Transcript PeopleSoft Procurement and Payment Updates

Purchasing and Distribution Services
Vendor Locations, PreEncumbrance/PO Balances, and
Additional Purchasing Information
FAR Meeting – August 12th, 2014
Selecting a Vendor on a Requisition
• When selecting a vendor in eProcurement, end user must select the
“SHARED” vendor location.
These are SPECIFIC to
UTEP ONLY
Selecting a Vendor on a Requisition
• Selecting non “SHARED” vendor location causes payment
problems for Disbursements
• If the vendor address desired is not available, used the listed
SHARED location to complete the requisition.
• Submit a POC form to Purchasing ([email protected]) to
correct the vendor address on the PO.
Pre-Encumbrance Balances
Requisition Pre-Encumbrance Balance
• A pre-encumbrance balance is money not used on a PO, i.e. PO is
reduced lower than requisition
• End user should monitor requisition balances after PO’s are created
and dispatched.
• Remaining Pre-encumbrance can be released by Purchasing, please
send a request to release pre-encumbrance to [email protected]
PO Closing
• Remaining balances on PO can be released by Purchasing, please
send a request to close a PO to [email protected]
Pre-Encumbrance Balances
Monitor requisition/PO balances using Manage Requisition
Additional Purchasing Information
•
Desktop Receiving
– Important to issue a receipt for items delivered directly to the department
– Avoid delays in Payment, match exception occurs when a receipt is not issued promptly
– “How To” on Purchasing website for instructions on issue Desktop Receipt
•
Capital Asset Orders
– Capital Asset items should reflect the appropriate Account Code for tagging an asset
•
•
Review the category code selected
Review the account code defaulted into the COA
Resources:
• Purchasing Website:
http://www.utsa.edu/purchasing/index.cfm
• Purchasing PeopleSoft Forms:
http://www.utsa.edu/purchasing/PS_Purch_Forms.cfm
• Purchasing PeopleSoft Instructional Guides:
http://www.utsa.edu/purchasing/PS_Purch_HowTo.cfm