ESP FINANCIALS User Training

Transcription

1 ESP FINANCIALS User Training PURCHASING PARTICIPANT GUIDE D ATE: 21/ 03/2016

2 Purchasing Contents Welcome to the Purchasing Training Documentation! This document informs you about how to process Requisitions and Purchase Orders within the purchasing module of the ES Financial System. Purchasing... 2 Exercise 1 Enter a non-store Requisition (including a search for an existing Supplier)... 3 Exercise 2 Approve Requisition... 9 Exercise 3 Select Requisitions online and build a purchase order Exercise 4 Entering a Purchase Order using Express PO (including distribute by percent) Exercise 5 Copy a Purchase Order Exercise 6 Approving a Purchase Order Exercise 7 Dispatch a Purchase Order Exercise 8 - Create a Change Order for a Purchase Order Exercise 9 - Reprint a Purchase Order Exercise 10 - Cancel a Purchase Order Exercise 11 Enter a Receipt for a Purchase Order Available Reports Available Inquiries Look out for... F&BS Tips & Techniques...The latest best practice in using the ES Financials System here at ANU! 2

3 Exercise 1 Enter a non-store Requisition (including a search for an existing Supplier) Scenario: Step 1 Results You are the Purchasing Officer for your Business Unit and you want to process a request for 10 new promotional ads at $110 each, inclusive of GST, to be ordered from Dogtainers. Navigate to: Purchasing, Requisitions, Add/Update Requisitions A dialog box displays. Step 2 Results Enter or select the following: Business Unit: FBS (defaults from your operator profile) Requisition ID: NEXT Click The Requisition Page displays 3

4 F&BS Tips & Techniques The Origin field defaults to ONL. This allows you to build a Purchase Order from the Requisition rather than the Order being automatically built by the system. If you want the requisition to be built via the FINBATCH automatic processes, you will need to set an origin of AUT. Note that the requester that displays is defaulted from your user profile. Changing the Requester will reset defaults such as Shipto Locations and Dept ID. Be sure to check your requisition thoroughly after changing the requester. The Currency defaults to Australian dollars (AUD). If the requisition is in a foreign currency you must change it here. Step 3 Click to proceed to the Defaults Page Click on the Supplier field. The Look Up Supplier screen displays. Item Name Item Description Supplier Vendor is renamed to Supplier in 9.2 Supplier Location Vendor location is renamed to Supplier Location in 9.2 Supplier Lookup Vendor Lookup is renamed to Supplier Lookup in 9.2 4

5 To search for the Supplier Dogtainers enter dog in the short supplier name field and click Your screen should look like this: 5

6 Scroll through the listed Supplier to find Dogtainers ( ). Click on the Supplier and the Supplier number will be inserted in the Supplier field of the Defaults Page. Results Step 4 The correct Supplier number appears in the Supplier field of the Default/details Page In the Default/Details Page Tab to next field and the default location should now appear. Enter or select the following: Ship to: Defaults from your operator profile. Due Date: Enter tomorrows date GL Unit: Defaults ANUGL Account: 5830 [Advertising - Staff Recruitment] Fund: R Dept: (Defaults from your operator profile) Results Correct data entry 6

7 Step 5 Click to proceed to the Requisition Page Navigate to the Line section Enter or select the following: Description: Promotional Ads Quantity: 10 UOM: EA Category: GST Price: $ [this is the GST exclusive amount] Results Correct data entry Step 6 Click on the Schedule button to go to the Schedule Page. Results The Requisition Schedule Page displays. 7

8 Step 7 In the Requisition Schedule Page Click to proceed to the Distributions Page. Distribution details should have defaulted from the Default/details Page. Results Click to return to the Requisition Schedule Page. The Distributions Page displays and the distribution details have defaulted. Step 8 Click to proceed to the Requisition Page. Click to save the Requisition. You page should look something like this Write down the Requisition number The Requisition is saved and requisition number assigned and displayed. Results End of Exercise. 8

9 Exercise 2 Approve Requisition Scenario: Step 1 The Requisition created in Exercise 1 is ready to be built to a purchase order. It cannot, however, be built until it is approved. Your goal is to approve the Requisition in the ESP PeopleSoft Financial System. Navigate to: Purchasing, Requisitions, Approve Amounts The Requisition Approval search displays. Step 2 Enter or select the following: Business Unit: FBS Requisition ID: Requisition number created in Exercise 1 Click for picklist and click on your Requisition The Approval Page displays. 9

10 Step 3 Review the amount, chartfields and distributions of the requisition Click to save. The new information is saved and the Approval Status is Complete. End of Exercise. 10

11 The Following Budget Check steps are optional (the budget check process is run periodically by the system) Step 1 Navigate to: Purchasing, Requisitions, Add/Update Requisitions. Select. Enter the Requisition number and press enter. The approved Requisition displays. Step 2 Click to budget check the requisition. The Requisition is successfully budget checked. Budget Check complete. 11

12 Exercise 3 Select Requisitions online and build a purchase order Scenario: You want to select a Requisition for sourcing online and manually build a purchase order. Your goal is to select the Requisition online in ESP PeopleSoft Purchasing and then build a purchase order. F&BS Tips & Techniques Once a requisition is approved, providing the Origin field on the Requisition Page is set to AUT, the requisition will be built automatically to a purchase order. The purchase order will then be automatically budget checked and dispatched without further user involvement. Performing these steps manually, along with those in exercise 4 is optional. Step 1 Navigate to: Purchasing, Purchase Orders, Stage/Source Requests, Requisition Selection The Sourcing Page displays. 12

13 Step 2 Enter or select the following: Business Unit: Requisition ID: FBS enter the Requisition number or click on the Requisition ID field for a list of Requisitions to be built, and select the Requisition number from Exercise 1. Click Requisition Lines appear in search results for selection. F&BS Tips & Techniques IMPORTANT NOTE: When working with a large number of requisitions, make sure you pay particular attention to the Max Rows limit. By default this is set at 20. If you are working with more than 20 requisition lines, it is a good idea to increase the Max Rows to a higher number. This will ensure you can select all the requisition lines that you need in the one go, and will not require the building of multiple purchase orders for the same Supplier! 13

14 Step 3 Click the checkbox to select the Requisition and then click to proceed to the staging Page Correct data entry. 14

15 Step 4 Click to save. The new information is saved and the Sourcing Page displays Step 5 Click the button to proceed to the Create Purchase Order process. A Create Purchase Order Page displays. 15

16 Step 6 Enter the following: Staged Requisitions: Buyer: Tick this check box Enter your user ID (Defaults from operator preferences when available) Click on the tab. Options tab displays 16

17 Step 7 Click on the link. Enter the following: Business Unit: Enter your business unit To Business Unit: Enter your business unit. Note: You also have the option of the system automatically running the Budget Check and Dispatch processes immediately after the Purchase Orders are built. To enable these options tick the checkbox for either under the Additional Processing Options heading Click A run control dialogue box displays 17

18 Step 8 Click: The process runs and a purchase order is built You can check your process monitor to verify that the process has run successfully. To establish the Purchase Order Number: Once the PO Create process has run to success, navigate to: Purchasing, Purchase Orders, Add/Update Express POs. Select the Find an Existing Value tab and enter the requisition id in the Requisition ID field Click: The related Purchase Order/s will display in the search results. Note: The currency code and amount on Purchase Order may get updated if the default supplier currency is different from the currency selected on Requisition. Make a note of the Purchase Order number here... End of Exercise. 18

19 Exercise 4 Entering a Purchase Order using Express PO (including distribute by percent) Scenario: Step 1 Results You are the Purchasing Officer for your Business Unit and you want to create a Purchase Order for 10 new promotional ads at $110 each, inclusive of GST, to be ordered from Dogtainers. You would like to split the cost of this advertising, 50/50, between 5830 [Advertising - Staff Recruitment] and 5829 [Advertising Marketing / Promotional]. Navigate to: Purchasing, Purchase Orders, Add/Update Express POs A dialog box displays. Step 2 Enter or select the following: Business Unit: PO ID: defaults from your operator profile. For this example FBS will be used. NEXT Results Click: The Express PO Page displays 19

20 Step 3 Results Enter the following Header details: SupplierSupplier ID: Buyer ID: This should default from your profile Correct Data Entry F&BS Tips & Techniques Note that the buyer that displays is defaulted from your user profile. Be sure to check your purchase order thoroughly after changing the Buyer. If your buyer does not default and you would like to have a default buyer, you will need to complete an ES Financials Access form and specify your default buyer in Section 5. A copy of the form is available for download here: Useful information on how to effectively create a Purchase Order can be found here: and refer to files under Reference Document section. Step 4 Tab down to the Lines section In the Lines section enter or select the following: Description: Promotional Ads PO Qty: 10 UOM: EA Category: GST In the Schedules section enter the following: Due Date: Price: Enter tomorrows date $ [this is the exclusive amount] In the Distributions section enter the following: Percent: 50 Account: 5830 [Advertising - Staff Recruitment] Fund: R Dept: Defaults from operator profile 20

21 Click to enter a second line. On the second distribution line enter the following: Percent: 50 Defaults on the addition of distribution line 2 Account: 5829 [Advertising - Marketing / Promotional] Fund: R Dept: Defaults from operator profile Results Correct data entry Step 5 Click: to save the Purchase Order. Your page should look something like this: Results The Purchase Order is saved and PO number assigned and displayed. End of Exercise. 21

22 Exercise 5 Copy a Purchase Order Scenario: Step 1 Results You want to create a Purchase Order which has similar details to a previously created purchase order. Rather than re-entering all the purchase order information, you have decided to use the copy PO function to create the purchase order. Navigate to: Purchasing, Purchase Orders, Add/Update Express POs A dialog box displays. Step 2 Enter or select the following: Business Unit: PO ID: defaults from your operator profile. For this example FBS will be used. NEXT Results Click: The Express PO Page displays 22

23 Step 3 Select Purchase Order from the Copy From drop-down menu Results The Copy Purchase Order Page displays 23

24 Step 4 Enter the following PO Selection Criteria: Supplier ID: Click Results A list of POs with the selected Supplier ID display. Step 5 Select the PO and click Results A warning message displays. 24

25 Step 6 Click (For the purpose of this exercise we will assume that all other details are identical) Click to save the PO Results The Purchase Order is saved and PO number assigned and displayed. End of Exercise 25

26 Exercise 6 Approving a Purchase Order Scenario: Now that a PO has been entered in the system, it requires approval before it can be budget checked and dispatched to the Supplier. Your goal is to approve the Requisition in the ESP PeopleSoft Financial System. (Note: Approval is not required on purchase orders that have been built from a requisition unless the PO has been modified after being built.) Step 1 Navigate to: Purchasing, Purchase Orders, Approve Amounts The Purchase Order Approval search displays. Step 2 Enter or select the following: Business Unit: FBS PO ID: PO number created in Exercise 4 Click for picklist and click on your Purchase Order The Approval Page displays. 26

27 Step 3 Review chartfields, amounts and distributions. Click: to save. The new information is saved and the Approval Status is Complete. End of Exercise. 27

28 Exercise 7 Dispatch a Purchase Order The three dispatch methods available are , PRINT, and PHONE. With dispatches, you can include a CC , as well as attach supporting document at PO Header Level when sending the PO via . Scenario: Step 1 Once purchase orders have been approved and have a valid budget check, they need to be dispatched to the respective Suppliers. Your goal is to budget check and dispatch a purchase order in the PeopleSoft Financial System. Navigate to: Purchasing, Purchase Orders, Add/Update Express POs The Purchase Order Page displays Step 2 Select Enter or select the following: Business Unit : PO ID: FBS Enter PO number from Exercise 3 and press enter. Step 3 The purchase order is displayed. Click to budget check the purchase order. The purchase order has a valid budget check status. 28

29 Step 4 Navigate to: Step 5 Dispatch Options Display. There are three dispatch methods available: PO is ed and details & copy of PO available in PO Dispatch History Print A copy of the PO is produced and can be found in your Report Manager Phone PO is Dispatched but no output is produced Select an Output Destination Type: WEB Select an Output Destination Format: PDF Purchase orders cannot be dispatched straight to a printer. Click: A query displays. 29

30 Step 6 Click: Page will Process until the PO is Dispatched before returning to the Purchase Order Search Page. PO status should now be dispatched. End of Exercise. Now try this on your own... Using the directions above, budget check and dispatch the purchase order, via Phone or Print, from exercise 4. 30

31 F&BS Tips & Techniques To check on the Dispatch History of a Purchase Order, select 02 PO Dispatched History from the *Go to: drop down list at the bottom right hand corner of the Purchase Order. For , you can review the recipient , CC s, as well as a PDF copy of the PO that is sent to the Supplier. For FAX, you will see multiple lines in the PO Dispatched History. Lines where the User = User ID or FINBATCH advise of the dispatch to the Fax machine. Following lines, where the User = Fax Status, show whether dispatch from the Fax machine was successful. 31

32 Exercise 8 - Create a Change Order for a Purchase Order Scenario: The purchase order has been dispatched to the Supplier. You just found out that you need nine promotional ads instead of ten. You need to change the order quantity on the PO from ten to nine. Your goal is to create a change order for a PO in the ES Financials system and update/cancel the associated requisition. Step 1 Navigate to: Purchasing, Purchase Orders, Add/Update Express POs The Add/Update Express POs window displays. Step 2 Select tab Step 3 Appropriate window displays. Enter or select the following: Business Unit: FBS PO ID: Enter PO number from Exercise 3 Click: and select the desired purchase order The PO displays. 32

33 Step 4 In the Lines section enter the following: PO Qty: 9 Step 5 Click: to save. Correct Data Entry. The following message appears: Click If the PO has multiple distributions you will then receive the following message: Click Correct Data Entry. 33

34 Step 6 If a requisition was used to build the purchase order, a message similar to the one below may appear: If yes is selected, the difference between the req qty and the po qty will become available for re-sourcing to another purchase order. Select No so that the requisition qty is not re-opened for sourcing. The PO should be saved and the status reset to Pend Appr. NOTE: Once a change order is generated, the purchase order will require re-approval, budget checking and dispatching. If you selected yes at step 6 the requisition would be available for re-selection and building for the difference in qty (in this case for a qty of 1 promotional ads). End of Exercise. Now try this on your own... Using the directions in exercise 6, re-budget check and dispatch the purchase order. 34

35 Exercise 9 - Reprint a Purchase Order Scenario: Step 1 A copy of purchase order is requested. Your goal is to reprint a dispatched purchase order. Navigate to: Purchasing, Purchase Orders, Review PO Information > Print POs Add a New Value Enter the following: Run Control Id: PO_PRINT Click: The process submission page is displayed. For subsequent reports, select. Click for an existing Run Control. Select your run control from the search list. 35

36 Step 2 Enter the run control parameters. Enter or select the following: Business Unit: < refer instructor > PO ID: Enter PO from exercise 4 Correct data entry. Step 3 Click: to bring up the process scheduler request page. Process Scheduler Request page displays. 36

37 Step 4 Run the PO XMLP Dispatch process. Click The PO Print process is started. Step 5 Open the Process Monitor via the hyperlink to view the progress of the process. Refresh the page until you have a Run Status of success. Refresh the page until you have a Run Status of success. Note: Job runs to success. Ensure that the process runs to Success before submitting another Job with the same Run Control ID. 37

38 Step 6 Open the Report Manager from the hyperlink in the Header Click on the hyperlink to open your report. It will be named PO_DISPATCH.pdf. You can print your purchase order from Acrobat Viewer. Invoice can be viewed and printed. End of Exercise. 38

39 Exercise 10 - Cancel a Purchase Order Scenario: Step 1 You have been advised that a Purchase order previously created is no longer required. You need to cancel the order. Your goal is cancel a purchase order in the ESP PeopleSoft Financial system. Navigate to: Purchasing, Purchase Orders, Add/Update Express POs The Add/Update Express POs window displays. Step 2 Step 3 Select tab Appropriate window displays. Enter or select the following: Business Unit: FBS PO ID: Enter PO from exercise 4 Click: and select the desired purchase order The PO displays. Step 4 Click on the cancel PO button ( ), found on the top right hand corner of the purchase order. Cancellation begins. 39

40 Step 5 The following message displays: Click PO Status has changed to Pending Cancel. Click to budget check PO Note: PO Status has changed to Pending Cancel and screen returns to Add/Update Express PO. If a requisition is related to the Purchase Order, a message similar to this will appear: End of Exercise. If yes is selected, the requisition related to this PO will become available for resourcing into another purchase order. Select No to ensure that the requisition is not re-opened for sourcing. 40

41 Exercise 11 Enter a Receipt for a Purchase Order Scenario: Step 1 You have just received some items previously ordered. Your goal is to receive the goods in the PeopleSoft Financial system Navigate to: Purchasing, Receipts, Add/Update Receipts The Receiving window displays. Step 2 Enter or select the following: Business Unit: Receiver ID Number: PO Receipt: FBS NEXT This should remain checked Click: The Select Purchase Order Page displays. 41

42 Step 3 Enter or select the following: Business Unit: FBS Purchase Order: Purchase order from Exercise 3 Ship To: Leave blank Start Due Date: Leave blank End Date: Leave blank Retrieve Open Schedules: This should remain checked PO Remaining Qty: This radio button should remain selected. Click to retrieve the purchase order lines. The purchase order lines display. Step 4 Click the checkbox next to the retrieved Purchase Order. Verify the results before clicking PO information is entered on the receipt. 42

43 Step 5 Enter or select the following: Receipt Qty: Receive all Advertisements Correct data entry. Step 6 Click: to save. The new information is saved and a receipt number is allocated End of Exercise. 43

44 Available Reports Requisition Reports Requisition reports can be found by navigating to: Purchasing Requisitions Reports Print Requisition Run the Requisition Print report to list details of requisitions. Requisition Detail Report This report lists all details of a requisition, including accounting, delivery information and comments, into a landscape printout. PO/Requisition Xref List cross-reference between requisitions and associated purchase orders. Purchase Order Reports Purchase Order reports can be found by navigating to: Purchasing Purchase Orders Reports Expediting Report This report provides a listing of past due purchase orders, sorted by Purchase Order ID. Receiving Reports Receipt reports can be found by navigating to: Purchasing Receipts Reports Delivery Report Run a report that can be used to assist management of deliveries, obtaining delivery locations and Requisitioner information for goods, chasing overdue orders or answering Requisitioner queries. 44

45 Available Inquiries Requisition Inquiries Requisition inquiries can be found by navigating to: Purchasing Requisitions Review Requisition Information Requisitions View requisition information in five stages. Document Status Inquiry View requisition document status information. Requisition Change History View requisition change order header, line, and schedule history. Purchase Order Inquiries Purchase Orders Review purchase order information. Purchase Order inquiries can be found by navigating to: Purchasing Purchase Orders Review PO Information Activity Summary View receiving, invoicing, and matching activities for selected purchase orders. Print POs Produce the PO Dispatch/Print report to create hard copy of purchase orders. Document Status View purchase order document status information. 45