Transcript PeopleSoft 8.8 FMS

Quote of the Day
 A billion here, a billion there
– pretty soon it adds up to
real money.
–Senator Everett Dirksen
6/7/2011
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PeopleSoft 8.8 FMS
eProcurement
Instructor:
Important Logistics!
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Name Tents
Sign-in daily on class roster
Class starts ON TIME – please be punctual
Pagers & cell phones on silent/vibrate
mode
• Web-mail during breaks only
• Facilities information
– Food, restrooms, safety
– PC equipment
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Introductions
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Name
Where do you work?
Length of time at the University
PeopleSoft experience
Why do you need this class?
What is your favorite way to shop?
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Agenda
• Day 1
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Chapter 1 – Introducing PeopleSoft eProcurement
Chapter 2 – Creating a Catalog Requisition
Chapter 3 – Creating a Direct Connect Requisition
Chapter 4 – Approving Requisitions
• Day 2
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Chapter 5 – Receiving Items
Chapter 6 – Returning Items to the Vendor
Chapter 7 – Creating a Special Request Requisition
Chapter 9 – Creating an Internal Services Requisition
Chapter 10 – Modifying Purchase Orders
Chapter 8 – Creating a Point of Sale Requisition
Chapter 11 – Performing P-Card Reconciliation
Chapter 12 – Inquiring & Reporting in eProcurement
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Course Objectives
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Explain the eProcurement life cycle
Create requisitions
Budget check & approve requisitions
Receive items shipped to your desktop
Return items to the vendor
Modify purchase orders
Enter procurement card transactions & reconcile bank
statements
• Access eProcurement inquiry & reports pages
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Chapter 1 of 12
Introducing PeopleSoft eProcurement
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ePro Overview
• Web-based solution for requesting & receiving
goods & services
• Integrates with other PeopleSoft applications
General
Ledger
ePro
Purchasing
Accounts
Payable
Asset
Management
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Benefits
• One place to enter all requests for purchases
• Easy method to locate common, high-usage items & the
suppliers who provide them
• Easier to negotiate money-saving contracts
• Encumber nearly all transactions, including P-Card
transactions
• Save favorite items to Hot-List
• Add comments that get sent to supplier
• Split funding per line on the request
• Change “Ship To Location” per line
• Use P-Card to pay for Special Request purchases
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Requisition “Circle of Life”
ePro
Accounts
Payable
Batch Processing
/Purchasing
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Requisition Types
• External requisitions:
– Catalog request (Electronic)
– Special request (SO)
– Point of sale request (P-Card)
• Internal requisitions:
– Internal Service Dept request
– Travel & Misc. Service request
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Defaults for Requisitions
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Type of Request
Business
Unit
Origin
Catalog
UTHSC
CAT
Special Request
UTHSC
SPL
Point of Sale
UTHSC
POS
Internal Service Dept
UTINT
INT
Travel & Consultant
UTTRV
TRV
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Chapter 2 of 12
Creating a Catalog Requisition
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Requisition Steps
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Create requisition (& Defaults).
Search for catalog items.
Add items to Shopping Cart & check out.
Verify/change Shipping information.
Verify/change ChartField Cost Distribution information.
Verify/change Line Details information.
Save & check budget.
If Budget Status displays “Error”, correct & repeat Step 7.
Save & submit the requisition.
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Let’s Log In
• Case sensitive!
• Training User ID:
EPR###
• Password:
PSOFT2012
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Chapter 3 of 12
Creating a Direct Connect Requisition
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Direct Connect Requisition
• Another type of Catalog Request, but
– Connects directly to vendor’s website
• Dell
• Compucom
– PO electronically placed over the web
• ePro still used to create & approve this type
of requisition
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Asset Purchases
• Capital Assets – useful life > 1 yr and cost >=
$5,000
• Controlled Assets – assets State requires us to
tag, inventory, & report to State Property
Accounting
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Asset Information
• When purchasing an asset, in PeopleSoft
eProcurement:
– Distribution Details page – ChartFields tab:
• Enter Location code where the asset will reside
• Review Account ChartField default; adjust if needed
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67374 Handguns, rifles (any cost)
67374 Fax machines, telecopiers ($500-$4,999.99)
67378 Stereo systems, cameras, video recorders, TVs $500-$4,999.99)
67378 Computers, non-portable printers ($500-$4999.99)
– Distribution Details page – Asset Information tab:
• Enter Business Unit – UTHSC
• Enter AM Profile ID
– Line Details page, enter AM Custodial Dept
(department that owns the asset)
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Asset Profile Rollup Codes
• Profile ID – classification identifier that establishes default depreciation
values
• Enter first digit of the profile roll-up code, click Lookup button to view the
list of Profile IDs, then select the most appropriate Profile ID
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00000 Office Equipment and Furniture
10000 Physical Plant and Police Equipment
20000 Audio/Visual and Media Production Equipment
30000 Medical, Lab and Research Equipment
40000 Hospital and Patient Care Equipment
50000 Instructional, Teaching and Library Equipment
60000 Data Processing and Computer Equipment
70000 Print Shop Equipment
80000 Food Service Equipment
90000 Recreational Equipment
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Chapter 4 of 12
Approving Requisitions
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ePro Approval Workflow
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Budget Checking
• Requisition – performed:
– When you Save and budget check requisition
– But before requisition is approved
• Purchase Order – performed:
– After automated batch processes create PO &
approve it
– Budget checked PO then dispatched to supplier
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Chapter 5 of 12
Receiving Items
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Receiving Items
• Manage Requisitions page indicates
requisition is eligible for receiving
• Select Items to Receive page displays eligible
lines of the requisition
• Receive page lets you verify the quantity and
then
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Receiving Items
• Manage Requisitions page indicates
requisition is eligible for receiving
• Select Items to Receive page displays
eligible lines of the requisition Receive Selected
• Receive page lets you
verify the quantity and then Save Receipt
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Chapter 6 of 12
Returning Items to the Vendor
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Returning Items (RTV)
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Available on Manage Requisitions page
once PO is dispatched
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Chapter 7 of 12
Creating a Special Request Requisition
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Chapter 8 of 12
Creating a Point of Sale Requisition
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Chapter 9 of 12
Creating an Int. Service Dept
Requisition
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Chapter 10 of 12
Modifying Purchase Orders
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Modifying POs
• Only Procurement Services & Departmental
Approver (Buyer) can change POs when
needed
• Changing ChartField string does NOT create a
change order
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PO Change Order Steps
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Determine what PO information you need to change..
Click the RED Finalize Document button in the Header.
Click
to budget check the PO.
To update PO Header information (such as Buyer), click
at the
top of the PO page.
To update PO Line information (such as Description), click on the
Lines – Status tab.
To update Schedule information (such as Due Date, Ship To, PO Qty,
Price, or Amount), click on the Lines – Details tab.
1. Click
on the Schedules – Statuses tab; click the Schedules – Schedules
Details tab and make the changes.
2. To update Cost distribution, click
on the Schedules – Details page
to go to the Distributions for Schedule page and change the chartstring.
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Save the PO.
Click
to budget check the PO again.
Save the PO again to save all changes.
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Blanket Orders
• Used for on-going expenses, such
as fiscal year charges for mail or copy
services
• After PO is Dispatched, modify PO to
• Select Amount Only checkbox on Lines – Attributes tab
• This allows multiple vouchers on the PO until the total
amount is reached.
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Closing a Purchase Order (PO)
• PO cannot be cancelled after receipts or
vouchers entered against it.
• Close PO only after vendor is aware of the
necessity for closure & purchase order:
– Is no longer viable, or
– Cannot be canceled.
• Closing a PO is joint effort between issuing
department, Procurement, & vendor
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Chapter 10 of 12
Performing P-Card Reconciliation
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P-Card Reconciliation
• When bank statements are loaded, PeopleSoft
– Tries to match charges to existing POs
– Sends cardholder email notification
• P-Cardholder / FMS user should
– Verify matches found by
the system
– Match remaining charges
– Approve each line on the
statement
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Chapter 12 of 12
Inquiring and Reporting in
eProcurement
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Running Standard Reports
1. Run Control Page
• Add new or use existing Run Control ID (no spaces
allowed)
• Together with your User ID uniquely identifies the job
2. Parameters Page
• Enter your request parameters (filters/criteria)
• Click RUN button.
3. Process Scheduler
Page
• Enter where, when (off-peak time), and how to run the
report/process
• Click OK button
4. Parameters Page
Reappears
• Enter new parameters to re-run report/process OR
• Use hyperlinks to Process Monitor or Report Manager OR
• Navigate to another PeopleSoft page
5. Process Monitor or
Report Manager
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7/7/2015
Use to check status and view report results
Use hyperlinks on parameters page OR
Main Menu > Reporting Tools > Report Manager OR
Main Menu > PeopleTools > Process Scheduler > Process
Monitor
IT Training
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Req to PO Inquiry
• Found at UT Travel  Travel Inquiry & Reports
• Displays:
– PO Numbers
– PO Status
– PO Line Description
– From/To Dates
– City Code
– Travel Purpose Code
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Purchase Order Inquiry
• Found at eProcurement Reports
• Inquiry (display only) page for PO:
– Header (Form Page)
– Line Details
– Schedule
– Cost Distribution
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Running Public Queries
Search
Run
Prompts
(criteria)
View
Results
Download
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Wrap-Up
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Security
Questions and answers
Log-out of PeopleSoft
Return all borrowed materials
Shut down PC & monitor
3/3/2003
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Quote of the Day
 You can’t have everything.
Where would you put it?
– Steven Wright
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