Transcript Manage Requisitions - Georgia Regents University

PeopleSoft Financials
“Requisitions & Health eShop”
KAREN HERRINGTON
CONTRACTING SPECIALIST
SUPPLY CHAIN DIVISION / PL1001
PHONE: 721-2035
RESOURCES PROVIDED BY
REGINA WHITE
HEALTH ESHOP ADMINISTRATOR
Agenda
 Creating Requisitions
 Manage Requisitions
 Requisition Tips
 Health eShop Common Questions
eProcurement
 The eProcurement module allows users to enter
requisitions into PeopleSoft Financials to request
goods and services.
 Requisitions are then used to create Purchase Orders
that are send to vendors.
 The eProcurement module also includes an approval
workflow process for a requisition to be approved.
This is the Expand and Collapse
Triangles in PSFIN. You will see them
on many pages. A sideways triangle
means Expand (take a look and it will
show you more information).
This is the Sub-Menu menu. You can
select menu items from the main
menu or from the sub-menu.
This is the Main Menu. If you click on
the “-”, the menu will collapse, and
you can see more viewing screen. The
items that you see on the menu are
based on your security.
Requisition – Create Step 1
42548
Requisition – Create Step 2
How to Attach a Quote or Make Comments on
Requisitions?
 To attach a quote highlight
the quote and right click on
quote and click copy. Then
paste information into
Justification box on
requisition.
 To make a comment enter
information in the
Justification box.
 This box looks small but lots
of information can be
added.
How to Attach a Quote or Make Comments on
Requisitions?
 To attach a physical
copy of the quote,
select the comments
box  select “add
attachments”  upload your
comments from your desktop
Requisition – Create Step 3
You must Check the Budget by clicking Check Budget, and Save and
Submit your requisition for approval
Where Can I Find a Listing of My Requisitions?
Answer:
eProcurement > Manage Requisitions

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If I need to submit an a requisition that is still in open
status.
If I need to attached a quote.
If I need to fix account code.
If need see where my requisition is at in workflow.
If I need to receive my requisition.
If I need to edit my requisition.
If I need to review why my requisition was denied.
How to find my requisition in Manage Requisitions?
 Navigate to
eProcurement/Mange Requisitions
 Remove all dates TO and From in the
criteria selection.
 Make request status box blank by
selecting the blank space located in the
drop down menu on right side of the
box.
 Make origin box blank by selecting the
blank space located in the drop down
menu on right side of the box.
 Click search.

How to Find More Information About Your Requisition?
 Side Triangles located on different
menu in PeopleSoft has lots of
Information if you click on the triangle.
 Blue hyper links will also give your
information or move to a another menu option.
What is the Approval Status of My Requisition?
 To check the status of the
approval stage of your
requisition.
Go to manage requisition.
Click on the sideways triangle
on the requisition you want to
inquire about.
Click on the blue line
Approvals icon that says
approval right below the sheet of
paper.
How Do I Find PO Numbers?
Option 1: Manage Requisitions
Go to eProcurement > Manage Requisition, and search for your requisition
that you entered.
A. Then click on the sideways triangle by the requisition number
which will display the Requisition life cycle.
B. If you see that the Purchase Order icon is colored in, then click on
it, and the window that is displayed will show you the PO number,
and PO information.
Option 2: Document Status
A. Use the Requisition Document Status inquiry pages. These pages
will show you all of the associated documents with the requisition.
B. Go to Purchasing > Requisitions > Review Requisition Information
> Document Status. Enter your requisition ID in the field, and click on
Search. This will list the associated PO, and any vouchers paid as
well.
How Do I Desktop Receive ?
 Go to eProcurement > Receive Items
 This will list all your
open Requisition lines
that haven’t been
received.
 Put a check mark in each box before the line that was received. If all lines have been
received, then you can click on the Check All box at the bottom of the page.
 Once you have check marked the boxes to be received, then click on the Receive
Selected box at the top of the page.
 The next pages will allow you to adjust the quantities received if there is a partial
shipment. For example, you may have ordered of line #10 (StaplesRTM Insertable), but
you only receive 4. You can change the number received in the Received Qty box
How Do I Desktop Receive Continued?
 Click on Save Receipt at the bottom of the page.
 You have completed the receipting process.
Category Codes
 Per State Auditors, end-users are now “required” to
use specific category codes.
 Refrain from using codes that end in “00” or “000”
for they are considered too generic.
 Example: Ordering a “pack of black pens”
Unacceptable category code: 61500 (General Office Supplies)
Acceptable category codes: 62079, 62080, 62094
 Category Code Link:
http://ssl.doas.state.ga.us/PRSapp/PR_nigp_list.jsp?whereFrom=public
Snap-shot of Category Link
Most used Category Codes
Physical Goods:
 11505 - Biochemicals
 20453 – Desktops
 20454 – Laptops / iPads
 20674 – Laser Printers
 20881 – Software for
Computer Software
 42506 – Metal Chairs
 42507 – Wood Chairs
 42548 – Office Furniture
Services:
 92419 – Educational
Research Services
 92045 – Software
Maintenane/Support
 93862 – Laboratory
Equipment Maintenance
 96246 – Installation
 96256 – Moving Services
 96286 – Shipping/Freight
Common Requisition Tips
 To CANCEL a Requisition:

When a requisition is denied it does not cancel the pre-encumbered
monies from that department. It still must be canceled by the
requester with an email to Gregory Woodlief [email protected]
requesting the requisition # to be canceled.
 Accounting Date Error:

If you get an accounting date error on a requisition you are trying to
edit, do not make a new requisition. You need to contact Gregory
Woodlief, and he will change the accounting date, so that you can edit
your requisition.
 Budget Check to VALID:

All requisition must be budget check before they are approved. Do not
Save and Submit your requisition until it has a valid budget check.
 Requesters Cannot Approve Their OWN REQUISITIONS.

If several people are listed to approve a requisition for a department
then only one person in that listing needs to approve to move the
requisition to the step in the workflow process.
Health eShop
Common Questions
What is Health eShop?
Health eShop, used in conjunction with PeopleSoft’s
eProcurement module, is web-based software system used to
centralize various vendors’ electronic catalogs specific to
Georgia Regents University.
Health eShop is easy to use and will enhance your use of
PeopleSoft Financials and eProcurement. It is a point-and-click
environment similar to online shopping.
Vendor information in Health eShop (item descriptions, category
codes, prices, unit of measures, etc.) is built-in and automatically
populates on your requisition lines. This makes the requisition
system easier and faster.
Health eShop User Access Option 1
What is a Health eShop
Requester?
Health eShop Requester access is granted to users
who are PeopleSoft Financials Requesters. If a
new user's PeopleSoft Financials Security Access
Request form has the Requester box checked, then
the user with also receive Health eShop Requester
access.
Health eShop User Access Option 2
What is Health eShop Shopper?
If departments would like to establish Shoppers in Health eShop then a Health eShop Shopper Security form must
be completed for the Shopper.
A Shopper will build a cart in Health eShop, and assign it to
a requester in their department for processing into a
requisition.
Note: A Shopper does not have to have PeopleSoft
Financials access to shop in the online catalog system
and they cannot be a PeopleSoft Requester.
Health eShop User Access Option 2
What Form Do I Need to Setup a
Health eShop Shopper?
You need to submit a
Health eShop
Shopper Security
Access Request
form. On this form
you need to know
who is a requester in
your department.
Please enter the
name on this line.
How Do Get Into Health eShop From My
Requisition?
 After filling in the required
information on Step 1. Define
Requisition and you click on the
Continue button to go to Step 2.
Add Items and Services, you will
see the Health eShop hyperlink
under the Web tab. When you
click on this link, you will receive a
popup window that says, “You
have unsaved data on the page.
Click OK to go back and save, or
Cancel to continue.”
 If you receive this message, click
on the Cancel button to continue
with entry to Health eShop.
How Do I Shop as a Shopper?
 Once your Shopper
access is granted then
you are ready to shop.
 The Shopper Portal can
be found in the PAWS
portal page. Go to
https://paws.gru.edu and
click on the Applications
& Tools menu bar. You
will see the Health eShop
link under the University
Applications.