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New Employee Expense Activation for PeopleSoft
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Version 1.0
16/04/2020
Table of Contents
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Table of Contents
1. Introduction .............................................................................................................. 3
1.1 Overview ........................................................................................................... 3
1.2 Common Use cases .......................................................................................... 3
2. Requirements & Prerequisites ................................................................................ 3
2.1 System Requirements ....................................................................................... 4
2.2 Prerequisites ..................................................................................................... 4 2.3 License Management ........................................................................................ 4
2.4 Security Measures ............................................................................................ 4
3. Getting Started ......................................................................................................... 4
3.1 Skill Matrix ........................................................................................................ 4
3.2 Installation Hierarchy ........................................................................................ 5 3.3 Quick Start ........................................................................................................ 5
3.3.1 Setup .......................................................................................................... 5 3.3.2 Configuration .............................................................................................. 6
4. Logs .......................................................................................................................... 7
5. Troubleshooting & Support .................................................................................... 8
5.1 Support ............................................................................................................. 8
5.2 FAQs ................................................................................................................. 8
Appendix A: Record of Changes ................................................................................. 9
Appendix B: Acronyms ............................................................................................... 10
Appendix C: References ............................................................................................. 11
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1. Introduction
This document contains all essential information for the user to make full use of the New Employee Expense Activation Bot. This manual includes a description of the functions and capabilities and step-by-step procedures for setup & configuration of the bot.
1.1 Overview
New Employee Expense Activation is a process of creating an organizations initial setups for expense distribution for the new hires so that the employees banking cheque and expenses gets routed appropriately. The process begins with an email from HR with an attachment that contains employees name and banking details. This information is read and entered on the ERP portal and saved. Along with this, there are some more information that are chosen by default and filled as required and finally the record is saved. There are overnight scheduled batch jobs that run and validate all these expenses from ‘No’ to ‘Yes’ and this completes the process. It is a time consuming and laborious activity when there are bulk new hires.
Thirdware bot automates this process in PeopleSoft through Automation Anywhere.
1.2 Common Use cases
The new employee expense activation process consists of the following steps for execution:
Step Sequence Step Description
1 Login to PeopleSoft portal
2 Travel and Expenses Menu Navigation
3 Expense form collection from email box
4 Employee Name Search
5 Employee No., GL Unit, Department Code - Entry
6 Organizational Data, Business Unit, Default Profile - Selection
7 User Default Tab Navigations: Bill Type - Billable Selection
8 Bank Account Tab Navigation: Payment Method as “Automated Clearing House” - ACH
Selection
9 Bank Account Info Section: “Default” Selection
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Step Sequence Step Description
10 Bank Account Info Section: “Default” Selection
11 Bank Details Entry
12 Transportation Information Entry, Save & Exit
2. Requirements & Prerequisites
2.1 System Requirements
The BOT can be run on a system which can access PeopleSoft Financials ERP application and does not need any specific system requirements.
2.2 Prerequisites
The following software’s are required as pre-requisite for the BOT:
Automation Anywhere Enterprise v11.3.3
PeopleSoft Financials (User Role : Administrator)
Microsoft Excel 2010 or above
2.3 License Management
Access code received through email to be provided in Variable $ACCESS_CODE$ in Task
“MasterTask_NewEmpExpenseActivation.atmx” before bot execution.
2.4 Security Measures
Valid License is required to run the BOT
Credentials are accessed from Credential Manager to ensure Unauthorized access
3. Getting Started
3.1 Skill Matrix
MasterTask_NewEmpExpenseActivation.atmx - This is a master bot validates prerequisites, creates & initializes variables (if required) and calls the subtasks.
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SubTask_EmailManagement – This subtask helps in sending the emails upon start, end and error occurrence in any tasks to the recipients specified.
SubTask_FolderStructureBot.atmx - This subtask creates necessary folders.
SubTask_UpdateProfile.atmx - This subtask performs the complete profile updating activities.
3.2 Installation Hierarchy
Installer creates the following folder structure with content under the <AA Directory>
- <AA Directory> ⮚ My Tasks
▪ Bot Store ● New Employee Expense Activation for PeopleSoft-Thirdware (Folder)
♦ My Tasks(Folder) ⮚ MasterTask_NewEmpExpenseActivation.atmx ⮚ SubTask_EmailManagement.atmx ⮚ SubTask_FolderStructureBot.atmx ⮚ SubTask_UpdateProfile.atmx
♦ Error Folder ⮚ Logs (Folder) ⮚ Snapshots (Folder)
♦ Input Folder(Folder) ⮚ Master_Config.xlsx ⮚ Emp_Info_File.xlsx
3.3 Quick Start
- Download the bot from Bot Store.
- Double click on New Employee Expense Activation for PeopleSoft-Thirdware.msi and follow the installation instructions. For first time users, the “Bot Store” folder is created under <AA Directory>/My Tasks (on your local disk).
3.3.1 Setup
Please set up below configuration files in the appropriate path
- <AA Directory> ⮚ My Tasks
▪ Bot Store ● New Employee Expense Activation for PeopleSoft-Thirdware (Folder)
♦ Input Folder(Folder) ⮚ Master_Config.xlsx ⮚ Emp_Info_File.xlsx
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3.3.2 Configuration
1. General Config File (Master_Config.xlsx)
The configuration file contains 2 sheets namely - Login & Email.
Parameter Description
ERP_URL Contains the link to PeopleSoft ERP of the organization (Important Note: Enter the complete URL)
Search_Menu Contains the menu to which the bot has to navigate
BankID_Qualifier Contains the Bank ID qualifier
DFI Qualifier Contains the DFI qualifier
Transport_ID Contains the Transport ID
Transport_Type Contains the Transport type
From Contains the from email address
To Contains the to email address
CC Contains the cc email address
BCC Contains the bcc email address
2. Input File (Emp_Info_File.xlsx)
Column Description
First Name The first name that needs to be loaded into ERP needs to be specified
Last Name The last name that needs to be loaded into ERP needs to be specified
Middle Initial The middle initial that needs to be loaded into ERP needs to be stated
Department The department that the candidate belongs to, which needs to be loaded into ERP needs to be mentioned
Supervisor The supervisor that the candidate reports to, which needs to be loaded into ERP needs to be specified
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Column Description
Bank Name The bank name which needs to be loaded into ERP needs to be stated
Account Number The account no. of the candidate which needs to be loaded into ERP needs to be mentioned
Routing Number The routing no. of the candidate which needs to be loaded into ERP needs to be specified
GL Unit The GL unit which needs to be loaded into ERP needs to be specified
4. Logs
Error folder contains the below hierarchy.
Error Folder
o Logs
Error Logs Month_Day_Year.txt: In case of any error, this file logs error message along with time stamp.
o Snapshots
Error Snap Month_Day_Year.png: In case of any error, this file captures screenshot of error.
- Task Status of bot is set to “failed” in case of error.
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5. Troubleshooting & Support
5.1 Support
Do you need any support to configure or running of the BOT?
Kinjal Dangeria ([email protected])
+91-98695 14283
5.2 FAQs
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Appendix A: Record of Changes
No. Version Number Date of Change Author Notes
1 1.0 April 16, 2020 Gugesh Shankar Base version
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Appendix B: Acronyms
No. Acronym Description
1 AA Automation Anywhere
2 ERP Enterprise Resource Planning
3 ACH Automated Clearing House
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Appendix C: References
No. Topic Reference Link
1 How to Create a Credential in Credential Vault?
Click here
