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PeopleSoft Requisitions�for the Purchasing Department (PO1A)

Presented by Jocelyn Milla | December 5, 2018

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Agenda

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AM

    • Procure-to-Pay Process
    • Requisitions Overview
    • Find existing requisitions�(ACTIVITY 1)
    • Enter requisitions (ACTIVITIES 2-8)

PM

    • Manage requisitions�(ACTIVITIES 9-11)
    • Approvals
    • Inquiry screens and reports
    • Put it all together (ACTIVITY 12)

LUNCH

12:00-1:00 PM

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Q & A Forum

3

Read posts

(public)

New Question/Post

(requires Google login)

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About This Class

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This class is based around 12 activities.

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About This Class

5

p.2

We will spend most of our time on the Create Requisition screen.

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6

Sample PeopleSoft Requisition

p.3

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Procure-to-Pay Process

7

Handout

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Procure-to-Pay Process

8

Create a

Requisition

OPTIONAL

Task

Sample

Role

Budget

Activity

Copy Requisition to PO

OR

Create PO

Approval

​

NOTE: More than one level of approval may exist at the district.

1

Step

4

5

6

Budget Check

Approval

​

NOTE: More than one level of approval may exist at the district.

2

3

School Principal

eProcurement

Purchasing

Budget Check

School

Secretary

District Buyer

District Office

  • Pre-encumbers Funds
  • Validates Funds are available

School

Secretary

  • Releases Pre-Encumbrance
  • Encumbers Funds
  • Validates Funds are available

District Buyer

District

SDCOE Commercial Warrants

Handout

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Procure-to-Pay Process

9

Handout

Dispatch

Task

Sample

Role

Budget

Activity

Budget Check Voucher

Matching & Exceptions

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Step

10

11

12

District

SDCOE Commercial Warrants

Receive Goods

Create a

Voucher

(PROCESS INVOICE)

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9

AP Clerk

Purchasing

Accounts Payable

Issue

AP Warrants

District Buyer

AP Clerk

AP Clerk

  • Validates Funds are Available
  • Updates Encumbrance

District Buyer or School

Secretary

  • Releases Encumbrance
  • Creates Expenditure

SDCOE

Commercial

Warrants

  • Exception must be fixed before warrants can be issued

NOTE: Nightly Batch Process may create exceptions.

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Objectives

  • Create a requisition
    • One item at a time (Special Request page)
    • Multiple items (Express Item Entry page)
    • From Favorites and Templates
  • Manage requisitions
    • Budget check
    • Review and correct budget errors
    • Cancel
    • Review approval
  • Decide when you want (or need) to use Requisition Settings
  • Describe the manager’s process to approve
  • Use inquiry screens
  • Run reports

10

BY THE END OF THE SESSION, YOU WILL BE ABLE TO:

p.i

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Understanding Requisitions

An overview of the basic process�and screens you will use

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pp.4-9

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What is the basic process?

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A. Add item(s) to the cart and check out.

B. Mass change all lines (shipping information and budget).

C. Review and submit.

D. Review the confirmation screen and budget check.

Basic process to create a requisition:

  • You will notice in the guide that we reference Parts A, B, C, and D.
  • The directions follow this 4-part process.

p.4

NOTE: You can opt to use Requisitions Settings instead of Mass Change – this is based on user preference. The only exception is if you need to use multiple distribution.

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  • Express Item Entry: Manually enter items in a simple form.
  • Special Request: Same as #1 but for one item at a time. Good for one item or service.
  • Favorites: Order items that you have added as your favorite items. These will be your frequently ordered items.
  • Templates. Order items that you have added as templates. These will be your items that you order as a group.
  • Requisition Settings. Enter fields to be applied to all lines on the requisition.

SCREENS YOU WILL USE:

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Express Item Entry

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  • Simpler form
  • More than one item in one view
  • Object code will not default when Category Code is selected

p.6

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Special Requests

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  • All fields in one view/page
  • One item at a time
  • Object code will default based on Category Code selected
  • Look up Supplier ID/Supplier displays address
  • Suggest New Supplier link
  • Due Date field is available

p.6

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Favorites vs. Template

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Favorites

Frequently ordered items

Template

Items saved as a template

  • Can create a favorite group of items
  • Need to enter quantity
  • Can select a specific Supplier for the item
  • Cannot save a ChartString on a favorite item
  • Group of items
  • Quantities are already set but can be modified
  • Can select a specific Supplier for the item(s)
  • Cannot save a ChartString on an item/template

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Ordering from Favorites or a Template

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From the Create Requisition page, click Favorites. Click the checkbox next to the desired “favorited” item(s). Enter the desired quantity, then click Add.

From the Create Requisition page, click Templates. Expand the desired template. Enter the desired quantity for this template, then click Add. All the items from the template will be added to your cart.

FROM FAVORITES

FROM A TEMPLATE

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Requisition Settings

  • Use Requisition Settings, if desired. The fields that you enter on this page will be applied to all lines on the requisition. These are not defaults, they are the settings for the particular requisition you are creating.
  • Fields you can enter:
    • Supplier
    • Supplier Location
    • Category
    • Unit of Measure (UOM)
    • Ship To
    • Due Date
    • Attention
    • Accounting Defaults (Enter ChartField, location, and asset information)

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p.8

Note you can also use the Mass Change link to apply changes to all or some lines.

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Concepts & Terminology

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  • Requisition Structure
  • Terminology
  • About Sales Tax
  • Request States and Budget Statuses
  • Budget Activity

pp.9-11

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Requisition Structure

The basic components of a requisition are the Header, Line, Schedule and Distribution.

  • Header consists of the Requester, Requisition ID and date
  • Line defines what you request to purchase: item or description and quantity, unit of measure (UOM), Category, and Price.
  • Schedule defines the due date and ship to location.
  • Distribution defines the Chartfield information and location.

​

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p.9

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Terminology

  • Category Code: Required field when creating a requisition. It is a way of classifying purchased items.
  • Ship To: Indicates the location where the supplier should deliver the items
  • Location: Internal location for the delivery of this requisition.
  • Sales Tax: No sales tax is applied in the requisition. The sales taxes will be applied when the requisition is sourced into a PO.

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p.9

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Request States & Budget Statuses

Request States:

  • Approved
  • Canceled
  • Complete
  • Denied
  • Open
  • Pending
  • PO(s) Created
  • PO (s) Dispatched
  • Received

Budget Statuses:

  • Valid: requisition passed budget checking.
  • Not Checked: requisition has not been budget checked yet.
  • Error: requisition failed budget checking.

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p.10

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Budget Activity

  • When a requisition is budget checked, the balance displays as pre-encumbered if it passed budget checking. The funds are reserved and will affect the budget balance.
  • When a requisition is sourced into a PO, the pre-encumbrance is released and funds are encumbered. If not all requisition lines were sourced, it will leave a pre-encumbrance balance.

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p.10

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1. Do you want to use Requisition Settings?

    • YES – Go to Box 2.
    • NO – Go to Box 3.

2. Requisition Settings

    • Enter Requisition Name
    • For all lines, you can enter: Supplier, Category Code, Ship To Location, Due Date, Attention, and/or ChartString.��Go to Box 3.

3. How do you want to add items to the cart?

    • GRID. For multiple items at once, or can be just 1 item. Go to Box 4A.
    • ONE ITEM AT A TIME ONLY.�Go to Box 4B.

4A. GRID�(Express Item Entry Screen)

    • For each item, enter: Description, Qty, UOM, Price, Supplier, and Category Code.
    • You must enter the Category Code, even if you put it on the Requisition Settings!
    • You do not need to enter Supplier if you put it on Requisition Settings.��Go to Box 5.

4B. ONE ITEM AT A TIME (Special Request Screen)

    • For each item, enter: Description, Qty, UOM, Price, Supplier, Category Code.
    • You do not need to enter Supplier or Category Code if you used Requisition Settings.��Go to Box 5.

5. Checkout.

6. Do you need to enter a Requisition Name?

    • YES – I did not use Requisition Settings. Type the Requisition Name now, then go to Box 7.
    • NO – I entered it on the Requisition Settings already. Go to Box 7.

7. Do you need to mass change any items?

    • YES – I did not use Requisition Settings and I need to update some/all lines. Go to Box 8.
    • YES – I used Requisition Settings but I need to update some/all lines. Go to Box 8.
    • NO – I do not need to update any lines. Go to Box 9.

8. Use Mass Change.

    • For some or all lines, you can mass change: Supplier, Category Code, Ship To Location, Due Date, Attention, and/or ChartString.
    • If you need to enter multiple ChartStrings (50-50 split, for example), use Req Settings.��Go to Box 9.

9. Would you like to add any additional details or info?

    • Requisition Comments
    • Line comments and attachments – Click the talk bubble on each line.
    • Justification

10. Do not click�Check Budget.

​

Are you ready?

Click Save & Submit.

11. Click Budget Check on the Confirmation page.

    • VALID? If valid, you are done.
    • ERROR? If error, you need to identify and fix the error.

BEFORE YOU BEGIN:

  • Know your ChartString(s).
  • Perform one-time setup: Personalize Columns for ChartStrings on Express Item Entry.

REQUISITIONS FLOWCHART

Start by going to eProcurement > Requisitions.

DETAILS ABOUT BOX 9:

  • Requisition Comments (in the PO this is called Header Comments) - Can be displayed on PO, Receipt, or Voucher (you click the checkboxes)
  • Line comments and attachments – Click the talk bubble on each line. Can be displayed on PO, Receipt, or Voucher (you click the checkboxes)
  • Justification – Shows up for approvers; stays on requisition and pulls to the POS – good for approvers

Add items to the cart using either screen (4A or 4B).

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Find Existing Requisitions

Let’s start by looking at some existing requisitions.

Refer to Part IV of the guide.

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PLEASE FIND YOUR LOGIN SLIP.

Let’s log into the Training database.

We will get familiar with reqs by completing Activity 1.

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Creating Requisitions

Next we will do Activities 2-8 to create requisitions.

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BEFORE YOU BEGIN

  • Know your ChartString(s) – p.13
  • Optional: Personalize columns – pp.14-16

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Red Paint

  • Please turn to p.23�(Special Request directions)
  • Get ready for Activity 2
  • Remember, to create a req it is a�4-part process:
    • A. Add item(s) to the cart and check out.
    • B. Mass change all lines (shipping information and budget).
    • C. Review and submit.
    • D. Review the confirmation screen and budget check.

​

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p.23

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Red Paint

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Restroom Supplies

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Sports Supplies – 2 Distributions

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Two Dell Laptops

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Warehouse (Inventory Districts)

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Blanket Requisitions

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Favorites & Templates

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Manage Requisitions

Now we will use Activities 9-12 to talk about�budget checking and modifying requisitions.

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pp.53-73

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Activities 9-11

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Activity 12

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Inquiry and Reports

Refer to Part V of the guide

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pp.74-92

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Q & A

Before we go to the course evaluation,�what kinds of questions can we answer?

COURSE EVALUATION

Please go to the Links page on the CRC website.

Scroll all the way to the bottom and click on Peri the Muppet. .