Santa Clara University Innovative to PeopleSoft Two Libraries - - - PDF document

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Innovative to PeopleSoft

John Peacock Santa Clara University

Santa Clara University

Two Libraries - Heafey Law and Orradre

– Account for about 500 invoices/month

PeopleSoft version 7.52

– Currently upgrading to 8.4

Innovative Product Numbers:

– 100 – Database Maintenance and Report Writer – 400 – Acquisitions

Need for Interface

Double entry of invoices in OSCAR

system and PeopleSoft

– Waste of employee time – Higher risk of human error

No delivered functionality to directly

interface invoices

Innovative’s Tool

Simple reporting tool out of Innovative

– Output Accounting Information (product 414)

• contains all required PeopleSoft fields

– History must be deleted before each report run to prevent duplicates

Scope

Vouchers? Of course… Purchase Orders? Not yet…

SCU Requirements Met

Two crucial fields

– Alternate vendor code

• 10 characters to match PeopleSoft’s field

length

– Speedtype

• 20 character distribution string often cut off

Does require communication between

libraries and accounts payable

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Methodology

Add directly to PeopleSoft Tables

• urselves?

Any PeopleSoft tools we can utilize? Answer: EDI Manager

PeopleSoft Processes

EDI Manager

– Loads file into staging tables from flat file – Inbound voucher map delivered

Voucher Edit

– Loads from staging tables into transaction tables

Interface’s Jobs

Reformat file to meet EDI Manager’s

needs

– Add in PeopleSoft info as needed (business unit, operator id, etc)

Rename file – use process instance

Decisions

Unapproved

– Allows AP to double check numbers

Vouchers w/out valid vendor or

speedtype are not brought in

– Error file generated with OSCAR voucher id’s

Use tax not calculated in interface

– Too much logic - instead created report

Process

Library

– Delete history tables to prevent duplicate vouchers – Run report – Place on server

Finance office

– Run interface – Run EDI Manager – Run Voucher Edit

Project Timeline

Total time - 8 months

– Coding/debugging time < 4 weeks – Testing time < 2 weeks – Idle time………

Reasons

– Time waiting for PeopleSoft case – Poor time management during testing

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Issues we still face

Vendor code missing/inaccurate Split distributions - some math doesn’t

add up

Dates

Future

PeopleSoft 8.4

– Budget Period logic changes – EDI Map changes

Innovative

– As long as file unchanged, little maintenance needed

Questions?

Contact Information: E-mail : jpeacock@scu.edu Phone : 408.551.1964