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PeopleSoft Basic Inquiry http://osuebusiness.osu.edu
Getting Started http://osuebusiness.osu.edu/documents/AccessRequestForm_001.xls 1. Activate your OSU Internet Username (name.#) https://my.osu.edu/public/IdentityManagement/ Complete the Institutional Data Policy training on OSU Carmen. http://ocio.osu.edu/policy/policies/policy-on-institutional-data/ http://carmen.osu.edu/ 2.Complete the Financial Systems Access Form on the Business Office Web site. http://osuebusiness.osu.edu/forms.php Fax to 614-688-0529 You will receive a packet in the mail once your access has been established.
Accessing PeopleSoft Review the Message of the Day Type your User ID and Password. Click Sign In to access the Financials 8.4 system. Forget your password? firstname.lastname@example.org@osu.edu
PeopleSoft Courses Offered by the Business Office Basic Inquiry Approvals Data Entry (PREP Entry) Advanced Inquiry
What is PeopleSoft Financial System Used to track and enter transactions: Purchasing Asset Management Accounts Payable Accounts Receivable General Ledger activity Travel
Inquiry Overview Use the PeopleSoft ® online system to find information. Dispatched Purchase Orders (PO numbers) How much money is left on a purchase order When a purchase order ends What vouchers have been paid Print copies of purchase orders If a vendor is in the database and ready for ordering Reimbursements (travel, personal, county)
Anatomy of a Page 7
PeopleSoft ® Home Page
PeopleSoft ® Procurement Inquiry Home Page
Purchase Order Inquiry *Find a PO Number *See the original PO information *See what was sent to the vendor
PeopleSoft ® Purchase Order Inquiry Original Purchase Order Information Three search options: Org # 57001 Org # & Date 570010 PO # 570018AA01
PeopleSoft ® Purchase Order Inquiry Search Results
PeopleSoft ® Purchase Order Inquiry Click Schedule, then click on Distribution to see Chartfield information
Take five minutes… Take five minutes and search for a PO for your org. Once you find one see if you can find the following: Chartfield Comments Vendor Name Then click return to search and find another one.
Purchase Order Activity Summary *Check the Status *See if there is money left *See if there are problems *Find the invoices paid
PeopleSoft ® Purchase Order Activity Summary Status of Purchase Orders Three search options: Org # 57001 Org # & Date 570010 PO # 570018AA01
PeopleSoft ® Purchase Order Activity Summary Results
PeopleSoft ® Purchase Order Activity Summary PO + Change Orders $ here means a potential Match Exception If dispatched then this money can be spent! Are there multiple lines?
PeopleSoft ® Purchase Order Activity Summary Invoice Page
Take five minutes… Take five minutes and search for a PO for your org. Once you find one see if you can find the following: The status of the PO The amount remaining on the PO Voucher ID’s for invoices paid on the PO Then click return to search and find another one.
Voucher Inquiry *Check to see if something was entered *See if there is a payment on a voucher *Check to see what chartfield was used
PeopleSoft ® Voucher Inquiry 1 2 4 3 Limit your search by type and date range! Click Reset Criteria in between searches.
Take five minutes… Search for: Voucher ID: 09EE001T Invoice ID: 634211 PREP ID: BUXT9735 Limit this search by choosing…Voucher Date Type: Entered on 01/01/2010-01/31/2010 Don’t forget to click Reset Criteria in between searches!
PeopleSoft ® Voucher Inquiry Vendor Lookup
Take five minutes… Search for: A person. Example: buxton,cynthia A unique vendor. Example: Milo’s Deli. Identify the vendor and click ok then click search to see the vouchers under that vendor.
PeopleSoft ® Voucher Inquiry Results Chartfield Information Click to view the image of the invoice
Take five minutes… Search for: Identify the Chartfield used to pay the invoice Identify the amount paid View the invoice if available.
Voucher Inquiry Check to see where a payment was mailed. See if the vendor cashed the check. See if there are other vouchers on your payment.
PeopleSoft ® Voucher Inquiry Payment Information (cont)
Take five minutes… Search for: Search for the place a check was mailed. The date a check was cashed. The number of vouchers that made up the check amount.
PeopleSoft ® Vendor Lookup Look up to see if a vendor is active. Verify the address
PeopleSoft ® Vendor Lookup
Take a few minutes… Search for: A unique vendor in your area Example Milo’s Deli
PeopleSoft ® Purchase Order Print Print a PO
PeopleSoft ® Purchase Order Print Criteria 5
PeopleSoft ® Purchase Order Print Process Monitor
PeopleSoft ® Purchase Order Print PDF
Take five minutes… Search for: A Purchase Order Example: 550138AA19
Basic Inquiry recap Original PO information Status of a PO Print a PO Inquiry on a Voucher Inquiry on a Payment Find a vendor
Business Office Web site http://osuebusiness.osu.edu http://osuebusiness.osu.edu Office of Information Technology Help https://assist-erp.osu.edu/assistprocurement84/WebHelp/start.htm https://assist-erp.osu.edu/assistprocurement84/WebHelp/start.htm Resources
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