Process Mining
2023.4
false
Process Mining
Last updated Jun 27, 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_raw

N

Purchase order

Purchase_orders_baseraw

Y

Purchase order item

Purchase_order_items_base_raw

Y

Goods receipt

Goods_receipt_base_raw

N

Invoice

Invoices_base_raw

N

Invoice item

Invoice_items_base_raw

N

Accounting

Accounting_documents_base_raw

N

Payment

Payments_base_raw

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 English) in the tables below and that the file names match the table names.

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.

Refer to the official Microsoft documentation if you want to change the date format.

double

Decimal separator: . (dot)

Thousand separator: none

integer

Thousand separator: none

text

N/A

Purchase requisition

Purchase_requisitions_base_raw

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

Name

Data type

Mandatory Y/N

Description

Purchase_requisition_ID

text

Y

The unique identifier of the purchase requisition.

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.

Appproval_status

text

N

The status of the purchase requisition in the process. For example, ‘open’, ‘closed’, ‘pending’, ‘approved’, etc.

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_raw

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

Name

Data type

Mandatory Y/N

Description

Purchase_order_ID

text

Y

The unique identifier of the purchase order.

Company

text

N

The company for which the purchase order is created.

Creation_date

date

N

The date on which the purchase order is created.

One_time_supplier

boolean

N

An indicator if the supplier is a one time supplier.
Purchase_order

text

N

A user-friendly name to identify the purchase order

.

Approval_status

text

N

The status of the purchase order in the process. For example, ‘open’, ‘closed’, ‘pending’, ‘approved’, etc.

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.

Supplier_country

text

N

The country associated to the supplier.

Supplier_region

text

N

The region associated to the supplier.

Purchase_order_items_base_raw

Below is an overview of the fields of the Purchase_order_items_base_raw 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

N

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.

storage_location

text

N

The storage location associated to the purchase order item.

Quantity

text

N

The quantity and the unit of measurement ordered.

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_raw

Below is an overview of the fields of the Goods_receipt_base_raw 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_raw

Below is an overview of the fields of the Invoices_base_raw 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_raw

Below is an overview of the fields of the Invoice_items_base_raw 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_raw

Below is an overview of the fields of the Accounting_documents_base_raw 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_raw

Below is an overview of the fields of the Payments_base_raw 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_raw

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

Automated

boolean

N

An indicator whether the event is manually executed or automated.

Department

text

N

The department that executed the event.

Event_detail

text

N

Information related to the event.
UsertextNThe user who executed the event.
User_functiontextNThe function associated with the user.
User_typetextNThe categorization of the user.

Event_cost

double

N

The costs for executing the event.

Event_start *

datetime

N

The timestamp associated with the start of executing the event

  • 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 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.

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

Note:

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.

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