Procurement Process in Peoplesoft Training
"Learn about the procurement process in Peoplesoft training, including requisition status, approvals, purchase orders, changes, receiving invoices, and payments. Navigate through managing requisitions, approvals, and purchase orders within eProcurement. Understand the system's icons, approval statuses, and actions needed. Access detailed information on requisitions, approvals, and purchase orders to streamline the acquisition process effectively."
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Presentation Transcript
Procurement Peoplesoft Training Acquisition Processing
Requisition Status 2 3/20/2024
Table of Contents Topic Requisition Status Approvals Purchase Order Change Order Receiving Invoices Payment Available Queries to find PO Encumbrances OU_PO_LINE_ACTIVITY Queries OU_BUD_REQ_PO query Slide 4 7 9 11 13 15 17 19 20 29
Requisition Status Navigate to Manage Requisitions within eProcurement. Select Clear and then enter the Requisition number in the Requisition ID field. Select Search, and the requisition will display. 4 3/20/2024
Status Select the triangle by the requisition number. The requisition information displays. 5 3/20/2024
In Manage Requisitions, when the Icon displays in color an action has occurred, and when the Icon is grey it is not applicable to the current status of the requisition. For example, in this status bar, the requisition has been approved, the Purchase Order has been dispatched, and the requisition has been received against, etc. To see additional information, select the Icon displayed in color. 6 3/20/2024
Approvals Select Approvals to display the approval page. 7 3/20/2024
Approvals The status of Pending means the department needs to review the requisition. Select the Multiple Approvers link to display the list of staff who can approve the requisition. Every morning Approvers, except Procurement, get an email reminder about requisitions to approve. 8 3/20/2024
Purchase Order Select Purchase Order to display the Purchase Order information. 9 3/20/2024
The Purchase Order number and status are displayed. The Purchase Order must have a status of Dispatched to be able to receive invoices for payment. Contact the Contract Specialist for more information. 10 3/20/2024
Change Order Select Change Request to display the Change Order information. 11 3/20/2024
Change Order Status The Change Order status is displayed. 12 3/20/2024
Receiving Select Receiving to display the receipts entered on the Purchase Order information. Receipts are requests to pay an invoice on a Purchase Order. 13 3/20/2024
Receiving Select the Document Icon to display more information about the receipt. 14 3/20/2024
Invoice Select Invoice to display the invoices that have been receipted on the Purchase Order. 15 3/20/2024
Invoice Information about invoices that have been received is displayed. 16 3/20/2024
Payment Select Payment to display the payments that have been made to the vendor. 17 3/20/2024
Payment Information about invoices that have been received is displayed. You can scroll between payments using the navigation arrows or by selecting View All. 18 3/20/2024
Queries Available to Find PO Encumbrances 19 3/20/2024
OU_PO_LINE_ACTIVITY Queries There are three similar queries available to show remaining balances on POs: The OU_PO_LINE_ACTIVITY query reports all PO line distributions and payments made with a remaining amount encumbered. The OU_PO_LINE_ACTIVITY_ALL query reports all PO line distributions and payments made with a remaining amount encumbered and with zero encumbered funds available. The OU_PO_LINE_ACTIVITY_ALL_SPNSR query reports all grant funded PO line distributions and payments made with a remaining amount encumbered and with zero encumbered funds available. Each of these queries include a field that describes whether the PO/payments were made by voucher or via the OU Marketplace. 20 3/20/2024
Query Operation Access the Reports and Query Viewer tile on the Peoplesoft homepage. 21 3/20/2024
Select the Query Viewer from the left navigation. 22 3/20/2024
Enter the query name in the provided search field. OU_PO_LINE _ACTIVITY query Select search. 23 3/20/2024
Queries that include the search criteria show in the Search Results panel. Select the Favorite link to save the query to your favorite list. 24 3/20/2024
Select Excel to run the query. 25 3/20/2024
Criteria may be entered as follows: Business Unit: NORMN OUHSC PO As of Date: The first date the system shall search for results. Example if searching for SFY2023, enter 7/1/2022. This may be any date needed. 26 3/20/2024
Criteria Continued: From Org: Enter the Org numbers you have access to as either as a range or a specific org. For a range, enter the smallest value in the From Org field and the largest value in the To Org field. For a single org, enter the same org in both the From Org and To Org fields. 27 3/20/2024
Criteria Continued: PO: The % sign is a wildcard automatically entered to return results for all POs with the criteria listed in the fields above. You may leave the wildcard to see a list of POs or enter a specific PO in this field to find a single PO s results. 28 3/20/2024
OU_Bud_Req _PO query 29 3/20/2024
Budget Query Access the Reports and Query Viewer tile on the Peoplesoft homepage. 30 3/20/2024
Select the Query Viewer from the left navigation. 31 3/20/2024
Enter the query name in the provided search field. OU_Bud_Req_ PO query Select search. 32 3/20/2024
Queries that include the search criteria show in the Search Results panel. Select the Favorite link to save the query to your favorite list. 33 3/20/2024
The Query will be available in the My Favorite Queries panel. 34 3/20/2024
When you do not need a query, scroll to the right in the list. Select the minus sign, and the query will be removed from your favorites. 35 3/20/2024
To run the query, select Excel. 36 3/20/2024
The Budget Period format is: FY2023. You may fill out the remaining fields to see specific accounts. If you want to see all the orgs you have access to, leave 0s, Zs, and blanks in the fields, just fill in From Source and To Source or just fill in the Orgs. 37 3/20/2024
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