Purchasing Highlights. Monthly Purchasing Highlights Procurement November 15, 2016
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1 Purchasing Highlights Monthly Purchasing Highlights Procurement November 15, 2016
2 Today s Agenda Requisition to Payment Description and Amount Only Designating An Approver When Out of Office Editing a Requisition Closing POs Combo Edits and SpeedCharts/SpeedTypes Upcoming Training Dates Page 1
3 Requisition to Payment Use the Manage Requisition page to follow your requisition through to payment using the Requisition Lifespan. Navigation: Main Menu > eprocurement > Manage Requisitions **Remember: Goods are received, services are not. Page 2
4 Line Description and Amount Only The Line Description matters! It is important to properly describe what is being purchased because these descriptions identify method of procurement. The Amount Only checkbox is located on the Requisition Line, on the Checkout- Review and Submit page. Scenarios for when to use Amount Only: Quantity of 1 for Services Services such as All Construction Services and Consulting Services All Blanket Purchase Orders SAM Office Page 3
5 Designating an Approver When Out of the Office To designate an Approver when out of the office begin with the following navigation: Navigation: Main Menu My System Profile l Use the Alternate User section of the page to designate an approver. Page 4
6 Editing a Requisition Use the Manage Requisition page to edit a purchase requisition you submitted or saved for later. Navigation: Main Menu > eprocurement > Manage Requisitions Page 5
7 Editing a Requisition The changes are applied as follows: 1. Before a Purchase Order is created. It is very important to note the Requisition and Approval icons should be the only ones that have color. 2. After a Purchase Order is created. The Requisition, Approval and Purchase Order icons should be the only ones that have color. 3. After a Purchase Order is dispatched. The Requisition, Approval and Purchase Order icons should be the only ones that have color and a status of dispatched. Page 6
8 Closing POs The Purchasing Department will start closing Fiscal Year Purchase Orders, if there has been no activity for 90 days past the due date of the purchase order. This will begin January 3 rd. Purchase Orders created for Projects will be the exception. Page 7
9 Combo Edits Combo Edits are system checks used to ensure the chartfield combinations entered in PeopleSoft for various transactions are valid. Combo editing compares the ChartField combinations to the valid Crosswalk values. If invalid chartfield combinations are entered, an error message will appear. Page 8
10 SpeedCharts/SpeedTypes SpeedCharts and SpeedTypes are shortcut keys created for frequently used combinations of ChartFields available to all users. The following transactions will use SpeedCharts/SpeedTypes: Requisition Payment Request Journal Budget Journal Deposit For more information please attend SpeedCharts, SpeedTypes and Combo Edits Webinars December 1 st for more information. Page 9
11 Upcoming Training Opportunities New Purchasing Highlights webinar dates posted from January thru the end of the Fiscal year. New Requisition and Receiving classes scheduled. SpeedCharts, SpeedTypes, and Combo Edits webinars. Deposit Entry Page Update webinars and classroom training. Page 10
12 Upcoming Classes for Individuals New to PeopleSoft l The completion of the PeopleSoft Purchasing Prerequisite Training course is required before attending the Requisition and Receiving classroom training. l Please refer to the PeopleSoft Training Schedule for Requisition and Receiving Training dates, as well as many other training opportunities. Page 11
13 Upcoming Classes for Individuals New to PeopleSoft l The New User Information page provides new PeopleSoft users an overview of some of the resources available to assist with tasks for which they are responsible. Page 12
14 Where to find this Recorded Webinar and PPT Page 13
15 For Additional Questions If you have any additional questions please them to For all other questions go to the Contact Us page and them to the appropriate department. This presentation is also available to download on our PeopleSoft Training website. Page 14
16 Thank You! Page 15
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