Procurement Presentation BOSTON COLLEGE 1 PeopleSoft Requisition Workshop

Procurement Presentation

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PeopleSoft Requisition Workshop


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AGENDA

1. Description of Department Roles

2. Department Role Comparison

3. P1 Listing

4. Overview of PeopleSoft Chart of Accounts

5. Process Map

6. Reviewing frequently asked questions• Budget available to process a Requisition• Creating a Requisition• Creating an Agreement Requisition• Creating a Blanket Requisition• Checking the status of a Requisition• Canceling a budget checked Requisition

7. Queries

8. Reports

9. Inquiries


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Department Role ComparisonDepartment Role ComparisonCommitment BC

Expenses Budget Transfers Control/Budget Reports/TDI Query/ACROriginate Approve Inquiry Chartfield List

Primary Users - P1Division Financial

ManagersYes Yes Yes

Yes. All but funds from FAS ledger 5, 7 and

salariesDivision - all funds Yes Yes

Dept. Admin - P2aDepartment

AdministratorsYes Yes Yes

Yes. All but funds from FAS ledger 5, 7 and

salaries

Department umbrella - all funds

Yes Yes

Dept Originators - P2b

Department Originators

Yes No Yes No No No No

Restricted Fund Dept Admin - P2c

Department Originators

Yes Yes Yes Yes. Varies by fund.Department

Restricted FundDepartment

Restricted FundDepartment

Restricted Fund

Dept. Mgrs. - P3aVPs, Deans,

Directors, Chairpersons

No No Yes NoDivision or

Department, all fundsYes Yes

Grant Principal Investigator - PI

Faculty No No Yes No No Yes Yes

Other roles that can be added to roles above, if applicable:

Depart. Salary Admin.P1s, Deans,

Directors, designatedNo No No salary Summary salary

Yes (TDI all salaries)

Yes (ACR wth salary, 2 salary

drill)

Project Team Member

Principal Investigators, Grant

Administrators

Controlled by Project: P1 and P2-Yes; P3-No

Controlled by Project: P1 and P2-Yes; P3-No

Yes No Department - Project NoYes from Project

tables

Role WhoProcurement (Reqs, PO's,

and Vouchers


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P1 List by AreaP1 List by Area


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Overview of Chart of Accounts StructureOverview of Chart of Accounts Structure

ChartField

Dept ID

Fund

Fund Source

Program

Function

Project/Grant

Property

Account

Definitions

Department or responsibility center

Global classification of funding source

Identifies specific sources from operations, sponsors, donors

Formal (named) and informal Programs

Functional Purpose and Activity

Sponsored programs and capital projects

Buildings

Asset, Liability, Net Asset, Revenue, Expense classifications

Dept ID(6)

Fund(3)

Fund Source

(5)

Program(5)

Function(3)

Project/Gran

t(7)

Property(5)

Account(5)


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• When should a requisition be processed?

• Do you need to check the budget before processing a requisition?

• What type of requisition do I need to create?

• How do you make sure the vendor and order address is available in PeopleSoft?

• How do I create a standard requisition?

• How do I create an Agreement Requisition?

• What is the process for creating a Blanket Requisition?

• How do I determine the status of a requisition order?

• How do I approve a requisition?

• Can I cancel a budget checked requisition?

Questions You May Want To Ask


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Question: When should a requisition be processed?

Answer: Prior to commitment to the vendor. All transactions are usually over $5,000 or purchasing goods that cannot be purchased on the P-card or Voucher. Requisitions must be created after the bid or sole source documentation has been approved, but prior to discussions with a vendor.

Question: Do you need to check the department budget before processing a requisition?

Answer: Yes. Make sure there is sufficient funding available in the correct account before processing a requisition. The Budget Details inquiry under Commitment Control provides a view of the department’s budget balance by account that is available to process.

Navigation: Commitment Control>Review Budget Activities>Budget Inquiry>Budget Details


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Action: Click on and select the Ledger Group EXBUDGETS.

Action: Narrow your search by inputting chartfields and the Budget Period.

Action: (At this point you can click the Save Search Criteria link and save keystrokes the next time you review the same budget. Click Save Search Criteria, type in a name, click save and in the future call up the search by name. You may also Delete Saved Searches).

Action: Click


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Action: Click the account code to review the Available Budget to make sure the funds needed to process the requisition are in place. If there is not enough funding, at this point you will need to process a budget transfer before entering the requisition.


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Question: What type of requisition do I need to create?

Answer: Agreement requisition is used to encumber funds to be held for payments for an agreement (usually service contract) throughout the year.

Blanket requisition is created to encumber funds to be held for various purchases from one vendor throughout the fiscal year.

A standard requisition is used for all transactions usually over $5K that are not an agreement or blanket.


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Question: How do I make sure the vendor and order address is available in PeopleSoft before processing a requisition?

Answer: Navigate to eProcurement > Create Requisition

Action: Select

Action: Select Good and click


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Action: Click hyperlink.

Action: Type in vendor name or partial name. Example: NEW ENGLAND COPY%, %COPY%, NEW ENGLAND%


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Action: Click the on the vendor you would like to choose or to review vendor details.

(User may want to ask vendor for email address as the P.O. can be sent via email for faster service).


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Question: How do I create a standard requisition?

Answer: Navigation: eProcurement > Create Requisition

Action: Click Special Request


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Action: Select

Action:

Action: Click and choose vendor.


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Action: Enter Description of the requisition.

Action: Enter Category as a partial name such as EQ% then click . Select the appropriate category.

Action: Enter Quantity of items to be ordered.

Action: Enter Unit of Measure type as EA or use the .

Action: Enter Price of the item with no $ or commas.

Action: Enter Due Date that item is required by.

Action: In the Comment Text enter specific details about the requisition.

Action: Click


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Action: Click to confirm the shipping address.

Action: To change Ship To Location click . Use “contains” to search on a smaller group of Ship to Locations. Click to enter Cost Distribution (chartstring).


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Action: Click

Action: To add a second line to the requisition, repeat previous steps, including Vendor Lookup.

Action: In order to split the distribution of the cost on the requisition, click the at the end of the line and enter the second chartstring.

Action: Enter chartfield information as needed.


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Action: Click to budget check the requisition.

Action: Click

Action: Budget checking Status should change to Valid. If status changes to Error, make sure that there is enough budget available and click Edit Default again.

Action:


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Question: When should I create an Agreement requisition?

Answer: To encumber funds to be held for payments for an agreement (usually service contract) throughout the year.

Action: Click

Action: Click and


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If the cost is annual for a specific amount select fixed cost. Otherwise, contact the buyer for instructions.

Action: Click and


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Action: Enter AGMT in the Description field to signify this is an agreement.

Action: In the Category field type a partial name such as MAINT AGMT and click to select the appropriate category.

Action: For Value of Service enter the annual price of the agreement.

Action: Click hyperlink. In Name field, type a partial name and click and select for vendor.

Action: Enter the Start Date of the agreement. In most cases this will be 06/01/XX.

Action: Enter the Due Date. For most cases this will be 05/31/XX.

Action: If appropriate, enter Quote number and Quote date.

Action: In Comment Text, enter details including model numbers and serial numbers.

Action: Click

Action: Follow procedure for completing a requisition (pages 20-22).


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Question: What is the process for creating a Blanket Requisition and when should I use it?

Answer: Blanket requisitions are used in encumbering funds to be held for various purchases from one vendor throughout the fiscal year.

Navigation: eProcurement > Create Requisition

Action: Click


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Action: Click


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Action: Enter BLANKET in the Description field to signify this is a blanket.

Action: In the Category field type a partial name such as EQ% and click to select the appropriate category.

Action: For Quantity enter the number of items.

Action: Unit of Measure enter EA.

Action: Enter Price of item (no $ or commas).

Action: Click hyperlink. In Name field, type a partial name and click and select for vendor.

Action: Enter the Due Date – today’s date.

Action: If appropriate, enter Quote number and Quote date.

Action: In Comment Text, enter details including model numbers and serial numbers.

Action: Click Action: Follow procedure for completing a requisition (pages 20-22).


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Question: How do I determine the status of a requisition order?

Answer: To determine the current status of a requisition or when receiving items (required on Categories where usual value of items is $5,000 or more) navigate to Manage Requisitions.

Navigation: eProcurement/Manage Requisitions/Search for a particular requisition #.

Status Messages:Open Requires requestor complete the requisition Save and Submit.Pending Requires additional approvals through workflow.Approved Requires Procurement Services to convert from requisition to purchase order.P.O. Created Requires Purchasing to send the P.O. to the vendor. P.O. Dispatched Order has been sent to vendor.


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Action: To review detail behind the requisition click on one of the icons.

Action: Click on the to the right of the requisition that you want to review.

Action: to review a requisition or to review P.O. details.

Action: Click hyperlink and


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Question: How do I approve a requisition?

Answer: By selecting the item on your worklist.

Action: Navigation to Worklist at top of the PeopleSoft page

Action: Click

Action: Click blue hyperlink

Action:

Action: Click and


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Question: Can I cancel a budget checked requisition?

Answer: Yes, if a requisition has been budget checked, but has not received all the approvals, departmental users are able to cancel the requisition provided they perform the budget check function after the cancel to release the funding.

NOTE: Only requisitions that have a RED X available can be cancelled. For other requisitions, contact Procurement Services at 2-3055 as these requisitions have already been converted to P.O.

Navigation: eProcurement>Manage Requisitions >Search for the appropriate requisitions #

Action: Select a requisition number and click .

Action: Click the RED X to cancel the requisition you wish to cancel.


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Action: Click the yellow and the requisition will appear as cancelled and the Budget Status will return to “Not Chk’d”.

Action: Click the budget checking icon and wait for a valid budget checking status. Use Commitment Control Budget Details to make sure the funding has been released back to the budget.


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• When should a requisition be processed? (Page 9)

• Do you need to check the budget before processing a requisition? (Pages 9 – 11)

• What type of requisition do I need to create? (Page 12)

• How do you make sure the vendor and order address is available in PeopleSoft? (Pages 13-15)

• How do I create a requisition? (Pages 16 – 22)

• How do I create an Agreement Requisition? (Pages 23 – 25)

• What is the process for creating a Blanket Requisition? (Pages 26 – 28)

• How do I determine the status of a requisition order? (Pages 29 - 30)

• How do I approve a requisition? (Page 31)

• Can I cancel a budget checked requisition? (Pages 32 - 33)

Question You May Want To Ask


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Queries• BC_GL_ACR_STDNT_SLRY

• BC_GM_BUD_ACCTD_GRANTS

Reports• P.O. Balance Report• ACR• Re-runnable ACR

Inquiries• Activity Summary – P.O.• Transactional Detail Inquiry• Transactional Detail Inquiry Grants


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Navigation: Reporting Tools > Query > Query Viewer > BC_GL_ACR_STDNT_SLRYYou must enter values in the following fields: Department, Fund Code, Fund Source, Program Code, Property and Budget Period

You can use the % which is a wildcard that will bring back results for all Functions and Accounts


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Navigation: Reporting Tools > Query > Query Viewer > BC_GM_BUD_ACCTD_GRANTS You must enter values in the following fields: Department, Fund Code, Fund Source, Program Code, Function, Property, Account and Project/Grant. You can use the % which is a wildcard for all fields and just enter the Project ID.


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PO Balance ReportThe purpose of this report is to provide information about open Purchase Orders. This report should be used

by departments to review balances remaining on a regular purchase order or blanket. It can also be used to

reconcile outstanding encumbrances. This report will only list open balance Purchase Orders. If a

purchase order has been fully matched and paid, it is not included on this report. This report is also used to

clean up old or invalid requisitions or purchase orders for Fiscal Year End. The data displayed is current

day (real time). Please contact 2-3055 in Procurement Services for closing requisitions or purchase order

questions.

Navigation: BC Report > Purchasing>PO Balance

Action: Enter PO_BALANCE (no dashes or spaces) in Run Control Field. Click . (Next time you will select and click and select PO_BALANCE).


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Action: Select parameters using the eye glass icon or typing directly in a field.

At a minimum, enter the department. You can also select a specific Project/Grant Purchase Order From and To Date range. This reports selects on PO date and not Budget date. (If you are selecting by date range, remember agreements and long lead purchase orders may have been created starting in mid-April so the “from date” should begin with “04/14/xx) to include a full fiscal year’s orders. If you are selecting a department, also select a Fund Code to limit your search.

Action: Click


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Action: Check print parameters and click

Page will return to previous page and list process instance number.

Action: Click

When Run Status is “Success” and Distribution Status is “Posted” click hyperlink.


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Action: Click


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Action: Click hyperlink.


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Navigation: Purchasing > Purchase Orders> Review P.O. Info > Activity Summary

Action: Type in the Purchase Order and/or Vendor ID and click


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Action: Click on blue hyperlink for full Item Description.

Action: Click on Invoice (blue hyperlink) at bottom for Voucher information.

NOTE: If there is more than one line on the P.O., click on each individual line item.


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BC Report ACR Report

Navigation: BC Report > Commitment Control > ACR Report Step 1: Enter Run Control


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Transaction DetailTransaction detail of a specific department chartstring

TDR or TRITransaction Detail Report

Revenue and Expense ComparisonOne page snapshot by year over year of Rev and Exp

New nVision Report

Online ACRAccounting comparison report

Online Account Balances by Chartstring


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Navigation: BC Report > Commitment Control > ACR Report Step 2: Enter Budget Period, Accounting Period and Department

Business Unit: EAGLE (will default) Department: xxxxxx

Budget Period: Enter Budget Year i.e. 2006

Account Period – Enter Period i.e. 4

Fund Code Range – Select All or2xx and 6xx or 9xx

Salary Data will default based on your role

Step 3: Run Button


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Navigation: BC Report > Commitment Control > ACR Report Step 4: Enter the following:

1. Verify Server Name: PSUNX

2. Select ACR Funds 1xx, 2xx, 3xx, 6cc, 9xx

3. Hit OK


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Navigation: BC Report > Commitment Control > ACR Report Note: You will return to the ACR Run Control Page

Step 5: Click on Process Monitor. You will be brought to the Process Monitor Page


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Navigation: BC Report > Commitment Control > ACR Report You will be on the Process Monitor Page

Step 6: Once the report has finished processing, click on the Details Hyperlink

Run Success = Success, Distribution Status = Posted


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Navigation: BC Report > Commitment Control > ACR Report You will be on the Process Detail Page

Step 7: Click on the View Log/Trace Hyperlink


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Navigation: BC Report > Commitment Control > ACR Report You will be on the View Log/Trace page

Step 8: Click on the bcglr004.xxxxx.PDF Hyperlink

Note: Once you open the PDF you can save by selecting File > Save As > …


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Navigation: BC Report > Commitment Control > ACR Report This will open up the ACR Report


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Navigation: BC Report > Commitment Control > Transaction Dtl Inquiry


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Transaction Detail Inquiry

Navigation: BC Report > Commitment Control > TDI - PGStep 1: Enter appropriate Values


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Navigation: BC Report > Commitment Control > TDI - PG


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Grant Reports

For instructions on how to run the below reports, please go to OSP’s website: http://www.bc.edu/research/osp/assistdoc.html.

• Grant Balance Available Summary Report - A timely formatted summary balance available report with subtotals and totals.

• Grant Online ACR - Provides budgeted and expended summary data with balance available.

• Grant Online TDR - Provides detail activity. It contains individual transactional detail for the budget transfers, requisitions, purchase orders, vouchers, expense reports, salary encumbrances, salary actuals, and journal entries for standard charges (PCard, Pitney Bowes, BOC) and allocations (Fringe Benefits, Plant Maintenance, F&A)


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Helpful Hints

To save your query click Add to Favorites located in the far right in the search results

To do additional research without losing your results click on New Window located in the top right corner below worklist

To save your chartstring information to avoid entering each time, click Save Search Criteria

Documents

Procurement Presentation BOSTON COLLEGE 1 PeopleSoft Requisition Workshop