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

When you use a custom field, you should rename the field in using Data manager to a name that matches the value. See Fields.

Custom fields that are empty in your dataset, are not displayed in Process Mining.