peoplesoft basic inquiry

PeopleSoft Basic Inquiry

http://osuebusiness.osu.edu

Getting Started http://osuebusiness.osu.edu/documents/AccessRequestForm_001.xls

1. Activate your OSU Internet Username (name.#)

• https://my.osu.edu/public/IdentityManagement/

• Complete the Institutional Data Policy training on OSU Carmen.

• http://ocio.osu.edu/policy/policies/policy-on-institutional-data/

• http://carmen.osu.edu/

2. Complete the Financial Systems Access Form on the Business Office Web site.

• http://osuebusiness.osu.edu/forms.php

• Fax to 614-688-0529

You will receive a packet in the mail once your access has been established.

Accessing PeopleSoft

Review the Message of the Day

Type your User ID and Password.

Click Sign In to access the Financials 8.4 system.

Forget your password? 8help@osu.edu

PeopleSoft CoursesOffered by the Business Office

Basic Inquiry Approvals Data Entry (PREP Entry) Advanced Inquiry

What is PeopleSoft

Financial System Used to track and enter transactions:

Purchasing Asset Management Accounts Payable Accounts Receivable General Ledger activity Travel

Inquiry Overview Use the PeopleSoft® online system to find information.

Dispatched Purchase Orders (PO numbers)

How much money is left on a purchase order

When a purchase order ends

What vouchers have been paid

Print copies of purchase orders

If a vendor is in the database and ready for ordering

Reimbursements (travel, personal, county)

Anatomy of a Page

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PeopleSoft® Home Page

PeopleSoft® Procurement Inquiry Home Page

Purchase Order Inquiry *Find a PO Number

*See the original PO information

*See what was sent to the vendor

PeopleSoft® Purchase Order InquiryOriginal Purchase Order Information

Three search options:

Org # 57001

Org # & Date 570010

PO # 570018AA01

PeopleSoft® Purchase Order InquirySearch Results

PeopleSoft® Purchase Order Inquiry

Click Schedule, then click on Distribution to see Chartfield information

Take five minutes…

Take five minutes and search for a PO for your org. Once you find one see if you can find the following:

Chartfield Comments Vendor Name

Then click return to search and find another one.

Purchase Order Activity Summary *Check the Status

*See if there is money left

*See if there are problems

*Find the invoices paid

PeopleSoft® Purchase Order Activity Summary

Status of Purchase Orders

Three search options:

Org # 57001

Org # & Date 570010

PO # 570018AA01

PeopleSoft® Purchase Order Activity SummaryResults

PeopleSoft® Purchase Order Activity Summary

PO + PO + Change Change OrdersOrders

$ here means a potential $ here means a potential

Match ExceptionMatch Exception

If dispatched If dispatched then this money then this money

can be spent!can be spent!

Are there multiple lines?Are there multiple lines?

PeopleSoft® Purchase Order Activity SummaryInvoice Page

Take five minutes…

Take five minutes and search for a PO for your org. Once you find one see if you can find the following:

The status of the PO The amount remaining on the PO Voucher ID’s for invoices paid on the PO

Then click return to search and find another one.

Voucher Inquiry *Check to see if something was entered

*See if there is a payment on a voucher

*Check to see what chartfield was used

PeopleSoft® Voucher Inquiry

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Limit your search by type and date range!

Click Reset Criteria in between searches.

Take five minutes…

Search for: Voucher ID: 09EE001T

Invoice ID: 634211

PREP ID: BUXT9735 Limit this search by choosing…Voucher Date Type:

Entered on 01/01/2010-01/31/2010

Don’t forget to click Reset Criteria in between searches!

PeopleSoft® Voucher InquiryVendor Lookup

Take five minutes…

Search for: A person. Example: buxton,cynthia A unique vendor. Example: Milo’s Deli.

Identify the vendor and click ok then click search to see the vouchers under that vendor.

PeopleSoft® Voucher InquiryResults

Chartfield Information

Click to view the image of the invoice

Take five minutes…

Search for: Identify the Chartfield used to pay the

invoice Identify the amount paid View the invoice if available.

Voucher Inquiry •Check to see where a payment was mailed.

•See if the vendor cashed the check.

•See if there are other vouchers on your payment.

Payment Information

PeopleSoft® Voucher InquiryPayment Information (cont)

Take five minutes…

Search for: Search for the place a check was mailed. The date a check was cashed. The number of vouchers that made up the

check amount.

PeopleSoft® Vendor Lookup

• Look up to see if a vendor is

active.

•Verify the address

PeopleSoft® Vendor Lookup

Take a few minutes…

Search for: A unique vendor in your area Example Milo’s Deli

PeopleSoft® Purchase Order Print

Print a PO

PeopleSoft® Purchase Order PrintCriteria

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PeopleSoft® Purchase Order PrintProcess Monitor

PeopleSoft® Purchase Order PrintPDF

Take five minutes…

Search for: A Purchase Order Example: 550138AA19

Basic Inquiry recap

Original PO information Status of a PO Print a PO

Inquiry on a Voucher Inquiry on a Payment

Find a vendor

Business Office Web site http://osuebusiness.osu.edu

Office of Information Technology Help https://assist-erp.osu.edu/assistprocurement84/WebHelp/start.htm

Resources