Office of Contracting & Procurement and Support Service Center Desk Reference

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1 Oracle PeopleSoft Enterprise I m in. DETROIT PUBLIC SCHOOLS Office of Contracting & Procurement and Support Service Center Desk Reference Created by the Division of Finance Office of Strategic Management Systems

2 Prepared by the Office of Strategic Management Contracting & Procurement

3 Contracting & Procurement Table of Contents Add a New Vendor... 1 Adding an Item... 1 Creating an Open Item Contract... 1 Creating a Fixed Item Contract... 1 Creating an Open and Fixed Item Contract... 2 Creating an Open and Fixed Item Contract... 2 Creating a Single Release PO Contract... 2 Creating a Recurring Voucher Contract... 2 Creating a Recurring PO Voucher Contract... 2 Creating an Special Request Requisition... 3 Creating an Item Catalog Requisition... 3 Creating an Direct Merchant Requisition... 3 Sourcing a Requisition into a Purchase Order... 3 Manually Dispatching a Purchase Order... 3 Cancelling a Purchase Order... 4 Creating a Change Order for a Purchase Order... 4 Reconciliation Close of Purchase Order... 4 Reconciliation Close of Requisitions... 4 Maintain Receipts... 4 esupplier Vendor Information Maintenance... 5 Strategic Sourcing... 5 esupplier Review Activity Transactions... 5 Detroit Public Schools Warehouse Facility Support Service Center (SSC)... 7 Stock Requests and Reservations... 7 Picking Stock... 7 Shipping Stock... 8 Receiving and Putaway... 8 InterUnit Transfers... 8 Counting Physical Inventory... 8 Prepared by the Office of Strategic Management

4 Prepared by the Office of Strategic Management Contracting & Procurement

5 Contracting & Procurement Purchasing Module Add a New Vendor The PeopleSoft Vendor application views vendors as either a company or a person. The Vendor Administrator (Vendor Admin) manages the vendor file to keep vendor information current and adds new vendors as needed. Buyers, AP and Bond Supervisors and Contracting Officers will have the ability to create a vendor in an Unapproved Status but only the Vendor Admin will be able to make changes and update the status to Approved after the vendor s information has been researched and verified. A vendor request may be initiated by any system user via faxing an Add Vendor Request/Change form, message, suggesting a vendor on the special request requisition, or by submission through workflow. The Vendor Admin will review all vendors with an unapproved status and verify that all appropriate data is collected and correct prior to approving the vendor request. The W 9 forms will be collected for all 1099 vendor. Vendors are required to validate their information with the Department of Treasury. The Vendor Admin will be responsible for tracking and updating vendors that have incomplete 1099 information. Adding an Item New items will arise from changing Detroit Public Schools inventory needs, curriculum updates, buyervendor relationships, and request from end users. Contracting and Procurement and the end user will determine the need for new items to be created or removed. Creating an Open Item Contract The Open Item Contract is used when the contract is not related to an Item ID. Detroit Public Schools currently uses Open Order contracts; however, percentage (%) discount contract is also an option. The Open Item Contract will not contain specific inventory items to be referenced. The vendor will only be referenced in this type of contract. Creating a Fixed Item Contract The Fixed Item Contract is used when the contract has specific Item ID reference. An example of a Fixed Item Contract would be a Firm Fixed Contract (item and price). Prepared by the Office of Strategic Management 1

6 Contracting & Procurement Purchasing Module Creating an Open and Fixed Item Contract This contract is set to an Open status. You will edit the Open Item contract to create an Open Item and Fixed contract. The Open and Fixed Item Contract is used when Detroit Public Schools receives a percentage discount from the vendor for all items but one specific item which receives a different discount or price. When the Purchase Order (PO) is created the contract will be added to the PO. Creating an Open and Fixed Item Contract This contract is set to an Open status. You will edit the Open Item contract to create an Open Item and Fixed contract. The Open and Fixed Item Contract is used when Detroit Public Schools receives a percentage discount from the vendor for all items but one specific item which receives a different discount or price. When the Purchase Order (PO) is created the contract will be added to the PO. Creating a Single Release PO Contract The Single Release PO Contract [Blanket Order contract] is used primarily for creating one PO for a long term project. Items may or may not have Item ID s referenced on it, and is specific to one vendor. An example of a PeopleSoft Single Release PO would be a Time and Material contract or a Cost contract. Creating a Recurring Voucher Contract The Recurring Voucher contract enables you to create voucher for specified amounts that total the contract amount. This type of contract is primarily used for recurring payments to a vendor on a consistent basis where the total amount doesn t necessarily need to be encumbered (via a PO). It may or may not have an Item ID referenced on it and it is specific to one vendor. An example of a PeopleSoft Recurring Voucher would be a lease contract without a PO (which is currently being used by DPS). Creating a Recurring PO Voucher Contract The Recurring PO Voucher contract enables you to encumber an entire contact amount by associating the contract to a specified purchase order. As you generate voucher releases over time, the system liquidated the PO amount when you run budget checking against the vouchers. This type of contract is Prepared by the Office of Strategic Management 2

7 Contracting & Procurement Purchasing Module primarily used for recurring payments to a vendor on a consistent basis where the total amount must be encumbered (via the one PO). It may or may not have an Item ID referenced on it and it is specific to one vendor. An example of a PeopleSoft Recurring PO Voucher would be an auto lease contract. Creating an Special Request Requisition A Special Request requisition is a request for goods and/or services that are not in the Item Catalog or found with any Direct Merchant vendor. When creating a Special Request requisition, the requestor enters the item description for each item and selects a vendor for each item on the requisition. The Office of Contracting & Procurement will research the request and will process the special request after the all procurement standards are met. Creating an Item Catalog Requisition eprocurement has an Item Catalog for you to request items. All Items Catalog are contracted items with the vendor s specific price. Once an Item Catalog requisition is approved, it is sourced into a Purchase Order nightly. Creating an Direct Merchant Requisition eprocurement allows you to access the website of a vendor/suppler to request goods. These vendors/suppliers are called Direct Merchants or Direct Connect Vendors. Approved requisitions are processed nightly and the resulting Purchase Orders are dispatched electronically to the vendor. Sourcing a Requisition into a Purchase Order Once a special request has been saved and submitted it will need departmental approval prior to a Buyer building it into a purchase order (PO) and dispatching to the vendor. In addition, before a requisition can be built into PO it must have a valid budget checked status. Manually Dispatching a Purchase Order Once the Purchase Order (PO) has been created and budget checked, it will be dispatched to the vendor. This will normally be done automatically in the scheduled batch process. However, this process can be used to manually dispatch the PO. Prepared by the Office of Strategic Management 3

8 Contracting & Procurement Purchasing Module Cancelling a Purchase Order Once the Purchase Order (PO) has been created and dispatched upon receiving an electronic notification from the requesting location authority the PO can be cancelled. Creating a Change Order for a Purchase Order Once the Purchase Order (PO) has been created and dispatched the quantity and price can be changed upon receiving an electronic notification from the requesting location authority. Reconciliation Close of Purchase Order The PeopleSoft process is used to return validated fund used on the purchase order back to the appropriate control budget. You must validate the return of funds. Reconciliation Close of Requisitions The PeopleSoft process is used to return validated fund used on the requisition back to the appropriate control budget. Maintain Receipts The receiving process enables you to receive, inspect, reject, return, and put away (Warehouse Only) received goods. When a shipment arrives from the vendor, this is called a direct shipment; the recipient must record the receipt in the PeopleSoft system. This receipt is either recorded by quantity or amount (particularly useful for services). A given Purchase Order (PO) might have multiple receipts recorded due to multiple shipments. A given shipment may also contain multiple POs. An accounts payable process matches all recorded receipts to POs before vendor payment to vendor payment to confirm that all goods were shipped. Prepared by the Office of Strategic Management 4

9 Contracting & Procurement Purchasing Module esupplier Vendor Information Maintenance PeopleSoft esupplier is a self service application used by Detroit Public Schools to allow vendors to view and modify their own business information. Vendors can add and update their own vendor address, , telephone information, review, edit and add contact information. PeopleSoft database is updated when the vendor saves their changes. Strategic Sourcing The PeopleSoft Strategic Sourcing is a method of buying and selling events. It facilitates the collaboration between Buyer and Suppliers of goods and services. In addition, it allows the Buyer to define an Event as Public to allow any interested party the ability to view and participate, by registering to bid. Vendors and bidders respond on line. Awarded bids are to either vendor record when awarding to bidders. Strategic Sourcing is integrated with PeopleSoft purchasing, therefore, Purchase Orders or Contracts are created automatically from awarded bids. esupplier Review Activity Transactions PeopleSoft esupplier is a self service application used by Detroit Public Schools to allow vendors to perform the following processes: review Purchase Order (PO) details, schedule and change order information, PO status, receiving data, invoice status, payment status, account balances, and print a duplicate copy of their PO if necessary. Prepared by the Office of Strategic Management 5

10 Contracting & Procurement Purchasing Module Prepared by the Office of Strategic Management 6

11 Contracting & Procurement Inventory Module Detroit Public Schools Warehouse Facility Support Service Center (SSC) The Detroit Public Schools Support Service Center (SSC) is the repository for district textbooks and forms that are contained in the Item Catalog and flagged as an Inventory Item. PeopleSoft Inventory has been configured to reflect the physical layout of SSC. Rules have been established to govern not only the storage but also the movement of materials within the warehouse, thus, creating the Inventory Business Unit. The Inventory Business Unit stores all accounting transactions generated through a material stock request (MSR) in PeopleSoft Inventory; including, receipts, shipping, adjusting, and inventory counts. Stock Requests and Reservations As an End-User submits a requisition, PeopleSoft Inventory performs and monitors the fulfillment process, including stock reservation, material picking, shipping and post-shipment processing (quantity decrements, transaction costing, and accounting line generation). It maintains a close link between your material stock request management and inventory storage functions, providing the framework for efficient and successful operations. Currently, PeopleSoft Inventory is configured not to allow backorders to be generated. When there is no sufficient stock available a purchase order is created and dispatched to the supplying vendor. Picking Stock PeopleSoft Inventory s demand fulfillment performs and monitors your fulfillment process, including stock reservation, material picking, and shipping processes. Efficient picking enables you to accurately track the stock picked for shipping. PeopleSoft Inventory provides the ability to identify picked stock. When picking is complete, exceptions are entered into the storage location information and confirmed. Prepared by the Office of Strategic Management 7

12 Contracting & Procurement Inventory Module Shipping Stock Once a stock request is confirmed PeopleSoft Inventory marks the stock request ready to be shipped, you can confirm that they are leaving the warehouse in route to their destination. PeopleSoft Inventory assigns shipping identifiers to shipped stock request lines so that you can easily track shipping information. Receiving and Putaway Receiving and putaway processing plays a key role in material management. How and where you store material in your facility affects your total storage capacity and the efficiency of your putaway and picking. InterUnit Transfers InterUnit Transfers allows the transfer of stock from one Inventory Business Unit to another with flexibility to decide when and how these transfers are to be performed. PeopleSoft Inventory allows SSC three different ways to cost an InterUnit transfer: At Cost, At a Transfer Price, and At a Percent Markup of Cost. Counting Physical Inventory In PeopleSoft Inventory there are two types of counts: (1) a physical inventory counts which includes all items in the Inventory Business Unit and require that the entire Business Unit be frozen not allowing any stock to be received or shipped and (2) a cycle counts which include only specified items in a Business Unit and a specific location be frozen. Prepared by the Office of Strategic Management 8

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