PeopleSoft Combination Edits Miriam Moore Lead Business Systems Analyst Regence Agenda • • • • • • • Regence & PeopleSoft What are Combo Edits? Why do we use Combination Edits? Setup Maintenance Questions Reference slides – Breadcrumbs – Errors – Queries Regence • • • • • Business in four states 6,000 employees $8 billion in revenue Not for profit Includes Medicare and Federal Employee Program business Regence & PeopleSoft Financials plus parts of SCM & ESA • PeopleSoft 8.8 – – – – – – – – • Own, not implemented: General Ledger Project Accounting Asset Management eProcurement Purchasing Accounts Payable Travel & Expenses Treasury / Cash Management – Accounts Receivable – Catalog Management • PeopleTools 8.46.13 • 6 BSA FTE to support Combo Edits enforced in all modules. COMBINATION EDITS Definitions • Combination Edits are . . . – an integrated tool PeopleSoft provides to ensure ChartField values are used together in accordance with our business rules • Combo Edits define . . . – valid/invalid groupings of ChartFields • Nicknamed Combo Edits or just Edits A little more detail • ‘ChartFields’ = FIELDS that are in your CHART of accounts • • • • • • Account Product Project Department Statistics code Operating unit • Examples – Account X requires product B – Account Y does not allow product A – Account Z requires product C on Business Unit 123 – Account Z requires product D on Business Unit 789 Why do we use Combo Edits? Reimbursement • Allocate operating expenses at transaction level – Medicare – FEP – Other business • Must be coded correctly to allocate correctly Business Rules • Department / Business Unit relationship • Control use of accounts between ledgers SETTING UP COMBO EDITS Business Unit Ledger Group Rule Definition Combination Definition • Which ChartFields are you creating a rule between? Combination Rule Combination Rule Combination Group • Anchor Values Not in Rules – If you have 100 accounts and set up Edits on 99 of them, what do you do with the 100th account? Combination Group Valid Combinations Combination Group Assignment to a BU & Ledger PUTTING EDITS INTO EFFECT Build Combo Edits PS_COMBO_DATA_TBL • Populated by combo build • If already populated (from previous builds) – it will create new rows only for new combinations not already in the table. • If you create a new combo rule – you need to build the edits for only the business units the new rule is on. • But if you REMOVE values from a rule – you must delete the rule first and then build edits. – If you remove a rule you must also delete from combo data table ‘Deleting’ combo edits • If you do not check that box you will delete the rule itself! ADVANCED COMBO EDITS ‘Business unit isn’t a chartfield!’ Valid Combination Ledgers for a Unit Using Trees in Combo Edits PeopleSoft tree experts say: Don’t cross-pollinate your trees • Maintain trees for one use only – Easier to performance tune – Reduce chance of unintended consequences Questions? • Miriam Moore, mmoore@regence.com Reference –Breadcrumbs • Combination Editing folder – – – – – – Combination Rule Combination Group Combination Definition Review Combination Build Review Combination Data Combo Copy/Rename/Delete • Set Up Financials/Supply Chain > Business Unit Related > General Ledger > Ledgers for a Unit Besides guessing HOW DO EMPLOYEES KNOW THE CODING? Combo Edit Error Messages Training • In person or online training • Different levels of training for finance and non-finance staff • Self-help documentation Account Coding Guidance Factoring in Business Unit • Add Business Unit to our example: Account X requires product B on business unit 1 and requires products C or D on business unit 2 Account 66040 Reference - Notes on Configuration • We do not use Commitment Control • Two ways to set up Combination Edits – Selector Tables – won’t be discussing – Combo Data Table – what we use • All configuration through the web interface • Maintained by Business Systems Analysts Reference – Regence Edits • Most accounts have edits that require blanks – Accounts that start with 1-3 require blank product, project, and department – 4 and 5 accounts require specific products and blank department – Accounts that start with 7 or 8 require blank departments • No combo edits on accounts that start with 9 (statistical accounts) • Examples of detailed operating expense account edits – Account 64580 requires a blank product, project, operating unit, and statistics code – Account 66010 requires product U, projects that start with P, and a blank oper unit & stat code Visual of Ledger / BU / Group • Pivot query output for quick visual reference Reference - Queries • Prompt for one account • Return which edits that account is in Reference - Queries • Identify which edits are on which business unit and what type of accounts the edit is on Reference - Queries • Overview of all edit setups Reference - Queries • Find accounts that are not in edits • Note that edits must be built for this query to work because it is pulling from the combo_data_tbl instead of the edit setup tables ChartField Numbers • • • • • • • 64 Business Units, 45 active 2138 Accounts, 1959 active 1490 Products, 1042 active 2404 Departments, 759 active 1177 Projects, 769 active 12 Operating Units (Affiliate), all active 82 Statistics Codes, 79 active 50,826,607,353,811,100 combinations