PeopleSoft Requisition Workshop

AGENDA Description of Department Roles Department Role Comparison P1 Listing Overview of PeopleSoft Chart of Accounts Process Map Reviewing frequently asked questions Budget available to process a Requisition Creating a Requisition Creating an Agreement Requisition Creating a Blanket Requisition Checking the status of a Requisition Canceling a budget checked Requisition Queries Reports Inquiries

Department Role Comparison

P1 List by Area

Overview of Chart of Accounts Structure Fund Source (5) Project/ Dept ID (6) Fund (3) Program (5) Function (3) Grant (7) Property (5) Account (5) ChartField Definitions Dept ID Department or responsibility center Fund Global classification of funding source Fund Source Identifies specific sources from operations, sponsors, donors Program Formal (named) and informal Programs Function Functional Purpose and Activity Project/Grant Sponsored programs and capital projects Property Buildings Account Asset, Liability, Net Asset, Revenue, Expense classifications

Questions You May Want To Ask When should a requisition be processed? Do you need to check the budget before processing a requisition? What type of requisition do I need to create? How do you make sure the vendor and order address is available in PeopleSoft? How do I create a standard requisition? How do I create an Agreement Requisition? What is the process for creating a Blanket Requisition? How do I determine the status of a requisition order? How do I approve a requisition? Can I cancel a budget checked requisition?

Question: When should a requisition be processed? Answer: Prior to commitment to the vendor. All transactions are usually over $5,000 or purchasing goods that cannot be purchased on the P-card or Voucher. Requisitions must be created after the bid or sole source documentation has been approved, but prior to discussions with a vendor. Question: Do you need to check the department budget before processing a requisition? Answer: Yes. Make sure there is sufficient funding available in the correct account before processing a requisition. The Budget Details inquiry under Commitment Control provides a view of the department’s budget balance by account that is available to process. Navigation: Commitment Control>Review Budget Activities>Budget Inquiry>Budget Details

Action: Click on and select the Ledger Group EXBUDGETS. Action: Narrow your search by inputting chartfields and the Budget Period. Action: (At this point you can click the Save Search Criteria link and save keystrokes the next time you review the same budget. Click Save Search Criteria, type in a name, click save and in the future call up the search by name. You may also Delete Saved Searches). Action: Click

Action: Click the account code to review the Available Budget to make sure the funds needed to process the requisition are in place. If there is not enough funding, at this point you will need to process a budget transfer before entering the requisition.

Question: What type of requisition do I need to create? Answer: Agreement requisition is used to encumber funds to be held for payments for an agreement (usually service contract) throughout the year. Blanket requisition is created to encumber funds to be held for various purchases from one vendor throughout the fiscal year. A standard requisition is used for all transactions usually over $5K that are not an agreement or blanket.

Question: How do I make sure the vendor and order address is available in PeopleSoft before processing a requisition? Answer: Navigate to eProcurement > Create Requisition Action: Select Action: Select Good and click

Action: Click hyperlink. Action: Type in vendor name or partial name. Example: NEW ENGLAND COPY%, %COPY%, NEW ENGLAND%

Action: Click the on the vendor you would like to choose or to review vendor details. (User may want to ask vendor for email address as the P.O. can be sent via email for faster service).

Action: Click Special Request Question: How do I create a standard requisition? Answer: Navigation: eProcurement > Create Requisition Action: Click Special Request

Action: Select Action: Action: Click and choose vendor.

Action: Enter Description of the requisition. Action: Enter Category as a partial name such as EQ% then click . Select the appropriate category. Action: Enter Quantity of items to be ordered. Action: Enter Unit of Measure type as EA or use the . Action: Enter Price of the item with no $ or commas. Action: Enter Due Date that item is required by. Action: In the Comment Text enter specific details about the requisition. Action: Click

Action: Click to confirm the shipping address. Action: To change Ship To Location click . Use “contains” to search on a smaller group of Ship to Locations. Click to enter Cost Distribution (chartstring).

Action: Enter chartfield information as needed. Action: Click Action: To add a second line to the requisition, repeat previous steps, including Vendor Lookup. Action: In order to split the distribution of the cost on the requisition, click the at the end of the line and enter the second chartstring.

Action: Click to budget check the requisition. Action: Budget checking Status should change to Valid. If status changes to Error, make sure that there is enough budget available and click Edit Default again. Action:

Question: When should I create an Agreement requisition? Answer: To encumber funds to be held for payments for an agreement (usually service contract) throughout the year. Action: Click Action: Click and

If the cost is annual for a specific amount select fixed cost If the cost is annual for a specific amount select fixed cost. Otherwise, contact the buyer for instructions. Action: Click and

Action: Enter AGMT in the Description field to signify this is an agreement. Action: In the Category field type a partial name such as MAINT AGMT and click to select the appropriate category. Action: For Value of Service enter the annual price of the agreement. Action: Click hyperlink. In Name field, type a partial name and click and select for vendor. Action: Enter the Start Date of the agreement. In most cases this will be 06/01/XX. Action: Enter the Due Date. For most cases this will be 05/31/XX. Action: If appropriate, enter Quote number and Quote date. Action: In Comment Text, enter details including model numbers and serial numbers. Action: Click Action: Follow procedure for completing a requisition (pages 20-22).

Question: What is the process for creating a Blanket Requisition and when should I use it? Answer: Blanket requisitions are used in encumbering funds to be held for various purchases from one vendor throughout the fiscal year. Navigation: eProcurement > Create Requisition Action: Click

Action: Click

Action: Enter BLANKET in the Description field to signify this is a blanket. Action: In the Category field type a partial name such as EQ% and click to select the appropriate category. Action: For Quantity enter the number of items. Action: Unit of Measure enter EA. Action: Enter Price of item (no $ or commas). Action: Click hyperlink. In Name field, type a partial name and click and select for vendor. Action: Enter the Due Date – today’s date. Action: If appropriate, enter Quote number and Quote date. Action: In Comment Text, enter details including model numbers and serial numbers. Action: Click Action: Follow procedure for completing a requisition (pages 20-22).

Question: How do I determine the status of a requisition order? Answer: To determine the current status of a requisition or when receiving items (required on Categories where usual value of items is $5,000 or more) navigate to Manage Requisitions. Navigation: eProcurement/Manage Requisitions/Search for a particular requisition #. Status Messages: Open Requires requestor complete the requisition Save and Submit. Pending Requires additional approvals through workflow. Approved Requires Procurement Services to convert from requisition to purchase order. P.O. Created Requires Purchasing to send the P.O. to the vendor. P.O. Dispatched Order has been sent to vendor.

Action: To review detail behind the requisition click on one of the icons. Action: Click on the to the right of the requisition that you want to review. Action: to review a requisition or to review P.O. details. Action: Click hyperlink and

Question: How do I approve a requisition? Answer: By selecting the item on your worklist. Action: Navigation to Worklist at top of the PeopleSoft page Action: Click Action: Click blue hyperlink Action: Action: Click and

Question: Can I cancel a budget checked requisition? Answer: Yes, if a requisition has been budget checked, but has not received all the approvals, departmental users are able to cancel the requisition provided they perform the budget check function after the cancel to release the funding. NOTE: Only requisitions that have a RED X available can be cancelled. For other requisitions, contact Procurement Services at 2-3055 as these requisitions have already been converted to P.O. Navigation: eProcurement>Manage Requisitions >Search for the appropriate requisitions # Action: Select a requisition number and click . Action: Click the RED X to cancel the requisition you wish to cancel.

Action: Click the yellow and the requisition will appear as cancelled and the Budget Status will return to “Not Chk’d”. Action: Click the budget checking icon and wait for a valid budget checking status. Use Commitment Control Budget Details to make sure the funding has been released back to the budget.

Question You May Want To Ask When should a requisition be processed? (Page 9) Do you need to check the budget before processing a requisition? (Pages 9 – 11) What type of requisition do I need to create? (Page 12) How do you make sure the vendor and order address is available in PeopleSoft? (Pages 13-15) How do I create a requisition? (Pages 16 – 22) How do I create an Agreement Requisition? (Pages 23 – 25) What is the process for creating a Blanket Requisition? (Pages 26 – 28) How do I determine the status of a requisition order? (Pages 29 - 30) How do I approve a requisition? (Page 31) Can I cancel a budget checked requisition? (Pages 32 - 33)

Queries Reports Inquiries BC_GL_ACR_STDNT_SLRY BC_GM_BUD_ACCTD_GRANTS P.O. Balance Report ACR Re-runnable ACR Inquiries Activity Summary – P.O. Transactional Detail Inquiry Transactional Detail Inquiry Grants

Navigation: Reporting Tools > Query > Query Viewer > BC_GL_ACR_STDNT_SLRY You must enter values in the following fields: Department, Fund Code, Fund Source, Program Code, Property and Budget Period You can use the % which is a wildcard that will bring back results for all Functions and Accounts

Navigation: Reporting Tools > Query > Query Viewer > BC_GM_BUD_ACCTD_GRANTS You must enter values in the following fields: Department, Fund Code, Fund Source, Program Code, Function, Property, Account and Project/Grant. You can use the % which is a wildcard for all fields and just enter the Project ID.

PO Balance Report The purpose of this report is to provide information about open Purchase Orders. This report should be used by departments to review balances remaining on a regular purchase order or blanket. It can also be used to reconcile outstanding encumbrances. This report will only list open balance Purchase Orders. If a purchase order has been fully matched and paid, it is not included on this report. This report is also used to clean up old or invalid requisitions or purchase orders for Fiscal Year End. The data displayed is current day (real time). Please contact 2-3055 in Procurement Services for closing requisitions or purchase order questions. Navigation: BC Report > Purchasing>PO Balance Action: Enter PO_BALANCE (no dashes or spaces) in Run Control Field. Click . (Next time you will select and click and select PO_BALANCE).

Action: Select parameters using the eye glass icon or typing directly in a field. At a minimum, enter the department. You can also select a specific Project/Grant Purchase Order From and To Date range. This reports selects on PO date and not Budget date. (If you are selecting by date range, remember agreements and long lead purchase orders may have been created starting in mid-April so the “from date” should begin with “04/14/xx) to include a full fiscal year’s orders. If you are selecting a department, also select a Fund Code to limit your search. Action: Click

Action: Check print parameters and click Page will return to previous page and list process instance number. Action: Click When Run Status is “Success” and Distribution Status is “Posted” click hyperlink.

Action: Click

Action: Click hyperlink.

Navigation: Purchasing > Purchase Orders> Review P. O Navigation: Purchasing > Purchase Orders> Review P.O. Info > Activity Summary Action: Type in the Purchase Order and/or Vendor ID and click

Action: Click on blue hyperlink for full Item Description. Action: Click on Invoice (blue hyperlink) at bottom for Voucher information. NOTE: If there is more than one line on the P.O., click on each individual line item.

BC Report ACR Report Navigation: BC Report > Commitment Control > ACR Report Step 1: Enter Run Control

Online Account Balances by Chartstring Revenue and Expense Comparison One page snapshot by year over year of Rev and Exp New nVision Report Online ACR Accounting comparison report Online Account Balances by Chartstring Transaction Detail Transaction detail of a specific department chartstring TDR or TRI Transaction Detail Report

Navigation: BC Report > Commitment Control > ACR Report Step 2: Enter Budget Period, Accounting Period and Department Business Unit: EAGLE (will default) Department: xxxxxx Budget Period: Enter Budget Year i.e. 2006 Account Period – Enter Period i.e. 4 Fund Code Range – Select All or2xx and 6xx or 9xx Salary Data will default based on your role Step 3: Run Button

Navigation: BC Report > Commitment Control > ACR Report Step 4: Enter the following: Verify Server Name: PSUNX Select ACR Funds 1xx, 2xx, 3xx, 6cc, 9xx Hit OK

Navigation: BC Report > Commitment Control > ACR Report Note: You will return to the ACR Run Control Page Step 5: Click on Process Monitor. You will be brought to the Process Monitor Page

Navigation: BC Report > Commitment Control > ACR Report You will be on the Process Monitor Page Step 6: Once the report has finished processing, click on the Details Hyperlink Run Success = Success, Distribution Status = Posted

Navigation: BC Report > Commitment Control > ACR Report You will be on the Process Detail Page Step 7: Click on the View Log/Trace Hyperlink

Navigation: BC Report > Commitment Control > ACR Report You will be on the View Log/Trace page Step 8: Click on the bcglr004.xxxxx.PDF Hyperlink Note: Once you open the PDF you can save by selecting File > Save As > …

Navigation: BC Report > Commitment Control > ACR Report This will open up the ACR Report

Navigation: BC Report > Commitment Control > Transaction Dtl Inquiry

Transaction Detail Inquiry Navigation: BC Report > Commitment Control > TDI - PG Step 1: Enter appropriate Values

Navigation: BC Report > Commitment Control > TDI - PG

Grant Reports For instructions on how to run the below reports, please go to OSP’s website: http://www.bc.edu/research/osp/assistdoc.html. Grant Balance Available Summary Report - A timely formatted summary balance available report with subtotals and totals. Grant Online ACR - Provides budgeted and expended summary data with balance available. Grant Online TDR - Provides detail activity.  It contains individual transactional detail for the budget transfers, requisitions, purchase orders, vouchers, expense reports, salary encumbrances, salary actuals, and journal entries for standard charges (PCard, Pitney Bowes, BOC) and allocations (Fringe Benefits, Plant Maintenance, F&A)

Helpful Hints To save your query click Add to Favorites located in the far right in the search results To do additional research without losing your results click on New Window located in the top right corner below worklist To save your chartstring information to avoid entering each time, click Save Search Criteria