Input tables of Purchase-to-Pay Discovery Accelerator 21.10

Introduction

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

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

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

Purchase Requisition

Purchase_requisitions_base Table

Below is an overview of the attributes 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.
Creation date	Date	Y	The date on which the purchase requisition is created.
Approval 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.
Quantity	Text	N	The quantity and the unit of measurement requested.
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 attributes 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 attributes 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 attributes 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 attributes 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.
Creation date	Date	Y	The date on which invoice was created in the system.
Baseline date	Date	N	The baseline date for due date calculation of the invoice.
Company	Text	N	The company associated with the invoice.
Discount percentage 1	Double	N	The discount percentage for discount period 1.
Discount percentage 2	Double	N	The discount percentage for discount period 2.
Discount period 1	Integer	N	The payment period for which discount percentage 1 applies.
Discount period 2	Integer	N	The payment period for which discount percentage 2 applies.
Fiscal year	Text	N	The fiscal year that the invoice belongs to.
Invoice	Text	N	A user-friendly name to identify the invoice.
Invoice creator	Text	N	The person who created the invoice.
Invoice date	Date	N	The date on which the received invoice was created.
Invoice type	Text	N	Categorization of invoices.
Net payment period	Integer	N	The net payment period for the invoice in days.
Payment method	Text	N	The payment method of the invoice.
Payment terms	Text	N	The payment terms applicable for the invoice.
Posting date	Date	N	The date on which the invoice was posted (accounting).

* 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 attributes 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.
Invoice item	Text	N	A user-friendly name to identify the invoice item.
Material	Text	N	The material invoiced.
Plant	Text	N	The plant associated to the invoice item.
Quantity	Text	N	The quantity and the unit of measure for the invoice item.
Value	Double	N	The monetary value of the invoice 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 attributes 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 attributes 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.
Payment is complete	Boolean	N	An indicator if the payment is a full clearing

* 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 attributes 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 category	Text	N	The type of activity that takes place (e.g. change, set/remove block)
Activity code	Text	N	The code for the activity that takes place used to define metrics and tags in the Purchase-to-Pay Discovery Accelerator.
Activity order	Integer	N	The number that defines in which order activities are executed in case they have the same Event end.
Activity trigger	Text	N	An attribute that describes the reason for the executed activity.
Department	Text	N	The department that executed the event.
Event detail	Text	N	Information related to 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.

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 attributes (Activity and Event end), one entity ID is mandatory. This field depends on the entity the event is part of.

Activity Code

Several activities in the Purchase-to-Pay Discovery Accelerator are used to calculate metrics or tags. If your source system uses a different name for a certain activity, the Activity code can be used to map your activity to the appropriate activity in Purchase-to-Pay Discovery Accelerator to make sure that the correct activities are used for calculation.

If you define the (optional) Activity code attribute, make sure that the available activity codes are defined in your input data.

Below is an overview of the Activity codes that are available in Purchase-to-Pay Discovery Accelerator.

Activity code	Description	Usage
APPROVE_PO	Purchase order is approved (on any level)	Metrics • Throughput times: Purchase order approval until Goods are received; Purchase requisition creation until the Purchase order is approved; Purchase requisition approval to Purchase order approval. • Number of Purchase order approvals. Tags • Goods are delivered before/without the Purchase order is approved or unreasonably quick; • Invoice is received before/without the Purchase order is approved.
APPROVE_PR	Purchase requisition is approved (on any level)	Metrics • Throughput times: Purchase requisition approval to Purchase order approval. • Number of Purchase requisition approvals.
CREATE_INVOICE	Invoice is created	Metrics • Throughput times: Invoice creation until the last outgoing payment.
CREATE_INVOICE_ITEM	Invoice item is created	Tags • Invoice is received before/without the Purchase order is approved or Purchase order item is created. • An invoice is received too soon after an Purchase order approval.
CREATE_OUTGOING_PAYMENT	Outgoing payment is executed	Metrics • Throughput times: Invoice creation until the last outgoing payment.
CREATE_PO	Purchase order is created	Metrics • Throughput times: Purchase requisition approval to Purchase order approval.
CREATE_PO_ITEM	Purchase order item is created	Tags • Goods are delivered before the Purchase order item is created; • Invoice is received before the Purchase order item is created.
CREATE_PR	Purchase requisition is created	Metrics • Throughput times: Purchase order approval until Goods are received.
GOODS_RECEIPT	Goods are received	Metrics • Throughput times: Purchase order is approved until Goods are received. Tags • Goods are delivered before/without the Purchase order is approved or before the Purchase order item is created; • Goods are delivered too quickly after the Purchase order is approved.
REVOKE_APPROVED_PO	Purchase order approval is revoked (on any level)	Metrics • Number of purchase order approval revocation.
REVOKE_APPROVED_PR	Purchase requisition approval is revoked (on any level)	Metrics • Number of purchase requisition approval revocation.

Attribute Type

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

Attribute type	Specification
Boolean	n/a
Date	Format: YYYY-M-D
DateTime	Date format: YYYY-M-D Time format: h:mm[:ss[[.zzz]]]
Double	Decimal separator:. (dot) Thousand separator: none
Integer	Thousand separator: none
Text	n/a.

Input Format

Some of the attribute types of the input attributes can have multiple format settings which can differ. For example, two attributes can be both of type Date, but they can each have a specific format.

If your input data is of a different format than the default format in the Purchase-to-Pay Discovery Accelerator, you can edit the format settings for all the input attributes of that type in the Edit Datasource Attribute dialog in the Purchase-to-Pay Discovery Accelerator to match the format of your input data. See the illustration below for an example.

Changing the display format

If you want to use different display formats in the Purchase-to-Pay Discovery Accelerator than the default format that is set for the attribute type, you can change the display format settings in Purchase-to-Pay Discovery Accelerator. For example, if you want to use a different currency string you can change the settings in the Display Format dialog.

Follow these steps to open the Display Format dialog.

Step	Action
1	Click on the Home button and select Settings....
2	Click on DISPLAY FORMAT....

See the illustration below.

In a similar way, you can change the decimal separator or thousand separator for specific attributes.

For more information see Display Format.