Procurement Process Analysis

8/11/2019 Procurement Process Analysis

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Procurement ProcessAnalysis

Training Services

Organizational Effectiveness

612-626-1373

[email protected]

www.umn.edu/ohr/trainingservices

Reference Manual 3-6-13


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PROCUREMENT PROCESS ANALYSIS

Reference Manual

First printing 6-4-10

Revised 3-6-13

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Procurement Process Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Procurement Process Components. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Analysis Tools. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Search Criteria and Results. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Inquiries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Queries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Process Monitor. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Report Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Vendor Inquiries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Review Vendors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Vendor Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Vendor Conversation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Requisition Inquiries and Queries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

29

Requisition Inquiry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Document Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Req and PO Budgetary Activity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

UM_DPO_AGED_OPEN_REQ_LINES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

UM_FWF_APPR_BY_DEPTID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Purchase Order Inquiries and Queries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Purchase Order Inquiry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Activity Summary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Purchase Order (Interface) Inquiry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59UM_DPO_YE_PO_BCM_ERROR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

UM_DPO_PO_W_ENC_REMAINING Query . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Receipt Inquiries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Receipt Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Voucher and Payment Inquiries and Queries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Voucher . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Voucher Inquiry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Vendor Current Balance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Scheduled Payment Inquiry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80Payment Inquiry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Voucher Accounting Entries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

PO Accounting Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Match Workbench. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

UM_FAP_AGING_MATCH_EXCPTN. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Voucher Build Error Detail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Table of Contents


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UM_FAP_PREEDIT_ERRORS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

UM_FAP_AGING_APPR_PENDING. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

UM_FAP_AGING_BUDGET_EXCPTN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

UM_FAP_PAID_SPV_DATE_ORIGIN. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .100

UM_FAP_MATCH_OVRD_BY_CLUSTER, MTCH_RULE, or USER . .101

Terminology . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103

Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .105

Table of Contents (cont.)


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Procurement Process Analysis Reference raining Services, Organizational Effectiveness | 3-6-13 1

Procurement Process Overview

PURCHASE ORDERS (PO)

General, Blanket, and Webtabs; voucher professional service contracts (VCPS) less than$3,000; and non-performer professional service contracts (QCPS) less than $50,000.

Requisi'onCreated

Requisi'onApprovals

Requisi'onBudgetCheck

PO Sourced/Created

PO BudgetCheck

PODispatched

Receipt

Created

VoucherCreated

MatchProcess

VoucherBudgetCheck

Payment

CONTRACTS FOR PROFESSIONAL SERVICES (CPS)

Performer contracts (PCPS) and professional service contracts (CPS) of $50,000 or more.

Requisi'onCreated

Requisi'onApprovals

SignaturesGathered byPurchasing

Services

Requisi'onBudgetCheck

PO Sourced/Created

PO BudgetCheck

PODispatched

Receipt

CreatedVoucherCreated

MatchProcess

VoucherBudgetCheck

Payment

NON PURCHASE ORDER VOUCHER

Voucher

Created

Voucher

Budget

CheckPayment

Voucher

Approved


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2 raining Services, Organizational Effectiveness | 3-6-13 Procurement Process Analysis Reference

Once goods or services and a vendor are identified, the requisitionpreparer creates the requisition for the items or services in thefinancial system. Within the requisition, preparers attach any requireddocuments and specify the item or service, vendor, price, category code,ChartField string, delivery location, and justification. Ten they submit

the requisition for approvals.

Requisitions with a total value of less than $100 are automaticallyapproved by the system. Tose with a total value of $100 or moreare electronically routed for approval. Te number and type ofapprovals required depends on the type of requisition, the value of therequisition, whether the requisition uses sponsored funds, and in somecases the category codes.

In addition to routing for approvals, performer contracts (PCPS) of

$3,000 or more, as well as all non-performer contracts of $50,000 ormore route to Purchasing Services. Purchasing Services prints thecontract and sends it to the vendor for signatures. Purchasing Servicesreceives the signed contract back from the vendor, reviews it, andcaptures the University delegated authority signatures on the contract.When all necessary signatures are obtained, Purchasing Servicesattaches the signed contract to the requisition and allows the contractto continue on to budget checking, where it eventually will become a PO.

Once all approvals are complete and the requisition is approved, therequisition is run through commitment control for a budget check. It isat this point that the requisition funds are pre-encumbered.

Approved requisitions that have passed budget checking are sourcedby the financial system and the PO is created. Sourcing verifies thatan approved vendor is identified on all requisition lines and that if aU-Wide Contract is being used, the contract is valid.

Te PO is run through commitment control for a budget check. It isat this point that the funds are encumbered and the requisitions pre-encumbrance is released.

Te PO is dispatched to the vendor via email, fax, or mail dependingon the vendor preference that is documented in the vendors file.

Requisition Created(PO, PCPS, andCPS)

RequisitionApprovals(PO and CPS)

Signatures Gathered

by PurchasingServices (CPS andPCPS)

Requisition Budget

Check(PO and CPS)

PO Sourced/Created(PO and CPS)

PO Budget Check(PO and CPS)

PO Dispatched(PO and CPS)

Procurement Process Components


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After the vendor delivers the order or provides the service, theauthorized receiver checks the items or verifies that services wereprovided and records the receipt in the financial system. Tis step alsoprovides asset information to the Assets module. Orders made on theUMarket ordering tab do not require a receipt in the financial system.

Te vendor invoice is received and imaged to the ImageNow system.Te voucher preparer enters the voucher in the financial system basedon the imaged vendor invoice.

Te voucher is matched against the PO and the receipt in the financialsystem. During the three-way match process, the system verifies thePO is in a dispatched status and a receipt exists. It also verifies thedollar amounts between the voucher and PO are within tolerancesand that the units of measure and payment terms match between the

voucher and PO.

Voucher lines with a total value of less than $100 are automaticallyapproved by the system. Tose with a total value of $100 or more areelectronically routed for approval. Te number and type of approvalsrequired depends on the value of the vouchers invoice line, the DeptIDindicated in the ChartField string, and whether the voucher line usessponsored funds.

Te voucher lines are run through commitment control for a budgetcheck. It is at this point that the PO encumbrance is released and theexpense is logged for the voucher.

Te voucher is posted to the General Ledger and paid based on thescheduled due date. Te scheduled due date is determined by thevouchers invoice date and the payment terms documented in thevendors file.

Receipt(PO and CPS)

Voucher Created(PO, CPS, andNon-PO Voucher)

Match Process(PO and CPS)

Voucher Approvals(Non-PO VoucherOnly)

Voucher BudgetCheck(PO, CPS, andNon-PO Voucher)

Payment (PO,CPS, and Non-POVoucher)

Procurement Process Components (cont.)


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Inquiries and predefined queries are two tools that can be used to access data. Inquiries havesearch criteria that are used to limit what information is retrieved. With inquiries, there is littlethat can be done to manipulate the information retrieved. Query results, on the other hand, canbe exported to Excel for additional manipulation.

SEARCH CRITERIA AND RESULTS

When entering search criteria, full or partial values for any key field may be entered. Basedon what is entered, the system uses the search record to present a list of possible matches. oaccess a record from the list, click any of the links in the search results. If there is only onematch, the page that matches the criteria will be displayed.

In most cases, the search function can retrieve up to 300 entries from the database. If the searchretrieves more than 300 results, the search may need to be narrowed. Use the browsers scrollbar to view all the search results on a page. If the results are subdivided, either click the link to view all the results, or use the right and left arrows above the search results to

navigate through the rest of the results.

Analysis Tools


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Operators

Operators enable searches to be performed with limited amounts of information. Using anoperator for more than one field makes searches more specific. Te following operators areavailable:

Operator Description Example

begins with Enter the first one,

two, three, etc.,

values for a field. Begins with 02 would locate all the transactions in Origins

beginning with the numbers 02.

contains Enter any values for

a field.Contains 4 would locate all the transactions in Originscontaining

the number 4.

= Must enter an exact

match for a field. = 024 would locate all the transactions in origin 024.

not = Enter a value to be

eliminated from the

search results. Not = 01 would locate all the transactions in Originswithout the

numbers 01.

< Search results will

be less than the value

entered. < 014 would locate all the transactions in Originsless than 014.

034 would locate all the transactions in Originsgreater than 034.

>= Search results will be

greater than or equal

to the value entered.>= 034 will locate all the transactions in origin 034 and greater.

between Search results will be

between the range of

values entered.Between 014 and 024 will locate all the transactions in Origins

between 014 and 024.

in Multiple values can

be entered to limit

results. Te values

must be separated

with a coma.

In 001,002,003 would locate all the transactions in origin 001, 002,

and 003.

Analysis Tools (cont.)


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Wildcards

Wildcards assist you in finding the exact information desired. Unless one of the followingwildcards is entered, PeopleSoft assumes an exact match is desired. Wildcards only work withthe operators begins with and contains. Note: Wildcards do not work on all queries.

% Match one or more characters

_ Match any single character

\ Do not treat the next character as a wildcard



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Icons and Links

Te following are icons or links that are found on all PeopleSoft pages or may appear oninquiry and query pages.

Icon or Link DescriptionHome Click to return to the financial system main menu.

Add to Favorites Click to add a desired page to the My Favoritesfolder.New Window Click to open a new window in the financial system.

Save Search Criteria Click to access a page on which a prepopulated search can be named and

saved for future use.

Delete Saved Search Click to access a page on which previously saved searches can be deleted.

Basic Search Limits the search to one key criterion and the operator begins with. Te

drop-down box is used to select the criterion by which to search.

Advanced Search Allows the use of multiple operators and the population of multiple criteria

by which to search.Click the lookup icon to display available values for the field.

View All Click to display the maximum number of rows available to be viewed at

once on a page.

Click to display the next row(s) of data.

Click to display the previous row(s) of data.

First Click to access the first row(s) of data.

Last Click to access the last row(s) of data.

Customize Click to access the customization page, which enables sorting by column

and reordering, hiding, and freezing of columns.

Find Click to find a specific row of data.

Click to download contents to an Excel spreadsheet. In order to allow

downloads of financial data to Excel, computers must be properly

configured. See the Enterprise Financial System website for configuration

information or call the Financial Helpline.

Return to Search Click to return to the inquiry page.

Previous in List Click to access the previous record.

Next in List Click to access the next record.



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INQUIRIES

Accessing Inquiries

Inquiries can be accessed in the production (PRD) or reporting (RP) instance. Teproduction instance is real-time and is where transactions (e.g., requisitions, receipts, vouchers)

are entered in the system. Te reporting instance is read-only. It is refreshed nightly by theproduction instance, so RP is always one day behind PRD.

Inquiries are related to specific financial system modules, so each inquiry is accessed via adifferent navigational path. For example, the navigation path to research information regardinga requisition is Purchasing > Requisitions > Review Requisition Information >Requisitions.However, the navigation path to research a voucher is Accounts Payable > Review AccountsPayable Info > Vouchers > Voucher. Specific navigational paths are detailed later in thismanual.

Running Inquiries

Inquiry parameters can be saved so that they can be accessed at a later time. Saving inquiryparameters saves time if the same criteria are used often.

Inquiries begin with a criteria page where search criteria are entered to locate specific data.After is clicked, a list that matches the criteria appears. Te matching results can besorted by clicking on column headings and typically will have links to drill into for additionalinformation, as shown in the screen shot below.


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QUERIES

Accessing Queries

Queries should be accessed only in the reporting instance within Query Viewer. Tere arecustom queries developed by the University, and generic queries that came delivered with the

financial system.

o access a query, log in to the reporting instance and navigate to Reporting ools > Query >Query Viewer. Ten perform a search to locate the desired query.

Running Queries

Most queries are designed to prompt for information when they are run. Tis allows the userto limit the query results by entering specific values. Prompts vary from query to query.

Queries can be run to HML or Excel or they can be distributed to other financial system

users.

HML

Te HML option allows information to be previewed prior to being downloaded. Resultscan be downloaded to an Excel spreadsheet or as comma separated values (CSV). o run aquery to HML, click the link.

Enter the desired information into the prompts and click .


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Excel

Te Excel option downloads the query to an Excel spreadsheet. o run a query to Excel,click the link. Remember, computers must be configured properly in order todownload to Excel.


Click to open the results directly in Excel, or click to save the Excelfile to a local folder. Once the results have been downloaded to Excel, the first row in thespreadsheet will display the total number of rows that are included in the spreadsheet.



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Schedule

Te schedule option allows users to distribute query information via email to other users.

o distribute a query, click .

On the Add a New Valuetab, enter a run control ID.

ips for entering a run control:

Name the run control something that uniquely identifies the query.

Use all capitals.

Te run control can contain underscores but must not contain dashes or spaces.

Once a run control ID is created, click .



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Enter a description for the run control and click . Tis will open the Process

Scheduler Requestpage.

Leave Typeat its default of Web. Select the desire format output (htm, txt, pdf, or xls).

Click . Tis will open the Distribution Detailpage.



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In the Distribute Tosection, the X.500 of the financial system user scheduling the querywill be displayed. o add X.500s of other financial system users to which the query shouldbe distributed, click the plus icon to add a row. Enter the intended recipients X.500 in theDistribution IDfield of the new row. If the recipients X.500 is unknown, click the lookupicon to search by the financial system users name.

Te query will be distributed via the financial system users Report Manager. o also emaila link to the intended recipient(s), select the Email Web Reportcheckbox. Once selected, anemail subject, message text, and email addresses for any recipients without an X.500 can beentered.

Once all the desired X.500s have been added, click to return to the ProcessScheduler Requestpage.

Click to initiate the process.



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Once the query schedule process or a report request has been initiated, its progress can bemonitored from the Process Monitor. o get to the Process Monitor, navigate to Peopleools > Process Monitor. Te Process Monitorpage is displayed with a Run StatusofQueued.

Click every few seconds or so until the Run Statusis Success and the DistributionStatusis Posted. Depending on the size and complexity of the query, it may take several

minutes to process.

Process Monitor


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Queries or reports that are generated may also be accessed via the Report Manager. Tis is thesame location from which users identified on the distribution list will access the query.

o access the Report Manager, navigate to Reporting ools > Report Managerand select theAdministrationtab.

Use the Descriptioncolumn to locate the query, and click the desired querys description to openor save the query to Excel.

Report Manager


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HIS PAGE INENIONALLY LEF BLANK


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Vendor Inquiries


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Review Vendors

Te vendor review allows searches for vendors using multiple advanced search criteria. Businessquestions that are answered by the vendor review are:

Is the vendor set up in the system?

What is the vendors ID number?

Navigate to: Vendor > Vendor Information > Add/Update > Review Vendors.

Tings to Remember

A SetID is always required for this inquiry:

Use UMFIN when searching for external vendors.

Use UMNIS when searching for internal vendors.

Enter criteria in any combination of fields and click to see searchresults that match the criteria.

NOTES


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Te related-links icon opens a page with links to Vendor Maintenance, Vendor Conversation,and Vendor Contact. When attempting to use any of these links, if a user does not have therequired security access, a message will appear indicating they are not authorized to view thepage.

NOTES

Review Vendors (cont.)


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Te Vendor Information inquiry allows searches for vendors. Although the search criteria arelimited, the inquiry accesses the vendor file. Te business questions answered by this inquiry are:

What is the vendors remit-to address?

Where is the PO sent?

What are the vendors payment terms?

How is the PO dispatched?

Navigate to: Vendors > Vendor Information > Add/Update > Vendor.

Tings to Remember

A SetID is always required for this inquiry.

Use UMFIN when searching for external vendors. Use UMNIS when searching for internal vendors.

Te Persistencefield should be left blank.


NOTES

Vendor Information


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Vendor Information (cont.)

Te Summarytab displays the default order and remit-to locations for the vendor, andwhether the vendor is approved and open for ordering or is 1099 reportable.

NOTES


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Te Addresstab displays the all the addresses, emails, and phone and fax numbers associatedwith the vendor.

NOTES



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Te Contactstab displays vendor contact names, addresses, emails, and phone numbers. Tispage can be accessed through the vendor file as shown, via the link fromthe Review Vendorspage, or by navigating to Accounts Payable > Review Accounts PayableInfo > Vendor > Contact.

NOTES



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Te Locationtab provides information regarding the vendor locations and their associatedaddresses (PO and remit to), payment terms, and dispatch method. For example, one locationsPO and remit-to addresses may be the same, and its payment terms are net 30. However,another locations PO address is for a warehouse, its remit-to address is for a PO box, and itspayment terms are net 7.

o locate the remit-to address for a vendor location, click the link. Tis will openthe Payables Optionspage.

Te address to which payments will be sent is in the Remittingsection of the page.


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o locate the vendors PO address, payment terms, and dispatch method, click the link on the Locationtab. Tis will open the Procurement Optionspage.Purchase orders for the location are received at the address that appears in the Orderingsectionof the page.

Further down the page, payment terms for the location can be displayed by expanding theAdditional Procurement Optionssection.

Expand the Dispatch Methodssection on the Procurement Optionspage to display the POdispatch method for the location.

NOTES



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Te Vendor Conversation inquiry provides access to comments concerning vendors whenthere is something out of the ordinary. Inactive or unapproved vendors usually have commentsentered. Business questions answered by this inquiry are:

What changes have occurred with this vendor?

Why is this vendor inactive?

Why is this vendor unapproved?

Navigate to: Accounts Payable > Review Accounts Payable Info > Vendor > Conversation.

Tings to Remember

A SetID is always required for this inquiry.

Use UMFIN when searching for external vendors.

Use UMNIS when searching for internal vendors.


NOTES

Vendor Conversation


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Comments may discuss vendor name changes, duplicate vendor setup, vendor tax ID changes,returned mail, and multiple names related to the vendor.

NOTES

Vendor Conversation (cont.)


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Requisition Inquiriesand Queries


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Business questions answered by the Requisition inquiry are:

Who created this requisition?

What is the approval status of this requisition?

Who approved this requisition? What are the ChartField strings on this requisition?

Has this requisition been converted to a PO?

Have U-Stores orders been invoiced?

What is the PO, receipt, and/or voucher number related to this requisition?

Are there any requisitions that are being held up?

Navigate to: Purchasing > Requisitions > Review Requisition Information > Requisitions .

Tings to Remember

A Business Unitof UMN01 is always required for this inquiry.


Tis inquiry will return a maximum of 20 results, so it is necessary to narrow

the search criteria as much as possible. For example, limit the search to a specifictime period and then conduct multiple inquiries using a new set of dates eachtime, or search by a specific requisition ID.

Requisition Inquiry


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Requisition Inquiry (cont.)

Te Detailstab displays the requisition number, name of the requester, the date the requisitionwas entered, and the total requisition amount. Te requisition number is a hyperlink to accessthe requisitions Line Detailspage.

NOTES

Te Moretab on the Line Detailspage displays the buyers X.500 (procurement specialist)and the items category code. Te Detailstab (displayed in the above screen shot) containsicons to access line comments and schedule details. Te line comments icon accesses the POLine Commentspage, which displays comments and attachments specific to the line item.Click the schedule icon to view the requisitions Shipment Detailspage.

NOTES


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Te Shipment Detailspage contains:

A link in the Ship Tocolumn that accesses the address details to where thegoods were shipped.

Te distributions/ChartFields icon, which provides access to the requisitionsChartField string information.

NOTES


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Te Statustab on the inquiry results page displays information on how far the requisition hasprogressed through the procurement process. Tis tab also contains links and icons to accessadditional information, including:

Change Order Y indicates a change order has been entered for thisrequisition.

On PO Y indicates the requisition has been sourced to a PO. Click the link toopen the Requisition to Purchase Orders Listpage.

Received Y indicates the PO has been fully received. P indicates a partialreceipt. Click the link to open the Requisition Receipts List page.

On Voucher Y indicates the PO has been fully vouchered. P indicates thePO has been partially vouchered. Click the link to open the Requsitions toVouchers List page.

Document Status Click the icon to open the Requisition Document Statuspage, which displays all transactions related to the requisition.

Approval History Click the icon to open the Approval History page, which

displays the user ID of the last person who approved the requisition and thedate when it was approved.

Comments Click the icon to open the Header Commentspage. Tis displaysthe justification as well as any attachments for the requisition.

NOTES



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Document Status

Tere are multiple Document Status inquiries that enable a search based on a requisition, PO,receipt, voucher, or payment number. Document Status is a cross-reference inquiry that displaysall transactions related to the transaction from which the search was based. Business questionsanswered by each of these inquiries are listed below, along with navigation paths and other details.

REQUISITION DOCUMENT STATUS

Who created this requisition?

What is the approval status of this requisition?

Has this requisition been converted to a PO?

What is the PO, receipt, and/or voucher number related to this requisition?

Navigate to: Purchasing > Requisitions > Review Requisition Information > DocumentStatus.

Tings to Remember


Enter criteria in any combination of fields and click to see searchresults that match the criteria. For example, to find the related documents forrequisitions entered by a specific requester, enter UMN01 in the Business Unit

field and the requesters X.500 in the Requesterfield.

NOTES


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Document Status (cont.)

PURCHASE ORDER DOCUMENT STATUS

Has there been any activity on this PO?

What is the requisition, receipt, voucher, and/or payment number related to thisPO?

Navigate to: Purchasing > Purchase Orders > Review PO Information > Document Status.

Tings to Remember


Enter criteria in any combination of fields and click to see searchresults that match the criteria. For example, to find the related documents for

POs related to a specific cluster, enter UMN01 in the Business Unitfield, andenter the clusters origin code in the Originfield.

NOTES


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RECEIPT DOCUMENT STATUS

What is the requisition, PO, voucher, and/or payment number related to thisreceipt?

What is the status of this receipt?

What quantity/amount was received on this receipt?

Navigate to: Purchasing > Receipts > Review Receipt Information > Document Status.

Tings to Remember


ypically the receipt number is entered in the Receipt Numberfield. Click to see search results.

NOTES



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VOUCHER DOCUMENT STATUS

What is the requisition, PO, receipt, and/or payment number related to thisvoucher?

Has this voucher been paid?

Navigate to: Accounts Payable > Review Accounts Payable Info > Vouchers > DocumentStatus.

Tings to Remember

A Business Unitis always required for this inquiry:

Use UMN01 when searching for vouchers for external vendors.

Use UMNIS when searching for vouchers for internal vendors.

NOTES



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PAYMENT DOCUMENT STATUS

What is the requisition, PO, receipt and/or voucher number related to thispayment?

Navigate to: Accounts Payable > Review Accounts Payable Info > Payments > DocumentStatus.

Only use this inquiry if a check or ACH number is known. Enter the number in the PaymentReferencefield.

NOTES



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Tis screen shot is based on a search using the Requisition Document Status inquiry. Te onlydifference between the results of the various Document Status inquiries is the information thatdisplays in the header region. Tese results show specific information on the requisition thatwas searched for.

In the Associated Documentsection on the Documentstab, transactions related to thedocument that was searched for and the system-generated numbers related to the transactionsare displayed. Clicking on the Doc IDcolumn links opens a new page based on the transactiontype.

Te Payment Doc IDis not the check or wire transfer number associated with the payment.It is a system-assigned number when the payment is created. o see the actual check or wire-transfer number, click the payment ID for the payment reference ID.

NOTES


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REQUISITION

How much is pre-encumbered?

PURCHASE ORDER

How much is encumbered?

Navigate to: Purchasing > Purchase Orders > Reports > Req and PO Budgetary Activity .

On the Add a New Valuetab, enter a run control ID. Once a run control ID is created, click .

Tings to Remember


Te Budget Date Fromand Tofields must be populated.

o search for pre-encumbrances and encumbrances, select the greater-than

symbol (>) from the Remaining Amountdrop down menu. Add additional rows for specific ChartField criteria as desired, and enter

specific ChartField values in the corresponding From ChartField ValueandToChartField Valuefields.

Once the criteria is populated, click .

Req and PO Budgetary Activity


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Select the Procurement Budgetary Activitycheckbox to run the report for encumbrances and/or select the Requisition Budgetary Activitycheckbox to run the report for pre-encumbrances.Tese reports can be run as a PDF or to Excel. o run as a PDF, after selecting the checkbox

for the desired report, click .

o run the report to Excel, select CSV from the Formatdrop-down menu, and then click .

Once the report process has been initiated, its progress can be monitored from the ProcessMonitor. o get to the Process Monitor, click the link located on theReq-PO Budgetary Activitypage. Te Process Monitorpage is displayed with the Run Statusof Queued.

Click every few seconds or so until the Run Statusis Success and the DistributionStatusis Posted.

o view the report, click .

Req and PO Budgetary Activity (cont.)


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Click .

From the File Listsection, click the link for the PDF or CSV file to open the report. Reportsrun to Excel will need to be formatted.

NOTES



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Tis Requisition Budgetary Activity report, run as a PDF, shows open pre-encumbrances andtheir corresponding requisition numbers.

0000275812

2/1/1

62.77

0.00

62.77

0.00

720206

11769

0000275812

3/1/1

37.47

0.00

37.47

0.00

720206

11769

0000275812

4/1/1

22.53

0.00

22.53

0.00

720299

11769

0000275812

5/1/1

75.03

0.00

75.03

0.00

720299

11769

0000275812

6/1/1

293.02

0.00

293.02

0.00

720299

11769

0000275812

7/1/1

283.70

0.00

283.70

0.00

720299

11769

0000275812

8/1/1

1,512.40

0.00

1,512.40

0.00

720206

11769

0000275812

9/1/1

47.86

0.00

47.86

0.00

720299

11769

0000275884

2/1/1

89.10

0.00

89.10

0.00

720299

11769

0000275884

3/1/1

129.60

0.00

129.60

0.00

720299

11769

0000275884

4/1/1

143.10

0.00

143.10

0.00

720299

11769

0000275884

5/1/1

44.55

0.00

44.55

0.00

720299

11769

---------------------

---------------------

---------------------

---------------------

Totals:

2,741.13

0.00

2,741.13

0.00

=====================

=====================

=====================

=====================

Peop

leSo

ft

Purc

has

ing

Page

No.

1

Report

ID:POS

8002

REQU

ISITION

BUDGETARY

ACTIVITY

REPORT

Run

Date:

05/

28/2010

Run

Time:

14:

08:

29

Bus

iness

Un

it:

UMN

01

Bu

dget

Date

From

20-MAY-

2010T

o

27-MAY-

2010

Rema

in

ing

Amount

>

0.0

0

Account

From

720101

To

720318

DeptID

From

11769

To

11769

REQ

ID

Line/Sched/Dist

Original

REQ

Amount

-

Liquidated

Amount

=

Remaining

Amount

PO

Amount

Account

DeptID

End

of

Report



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Tis Procurement Budgetary Activity report, exported to Excel, shows open encumbrances andtheir corresponding PO numbers.



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Tis query searches for open requisition lines that have not been sourced. Te businessquestion answered by this query is:

Have all requisitions sourced to PO?

Navigate to: Reporting ools > Query > Query Viewer.

Locate the UM_DPO_AGED_OPEN_REQ_LINES query. Te query prompts for numberof aged days.

It is best to run this query to Excel so that the results can be sorted by procurement specialist,

origin, entered by, or requester.

NOTES

UM_DPO_AGED_OPEN_REQ_LINES


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UM_FWF_APPR_BY_DEPTID

Te business question answered by this inquiry is:

o whom will this transaction route for approvals?


Locate the UM_FWF_APPR_BY_DEPID query. Te query prompts DeptID.

Tings to Remember

Before performing this query, locate the DeptID(s) in the transactionsChartField string(s).

Invoice line dollar amounts and whether the ChartField string is sponsored ornonsponsored are factors affecting levels of approval.

Tere may be additional approvals necessary based on the type of transaction(e.g., professional service versus standard PO), the vendor (e.g., foreign orindividual/sole proprietor), or the services being purchased.

AP = Accounts Payable (vouchers)

CER = Certified

EX = Expense

GL = General Ledger ( journal entries)

PV = Requisitions

NOTES


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Purchase Order Inquiriesand Queries


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Purchase Order Inquiry (cont.)

Te top section of this page indicates the PO number, whether the PO has been modified, thestatus of the PO, and whether it has passed budget checking.

NOTES


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Te Headersection of this page contains links and information specific to the PO, such as:

Date the PO was created

Vendor Vendor Details Opens a new page that displays the vendor location and the

locations payment terms and address details.

Requisition requester (Requester ID)

Procurement specialist (Buyer)

Whether the PO has been received

PO amount

Header Comments Opens the PO Header Commentspage, which displaysthe internal justification for the expense as well as justification(s) and approvaldocumentation for change orders. PO attachments may also be viewed from thispage.

Document Status Displays all transactions related to a PO.

Matching Opens the PO Matchingpage, which displays the current three-waymatch status of the PO. Possible match values are:

To Match(PO not ready for match process)

Matched(match process successfully completed) Partially(match exception exists)



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Header Details Opens the PO Header Detailspage, which identifies the typeof PO (standard, blanket, CPS, etc.) and dispatch method.

NOTES


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Change Order Opens the Review Change Orderspage, which displays thehistory of changes made to the PO. Tis page may also be accessed by navigatingto: Purchasing > Purchase Orders > Manage Change Orders > ReviewChange Orders.

A change sequence number tracks the sequence of changes made within eachPO at the header, line, and ship levels. Te system stores the original PO fieldvalues as batch number 0, sequence number 0. For each PO change, the systemassigns a change sequence number. For example, suppose a change is made to thepurchase order quantity on line one of a three-line PO. At that point, the changesequence for the first line is 1. Te change sequences for lines two and three arestill 0 because changes have not been made to those lines. Once the change issaved, if another change is made to line one, the change sequence for that linewould be 2.

NOTES



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Te Linessection of the Purchase Order Inquirypage contains two useful icons:

Te line comments icon opens the PO Line Commentswindow withcomments specific to that line item. It may also contain attachments.

Te schedule icon opens the Schedulespage. Tis page contains the ship-tolocation code as well as the distributions/ChartFields icon that accesses the linesChartField information.

NOTES



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Te Detailstab shows the POs total amount.

Te Receipttab shows the amount that has been received against the PO and the amount stillopen on the PO to receive. Te receipt icon opens a page with the list of all receipts associatedwith the PO, as well as each receipts status and amount.

Te Invoicetab displays the amount of the PO that has been vouchered, as well as the amountof the PO remaining (encumbered). Te invoice icon opens a page with the list of vouchers andvoucher amounts associated with the PO.

NOTES

Activity Summary (cont.)


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Te business questions answered by this inquiry and some tips to remember include:

PURCHASE ORDER

How much is encumbered on this PO?

What are the receipt(s) and voucher(s) numbers associated with this PO?

o determine the encumbered amount, download the Invoice Detailssection to Excel, andsubtotal the vouchers. Ten subtract the voucher subtotal from the PO amount. Te differenceis the amount encumbered.

RECEIPT

How much has been received on this PO?

o determine how much has been received on a PO, download the Receiver Detailssection toExcel, and subtotal the received amount. Subtract the received amount subtotal from to the POamount. Te difference is the amount received against the PO.

VOUCHER

How much has been expended on this PO?

How were the receipt(s) and voucher(s) associated with each other?

o determine how much has been expended on a PO, download the Invoice Detailssection toExcel, and total the voucher amounts.

NOTES

Purchase Order (Interface) Inquiry


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Navigate to: Accounts Payable > Review Accounts Payable Info > Interfaces > PurchaseOrder.

Tings to Remember

A Business Unitof UMN01 is always required.

ypically this inquiry is performed by entering the PO number in the PONumberfield. Click to view search results.

NOTES

Purchase Order (Interface) Inquiry (cont.)


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Te top section contains details on the PO.

Te Invoice Detailssection contains voucher details. Te Match Statuscolumn shows whetherthe match process has successfully run. Reference the Receipt Nocolumn to determine howreceipts were associated with vouchers.

Te Receiver Detailssection contains receipt details.

NOTES

Purchase Order (Interface) Inquiry (cont.)


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Tis query identifies POs with budget exceptions by origin code or procurement specialist. Tebusiness question answered by this query is:

Are there any POs that are being held up?


Locate the UM_DPO_YE_PO_BCM_ERROR query. Te query prompts for either theclusters origin code or the procurement specialists X.500.

Te results show POs that will not be dispatched until the budget exception is resolved.

NOTES

UM_DPO_YE_PO_BCM_ERROR


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Tis query locates POs with remaining encumbrances by procurement specialist. Businessquestions answered by this query are:

How much money is left on a PO?

What vouchers are associated with a PO?


Locate the UM_DPO_PO_W_ENC_REMAINING query. Te query prompts for theX.500 of the procurement specialist.

Some columns have been removed from the screen shot in order to fit it to this page.

Tings to Remember

Download the query results to Excel.

o determine how much has been expended against the PO, total the VoucherAmountcolumn for the applicable PO.

o determine the amount left on the PO, subtract the amount expended againstthe PO from the PO Amount.

Te Voucher IDcolumn shows the voucher numbers that have been associatedto each PO.

NOTES

UM_DPO_PO_W_ENC_REMAINING Query


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Receipt Inquiries


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Tis inquiry allows searches to locate specific receipts. Business questions answered by thisinquiry are:

Who entered this receipt?

Where were the goods shipped?

What is the status of this receipt?

Navigate to: Purchasing > Receipts > Review Receipt Information > Receipts.

Tings to Remember


Enter criteria in any combination of fields and click to view searchresults that match the criteria. ry to narrow the search as much as possible toavoid long processing times due to the large number of receipts in the system.For example, to find receipts for a specific PO, enter UMN01 in the BusinessUnitfield, and enter the specific PO number in the PO Numberfield.

If multiple receipts have been entered in the system for the same PO number,

inquiry search results will display all transactions that meet the entered criteria.Selecting any of the links will open the transactions page.

NOTES

Receipt Inquiry


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Te Receiptspage contains the receipt number and receipt status. Te Receipt Linestabdisplays details on what was received. Te page also contains a link thatopens the receipts Header Detailspage, which contains the X.500 of the preparer whoentered the receipt, along with the ship-to location code.

Te More Line Datatab displays the ship-to location where the goods were delivered orservices were rendered.

Te Optional Inputtab displays the X.500 of the preparer who entered the receipt.

NOTES

Receipt Inquiry (cont.)


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Voucher and PaymentInquiries and Queries


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Tis inquiry allows searches to locate specific vouchers. Business questions answered by thisinquiry are:

What is the status of this voucher?

Has this voucher been matched?

Has this voucher been paid?

Has this voucher been approved?

Where is the payment going to be sent?

What are the ChartField strings associated with this voucher?

Navigate to: Accounts Payable > Vouchers > Add/Update > Regular Entry.

Tings to Remember

Enter UMN01 in the Business Unitfield to search for vouchers for externalvendors.

Enter UMNIS in the Business Unitfield to search for vouchers for internal

vendors.

NOTES

Voucher


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Voucher (cont.)

Te Paymentstab displays the vouchers payment details, such as the address to which

payment was sent, the date payment was issued, special handling requests, and check advice.

NOTES


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Voucher (cont.)

Te Error Summarytab displays information on a vouchers match exceptions.

NOTES

Te UM Approval Historytab displays the approval status of the voucher, includingcomments entered by the approver.

NOTES


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Voucher Inquiry

Tis inquiry allows searches to be conducted using multiple search criteria combinations.Business questions answered by this inquiry are:

Has this PO been paid, or when is it scheduled to be paid?

When is this voucher scheduled to be paid?

What is the current balance for this vendor?

Has the vendor been paid?

Are any vouchers pending approval or have any been denied?

Are there any vouchers with budget exceptions?

Are there any vouchers with match exceptions?

Navigate to: Accounts Payable > Review Accounts Payable Info >Vouchers > Voucher.


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Voucher Inquiry (cont.)

Tings to Remember

A Business Unitis required for all searches.

Use UMN01 for searches involving external vendors.

Use UMNIS for searches involving internal vendors. o perform a search by vendor, enter:

UMFIN in the Vendor SetIDfield.

Te vendors short name in the Short Namefield, or the vendors ID in theVendor IDfield.

o search for vouchers or vendors with current balances, select BalanceRemains from the Voucher Balancefield.

o search for only specific voucher styles, select the desired style from the

Voucher Stylefield.

o search for vouchers with errors, select Unposted from the Post Statusfield.

o search for vouchers pending approval or denied vouchers, select eitherUnapproved or Denied from the Approval Statusfield.

o search by a specific PO, enter the PO number in the Purchase Orderfield.

o search for vouchers with match exceptions, select Match Exceptions Existfrom the Match Statusfield.

o limit searches by a clusters origin code, enter: UMFIN in the Origin SetIDfield.

Te clusters origin code in the Originfield.

o limit searches by a voucher preparer, enter the voucher preparers X.500 in allcaps in the User IDfield.

NOTES


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Te Voucher Detailstab displays:

Te accounting entries icon in the Accounting Entriescolumn, if the voucher hasbeen paid. Click this icon to open the Voucher Accounting Entriespage.

Te current match status.

To Match(voucher did not need to be matched) Matched(match process successfully completed)

Exceptions(match exception exists)

Te payment info icon in the Payment Informationcolumn, if the voucherhas been paid. In the reporting instance, users are not authorized to accessthe Payment Inquirypage via this icon. o access the Payment Inquirypage,navigate to: Accounts Payable > Review Accounts Payable Info > Payments >Payment.

Te scheduled payments icon in the Scheduled Paymentscolumn, if the voucherhas not been paid. Click this icon to access the Scheduled Payment Inquirypage, to find out the scheduled pay date.

NOTES


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Te Amountstab provides information regarding the amount of the invoice, the unpaidvoucher amount, and the amount paid.

NOTES

Te More Detailstab displays:

Te voucher style (regular, single payment, or journal).

Te line details icon that opens the Voucher Detailspage. Tis page displaysinformation such as description and ChartFields, as well as the associated POand receipt number, if applicable.

Whether or not the voucher has posted.

Te approval status of the voucher (pending, approved, or denied).

Te vouchers budget status (not checked, valid, or error).

NOTES


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Vendor Current Balance

Tis inquiry allows searches for current balances by vendor and vendor location. Businessquestions answered by this inquiry are:


What vouchers are included in the current balance?

When is a specific voucher scheduled to pay?

Navigate to: Accounts Payable > Review Accounts Payable Info > Vendor > Current Balance.

Tings to Remember

A Vendor SetIDis required for all searches:

Enter UMFIN for searches involving external vendors.

Enter UMNIS for searches involving internal vendors.

Tis inquiry is best conducted by Vendor IDand Vendor Location.

Te inquiry result contains:

Links from the Short Vendor Nameand Gross Amount columns, which open theScheduled Payment Inquirypage. Te inquiry is prepopulated, so the vouchersassociated with the vendors current balance are displayed along with theirscheduled payment dates.

An icon in the Voucher Inquirycolumn, which opens the Voucher Inquirypage. Te inquiry is prepopulated, so the vouchers associated with the vendorscurrent balance are displayed.


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Scheduled Payment Inquiry

Tis inquiry allows searches for scheduled payments by various search criteria. Businessquestions answered by this inquiry are:

When is a specific PO scheduled to pay?

When is a specific voucher scheduled to pay?


What vouchers are included in the current balance?

Navigate to: Accounts Payable > Review Accounts Payable Info > Vendor > ScheduledPayment.

NOTES


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Scheduled Payment Inquiry (cont.)

Tings to Remember

A search by both vendor ID and vendor short name is not possible.

o search for scheduled payments to external vendors, do one of the following:

Enter UMFIN in the Vendor SetIDfield, and the vendors short name inthe Short Namefield.

Enter UMFIN in the Vendor SetIDfield, and the vendors ID in theVendor IDfield.

Enter UMFIN in the Remit SetIDfield, and the vendors ID in the RemitVendorfield.

o search for internal vendors, enter UMNIS rather than UMN01 in theSetID fields.

Te Schedule Detailstab displays:

A link in the Voucher IDcolumn, which opens the Voucher Inquirypage.

Te scheduled pay date.

Te voucher total amount.

NOTES


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Scheduled Payment Inquiry (cont.)

Te Voucher Detailstab:

Click the voucher ID number in the Voucher IDcolumn to open the VoucherInquirypage.

Displays the voucher style (regular, single payment, or journal).

Displays the vouchers invoice number.

Displays the approval status of the voucher (pending, approved, or denied).

NOTES


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Payment Inquiry

Tis inquiry page allows searches on a vendor payment. Business questions answered by thisinquiry are:

What is the check number?

What is the address on the check?

What vouchers were paid on a specific check?

Did the vendor cash the check or receive the ACH?

Has a specific check been canceled and/or reissued?

Navigate to: Accounts Payable > Review Accounts Payable Info > Payments > Payment.

Tings to Remember

o search by a specific payment reference number (check or ACH number),enter the payment reference ID in the Referencefield.

o search for all payments to an external vendor, enter UMFIN in the RemitSetIDfield and the vendors ID in the Remit Vendorfield.

Te inquiry is not searchable by Purchase Orderfield.


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Payment Inquiry (cont.)

On the Payment Detailstab:

Reconciliation Statusdisplays whether the payment has been reconciled (recon orunrecon).

Reconcile Datedisplays the reconciliation date if the payment has beenreconciled.

Click the payment reference ID number to access the Vouchers For a Paymentpage.

NOTES

Te Additional Infotab from the payment inquiry results lists the post status, cancel status,pay cycle, and bank information associated with the payment.

NOTES


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Payment Inquiry (cont.)

Te Vendor Detailstab lists the vendor name and address associated with the payment.

NOTES

Te Vouchers For a Paymentpage displays:

Te address to where the payment was sent.

Te payment clear date.

Te vouchers that make up the payment.

NOTES


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Voucher Accounting Entries

Te Voucher Accounting Entries inquiry page displays the results of the voucher postingprocess. Business questions answered by this inquiry are:

Has the voucher posted to the General Ledger?

What date did the voucher post?

Has the voucher been canceled?

Navigate to: Accounts Payable > Review Accounts Payable Info > Vouchers>AccountingEntries.

Tings to Remember

Enter UMN01 in the Business Unitfield to search for vouchers for externalvendors.

Enter UMNIS in the Business Unitfield to search for vouchers for internalvendors.

A voucher ID or invoice number must be entered or the system does not returnany data.

NOTES


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Voucher Accounting Entries (cont.)

Te Posting Processfield displays the posting process for the specific entry. Each posting processappears on its own view in the Accounting Informationregion. o see AP Accrual, Payments,and Payment Cancelations, click or scroll through each of these views.

Te Main Informationtab:

Displays the monetary amount (debits as positive numbers and credits asnegative numbers) associated with the General Ledger business unit of theaccounting entry.

Displays the currency associated with the General Ledger business unit of theaccounting entry.

Displays the ledger and General Ledger business unit to which this accountingentry has been charged.

Te ChartFieldtab displays the ChartField string to which this accounting entry has beencharged.

NOTES


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Voucher Accounting Entries (cont.)

TeJournaltab:

Displays the General Ledger journal ID, line number, and journal date assignedby the journal generator process for this accounting entry. If these fields areblank, then this accounting entry has not been journal-generated.

Displays the budget status for this accounting entry.

NOTES


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PO Accounting Entries

Business questions answered by this inquiry are:

Was a specific POs encumbrance released?

Have encumbrances been released on closed POs with a specific ChartFieldstring?

Navigate to: Purchasing > Purchase Orders > Review PO Information > PO AccountingEntries.

Tings to Remember


A Ledger Groupof KK_DL_EXP is always required for this inquiry.

o see encumbrance information specific to a PO, enter the PO number in the

From PO IDand To PO IDfields.

o see encumbrance information related to closed POs with a specificChartField value, enter C in the PO Statusfield, and enter the specificChartField values in their corresponding fields.

NOTES


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PO Accounting Entries (cont.)

On the Detailstab:

Click the link in the Purchase Order IDcolumn to access the Purchase OrderInquirypage.

Te Closed Valuecolumn indicates whether the transaction has been closed (Y signifies closed; N signifies open). POs are closed via voucher finalization, thePO reconciliation job, or the force close of a PO. When a transaction is closed,the budget processor liquidates all its remaining unliquidated commitmentcontrol ledger amounts.

Te Reference Reversal IDcolumn displays the voucher ID associated with thereversal accounting entry lines.

NOTES

Te only additional information on the ChartFieldstab is the accounting period to which thetransactions are posted.

NOTES


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Match Workbench (cont.)

On the Detailstab:

Te Matchcolumn displays the match status of the voucher (manuallyoverridden, match dispute, match exceptions exist, or to be matched).

Click the voucher ID number in the Voucherscolumn to display the voucher.

Te Vendor IDcolumn displays the vendors ID. Click the icon to access theVendor Contactpage.

NOTES


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Match Workbench (cont.)

Te More Detailstab displays the vouchers post status and its source.

NOTES


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UM_FAP_AGING_MATCH_EXCPTN

Tis query displays vouchers with match exceptions by origin code. Business questionsanswered by this query are:

Which vouchers are being held up due to match exceptions?

Which match exceptions exist?


Locate the UM_FAP_AGING_MACH_EXCPN query. Te query prompts for an origincode.

Some columns have been removed from the screen shot in order to fit it on this page.

NOTES


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Voucher Build Error Detail

Tis inquiry page allows searches for vouchers with voucher build errors. Business questionsanswered by this inquiry are:

Are there any vouchers with pre-edit errors impeding their progress?

Are there any vouchers in recycle status, impeding their progress?

Navigate to: Accounts Payable > Vouchers >Maintain > Voucher Build Error Detail.

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Voucher Build Error Detail (cont.)

Tings to Remember

o search for vouchers in business units UMN01 and UMNIS, change theBusiness Unitqualifier to in and enter UMN01,UMNIS in the field.

o view only vouchers with build errors from a specific cluster, enter the desired

origin code in the Originfield.

o see the specific error, click the specific search result link.

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UM_FAP_PREEDIT_ERRORS

Tis query displays vouchers with voucher build pre-edit errors by origin and date. Tebusiness question answered by this query is:

Are there any vouchers with pre-edit errors impeding their progress?


Locate the UM_FAP_PREEDI_ERRORS query. Te query prompts for origin code anddate.


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UM_FAP_AGING_APPR_PENDING

Tis query displays vouchers that are pending approval by origin code. Business questionsanswered by this query are:

Which vouchers are being held up pending approval?

Who is the approver?


Locate the UM_FAP_AGING_APPR_PENDING query. Te query prompts for an origincode.


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UM_FAP_AGING_BUDGET_EXCPTN

Tis query displays vouchers with budget exceptions by origin code. Business questionsanswered by this query are:

Which vouchers are being held up due to budget exceptions?

What is the invalid ChartField string?


Locate the UM_FAP_AGING_BUDGE_EXCPN query. Te query prompts for anorigin code.


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UM_FAP_PAID_SPV_DATE_ORIGIN

Tis is an oversight query that displays paid single payment vouchers by date and origin code.Business questions answered by this query are:

How many single payment vouchers have been paid for a specific origin?

Is the single payment voucher style being misused by a specific origin?


Locate the UM_FAP_PAID_SPV_DAE_ORIGIN query. Te query prompts for an origincode.


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UM_FAP_MATCH_OVRD_BY_CLUSTER, MTCH_RULE, or USER

(cont.)

UM_FAP_MATCH_OVRD_BY_USER

Te results display the number of match overrides by financial system user.

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Terminology

1099 Vendor Vendors who perform services and for whom the University is requiredto report earnings to the IRS.

Asset Assets are defined as any movable, nonexpendable personal propertyequipment item, not permanently affixed to a building, with a life

expectancy of more than one year and an acquisition cost of $5,000 ormore per unit. Tis includes improvements that increase the value orextend the useful life of an item.

Blanket Order Blanket orders are contracts with vendors that supply identified goodsor standard services at an agreed-upon unit price up to an agreed-upondollar amount across an agreed-upon amount of time.

Budget Check Te financial system checks the budget based on the ChartField stringto determine if a budget exists, and if it does, checks to see if there is

sufficient money left in the budget for the purchase. Budget checks areperformed on requisitions, POs, and vouchers.

CPS Contract for professional services valued at $50,000 or above.

Dispatch Te sending of a purchase order to a vendor. Vendor dispatch methodsare defined in the vendor file and include e-mail, fax, print, andelectronic data exchange. Te Universitys preferred dispatch method ise-mail.

Encumbrance When a requisition is changed to a purchase order, the pre-

encumbrance is liquidated from the requisition and an encumbranceis established for the purchase order the value of the purchase orderis encumbered against the budget(s) to which it will charged. Teavailable budget amounts are decreased by the amount of the purchase.

Match Before a PO voucher can be paid, the voucher must match both thePO and the receipt. Match exceptions must be addressed beforepayment will be processed.

PCPS Performer, speaker, entertainer contract for professional services.

Pre-Encumbrance When a requisition is generated, a pre-encumbrance is created in thebudget records by the budget checking process. Tis indicates that thevalue of the requisition may not be available for spending elsewhere.


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Terminology (cont.)

Te contractor of a professional service provides special expertise in afield and employs specialized skills, such as architectural, engineering,performing, or lecturing skills.

Purchase Order A contract for the purchase of a good or service that includes prices

and terms.

QCPS Quick Contract for Professional Services valued between $3,000 and$49,999.

Receipt System receiving record.

Receiver A financial system user who enters receipts in the financial system.

Requisition Request for goods and services entered into the eProcurement module.

Requisition Preparer A financial system user who enters requisitions in the financial system.

Standard Service A standard service is a service that does not require highly specializedskills. Examples of standard services include printing services,plumbing services, and lawn-care services.

Source A system process which verifies that the PO has a vendor specified.POs cannot be processed without a vendor.

VCPS Voucher Contract for Professional Services valued less than $3,000.

When entered in the financial system, these requisitions automaticallygenerate a PO and a voucher.

Professional Service


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Resources

Accounting Services 612-624-1617 www.finsys.umn.edu/accountingsvs/

accountingsvshome.html

Controllers Office 612-624-1617 www.finsys.umn.edu/controller/

controllerhome.html

Disbursement Services 612-624-1617 www.finsys.umn.edu/disbursement/

disbursementhome.html

Enterprise Financial System 612-624-1617 www.finsys.umn.edu

External/Internal Sales 612-624-1617 www.finsys.umn.edu/sales/saleshome.html

Financial Helpline 612-624-1617 www.finsys.umn.edu/helpline.html

Information echnology 612-301-4357 www.umn.edu/oit

(1-HELP)

Internal Audit 612-625-1368 www.umn.edu/audit/Index.html

Inventory Services 612-626-8222 www.finsys.umn.edu/inventorysvs/

inventorysvshome.html

Purchasing Services 612-626-0366 www.finsys.umn.edu/purchasing/

purchasinghome.html

Research Education & Oversight 612-625-9057 www.research.umn.edu/reo

Sponsored Financial Reporting 612-624-4313 www.finsys.umn.edu/sfr/sfrhome.html

Sponsored Projects 612-624-5599 www.ospa.umn.edu

Administration

raining Services 612-626-1373 www.umn.edu/ohr/trainingservices

reasury Accounting 612-624-1617 www.finsys.umn.edu/treasury/

treasuryhome.html

UMN Worklist (BPEL) https://prd.oas.oit.umn.edu/umnworklist

University Accounting Policies 612-624-1617 process.umn.edu/groups/ppd/documents/

Policy/General_Accounting.cfm


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