Extracting Invoices

This chapter provides an overview of invoice extracts and discusses how to:

Define and run the invoice extract processes.
Review invoice extract results.

Understanding Invoice Extracts

The invoice extract feature is used mainly in the Business Service Provider model to reflect PeopleSoft eSettlements transactions in the buyer and supplier systems. However, we do not prevent you from using this feature in the Buyer Direct model.

After invoices are created and processed, payments and invoices can be extracted, stored, and validated. Invoice and payment information can be extracted in either of two formats to corresponding extract file layouts:

XML file

Corresponding extract file layouts:
- Buyer data: EM_VOUCHER_EXT_XML
- Seller data: EM_SELLER _EXT_XML
Fixed file

Corresponding extract file layouts:
- Buyer data: EM_VOUCHER_EXT_FIX
- Seller data: EM_SELLER_EXT_FIX

The files are based on criteria defined during registration. Invoice extract status criteria can be based on pay, match, or approval statuses at runtime.

The resulting file can be used to update the buyer and supplier systems. Because invoice and payment data is synchronously extracted, the buyer, supplier, and eSettlements system all reflect current transaction statuses.

When the extract process completes, an email notification is automatically sent to the recipients defined at the buyer notification level. The process is automated, and the host administrator can also run the process on demand for specified dates.

See Also

Entering Buyer Information

Defining and Running the Invoice Extract Processes

This section provides an overview of the invoice extract run controls, discusses common elements of the run control pages, and discusses how to extract invoices.

Understanding Invoice Extract Run Controls

During the buyer and supplier registration processes, the host administrator can define the criteria for extracting invoice and payment data. This automatically creates a run control for the buyer or supplier with their specified parameters. The host administrator can schedule this process to run automatically, and the system forwards the dates specified on the run control for the next periodic run, which is specified during registration as the process frequency. The host administrator can also manually create on-demand run controls for which they can specify all extract criteria.

eSettlements provides two invoice extract processes:

The Buyer Invoice Extract Application Engine process (EM_VCHR_EXT) creates a file with invoice and payment data for the buyer.
The Supplier Invoice Extract Application Engine process (EM_EXT_SELL) creates a file with invoice and payment data for the supplier.

For automatically created run controls—those defined during buyer or supplier registration—the run control ID and extract criteria populate by default and you cannot update them. If more than one buyer elects the same extract frequency, the information for those buyers also appears in the Buyer Extract Criteria group box.

See Also

Creating Buyer Administrators

Creating Supplier Administrators

Common Elements Used in This Section

User ID	Displays the role accessing the page.
Description	Enter a description for the run control. System Generated appears on the automatically created pages; on manually created (ad hoc) pages, you can enter any value.
Last Extract Date	Displays the last date the process was executed for the buyer. This date is also used as the beginning date range value for the next execution of the extract process.
Extract Through	Enter the maximum date value for the extract range. Invoices with a status change recorded between the specified date range will be extracted.
Report Type	Select Fixed Format or XML File to specify how the invoice and payment information is to be extracted.
Invoice Extract Status	Any Status Change: Selects any invoices that have had a change to their matching, header approval, or payment status—or were recently loaded into the system—since the last extract. Approved: Selects any invoices that have had their header approved since the last extract. Matched and Approved: Selects any invoices that have been matched and approved at the header since the last extract. Matched and Pending Approval: Selects any invoices that have been matched but are still awaiting header approval since the last extract. Paid: Selects any invoices that have had installments paid (either within eSettlements or externally) since the last extract. Pending Approval: Selects any invoices that have been created and are awaiting approval since the last extract.

Pages Used to Run the Invoice Extract Processes

Page Name	Object Name	Navigation	Usage
Extract Buyer Invoices - Run Control Parameters	EM_VCHR_EXTRACT	eSettlements, Batch Processes, Extract Buyer Invoices, Extract Buyer Invoices - Run Control Parameters	Define run control parameter for the Buyer Invoice Extract Application Engine process (EM_VCHR_EXT) and run the process. You automatically create run controls when you register buyers, or you can manually create a run control from this page.
Extract Supplier Invoices - Run Control Parameters	EM_VCHR_EXT_VEN	eSettlements, Batch Processes, Extract Supplier Invoices, Extract Supplier Invoices - Run Control Parameters	Define run control parameter for the Supplier Invoice Extract Application Engine process (EM_EXT_SELL) and run the process. You automatically create run controls when you register suppliers, or you can manually create a run control from this page.

Extracting Invoices

Access the Extract Supplier Invoices - Run Control Parameters page.

Note. The Extract Buyer Invoices - Run Control Parameters page is similar to this page.

Supplier SetID and Supplier	Enter the setID and code of the supplier for which you are creating the extract file.
Supplier Location	Select a location of the supplier for which to extract invoices. Leave this field blank to extract all invoices for a particular supplier.

Note. When you first register a supplier, the system generates the same run control for each of that supplier's locations.

Reviewing Invoice Extract Results

Buyers and suppliers can review the results of their respective extracts. The roles and user IDs specified in the respective extract notification setup as part of buyer and supplier registration receive email notification that an extract has occurred. These notifications contain a link to the inquiry pages. As with other types of notifications, you can specify at several levels the roles and user IDs that are notified. This section discusses how to review extract results.

See Also

Specifying Buyer Notifications

Pages Used to Review Extract Results

Page Name	Object Name	Navigation	Usage
Review Invoices - Invoice Extract Inquiry	EM_B_EXTRACT_INQ	eSettlements, Invoices, Review Buyer Extract, Review Invoices - Invoice Extract Inquiry	Buyer administrators review invoice extract results.
Review Invoices - Invoice Extract Inquiry	EM_S_EXTRACT_INQ	eSettlements, Invoices, Review Supplier Extract, Review Invoices - Invoice Extract Inquiry	Supplier administrators review invoice extract results.

Reviewing Extract Results

Access either of the Review Invoices - Invoice Extract Inquiry pages.

Review the results of an invoice extract.

We further discuss verification of the extract results in the troubleshooting section on PeopleSoft's Customer Connection website.

See Also

Troubleshooting documentation on the PeopleSoft Customer Connection Website.