PeopleSoft Combination Edits

Miriam Moore

Lead Business Systems Analyst

Regence

Agenda

• Regence & PeopleSoft• What are Combo Edits?• Why do we use Combination Edits?• Setup• Maintenance• Questions• Reference slides

– Breadcrumbs– Errors– Queries

Regence

• Business in four states• 6,000 employees• $8 billion in revenue• Not for profit• Includes Medicare and Federal Employee

Program business

Regence & PeopleSoftFinancials plus parts of SCM & ESA

• PeopleSoft 8.8– General Ledger

– Project Accounting

– Asset Management

– eProcurement

– Purchasing

– Accounts Payable

– Travel & Expenses

– Treasury / Cash Management

• Own, not implemented:– Accounts Receivable

– Catalog Management

• PeopleTools 8.46.13

• 6 BSA FTE to support

Combo Edits enforced in all modules.

COMBINATION EDITS

Definitions

• Combination Edits are . . .– an integrated tool PeopleSoft provides to ensure

ChartField values are used together in accordance with our business rules

• Combo Edits define . . .– valid/invalid groupings of ChartFields

• Nicknamed Combo Edits or just Edits

A little more detail

• ‘ChartFields’ = FIELDS that are in your CHART of accounts• Account• Product• Project• Department• Statistics code• Operating unit

• Examples– Account X requires

product B– Account Y does not

allow product A

– Account Z requires product C on Business Unit 123

– Account Z requires product D on Business Unit 789

Why do we use Combo Edits?

Reimbursement

• Allocate operating expenses at transaction level– Medicare

– FEP

– Other business

• Must be coded correctly to allocate correctly

Business Rules

• Department / Business Unit relationship

• Control use of accounts between ledgers

SETTING UP COMBO EDITS

Combination Definition

• Which ChartFields are you creating a rule between?

Combination Rule

Combination Rule

Combination Group

• Anchor Values Not in Rules– If you have 100 accounts and set up Edits on 99

of them, what do you do with the 100th account?

Combination Group

Valid Combinations

Combination Group

Assignment to a BU & Ledger

PUTTING EDITS INTO EFFECT

Build Combo Edits

PS_COMBO_DATA_TBL

• Populated by combo build• If already populated (from previous builds)

– it will create new rows only for new combinations not already in the table.

• If you create a new combo rule– you need to build the edits for only the business

units the new rule is on.

• But if you REMOVE values from a rule– you must delete the rule first and then build edits.– If you remove a rule you must also delete from

combo data table

‘Deleting’ combo edits

• If you do not check that box you will delete the rule itself!

ADVANCED COMBO EDITS

‘Business unit isn’t a chartfield!’

Valid Combination

Ledgers for a Unit

Using Trees in Combo Edits

PeopleSoft tree experts say:

Don’t cross-pollinate your trees

• Maintain trees for one use only– Easier to performance tune– Reduce chance of unintended consequences

Questions?

• Miriam Moore, mmoore@regence.com

Reference –Breadcrumbs• Combination Editing folder

– Combination Rule

– Combination Group

– Combination Definition

– Review Combination Build

– Review Combination Data

– Combo Copy/Rename/Delete

• Set Up Financials/Supply Chain > Business Unit Related > General Ledger > Ledgers for a Unit

HOW DO EMPLOYEES KNOW THE CODING?

Besides guessing

Combo Edit Error Messages

Training

• In person or online training

• Different levels of training for finance and non-finance staff

• Self-help documentation

Account Coding Guidance

Factoring in Business Unit

• Add Business Unit to our example: Account X requires product B on business unit 1 and requires products C or D on business unit 2

Account 66040

Reference - Notes on Configuration• We do not use Commitment Control

• Two ways to set up Combination Edits– Selector Tables – won’t be discussing– Combo Data Table – what we use

• All configuration through the web interface

• Maintained by Business Systems Analysts

Reference – Regence Edits

• Most accounts have edits that require blanks– Accounts that start with

1-3 require blank product, project, and department

– 4 and 5 accounts require specific products and blank department

– Accounts that start with 7 or 8 require blank departments

• No combo edits on accounts that start with 9 (statistical accounts)

• Examples of detailed operating expense account edits– Account 64580 requires

a blank product, project, operating unit, and statistics code

– Account 66010 requires product U, projects that start with P, and a blank oper unit & stat code

Visual of Ledger / BU / Group

• Pivot query output for quick visual reference

Reference - Queries

• Prompt for one account• Return which edits that account is in

Reference - Queries

• Identify which edits are on which business unit and what type of accounts the edit is on

Reference - Queries

• Overview of all edit setups

Reference - Queries

• Find accounts that are not in edits• Note that edits must be built for this query to work because it is

pulling from the combo_data_tbl instead of the edit setup tables

ChartField Numbers

• 64 Business Units, 45 active• 2138 Accounts, 1959 active• 1490 Products, 1042 active• 2404 Departments, 759 active• 1177 Projects, 769 active• 12 Operating Units (Affiliate), all active• 82 Statistics Codes, 79 active

50,826,607,353,811,100 combinations