
and Requisitions must be intervened before being
dispatched and manually updated by Buyer
• Issue: Customers using amount only purchase orders for
services and progressive payments must manually
override Receipt Required option on PO
Amount Only Requisitions
• One of SRM PUG top priorities
• Release 9.0, Amount Only option added to
eProcurement and Purchasing Requisition
Line
– Flows through to purchase order
– Consolidation and Split Sourcing prohibited
• Business Unit option to automatically create
amount only purchase order lines with option
Do Not Receive
Purchasing 9.0 Enhancements
• Re-open and Adjustment of Closed Purchase
Orders and Requisitions
• Amount Only Requisitions
• More SRM Dashboard Enhancements
• Purging and Archiving
SRM Dashboard Enhancements
• Expanded KPIs for buyers and managers
– Buyer’s perspective includes metrics for which he/she
is assigned buyer
– Manager’s perspective includes aggregate of metrics
of associated buyers
• Drill down capability
– Summary metrics at business unit level
– Filter and view details on spend
• Supplier performance analytics pagelet
SRM Dashboard Bar Graphs
Total Schedule Spend by Period
PO Spend by PO Date
Contract Spend by Period
(and Non-Contract Spend)
• Mouse over bar displays total amount, total # of
Schedules or POs
• Drill down to spend by business unit (Buyer’s view),
spend by Buyer (Manager’s view)
• Drill into POs based on selection criteria
• View contract spend and non contract spend
Total Schedule Spend by Period
Mouse over bar
indicates total dollar
amount and total
number of
schedules for period
Amount 4940.13 for period
5/06, Total schedule lines: 4
Schedule Spend by Period
Total Spend
by BU
Filter and View
Schedules
Drill into PO
SRM Dashboard Pagelets
• Spend by Category
– Drill down displays category spend by supplier
– Supplier hyperlink drills down to all POs for
selected vendor and category
• Spend by Vendor
– Drill down displays all categories of spend for
vendor
– Category hyperlink drills down to all POs for
selected category and vendor
Spend by Category
Category
Spend by
Vendor
Supplier Analytics
• Existing Supplier Analytics graphs added to
dashboard
– On time performance
– PO/Receipt Quantity Performance
– Quality Performance
– Quantity Performance
On-Time Performance
Purchasing 9.0 Enhancements
• Re-open and Adjustment of Closed Purchase
Orders and Requisitions
• Amount Only Requisitions
• More SRM Dashboard Enhancements
• Purging and Archiving
Purging and Archiving
• Archiving solution “how to” guide for storing
historical Purchasing information
• Comprehensive document details …
– All Tables
– Order in which to archive
– Impact to other applications
Thank You