Define address details for entities such as business units, assets, and banks. Locations are used to convey address and contact info associated with a physical location that is relevant to one or more college business processes AR/AP/PO/AM

Decision: District

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > Location > Location

Security: ZD AM Local Configuration Inq and ZZ AM Local Configuration
Menu: DEFINE_GENERAL_OPTIONS
Component: LOCATION_TBL
Page: Location Definition and Detail
Activity: A/UD/DA/C 

Create ship to IDs from existing location IDs for receiving supplier shipments. Ship to location is used in the Purchasing and AP modules. They identify the place or the address where goods and services are supposed to be delivered. They are also used to determine the tax rate that should be applied to transactions such as requisition, po and voucher.

Decision: District

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Product Related > Procurement Options > Purchasing > Ship To Locations

Security: ZD Purchasing Local Cnfig Inq and ZZ Purchasing Local Config
Menu: DEFINE_GENERAL_OPTIONS
Component: SHIP_TO_CODES
Page: SHIPTO_HDR
Activity: A/UD/DA/C

This setup determines how the AP module interfaces with the General Ledger module. Procurement control must be defined for each college.

Decision:  Set up by District

Navigation: NavBar > Navigator >  Set Up Financials/Supply Chain > Business Unit Related > Procurement > Procurement Control

Security: ZD Purchase Central Cnfig Inq
Menu: ESTABLISH_BUSINESS_UNITS
Component: BUS_UNIT_INTFC2
Page: General Controls, Non-Merch Charges, GL Templates, ERS Options, Withholding
Activity: C

Payables definition is used to create a new business unit in AP and link it with the General Ledger module. This setup is also used to define Tax Options, Matching criteria, default payment options, etc.

Decision: Set up each District as Business Unit

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Business Unit Related > Payables > Payables Definition

Security: ZC AP Central Configuration
Menu: ESTABLISH_BUSINESS_UNITS
Component: BUS_UNIT_TBL_AP
Page: Definition
Activity: A/UD

Payables Options is used to define the defaults at the SetID level. Voucher Approval options, Error options, Default Payment options and terms, and Sales Tax options are defined here.

Decision: Set up using District Business Unit as Set ID

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Business Unit Related > Payables > Payables Options

Security: ZC AP Central Configuration and ZZ Accounts Payable Reports
Menu: ESTABLISH_BUSINESS_UNITS
Component: BU_CTLB
Page: Payables Options
Activity: A/UD/DA/C

The user preferences defined here set the page defaults and security around creating and processing vouchers.

User preferences are dependent on user account creation, which will be provided at a later time.  User ID’s will be created by HR and Process Group and Procurement settings will be added according to their “job function” - like Manager, Buyer, Requester, Approver etc.

Navigation: Navigation: Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences > Procurement > Payables Online Vouchering

Security: ZD Local Security Admin and ZZ Local Security Admin
Menu: DEFINE_GENERAL_OPTIONS
Component: OPR_DEFAULT
Page: User Preferences
Activity: UD

Select and review a pay cycle by user ID.

User preferences are dependent on user account creation, which will be provided at a later time.  User ID’s will be created by HR and Paycycle by User ID settings will be added according to their “job function” - like AP Manager or AP Specialist.

Navigation: NavBar > Navigator >  Set Up Financials/Supply Chain > Security > Pay Cycle by User ID
Security: ZD AP Local Configuration Inq
Menu: ADMINISTER_SECURITY
Component: SEC_PYCYCL_OPR
Page: Pay Cycle by User ID
Activity: UD

Select and review a pay cycle by permission list.

User preferences are dependent on user account creation, which will be provided at a later time.  User ID’s will be created by HR and Process Group and Procurement settings will be added according to their “job function” - like AP Manager or AP Specialist.

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Security > Pay Cycle by Permission List

Security: ZD AP Local Configuration Inq
Menu: ADMINISTER_SECURITY
Component: SEC_PYCYCL_CLS
Page: Pay Cycle by Permission List
Activity: UD

Payment selection criteria acts as a template that is used to run pay cycle and process vouchers to payment. The setup here controls the scheduled payments that are eligible for payment in each cycle.

Navigation: NavBar > Navigator > Accounts Payable > Payments > Pay Cycle Processing > Payment Selection Criteria

Security: ZZ Payment Creation
Menu: CREATE_PAYMENTS
Component: PYCYCL_DEFN
Page: SEARCH
Activity: UD

Approval Process Setup defines the voucher approval process. The approval process breaks down into Stages > Paths > Steps. Each step has a user list, which consists of either a SQL or a Role which is then assigned to the approver. Each Path and Step may have a specified criteria such as Monetary, Department IDs, Category Ids, etc.

See below file for a sample workflow.

Navigation: NavBar > Navigator > Enterprise Components > Approvals > Approvals > Approval Process Setup

Security: ZD Purchasing Local Config
Menu: EOAW_APPROVAL_WORKFLOW
Component: EOAW_PRCS
Page: Setup Process Definitions
Activity: A/UD/DA/C