PeopleSoft FSCM v9 - SpearMCspearmc.com/wp-content/uploads/2015/02/SRM-Demo-v09192016.pdf · PeopleSoft FSCM v9.2 Supplier Relationship Management Presented by: Keith Harper, SpearMC

4/1/2017 © SpearMC Consulting 1 © 2016 SpearMC Consulting

PeopleSoft FSCM v9.2 Supplier Relationship Management

Presented by:

Keith Harper, SpearMC Consulting Randy Johnson, SpearMC Consulting

Northern California Oracle PeopleSoft User Group September 20th, 2016

© 2016 SpearMC Consulting

Agenda

2

Opportunity Statement

SRM Overview

Demo of SRM Functionality

Next Steps


3

Opportunity Statement

• 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 $)


4

Opportunity Solution

• 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.

SRM Modules

Financials SRM Supply Chain

eSettlements Strategic Sourcing

Payables* eProcurement* - ePro

Services Procurement - sPro

Supplier Contracts

eSupplier Connection

Purchasing*

* Modules Currently owned by Customer Utility


5

• SRM is a collection of PeopleSoft Modules each sold separately

• Modules automate the sourcing, purchasing and settlement processes for an organization

• SRM Provides many Supplier Self Service functions

Supplier On-Boarding Strategic Sourcing (Bidding events, Bid Scoring and Award) Supplier Contracts – (MSAs, SOWs, T&Cs) View Online and respond to RFQs Online access to Requisitions, Purchase Orders and RMAs Create PO Acknowledgments and ASN’s eSupplier Portal – Vendor Dashboard (WorkCenters) eSettlements (billing self service)

PeopleSoft SRM


6

Supplier Portal

• 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

• Supplier WorkCenter


7


Key Functionality

• Automates the Supplier / Bidder on-boarding process

• Not same as Supplier Portal – eSupplier utilizes the Supplier Portal

• Self Service – Suppliers and Bidders enter their Supplier information

• Customizable Questionnaires to gather any type of information based on the type of Supplier

• Requesting of documents required for party setup

• Automates the process of giving Suppliers, Bidders and Supplier Users Access to the FSCM Supplier Portal.

• Avoids having to setup users via normal security process for new users.

• Notifies Internal Administrators to review, approve or pushback to Suppliers to get more information.

• Bidders and Supplier Users can also update Address and Contact Info after the fact.

• An Internal WorkCenter Exists for Managing the Supplier On-Boarding process


8

eSupplier Connection Overview

Processing Overview


Sup

plie

r P

ort

al

Requisitions Purchase Orders Receipts Vouchers Address & Contact Information And much more …

3rd Parties Register Access View existing and create new transactions

Bidders

Supplier-Users

Suppliers


9

Key Functionality • Involves finding Sources and negotiating prices for goods and services

• From Existing or new/potential Suppliers • Public Sourcing Events driver larger numbers of bidders and decrease costs of goods

• Electronically gathering potential supplier Information –

• Name, Contact, Gov’t IDs, Supplier Diversity, Commodities etc. • Documents/ Attachments • Customizable Vendor Questionnaires etc.

• Post Buy/Bidding Events –

• Create Events, • Post Event Details, • Notify Bidders, • Accept Bids, • Award Bids, • Automatically Create to Contracts & POs

• Auctioning Goods – Sell events, Post Items for Sale, Accept Officers, Sell Items, Create Billings, Integrate to AR

Strategic Sourcing


10

Supplier Contracts

Key Functionality

• Involves Authoring Contract Documents an Enforcing those Agreements • Setup of Standard Clauses, Terms & Conditions

• Not the same as Procurement Contracts – PC involves the Qtys, pricing, volume discounts etc.

• Provides Contract Repository for all Contract Documents

• Audit Trails for Contract Documents

• Authoring and upload from MS Word

• Contract Managers Create Contract Templates

• Templates involve a series of questions with the answers to those questions going into a system generated Word Document.

• Templates created in conjunction with Legal Dept.

• Examples: MSAs, SOWs, NDAs etc.

• SC provides Contract Agreement Monitoring – SOWs due dates, Certificates of Insurance Expiration etc.


11

Services Procurement (sPro)

Key Functionality

• 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)


12

eSettlements

Key Functionality • Actually a module in FMS not SRM

• Provides Supplier self service invoice Creation via the Supplier Portal • Can enter PO and Non PO invoices • View Invoices and Payment Status

• Buying Entities can enter and send invoice disputes and resolve online

• Also involves electronic Invoice transmission - • Suppliers send bulk invoices via EDX, cXML or XLS

• Provides Ability for Supplier or Buying entity to propose discounted Settlements for Open/Dead Invoices

• Suppliers or Buyers can submit proposals for individual or bulk invoices

• Good Video Overview of eSettlements

https://www.youtube.com/watch?v=JQ54IAS5iPo#t=18.746606

https://www.youtube.com/watch?v=JQ54IAS5iPot=18.746606

SRM - DEMO of Key Functionality To Address Customer Utility Opportunities

© SpearMC Consulting 13


14

Demo Storyboard – Supplier On Boarding

Customer Utility Sends

Supplier Invitation

Supplier Registers

Supplier Logs into Supplier Portal

Supplier Portal


Supplier Performs Self Service Functions & WorkCenter

Purchasing Module

Employee Portal

Customer Utility Reviews &

Approves Supplier


15

eSupplier Connection –Supplier On-boarding

• FSCM users invite a potential Bidders/Suppliers to register or they can do themselves

• Self Service Process – Suppliers/Bidders register themselves via eSupplier Connection

• Customizable list of questions and request for documents

• Purchasing/AP Supervisor Performs a review

• Can respond to Supplier with questions via workflow

• Supplier party provides requested information

• AP/ PO Supervisor – Approves or Denys the registration

• Confirm that all information is complete

• PS process is run to verify duplicates and check against federal no-source list.

• Supplier receives notification of completed on boarding

• Their can be a separate Workflow to do final supplier approval

Demo of Supplier On-Boarding & Supplier Portal


eSettlements



18

eSettlements Supported Functionality

18

Self Service and Invoice Creation (1 by 1 or batch)

PO, Receipt and Invoice Integration

Invoice Dispute and Resolution

Invoice Line Approval and Dispute

Visual Workflow and Visual Invoice Life

Cycle

Invoice Payment Approval

Matching

Manual and Urgent Payments

Payment File Creation and Cancellation

Buyer and Supplier Invoice Extract


19

eSettlements Integrations

eSettlements

eProcurement Purchasing

Accounts Payable

Financial Gateway


20

eSettlement Features

• Is an FMS Application….

• Selling Organization can do the following in eSettlements:

• Create Individual Self Service Invoices for PO and Non PO purchases

• Suppliers can also Create and Submit invoices in bulk via Excel to CI

• Suppliers access eSettlements from the Supplier Portal

• Use eSettlements Dashboard to manage their invoices

• Create Proposals for Bulk Invoice Settlements and respond to Buying Entity Proposals

• Buying Entity can do the following in eSettlements:

• Receive PO and Non-PO invoices, one by one created by authorized supplier users

• Use the eSettlements Buyer Dashboard to review submitted invoices before voucher creation & Payment

• Review Non PO invoices for Chartfield review and edits

• Can create invoice disputes during the invoice review process

• Initiate electronic dispute notifications and perform online resolution

• Create Proposals for Bulk Invoice Settlements and respond to Supplier Proposals


21

eSettlement – 2 usage modes

• Buyer Direct Model

• Typical situation where one Buying Entity manages settlements with multiple Suppliers

• Possible that a Company as Multiple AP Business Units so they would have that same number of Buyers

• A Buyer is not an individual user.

• Buyer must be associated to a Bank Account, Defaults from AP BU

• Business Service Provider Model

• A single 3rd party organization manages the settlements process for multiple Buying Companies and multiple Selling Companies


22

eSettlement Pages Buyers

• 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


23

eSettlement Pages Buyer – Supplier Agreements

• Must be setup before invoices and payments can be processed in eSettlements between a Buying Entity and Supplier

• Settlement Terms must be agreed to by both the buyer and the supplier

• Buyer Administrator Initiates the Buying Agreement…via an email (Supplier Location Level)

• Supplier receives Email that Buying agreement is ready to be reviewed

• Supplier Adds information to Agreement and Accepts Terms

• Agreement is then Finalized and eSettlement Transactions are enabled.

• Processing options established in the agreement include:

• Payment Terms –eSettlments Self Service and uploaded invoices have separate payment terms setup options (on The Supplier Tab)

• Pay From Bank Account if different from Buyer Setup

• Invoice Verification Settings

• Override email notifications between Buyer and Sellers

• Invoice Load Errors, Match Exceptions, Invoice Disputes etc.

• Define Default Chartfield Values for Non-PO Invoices

• You can or cannot enable Supplier update capabilities on some chartfields.


24

eSettlements - PO Invoice Creation

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


25

eSettlements Storyboard

Configure Buyers

Navigate eSettlement

Pages

Navigate eSettlements

Dashboard

Supplier Portal

eSettlements

Enter Self Service Invoice

eSettlements

Employee Portal

Configure Buyer-Seller Agreements

View & Print Invoice

Run eSettlements Notification

Process

Requester Verifies Invoice Voucher Build

View In Process Vouchers


26

eSettlements – Payment Processing

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.

Appendix: Screen Shots from Demo



28

eSettlement Pages eSettlements Center


29

eSettlement Pages Supplier Dashboard

These Pages Represent information the Supplier would see for their invoices.


30

Supplier Can Drill into the Invoice Cycle for a single invoice

Invoice Cycle Page shows invoice progress



31


Suppliers can Drill into AR details from either hyperlink or chart


32


Suppliers Can Drill into Printable Invoice Documents


33


Suppliers Can Drill into Printable Invoice Documents


34


Suppliers Can Drill into Payment Details from the Manage Bills Page


35

eSettlement Pages Buyers

Review Buyers Page – Setup New or Edit eSettlement Buyers


36

eSettlement Pages Buyer Administrator

• The first user profile that you create for each new buying entity is it’s local buyer administrator.

• Controls AP BU Security

• Manages Buyer & Supplier Agreements

• Controls how Payments are processed • Can Override Match exceptions

Delivered eSettlement Roles


37

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


38

eSettlement Pages Buyer – Supplier Agreements


39

eSettlement Pages Electronic Invoice Creation

• 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.


40

eSettlement Pages Manual Invoice Creation

• 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.


41

eSettlement Pages Manual Invoice Routing and Verification

• Invoices with Non-PO lines get marked for Chartfield review and don’t enter voucher build.

• Are routed to the requestor or other buyer user for chartfield varication and updates

• If no requestor is entered then a default requestor is used from the buyer agreement

• Invoice verification routing and approvals are determined at the Supplier – Buyer Agreement level.

• Routing for Approvals is also determined if the invoice line is PO or Non-PO

• Ultimately, someone on the Buyer side releases the invoice for Voucher Build Processing

• Could still be a separate Voucher approval process after this…


42

eSettlement Pages View Invoice Page

• Page used to view and edit self service invoices

• Invoices appear here until they are included in Voucher Build Process

Build Statuses –

a. Initiated – Self Service invoices created, saved and not submitted to Buyer/Requestor. Can still be updated

by Supplier

b. Not Processed- SSI Sent to the Buying Entity but not Verified by Buyer

c. Build Voucher – Verified by Buyer and Ready for Voucher build


43

eSettlement Pages Delete Invoice Page

• Page used by a Supplier to Delete a Self Service invoice..

• Can only Delete invoices in status of ‘initiated’


44

eSettlement Pages Print Invoice Page

• Suppliers can print their invoices if server is configured.

• Retrieve from Report Manager


45

eSettlement Pages Review Invoice

• Used to approve invoice prior to voucher build processing

• This page is only seen by the Buying Entity…

• Buyer Users Can Review, Approve or Deny invoices from this page

• Can update Chartfields


46

eSettlement Pages Self Service Invoice – Correct Invoice Errors

• This page seen by Buying Entity and Seller

• Used to Correct Errors after the Voucher Build Process has r un for a self Service invoice

• Page Displays only Self Serv. invoices in error

SRM WorkCenter Screen Shots



48

• 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.

Assets PO/Buyer Expenses Accounts Payable Contracts Staffing AR Treasury General Ledger Billing Contract / Sourcing Grants Projects Maintenance Management Inventory Supplier Portal WorkCenter

Supplier Registration Dashboard

What are WorkCenters?


49

Supplier WorkCenter

• 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.


50

• Delivered Supplier WC is empty – requires configuration

• Does come with many prebuilt Pagelet

Supplier WorkCenter


51

Supplier Administration WorkCenter (Used Internally)

• Labeled on PS menu as ‘Registration Dashboard’ • Used by Purchasing Coordinator/ Mgr. to manage bidder / Supplier approval process


52

• Delivered Supplier WC is empty – requires configuration

• Does come with many prebuilt Pagelet

Supplier WorkCenter


53


The Supplier Onboarding Process

Org

Su

per

viso

r O

rgan

izat

ion

Perform Internal Review

Questions & Add’l Info Requested via

email

Sup

plie

r

Register

Perform OFAC & Duplicate

Check

Approve or Deny

Invite Supplier Party to Register

Completed Onboarding Notification

Received

Provide Requested Info

Can be a Buyer or any other

employee Approved to be a

Bidder and/or Supplier


eSettlements Inbound Invoice Process

54

Invo

ice

Gat

e K

eep

er

Sup

plie

r R

eso

urc

e

Voucher Approval

Clo

ud

A

pp

s cXML Invoice Transmission

Release?

Self Service Invoice Entry

(1 by 1)

Self Service Invoice Entry

(Excel to CI)

Process Finished

“Quick Invoice” Staging

Matching Process B

atch

P

roce

ss

Acc

ou

nts

Pay

able

PO Invoice?

Perform Chartfield

Review

Perform PO Invoice Review

($ High)

Voucher Build

Approve or

Deny

Pay Cycle Manager

General Ledger Posting

PO Invoice

?

Sub-Ledger Posting

Resolve Exceptions

Exceptions?

Yes

No

No

No

Yes

Yes

Yes

Yes


55

eSettlements Typical Improvements