Process Mining

2022.10

false

Process Mining

Last updated Apr 19, 2024

Purchase-to-Pay input fields

Introduction

This section contains an overview of the fields for each of the input tables of Purchase-to-Pay. For each entity the fields are listed. For each field, the name and a data type are displayed. Apart from that, it is indicated whether the field is mandatory if the entity is included in the Purchase-to-Pay process.

Note:

When a table or field is not mandatory, it should be part of the input. Optional tables may contain no records and optional fields may contain empty values.

When a field is mandatory, it should not contain NULL values.

Entity	Table	Mandatory Y/N
Purchase requisition	`Purchase_requisitions_base`	N
Purchase order	`Purchase_orders_base`	Y
Purchase order item	`Purchase_order_items_base`	Y
Goods receipt	`Goods_receipt_base`	N
Invoice	`Invoices_base`	N
Invoice item	`Invoice_items_base`	N
Accounting	`Accounting_documents_base`	N
Payment	`Payments_base`	N

The illustration below displays the relations between entities of Purchase-to-Pay.

Important: Table names and field names are case-sensitive. Always make sure that the field names (column headers) in your dataset match the field names in the table below and that the file names match the table names.

Important:

If you are extracting the data using CData Sync, `_raw` has to be added to the table names listed below, e.g. `Purchase_orders_base_raw`.

Field types

Below is an overview of the different field types and their default format settings.

Field type	Format
boolean	`true`, `false`, `1`, `0`
date	`yyyy-mm-dd`
datetime	`yyyy-mm-dd hh:mm:ss[.ms]`, where `[.ms]` is optional.
double	Decimal separator: `.` (dot) Thousand separator: none
integer	Thousand separator: none
text	N/A

Purchase requisition

Purchase_requisitions_base table

Below is an overview of the fields of the Purchase_requisitions_base table.

Name	Data type	Mandatory Y/N	Description
`purchase_requisition_id`	text	Y	The unique identifier of the purchase requisition.
`appproval_status`	text	N	The status of the purchase requisition in the process. For example, ‘open’, ‘closed’, ‘pending’, ‘approved’, etc.
`material`	text	N	The requested material.
`material_group`	text	N	The categorization of the requested material.
`purchase_requisition`	text	N	A user-friendly name to identify the purchase requisition.
`purchase_requisition_type`	text	N	The categorization of purchase requisitions.
`requisitioner`	text	N	The person who requested the purchase requisition
`value`	double	N	A monetary value related to the purchase requisition

Purchase Order

Purchase_orders_base table

Below is an overview of the fields of the Purchase_orders_base table.

Name	Data type	Mandatory Y/N	Description
`purchase_order_id`	text	Y	The unique identifier of the purchase order.
`creation_date`	date	Y	The date on which the purchase order is created.
`approval_status`	text	N	The status of the purchase order in the process. For example, ‘open’, ‘closed’, ‘pending’, ‘approved’, etc.
`company`	text	N	The company for which the purchase order is created.
`purchase_order`	text	N	A user-friendly name to identify the purchase order.
`purchase_order_creator`	text	N	The person who created the purchase order.
`purchase_order_type`	text	N	The categorization of purchase orders.
`purchasing_group`	text	N	The purchasing group associated with the purchase order.
`purchasing_organization`	text	N	The purchasing organization associated with the purchase order.
`supplier`	text	N	The supplier associated with the purchase order.
`one_time_supplier`	boolean	N	An indicator if the supplier is a one time supplier.
`supplier_country`	text	N	The country associated to the supplier.
`supplier_region`	text	N	The region associated to the supplier.

Purchase_order_items_base table

Below is an overview of the fields of the Purchase_order_items_base table.

Name	Type	Mandatory Y/N	Description
`purchase_order_item_id`	text	Y	The unique identifier of the purchase order item
`purchase_order_id`	text	Y	The unique identifier of the purchase order
`purchase_requisition_id`	text	N*	The unique identifier of the purchase requisition.
`business_area`	text	N	The business area associated with the purchase order item.
`cost_center`	text	N	The cost center associated with the purchase order item.
`customer`	text	N	The customer on behalf of whom the purchase order item is created.
`customer_country`	text	N	The country associated to the customer.
`customer_region`	text	N	The region associated to the customer.
`delivery_complete`	boolean	N	Indicator if all ordered goods are received.
`latest_actual_delivery_date`	date	N	The latest actual delivery date for the purchase order item.
`latest_expected_delivery_date`	date	N	The latest originally confirmed delivery date for the purchase order item.
`material`	text	N	The ordered materials.
`material_group`	text	N	The categorization of the ordered materials.
`plant`	text	N	The plant associated to the purchase order item.
`purchase_order_item`	text	N	A user-friendly name to identify the purchase order item.
`quantity`	text	N	The quantity and the unit of measurement ordered.
`storage_location`	text	N	The storage location associated to the purchase order item.
`value`	double	N	The monetary value related to the purchase order item.

* If you want to include purchase requisition events in the process graphs, the Purchase_requisition_id field is mandatory.

Goods_receipt_base

Below is an overview of the fields of the Goods_receipt_base table.

Name	Type	Mandatory Y/N	Description
`goods_receipt_id`	text	Y	The unique identifier of the goods receipt.
`purchase_order_item_id`	text	N*	The unique identifier of the purchase order item.

* If you want to include goods receipt events in the process graphs, the purchase_order_item_id field is mandatory.

Invoice

Invoices_base table

Below is an overview of the fields of the Invoices_base table.

Name	Type	Mandatory Y/N	Description
`invoice_id`	text	Y	The unique identifier of the invoice.
`invoice_id_accounting_relation`	text	N*	The unique identifier of the invoice as known in the accounting system.

* If you want to include accounts payable events in the process graphs, the invoice_id field is mandatory.

Invoice_items_base table

Below is an overview of the fields of the Invoice_items_base table.

Name	Type	Mandatory Y/N	Description
`invoice_item_id`	text	Y	The unique identifier of the invoice item.
`invoice_id`	text	N*	The unique identifier of the invoice.
`purchase_order_item_id`	text	N*	The unique identifier of the purchase order item.

* If you want to include events related to accounts payable in the process graphs, the invoice_id and purchase_ order_item_id fields are mandatory.

Accounting

Accounting_documents_base table

Below is an overview of the fields of the Accounting_documents_base table.

Name	Type	Mandatory Y/N	Description
`accounting_document_id`	text	Y	The unique identifier of the accounting document.
`invoice_id`	text	N*	The unique identifier of the invoice as known in the accounting system.

* If you want to include events related to accounts payable in the process graphs, both the accounting_document_id and invoice_id fields are mandatory.

Payment

Payments_base table

Below is an overview of the fields of the Payments_base table.

Name	Type	Mandatory Y/N	Description
`payment_id`	text	Y	The unique identifier of the payment.
`accounting_document_id`	text	N*	The unique identifier of the accounting document.

* If you want to include payment events in the process graphs, the accounting_document_id field is mandatory.

Events

Events_base Table

The Events_base table contains all sub-event logs for all entities. Below is an overview of the fields of the Events_base table.

Name	Type	Mandatory Y/N	Description
`activity`	text	Y	The name of the event. This describes the step in the process.
`event_end`	datetime	Y	The timestamp associated with the end of executing the event
`purchase_requisition_id`	text	Y	The unique identifier of the purchase requisition.
`purchase_order_id`	text	Y	The unique identifier of the purchase order.
`purchase_order_item_id`	text	Y	The unique identifier of the purchase order item.
`goods_receipt_id`	text	Y	The unique identifier of the goods receipt.
`invoice_id`	text	Y	The unique identifier of the invoice.
`invoice_item_id`	text	Y	The unique identifier of the invoice item.
`accounting_document_id`	text	Y	The unique identifier of the accounting document.
`payment_id`	text	Y	The unique identifier of the payment.
`activity_order`	integer	N	The number that defines in which order activities are executed in case they have the same Event end.
`department`	text	N	The department that executed the event.
`event_cost`	double	N	The costs for executing the event.
`event_detail`	text	N	Information related to the event.
`event_start` *	datetime	N	The timestamp associated with the start of executing the event
`automated`	boolean	N	An indicator whether the event is manually executed or automated.
`user`	text	N	The user who executed the event.
`user_function`	text	N	The function associated with the user.
`user_type`	text	N	The categorization of the user.

* If both event_start and event_end are defined in your dataset, the duration of the event is known. This will be used to calculate the throughput time of events. If only event_end is defined, the throughput time will be calculated as the difference between previous event_end and the event_end.

event_start is only taken into account if every record in the dataset contains a not-null value.

Important:

If you want to use event_cost and/or event_start in Purchase-to-Pay, you must add these fields to your .mvp connector and use DataBridgeAgent to load the data in your Purchase-to-Pay process app.

See Loading data using DataBridgeAgent.

Make sure you add the connector to DataBridgeAgent. See Adding a custom connector to DataBridgeAgent.

Note:

It is expected that for each record exactly one of the id fields is filled in, which is the one of the entity on which the event takes place. The other id fields may be empty.

Next to the standard mandatory fields (activity and event_end), one entity_id is mandatory. This field depends on the entity the event is part of.

Custom fields

Additionally, custom case and event fields for both case and event properties are available for Purchase-to-Pay.

10 fields of type text (5 fields for events);
10 fields of type double (5 fields for events);
5 fields of type datetime; (These must be of the format yyyy-mm-dd hh:mm:ss[.ms], where [.ms] is optional).
10 fields of type boolean (5 fields for events);
10 fields of type duration (5 fields for events).

Custom fields have generic names. Below is an overview of the custom fields that can be used in a Purchase-to-Pay process app.

Important:

If you want to use custom fields in Purchase-to-Pay, you must add these fields to your .mvp connector and use DataBridgeAgent to load the data in your Purchase-to-Pay process app.

See Loading data using DataBridgeAgent.

Make sure you add the connector to DataBridgeAgent. See Adding a custom connector to DataBridgeAgent.

Name	Data type	Mandatory Y/N
custom_purchase_order_item_text_{1...10}	text	N
custom_purchase_order_item_number_{1...10}	double	N
custom_purchase_order_item_datetime_{1...5}	datetime	N
custom_purchase_order_item_boolean_{1...10}	boolean	N
custom_purchase_order_item_duration_{1...10}	integer	N
custom_event_text_{1...5}	text	N
custom_event_number_{1...5}	double	N
custom_event_datetime_{1...5}	datetime	N
custom_event_boolean_{1...5}	boolean	N
custom_event_duration_{1...5}	integer	N