PeopleSoft Principal Investigator

Transcription

1 PeopleSoft Principal Investigator

2 What is changed? Processes Chart of Account Grants Expenses Grants Budget Transfers PeopleSoft New structure comprising of 11 chartfields Procurement system to drive budget validation for each grants expense systemically (Pre-Encumbrance, Encumbrance and Liquidation) Broader Budget Categories requiring fewer transfers

3 Key Components Processes Approvals Attachment Flexibility Options Tracking Best Practice PeopleSoft Systemic approval of requisitions, purchase orders and vouchers Scanned documents can be attached in the system Systemic ad-hoc approvers can be added to requisitions, purchase orders and vouchers Punchout requisition creation with W.B Mason and Grainger Requisition life cycle from creation till payment tracked on one page. Receiving required on all goods and services procured

4 Design Drivers Chart of Account Capture the required level of detail for expenses and revenue to detailed analysis Level of details include: Grants Project (Project identifier for recording the expenses) Fund (Driver of Grants Budgets) Department (Grants Department) Grants End to end grant process from proposal writing to post-award, reporting and closeout to be captured in the system. Substantial reduction in duplicate data entry by enabling the awarded grants to flow automatically to contracts and project costing.

5 Chart of Account Structure

6 Fund Codes Unrestricted Grants Capital Projects

7 Chartfield Combinations The system has safety measures built in to ensure the correct combination of codes are used together. This confirms the proper fund, and the correct account are used together for example. Fund/Account Account/Product Fund/Deptid Account/Detail Code Fund/University Event Fund/Deptid/Project ID

8 Account Rollup

9 Chart of Accounts Identification The Chart of Accounts is a combination of the different account codes needed to properly identify the source of funds, who is spending them, and on what. These specifics allow the University to better analyze spending and focus in on stronger buying power. The latest Chart of Accounts is on the Montclair web at: Or search COA on an MSU web page to find the link

10 User Productivity Kit (UPK)

11 MSU Requisition Creation (UPK) Types of Purchase Requisitions Punch Out shop the suppliers website THROUGH PeopleSoft Internal Catalog top 90 items purchased at MSU. Currently item categories are included Printing, OIT, Janitorial Supplies, Tires Special Request enter a specific description, price, quantity and supplier to identify required items Requisitions are not orders until the system reads DISPATCHED. Do NOT give out a purchase order number to a supplier that reads Pending, or Approved. All requests must be received by the requester. Transactions for Grants in the system must include the Fund, Department, Account, PLUS Business Unit, Grant Project, and Activity codes.

12 MSU View Supplier Details (UPK) Key Points ONE supplier per requisition. BEFORE beginning a requisition, confirm the Supplier Information is accurate in the system. address for the Purchase Order contact Supplier documentation (BRC and EO134) If the supplier does not exist in the system, complete the Supplier Create/Maintenance Form from the Procurement website. All information must be complete in order to be processed. Please include W9. Minimum 4-5 days for supplier to be added into the system.

13 MSU Requisition Approval - Grants (UPK) Regular Requesters cannot approve their own requests. will be sent to Approvers for pending items. Pending items are located in the Worklist in PeopleSoft. Various Approval Levels Most requisitions will have one level approval (Department Manager). Custom Printing, and OIT have two level approvals. Check Requests go through Accounts Payable, not Procurement. If a PI creates a requisition, it will automatically be approved on the first level, and still require approval from Grants Accounting. Approvers can approve, deny, or place a requisition on hold. Comments are mandatory for denials and holds.

14 MSU Manage Requisition (UPK) Once a requisition has been submitted, the Requisitioner can: * Check the status * Edit a request * Cancel a requisition Note Punch Out requisitions CANNOT be edited or canceled. Cannot cancel a dispatched PO Procurement must do it. Editing a requisition will cause the Approval flow to restart. PR Lifecycle diagram displays stage of request. Drill down capability in each stage. Requisitions are not orders until the system reads DISPATCHED. Do NOT give out a purchase order number to a supplier that reads Pending, or Approved. When a request must be changed, Requisitioners will need to update the original requisition in the system by selecting the Edit option. A requisition can only be changed if its Purchase Order has not been fully received.

15 MSU Receipts / RTV (UPK) Requisitioners will need to go back to their original request to receive the goods and services they ordered. Invoices should be sent directly to Accounts Payable from the Supplier. Should the Requisitioner receive the invoice instead, it needs to be sent, via to Invoices@mail.Montclair.edu, to Accounts Payable for payment processing. The Purchase Order number and Receiving number must be listed on all invoices. All returns must have an RMA# from the supplier in the system.

16 Next Step! To request new, modify existing, or remove user roles from PeopleSoft, complete and submit a signed Security Access Request Form. nancialsystems/peoplesoft-financials.pdf Completed/signed forms should be sent to itservicedesk@mail.montclair.edu with the description PeopleSoft Financials Security Request in the subject line. 21

17 Need Additional Support? UPK On-Line Training IT Service Desk Phone - (973) , Option 2 itservicedesk@mail.montclair.edu Chat 22