Navigating PeopleSoft
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- Amice Greer
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1 Navigating PeopleSoft Placing orders by Requisition Tracking Requisitions Receiving Goods Vouchers Payments Purchase Order Inquiry Closing Purchase Orders Your Worklist Helpful Queries 2
2 Tracking Purchase Orders in PeopleSoft Placing orders by Requisition Go to: Click on: Manage Requisition Main Menu>eProcurement>Manage Requisitions Create New Requisition link 3
3 Tracking Purchase Orders in PeopleSoft Tracking Requisition Go to: Manage Requisitions Main Menu>eProcurement>Manage Requisitions Defaults to requisitions created by you as the Requester Clear button Removes the Requester Allows you to search by Requisition ID number Open grey expand triangle to see Request Lifespan Track Requisition from creation to Payment Colored icons indication action Click colored Purchase Orders icon to see PO number 4
4 Tracking Purchase Order Go to: Purchase Order Inquiry Main Menu>Purchasing>Purchase Orders>Review PO Information>Purchase Orders Encumbrance Balance Activity Summary link Receipt and Invoice totals made to PO Document Status link Actions drop down Voucher Totals Activity Comments Buyer s Comments Encumbrance Balance for each line Schedule - icon Discribution/Chartfields - icon Budget Information - tab 5
5 Tracking Purchase Orders in PeopleSoft Receiving Goods Lets PeopleSoft know you ve received the goods Authorizes Accounts Payable to pay invoice for goods received Go to: Add/Update Receipts Main Menu>Purchasing>Receipts>Add/Update Receipts Click the Add button To add a new receipt Click the Find and Existing Value tab To see all existing receipts against a purchase order 6
6 Tracking Purchase Orders in PeopleSoft Vouchers Are created to start the payment process A copy of the invoice is attached to the Voucher Payments are Processed Indicate when and where the payment was processed Electronically deposited or paper check mailed. Both can be tracked through the Request Lifespan in Manage Requisitions 7
7 Tracking Purchase Orders in PeopleSoft Closing Purchase Order After you receive everything that was ordered. After Accounts Payable has paid all of the invoices Unused encumbrances are returned to your budget your request to close the purchase order to 8
8 PAYMENT REQUEST INQUIRY Go to: Payment Request Inquiry Main Menu>Accounts Payable>Review Accounts Payable > USC Payment Request Inquiry Search by: Request ID User ID Supplier ID Operating Unit Fund Code Department Project Number Invoice Number Date Range 9
9 Your Worklikst See the work that is waiting for your approval Look at: The Sign Out link Worklist is three links to the left of Sign Out 10
10 QUERY VIEWER Main Menu>Reporting Tools>Query>Query Viewer Department/Fund Crosswalk Current list of Legacy Dept/Funds Converted to PeopleSoft SC_CF_DEPTFUND_XWALK Put in the year Download Excel SpreadSheet Custom Sort: by your Oper Unit Dept Filter: to select only your Oper Unit Dept 11
11 QUERY VIEWER Main Menu>Reporting Tools>Query>Query Viewer Catalog and Category Search For Requisitions SC_PO_CATEGORY_LIST Category Codes Account Codes Taxable or Non-Taxable Is Receiving is Required 12
12 QUERY VIEWER Main Menu>Reporting Tools>Query>Query Viewer PO Dept/Fund Activity Open Purchase Orders Sorted by Dept and/or Fund SC_PO_ACTIVITY Dept Fund Both 13
13 QUERY VIEWER Main Menu>Reporting Tools>Query>Query Viewer SC Ledger Actual Journals Can be used to identify amounts for Journal Entries Identifies Journal ID SC_PO_LEDGER_ACTUAL_JOURNALS 14
14 QUERY VIEWER Main Menu>Reporting Tools>Query>Query Viewer Voucher Spend by Supplier See Vouchers by Oper Unit Dept Fund You specify the period SC_AP_VOUCHER_SPEND 15
15 QUERY VIEWER Main Menu>Reporting Tools>Query>Query Viewer Matched: Receipt/PO/Voucher# s Search by Receipt Number Voucher Number Purchase Order Number SC_PO_MATCHING_SEARCH 16
16 QUERY VIEWER Main Menu>Reporting Tools>Query>Query Viewer Effective Dates on Projects SC_PO_PROJ_EFF_DATES 17
17 QUERY VIEWER Main Menu>Reporting Tools>Query>Query Viewer Purchase Orders Associated to Project ID s SC_PO_PROJ_PROMPT 18
18 QUERY VIEWER Main Menu>Reporting Tools>Query>Query Viewer Service Contract are usually on assets *Search By Query Name: SC_AM_INVENTORY_REPORT Inventory Report Download Excel SpreadSheet Custom Sort: by your Oper Unit Dept Filter: to select only your Oper Unit Dept 19
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