Enabling Payables for the eSettlements Buyer Direct Model

This chapter provides an overview of the processes involved in enabling the eSettlements Buyer Direct model for use with an existing Payables application, and discusses how to:

Specify the Buyer Direct model.
Set up security.
Establish a buyer template.
Enable Payables business units and vendors as eSettlements buyers and suppliers.

Understanding Enabling the Buyer Direct Model

Setting up Payables and eSettlements to work together using the eSettlements Buyer Direct model involves creating an eSettlements buyer for each Payables business unit and an eSettlements supplier for each active Payables vendor. You can perform these operations using an Application Engine process to complete the enabling of all your existing Payables business units and vendors at once, in a batch, and you can also enable them online one at a time. We discuss the latter method in subsequent chapters.

Buyer Template

The administrator must create a buyer template to populate the required configuration tables when creating a new buyer. This template includes all required control values and is stored by setID. Each buyer must be associated with a template, and you can use one template for the creation of many buyers.

You establish the information when you create your business units in Payables, but you still must create a complete buyer template in eSettlements. The only template field used in further processing is Account, which appears by default on self-service and XML invoices, if no other default values are found.

Enable Payables Business Units and Vendors for Buyer Direct Application Engine Process

The Enable AP BUs & Vendors for BD (enable payables business units and vendors for buyer direct model) Application Engine process (EM_ENABLE_BU) creates an eSettlements buyer for each Payables business unit, and an eSettlements supplier for each Payables vendor. For buyers, the process performs the following:

Creates eSettlements buyers by populating the Buyer Registration table (EM_BUY_REG_TBL) with all active Payables business units that are not already registered as eSettlements buyers.
Populates four levels of buyer approval amounts in the Buyer Approval Amounts table (EM_BUYER_APPR) for each Payables business unit.

Populates the first row with unlimited invoice header approval amounts and each subsequent row with a value of 0.0. You must enter the actual approval amounts manually on the Review Buyer Details - Notifications and Approvals page, as well as assign approvers for each approval level by selecting from a list of valid eSettlements roles.
Populates the Business Unit Operator ID Security table (SEC_BU_OPR) for every Payables business unit for user IDs that are associated with a role attached to any of the following role types: buyer user, buyer administrator, buyer accountant, or operational approver.

Note. If the Update Security Setups SQR process (FIN9001) has been run with business unit security selected, the Enable AP BUs & Vendors for BD process will assume that all Payables business units already exist in the Business Unit Operator ID Security table and will not add a new row to the table. Therefore, if you have added any Payables business units since you last ran the Update Security Setups SQR process, the Enable AP BUs & Vendors for BD process will not add them to the Business Unit Operator ID Security table even though they do not already exist on the table. You must, in that case, add those business units to the Business Unit Operator ID Security table manually.
Populates the Review Buyer Details - ChartField Configuration page with No Access for all ChartFields.

Therefore, to give access to their suppliers, the buyer must access the page and select Display Only or Editable for each ChartField the buyer wants to make available to its suppliers.

For suppliers, the process works as follows:

Creates eSettlements suppliers by populating the eSettlements Supplier Registration table (EM_VENDOR_REG) with all active Payables vendors.

Once the vendor is created, all of their locations display in supplier registration—all of a vendor's locations are registered once the vendor is registered. If an existing vendor has a remit to vendor (location), that information also displays in supplier registration.
Grants eSettlements administrators update access to all supplier details, by populating the Vendor User table (VENDOR_USER) with all active Payables vendors for those users assigned to roles with a system administrator role type.
Calls the Populate User Currency Prefs Application Engine process (EM_USRCURPRF) to populate the User's Current Preferences table (EM_USR_CUR_PREF) with the currency rate type entered on the run control.

See Also

Specifying System Security Options

Specifying the Buyer Direct Model

Specifying the Buyer Direct model is the first step in setting up eSettlements to work with Payables.

To specify the Buyer Direct model, use the Installation Options component (INSTALLATION).

This section discusses how to specify the implementation model.

Page Used to Specify the Implementation Model

Page Name	Object Name	Navigation	Usage
Installation Options - eSettlements	INSTALLATION_EM	Set Up Financials/Supply Chain, Install, Installation Options Click the eSettlements link on the Installation Options page.	Specify eSettlements installation options, including implementation model.

Page Name

Object Name

Navigation

Usage

Installation Options - eSettlements

INSTALLATION_EM

Set Up Financials/Supply Chain, Install, Installation Options

Click the eSettlements link on the Installation Options page.

Specify eSettlements installation options, including implementation model.

Specifying the Implementation Model

Access the Installation Options - eSettlements page.

In the Implementation Model group box, select Buyer Direct.

Warning! Because processing logic is tied to the implementation model, you should not change it once you have selected it and begun your setup.

Setting Up Security

eSettlements is a role-based application. We deliver eSettlements with predefined role types. You must set up at least one user in each of the eSettlements role types in order to enable Payables for use with eSettlements in the Buyer Direct model. In order for a user to perform any tasks in eSettlements, the user must be associated with a role, which is in turn attached to a role type.

Establishing a Buyer Template

A buyer template provides defaults and control values for buyer registration and transactions. The buyer template provides a means to create buyers and the underlying Payables, Purchasing, and General Ledger business units and processing options. You must establish a buyer template before you can run the Enable AP BUs & Vendors for BD Model process—and also before you can enable or create buyers online.

To establish a buyer template, use the Maintain Buyer Template component (EM_BUYER_TEMPLATE).

This section discusses the buyer template in the context of both implementation models and discusses how to establish a buyer template.

Note. In order to save a template all required fields must be populated.

Buyer Direct Model

In the Buyer Direct model, when enabling existing Payables business units for eSettlements, the business units and processing options have already been established so the values on the template will not be used for subsequent processing, except for the Account field. This field on the template is the only field used in the Buyer Direct model, and can be used as a default value on self-service and XML invoices. Bank information in the Buyer Direct model is derived using TableSet sharing, rather than the Bank Security table (EM_SEC_BU_BANK), which is used in the Business Service Provider model only.

eSettlements processing looks to the Payables business unit for all defaults other than Account. If, however, you later create a new buyer directly in eSettlements, the values you enter now on the buyer template determine the defaults on the Payables, Purchasing, and General Ledger business unit definitions that are automatically created upon completing buyer registration.

Business Service Provider Model

In the Business Service Provider model, the Bank Security table is used for the bank information. We discuss aspects of the buyer template for the Business Service Provider model in the Registering Buyers chapter.

See Also

Understanding Buyer Registration

Page Used to Establish a Buyer Template

Page Name	Object Name	Navigation	Usage
Maintain Buyer Template - Information	EM_BUYER_TEMPLATE	eSettlements, Administration, Maintain Buyer Template, Maintain Buyer Template - Information	Establish all buyer creation defaults.

Establishing a Buyer Template

Access the Maintain Buyer Template - Information page.

Note. For the following fields, the system default is to not prorate the charges: Sales Tax Charge, Use Tax Charge, Freight Charge, and Misc. Charge (miscellaneous charge).

To prorate these, select Set Up Financials/Supply Chain, Business Unit Related, Procurement, Procurement Control, then select the appropriate check boxes for the buyer.

SetID	Enter a setID for this template.
Template ID	Enter an ID to define this template.
Holiday List ID	Enter an ID to list the holidays for each buyer.

VAT and Business ID Information

VAT	Select if the buyer operates in a VAT environment.
VAT Entity	Enter a value-added tax (VAT) reporting entity if you selected the VAT check box.
Physical Nature	Select Goods or Services to establish a default value that describes, for the majority of transactions, whether an object purchased is a physical good or a service.
Where Service Performed	Select Buyer's Location, Ship From Location, Ship To Location, or Supplier's Location to indicate the location at which a service is most often performed.
Prorate VAT NR	Enter a default miscellaneous charge code for the non-recoverable Input VAT, to determine how the system calculated, how non-recoverable VAT is accounted for, and whether it is treated as landed cost. Selection of a prorate charge code enables the non-recoverable VAT to be posted to the same set of ChartFields as specified for the associated expense, and enables the non-recoverable VAT to be treated as a landed cost. Selection of a non-prorate charge code allows the non-recoverable VAT to be posted to the ChartFields specified on the VAT accounting template for the associated VAT code.

Accounting Information

Account	Enter a default account for processing. Note. For self-service invoices, the system overwrites this value if you establish values at lower levels of the eSettlements default ChartField hierarchy. See Understanding Self-Service Invoice Entry and Management.
Accounting Template	Enter a template ID for voucher processing within eSettlements.
Ledger	Enter a ledger to store the posted net activity for a set of ChartField values by accounting period and fiscal year.
Ledger Group and Calendar ID	Enter one of each because these are required for enterprise management.

Journal Template

A Journal Template is required for processing within eSettlements.

Accruals, Payments, Closes, Cash Clearings, Revaluations, and Cancels

Enter a journal template to use for each category.

Misc. Journal Information (miscellaneous journal information)

Combo Template	Select the delivered VCHREDIT record template for creation of a business unit.
Sales Tax Charge, Use Tax Charge, Freight Charge, and Misc. Charge (miscellaneous charge)	Enter the appropriate values. The system uses each of these portions of the total landed cost for non-merchandise charges, on purchase orders, receipts, and invoices.
Build Criteria	Enter a selection to enable editing both interfaced and online invoices/vouchers.
Document Association	Enter a value to determine how the system groups together receipts associated with a voucher line during the Matching Application Engine process (AP_MATCH).

Payment Information

Bank SetID	Enter a setID to store the banks for this buyer.
Payment Terms ID, Prepay Terms, Payment Handling and Payment Rate Type	Enter a terms ID, and values to further define the payment details. These are required for all transactions.

Miscellaneous Information

Origin	Enter an origin to identify eSettlements transactions in the system. This is used by both the invoice and purchase order interfaces. Note. You must create an origin of MPY. You can also create additional origins.
Ship Via Code	Enter a code to specify how a shipment from the supplier should be made. This defaults to incoming purchase orders.
Freight Terms Code	Select to specify at what point the title passes for shipment. This defaults to incoming purchase orders.
Tax Exempt Flag	Select if incoming purchase orders are tax exempt.
Tax Exempt ID	Enter an ID if you select the Tax Exempt Flag check box.

eSettlements Information

Agreement SetID

Enter an ID to enable sharing of an agreement between buyers. You can also use it to ensure a specific agreement for each buyer. When the agreement is to be shared by several buyers, enter the value of the primary buyer ID for which all agreements will be created. The value you enter here populates the EM_01 record group. If you leave this field blank, the agreement is not shared and the system populates the record group EM_01 with the newly created buyer ID.

Notification SetID

Enter an ID to enable sharing of notification setup between buyers.

The value you enter here populates the EM_03 record group. If you leave this field blank, the notification setup is not shared and the system populates the EM_03 record group with the newly created buyer ID.

Template Values and Navigation

This table provides a list of buyer template configuration attributes and how to access their respective setup.

Attribute	Navigation Path
Holiday List ID	Banking, Bank Accounts, External Accounts, Account Information
VAT Entity	Set Up Financials/Supply Chain, Common Definitions, VAT and Intrastat, Value Added Tax, VAT Entity
Prorate VAT NR	Set Up Financials/Supply Chain, Product Related, Procurement Options, Charges/Costs, Misc Charge/Landed Cost Defn
Journal Templates	Set Up Financials/Supply Chain, Common Definitions, Journals, Entry Template
Origin	Set Up Financials/Supply Chain, Product Related, Procurement Options, Vouchers, Voucher Origin
Ship Via Code	Set Up Financials/Supply Chain, Common Definitions, Shipping and Receiving, Ship Via Codes
Freight Terms Code	Set Up Financials/Supply Chain, Common Definitions, Shipping and Receiving, Freight Terms
Tax Exempt Flag	Set Up Financials/Supply Chain, Business Unit Related, Purchasing, Purchasing Definition
Tax Exempt ID	Set Up Financials/Supply Chain, Business Unit Related, Purchasing, Purchasing Definition
Account	Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Configure, ChartField Definition
Accounting Template	Set Up Financials/Supply Chain, Common Definitions, Accounting Entry Templates, Templates
Ledger	General Ledger, Ledgers, Detail Ledgers
Ledger Group	General Ledger, Ledgers, Ledger Groups
Calendar ID	Set Up Financials/Supply Chain, Common Definitions, Calendars/Schedules, Calendar Builder
Combo Template	Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Combination Editing, ChartField Editing Template
Sales Tax Charge	Set Up Financials/Supply Chain, Product Related, Procurement Options, Charges/Costs, Misc Charge/Landed Cost Defn
Use Tax Charge	Set Up Financials/Supply Chain, Product Related, Procurement Options, Charges/Costs, Misc Charge/Landed Cost Defn
Freight Charge	Set Up Financials/Supply Chain, Product Related, Procurement Options, Charges/Costs, Misc Charge/Landed Cost Defn
Misc. Charge	Set Up Financials/Supply Chain, Product Related, Procurement Options, Charges/Costs, Misc Charge/Landed Cost Defn
Agreement SetID	PeopleTools, Utilities, Administration, TableSet IDs
Build Criteria	Set Up Financials/Supply Chain, Product Related, Procurement Options, Vouchers, Voucher Build Criteria
Document Association	Set Up Financials/Supply Chain, Product Related, Procurement Options, Vouchers, Document Association Rules
Bank SetID	PeopleTools, Utilities, Administration, TableSet IDs
Payment Terms ID	Set Up Financials/Supply Chain, Product Related, Procurement Options, Payments Access the necessary Payment Terms pages.
Prepay Terms	Set Up Financials/Supply Chain, Product Related, Procurement Options, Payments Access the necessary Payment Terms pages.
Payment Handling	Set Up Financials/Supply Chain, Product Related, Procurement Options, Payments, Payment Handling Codes
Payment Rate Type	Set Up Financials/Supply Chain, Common Definitions, Market Rates, Market Rate Type

Enabling Payables Business Units and Vendors as eSettlements Buyers and Suppliers

To enable Payables business units as eSettlements buyers, and Payables vendors as suppliers, run the Enable AP BUs & Vendors for BD process.

After you run this process, ensure that your database administrator updates statistics on the following tables:

EM_BUY_REG_CFS
PS_EM_BUY_REG_TBL
PS_EM_BUYER_APPR
PS_EM_SEC_BU_BANK
PS_SEC_BU_OPR
PS_EM_VENDOR_REG
PS_VENDOR_USER
PS_EM_USR_CUR_PREF

This section discusses how to run the enable buyer direct model process.

Page Used to Enable Payables Business Units and Vendors for eSettlements Buyers and Suppliers

Page Name	Object Name	Navigation	Usage
Enable Buyer Direct Model - Run Control Parameters	EM_ENABLE_AP_RUN	eSettlements, Batch Processes, Enable Buyer Direct Model, Enable Buyer Direct Model - Run Control Parameters	Specify run parameters for the Enable AP BUs & Vendors for BD (enable payables business units and vendors for buyer direct model) Application Engine process (EM_ENABLE_BU) and run the process. It creates an eSettlements buyer for each Payables business unit, and an eSettlements supplier for each Payables vendor. You can specify which particular business units and vendors to convert to buyers and suppliers.

Running the Enable Buyer Direct Model Process

Access the Enable Buyer Direct Model - Run Control Parameters page.

SetID

Enter a setID; this must be the same setID value as established for the buyer template. The value entered here determines the values available to buyers in the Selection Parameters region.

Template ID

Select either MKTPAYVAT (market pay VAT template) or MRKTPAY (market pay template).

Rate Type

Select a currency rate type value. You set up rate types using the Market Rate Type page. This becomes the default rate type for all users associated with an eSettlements role for business unit. You can override this default on the Review User Profiles - Buyer User Details page for buyer users, and on the Review User Profiles - Supplier User Details page for supplier users.

Buyer/Supplier

Select Buyer to enable Payables business units, or Supplier to enable vendors.

Value Type

Establish parameters to define if the system processes all, a few, or just one Payables business units or vendors. Select from the following:

All: Select to enable all Payables entities (of the specified field name value) to eSettlements entities. For example, if you specify the Buyer value, the process enables all Payables business units as eSettlement business units.

Range: Select to enable a range of business units or vendors, and complete the From and To fields.

Value: Select to enable one business unit or vendor, and complete the From field.

SetID

Specify a setID when enabling one supplier or a range of suppliers. You can add multiple supplier rows under different setIDs for supplier registration.

After you specify the fields, click the Run button.

On the Process Scheduler Request page, select the Enable AP BUs & Vendors for BD (enable payables business units and vendors for buyer direct model) check box to enable Payables business units as eSettlements buyers and vendors as eSettlement suppliers.

Click the OK button to run the processes.

Note. If you are creating vendors every day, set up the Enable AP BUs & Vendors for BD process to run every night. By contrast, you should run the process each time you add a new Payables business unit. Alternately, you can enable a new business unit and a new vendor online as well.

See Also

Understanding Buyer Creation

Defining Market Rates

SetID	Enter a setID; this must be the same setID value as established for the buyer template. The value entered here determines the values available to buyers in the Selection Parameters region.
Template ID	Select either MKTPAYVAT (market pay VAT template) or MRKTPAY (market pay template).
Rate Type	Select a currency rate type value. You set up rate types using the Market Rate Type page. This becomes the default rate type for all users associated with an eSettlements role for business unit. You can override this default on the Review User Profiles - Buyer User Details page for buyer users, and on the Review User Profiles - Supplier User Details page for supplier users.
Buyer/Supplier	Select Buyer to enable Payables business units, or Supplier to enable vendors.
Value Type	Establish parameters to define if the system processes all, a few, or just one Payables business units or vendors. Select from the following: All: Select to enable all Payables entities (of the specified field name value) to eSettlements entities. For example, if you specify the Buyer value, the process enables all Payables business units as eSettlement business units. Range: Select to enable a range of business units or vendors, and complete the From and To fields. Value: Select to enable one business unit or vendor, and complete the From field.
SetID	Specify a setID when enabling one supplier or a range of suppliers. You can add multiple supplier rows under different setIDs for supplier registration.