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PeopleSoft Financials

Page 1of 26 University of Oklahoma Purchasing Department

THE UNIVERSITO K L A H O M

Norman Campus

eopleSoft Upgrad

Requisition Ent

&

Approver Traini

Version 9.0

12/12/08

OF

9.0

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g


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PeopleSoft Financials Version 9.0

Page 3of 26 University of Oklahoma Purchasing Department 12/12/08

Link to PeopleSoft Financials ProductionDatabase

https://fin.ou.edu


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Steps to Entering ePro RequisitionA requisition is a formal request for an item that is used to generate

a purchase order (PO). A requisition is identified by a requisition IDthat is unique to facilitate tracking all requests through the system.A requisition consists of a header and one or more lines.

The following chart lists the steps for entering an online requisition:

From the main menu, select eProcurement Create Requisition

NOTE: Requisition Name: If desired you can enter a unique

unique requisition name. System will still assignrequisition ID number.

1. *Define Requisition

Click to expand Line Defaults


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Click to identify vendor (if vendor unknown or not in system

use Best Source Vendor #0000019344

* Enter requested due date

*Accounting Defaults

Chartfields Tab1 click under accountto identify account

code.

Chartfields Tab2 click under dept numberto select

department number.

*Click

NOTE: If splitting department number do notenter accounting

defaults on this page. (See page ?)

Step 2

*Add items and Services

Click on Special Item


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Enter information for requisition line

Item Description:

Price:

Quantity:

Category:

Unit of Measure:

Additional Information:

Click

NOTE: For additional lines repeat above steps


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Step 3

*ClickReview and Submit

* EnterJustification/Comments that pertains to the entire

order if any.

NOTE: For items that are used often check

click or This procedure willsave line items.

NOTE: If deletion of line item is needed check box next to

line item and click

*If requisition entry is complete

* Click you will receive a requisition

number on confirmation page.


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Step 4

NOTE: To edit requisition or add more information after save

Click

If edit is not required continue with requisition process.

Click

Click

ClickView Printable Version to print requisition, if needed.

Check box to Show Distribution Information


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COPY OF VIEW PRINTABLE VERSION REQUISITION


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Feature: Splitting Chartfields

You may need to split the Chartfield spread. You can do

this by adding additional lines.

NOTE: If splitting cost between two or more chartfields

enter separate lines for each one. Grant sponsored

accounts must always appear on 1stline item.

*STEP 1

Define Requisition

Click to expand Line Defaults

Click to identify vendor (if vendor unknown or not in system

use Best Source Vendor #0000019344

* Enter requested due date

*Click


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*STEP2

Clickon Special Item

Note: Separate lines are required per each departmentnumber/account code used.

*Enter information for requisition line.

*Item Description:

*Price:

*Quantity:

*Category:

*Unit of Measure:

*Additional Information:

Click

NOTE: For additional lines repeat above steps.


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*STEP 3

ClickReview and Submit

NOTE: When splitting multiple department numbers click expand

section at each line.

Click on next to SpeedChart and select department

number from list.

(NOTE: when selecting department number from SpeedChart,quantity and account will disappear and will need to be re-entered).

*If requisition entry is complete

* Click you will receive a requisition

number on confirmation page.


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Manage Requisitionspage under eProcurementmodule allows youto monitor activity on the requisition once it has been created. Youonly need to know the requisition number to find what has happenedsince the creation

From the main menu, select eProcurementManage Requisitions

Step Action

1

Enter any known identifying informationto locate requisitions,

edit the criteria in search fields and click the button.

Options include:

* Requisition ID:

* Date From: & Date To:(within time requisition or PO entered)

* Requester ID:

* Request Status:

* Budget Status:

* PO ID:

2 Changes to an Existing Requisition can only be made if

Edit Requisition appears under the click on drop

down select Edit Requisition and click (if edit requisitiondoes not appear in your drop down you will need to contactPurchasing.


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3 To view the lifespan and line items for a requisition, click theExpand triangle icon: Icons are illuminated as the requisitionprogress through the purchasing process.

To edit or perform action on a requisition, make a selection from

the Action dropdown list and click .

When receiving items you have requested, you will use theeProcurement Manage Requisitions page to locate the requisition andenter the receipt.

From the main menu, select eProcurementManage Requisitions

Step Action1 Enter Requisition IDnumber to locate requisition, click the

button. Make sure date range is within time framerequisition was created.

2 Clickdrop down on select receive order click

3 Receive items page appears

Check box next to item to receive.

4Click

.


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5 Enter Received Quantity

6Click

7 The receipt saved successfully message appears

8 Click to monitor additional requisitionactivity.


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Approval Process

Step 1: Menu Choices

Click on the Worklist hyperlink top right corner

Click on the Worklist link from the menu

or

Click on the hyperlink from e-mail notification:

A requisition has been entered which requires your attention.

Requester: 408519

Business Unit: UNIVERSITY OF OKLAHOMA

Requisition ID: 2000001169

Requisition Name: 2000001169

Date: 2006-02-13

You can navigate directly to the approval page by clicking the link below.

http://gsplas129.peoplesoft.com:7051/psp/e881g20p/EMPLOYEE/ERP/c/PV_MAIN_MENU.PV_REQ_APPROVAL.GBL?Action=U&BUSINESS_UNIT=NORMN&REQ_ID=2000001169


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Step 2: Approval Page

Step 3: Review Requisition Information

Click

Click

Requisition line(s) will appear


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Step 4: Approval Options

Approvesends the requisition to next level of approval

Denysends the requisition back to requester

If Deny is selected type the reason in the comments field

An email notification, including comments will automatically

be sent to the requester. Requester will have access to make

any necessary changes if needed to denied requisition.

Email notifications are automatically sent throughout the approval process

accept for the pushback option

Step 5: Return to Worklist

Allows the approver to return to the worklist and view any remainingrequisitions that need processing.


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E-mail Samples

A requisition has been entered which requires your attention.

Requester: 408519




Date: 2006-02-13

You can navigate directly to the approval page by clicking the link below.

http://gsplas129.peoplesoft.com:7051/psp/e881g20p/EMPLOYEE/ERP/c/PV_MAIN_

MENU.PV_REQ_APPROVAL.GBL?Action=U&BUSINESS_UNIT=NORMN&REQ_ID=2000001169

The following requisition has been "Approved".

Requester: 408519




Date: 2006-02-15

You can navigate directly to the approval page for more information byclicking the link below.


The following requisition has been "Denied".

Requester: 411753


Requisition ID: 2000001169Requisition Name: 2000001169

Date: 2006-02-13

You can navigate directly to the approval page for more information byclicking the link below.



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Reports Run Controls

Generate and Print Reports, Requisitions &Purchase Orders

The Basic Setup for All Reports is the same. The firststep will be to make sure that you have a Run Control touse for your report.

If you name your Run Controls to match the type ofreport, you will not have to setup the parameters each

time you run the report.If you have an existing Run Control Use the Find anExisting Value tab and click the Search button to listyour Run Controls.

If you need to set up a new Run Control Use the Add

a New Value tab and click the Add button to create anew Run Control.


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Requisition Print

Step 1: Menu ChoicePurchasing

Requisition

Report

Print Requisition

Enter:

Business Unit NORMNThe Requisition #


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Step 2: Click

Click

Step 3:

Click on the Process Monitor button

Using the Process Monitor

The Process Monitor has the same functionality for all types of reports. It monitorsthe progress of your report request.

The Process List tab will display the specific report that you are currently running.

NOTE: The Run Status of the Report can be updatedby clicking on the Refresh button.


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Step 4 Click

Until Run Status reads Success andDistribution Status reads Posted

Click on Details

Click on View Log/Trace

Click on the name of the report (the pdf file)

An Adobe Acrobat window will appear


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PO Print

Step 1: Menu ChoicePurchasing

Purchase Orders

Review PO Information

Print PO

Enter PO number in PO ID field

Follow steps on page 21 starting with step 2


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