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 object 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 object is included in the Purchase-to-Pay process.

note

Optional tables should be part of the input, but may contain no records. When a field is mandatory, it should not contain NULL values.

Object	Table	Mandatory Y/N
Purchase requisition	Purchase_requisitions	N
Purchase order	Purchase_orders	Y
Purchase order item	Purchase_order_items	Y
Goods receipt	Goods_receipt	N
Invoice	Invoices	N
Invoice item	Invoice_items	N
Accounting	Accounting_documents	N
Payment	Payments	N
Events*	Event	Y

*) Events is not an object of the Purchase-to-Pay process, but an events table is mandatory for a correct working of the Purchase-to-Pay process app.

The following illustration shows the relations between objects 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 following tables and that the file names match the table names.

Field types

The following table describes 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

The following table describes the fields of the Purchase_requisitions table.

Name	Data type	Mandatory Y/N	Description
Purchase_requisition_ID	text	Y	The unique identifier of the purchase requisition.
Purchase_requisition_creator	text	N
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.
Quantity	text	N
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

The following table describes the fields of the Purchase_orders 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

The following table describes the fields of the Purchase_order_items 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.
Purchase_order_item_creator	text	N
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

The following table describes the fields of the Goods_receipt 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.
Company	text	N
Delivery_complete	boolean	N
Goods_receipt_creator	text	N
Material	text	N
Material_group	text	N
Plant	text	N
Quantity	text	N
Value	double	N

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

Invoice

Invoices

The following table describes the fields of the Invoices table.

Name	Type	Mandatory Y/N	Description
Invoice_ID	text	Y	The unique identifier of the invoice.
Invoice_creator	text	N
Baseline_date	date	N
Company	text	N
Discount_captured	double	N
Discount_percentage_1	double	N
Discount_percentage_2	double	N
Discount_period_1	integer	N
Discount_period_2	integer	N
Fiscal_year	text	N
Invoice_date	date	N
Invoice_type	text	N
Net_payment_period	integer	N	Net payment period of the invoice in days.
Payment_method	text	N
Payment_terms	text	N
Posting_date	date	N

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

Invoice_items

The following table describes the fields of the Invoice_items 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_creator	text	N
Material	text	N
Material_group	text	N
Plant	text	N
Quantity	text	N
Value	double	N

• 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

The following table describes the fields of the Accounting_documents 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.
Accounting_document_creator	text	N
Baseline_date	date	N
Company	text	N
Discount_captured	double	N
Discount_percentage_1	double	N
Discount_percentage_2	double	N
Discount_period_1	integer	N
Discount_period_2	integer	N
Document_date	date	N
Document_type	text	N
Fiscal_year	text	N
Net_payment_period	integer	N
Payment_date	date	N
Payment_status	text	N
Payment_terms	text	N
Posting_date	date	N
Transaction_type	text	N
Value	double	N

• 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

The following table describes the fields of the Payments 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_creator	text	N
Company	text	N
Fiscal_year	text	N
Payment_is_complete	boolean	N
Payment_is_debit	boolean	N
Value	double	N

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

Events

Events

The Events table contains all sub-event logs for all objects. The following table describes the fields of the Events 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.
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.
Event_cost	double	N	The costs for executing the event.
Event_start *	datetime	N	The timestamp associated with the start of executing the event
Event_processing_time	integer	N	The time for executing the event (in milliseconds).

• 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.

note

It is expected that for each record exactly one of the ID fields is filled in, which is the one of the object on which the event takes place. The other ID fields may be empty. Next to the standard mandatory fields (Activity and Event_end), one Object_ID is mandatory. This field depends on the object the event is part of. If your dataset contains events where Event_start occurs after Event_end, Event_start is automatically set to the Event_end date, as this would otherwise result in a negative cycle time. A warning message is displayed in the ingestion log.