PSFIN V8.9 Upgrade Training

Transcription

1 PSFIN V8.9 Upgrade Training eprocurement Participant Guide Athens, August 29, 2008 Fort Valley, September 12, 2008 Office of Information and Instructional Technology Version /20/2008

2 Table of Contents PSFIN 8.9 eprocurement Course Overview... 3 Lesson 1: eprocurement Overview... 4 PeopleSoft Module Integration... 6 eprocurement Lifecycle... 7 Workflow in eprocurement Worklist Example Lesson 2: How to Setup epro Activity Setting up eprocurement Lesson 3 epro Requester Activity epro Requester Actions Activity Edit a Requisition, Route an epro Invoice, and Add a Travel Requisition for a Non Employee Review Questions epro Setup and Requester Lesson 4: epro Manager Activity epro Manager Actions Lesson 5 epro Buyer Activity epro Buyer Actions Review Questions epro Managers and Buyers Lesson 6: epro Requisition Tasks Activity epro Requisition Tasks Review epro Requisition Tasks Lesson 7 Comprehensive Activity Appendix A: Requisition Inquiries Grid Appendix B: List of Business Processes Used in Super User Training Board of Regents of the University System of Georgia. All Rights Reserved. 2

3 PSFIN 8.9 eprocurement Course Overview Course Objectives: Describe the purpose and functions of the epro Module. Identify the role of Workflow in epro Requisitions and describe how it functions. Identify the administrative and user setup tasks required for epro. Complete the tasks of an epro Requester. Complete the tasks of an epro Manager. Complete the tasks of an epro Buyer. Complete epro Requisition tasks. Complete all actions for an epro Requisition from creating to expediting it. Schedule: 9:00 10:00: Lesson 1 epro Overview 10:00 10:30: Lesson 2 How to Setup epro 10:30 10:45: AM Break 10:45 12:00: Lesson 3 epro Requester 12:00 1:15: Lunch 1:30 2:15: Lesson 4 epro Manager 2:15 3:00 Lesson 5 epro Buyer 3:00 3:15: PM Break 3:15 3:45: Lesson 6 epro Administrative Tasks 3:45 4:15: Lesson 7 Comprehensive Activity 4:15 4:45: epro Final Quiz 4:45 5:00: Course Conclusion/End of Course Evaluation 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 3

4 Lesson 1: eprocurement Overview Lesson 1 eprocurement Overview Identify the primary functions of the epro Module Describe how epro works with other modules in PeopleSoft Identify the roles involved with epro Define the epro Requisition lifecycle Identify how Workflow functions in epro Primary Functions of epro Electronic process of acquiring goods and services Added functionality is Workflow Links together multiple business processes Encompasses routing and navigation for approvals and system processes, such as budget checking and dispatching Primary Functions of epro epro allows the casual user to enter requisitions directly into the system with minimal processing steps epro allows for the identification of specific vendors to be used, or allows the Buyer to select the vendor based on institution contracts in effect 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 4

5 Primary Functions of epro Changes to epro Requisitions can be performed until the PO is created Core users can choose to use epro Requisitions, as well as core Purchasing Requisitions epro front-end template provides a more userfriendly data entry format for the casual user who may be unfamiliar with PeopleSoft How Does epro Work With Other PeopleSoft Modules Is a subset of Purchasing Once it is sourced to a PO, it relates to other modules as the Purchasing module eprocurement Asset Management Purchasing Accounts Payable General Ledger Commitment Control 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 5

6 PeopleSoft Module Integration PeopleSoft FIN 8.9 epro PO AP EX Self Service Passwords AM PeopleSoft HRMS 8.9 GL KK Budget Prep Job/Salary 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 6

7 Roles in epro Requester Manager Buyer Administrator eprocurement Lifecycle Create epro Requisition Approver/ Reject epro Requisition Budget Check Requisitions Expedite Requisitions Approve Purchase Orders Budget Check POs Dispatch PO Create Receipts AP Pays via Voucher 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 7

8 Workflow in eprocurement A tool for managing business processes Can use Workflow to: Automate information flow Enforce business process rules Combine the tasks of several users into a business process In PO, Workflow is virtual In epro, Workflow is automatic Workflow Comparison Purchasing Workflow Virtual Requisitions created in the Core system Approvers notified via external means If approval is needed, must go into the system and approve both Amounts and Chartfields epro Workflow Automatically moves the transaction along Requisitions created through epro (no Core requisitions) Approvers notified through and the Worklist when Requester hits Submit Workflow in eprocurement epro involves the Requester, Manager, and Buyer epro Requesters enter epro Requisitions that are automatically routed to an approver when they hit the Submit button on their requisition Board of Regents of the University System of Georgia. All Rights Reserved. 8

9 Workflow in eprocurement Workflow looks at the Department and Project Chartfields to determine where the epro Requisition should be routed Board of Regents of the University System of Georgia. All Rights Reserved. 9

10 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 10

11 Workflow in eprocurement epro Requisition charged to Dept AB001 epro Requisition is routed to Dept Manager of Dept AB001 Buyer picks up epro Requisition after approval Will not route to Dept Mgr unless Requester or Project Manager adds as an ad hoc approver/reviewer epro Requisition charged to Project XYZ & Dept AB001 epro Requisition is routed to Project Manager of Project XYZ Buyer picks up epro Requisition after approval 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 11

12 Workflow in eprocurement If the approver doesn t act on a transaction within 8 days, it is escalated to the epro Admin to act upon epro Admin is notified of escalted transaction or misroutings via worklist and If no one is indicated in the Department or Project Chartfield as the manager, the system will route the epro Requisition to the epro Admin After an epro Requisition is approved, the Buyer can act on it Workflow in eprocurement Requesters: Notified via and Manage Requisitions page Managers Notified via and the Worklist Buyers: Use the Buyer Center to work on approved epro Requisitions Workflow in eprocurement The Worklist is the automated to-do list that PeopleSoft Workflow creates Approvers can directly access the pages needed to perform the next action, and then return to the Worklist for another item Worklist contains items for both epro and Expenses, if the approver handles both types of transactions 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 12

13 Worklist Example 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 13

14 Lesson 2: How to Setup epro Lesson 2 How to Set epro Identify how to create buyers Identify how to create requesters Update Department Manager ID and Project Manager ID Creating Buyers Same function as in the PO module Can indicate Department SetID & Department Ship To SetID & Ship To Location SetID & Location PO Origin SetID & Origin 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 14

15 Creating Requesters Same function as in the PO module Ship To SetID & Ship To Location SetID & Location PO Origin SetID & Origin Currency Chartfields Catalog Information 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 15

16 Updating Department and Project Manager IDs Department Manager ID is the Manager ID for the Department Chartfield Used for Workflow approvals in epro requisitions Workflow approval routings and notifications for epro requisitions are established by the Department Chartfield Updating Department and Project Manager IDs As Department Managers are reassigned or leave institutions, maintenance to this record must exist for proper approval routings and notifications for epro transactions to be initiated Make sure department status is Active Must be in Correct History mode Updating Department and Project Manager IDs If a requisition is to be charged to a Project, Workflow routes it to the Project Manager for approval Workflow approval routings and notifications for epro requisitions are established by the Project Manager IDs, as designated by the Project Chartfield 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 16

17 Updating Department and Project Manager IDs Same procedure for updating Project Manager ID as Department Manager ID Make sure project status is Active Must be in Correct History mode Contact Security Administrator if manager has more than one Employee ID 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 17

18 Topics: Update Department Manager ID Update Project Manager ID Business Processes: EP EP eprocurement Setup Activity Setting up eprocurement Topics: Update Department Manager ID Update Project Manager ID Business Processes: EP EP Activity Overview Before Beginning Activity 2.0-1A Role: Chartfield Administrator UserID: TRAIN10 Activity 2.0-1B Role: Chartfield Administrator UserID: TRAIN10 Activity In this activity you will: 1. Update a Department Manager ID 2. Update a Project Manager ID. 1. Enter the following login information: FIELD VALUE or STATUS User ID TRAIN10 Password password01 2. Click the Sign In button. Scenario: The History department has a new Department Manager. Update the department so that epro requisitions are routed correctly. The new Department Manager s name is Paul Blevins, and his User ID is EMPL4. To add a Department Manager ID: Set Up Financials/Supply Chain > Common Definitions > NAVIGATION Design Chartfields > Define Values > Chartfield Values > Department 1. Click the Search button on the Find an Existing Value page. 2. Select department Click the Correct History button. 4. Select Manager ID EMPL4. 5. Click the Save button. Scenario: Glen Davis is the new Project Manager for Project UATPRJ4. Update the Project so that epro requisitions are routed correctly. The new Project Manager s User ID is EMPL5. To add a Project Manager ID: Set Up Financials/Supply Chain > Common Definitions > NAVIGATION Design Chartfields > Define Values > Chartfield Values > Project 1. Click the Search button on the Find an Existing Value page. 2. Select project UATPRJ4. 3. Click the Correct History button. 4. Select Manager ID EMPL5 in the Project Manager box. 5. Click the Save button Board of Regents of the University System of Georgia. All Rights Reserved. 18

19 Lesson 3 epro Requester Lesson 3 epro Requester Create an epro Requisition Set up Favorite Items Create and Use Personal Templates Identify how Requisition Defaults Work Edit and Submit an epro Requisition Add a Travel Requisition for a Non-Employee Route an epro Invoice Create an epro Requisition Step 1 Defining the requisition Step 2 Add Special Items/Services Step 3 Review and Submit Create an epro Requisition Step 1 Define the Requisition Optional Can enter a Requisition name, as well as line, shipping, and accounting defaults Generally used on a multi-line requisition, where all lines are charged to same chartstring Accounting Defaults > Asset Information tab: can enter Asset Information if applicable 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 19

20 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 20

21 Create an epro Requisition Step 2 Add Items and Services BOR will have no predetermined items All requisition items/services will be defined using the Item Description field Special Request tab Special Items Requisition Summary functions as the Shopping Cart showing the total lines and amount added to the requisition 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 21

22 Create an epro Requisition Step 3 Review and Submit Allows actions to be taken on an individual requisition line or on the entire requisition Line info and comments can be viewed Can modify Line/Shipping/Accounting info 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 22

23 Create an epro Requisition Save and Preview approvals allows requester to review the approval path and insert approvers or reviewers ad hoc prior to submitting the requisition Save and Preview Confirmation Button: Requisition ID is assigned Submit: Requisition is routed to first approver Setup Favorite Items Favorites are frequently ordered items that you can maintain in a single location Private list stored under Requester s User ID Can add items to Favorite s list without saving and submitting a requisition Use the Review and Submit page to add Favorites 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 23

24 Create and Use Personal Templates Templates consist of sets of items that are frequently ordered together Used during order entry to add items to a requisition After applying a template to a requisition, you can change the quantity, can delete items, or add additional items Create and Use Personal Templates Personal templates are private On the Review and Submit tab, include a requisition name, and click the Save as Template checkbox Saved templates are housed uner Templates tab 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 24

25 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 25

26 Requisition Defaults Include accounting defaults, shipping defaults, and line defaults, which will be applied to requisition lines when there are no predefined values for those fields Commonly used values: Chartfield values, buyer, vendor, unit of measure, category, etc Go to Step 1 Define Requisition to set up defaults Requisition Defaults Requisition Name can be used to readily identify the requisition in the system ID is still generated By using line defaults, the fields you enter default on the 2 nd page All distribution lines will have default values unless manually adjusted Vendor, Buyer, Vendor Location, Category, and Unit of Measure Requisition Defaults Under Shipping Defaults, can add Ship To, Due Date, and Attention to Can add Accounting Defaults To load defaults from the first page to the third page, click the appropriate link 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 26

27 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 27

28 Topics: Create an epro Requisition Add items to a Favorites list Create a Personal Template Business Processes: EP EP EP eprocurement Requester Activity epro Requester Actions Topics: Create an epro Requisition Add items to a Favorites list. Create a Personal Template. Activity Business Processes: EP EP EP Activity Overview In this activity you will: A. Create a requisition. B. Add items to a Favorites list. C. Create a Personal Template. Before Beginning 1. Log out of the PeopleSoft as TRAIN Clear the cache and cookies for your browser: a. Tools > Internet Options > General Tab > (Temporary Internet Files) Delete Files and Delete Cookies 3. Enter the following login information: FIELD VALUE or STATUS User ID EMPL2 Password password01 4. Click the Sign In button. Scenario: You need to order five boxes of brochures for an upcoming conference. The conference brochures are to be purchased from a vendor called CONFRUS, who is currently setup in the system, and they cost $100 per box. Create an epro requisition for this purchase. Activity 3.0-1A Role: Requester UserID: EMPL2 To create a requisition: NAVIGATION eprocurement > Create Requisitions 1. Click on the 1. Define Requisition link. 2. Enter SUTEPROREQ01 as the Requisition Name. 3. Click the Expand Line Defaults button Board of Regents of the University System of Georgia. All Rights Reserved. 28

29 Topics: Create an epro Requisition Add items to a Favorites list Create a Personal Template Business Processes: EP EP EP Enter the following information for Line Defaults: FIELD VALUE or STATUS Vendor UATPO-1 Buyer POUSER01 Category Unit of Measure Box Ship To Main Due Date Current Date Account Fund Dept UATDPT1 Program Class Project UATPRJ1 5. Click the 2. Add Items and Services link. 6. Click the Special Request tab. 7. Click the Special Item link. 8. Enter the following information: FIELD VALUE or STATUS Item Description Accounting Series Conference brochures (attached sample provided for printing) Price Quantity 5 Additional See sample attached Information 9. Select the Send to Vendor checkbox. 10. Click the Add Item button. 11. Click the 3. Review and Submit link. 12. Click the Comments button for the requisition line. 13. In the Comment section for requisition line 1, enter Please see attached sample for logo. 14. Click the Add Attachment button. 15. Click the Browse button. 16. Select the file epro Attachment under Desktop. (Ensure Desktop is selected in the Look in field.) 17. Click the Open button. 18. Click the Upload button. 19. Click the OK button. 20. Click the Save & preview approvals button. 21. Review the approval path. 22. Click the Submit button Board of Regents of the University System of Georgia. All Rights Reserved. 29

30 Topics: Create an epro Requisition Add items to a Favorites list Create a Personal Template Business Processes: EP EP EP Activity 3.0-1B Role: Requester Scenario: One of your responsibilities is to order business cards for new employees in your department. Since this is something that you order often, add this item to your Favorites list. You normally order two boxes for each new employee at $19.00 for each box. UserID: EMPL2 To add items to your Favorites list: NAVIGATION eprocurement > Create Requisition 1. Click the Special Request tab. 2. Click the Special Item link. 3. Enter the following information: FIELD VALUE or STATUS Item Description Business Cards Price Quantity 2 Category Vendor ID UATVNDTRD Unit of Measure Box 4. Click the Add Item button. 5. Click the 3. Review and Submit link. 6. Click the Business Cards checkbox. 7. Click the Add to Favorites button. 8. Click the Close button. 9. Click the 2. Add Items and Services link. 10. Click the Favorites tab. 11. Confirm that the Business Cards are in your Favorites list. 12. Click the Review & Submit link. 13. Click the Cancel requisition button Board of Regents of the University System of Georgia. All Rights Reserved. 30

31 Topics: Create an epro Requisition Add items to a Favorites list Create a Personal Template Business Processes: EP EP EP Activity 3.0-1C Role: Requester Scenario: There is a new employee joining your department in about two weeks. One of your responsibilities is ordering supplies for new employees when they start. Since you generally order the same things each time a new employee is about to start, you decide to create a Personal Template for this order. Include a Desk Set and a Dry Erase Board in your template and name it New Hire Order. UserID: EMPL2 To create a Personal Template: NAVIGATION eprocurement > Create Requisition 1. Click on the 1. Define Requisition link. 2. Enter AHN New Hire Order as the Requisition Name. 3. Click the Expand Line Defaults button. 4. Enter the following information for Line Defaults: FIELD VALUE or STATUS Vendor UATVNDTRD Buyer POUSER01 Category Unit of Measure EA Ship To Main Due Date Current Date Account Fund Dept UATDPT1 Program Class Project UATPRJ1 5. Click the Continue button (which will take you to 2. Add Items and Services link). 6. Click the Special Request tab. 7. Click the Special Item link. 8. Enter the following information: FIELD VALUE or STATUS Item Description Desk Set Price Quantity 1 Category Vendor ID UATVNDTRD Unit of Measure Each 9. Click the Add Item button Board of Regents of the University System of Georgia. All Rights Reserved. 31

32 Topics: Create an epro Requisition Add items to a Favorites list Create a Personal Template Business Processes: EP EP EP Enter the following information for the second item: FIELD VALUE or STATUS Item Description Dry Erase Board Price Quantity 1 Category Vendor ID UATVNDTRD Unit of Measure Each 11. Click the Add Item button. 12. Click the 3. Review and Submit link. 13. Click the Save as Template checkbox. 14. Click the Save and Submit button. 15. Click the Create Requisition link. 16. Click the Templates tab to verify your template was saved. 17. Create another epro Requisition using your Template. 18. Confirm that the Requisition Summary pagelet has the item(s) from your template. 19. Click the 3. Review and Submit link. 20. Save and submit once you have selected the template to add Board of Regents of the University System of Georgia. All Rights Reserved. 32

33 Editing, Saving, and Submitting an epro Requisition As a requester, you have the opportunity to edit requisitions until they are approved Edit Requisitions page is only available for open requisitions that have not been approved yet Go through Manage Requisitions 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 33

34 Adding a Travel Requisition for a Non-Employee When adding a travel requisition for a nonemployee, use the account, which is dedicated for this kind of expense Add this via the Special Request tab Route epro Invoices Can use the epro system to route invoices for approval where a PO does not need to be sent to the vendor, but is needed in order for a payment to be processed by AP Allows you to enter, approve, budget check, and dispatch a PO making it available for immediate payment Route epro Invoices Creating epro requisitions and purchase orders will also enable your institution to track NIGP code spending 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 34

35 Topics: Edit a Requisition Route an epro Invoice Add a Travel Requisition for a Non-Employee Business Processes: EP EP EP eprocurement Requester Activity Edit a Requisition, Route an epro Invoice, and Add a Travel Requisition for a Non Employee Edit a requisition. EP Business Topics: Route an epro Invoice. EP Processes: Add a travel requisition for a non-employee. EP Activity Activity Overview In this activity you will: A. Edit a requisition. B. Route an epro Invoice. C. Add a travel requisition for a non-employee. Activity 3.0-2A Role: Requester UserID: EMPL2 Scenario: You need to edit Requisition ID (requisition name = AHNEPRO99) by changing the department to UATDPT1and changing the Project to UATPRJ4. To edit a requisition: NAVIGATION eprocurement > Manage Requisitions 1. Delete any search criteria in the Date From and Requester fields that may have defaulted in. 2. Click the Search button. 3. Locate requisition (requisition name AHNEPRO99). 4. Select Edit Requisition in the Action list of Req ID Click the Go button. 6. Expand Line 1 of this requisition by click the Expand button (arrow head icon) located at the beginning of the row. 7. Enter the following information in the Chartfields: FIELD VALUE or STATUS Dept UATDPT1 Project UATPRJ4 8. Click the Apply button. 9. Click the Save & submit button Board of Regents of the University System of Georgia. All Rights Reserved. 35

36 Topics: Edit a Requisition Route an epro Invoice Add a Travel Requisition for a Non-Employee Business Processes: EP EP EP Activity 3.0-2B Role: Requester Scenario: You just received an invoice for some Audio Visual Services provided during a conference last week from Conference R Us ($175). Since these items were not on a requisition, you need to create an epro Invoice. UserID: EMPL2 To create an epro Invoice: NAVIGATION eprocurement > Create Requisition 1. Click on the 1. Define Requisition link. 2. Enter Invoice AHN56789 in the Requisition Name field. 3. Click the Expand button for the Line Defaults. 4. Enter the following information for Line Defaults: FIELD VALUE or STATUS Vendor UATPO-1 Buyer POUSER01 Category Unit of Measure EA Ship To Main Due Date Current Date Account Fund Dept UATDPT1 Program Class Project UATPRJ1 5. Click the Continue button to go to 2. Add Items and Services. 6. Click the Special Request tab. 7. Click the Special Item link. 8. Enter the following information: FIELD VALUE or STATUS Item Description Audio Visual Services Price Quantity 1 9. Click the Add Item button. 10. Click the 3. Review and Submit button. 11. Enter Services Already Rendered, Invoice Only in the Justification/Comments field. 12. Click the Save & Submit button Board of Regents of the University System of Georgia. All Rights Reserved. 36

37 Topics: Edit a Requisition Route an epro Invoice Add a Travel Requisition for a Non-Employee Business Processes: EP EP EP Activity 3.0-2C Role: Requester Scenario: You need to create a Travel Requisition for a candidate (John Smith) for a vacant Dean position. The candidate has already been added as a vendor. His vendor ID is UATVNDNET, and you need to provide $150 for his hotel expenses. UserID: EMPL2 To create a Travel Requisition for a Non-Employee: NAVIGATION eprocurement > Create Requisition 1. Click on the 1. Define Requisition link. 2. Enter AHN Non-Employee Travel in the Requisition Name field. 3. Expand the Line Defaults section. 4. Enter the following information: FIELD VALUE or STATUS Vendor UATVNDNET Buyer POUSER01 Category Unit of Measure EA Due Date Current Date Account Fund Dept UATDPT1 Program Class Click the Continue button. 6. Click the Special Request tab. 7. Click the Special Item link. 8. Enter the following information: FIELD VALUE or STATUS Item Description Travel expenses for candidate for Dean Position Price Quantity 1 9. Click the Add Item button. 10. Click the 3. Review and Submit link. 11. Click the Save & Submit button Board of Regents of the University System of Georgia. All Rights Reserved. 37

38 Review Questions epro Setup and Requester 1. What determines which manager will receive an epro requisitions for approval? a. Requester s personal choice b. Project ID on Chartfield distribution c. Department ID on Chartfield distribution d. Purchasing Department must manually route requisition e. Both B & C 2. Which of the following is NOT an attribute you can specify when creating a requester? a. Chartfields b. Default PO Status c. Requisition Status d. Catalog Information 3. What action should you take when updating the Department Manager ID? a. Correct history b. Add a new department c. Add a new effective-dated row d. None of the above 4. What establishes Workflow approval routing and notifications for epro requisitions? a. Project Manager ID b. Requester s Selection c. Department Manager ID d. Both A & C 5. Which of the following is NOT one of the three key stages of creating an epro requisition? a. Defining the requisition b. Approving the requisition c. Reviewing and submitting the requisition d. Adding items and services to the requisition 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 38

39 6. A Personal Template consists of a set of items that you frequently order together. a. True b. False 7. When adding items and services, what action must be taken to add these items and services to the Requisition Summary? a. Click the Add Item button. b. Click the Send to Vendor checkbox. c. Click the Show at Voucher checkbox. d. Nothing, they automatically appear. 8. Where do Pending Requisitions appear for an approver? a. Approver s b. Approver s Worklist c. Approver s PeopleSoft Welcome Screen d. Requester must provide printout for approver 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 39

40 Lesson 4: epro Manager Lesson 4 Manager Approve an epro Requisition Push Back an epro Requisition Delegate Requisition Approval Use Ad Hoc Requisition Routing Approve an epro Requisition Can approve or reject a requisition from someone in your approval workflow Once submitted, it is automatically routed for your approval Can approve and reject select lines Can easily locate all pending requisitions through the Worklist link Approve an epro Requisition Worklist can be accessed via navigation bar on left or link at the top Also will receive notification Once approved, approval confirmation appears and requester receives approval confirmation via When denying a requisition, you must provide comments 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 40

41 Approve an epro Requisition It is possible to approve a previously denied requisition Once requisition is approved or denied, it is removed from your Worklist If at any time the requisition is adjusted in any way (prior to being sourced to a PO), then the approval process begins again Push Back an epro Requisition Can push back an epro Requisition that has been previously approved via Workflow By pushing back a requisition, you send it back to a previous approver Before you can process a pushback, you must enter comments Previous approver will be reset to Pending to start the approval process again Delegate Requisition Approval Can delegate approval for requisitions that normally appear in your Worklist Can select an alternate user to receive your items if you will be unavailable to approve them System automatically forwards any new work to your alternate user Current items in your Worklist will remain there 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 41

42 Using Ad Hoc Requisition Routing Adds extra approvers, as well as additional paths for reviewers to a requisition s approval route Selecting a user to be an additional approver requires the user to approve the requisition line Once added, you cannot change or edit them. You can delete them and then re-add 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 42

43 Topics: Approve an epro Requisition Use Ad Hoc Requisition Routing Push Back an epro Requisition Delegate Requisition Approval Business Processes: EP EP EP EP eprocurement Manager Activity epro Manager Actions Topics: Activity Overview Before Beginning Approve an epro Requisition Use Ad Hoc Requisition Routing Push Back an epro Requisition Delegate Requisition Approval Activity In this activity you will: 1. Approve an epro Requisition. 2. Use Ad Hoc requisition routing. 3. Push back an epro Requisition. 4. Delegate requisition approval. Business Processes: EP EP EP EP You are now assuming the role of Project Manager Paul Blevins. 1. Log out of the PeopleSoft as EMPL2. 2. Clear the cache and cookies for your browser: a. Tools > Internet Options > General Tab > (Temporary Internet Files) Delete Files and Delete Cookies 3. Enter the following login information: FIELD VALUE or STATUS User ID EMPL4 Password password01 4. Click the Sign In button Board of Regents of the University System of Georgia. All Rights Reserved. 43

44 Topics: Approve an epro Requisition Use Ad Hoc Requisition Routing Push Back an epro Requisition Delegate Requisition Approval Business Processes: EP EP EP EP Activity 4.0-1A Role: Project Manager Scenario: You need to process the requisitions that are currently in your Worklist. Requisition (requisition name = AHNEPRO98) is ready to be approved. First, locate the requisition and confirm that the requisition is in a Pending status. To determine requisition status: UserID: EMPL4 NAVIGATION eprocurement > Manage Requisitions 1. Delete all search criteria, except for Business Unit, and click the Search button. 2. Locate Requisition ID (requisition name = AHNEPRO98). 3. Confirm that it has a Pending status in the Status column. To approve a requisition: NAVIGATION Worklist 4. Click the requisition link for Requisition ID Click the Select All checkbox. 6. Click the View Line Details button. 7. Review the information and close the window. 8. Click the Approve button. 9. Click the Return to Worklist link. Activity 4.0-1B Role: Project Scenario: Your next requisition that is waiting to be approved is for some conference brochures. You need to add your Department Manager, Paul Blevins as an additional approver for this requisition. The requisition ID is (requisition name = AHNEPRO97). To use Ad Hoc Requisition Routing: Manager UserID: EMPL4 NAVIGATION Worklist 1. Select the link for requisition ID Expand the Review/Edit Approvers section by clicking on the Expand button. 3. Click the Insert Approver button (+). 4. Add EMPL5 as an Approver, and click the Insert button. 5. Click the Apply Approval Changes button. 6. In the Approver Comments Section, enter Please approve per earlier discussion. 7. Click the Approve button to approve the requisition. 8. Click the Return to Worklist link Board of Regents of the University System of Georgia. All Rights Reserved. 44

45 Topics: Approve an epro Requisition Use Ad Hoc Requisition Routing Push Back an epro Requisition Delegate Requisition Approval Business Processes: EP EP EP EP Activity 4.0-1C Role: Department Manager UserID: EMPL5 You are now assuming the role of Department Manager Glen Davis. 1. Log out of the PeopleSoft as EMPL4. 2. Clear the cache and cookies for your browser: a. Tools > Internet Options > General Tab > (Temporary Internet Files) Delete Files and Delete Cookies 3. Enter the following login information: FIELD VALUE or STATUS User ID EMPL5 Password password01 4. Click the Sign In button. Activity 4.0-1D Role: Department Manager UserID: EMPL5 Activity 4.0-1E Role: Department Manager Scenario: There is a requisition in your Worklist that you need some more information (location and dates of the conference). Push the requisition back to the Project Manager, Paul Blevins. To push back a requisition: NAVIGATION Worklist 1. Click the link for Requisition ID Enter Please provide the dates and location for conference in the Enter Approver Comments field. 3. Click the Push Back button. 4. Click the Return to Worklist link. Scenario: You are going to be on vacation starting in the next few weeks. You have asked Diane Watkins (EMPL6) to handle your epro requisitions that come in during that time. To delegate requisition approval: NAVIGATION Main Menu > My System Profile (towards bottom of main menu) 1. Enter EMPL6 in the Alternate User ID. 2. Enter 10/1/2008 in the Effective Date From field. 3. Enter 10/15/2008 in the Effective Date To field. 4. Click the Save button. UserID: EMPL Board of Regents of the University System of Georgia. All Rights Reserved. 45

46 Lesson 5 epro Buyer epro Buyer Use the Buyer Center Budget Check epro Requisitions Manage Requisitions Expedite Requisitions Use the Buyer Center Expedite Requisitions Dispatch Purchase Orders Process Requisitions and Change Requests from Requesters Approve Change Requests Run Procurement Processes Access Inquiries and Reports Generating and Viewing PeopleSoft epro info Use the Buyer Center Manage Purchase Orders Create new POs, edit existing orders, or create change orders Expedite Requisitions Assign vendors to requisitions and manually create purchase orders Dispatch Purchase Orders Dispatch and publish POs Approve Change Requests View a list of change requests awaiting approval 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 46

47 Use the Buyer Center Procurement Processes Page: Requisition Selection (for PO Sourcing) PO Auto Sourcer (process to automatically source POs) Auto Requisition Selection (process to create POs from requisitions) Inventory Demand PO Calculations PO Create Dispatch Purchase Orders (via , fax or print) Use the Buyer Center Change Purchase Orders Notify Vendors of Attachments Sourcing Workbench (analyze sourcing staging tables) Requisition Budget Checking Requisition Reconciliation (close reqs that have been canceled or sourced) Requisition Reconciliation Workbench Use the Buyer Center PO Budget Check Request Reconcile Purchase Orders PO Reconciliation workbench Purchase Change Requests Purge Stage Tables Process Monitor 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 47

48 Budget Check Requisitions Batch process for budget checking requisitions Processing of source transactions against control budget ledgers to see if they pass, fail, or pass with a warning Can run process on all requisitions or on select ones Budget Check Requisitions Can also be budget checked online by using the Check Budget button on the Review and Submit page when creating requisitions, as well as on the Manage Requisitions page Anytime there is a change to a requisition affecting amounts or Chartfields, process must be rerun 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 48

49 Manage Requisitions Choices available depend on requisition s current status: Approved: Is approved and can be sourced to a PO Canceled: Was entered and saved, but then canceled Complete: Signals requisition was dispatched on a PO, the goods were received and vendor was paid Manage Requisitions Denied: Has been denied in the approval process Open: Entered and saved, but not yet submitted PO Created: Requisition has been placed on a PO PO Dispatched: Requisition has been placed on PO and then dispatched to vendor Pending: Has been submitted and is awaiting approval Manage Requisitions Received: Requisition has been placed on PO, dispatched to vendor, and the goods have been partially or fully received Searched: Retrieves the last search that you performed in the Requisition Name field 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 49

50 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 50

51 Manage Requisitions Requisition Details Page Source Status field Not sourced Available: not yet placed on a PO In Process: sourcing process is running on requisition line, or there is an error in creating the PO Sourcing Complete: has been sourced to PO Manage Requisitions Requisition Schedule and Distribution Page: Line Section Schedule Section Dist # Distribution Statuses include: Open Complete Processed Canceled Manage Requisitions Dist Type: method by which the system allocates or charges an expense account distribution Amt Qty Asset Information tab Can select a certain action and then click the Go button 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 51

52 Manage Requisitions From Manage Requisitions page, can also: Create a new requisition Inquire Change request Inquire receipts Access the Requisition to PO XREF report Expedite Requisitions Is a form of sourcing requisitions to POs Manual process where buyers specify criteria for sourcing single or multiple requisitions they wish to source to POs Must assign a vendor to requisition line first Expedite Requisitions Requisitions must meet certain conditions before they can be selected for expediting: Must be approved Can be no requests for quotes Must not be a Hold status listed on the requisition header Must have included the Buyer User ID and Vendor ID 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 52

53 Topics: Use the Buyer Center Budget Check Requisitions Manage Requisitions Expedite Requisitions Purge Staging Tables Business Processes: EP EP EP EP EP eprocurement Buyer Activity epro Buyer Actions Topics: Activity Overview Before Beginning Activity 5.0-1A Role: Buyer UserID: TRAIN10 Use the Buyer Center Budget Check Requisitions Manage Requisitions Expedite Requisitions Purge Staging Tables In this activity you will: 1. Use the Buyer Center. 2. Budget check requisitions. 3. Manage requisitions. 4. Expedite requisitions. 5. Purge staging tables. Activity Business Processes: EP EP EP EP EP You are now assuming the role of Buyer, TRAIN Log out of the PeopleSoft as EMPL5. 2. Clear the cache and cookies for your browser: b. Tools > Internet Options > General Tab > (Temporary Internet Files) Delete Files and Delete Cookies 3. Enter the following login information: FIELD VALUE or STATUS User ID TRAIN10 Password password01 4. Click the Sign In button. Scenario: Review the pages available through the Buyer Center. To use the Buyer Center: NAVIGATION eprocurement > Buyer Center 1. Review the different pages that can be accessed through the Buyer Center. Do not take any actions on a requisition yet. a. Manage Purchase Orders b. Expedite Requisitions c. Dispatch Purchase Orders d. Procurement Processes e. Inquiries and Reports 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 53

54 Topics: Use the Buyer Center Budget Check Requisitions Manage Requisitions Expedite Requisitions Purge Staging Tables Business Processes: EP EP EP EP EP Activity 5.0-1B Role: Buyer UserID: TRAIN10 Scenario: You have received a requisition from requester Susan Myers (EMPL2) that was approved and is now ready to budget check. You normally run this process in batch. However, this has been identified to you for expediting, so you are going to go ahead and budget check the requisition online. To budget check a requisition online: NAVIGATION eprocurement > Manage Requisitions 1. Enter the following Search Criteria: FIELD VALUE or STATUS Requester EMPL2 Date From <blank> Date To Defaults to current date 2. Locate Requisition ID Confirm that it has an Approved status. If not, select another requisition that has been approved but not budget checked. 3. For Requisition , select Check Budget in the Select Action drop-down list. 4. Click the Go button. 5. Verify the Budget Status as Valid. 6. If budget status is not valid, return to the requisition and fix the Chartfield values so that the budget can be rechecked. Activity 5.0-1C Role: Buyer Scenario: Using the Manage Requisitions page, locate the Requisition AHNEPRO95 and view who approved it. Then, run budget checking on this requisition from the Manage Requisitions page. UserID: TRAIN10 To manage requisitions: NAVIGATION eprocurement > Manage Requisitions 1. Enter the following Search Criteria: FIELD VALUE or STATUS Requester EMPL2 Date From <blank> Date To Current Date 2. Locate Requisition ID (requisition name = AHNEPRO95). 3. Click the Expand button next to the Requisition ID and identify where it is in the Request Lifespan:. 4. Select the View Approvals action in the Select Action drop-down list and click Go. 5. Identify who approved the requisition:. 6. Click the Return to Manage Requisitions link. 7. Select the Check Budget action and click Go. 8. Note the budget status: Board of Regents of the University System of Georgia. All Rights Reserved. 54

55 Topics: Use the Buyer Center Budget Check Requisitions Manage Requisitions Expedite Requisitions Purge Staging Tables Business Processes: EP EP EP EP EP Activity 5.0-1D Role: Buyer UserID: TRAIN10 Activity 5.0-1E Role: Buyer Scenario: Now that Requisition ID (requisition name = AHNEPRO95) has been approved and has a valid budget status, it is ready to be expedited. To expedite requisitions: NAVIGATION eprocurement > Buyer Center > Expedite Requisitions 1. Leave all search criteria except Business Unit blank and click the Search button. 2. Select requisition by clicking the Include checkbox next to the Requisition ID. 3. If the Vendor Name is blank, use the Look up button and select Vendor ID UATPO Select the Build POs as Approved checkbox. 5. Click the Preview button and review the staged PO. 6. Click the Return to Expedite Requisitions link. 7. Click the Submit button. 8. Click the Process Monitor link. 9. Note when the Process PV_PO_CREATE runs to success. NAVIGATION eprocurement > Manage Requisitions 10. Enter the following Search Criteria: FIELD VALUE or STATUS Requester EMPL2 Date From <blank> Date To Current Date 11. Click the Expand button (arrow head icon) next to Requisition ID If a PO was created, it will highlight in for inquiry. 13. You can also navigate to traditional requisitions via the following: a. Purchasing > Purchase Orders > Find Existing Value > Search b. Scroll towards the right of the page to find Purchase Order Reference field and scroll down until you see Online Src From Req ID Click on that link to take you directly to the PO that was created via the Expedite Requisitions process. Scenario: It is time this week to purge the Staging Tables. First, view the contents of the Staging Tables, and then purge the Staging Tables for rows in Complete status. When the process is finished, go back to the Sourcing Workbench to see if the Completed rows were purged. UserID: TRAIN10 To purge staging tables: NAVIGATION eprocurement > Buyer Center > Procurement Processes Or, Alternate Navigation (PO and epro share the same staging tables): NAVIGATION Purchasing > Purchase Order > Stage/Source Req Workbench 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 55

56 Topics: Use the Buyer Center Budget Check Requisitions Manage Requisitions Expedite Requisitions Purge Staging Tables Business Processes: EP EP EP EP EP Click the Sourcing Workbench link. 2. Enter the following information in the Search Criteria: FIELD VALUE or STATUS Business Unit Stage Status Completed 3. Click on the Search button. 4. Click the Stage Info tab. 5. Review the information. 6. Click the Selected Items tab. 7. Click the Sourcing Details button of the first instance. 8. Click the Expand button to view the Source Transaction Information. 9. Note the requisition ID is listed here. 10. Click the Return to Sourcing Page link. NAVIGATION Purchasing > Purchase Orders > Stage/Source Requests 11. If asked if you want to save the data, click the Cancel button. 12. Click the Purge Stage Tables link. 13. Click the Add a New Value tab. 14. Enter a Run Control ID: PURGE_STG (it is good practice to begin including your business unit in your run control IDs). 15. Click the Add button. 16. Deselect Purge Staged Rows in Error. 17. Confirm the BU = Click the Run button. 19. Select the process PO_POSTGPRP. 20. Click the OK button. 21. Click the Process Monitor link. 22. Click the Refresh button until your process has run to Success. NAVIGATION eprocurement > Buyer Center > Procurement Processes 23. Click the Sourcing Workbench link. 24. Enter the following information in the Search Criteria: FIELD VALUE or STATUS Business Unit Stage Status Completed 25. Click on the Search button. 26. Note the number of items displayed: Board of Regents of the University System of Georgia. All Rights Reserved. 56

57 Review Questions epro Managers and Buyers 1. When is a requisition sent for approval? a. After the requester creates the requisition b. After the requester submits the requisition c. After the requester informs the manager for the need of a requisition d. After the requester forwards a justification document for the purchase via 2. A manager must either reject or approve the entire requisition. a. True b. False 3. When delegating approval of requisitions, which items will be forwarded to the alternate approver? a. All Worklist items b. Only old Worklist items c. Only new Worklist items d. Only Worklist items that you individually select 4. If someone has added you as an Ad Hoc Approver for a requisition, what responsibilities do you perform? a. Nothing b. Review the requisition c. Review and approve or reject the requisition d. Forward the requisition to the user s supervisor 5. If you receive a pushed-back requisition that you previously approved, what would its status be? a. Redo b. Pending c. Approved d. Pushed Back 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 57

58 6. Which of the following is one of the conditions a requisition must meet in order to be selected for expediting? a. Requisition is on hold. b. Requisition must be approved. c. Requisition must have a request for a quote. d. Requisition must not have a vendor assigned yet. 7. What allows the auto-creation of a Purchase Order from the epro Requisition? a. Closing the requisition. b. Finalizing the requisition. c. Expediting the requisition. d. Budget Checking the requisition. 8. In order for a requisition to be expedited, it must have an approved Budget Header status. a. True b. False 9. Rows in a status are eligible for purging in the Purge Staging Tables process. a. Error (E) b. Complete (C) c. Ready to Purge (X) d. All of the above 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 58

59 Lesson 6: epro Requisition Tasks Lesson 6 epro Administrative Tasks Use the Requisition Reconciliation Workbench Run the Requisition Closing Process Use Requisition Inquiries Requisition Reconciliation Workbench Various actions: Approve, Unapprove, Cancel, Close Allows you to review the requisitions in the Staging Tables before and after sourcing to monitor errors and ensure accurate processing in general Should view the Workbench on a daily basis to ensure there are no errors or Requisitions in Error status Running the Requisition Closing Process Used to close requisitions that are fully canceled or fully sourced and no longer need to be modified Requisition status changes to C No longer appear in your list of available requisitions Improves system performance and decreases the time required to find requisitions that you must modify 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 59

60 Running the Requisition Closing Process Also enables Commitment Control to liquidate pre-encumbrance budget amounts for outstanding Requisitions Optional, but should be run at the end of each month to improve the efficiency of the requisition process Typically, Close Requisitions option is used for batch scheduling; Reconciliation Workbench is used to execute real-time processing Running the Requisition Closing Process Major benefit ensure pre-encumbered amounts are correctly stated and that any fully sourced and processed requisition lines are closed Helps ensure duplicate sourcing is not done in error for closed requisitions Use business process PO , Inquire on Requisition Workbench to identify specific requisitions that are qualified for closing Practice Requisition Reconciliation Workbench EP Run Requisition Closing Process EP Board of Regents of the University System of Georgia. All Rights Reserved. 60

61 2008 Board of Regents of the University System of Georgia. All Rights Reserved. 61