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

Santa Clara University Innovative to PeopleSoft � 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 John Peacock Writer – 400 – Acquisitions Santa Clara University Need for Interface Innovative’s Tool � Double entry of invoices in OSCAR � Simple reporting tool out of Innovative system and PeopleSoft – Output Accounting Information (product 414) – Waste of employee time • contains all required PeopleSoft fields – Higher risk of human error – History must be deleted before each report � No delivered functionality to directly run to prevent duplicates interface invoices Scope SCU Requirements Met � Vouchers? Of course… � Two crucial fields – Alternate vendor code � Purchase Orders? Not yet… • 10 characters to match PeopleSoft’s field length – Speedtype • 20 character distribution string often cut off � Does require communication between libraries and accounts payable 1

Methodology PeopleSoft Processes � Add directly to PeopleSoft Tables � EDI Manager ourselves? – Loads file into staging tables from flat file � Any PeopleSoft tools we can utilize? – Inbound voucher map delivered � Voucher Edit – Loads from staging tables into transaction tables � Answer: EDI Manager Interface’s Jobs Decisions � Unapproved � Reformat file to meet EDI Manager’s – Allows AP to double check numbers needs � Vouchers w/out valid vendor or – Add in PeopleSoft info as needed speedtype are not brought in (business unit, operator id, etc) – Error file generated with OSCAR voucher � Rename file – use process instance id’s � Use tax not calculated in interface – Too much logic - instead created report Process Project Timeline � Library � Total time - 8 months – Delete history tables to prevent duplicate vouchers – Coding/debugging time < 4 weeks – Run report – Testing time < 2 weeks – Place on server – Idle time……… � Finance office � Reasons – Run interface – Time waiting for PeopleSoft case – Run EDI Manager – Run Voucher Edit – Poor time management during testing 2

Issues we still face Future � Vendor code missing/inaccurate � PeopleSoft 8.4 � Split distributions - some math doesn’t – Budget Period logic changes add up – EDI Map changes � Innovative � Dates – As long as file unchanged, little maintenance needed Questions? Contact Information: E-mail : jpeacock@scu.edu Phone : 408.551.1964 3