9.2 Financials Delta Session. eprocurement Purchasing Accounts Payable Inventory - Asset Management

Transcription

1 9.2 Financials Delta Session eprocurement Purchasing Accounts Payable Inventory - Asset Management

2 Introduction Timeline New Functionality WorkCenters eprocurement Purchasing Accounts Payable Inventory Asset Management Closing Agenda

3 Introduction 9.2 Upgrade epro Training complete P-Card Training on going Mobile Physical Inventory scheduled Go live Monday, March 13 th

4 Time Line All POs must be budget checked valid All vouchers must be paid - shoot for the 8 th Remove voucher access by 10am on the 9 th AM will close March 8 th March 9 th complete paycycle by noon GL will close on March 9 th System unavailable at noon March 9 th Finance will be unavailable until Monday, March 13 th

5 New Functionality Direct Connect Punch-Out from a requisition to Staples and/or Suburban P-Card Requests, statements and reconciliation online Mobile Physical Inventory Scan assets utilizing mobile devices Online Chartfield Request Form Routed directly to OSC for approval Document Tolerance PO and voucher validation Workcenters

6 WorkCenters WorkCenters is a new feature in PeopleSoft 9.2. These enable users to access various pages and perform daily tasks without leaving the WorkCenter, which reduces the time used when navigating through menus. A WorkCenter is used to increase the productivity of a specific role by streamlining and simplifying their work in a central place.

7 WorkCenters Module WorkCenters Centralized access to relevant data Reduced need to navigate Personalized view of workload Configurable Improved efficiency

8 WorkCenters WorkCenters are comprised of two tabs and each tab has two sections: 1. Main Tab 1. My work pending or errored transactions 2. Links information related to user 2. Reports/Queries 1. Queries Limited to access of the user 2. Reports and Processes Each Module WorkCenter is configured based upon what is available in that module and the access based upon a user s role.

9 WorkCenters

10 WorkCenters Need to set up filters only once.

11 WorkCenters

12 WorkCenters O O O If the link is red, then a filter needs to be defined. If the link is grey, then there are no transactions. The number denotes the number of transactions.

13 WorkCenters

14 WorkCenters Personalize: O You can remove work links O You can reorder work links O You cannot add work links Note: Take care in personalizing.

15 WorkCenters

16 WorkCenters The Links that appear are dependent and specific for the module and the information available within the module

17 Kathleen Bonola eprocurement 9.2

18 Agenda Key Terminology New Look & Feel P-Card & Supplier Locations WEB Punch-Out Dispatch Catalog Search Preferred Supplier

19 New Key Terminology Key Term Definition Icon Electronic Data Exchange (EDX) Dispatch The requisition dispatch method for the Suburban and Staples suppliers when using WEB (Punch-Out). WEB (Punch-Out) Preferred Supplier Procurement Card (P-Card) Ability to interact directly with a supplier s website. The supplier s online catalog can be searched to select items to add back into a requisition. The Supplier with the lowest cost for an item. Supports credit card purchases made by card holding employees.

20 NO MORE TABS Requesters are navigated automatically to: 1. Define Requisition 2. Add Items & Services 3. Review & Submit New Look & Feel

21 New Labels Create Requisition = Requisition Core-10 = Requisition Type Vendor = Supplier Requisition Summary = Shopping Cart Modify Line/Shipping/Accounting = MASS Change Save & Preview Approvals = Save for Later

22 Create Requisition = Requisition New Labels

23 The Core-10 label has been revised to Requisition Type

24 Vendor = Supplier

25 Requisition Summary = Shopping Cart

26

27 Save & Preview Approvals = Save for Later

28 The P-Card is now available to choose as a payment method P-Card

29 P-Card & Location PUNCHOUT Payment Option only for Suburban and Staples - Dispatch defaulted to -EDX epro Location Job Aid:

30 PCARDPOS To create a requisition using a P-Card to reconcile a swipe purchase, the requester MUST choose PCARDPOS for the Supplier location to successfully save the requisition. 1. Enter a requisition name 2. Choose a P-Card, Requisition Type & Supplier 3. Choose PCARDPOS as the Supplier Location 4. Enter a Buyer 5. Continue entering chartfields as required

31

32 To create a requisition using the P-Card with a Supplier that has opted in to accept P-Cards, the requester MUST choose PCARDOPTIN for the Supplier location to successfully save the requisition. 1. Enter a requisition name 2. Choose a P-Card, Requisition Type & Supplier 3. Choose PCARDOPTIN as the Supplier Location 4. Enter a Buyer 5. Continue entering chartfields as required

33

34 PUNCH-OUT To create a requisition for Office Supplies using the P-Card, the requester MUST choose either Staples or Suburban which will default PUNCHOUT for the Supplier location. 1. Enter a requisition name 2. Choose a P-Card, Requisition Type & Supplier 3. PUNCHOUT will default for the Supplier Location 4. Enter a Buyer 5. Continue entering chartfields as required 6. Click on WEB to Punch-Out and purchase office supplies.

35

36 Catalog Catalog items have a default Supplier Location of MAIN. If P-Card is chosen as the payment method the Supplier location can be changed at the line detail level on each line or by using MASS change to update multiple lines. Even if you have entered a different location on the Define Requisition page, the catalog default is MAIN and will override it.

37 Supplier Updates I want to pay my Supplier with a P-Card but I get the message: This Supplier doesn t accept P-Card! Navigation: Main menu Core-CT Vendor Requests Vendor Update Request Form OSC-APD: (860) (FOR ADDITIONAL ASSISTANCE)

38 Add Items & Services

39 Dispatch The Dispatch method can now be changed in eprocurement on the Save & Submit page.

40 Review & Submit

41 WEB Punch-Out for Office Supplies Staples & Suburban Stationers are set up for Punch-Out in eprocurement. All Requesters should use this purchasing method when ordering Office Supplies except when the items are for an Inventory Business Unit. Those items should still be purchased through the State Catalog. Requesters will have the ability to choose P-Card as a payment method for Punch-Out purchases, if a card or proxy is assigned to them. Core-CT only supports one supplier on each requisition. Punch-Out purchases cannot be mixed with catalog, special request, template or favorite purchases & vice versa.

42 WEB Punch-Out Both suppliers can support favorites that have been previously saved on their direct websites. The Contract ID is defaulted on the epro requisition for each supplier upon clicking the Save & Submit button. The Supplier Location code will default in as PUNCHOUT. Punch-Out requisitions are defaulted to EDX dispatch and cannot be changed. Punch-Out requisitions cannot be copied in Manage Requisition. Punch-Out requisitions cannot be saved as Templates or Favorites in Core-CT. This functionality resides on the supplier s website.

43 WEB Punch-Out Click on the Web Link Click on one of the supplier links to Punch- Out to the supplier s site

44 Staples Punch-Out

45 Search for Items Search for items

46 Submit Order Submit Order

47 Forgot something? No Worries! Just Click Add More Items To Change the Qty. Click on the Description

48 SBE Small Business Enterprise Punch-Out Suburban Stationers

49 Search & Add Items Submit Cart to bring items back to the epro requisition

50 Punch-Out Suburban

51 Searching the State Catalog

52 Preferred Supplier

53 Questions

54 Noreen Camara Brian Guilmartin Purchasing

55 Agenda Introduction WorkCenters P-Card Document Tolerance Obligation Contract changes All POs must be in Valid Status

56 WorkCenters My work Links Reports

57 WorkCenters

58 P-Card P-Card Benefits: Automates reconciliation and payments. Improves controls (Spend monitoring, policies and procedures and security). Streamlines business processes. Increases focus on negotiating volume discounts, supplier(vendor) management/analysis. Reduces paperwork and manual processing

59 P-Card

60 P-Card

61 P-Card

62 P-Card

63 P-Card

64 P-Card Budget Check and Chartfield Validation Batch P-Card budget check process is run against these P-Card transactions. Budget validation process will only validate that the chartfields are correct, budget period exist and check the available funds so we don t go over the tolerance

65 P-Card

66 P-Card

67 Pcard Role Access Rights Access Rights CT CNTRL CC ADMINISTRATOR CT Agency P-Card Coordinator CT AGY CC APPROVER CT AGENCY CC RECONCILER CT AGENCY CC REPORT MAKER Review Statement Access Reports Reconcile - Set Status to Staged Reconcile - Set Status to Verified Reconcile - Set Status to Approved Reconcile - Update Distribution (Restricted) Reconcile - Update Distribution (Unrestricted) Reconcile - Modify Staged Transactions Reconcile - Modify Verified Transactions Reconcile - Modify Approved Transactions Reconcile - Modify Error Transactions Unmask Card Number Cardholder - Maintain Profile Cardholder - Maintain Proxy Cardholder - Maintain Distribution Usage - Use Procurement Card on Requisition Usage - Use Procurement Card on PO Usage - Allow Override of Supplier Card YES YES YES YES YES YES YES YES YES YES NO YES NO YES NO NO YES NO YES NO NO NO YES NO NO NO NO NO NO NO NO YES YES YES NO NO YES NO YES NO NO YES YES YES NO NO NO YES NO NO NO YES YES YES NO YES NO NO NO NO YES YES NO NO NO YES YES NO NO NO YES YES NO NO NO NO YES NO YES NO NO YES NO YES NO NO NO NO NO NO

68 Document Tolerance

69 PO Obligation The Obligation is now part of the PO header information The PO Obligation is now included with the Purchase Order Workflow

70 PO Obligation

71 PO Obligation

72 PO Obligation

73 PO Obligation

74 Purchasing Authority

75 Minor Contract Changes

76 Closing Purchase Orders All POs must be in a Valid budget status by March 9 th, 2016 or they will get closed All over expended POs must be closed also

77 Brianne McKenna Kimberly Blaszko Accounts Payable

78 Agenda Supplier Financial Sanctions WorkCenters Document Tolerance Look and Feel Voucher Save, Inquiry, Submit Approval Link 9.2 Upgrade

79 Supplier

80 Financial Sanctions Compares suppliers to a list of people/organizations that the federal government has sanctions against Vouchers can be created against suppliers that are flagged but they will not be paid until the supplier is cleared by APD

81 Financial Sanctions The Invoicing Supplier is under Review or Blocked for Financial Sanctions

82 WorkCenters Navigation: Core-CT Financials>Accounts Payable> Accounts Payable WorkCenter O Centralized access to data O Reduced need to navigate O Personalized view of workload O Improved efficiency

83 WorkCenters My Work Links Reports/Processes

84 WorkCenters Queries: Central agency Financials queries ****This is Not for EPM queries

85 WorkCenters Central agency users can add their favorite queries to their Query Manager

86 Document Tolerance

87 Document Tolerance Copy from PO Receipt with multiple distributions

88 Document Tolerance

89 Look and Feel

90 Look and Feel

91 Look and Feel

92 Voucher Approval Link

93 Voucher Approval Link

94 Voucher Approval

95 Voucher Approval

96 9.2 Upgrade Lockout will begin at 10am on March 9 th, 2017 All Vouchers Must Be Matched Approved Budget Check Valid Voucher Posted Paid **All others need to be deleted or closed

97 Questions

98 Steven Beaulieu Dustin Guarino Inventory

99 Agenda Agency prep for 9.2 upgrade Change to Storage Locations Supply/Demand WorkCenter New Item Add/Update Request Form Questions

100 Agency Prep Process Open PO/InterUnit Receipts Navigation: Inventory>Putaway Stock>Load Staged Items Navigation: Inventory>Putaway Stock>Stockroom Feedback Process Open Material Stock Requests (MSR) Reservations Order Release Picking Feedback Process or Cancel Backorders (DOT only)

101 Storage Locations No longer using Fixed Picking Locations Existing Fixed Picking Locations associated with items will be removed by Core-CT prior to go-live New items added to an IN Business Unit will only need to be associated with a Default Putaway Location IN processes and reports will run based on the Default Putaway Location only

102 IN WorkCenter Inventory users will have access to the new Supply/Demand WorkCenter The Supply/Demand WorkCenter is a central location enabling Inventory users to access various pages and perform daily tasks User s Inventory roles will dictate what links and processes can be accessed from the WorkCenter

103 IN WorkCenter

104 IN WorkCenter

105 IN WorkCenter My Work

106 IN WorkCenter My Work

107 IN WorkCenter - Links

108 IN WorkCenter - Queries

109 IN WorkCenter Reports/Processes

110 Item Add/Update Request New process for Inventory agencies to request new CM # s or changes to existing ones that are not covered by the DAS Market Basket. Agencies will enter a Footprints Help Desk ticket and attach the INV_001 form to the ticket. For new items the information received from the vendor should be entered completely For updates the current item details should be entered as well as the changes being requested The Inventory team will review the requests and make the necessary additions or changes.

111 Item Add/Update Request

112 Item Add/Update Request

113 Questions?

114 David Bonola Michael Carragher Asset Management

115 Agenda Asset Management 9.2 Enhancements Asset Management Reminders Questions

116 What s New in Asset Management Fluid User Interface WorkCenters Split Distribution Receipts Consolidate/Unitize Enhanced Transaction Reversal AP/AM Reconciliation Changes to Comments

117 Fluid User Interface A User Interface That Transforms How Asset Users Work Enables the mobile asset physical inventory business process within Asset Management Conduct audits/change of asset locations Retrieve general asset information, including associated preventive maintenance schedules and work orders

118 Fluid User Interface Multiple IOS/Android Device Types Can Be Used Rugged Standalone Has Integrated Scanning Higher Drop Zone Ratings Smartphones Require 3rd Party Scanner Tablets Require 3rd Party Scanner

119 WorkCenters The new Pending Transactions My Work pagelets provide the option to view and take action

120 WorkCenters Monitor Pending Purchase Orders Load Pending Interfaces

121 WorkCenters Errors can be Reviewed and Reset to Pending (No Help Desk Required)

122 Split Distribution WorkCenters Receipts System will create the Receipt Line Asset records to reflect split distributions for each serial asset/item Split distribution in the Receipt Line Asset table will be merged into the Interface AM Lines table PO Schedules PO Distributions Receipt Lines Receipt Distributions Receipt Asset Lines Interface AM Lines

123 WorkCenters Split Distribution Receipts Example Receipt Line Qty: $5.00 each Distribution Lines: 2 lines with a 70 / 30 split Receipt Allocation Type: Split Distribution

124 WorkCenters Split Distribution Receipts Split Distribution on the Receipt Asset Line Results Automatically populates Receipt Asset Line table with split distributions for each serialized unit

125 WorkCenters Split Distribution Receipts Receipt Allocation Type New Xlat Value SPLIT DISTRIBUTIONS

126 WorkCenters Split Distribution Receipts Non-Serialized Items Behaves the same as Specify Allocation Type except all Receipt Asset Lines are grouped under one assert Specify Allocation Type Retains existing functionality Serialized items with one distribution or with a quantity line of 1 can still use the Specify Allocation Type

127 Consolidate/Unitize Enhanced O Consolidation O Usability O Collapsible sections provide insight into consolidated asset details O O O O O O O Asset Information Acquisition- Related Fields Cost Information Chartfields Custodian Information Asset Location Manufacturer Information

128 Consolidate/Unitize Enhanced Consolidation Consolidating to an Existing Asset ID

129 Consolidate/Unitize Enhanced Consolidate/Unitize FAD Financial and Physical Add NAD Non-Financial Add ADQ Adjust Cost and Acquisition Detail CAP - Asset Capitalization ACQ Insert Acquisition Detail PHY Physical Asset Change

130 Consolidate/Unitize Enhanced O Unitization O Usability O Collapsible sections provide insight into unitized asset details O O O O O O O Asset Information Acquisition-Related Fields Cost Information ChartFields Custodian Information Asset Location Manufacturer Information O Unitize Quantity accepts 5 digits

131 Transaction Reversal O Accelerate error correction O O O O O O Initial Asset Additions Subsequent Asset Additions Adjustments ChartField Transfers Recategorizations Interunit Transfers O O Maintain a history of transaction reversals Enable Audit Logging

132 Transaction Reversal O Accelerate Error Correction

133 AP/AM Reconciliation O New WorkCenter Query O Real Time O Displays only Unreconciled data O Does not Include Cost Information

134 AP/AM Reconciliation O New Financial Report O Real Time O Displays both Reconciled and Unreconciled O Includes Cost Information

135 Changes to Comments O 9.1 Physical Inventory Comments

136 Changes to Comments O 9.2 Physical Inventory Comments

137 Changes to Comments New EPM Reporting Table CTW_AST_COMMENT Historical Asset Comments Physical Inventory information from PI Scanning History and Asset Comments staging tables Business Unit, Asset ID, Scanning Date, PI Number, Serial Number, Operator, Comments (w/associated effdt), and Asset Location

138 Changes to Comments Asset Management Close Due to Financials 9.2 Upgrade AM Period #8 will close early (March 8th) March 7 th End of Day (last day to load) All AM Transaction Loader Interfaces must be loaded Includes any 9.1 Physical Inventory inprocess Interfaces not loaded will be set to Excluded

139 Questions

140 Closing Reminder by March 7 th 8 th All vouchers are approved, budget checked, and paid or they will be deleted POs are budget check to valid or they will be closed Make sure assets are loaded Reconcile for general ledger closing Ensure CO-1092s are requested for new roles Questions

141 Information Resources New Roles Role handbook on the Core-CT Website Help with new functionality UPKs Job aids Training classes Questions and help Footprints and Core-CT helpdesk

142 Core-CT Website Closing Core-CT Helpdesk Questions?