PEP 2 Peoplesoft eprocurement Hands on Training 1

Transcription

1 This course covers five objectives 1) Understanding eprocurement business processes. 2) Creating requisitions. 3) Creating requisitions from favorites and templates. 4) Understanding requisition approvals and approving requisitions. 5) Setting up proxy/alternate approvers 3/24/2010 Page 1

2 Objective 1: Understanding Peoplesoft eprocurement Business Process Flow: Introduction: Currently, when items are needed through the purchasing office, a paper requisition is created, signed for (approved) and sent to the purchasing office. The same information is entered again by the buyers into the Peoplesoft purchasing system and purchase orders are generated. However, this process can be improved by using Peoplesoft eprocurement system. The eprocurement system is the substitute for sending in paper requisitions to the purchasing office. The following are the advantages of using Peoplesoft eprocurement: 1) Eliminates dual entry: Buyers can create Pos by copying in the requisition lines. This saves time for data entry and Pos can be sent to vendors faster. 2) Transparency: The requisition and all its related documents (Pos, receipts, invoices and payments) can be seen by the end user without needing to enquire with the buyers or AP personnel. 3) Online approval workflow and Lets users know when their requisitions have been approved. Also the approvers are notified by e mail that they have requisitions to approve in the system. eprocurement business process flow: The following diagram lists the business process/activity flow for requesters using Peoplesoft eprocurement system. Each section is explained below. Gather Requisition Information. Ex: Chartfields, Item Descriptions, Vendor Enter Requisition Information (Optional) Preview Requisition Approval Budget Check Requisition Verify Requisition Approval and Budget Checking Status. Submit Requisition for Approval Manage and Edit Requisition. Review PO status. 3/24/2010 Page 2

3 eprocurement business process details: 1) Gathering Required Information: Before entering requisitions in the eprocurement system, gather the required information. This includes a) Vendor name b) Item category code. Item descriptions. Category codes can be searched in the system. c) Chartfields(very important!). Account, fund, dept, program, class and/or project ID. d) Item price, quantity. e) Any additional information or comments. 2) Entering and Saving Requisition Information: Requisitions will be entered and saved in three stages: a) Enter defaults: Enter Vendor, item category code and chartfields. price. b) Add items: Enter item description, quantity, unit of measure and unit c) Review and submit: Review what has been entered so far. Then submit the requisition for approval. Each stage corresponds to a different page in the eprocurement entry page group. 3) (Optional)Previewing requisition approval information: Before submitting the requisition for approval, the approvers can be previewed. It is also useful if the workflow process cannot find the approver (departmental or project approver). It can be seen in the preview. This is at the review and submit page. 3/24/2010 Page 3

4 4) Submit Requisition for Approval: The requisition approval workflow process is initiated. The person to route to depends on the department or project of the requisition line. There are two cases a) Distribution line has department but no project: In this case, the requisition is routed to the department manager as set up in the department page(which can be accessed by navigating to setup financials/common definitions/design chartfields/define values/department). b) Distribution line has both department and project: In this case, the requisition is routed to the project manager set up in the project page (which can be accessed by navigating to setup financials/common definitions/design chartfields/define values/project). 5) Verify Approval and Budget Status: After submitting the requisition, check the approval status (wait for the requisition to be approved). This can be done using the manage requisitions page (by navigating to eprocurement/manage requisitions). Make sure that the requisition is approved. If it is not approved, remind the approver to login and approve the requisition. An e mail is sent to the requester if the requisition is approved/denied. Important!! The requisition has to be approved before it can be successfully budget checked. 6) Budget Check Requisition: Use the same manage requisitions page to check budget status. If the requisition is approved but not budget checked, budget check it right there. 3/24/2010 Page 4

5 Final objective of this section is to ensure that the requisition is approved and budget checked. Note: The requisition has to be approved before it can be budget checked. If the requisition is not approved and it is budget checked, nothing happens and the budget status still remains the same. So ensure that the requisition is approved before budget checking it. 7) Monitor Requisitions: After the requisition is approved and budget checked successfully, it is eligible for sourcing into a PO. The buyers handle this part. However, the requisition and corresponding PO status can still be viewed from the manage requisitions page. This gives the latest status of the requisition. Some statuses include PO created, PO dispatched etc. Also, by viewing the requisition cycle, receipt, invoice and payment information can also be retrieved. In case the requisition needs to be edited/changed, it can be done through this manage requisitions page. However note that only requisitions that are not sourced into purchase orders yet can be changed through eprocurement. Also, once a requisition is changed, workflow process is initiated again voiding any workflow action on the requisition. Summary: 1) Understanding peoplesoft eprocurement business processes 2) Understanding peoplesoft eprocurement business flow 3) Advantages of using peoplesoft eprocurement instead of paper requisitioning. Any questions before proceeding to the next section?? 3/24/2010 Page 5

6 Objective 2: Creating an Online eprocurement Requisition, Saving and Submitting it for Approval. After gathering the required information, it is time to enter an online peoplesoft eprocurement requisition! The following topics are covered in this objective. They all are achieved through the same navigation. A) Entering a requisition B) Saving and previewing approvals C) Saving and submitting the requisition. D) Adding favorite Items E) Saving the requisition as a template. 3/24/2010 Page 6

7 1) Click on eprocurement 3/24/2010 Page 7

8 2) Click on Create Requisition: 3/24/2010 Page 8

9 3) Click on Define Requisition 4) Click on The arrow next to Line Defaults 3/24/2010 Page 9

10 5) Click on The Vendor Lookup If vendor ID is known, it can be entered. Otherwise click on the lookup to search for vendor by name. 6) Type In Vendor Name and Click Find: Only existing vendors will show up. If it is a new vendor, contact the purchasing department. 3/24/2010 Page 10

11 7) Select a Vendor: ge 8) Enter or Click on the Search for Category Code: If the item category is known, enter it. Otherwise, click on the search glass. 3/24/2010 Page 11

12 9) Enter the description and click find: 10) Select a category code: 3/24/2010 Page 12

13 11) Enter Unit of Measure, verify ship to, enter due date and accounting information: Please note that:if the item category provides the account, then the account entered here will not be used. The most common unit of measure will be EA for each. However, the available units of measure can be looked up using the search button. Unit of Measure Due Date Account and other chartfield Information 3/24/2010 Page 13

14 12) Entering Asset Requisitions: For items/equipment over $3000 or over $5000, make sure that the asset information tab is populated with the correct AM business unit and asset profile. To do this, click on Asset Information. Follow step 12 only if the ordered item is equipment greater than 5000 dollars (such as vehicle) or small value property greater than 3000 dollars(such as laptops/computers). If it is not, skip to step 13 Then enter in the information. Enter as business unit and choose the correct asset profile ID from the search. 3/24/2010 Page 14

15 Choose the correct profile ID for asset requisitions. Contact the appropriate person to select the correct asset profile. If the ordered item is between 3000 and 5000 dollars, use SVP. Otherwise, look it up and choose the correct one. 3/24/2010 Page 15

16 Listed below are some asset profiles. Select the right one by clicking at it. 3/24/2010 Page 16

17 13) Click on continue: 14) All the requisitions will be Special Requests. Click on Special Request and then Special Item. 3/24/2010 Page 17

18 15) Add items and services page appears. Note that defaults have been populated. They can be changed here: 3/24/2010 Page 18

19 Enter the item desctiption, price, quantity, and other data on this page. Then click Add Item Item, price, quantity. 16) Notice that the requisition summary is updated. A new page with defaults is also initiated if there are more items to be added. Keep repeating step 15 until all the items are added. Then click Review and Submit. 3/24/2010 Page 19

20 Click review and submit after all items have been added Requisition summary 17) Check the line item and click Add to Favorites for adding the line item to your favorites. Select line item Add to Favorites 3/24/2010 Page 20

21 18) Check Save as Template to save the whole requisition as a template. Save as Template 19) Important!!: For lines whose account is not , click on the arrow next to the line number. Click on the arrow next to the line number 3/24/2010 Page 21

22 20) Change the account here Change the account here after expanding the line. You can collapse the line by clicking the arrow again. 21) Remember! After completing the next session (you will be delivered another document on changing the chartfields/other information on multiple lines at one time), you need not change the account on each line. You can change multiple lines at one time. However, for the beginners course, it is better to do it this way (changing one line at a time). 22) Check that everything looks good. Then Click Preview Approvals to preview who is going to approve it. You can also Save and Submit directly without previewing. 3/24/2010 Page 22

23 3/24/2010 Page 23

24 Summary: In this section, you learnt how to a) Create a requisition from scratch. b) Preview approvals. c) Submit the requisition for approval. d) Add favorite items. e) Save a requisition as template. Any Questions/Suggestions/Thoughts? 3/24/2010 Page 24

25 Objective 3: Creating Requisition from Templates and Favorites. The following business processes are presented in the document: F) Entering a requisition from a template: A template is a full requisition that has been saved before. When requisitions are entered from templates, all the information: chartfields, vendors, item categories, item descriptions etc are copied over. The information can then be changed and the requisition can be submitted. G) Entering a requisition by adding favorite items: Favorite items are individual line items that you have stored as favorites before. If a favorite item is added, then only the vendor, item description and price defaults. The chartfields still need to be added. Difference between templates and favorites: Templates are fully saved requisitions including their vendor, price, quantities, chartfields, comments etc. Favorite items are individual line items and only the price, vendor are saved. The chartfield information still needs to be added. 3/24/2010 Page 25

26 F) Entering a requisition from a template 1) Click on eprocurement 3/24/2010 Page 26

27 2) Click on Create Requisition: 3/24/2010 Page 27

28 3) All the requisitions will be Special items/templates/favorites. In this case, since we are adding from template, click on Templates.. Note there are 3 tabs: Define Requisition, Add Items and Services and Review and Submit. All the items to be added (favorites, templates or regular items) will be under the Add items and Services tab. 3/24/2010 Page 28

29 4) A list of your templates is shown. Add the appropriate quantity and click add. Enter the quantity and click Add The requisition summary is also updated as shown Requisition Summary 3/24/2010 Page 29

30 Click the review and submit tab Check that everything looks good. Then Click Preview Approvals to preview who is going to approve it. You can also Save and Submit directly without previewing. 3/24/2010 Page 30

31 5) Preview Approvals Page (if you clicked save and preview approvals above) showing whom it will be sent to. Click on Submit for approvals. 3/24/2010 Page 31

32 G) Entering a requisition from Favorites 6) Click on eprocurement 3/24/2010 Page 32

33 7) Click on Create Requisition: 3/24/2010 Page 33

34 8) Click on Define Requisition 9) Click on The arrow next to Line Defaults Note that for adding items from favorites, we have to go to the Define Requisition page first to put in chartfield information. This step was not necessary for adding items from template. 3/24/2010 Page 34

35 10) Enter accounting information: Please note that for items over $3000 and over $5000, make sure that the asset information tab is populated with the correct AM business unit and asset profile. Enter information such as due date, account, fund, dept, and unit of measure 3/24/2010 Page 35

36 11) Click on continue: 12) Click on Favorites 3/24/2010 Page 36

37 Select quantity and click add. Add the items as seen on the favorites with the quantities. Then Click Review and Submit. Notice that the requisition summary is updated 3/24/2010 Page 37

38 Click review and submit 3/24/2010 Page 38

39 Then save and submit the requisition. Or save and preview approval. Save and submit or save and preview approvals. Summary 1) Requisitions created from templates have all the information populated: chartfields, vendors, price etc. 2) Requisition created from favorites only has item related information populated. The chartfield information still needs to be entered. 3/24/2010 Page 39

40 Objective 4: Understanding Requisition Approvals and Approving Requisitions This section covers the following topics: 1) Understanding requisition workflow. 2) Approving requisitions 3) Denying requisitions 3/24/2010 Page 40

41 1) Understanding Approval Workflow: After a requisition is entered, saved and submitted for approval, it is the responsibility of the appropriate approver to login to the system and approve it. The system sends an e mail to the approver with a link that will ask him/her to login and approve the requisition. Alternately, the approver can login to the system and approve the requisition through the worklist. There are two types of approvers: a) Department Approver: This person is the department manager as set up on the departments page (which can be accessed by setup financials>common definitions>design chartfields>define values>department). Below is an example: Department approver for /24/2010 Page 41

42 As can be seen, any requisition that has a department (but has no project) will go to the above person for approval. b) Project Approver: This person is the project manager as set up on the projects page (which can be accessed through setup financials>common definitions>design chartfields>define values>project). If a requisition line has a project, it will be routed to the project manager for approval and will not go to the department manager. Below is an example of a project manager as set up on the projects page. Project approver for project 153 In summary, the approval flow works as follows:if a requisition line has a department but no project, it is routed to the dept manager. If a requisition line has both department and project chartfields, then it is routed to the project manager. 3/24/2010 Page 42

43 2) Approving Requisitions: After a requisition ( ) is submitted by the end user, here is how it looks to the end user. Click here to view printable version and print it. There is another method which will be discussed in PEP3. It can be seen that both line 1 and 2 are routed to the appropriate departmental approver. Now, let us login as the departmental approver and approve the requisition: a) Login as the approver to the system. Click on worklist on top right corner. 3/24/2010 Page 43

44 Worklist can always be accessed on the top right b) Requisition is displayed to be approved (also ). It shows who it is from and the date of submission. Click it. Shows from whom and when. Click on it to approve c) The two lines of the requisition show up 3/24/2010 Page 44

45 Below (i to iv) are some optional steps that can be performed on this page. (i) Click on the item description to get the vendor name 3/24/2010 Page 45

46 Click to get vendor name (optional) (ii) Check the lines and click on view line details to look at shipping and accounting information in detail. Note that the select all/deselect all link can be used to select/deselect all the line items at one go. Can select lines individually or use the select all link View details for selected lines. 3/24/2010 Page 46

47 (iii) Click on Edit Requisition to change requisition values. Click to modify requisition. Clicking on Edit Requisition takes the approver to the requisition entry page. 3/24/2010 Page 47

48 Change amount, price, quantity, vendor, category here. Change quantity here After changes are made, click on this. The requisition will be resubmitted for approval. Get back to worklist after that. Use this to change multiple lines at once. Such as changing account in all the lines. More documentation provided in the next session Make changes to the requisition (eg: change description, quantity, accounting etc) as needed and then click Save and Submit. Follow the documentation on editing requisitions (if help is needed). Return to the worklist and click on the requisition once more to approve it. Return to worklist and select the requisition once more. 3/24/2010 Page 48

49 (iv) Expand the review/edit approvers section to view the approval flow. This is done by clicking the small arrow immediately to the left of the Review/Edit approvers text. d) Select the lines and click on Approve to approve the requisition. Optionally, enter any comments in the text box below. 3/24/2010 Page 49

50 Make sure all lines are selected Enter comments if needed Click to Approve Return to worklist 3/24/2010 Page 50

51 The requisition shows as approved. Click Return to worklist to go to a new requisition. Or else, you can click the worklist link on the top right of the page. 3) Denying Requisitions: Follow the same steps as approving. (Login, go to worklist, pull up the requisition). Then, click on the line you want to deny and click deny. Approver Comments necessary for denying Click to Deny Note that approver comments are a must if the requisition line has to be denied. 3/24/2010 Page 51

52 The requester can edit the requisition and re submit it if it is denied. This restarts the approval process. Summary: a) After a requisition is submitted for approval, it is routed to the department manager or the project manager for the department on project that is on the requisition lines. b) The approver can login, view the requisition details and can also edit the requisition as needed before submitting it for approval and approving it c) All the lines of a requisition must be approved before the requisition can be budget checked. So if there are lines with incorrect information, the approver and the requester should communicate and make sure that all the lines of the requisition are correct and approved. If necessary, some lines can be deleted from/added to the requisition. d) Only approved requisitions (all lines approved) can be budget checked and made into purchase orders. 3/24/2010 Page 52

53 e) Objective 5: Setting up proxy/alternate approvers If you would like to set up an alternate approver for a duration of time that you will not be present, you can use the my system profile link to do that. 1) Click on My system profile 2) Set the date from, date to and the alternate approver as shown 3/24/2010 Page 53

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