Transcript PeopleSoft Financials Common Questions Answered

Common Questions
Answered
*Requisition Processing Common Problems
*Budget Checking Errors
*Run Controls
*Process Scheduler Request & Process
Monitor
*Questions
Answer:
eProcurement>Manage Requisitions
 If I need to submit a requisition that is still in open status.
 If I need to fix an account code.
 If need see where my requisition is in workflow.
 If I need to edit my requisition.
 If I need to review why my requisition was denied.
 Is
a requisition that has not been submitted into
workflow. The Requester needs to Save and Submit it.
 Only a requester can see these requisitions. An approver
will not get these requisition if they are still in an Open
status.
 Normally the requester ONLY needs to :
-Click on Save and Submit
-If not Budget Checked to Valid, Click on Check
Budget until Valid, then click Save and Submit.
 To find your requisition, go to Manage Requisitions
 Open Status requisitions need to be cancelled, if you no
longer need the requisition, so all monies associated
with requisition are is returned to your budget.
You will need to EDIT OR CANCEL these requisitions using Manage
Requisitions.
If you EDIT
them please budget check for a valid budget then click save
and submit .
These requisitions can only be seen by a requester
see them if they are in an Open status.
your approver can’t
*When waiting for budget checking to complete, if
the system logs you out, your requisition will be in
Open status.
*Forgetting to Click on Save and Submit
What is a Requisition in Denied
These requisitions
were denied by an approver. They are
returned to a requester for them to correct OR cancel.
Find your denied requisition in Manage Requisitions.
Do not enter a new requisition because your requisition was
denied, Correct the error and resubmit it.
Click on the Select Action drop-down box on the right side of the
requisition. Choose Edit Requisition to correct the requisition
and Click on the Go button.
A denied requisition will not go away until you correct OR
cancel the requisition.
Denied
 Did you know that
a denied requisition can still be worked? You do
not have to enter a new requisition.
 You will need to EDIT or CANCEL a denied requisition.
Make the edits that the Approver suggested, and re-budget check,
if needed. Then, Save and Submit.
If a requisition is denied because
the item needs to be ordered on
PCard or no longer needed the requisition needs to be cancelled.
 Find your Requisition in Manage Requisitions, Choose Edit Requisition
from the Select Action drop-down box, and Click on GO button.
 Make a comment in the justification box that the requisition was
corrected.
 If you changed an account code make sure you have a valid budget
status before saving and submitting.
 Be sure to click Save and Submit.
*Change items in Step 3 (Review and Submit)
* NOTE: You CANNOT change items, amounts, or
CFC information on Step 1, if the lines already
exist on the requisition.
*Step 1 on a Requisition, only populates defaults
that are loaded on each line as you add items to
your requisition. It does not change line items that
already exist.
 To check the status of your requisition, Go to Manage Requisitions.
Click on the sideways triangle on the requisition you want to inquire
about.
On the Request Lifespan, Click on a colored icon to see information
about Approvals, Purchase Orders, Receiving, Invoice, and Payment.
 Navigate to eProcurement> Manage Requisitions
 The top section of the screen should look like the below screen shot.
You will need to change your criteria in the boxes to find your
requisition to be canceled.
 Once you have gotten your screen to look like this Click the Search
button.
 You can only cancel a requisition in Denied, Pending or Open status
from the current fiscal year.
 Scroll over to the far right and Select Action drop-down box and choose
Cancel Requisition and Click the GO button.
 Then, you can review the requisition information, and Click on the
Cancel Requisition button.
 You will be returned to Manage Requisitions and will see your
requisition marked CANCELED and NOT CHKD.
 You will need to budget check your requisition to complete the
cancelation process.
 Choose the Check Budget from the Select Action drop-down box and
Click the GO button.
*If you need to change any of the loaded defaults, Click on
the Default Options drop-down box before changing
them, and change the Option to Override.
*Loaded defaults are:
* Buyer
* Ship To
* Location
*If it is not a Health eShop requisition, choose the correct
Category Code.
* DO NOT use category codes that end in ‘00’
* Do NOT use 00000 – it is an invalid code
*Come to the Category Training Class
*Click on the sideways triangle to see more line information.
(Account, CFC, delivery location, etc.)
*Click on the Comments bubble at the end of the line to add
comments or an attachment (hopefully will be working
again soon)
*Click on the Line Details to change to Category Code
* When you have to modify many lines on the requisition, you can Click on
Select All lines and Modify Line / Shipping /Accounting button
* DO NOT fill in all of the fields on this page, ONLY the ones that you need to
change, Ship TO and the Attention field.
* For example, if you fill in the Category code field on this page, then
every line will have that Category code, and it will have overridden the
correct codes.
* Click Apply
*Review Workflow Approvals after Saving and
Submitting
*If the wrong Category Code was used, then the
Requisition will not route to the Special Approvals
*If NIGP 00000 Code Workflow Approval Appears, you
should select a new Category code
*Special Approvals:
* IT Hardware
* IT Software
* Radioactive
* X-Ray
* Laser
* Lab Animals
*The best and easiest way to avoid budget checking
errors is to view the Budgets Overview inquiry
page.
*Budget checking actually performs two tasks:
* Transaction Edit Check
* Transaction Budget Check
*Edit Check is performed first.
If it fails, Budget
Check will not happen.
*Edit Check ensures that all combination edit rules
are satisfied.
*Edit Checking rules also apply to budgets.
So if you
check the Budgets Overview and a budget exists,
chances are you will not get an edit error.
*Some transaction Chartfield Combinations do not
have budgets. However, they must still have a
valid budget checking status before they can be
further processed.
*Some transactions affect multiple commitment
control ledgers. They must pass in each ledger
that they affect.
*To view your Budget Checking error:
*Navigation: Commitment Control > Review Budget Check
Exceptions > Purchasing and Cost Management >
Requisition
*Good tool for someone other than the Requester
This error occurred because the end date of the
project has passed. It affects two ledgers groups.
*Common Budget Checking Errors:
* Exceeds Budget Tolerance
* You’re trying to spend more than the available balance
of your budget.
* Budget Tolerance = $0.00
* Notice which ledger group(s) you are exceeding.
* A Budget Transfer can be requested to move funds from
another account (e.g. 600000-Travel to 700000Operating Expense).
* Error can be overridden in rare circumstances with
proper procedures and approvals.
*No Budget Exists
* Check the chartfields to make sure each was entered
correctly.
* Notice the ledger group(s) where budgets must exist.
* Review Budgets Overview to see what budgets do
exist for the department or project.
* If all chartfields are correct, request budgets from
the Budget and/or Sponsored Program Administration
office.
* This error cannot be overridden.
*Budget is closed/Budget Date Out of Bounds
* This usually means that the Transaction Date is not
within the Start Date and the End Date of a
Project/Grant.
* This often affects both the PROJ_GRT and PRMST_EXP
ledger groups.
* Financial Accounting or Sponsored Program
Administration can extend the dates of the
Project/Grant, if appropriate and authorized.
* This error cannot be overridden.
*Required Key CF is Blank
* This error occurs when a chartfield that is required by
the budget definition is left blank.
* The transaction has passed all Combination Editing
rules.
* The transaction has not passed Budget Ledger Group
Definitions.
* This error cannot be overridden.
*Required Key CF is Blank
* A Run Control is the driver that needs to be created to run
reports and processes.
* A separate Run Control should be saved for each report
and process that you run.
* DO NOT use the same Run Control with all your reports and
processes.
* DO NOT use a Run Control created for a report with the
wrong report.
* The names cannot include spaces.
* They can not be renamed or deleted.
* If you use a Run Control for the wrong report, it can become
corrupted.
* When creating a Run Control for a report, many of the Run
Control pages have a Refresh button.
* You MUST click on the Refresh button so that the Chartfields
associated with the Ledger Group entered can be populated.
* You ONLY need to Click on Refresh one time, if the Run
Control is only used for the report that it was created for.
* Click on the Include CF
checkbox to make sure that
the Run Control uses your
Chartfield criteria.
* If you do not enter any
criteria, then the report will
try to run for everything in the
database. This can slow down
the PeopleSoft Financials
system processing for all
users.
* Minimum Criteria needed:
* APPROP – Department ID and
Budget Reference
* PROJ_GRT – Department ID,
Project ID and Budget
Reference
*DO NOT use the same Run Control for different
reports.
*DO NOT run the same Run Control, if a prior report
using that Run Control has not finished processing.
*DO use the Run Control for the report that it was
created.
*DO use the Run Control for the report, and change
the Date Ranges or Accounting Period for a new
month.
*You do not have to select a Server Name.
*Keep or Make the Server Name blank.
*If you have the Server Name selected, and it is
wrong, you will get an error or the report will not
run.
* The only criteria you need to enter is your User ID, and Last and
the # of Days that you want to go back to see.
* DO NOT change the server drop-down box or you could be missing
some of your reports.
* Use Refresh button to refresh the status of reports running.