enterprise eprocurement 9.0 created on 2/4/2010 … training material...upon completion of this...

Enterprise eProcurement 9.0 Created on 2/4/2010 4:24:00 PM

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Training Guide Enterprise eProcurement 9.0

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Table of Contents Enterprise eProcurement 9.0 ........................................................................................1

eProcurement Navigation ..................................................................................................... 1 Navigating eProcurement .................................................................................................................. 1

Performing Searches ............................................................................................................. 4 Browsing Catalogs............................................................................................................................ 4 Performing Keyword Searches .......................................................................................................... 8 Performing Advanced Searches ...................................................................................................... 11 Performing Compare Searches ........................................................................................................ 15

Creating Requisitions .......................................................................................................... 18 Defining Requisitions ..................................................................................................................... 18 Accessing and Editing a User Profile .............................................................................................. 22 Creating a New Requisition ............................................................................................................ 27 Editing, Saving, and Submitting a Requisition ................................................................................. 40 Using Express Requisitions............................................................................................................. 52 Managing Requisitions ................................................................................................................... 58

Item Selection Methods ....................................................................................................... 65 Saving and Selecting Favorite Items................................................................................................ 66 Creating and Using Personal Templates .......................................................................................... 78 Creating a Special Request for Goods ............................................................................................. 94 Creating a Special Request for Services ........................................................................................ 102

Approving Requisitions..................................................................................................... 108 Understanding Requisition Approval ............................................................................................ 108 Approving or Rejecting a Requisition ........................................................................................... 111 Delegating Approval for Requisitions ........................................................................................... 128

Sourcing Requisitions into Purchase Orders.................................................................... 132 Understanding the Quick Sourcer and Requisition Expediter ......................................................... 132 Using the Quick Sourcer ............................................................................................................... 136 Using the Requisition Expediter .................................................................................................... 147

Processing Purchase Orders ............................................................................................. 152 Understanding Purchase Order Processing .................................................................................... 152 Understanding eProcurement Dispatch Options ............................................................................. 159 Manually Dispatching Purchase Orders ......................................................................................... 167

Managing Change Requests .............................................................................................. 173 Understanding the Change Request Process .................................................................................. 173 Creating a Change Request ........................................................................................................... 177 Processing a Change Request ........................................................................................................ 188

Receiving and Returning to Vendor ................................................................................. 200 Receiving Items ............................................................................................................................ 200 Returning Items to a Vendor ......................................................................................................... 206

Maintaining Vendor Information ..................................................................................... 214 Adding a Vendor .......................................................................................................................... 215 Entering Single Payment Vendors ................................................................................................. 233 Approving Vendors ...................................................................................................................... 239 Inactivating Vendors..................................................................................................................... 243

Running Reports ............................................................................................................... 249 Running Financials and SCM Reports ........................................................................................... 250

Training Guide

Enterprise eProcurement 9.0

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Page 1

Enterprise eProcurement 9.0 PeopleSoft eProcurement provides a cost- and time-saving solution to the procurement of

indirect goods and services. In addition, eProcurement automates internal approvals of purchase requests to improve the purchasing process and expedite orders.

Using eProcurement, a user can search for goods and services from various suppliers by browsing through a single online catalog. This application provides requestor services, buyer

services, and supplier services within an organization.

Upon completion of this module, you will be able to:

• Navigate through the various pages of PeopleSoft eProcurement.

• Perform searches.

• Create, edit, and submit a requisition. • Use express requisitions.

• Use favorite items.

• Create and use personal templates. • Create special requests for goods and services.

• Manage requisitions.

• Approve and reject requisitions. • Source requisitions to convert them into purchase orders.

• Process purchase orders.

• Create and process change requests.

• Receive and return items to vendors. • Maintain vendor information.

• Run reports.

eProcurement Navigation PeopleSoft eProcurement provides a navigation center page that contains a grouping of folders.

These folders support the activities of organizational requestors and buyers.

Upon completion of this lesson, you will be able to:

• Navigate through PeopleSoft eProcurement.

Navigating eProcurement The PeopleSoft eProcurement application has some inherent features that make the application

easy to use and facilitate the procurement process within an organization. This application has a

flexible system setup. Depending on your organization's unique requirements, you can determine

how much centralized or decentralized control over procurement is required.

In this topic, you will log on to the PeopleSoft application and learn how to navigate to different

sections of the PeopleSoft eProcurement application.

Procedure

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Step Action

1. You log on to the PeopleSoft application by specifying the User ID and the

Password supplied to you by your system administrator. Note that both user ID and

password are case sensitive. For this exercise, you will log on as Kelly Jones.

Click in the User ID field.

2. Enter the desired information into the User ID field. Enter "KELLYJONES".

3. Click in the Password field.

4. Enter the desired information into the Password field. Enter "KELLYJONES".

5. Click the Sign In button.


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Step Action

6. You have logged on to the PeopleSoft eProcurement application. To start eProcurement, you need to click the eProcurement menu item.

Click the eProcurement link.

7. The eProcurement home page is displayed. The links displayed on this page vary

according to the logon credentials used to log on to the application.

Kelly Jones is a requestor. Therefore, this page displays the links that are relevant to

the tasks performed by a requestor. If you log on as an administrator or a buyer, you

will have additional links displayed on this page.

8. You can use the various links on the eProcurement home page to navigate to different parts of the PeopleSoft eProcurement application. For example, to create a

new requisition, you use the Create Requisition link.

9. You can also use the menu links displayed under the eProcurement menu item to

navigate to the various pages.

10. You use the Worklist menu item to navigate to the Worklist page. This page acts as a To Do list for the user by including all procurement tasks that need to be

completed by the user.

11. You are now familiar with the interface of eProcurement and can navigate through

the application to complete procurement tasks.

End of Procedure.

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Performing Searches

PeopleSoft eProcurement enables you to purchase items from multiple vendors. To select items to purchase, you need to know the different methods for searching the eProcurement catalogs.


• Browse catalogs. • Perform keyword searches.

• Perform advanced searches.

• Perform compare selected searches.

Browsing Catalogs The items in the eProcurement catalog are classified by category. The PeopleSoft eProcurement

application enables you to browse the eProcurement catalog categories to find an item to purchase.

Consider this scenario: You need to purchase some equipment. However, you are not sure which items you want to purchase. Your goal is to browse the eProcurement catalog and display the

available items within the camping category.

Procedure


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Step Action

1. Begin by navigating to the Create Requisition page.


Step Action

2. Click the Create Requisition link.

3. Use the Add Items and Services step to find items for a new or existing requisition.

You can search for items to include in a requisition by using the Search field to enter key words or phrases for a search.

This search looks for items in catalogs, favorites list, templates, services, forms, and

the web and displays the results of the search in collapsible grids.

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Step Action

4. Click the Catalog tab.

5. You can also browse catalogs. This search method defines which catalogs the system uses when checking for an item. Using a tree, you can further define catalog

categories.

6. You can also search catalogs for item attributes such as manufacturer, item ID or

vendor name, and price ranges.

After you enter search criteria, click the Search button to complete the search.

7. Use the Select a catalog field to choose from the catalogs that are available to you.


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Step Action

8. Catalogs are organized in a tree structure. You can search at any level in the tree.

Click the Expand button.

9. Search for the items in this category.

Click the Hardware link.

10. The items in the category are displayed in the Results grid.

Click the vertical scrollbar.

11. Click the vertical scrollbar.

12. Click the Item IDs tab to view the IDs associated with each item.

Click the Item IDs tab.

13. Click the item's description to access the Item Description page where you can view details about the item.

Click an entry in the Description column.

14. Details about the item, such as the vendors that can supply this item, the item price,

and inventory business units where the selected item is available, are displayed.

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Step Action


16. You can use the Return to Previous Page link to view other items if the displayed item description does not match your requirements.

Click the Return to Previous Page link.

17. You have successfully browsed the eProcurement catalog to display items in a

category.

End of Procedure.

Performing Keyword Searches You can search the eProcurement catalog by specifying a keyword as the search criteria. This

enables you to narrow the search to a specific set of items in the catalog.

In this topic, your goal is to search the eProcurement catalog by using a keyword to display the

available items.

Procedure


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Step Action



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Step Action



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Step Action

3. In the Search field, enter a value from the item description. The system searches all catalogs for items that match the criteria that you enter. Other fields defined for the

item, such as, vendor name, manufacturer name, item ID, manufacturer ID, vendor

ID, vendor item ID, or manufacturer item ID can also be searched from here

depending on the set up of the system.

Use any combination of letters, numbers, and spaces. The field is not case-sensitive.

Do not use quotation marks, Boolean search qualifiers, wild cards, punctuation marks (except for the apostrophe), or special characters, such as %, |, ^, #, @, $, (,

and ).

Click in the Search field.

4. Enter the desired information into the Search field. Enter "software".

5. To initiate a search, click the Search button.

Click the Search button.

6. The search results are displayed. Notice that the search results display only items

that contain the word 'software'.

7. If you get more than one page of items, you can view items in the subsequent pages

by clicking the pagination buttons.

8. You have successfully searched for items by specifying a keyword.

End of Procedure.

Performing Advanced Searches

You perform an advanced search when you want to search the eProcurement catalog using

multiple criteria. An advanced search limits the number of items returned after a search. You can refine your search by specifying information, such as item description, item ID, manufacturer

name, manufacturer item ID, vendor name, or vendor item ID.

Consider this scenario: You need to purchase some items supplied by a specific vendor. Your

goal is to perform an advanced search by specifying keyword and vendor information.

Procedure

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Step Action




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Step Action


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Step Action

3. Click the Catalog tab.

Step Action

4. You can perform an advanced search by specifying item information, such as the

item description, the vendor, and the item ID. For this example, you will specify the

item description and the vendor.

Click in the Description field.

5. Enter the desired information into the Description field. Enter "Monitor".

6. Click in the Vendor field.

7. Enter the desired information into the Vendor field. Enter "CompUSA".

8. After you enter search criteria, click the Search button to complete the search.



10. Notice that only the monitor supplied by the vendor CompUSA are displayed.


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Step Action

11. You have successfully searched the eProcurement catalog using the advanced search feature.

End of Procedure.

Performing Compare Searches A compare selected search enables you to compare selected items. This enables you to purchase an item after comparing similar items.

In this topic, your goal is to search the eProcurement catalog to display and compare the available items.

Procedure

Step Action



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Step Action



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Step Action

3. In this example, you will perform a compare search for monitors supplied by different vendors.

Enter the desired information into the Search field. Enter "Monitor".

4. Click the Search button.

Step Action

5. You will perform a compare search for three different vendors.

Click the Monitor 16inch option.

6. Click the Monitor 16inch option.

7. Click the Monitor 16inch option.


9. Click the Compare button.

10. A side-by-side comparison of the three items is displayed.

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Step Action

11. You have successfully searched the eProcurement catalog and compared the

displayed items.

End of Procedure.

Creating Requisitions After searching and browsing the item catalog, you create a list of items to purchase from

different suppliers. You then create a requisition to start the eProcurement purchasing process.


• Define a requisition.

• Access and edit a user profile. • Create a requisition.

• Edit, save, and submit a requisition.

• Use express requisitions.

• Manage requisitions.

Defining Requisitions Before you enter requisitions into the system, you must be authorized to process requisitions on

the User Preferences page. Also, the user ID must be identified as a requester on the Requester

Setup page, where you add defaults for requisitions.

In this topic, you will view the Define Requisition page.

Procedure


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Step Action



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Step Action


3. Use the Create Requisition page to create or change a requisition.

When you create or change a requisition, a group of links appear above the requisition page. They display the different stages of requisition creation: Define

Requisition, Add Items and Services, and Reviewing and Submitting. As you go

through requisition creation, the stage that you are currently using is highlighted. To advance or return to a stage, select the stage.

4. The Define Requisition step enables you to define information for a new

requisition. To access the page, you must have a user profile that includes a user role

with the PeopleSoft eProcurement CHANGEREQBU role action. The PeopleSoft set up determines the allowed business units and requester names for the user

profile. As you add items to the requisition, they appear in the Requisition Summary

along with cost information.

Note that requesters with the eProcurement role action of NOVICEREQSTR, will

not be able to access this page.

5. Use the Requester field to enter the name of the person requesting these materials

or services. This can be your name or you can purchase on behalf of another person. To purchase on behalf of another user, these requesters must be defined on the User

Preferences page.

6. Use the Requisition Name field to enter a description of the request. This name can

help you identify this requisition as it flows through the system. The request can also be tracked using the requisition ID assigned when it is saved.


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Step Action

7. The currency selected for the business unit displays in the Currency field. This can be overridden if the business unit allows for multi-currency processing.

8. Use the Priority field to enter a priority for reporting or query purposes.

Step Action

9. Click the Expand section button.

10. The fields that you enter in the Line Defaults section apply to the entire requisition.

You can override these values on the requisition line or at the shipment or

distribution level. Default values that appear in these fields come from the item definition—according to the item default hierarchy in PeopleSoft eProcurement and

Purchasing. When no predefined values exist, the data you enter in the line defaults

section replaces blank fields as defaults.

11. Use the Vendor field to enter the vendor from the items on this requisition. This overrides the default vendor ID. The default location for the selected vendor appears

to the right of the Vendor field. You can select a different location. However, use

caution when changing the vendor location. Purchase orders are not sent to

marketplace unless the vendor ID and vendor location match those values defined on the Linked Supplier Setup page. To access the page, select eProcurement,

Administer Procurement, Maintain Supplier Integration, Linked Suppliers.

12. Use the Vendor Location field to view the location of the vendor. The default is

based on the value that is defined for the vendor.

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Step Action

13. Use the Buyer field to enter a buyer for this requisition. At the requisition line level,

the system uses the buyer from the item definition or item vendor.

14. Use the Category field to define a default category for this requisition.

15. Use the Unit of Measure field to define the unit of measure for use on this

requisition.

16. Use the Ship To field to define the standard address to which most of the requisition is delivered.

17. Click the Modify Shipping Address link to access the Shipping Address page,

where you can enter a shipping address that is not in the standard ship to location

codes.

18. Use the Due Date field to enter the standard date you wish to receive the items on this requisition.

19. Use the Attention field to enter the person from who you want to receive

notification about this shipment. The system includes this field value on outbound

purchase orders to the Marketplace.

20. Use the Accounting Defaults section to enter ChartField and asset management information.

21. You have successfully reviewed the data available when defining a requisition.

End of Procedure.

Accessing and Editing a User Profile In PeopleSoft eProcurement, you can use the user profile pages to maintain your personal

information, such as e-mail addresses, preferred language, and currency.

In this example, your goal is to access your user profile pages and enter your personal information.

Procedure


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Step Action

1. Begin by navigating to the My Profile page.


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Step Action

2. Click the My Profile link.

3. Use the My Profile page to define information about yourself including email

addresses, passwords, alternate IDs, and preferred languages.


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Step Action

4. In this example, you are going to specify an e-mail address. PeopleSoft eProcurement uses this address to send workflow notification messages when your

requisitions are processed.

Click the Edit Email Addresses link.

5. Use the Email Addresses page to enter your email addresses and type as well as

select your primary account.

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Step Action

6. Click in the Email Address field.

7. Enter the desired information into the Email Address field. Enter

"[email protected]".

8. Click the OK button.


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Step Action

9. The next task is to specify the currency information. The Currency field enables you to specify the currency in which the requisition amount will be calculated.

Click in the Currency field.

10. Enter the desired information into the Currency field. Enter "USD".

11. If you will be temporarily unavailable, you can select another user to receive your

routings. The fields in the Alternate User section enable you to do this.

12. Click the Save button.

13. You have successfully accessed and edited a user profile.

End of Procedure.

Creating a New Requisition To purchase an item, you need to create a requisition. In PeopleSoft eProcurement, a requisition

is an online form that you use to request items or services.

Note that before you can create requisitions, you must be setup as an authorized user on the User

Preferences page. In addition, your user ID must be identified as a requestor on the Requester

Setup page.

Consider this scenario: You need to purchase office items. Your goal is to create a requisition for

10 electric calculators and 50 yellow pads.

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Procedure

Step Action




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Step Action


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Step Action

3. Click the Continue button.

Step Action

4. The first step in creating a requisition is to select the items for the requisition. To

select items, you can:

• Use the Search field to enter key words or phrases for a search.

• Browse catalogs. • Search catalogs for item attributes such as manufacturer, item ID or vendor name,

and price ranges.

In this example, you will browse a catalog.

Click the Right button.

5. Click the Supplies link.

6. The items in the Supplies category are displayed. For this example, you need to add electric calculators and yellow paper pads.

Click the Calculator, Electric option.


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Step Action

7. Specify the number of items you want to order. By default, a value of one is specified in the Qty field. For this example, specify that you want to add 10

calculators.

Click in the Quantity field.

8. Enter the desired information into the Quantity field. Enter "10".

9. Click the Paper Pad, 8.5 x 11 Yellow option.

10. Click in the Quantity field.


12. After specifying the items to be added, you need to add them to the requisition. You

can add items individually or all at once.


13. Click the Add button.

14. Click the Review and Submit link.

15. The Review and Submit step appears. Use this step to review and edit requisitions

that have not yet been submitted for approval.

16. The items you added are displayed in the Requisition Lines section. This section includes details such as the description of the items, quantity, and the total amount.

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Step Action

17. Additional editing can be done from this page. For example, you can edit line,

shipping, and accounting information.


18. Click the Modify Line / Shipping / Accounting button.

19. Use the Modify Line/Shipping/Accounting page to change shipping instructions

and accounting details for requisition lines.


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Step Action

20. Click the Modify Shipping Address link to access the Shipping Address page.

Click the Modify Shipping Address link.

21. Use the Shipping Address page to where enter a shipping address that is not currently defined in the system as a ship to location. The system uses this feature for

shipments to a location that will not be used again, for example, shipments to a

construction site or other temporary location.

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Step Action

22. In this example, you are not modifying the address.

Click the Cancel button.


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Step Action

23. Click the Cancel button.

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Step Action

24. Click the Line Details button to access the Line Details page.

Click the Line Details button.

25. Use the Line Details page to modify additional details on the line, such as the buyer, vendor, and other line specific information.

Step Action

26. In this example, you are not modifying item detail information.



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Step Action

27. Click the Comments button to access the Line Comments page.

Click the Comments button.

28. Use the Line Comments page to record a comment about this item or attach a file to this requisition line. You can send comments and attachments to the vendor.

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Step Action

29. In this example, you are not adding any comment information.


30. Click the Save & submit button to save the requisition and submit it for approval,

sourcing, and dispatching to a vendor. It remains editable while the status is Open or

Pending. When you click this button, the system displays the Confirmation page to inform you that the request has been successfully saved and provide summarized

information about the request including the requisition ID and total price.


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Step Action

31. Click the Save & preview approvals button to access the Confirmation page where you can view requisition details and approvers.

Click the Save & preview approvals button.

32. The Confirmation page displays basic information about the requisition and the

number of items it contains. It appears when you either submit a requisition or save

it for later use.

33. Click the Submit button to submit requisition for further processing.

34. Click the View a printable version link to preview and print the requisition.

35. Click the Manage Requisitions link to go to the Manage Requisitions component where you can further process the requisition.

36. Click the Create New Requisition link to add a new requisition.

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Step Action

37. Click the Edit Requisition button to access the Edit Requisition page where you

can make changes to the requisition and submit it again.

Click the Edit Requisition button.

38. Notice that a requisition number now displays in the Requisition Name field.

39. You have successfully created a requisition.

End of Procedure.

Editing, Saving, and Submitting a Requisition You may need to edit a requisition after creating it. Editing a requisition involves performing

activities such as adding comments, changing the quantity of items, and distributing the items

among departments.

You can edit a requisition before it is finalized and submitted for approval. Approved requisitions

are then placed on a Purchase Order (PO) and dispatched to the vendor.

Consider this scenario: You have created a requisition to purchase office items. Now, you need to

add comments about the shipment of one of the items ordered and add shipping information for the other item.

Procedure


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Step Action

1. Begin by navigating to the Manage Requisitions page.


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Step Action

2. Click the Manage Requisitions link.

3. Use the Manage Requisitions page to view a list of requisitions in various statuses.

From this page, you can access other pages to perform tasks, such as review

requisition details, edit or cancel requisitions, create change requests, receive stock, or return stock to the vendor.

4. You can search for specific requisitions by specifying by requisition ID, dates,

requester, who entered the PO, and by PO number and status.

The Requester and Entered By fields appear only for users who are assigned the

role action REQ_MGR_OPR.

5. Click the Req ID link to access the Requisition Details page where you can view

details about individual requisitions. The PO Information header bar appears only if a purchase order was created for the requisition.


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Step Action

6. Click the Select Action list.

7. Click the Edit Requisition list item.

8. Click the Go button.

9. Use the Edit Requisition page to perform activities, such as adding comments and modifying shipping information. This page is accessible only for open requisitions.

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Step Action

10. First, you need to add comments about the shipment of calculators.

Click the Comments button.

11. You use the Line Comments page to record comments about a selected item.


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Step Action

12. Click in the USD field.

13. Enter the desired information into the USD field. Enter "The calculators should be

shipped within two days of the requisition.".

14. Select the Send Comment to Vendor check box to display the comment on the

copy of the PO that is sent to the vendor.

Click the Send to Vendor option.


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Step Action

16. Next, you need to enter shipping information for an item.


17. Click the Modify Line / Shipping / Accounting button.

18. Use the Modify Line/Shipping/Accounting page to change shipping instructions and accounting details for requisition lines.


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Step Action

19. Click in the Ship To field.

20. Enter the desired information into the Ship To field. Enter "US001".

21. Click the Modify Shipping Address link to access the Shipping Address page

where you can enter a shipping address that is not currently defined in the system as

a ship to location. The system uses this feature for shipments to a location that will not be used again, for example, shipments to a construction site or other temporary

location.

Click the Modify Shipping Address link.

22. Use the Shipping Address page to enter a temporary shipping address that has not

been defined as a ship to location, for example, a temporary construction site.

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Step Action

23. The address for the specified ship to ID is displayed. Click OK to save the address.

Click the OK button.


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Step Action

24. Use the Due Date field to review or change the arrival date of this shipment. The date that you enter here is a suggested date. When the purchase order is created, the

system or buyer attempts to meet this date or changes it to a realistic due date.

Click in the Due Date field.

25. Enter the desired information into the Due Date field. Enter "04/06/2007".

26. In the Attention field, enter the name of the individual who should receive the

items. This name displays on the shipping documents.

Click in the Attention field.

27. Enter the desired information into the Attention field. Enter "Ken Schumacher".

28. Use the Accounting Information section only if you need to change the accounting information for the requisition. The default structure is derived from the user profile,

the item category, and from the Define Requisition page.

29. Click the Apply button.

30. Use the Distribution Change Options page to select which requisition lines changes are applied to.

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Step Action



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Step Action

32. You have edited the requisition. Now, you need to submit this requisition.

Click the Save & submit button.

33. Use the Confirmation page to confirm requisition checkout information.

34. Click the Manage Requisitions link to go to the Manage Requisitions component

where you can further process the requisition.

35. Click the Create New Requisition link to add a new requisition.

Step Action

36. Click the View a printable version link to preview and print the requisition.

Click the View printable version link.

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Step Action

37. Click the Show Distribution Information option.

38. Review the information. Click the Print Requisition button to open a print dialog box to send a print to your local printer.

39. Press the left mouse button on the Close Window button.

40. You have successfully edited, saved, and submitted a requisition.

End of Procedure.

Using Express Requisitions PeopleSoft eProcurement is delivered with an express form for use with express requisitions.

This form is created to enable users to fill in fields with the details of the requisition, without

having to browse through the provided catalogs. This is especially helpful for requesters who order multiple items on a regular basis. By specifying data for use in place of blank field

definitions, the requester has the ability to avoid duplicate entry. The requester has the option to

provide this data at the beginning of the requisition creation process. Once the basics of the

requisition are defined, the requester moves to the item entry within the requisitions. The system populates the express form with the data the requester supplied.

Express requisitions are controlled by either rule-based catalogs or by eProcurement role actions. If rule-based catalogs are enabled, the security hierarchy allows for either enabling or

disabling the use of the express form entry. If the rule-based catalog is not enabled, the system

will look to the express form type to determine which role actions control the security of the

express form.


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In this topic, you will create a requisition for some office supplies using the express requisition form.

Procedure

Step Action



Training Guide


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Step Action



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Step Action

3. The Define Requisition step enables you to define information for a new requisition. To access the page, you must have a user profile that includes a user role

with the PeopleSoft eProcurement CHANGEREQBU role action. The PeopleSoft

set up determines the allowed business units and requester names for the user

profile. As you add items to the requisition, they appear in the Requisition Summary along with cost information.

Note that requesters with the eProcurement role action of NOVICEREQSTR, will not be able to access this page.

Click the Continue button.

Step Action

4. Express requisition forms are located on the Forms tab.

Click the Forms tab.

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Step Action

5. Click the Express Requisition link.

6. Use the Express Requisition page to create multiple line requisitions without having to browse through catalogs.


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Step Action

7. The item entered in the Item field is based on whether the requester uses assigned catalogs or not. If catalogs are assigned the requester than the prompt will limit them

to those items from the catalogs they are assigned. If the requester doesn't use

assigned catalogs, then all items are available.

Click in the Item field.

8. Enter the desired information into the Item field. Enter "EX2008".



11. Click the Add Row button.

12. Enter the desired information into the Item field. Enter "EX2011".



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Step Action

15. The system views items entered in express requisitions as if coming from an

external source. The quantity field is not an editable field once the requisition has

been sent to review and submit. The details of these items are stored in an external source. So, to edit the quantity, the user must click the item description to be taken

to the external source, where they may make the necessary changes.

You can use lines from express requisition as favorites, keeping in mind: • If you add an item from the express requisition that has an item ID, then the

favorite will behave as if the item was selected from the catalog.

• If there is no item ID then the favorite will behave just as a special request item.

16. Click the Vendor Information tab.

17. Review the information on the other tabs.

Click the Item Information tab.


19. You have successfully entered an express requisition.

End of Procedure.

Managing Requisitions The Manage Requisition feature provides you with the ability to review, edit, approve, or cancel requisitions. You can view the status of active requisitions that do not have a status of Complete.

After you dispatch a requisition on a purchase order, the goods are received and the vendor is

paid. The Requisition Reconciliation process (PO_REQRCON) then identifies the requisition status as Complete. Canceled requisitions and those that are fulfilled by inventory stock are also

identified as Complete. With requisition management, you can also design the own ChartField or

commodity approval by using functional pages.

In this topic, you have created a requisition to purchase office items. Your goal is to view the

status of the requisition.

Procedure


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Step Action



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Step Action


3. After a requisition is saved, you can use the Manage Requisitions page to view a

list of requisitions in various statuses. From this page, you can access other pages to

perform tasks, such as review requisition details, edit or cancel requisitions, create change requests, receive stock, or return stock to the vendor.

4. Use the Search Requisitions section to search for specific POs. You can search by

requisition ID, dates, requester, who entered the PO, and by PO number and status.

The Requester and Entered By fields appear only for users who are assigned the

role action REQ_MGR_OPR.

5. These are the requisition statuses for which you can search and which appear in the

Status column. • Approved: The requisition is approved and can become a PO.

• Canceled: The requisition was entered and saved but was canceled. A canceled

requisition can be reopened within a certain number of days as specified for the

Purchasing business unit; otherwise, it is closed permanently. • Complete: After the requisition is dispatched on a PO, the goods are received and

the vendor is paid. A background process identifies the requisition status as

Complete. Canceled requisitions and those that are fulfilled by inventory stock are also identified as Complete.

• Denied: The requisition is denied in the approval process.

• Open: The requisition has been entered and saved but not yet submitted, or the receipt has been entered and saved but might have errors.


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Step Action

6. • PO(s) Created: The requisition has been placed on a PO. • PO(s) Dispatched: The requisition has been placed on a PO, and the PO has been

dispatched to the vendor.

• Pending: The requisition has been submitted and is awaiting approval.

• Received: The requisition has been placed on a PO. The PO has been dispatched to the vendor, and the goods have been partially or fully received.

• Searched: Retrieves the last search that you performed in the Requisition Name

field. If a value is in the Requisition Name field, it is used in the search.

Step Action

7. Click the Expand Section button to view the life span and line items for a

requisition.

Click the Expand Section button.

8. Click a listed ID to view details of the requisition.

Click the 0000000140 link.

9. Use the Requisition Details page to view details about individual requisitions. The PO Information header bar appears only if a purchase order was created for the

requisition.

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Step Action

10. Click the Item Description link to view an item's description. You can also access

the item's detail document.

11. Use the Source Status field to view the stage of the requisition line in the sourcing

process. Values include: • Not Sourced

• Available: The requisition line has not yet been placed on a PO or inventory stock

request. • In Process: A sourcing process is running on this requisition line, or there is an

error in creating a PO.

• Sourcing Complete: The requisition line has been sourced to an inventory stock

request or a PO.

Step Action

12. Click the Requisition Schedule and Distribution

link to access the Requisition Schedule and Distribution page where you can view line details, schedules, and distribution information.

Click the Requisition Schedule and Distribution link.

13. The Requisition Schedule and Distribution page includes three sections. The Line

section contains of all the line items on a requisition. To view the item's description,

click the item name.


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Step Action

14. The Schedule section displays shipping information for the item, such as where the item is being shipped, when it's due, the amount, and cost of the item.

15. Dist # displays the number the system assigns to this distribution. The system uses

this numbering to distinguishes between multiple distributions for a single

requisition line.

16. Distribution statuses include:

• Open: The distribution line is open. • Complete: The distribution line is closed.

• Processed: The distribution line has been processed and is unavailable for

sourcing. • Canceled: The distribution has been canceled.

17. Dist Type displays the method by which the system allocates or charges an expense

account distribution. Values include:

• Amt: The sum of all distribution amounts must equal the schedule amount (merchandise amount). Inventory items cannot be distributed by amount.

• Qty: The sum of all distribution quantities must equal the schedule quantity.

18. Use the More Details tab to view and update projects and activities.

19. Use the More Details2 tab to view information such as Stat Code, Open Amt, Open

Quantity, Base Amt, and Exch Rt.

20. Use the Asset Information tab to view asset information.

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Step Action

21. Click the Return to Manage Requisitions link.

Step Action

22. You can perform additional actions on a requisition. Select an option and click the

Go button to perform the action.

The options that appear for a requisition differ depending on the requisition's status.

For example, you cannot cancel a requisition for which a purchase order is created.

Click the Select Action list.


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Step Action

23. Review the available actions.


24. Click the Create New Requisition link to access the Create Requisition page

where you can add another requisition.

25. Click the Inquire Change Request link to access the Change Request List for page where you can view and process change requests.

26. Click the Inquire Receipts link to access the Receipts For page where you can

view and maintain receipts.

27. Click the Requisition Report link to access the Requisition to PO XREF page

where you can define parameters for creating the Requisition to PO XREF report (POY1100).

28. You have successfully used the Manage Requisitions page to review requisitions.

End of Procedure.

Item Selection Methods

Besides the various search methods, there are some alternate methods that you can use to select

items that need to be added to a requisition. These include using favorite items, creating a

personal template, creating a special request, and using express forms. In this lesson, you will

learn about these alternate methods for selecting items.


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• Save and select favorite items.

• Create and use a personal template.

• Create a special request for goods. • Create a special request for services.

Saving and Selecting Favorite Items Favorites are frequently ordered items that you can maintain in a single location. You can create a list of frequently ordered (favorite) items and use the list to add items to a requisition without

searching the item catalog. The list that you create is private—accessible only to you—and is

stored under the user ID. The list can be built from items in PeopleSoft eProcurement or PeopleSoft Services Procurement.

Consider this scenario: You need to add items to your Favorites list. Then, you need to create a requisition and add items from the Favorites list. Finally, you need to manage the Favorites list.

Procedure

Step Action




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Step Action


3. Use the Create Requisition page to create and define requisitions.

Training Guide


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Step Action


Step Action


select items, you can: • Use the Search field to enter key words or phrases for a search.

• Browse catalogs.

• Search catalogs for item attributes such as manufacturer, item ID or vendor name, and price ranges.





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Step Action

7. The items in the Supplies category are displayed. For this example, you need to add paper, pens, and a white board.

Click the Paper Pad, 8.5 x 11 Yellow option.

8. Click the Pen, Fine Point Blue option.


10. Click the Whiteboard, 5 x 8 option.

11. Click the Add to Favorites button.

Step Action

12. A dialog box appears notifying that the item you selected is added to the Favorites

list.

Click the Close button.

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Step Action

13. You have added the item to the Favorites list. The next task is to add these items and

complete the requisition..

Click the Add button.



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Step Action

15. Click the Save & submit button.



it for later use.

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Step Action

17. The requisition is assigned the ID number 0000000141. These items have also been

added to the Favorites list. The next task is to create a requisition and add items

from the Favorites list.

Click the Create New Requisition link.


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Step Action


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Step Action

19. You can view the Favorites list by navigating to the Favorites tab.

Click the Favorites tab.

Step Action

20. The Favorites tab displays the most current favorite items defined. To add a favorite

item to this requisition, click the Add button. You can update quantities when you

check out.

To add multiple items, select the items and click the Add to cart button at the

bottom of the page.

In this example, you will add one item.




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Step Action


23. The requisition has been saved and assigned the ID number 0000000142.

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Step Action

24. You have learned to add items to the Favorites list and select items from the

Favorites list while creating a requisition. In addition, eProcurement enables you to

manage items in your Favorites list. If you need to remove items from the Favorites list, you can do so by navigating to the Favorites tab.



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Step Action


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Step Action

26. To remove an item from the list, you need to first select the item.

Click the Catalog Item option.

27. The Type field appears where the item that appears in a favorites list originated. Types include catalog, templates, services, forms, and direct merchants. Drag the

cursor across the button to see where the item originated. To view more information

about an item, click the Item Description link.

28. Click the Delete from Favorites button.

29. Click the Yes button.

30. In this topic, you learned to add items to the Favorites list, select items from the

Favorites list while creating a requisition, and manage Favorite items.

End of Procedure.

Creating and Using Personal Templates

Templates provide a way to group items that are often ordered together. Each eProcurement user

can create personal templates for his or her own use. Personal templates enable you to quickly create requisitions for frequently ordered items.

Consider this scenario: You frequently need to order the same set of items. Your goal is to create a personal template for this order, so that you do not need to search for these items and specify

quantity details every time you place the order.

Procedure


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Step Action



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Step Action




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Step Action


Step Action


select items, you can:

• Use the Search field to enter key words or phrases for a search.

• Browse catalogs. • Search catalogs for item attributes such as manufacturer, item ID or vendor name,

and price ranges.




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Step Action

7. The items in the Supplies category are displayed. For this example, you need to add

paper and pens.

Click the Paper Pad, 8.5 x 11 Yellow option.



10. Click the Pen, Fine Point Blue option.

Step Action



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Step Action



14. After selecting items to add, the next task it to add these items to the requisition.



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Step Action

16. The requisition for these items is complete. You will now mark the requisition as a

template so that you can use the template for placing repeat orders.

Click in the Requisition Name field.

17. Enter the desired information into the Requisition Name field. Enter "Office

Supplies".

18. Click the Select All / Deselect All option.


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Step Action

19. Selecting the Add to Template(s) button creates a personal template. This template will be saved with the name specified as the requisition name, and it can be used for

creating requisitions for repeat orders.

Click the Add to Template(s) button.

20. Use the Add Selected Items to Template(s) page to add a description to your

personal template.

21. Click in the Description field.

22. Enter the desired information into the Description field. Enter "paper and pens".


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Step Action

24. Personal templates are available only to the user who creates them. Therefore, only

you will be able to use this template for creating a requisition for these office items.



number of items it contains. It appears when you either submit a requisition or save it for later use.

26. The requisition is saved and assigned the ID number 0000000143. A personal

template of the requisition has also been created.


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Step Action

27. You have learned to create a personal template. Next, you will use this personal template for creating a new requisition.


Training Guide


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Step Action



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Step Action

29. The next task it to access the Templates tab to add items from the template that you

just created.

Click the Templates tab.

Step Action

30. The Templates tab displays a list of templates that you can use. If you want to view

the details about the items included in a particular template in the list, you can click

the arrow next to the template name.

Note that personal templates are saved under specific user IDs and can be used only

by the user who creates them.

Click the Expand Section button.

31. In this example, you want to create a repeat order using the Office Supplies template.

Click in the paper and pens field.

32. Enter the desired information into the paper and pens field. Enter "1".

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Step Action

33. Now, add the items in the template to the requisition.



35. Notice that items included in the Office Supplies template are added to the requisition in a single step. If required, you can make modifications to the

requisition at this stage. You can change the quantity of the items required. You can

also delete some items from the requisition. In addition, you can mark the modified

requisition as a template to create a new personal template.

Step Action


37. The requisition is saved and assigned the ID number 0000000144.


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Step Action


39. So far in this topic, you learned to create a personal template. Then, you used this template to create a new requisition.

PeopleSoft eProcurement enables you to manage personal templates. You can

remove personal templates from your list of templates by navigating to the My

Profile page.

Click the My Profile link.

40. The My Profile page enables you to specify or update a user's preferences. In

addition, this page also enables you to manage personal templates.

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Step Action

41. Click the Manage Personal Templates link.

42. You use the Manage Personal Templates page to view and delete personal templates.


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Step Action

43. Click the Delete Row button.

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Step Action


Step Action


46. In this topic, you learned to create, use, and manage personal templates.

End of Procedure.

Creating a Special Request for Goods If an item that you want to purchase is not available in the eProcurement catalog, you can create a

special request for the item. PeopleSoft eProcurement enables you to create a special request for goods and services.

Consider this scenario: You need to purchase neon post it notes, which are not listed in the catalog. Therefore, you need to make a special request for this item.

Procedure


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Step Action



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Step Action




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Step Action


Step Action

5. You can create a special request by navigating to the Special Request tab.

Click the Special Request tab.

6. The Special Request tab enables you to create a request for goods or services.

Goods include physical items, and services include tasks that are performed by

external agents. For example, package delivery, repair work, and temporary help.

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Step Action

7. For this example, you need to create a special request for goods.

Click the Special Item link.

8. In the Special Item section, you need to specify details about the item that you

require.


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Step Action

9. Use the Item Description field to enter a brief description of the item that you want to add to the requisition.

Click in the Item Description field.

10. Enter the desired information into the Item Description field. Enter "Neon Post It

Notes".

11. Click in the Price field.

12. Enter the desired information into the Price field. Enter "2.50".



15. Click in the Unit of Measure field.

16. Enter the desired information into the Unit of Measure field. Enter "EA".

17. In the Category field, you need to specify the category under which the item may be

included. Neon post it notes are included in the category SUPPLIES.

Click in the Category field.

18. Enter the desired information into the Category field. Enter "SUPPLIES".

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Step Action

19. You can use the Suggest New Vendor link to suggest a vendor who is not included

in the vendor catalog.

Click the Suggest New Vendor link.

20. The Suggest a Vendor page is displayed. You can use this page to specify details

about a vendor you want to suggest.

Step Action

21. For this example, you will not suggest a vendor. You will enter an existing vendor

ID.



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Step Action

22. While making a special request, you can specify the vendor from whom the item can be procured. You can enter the Vendor ID or use the Lookup button to search for

and select the ID. If you do not do this, then a buyer will need to assign a vendor for

the requisition.

Click in the Vendor ID field.

23. Enter the desired information into the Vendor ID field. Enter "USA0000011".

24. Click in the Due Date field.

25. Enter the desired information into the Due Date field. Enter "04/16/2007".

26. Click the Add Item button.

27. Click the 3. Review and Submit link.

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Step Action

28. The requisition for 10 neon post it notes is complete. You can now submit the

requisition.



number of items it contains. It appears when you either submit a requisition or save it for later use.

30. The requisition is saved and assigned the ID number 0000000145. A personal

template of the requisition has also been created.

31. You learned to create a special request for goods that are not available in the

standard eProcurement catalog.

End of Procedure.

Creating a Special Request for Services You can create a special request for services in the PeopleSoft eProcurement application. Services

include tasks that are performed by outside agents. For example, package delivery, temporary help, or repair work.

Consider this scenario: You need proofreading help for some documents. Your goal is to create a special request for this service.

Procedure


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Step Action



Training Guide


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Step Action




Page 105

Step Action

4. Click the 2. Add Items and Services link.

5. The Special Request tab enables you to create a request for goods or services.

Goods include physical items, and services include tasks that are performed by

external agents. For example, services include package delivery, repair work, and

temporary help.

6. There are three types of services: Fixed Cost service, Variable Cost service, and

Time and Materials service.

A Fixed Cost Service is for a one time event and is at a flat rate. The cost of this service is not based on the number of hours worked. A fixed amount has to be paid

for the service, regardless of the time taken to complete the task.

7. A Variable Cost Service is a contractual agreement, based on the number of hours

of work. The number of hours is taken as an estimate. The total cost of the service is uncertain until the task is complete.

8. A Time and Materials service is a contractual agreement, based on the number of

hours worked and the materials used. The number of hours and quantity of materials

are estimates. The total cost of the service is uncertain until the task is complete.

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Step Action

9. For this example, you need to create a Variable Cost Services request.

Click the Variable Cost Service link.

Step Action

10. You use the Variable Cost Service section to specify details about the service that you are requesting.

Click in the Service Description field.

11. Enter the desired information into the Service Description field. Enter "Proof

Reading".

12. Next, you have to specify the number of units of work. This refers to the time that is

needed to complete the service, based on the unit of work. For example, 2 hours or 6

days.

Click in the # of Units of Work field.

13. Enter the desired information into the # of Units of Work field. Enter "40".


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Step Action

14. Unit of work is the time-based unit of measure that is used for services. For example, an hour or a day. The unit of measure for the proofreading service will be a

work hour. Specify the code for the work hour, MHR, in the Unit of Work field.

Click in the Unit of Work field.

15. Enter the desired information into the Unit of Work field. Enter "MHR".

16. Use the Rate field to specify the unit price for this service, based on the unit of

work. For the proofreading service, the rate is $15 per work hour.

Click in the Rate field.

17. Enter the desired information into the Rate field. Enter "15".

18. You use Category field to specify the item category to which this service belongs.

This ID enables the PeopleSoft eProcurement application to retrieve default values for the requisition and the Purchase Order (PO). You can either type the name of the

category or use the Category Lookup button to select a category name.

Click in the Category field.

19. Enter the desired information into the Category field. Enter "Services".

20. Next, you need to specify the beginning and completion dates for the service you are

requesting.

Click in the Beginning Date field.

21. Enter the desired information into the Beginning Date field. Enter "04/10/2007".

22. Click in the Date of Completion field.

23. Enter the desired information into the Date of Completion field. Enter

"04/16/2007".

24. Click the Service Description: button.

25. Click the 3. Review and Submit link.

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Step Action

26. The requisition for the service is complete. You can now submit this requisition.




it for later use.

28. The requisition is saved and assigned the ID number 0000000146.

29. You have successfully completed the procedure for creating a special request for services.

End of Procedure.

Approving Requisitions After a requisition is created and saved, it is sent to the relevant approvers for approval.


• Describe the requisition approval chain. • Approve and reject a requisition.

• Delegate approval for requisitions.

Understanding Requisition Approval This topic describes the requisition approval process.

Procedure


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Step Action

1. Before you learn how to approve or reject a requisition, you need to understand the

requisition approval chain.

A submitted requisition is routed for approval to the appropriate amount and

commodity approvers. These approvers can either approve or reject the requisition.

2. You can view the approval chain for a requisition from the Manage Approvals page. This page displays a list of all requisitions that need approval.

Training Guide


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Step Action

3. To view the approval list, select the View Approvals action and click the Go button

on the Manage Requisitions page to view summary information for the requisition,

including the number of items and the total price.


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Step Action

4. The requisition approval chain is displayed on the Approval Status page. This page is similar in appearance to the Requisition Approval page.

Along with the requisition approval chain, the Approval Status page displays the

date the requisition was submitted and the amount of the requisition. In addition, it displays the name of the business unit to which the requestor belongs.

5. The line of approvers and reviewers is displayed in the Review/Edit Approvers

section.

6. In summary, you have learned about the requisition approval chain.

End of Procedure.

Approving or Rejecting a Requisition After a user submits a requisition, it is sent for approval. When a requisition enters the approval

workflow, the workflow builds the approval chain and routes the requisition to the appropriate approvers. The approver can either approve or reject the requisition.

Consider this scenario: You created a requisition for a few item, which requires approval due to

the total amount. This requisition needs to be approved by a buyer and then by a supervisor. The buyer has approved it. You need to logon as the supervisor, review and deny this requisition

along with a comment requesting to spend less money. You will then logon as the requester to

edit and submit the requisition. Next, you will logon as the buyer to approve it. Finally, you will logon as the supervisor to provide the final approval.

Procedure

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Step Action

1. To begin this example, you are logged in as the Supervisor. Begin by navigating to

the Approve Requisitions page.



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Step Action

2. Click the Approve Requisitions link.

3. Use the Approve Requisitions page to review the requisitions that you have approved or that you are responsible for approving. By default, all requisitions in

Pending status appear. You can filter the list in various ways.

Training Guide


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Step Action

4. Click a Req ID to approve or deny the requisition.

Click the 0000000057 link.


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Step Action

5. In this example, you are going to deny the requisition with the explanation that it is over budget.

Click the Select All / Deselect All option.

6. Click in the Enter Approver Comments field.

7. Enter the desired information into the Enter Approver Comments field. Enter

"Over Budget ".

8. Click the Deny button.

9. The Requisition Approval - Confirmation page displays showing the supervisor's

Denied status.

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Step Action

10. Next, the requester needs to edit the denied requisition and resubmit it. In this

example, you are already logged on as the Requester. Navigate to the Manage

Requisitions page.



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Step Action


12. Use the Manage Requisitions page to view and edit requisitions. Notice that the status of one of the requisitions is Denied.

Training Guide


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Step Action

13. Access the Edit Requisitions page.


14. Click the Edit Requisition list item.


16. Use the Edit Requisitions page to edit and resubmit the requisition.


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Step Action

17. Click the 2. Add Items and Services link.

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Step Action

18. Search for other White Boards, possibly there is a cheaper one available.

Click in the Description field.

19. Enter the desired information into the Description field. Enter "white board".


21. In this example, you need to select the less expensive white board.


22. Click the White Board, 3 x 4 option.


Step Action

24. Click in the Each field.

25. Enter the desired information into the Each field. Enter "10".


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Step Action

26. Delete the more expensive item.

Click the Whiteboard, 5 x 8 option.

27. Click the Delete button.




31. The Confirmation page displays the approval chain.

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Step Action

32. You now need to complete the approval process again. In this example, you are

signed on as the Buyer and need to complete the first approval in the process.

Navigate to the Approve Requisitions page.


Step Action



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Step Action

34. Click the 0000000057 link.

Training Guide


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Step Action

35. Click the Approve button.

36. The Requisition Approval page displays showing the buyer's Approved status.

Step Action

37. Click the eProcurement link.


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Step Action


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Step Action

39. Click the 0000000057 link.

Step Action

40. Click the Select All / Deselect All link.

41. Click the Approve button.

42. The Confirmation page displays showing the final Supervisor's Approved status.


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Step Action

43. You can now log back in as the Requester to verify the Approved status. In this example, you are already logged on as the Requester. Navigate to the Manage

Requisitions page.


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Step Action


45. Notice that the status is now Approved.

46. In summary, as the appropriate logged on user, you have reviewed a submitted

requisition, denied it, resubmitted it, then approved the final requisition.

End of Procedure.

Delegating Approval for Requisitions You can assign an alternate user to approve requisitions on your behalf if you will not be

available for a specific period of time.

For example, you are going on a vacation. Your goal is to assign an alternate user to approve

requisitions on your behalf.

Procedure


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Step Action

1. Begin by navigating to the My Profile page.


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Step Action

2. Click the My Profile link.

3. Use the My Profile page to specify an alternate user to approve requisitions on your

behalf.

This page also enables you to specify or update a user's preferences such as the e-

mail address, the language, and the currency.


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Step Action

4. In this example, you are going to specify David Morgan as an alternate user.

Click in the Alternate User ID field.

5. Enter the desired information into the Alternate User ID field. Enter "DAVIDMORGAN".

6. You have assigned an alternate user to approve requisitions on your behalf. You

now need to specify the time period for which you will be unavailable.

Click in the Effective Date From field.

7. Enter the desired information into the Effective Date From field. Enter

"05012007".

8. Enter the desired information into the Effective Date To field. Enter "05312007".


10. You have successfully assigned an alternate user to approve requisitions in your

absence.

End of Procedure.

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Sourcing Requisitions into Purchase Orders

Before you can dispatch a Purchase Order (PO) for an approved requisition, the requisition needs to be sourced. Sourcing a requisition involves assigning a vendor to the requisition.

PeopleSoft eProcurement provides two methods for sourcing requisitions, Quick Sourcer and

Requisition Expediter.


• Describe the requisition sourcing flow. • Use the Quick Sourcer.

• Use the Requisition Expediter.

Understanding the Quick Sourcer and Requisition Expediter This topic describes the methods to source requisitions into POs.

Procedure

Step Action

1. Before you use one of the methods to source a requisition, you need to understand

the requisition sourcing flow.

This image displays the requisition sourcing flowchart. There are two methods for

sourcing a requisition, Requisition Expediter and Quick Sourcer.


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Step Action

2. In the Requisition Expediter method, the Requisition Expediter page is used to process requisitions created by company employees.

The Requisition Expediter method is used for requisitions that need manual

intervention. In this method, you can select the appropriate vendor for a requisition line and then create the PO. Both these tasks can be completed on a single page.

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Step Action

3. The other method of sourcing requisitions is using the Quick Sourcer. This method

is an automatic process that enables you to create POs from requisitions in one step.

In the Quick Sourcer method, you specify the necessary information about the

requisitions. Quick Sourcer then runs various processes to find items in the company

inventory. If items are found in the inventory, the Quick Sourcer method creates orders from requisitions by creating a Material Stock Request (MSR). Otherwise,

a PO is created.


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Step Action

4. The Quick Sourcer method streamlines the Source to Create process flows. This method comprises of four PeopleSoft Purchasing processes. These processes are

displayed below.

5. The Autoselect Requisitions process automatically assigns the vendor with the

highest priority to each requisition line.

6. The Build Inventory Demand process enables you to check the company's inventory stock to see if the order can be fulfilled internally. This process works

only if you have PeopleSoft Inventory installed.

If stock is found, an MSR is created in PeopleSoft Inventory, and the requisition is marked complete. The MSR ships the stock to the requester.

7. The PO Calculations process verifies that the requisition has been completely

fulfilled from inventory stock. If the requisition is not filled completely, the process

passes the remaining quantity to the Create Purchase Order process.

8. The Create Purchase Order process creates a PO for any requisition quantities that were not fulfilled by the Build Inventory Demand process. You can set up the

application so that if there is not enough inventory stock, an MSR is issued for part,

and a PO is created for the remaining quantity.

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Step Action

9. After a PO is created and approved, you need to dispatch it to the vendor. There are

several ways to dispatch a PO. These include electronic transmission to the vendor's

website and electronic transmission using e-mail, print, fax, or phone. To dispatch a PO by e-mail, print, fax, or phone, you use the Purchasing Dispatch Purchase

Orders page.

10. In summary, you learned about the methods to source requisitions into POs.

End of Procedure.

Using the Quick Sourcer Before a Purchase Order (PO) for an approved requisition can be dispatched, the requisition

needs to be sourced. Sourcing a requisition involves assigning a vendor to the requisition. There

are two methods for sourcing a requisition, Requisition Expediter and Quick Sourcer. The Quick

Sourcer method is an automatic process that enables you to create POs from requisitions in one

step.

In this topic, you are going to use the Quick Sourcer method to source a requisition.

Procedure


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Step Action

1. Begin by navigating to the Selection Criteria page.


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Step Action

2. Click the Quick Source Requisitions link.


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Step Action

3. You can run this process by searching for an existing Run Control ID or you can add

a new value. Creating a Run Control ID that is relevant to the process may help you

remember it for future use.

Click the Add a New Value tab.

4. A Run Control ID is an identifier that, when paired with your User ID, uniquely

identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the

background, the system does not prompt you for additional values.

Enter the desired information into the Run Control ID field. Enter "QUICK_SOURCE".


6. Use the Selection Criteria page to enter the request parameters. These parameters

will be used to define the processing rules and data to be included when the process

is run.

7. Use the Request Type field to select the type of requisition. Values are: • Inventory Demand: Processes only the requisition lines for which the Inventory

Source check box is selected.

• Purchase Orders: Processes only the requisition lines for which the Inventory

Source check box is not selected. • Both Inventory Demand and PO's: Processes both types of requisitions.

For this example, retain the default value.

8. Select the Item ID Required check box to process the requisitions that have a valid item ID that is set for AutoSelect. If this check box is cleared, the Quick Sourcer

process processes special requests. If the special request does not include a vendor

ID, then the requisition line appears with an error status in the purchase order staging tables. If this check box is selected, then all special requests are processed

manually using the Requisition Expediter page.

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Step Action

9. Click in the Requester field.

10. Enter the desired information into the Requester field. Enter "VP1".

11. Use the Date Selection section to specify date selection criteria to select the

requisition lines with source dates that are within the specified date criteria, as related to the current system date.

12. Operands restricts the range to before, equal to, or after the date in the Date field.

For example, to select requisitions for sourcing that have source dates for the next

three days, select P in the Option field, <= in the Operand field, and 3 in the Nbr

Days field.


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Step Action

13. Click the Sourcing Options tab.

14. Use the Sourcing Options page to enter parameters for the PO Calculations process and the Create PO process.

15. Enter the buyer to use on the purchase order header in case the PO Calculations

process cannot determine the buyer. The buyer name is carried at the line level on

the requisition, so a requisition can have multiple buyers.

When the PO Calculations process creates the purchase order header, it must assign

a buyer name. If all the staged lines that belong on one purchase order have the same

buyer name, the PO Calculations process uses that name on the header. However, if the staged lines that belong on the purchase order have different buyer names, and

the process that created the staged entry did not specify a name, the name that you

enter here is used on the purchase order header.

Enter the desired information into the Buyer field. Enter "CHRISBAKER".

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Step Action

16. Consolidation Method determines whether purchase orders are consolidated by

business unit, vendor, and buyer, or by business unit and vendor only. The

consolidation method applies only to staged rows that are identified for consolidation.

For example, suppose that you choose to consolidate by business unit and vendor

only, then all the rows that belong to the same vendor in each business unit are grouped into one purchase order, even if they have different buyers. Alternately, if

you add a buyer to the criteria, purchase orders are built in the same manner.

However, they are split between buyers, so that each buyer has a separate purchase order with this configuration.

17. The fields in the Flexible Sourcing Controls group box are used for flexible

sourcing. To override the category and item settings, enter the percentage weight

that you want the PO Calculations process to give the factor when the application process evaluates vendors for flexible sourcing. The sum of these factors must be

100 percent.

18. Select the Pre-Approve Vendor check box to approve the vendor automatically that

the PO Calculations process selects. This enables you to run the PO Calculations process and the Create Purchase Order process as a unit, without having to approve

the vendors.

19. Select the Build POs as Approved check box so that the purchase orders that are

created when you run the Create Purchase Order process have an Approved status. If

you select this option, the process examines auto-approval criteria set at the business unit level.

20. Select the Expedite Staged POs check box to source all requisitions that are located

in the staging table.

21. Select the Calculate PO Line Numbers check box to ignore staged entry line

numbers when the Create Purchase Order process creates new purchase orders and assigns sequential line numbers, beginning with 1. If you do not select this option,

the performance is faster, but you might have purchase orders with nonsequential

line numbers that do not begin with 1.

22. Select the Hold from Further Processing check box to place the resultant purchase orders on hold and prevent further processing.

23. Select the Allow Dispatch When Appr check box to make the resultant purchase

orders eligible for dispatch.

24. Click the Run button.

25. Use the Process Scheduler Request page to enter or update parameters, such as server name and process output format.


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Step Action

26. You must select a Server Name to identify the server on which the process will run. If you use the same Run Control ID for subsequent processes, the server name that

you last used will default in this field.

Click the Server Name list.

27. Click the PSNT list item.

28. Use the Type field to select the type of output you want to generate for this job.

Your four choices are File, Printer, Email, or Web.

29. Use the Format field to define the output format for the report. The values are dependent upon the Process Type you have selected. In this example, the default

value is TXT.


31. Notice the Process Instance number appears. This number helps you identify the

process you have run when you check the status

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Step Action

32. Click the Process Monitor link.

33. Use the Process List page to view the status of submitted process requests.


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Step Action

34. The current status of the process is Queued. The process is finished when the status is Success. Continue to click the Refresh button until the status is Success.

Click the Refresh button.

35. The Run Status is now Success. You can now view the results of the process.

36. Click the Go back to Quick Source Requisitions link.

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Step Action

37. Click the Run Results tab.

38. Use the Run Results page to check the results.


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Step Action

39. Click the Retrieve button.

40. The results are displayed in the Sourcing Results grid.

41. You have successfully completed the procedure for running the Quick Sourcer

method to source requisitions.

End of Procedure.

Using the Requisition Expediter Buyers use the Requisition Expediter method to manually review and process requisitions. A requisition that can be sourced using this method must be for a special request and not for an

inventory item. For example, a special request for services can be sourced using the Requisition

Expediter.

Consider this scenario: You created a requisition for proofreading services. The requisition has

been approved by all required levels. Your goal is to create a PO for this requisition using the

Requisition Expediter method.

Procedure

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Step Action

1. Begin by navigating to the Expedite Requisitions page.


Step Action

2. Click the Expedite Requisitions link.

3. Use the Expedite Requisitions page to define requisition search criteria and to

display requisitions.


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Step Action

4. Click in the Requisition ID field.

5. Enter the desired information into the Requisition ID field. Enter

"00000000000134".

6. Selecting the Include Lines with No Vendor check box will enable the system to

display lines that do not have a vendor associated with them. These lines can then be manually updated to include a vendor for sourcing.

7. Use the Clear button to clear the page of requisitions and enter new search criteria.

8. After completing the search criteria, use the Search button to display any

requisitions that meet the criteria.


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Step Action

9. The requisition must meet the following conditions before it can be selected:

• The requisition line status must be Approved.

• The request for quote indicator on the requisition line must be N. • The In Process flag on the requisition line must be N. When one line on a

requisition is selected for sourcing, the In Process flag on the requisition line is set to

Y, indicating that the line can't be touched until sourcing is complete. Once sourcing

is complete, the In Process flag is turned off and can be changed. • The Hold Status on the requisition header must be N.

• The Budget Header Status on the requisition line must be A (approved).

• The Balance Status on the requisition schedule must be I (in balance). • The Open Quantity or Open Amount on the requisition distribution must be greater

than zero.

After requisitions appear, you can change or add a vendor or create a purchase order.

10. Enter the vendor name of the vendor that you want assigned to each requisition. You

can assign vendors by either selecting a vendor in individual fields or just click the

Select check box and the Apply Vendor to Selected Lines button to assign a single

vendor to multiple lines. You define that vendor using the bottom field in the Vendor Name column.

Click in the Vendor Name field.

11. Enter the desired information into the Vendor Name field. Enter "MANPOWER-

001".

12. Click in another field to refresh the page.

Click in the Location field.

13. Select to include an individual requisition in the planned purchase order. When you

initially select a requisition for inclusion in the purchase order, the system activates the Submit and Preview buttons. Clear the check box to remove the requisition

from the planned purchase order later.

Click the Include option.

14. Use the Default Buyer ID field to enter the name of the buyer to use on the purchase order. The only applies if another buyer is not found on the staging table or

default hierarchy, or if requisitions are consolidated by buyer. These are buyers that

are listed on the User Preferences page.


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Step Action

15. Select the Build POs as Approved check box to have purchase orders created with an Approved status when you run the Create Purchase Orders process. If selected,

the process examines auto approval criteria set at the business unit level. If the auto

approval criteria is met, the status is set to Approved. If the auto approval criteria is

not met, the status is set to Pending approval, and the purchase order enters the approval process. If you do not select this check box, the purchase order is created

with a status of Open.

16. Click the Preview button to display a preview of the purchase order before it is

actually staged. You must select the requisition and click the Include check box before you can preview.

17. Click the Submit button to create the purchase order for the requisition lines that

you have selected using the Include button on the bottom portion of this page. The

Submit feature stages the items and launches the PO Calculations process (PO_POCALC) and Create Purchase Order process (PO_CREATE). You must

assign a vendor to the requisition line before the system can create a purchase order.

Click the Submit button.

18. The PO is being generated in the background. You can monitor the process of PO

generation by clicking the Process Monitor link.

Click the Process Monitor link.

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Step Action



20. The Run Status column indicates that the process has been successfully completed.

21. You have successfully completed the procedure for generating a PO using the

Requisition Expediter method.

End of Procedure.

Processing Purchase Orders After a requisition is approved, a Purchase Order (PO) is generated if the inventory does not have

the ordered quantity. The PO is then approved and dispatched to the vendor.


• Describe purchase order processing.

• Describe the eProcurement dispatching options.

• Manually dispatch a purchase order.

Understanding Purchase Order Processing This topic describes purchase order processing.

Procedure


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Step Action

1. Before you begin processing POs, you need to understand the PO process.

This image displays a flow chart representing the PO process. The first step after a

requisition is approved is to source this requisition using the Autoselect

Requisitions process. This process automatically selects a vendor for a requisition.

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Step Action

2. After the requisition is sourced, the PO is staged in the PO staging tables. Each

requisition line forms a single row in the staging tables.


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Step Action

3. Next, the application checks the Inventory Source flag for each requisition line. If

the flag is set to Y, indicating Yes, the Inventory Demand process is run.

Step Action

4. The Inventory Demand process accesses the Distribution Network to determine a

warehouse that can be used to fulfill the demands of the requisition.

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Step Action

5. If the Inventory Demand process finds all the required items in a warehouse on the

Distribution Network, a Material Stock Request (MSR) is created. The requisition

is then fulfilled from the inventory.


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Step Action

6. If the Inventory Demand process is not able to find the required items in the inventory, it changes the Inventory Source flag to No.

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Step Action

7. If the Inventory Source flag for a requisition line is No, the PO Calculations process is run. This process verifies that the requisition has been completely filled

from inventory stock. If this has not happened, the process passes the remaining

quantity required to the Create PO process.

Step Action

8. The Create PO process creates a PO for requisition quantities that were not fulfilled

by the Inventory Demand process.

You can set up the application so that if there is not enough inventory stock, an MSR is issued for part, and a PO is created for the remaining quantity.


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Step Action

9. Finally, the created PO is dispatched to the vendor.

10. In summary, you learned about purchase order processing.

End of Procedure.

Understanding eProcurement Dispatch Options

After a PO is created in PeopleSoft eProcurement, the next step is to send (dispatch) the order to

the vendor. There are several dispatch methods available: • PeopleSoft Purchasing Dispatch PO process: PeopleSoft Purchasing supports dispatching a

purchase order using print, phone, EDX, email, and fax.

• Purchase Order Dispatch: eProcurement supports dispatching a purchase order using EDX in xCBL and cXML format. The purchase order can be dispatched from the Purchase Order

Dispatcher or Batch PO Dispatcher.

• Marketplace Dispatcher: Marketplace Dispatcher supports dispatching a marketsite purchase

order using EDX in xCBL and cXML format.

The advantage of electronically using PeopleSoft eProcurement is the background processing

provided by the application. For example, you can set up suppliers for dynamic dispatching. The system makes it possible for you to efficiently change dispatch methods and standards that use

different online processes. By substituting standards, PeopleSoft eProcurement can support

changes without users making code changes.

The method used to dispatch a PO is determined by the vendor definition. On the Vendor

Information - Procurement Options page, choose the dispatch method to use as the default

method by the PO. To transmit a PO electronically to a vendor or the marketplace, select EDX as

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the dispatch method. To send a PO to a direct connect supplier website or to the marketplace,

define the vendor as a direct connect supplier or as a marketplace supplier.

This topic discusses the dispatch options available in PeopleSoft eProcurement.

Procedure

Step Action

1. The processes listed with the Online Dispatcher option are set up by the system

administrator to run in the background on a regular basis. You use this option only if you cannot wait for the normal process run.

The POs are staged for processing through the Publisher page. POs must have a dispatch type of EDX to appear on this page. If this PO is being sent to a direct

connect supplier, this page sends the PO directly to the vendor’s website.


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Step Action

2. Select the Include Dispatched PO check box to include purchase orders that have already been dispatched. This enables you to re-dispatch them if needed.

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Step Action

3. Use the Batch Dispatcher option to dispatch batches of PeopleSoft eProcurement POs to vendors.

Step Action

4. POs must have the dispatch type EDX to be included in this process.


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Step Action

5. Use the Publisher option to start the PeopleSoft Application Engine process (IN_PUB_MSGIN_PUB_MSG), which starts the Publisher process.

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Step Action

6. Select criteria to send dispatched POs to vendors using the Publisher process.

Step Action

7. Use the Marketplace option to dispatch POs to a marketplace.


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Step Action

8. Select criteria to send dispatched POs to a marketplace.

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Step Action

9. Use the Dispatch Message Log option to view PO statuses and messages after

running the PO dispatch process.

Step Action

10. All POs appear for these dispatch methods:

• Dispatched to the marketplace.

• Electronically transmitted to the vendor by using the dispatch and publish

processes.


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Step Action

11. Use the Publish Monitor and Process Monitor options to view process statuses.

12. This concludes the "Understanding eProcurement Dispatch Options" topic.

End of Procedure.

Manually Dispatching Purchase Orders

In this topic, you will use the Manage Purchase Orders page to dispatch a PO manually.

Procedure

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Step Action

1. Begin by navigating to the Manage Purchase Orders page.



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Step Action

2. Click the Manage Purchase Orders link.

3. Use the Manage Purchase Orders page to manage purchase orders by adding a

new purchase order, changing an existing purchase order, or creating a change order.

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Step Action

4. Click the PO ID link to access the Maintain Purchase Order page.

Click an entry in the PO ID column.

5. Use the Maintain Purchase Order page to review and maintain header and line-

level details for a purchase order. From this page, you can also dispatch the purchase

order.


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Step Action

6. Click the Dispatch button.

7. Use the Dispatch Options page to enter dispatch options for the purchase order and

to dispatch a purchase order to the vendor.

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Step Action

8. Enter the desired information into the Server Name field. Enter "PSNT".



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Step Action


11. Notice that the status is now Dispatched.

12. You have successfully dispatched a purchase order.

End of Procedure.

Managing Change Requests PeopleSoft eProcurement enables you to change your order even after a Purchase Order (PO) is

generated for your requisition and sent to the supplier. You can do this by creating a change

request or a change order.

The Change Request process is used by the requester, and the Change Order process is used by

the buyer. A change request enables any requester to submit changes in a dispatched PO. The change request is sent to the buyer for approval. After the buyer approves the change request, a

background process creates a change order that is sent to the vendor.


• Describe the change request process.

• Create a change request.

• Process a change request.

Understanding the Change Request Process

This topic describes the change request process.

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Procedure

Step Action

1. Before you begin the procedure for creating a Change Request, you need to

understand the Change Request process. This process is displayed here. When a

Change Request is created, it has a status of Pending Approval.


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Step Action

2. Workflow routes the Change Request to the appropriate buyer for approval. The buyer approves the request by using the Change Request Pending Approval page.

There is a pre-built workflow for Change Request approval delivered with the

PeopleSoft eProcurement application.

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Step Action

3. The buyer reviews the Change Request and approves it.


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Step Action

4. An approved Change Request needs to be converted to a Change Order that can be sent to the vendor. A Change Order is a duplicate of the original PO that reflects the

changes you made.

All approved Change Requests are run through the PO Changes process to convert them to Change Orders.

Step Action

5. After a Change Order is created, the final step is to dispatch it to the vendor. This is the standard dispatch process within PeopleSoft Purchasing that is used for

dispatching any PO.

6. In summary, you learned about the Change Request process.

End of Procedure.

Creating a Change Request A Change Request enables a requester to submit changes in a dispatched PO. Any changes that

you make to a dispatched PO creates a Change Request.

A Change Request maintains the same three levels that exist in a dispatched PO: header, line, and

shipment schedule.

Consider this scenario: You created a requisition to order an office item. The requisition is approved, and the PO has been dispatched. However, you realize that you have enough quantity

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to cover your office needs now, but will need additional quantities in a month. Your goal is to

create a Change Request to change the shipment date and quantity.

Procedure

Step Action




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Step Action


3. Use the Manage Requisitions page to review and edit your requisitions. This page also enables you to create Change Requests for a requisition.

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Step Action

4. Change requests can be created once a PO has been dispatched. In this example, you

are creating a Change Request for the requisition 0000000055.


5. Click an entry in the list.


7. Use the Select Requisition Line for Change Request page to select the lines in a requisition that require changes.


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Step Action

8. Click the Change Request button.

9. Use the Create Change Request page to cancel an entire PO or an individual line.

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Step Action

10. You can also access the Change Request Line page to make changes to a PO.

Click the Details button to make changes to the PO.

Click the Details button.

11. You use the Change Request Line page to specify changes to the individual lines of a dispatched PO.


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Step Action

12. In this example, you need to change the shipping date and quantity. To change this information, you need to click the Details button.

Click the Details button.

13. Use the Change Request Schedule page to specify changes to the requisition, such

a new due date, ship to location, and quantity.

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Step Action

14. In this example, you need to postpone the due date of the shipment and modify the

quantity.

Enter the desired information into the New Due Date field. Enter "03/15/2007".

15. Click in the New Quantity field.

16. Enter the desired information into the New Quantity field. Enter "50".

17. You now need to save the information.

Click the Save button.


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Step Action


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Step Action

19. You can monitor the status of a Change Request that is submitted for approval. To do this, navigate to the Manage Requisitions page.

Click the Return to Manage Requisitions link.

Step Action

20. Access the Inquire Change Request link to view the Change Request status.


21. Click the Inquire Change Request link.


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Step Action

22. Click the Change Request Details button.

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Step Action

23. Use the Change Requests Inquiry page to view the changes requested for one PO and the current status of those changes.

24. The Process Status column displays the current status of this change as it applies to

the Change Purchase Order process. Values are:

• Initialized: The change request has been added, but a change order has not yet

been created. • In Process: The system is currently using this change request to build a change

order.

• Complete: A change order has been created from this change request. • Errors: The Change Purchase Order process attempted to create a change order

from this change request, but an error was encountered.

25. You have successfully created a Change Request.

End of Procedure.

Processing a Change Request After a requester creates a Change Request, a buyer must approve it. When you save a Change

Request, workflow routes it to the appropriate buyer for approval. A pre-built workflow for

Change Request approval exists with PeopleSoft eProcurement.

Consider this example: You have received a Change Request for making a change in a dispatched

Purchase Order (PO). Your goal is to approve the Change Request and generate a Change Order.

Procedure


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Step Action

1. Begin by navigating to the Change Requests Pending Approval page.


2. Click the Buyer Center link.

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Step Action

3. Click the Approve Change Requests link.

4. The Change Requests Pending Approval page lists the requisitions with a status of

Pending Approval.


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Step Action

5. Click the Change Approval button to navigate to the Change Request Details page.

Click the Change Approval button.

6. Both the supervisor and the buyer use the Change Request Details page for

approval. The supervisor approves a change request if the unit price or quantity is

increased. The buyer always approves a change request.

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Step Action

7. Click the Approve All button to approve all changes specified in the change request.

Click the Approve All button.

8. Notice that a value of Approved is specified in the Approval Action field.



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Step Action

10. You have approved the Change Request. The next task is to run the Change Purchase Order process to generate a Change Order.

Click the Procurement Processes link.

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Step Action

11. Click the Change Purchase Order link.

12. A Run Control ID is an identifier that, when paired with your User ID, uniquely

identifies the process you are running. The Run Control ID defines parameters that

are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values.


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Step Action

13. You can run this process by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the process may help you



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Step Action

14. Enter the desired information into the Run Control ID field. Enter "ADHOC".


16. Use the PO Changes page to specify criteria to run the process for specific Change

Requests. If you do not specify the criteria, the process is run for all Change Orders.

For this example, you do not need to specify the criteria.


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Step Action


18. Use the Process Scheduler Request page to enter or update parameters, such as

server name and process output format.

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Step Action

19. You must select a Server Name to identify the server on which the process will run.

If you use the same Run Control ID for subsequent processes, the server name that






22. Use the Format field to define the output format for the report. The values are

dependent upon the Process Type you have selected. In this example, the default value is TXT.



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Step Action

24. Notice the Process Instance number appears. This number helps you identify the process you have run when you check the status



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Step Action

26. The current status of the process is Processing. The process is finished when the

status is Success. Continue to click the Refresh button until the status is Success.


27. The Run Status is now Success.

28. You have successfully approved a Change Request and generated a Change Order.

End of Procedure.

Receiving and Returning to Vendor

PeopleSoft eProcurement enables you to receive items. When you receive the requested items,

you record the receipt, which enables buyers to track the quality and promptness of vendors.


• Receive items.

• Return items to a vendor.

Receiving Items After you dispatch a Purchase Order (PO), you can receive it in PeopleSoft eProcurement. When

you receive the requested items, you record the receipt, which enables buyers to track the quality and promptness of vendors.

Consider this scenario: You created a requisition for office supplies. The PO for this requisition has been dispatched to the vendor. In this exercise, you will be receiving these items.


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Procedure

Step Action

1. Begin by navigating to the Receive Items page.


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Step Action

2. Click the Receive Items link.

3. The Receive Items page displays POs that have been dispatched and have

requisition lines open for receiving.


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Step Action

4. To receive a PO, you select the option for the appropriate requisition.

Click the US100 option.

5. Click the US100 option.

6. Click the Receive Selected button.

7. The Receive Items page displays information about the items in the PO, such as the

item description and quantity.

8. The current system date is populated in the Received Date field. You can change

this value if required.

9. In case you want to reject an item, you can use the Reject Shipment link on this page.

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Step Action

10. The Details button enables you to navigate to the Line Details page.

Click the Details... button.

11. Use the Line Details page to view additional details about the requisition line. Item

details include information about the item, the receipt, and the PO.


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Step Action

12. Click the Return to Previous Page link.

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Step Action

13. Click the Save Receipt button to receive items and save the receipt.

Click the Save Receipt button.

14. Notice that receipt ID is generated for the items received. Note that a PO might have

multiple receipt IDs due to multiple shipments. Similarly, a shipment may have multiple POs.

15. You have successfully completed the procedure for receiving items.

End of Procedure.

Returning Items to a Vendor The PeopleSoft eProcurement application enables you to return items to a vendor. For example, if

there is a problem with items received from a vendor, you can return these items. To do this, you

use the Return to Vendor page.

Consider this scenario: You created a requisition for some items. However, some of them do not

function properly. Your goal is to return the damaged calculators to the vendor.

Procedure


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Step Action

1. Begin by navigating to the Manage Receipts page.


Step Action

2. Click the Receive Items link.

3. The Receive Items page displays POs that have been dispatched and have

requisition lines open for receiving. This page also provides links to inquire receipts

and return to vendors.

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Step Action

4. Navigate to the Manage Receipts page to return items.

Click the Inquire Receipts link.


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Step Action

5. Use the RTV Setup button to navigate to the Return to the Vendor page.

Click the RTV Setup button.

6. Use the Select Receipts to Return page where you can specify information about items that you want to return.

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Step Action

7. Click the White Board, 3 x 4 option.

8. Click the Return to Vendor button.

9. The Return To Vendor page enables you to record a return of stock to the vendor.


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Step Action

10. First, specify that you want to return two items.

Click in the White Board, 3 x 4 field.

11. Enter the desired information into the White Board, 3 x 4 field. Enter "2".

12. Next, specify the action that the vendor should take regarding the items being returned.

Click the Action list.

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Step Action

13. Notice that there are three actions that can be taken regarding the returned items.

The vendor can either give you credit for the goods returned, exchange them for

other goods, or replace them. For this example, you will be requesting the vendor to replace the items.

Click the Action list.


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Step Action

14. Next, you need to specify the reason for returning the items. In this example, the items were damaged.

Click in the Return Reason field.

15. Enter the desired information into the Return Reason field. Enter "DAM".

16. If the vendor requires a return material authorization number, enter it in the RMA

No field.

17. Click the RTV Details button to access the Item Detail page, where you can view

information about this requisition and previous returns.

18. Click the Return To Vendor Fees button to access the RTV Fees page, where you can enter miscellaneous charges, such as restocking fees.

19. Now, you need to specify how the items should be shipped back to the vendor.

Click the Ship Via list.

20. Click the Overnight Shipping list item.

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Step Action

21. Click the Ship RTV button if you have shipped all the items on this page. This

option sets the shipped quantity on the RTV to equal the return quantity and changes

the RTV status to Shipped. The RTV status must have a status of Shipped before running the RTV Reconciliation process.

Click the Ship RTV button.


Step Action

23. Click the Save Return to Vendor button.

24. You have successfully completed the procedure for returning items to a vendor.

End of Procedure.

Maintaining Vendor Information A vendor is any person or a company from which your organization purchases goods or services.

Proper management of vendors relates directly to a company's profit and cash flow. PeopleSoft

eProcurement focuses on the procurement transactions with vendors and provides the tools


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necessary to maintain and manage vendor information. In this lesson, you will learn to add, approve, and inactivate vendors.

Upon completion of this lesson, you will be able to: • Add a regular vendor.

• Add a single payment vendor.

• Approve a vendor.

• Inactivate a vendor.

Adding a Vendor

For any company with which you plan to do business, you must enter all vendor-related

information into the system. After this information is entered, it is available for any necessary procurement processing. Key vendor information includes any specific identifying information,

location information, payment options, procurement information, and any particular processing

controls.

Consider this scenario: You have just established a relationship with a new vendor to your

organization. Your goal is to enter the details for this vendor into the system. You also need to

specify contact information for the vendor.

Procedure

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Step Action

1. Begin by navigating to the Identifying Information page.

Click the Vendors link.

Step Action

2. Click the Vendor Information link.

3. Click the Vendor link.


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Step Action

4. Click the Add a New Value tab.

5. When you add a new vendor, the system prompts you to enter a vendor ID, which is the primary key to the vendor tables; the vendor ID is a unique identifier that you

can use to locate specific vendor information. Depending on how you set up your

autonumbering defaults on the Vendor Set Control page, you enter either your own

unique vendor ID or let the system assign one for you. Each vendor belonging to a setID must have a unique number for its vendor ID. If you have enabled

autonumbering, the vendor ID appears as NEXT on the search page. The system

assigns a sequential ID number after you enter the vendor information and save the page.

6. Use the Persistence drop-down list to select a persistence level for this vendor.

Values are: One Time, Permanent, Regular, and Single Payment Vendor.

If you specify a persistence level of Single Payment Vendor when you add a new

vendor, the first page in the Vendor Information component that you enter is the

Single Payment Vendor page.

If you are creating a one-time, permanent, or regular vendor, you first access the

Identifying Information page.


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Step Action

8. Use the Identifying Information page to enter identifying information for a vendor,

including the vendor name and short name, classification, status, persistence,

withholding and VAT eligibility, relationships with other vendors, duplicate invoice checking settings, and additional identifying elements required for reporting to

government agencies.

Step Action

9. Use the Vendor Short Name field to provide an alternate search key to access vendor data. The system enables you to assign the same vendor short name to

multiple vendors, and it makes the short name unique by adding a numeric value to

the end. For example, if you enter the vendor short name SMITH, when you save, the system makes the short name SMITH-001. If you ever have another vendor for

whom you want to use SMITH as the short name, the system enters SMITH-002,

and so on.

Click in the Vendor Short Name field.

10. Enter the desired information into the Vendor Short Name field. Enter "CCC".


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Step Action

11. Use the Vendor Name 1 and Vendor Name 2 fields to enter the vendor's name. There are two lines for the vendor name in case you're dealing with divisions,

subsidiaries, or other complex organization entities that require detailed

identification.

Click in the Vendor Name 1 field.

12. Enter the desired information into the Vendor Name 1 field. Enter "Classic Cycle

Company".

13. Use the Status field to select the vendor's status. Values are: • Approved: If you have authority to approve vendors as defined in your

procurement user preferences, the system automatically assigns a status of Approved

to the vendor. The system does not recognize a vendor as approved unless an authorized payables or purchasing user enters or approves it.

• Inactive: You cannot enter new vouchers for this vendor.

• To Archive: You cannot enter new vouchers for this vendor; the vendor is purged from the system.

• Unapproved: If you do not have the authority to approve vendors as defined in

your procurement user preferences, another user needs to approve the vendor before

users can enter vouchers into the system for this vendor.

14. Use the Classification field to select the vendor's classification. Values are: • Attorney: Indicates that the vendor is an attorney.

• Employee: Assign this classification to vendors only if they are company

personnel. • HRMS (human resources management system): Indicates that the vendor is a

third-party vendor from the PeopleSoft Human Capital Management (HCM) system,

such as an insurance carrier or taxing authority. Selecting this value activates the HCM Class field.

• Supplier: Most vendors are suppliers.

15. Use the Persistence field to select the vendor's persistence. Values are:

• One-Time: Select for vendors you know you will use only once. You can enter

only one voucher for this vendor, after which the vendor status changes to Inactive automatically. A one-time vendor is different from a single payment vendor in that a

one-time vendor adds rows to the vendor tables. A single payment vendor does not

affect vendor tables and is used as the default master vendor for single payment vouchers.

• Permanent: Select for vendors you know your organization will always use, even

if not on a frequent basis. You can create an unlimited number of vouchers for this vendor. The vendor is not purged from the system unless you specifically request

that they be archived in a vendor archive request.

• Regular: Select for a vendor only if you don't mind that it is removed from the

system once activity for the vendor stops for a designated period. You can create an unlimited number of vouchers for this vendor. However, if there is no activity for

the vendor by the as of date in a vendor archive request, the vendor is purged from

the system.

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Step Action

16. Select the VAT Registration check box when entering VAT-applicable vendors, to

activate the Registration, VAT Default, and VAT Service Treatment Setup links.

This check box appears only if the Display VAT Flag check box on the Vendor Set

Control page is selected.

Click the VAT Registration option.

17. When entering withholding or 1099 vendors, select the Withholding check box to

enable withholding for the vendor. You specify withholding options on the Withholding Vendor Information page.

While the Withholding option and the Withholding Vendor Information page are available to you to make updates after you have defined your vendors, the most

efficient way to handle withholding vendors is to make sure that you mark them as

withholding when you first enter them. If you do, all vouchers that you enter for withholding vendors are automatically flagged for withholding reporting as you

enter them into the system.

18. Select the Open For Ordering check box to certify the vendor for purchasing goods

and services. If this check box is clear, you cannot enter purchase orders (POs) for

this vendor in PeopleSoft Purchasing.

19. Use the Corporate Vendor check box and Corporate Vendor ID field to associate

the vendor that you are creating with a corporate vendor.

Use the InterUnit Vendor check box and InterUnit Vendor ID field to identify this vendor as an interunit vendor.

20. Select the Create Bill To Customer check box if you want the system to

automatically create a bill to customer upon saving the vendor. The bill to customer

is created with default information.

Click the Create Bill To Customer option.

21. Click in the Support Team Code field.

22. Enter the desired information into the Support Team Code field. Enter "USA001".


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Step Action

23. Click in the Collector field.

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Step Action

24. Enter the desired information into the Collector field. Enter "AAK".

Step Action

25. Click in the Credit Analyst field.


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Step Action

26. Enter the desired information into the Credit Analyst field. Enter "MOM".

27. After the bill to customer is successfully created, the Create Bill-To Customer

group box will no longer appear on the page.

28. To modify the bill to customer, use the Bill To Customer Details link under the

Additional ID Numbers region of this page.

Also use this region to enter information-only additional identifiers for the vendor.

The data here is not used for processing, but may be required for reporting purposes.

29. Use the Duplicate Invoice Settings region to enter duplicate invoice checking

parameters.

The options in the Duplicate Invoice Settings region are the same as those defined

in the Payables Options component. In the Payables Options component, you

define these options for the business units sharing a setID; here, you define them for the vendor.

30. Use the Government Classifications region to enter government classifications

required for reporting by some U.S. organizations.

In the U.S., companies report information about the classification of vendors with

whom they do business to the government; they are also sometimes required to

report similar information to their customers. Vendors receive certain classifications

of certification—for example, Small Business - Hispanic Woman Owned—from various government sources.

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Step Action

31. Use the Standard Industry Codes region to enter standard industry classification

(SIC) codes required for reporting by some governments.

Depending on your organization's reporting requirements, you can apply SIC codes

here for the vendor or on the Location page for a vendor location. The information

that you enter for the vendor location is informational only. The data is not used

elsewhere in the system. The information that you enter for the vendor, however, is used for U.S. government compliance reporting. If you are not doing government

reporting, you may choose to define these numbers at the vendor location only.

You can supply multiple types of industry codes for the same vendor. For example,

a standard USA SIC code and a North American Industrial Classification System

(NAICS) code can be defined for the same vendor. You can also supply multiple SIC codes for the same SIC type.

32. Use the Additional Reporting Elements region to enter vendor information

required for Federal Procurement Data Systems reporting.

33. Next, you need to enter details about the vendor's address.

Click the Address tab.

34. Use the Address page to specify one or more addresses for the vendor. You can

enter multiple addresses for the different sites that a vendor might have.


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Step Action

35. Enter the desired information into the Description field. Enter "Headquarters".

36. You can use the Effective Date field to specify the date from which this address is valid. It defaults to the current system date, however you can override this, if

necessary.

37. Use the Country field to select the vendor's country. Once you select a country, the

appropriate address form appears. Depending on the country that you select, the

form of the address field varies. Enter all fields that are necessary for the country that you select.

38. Click in the Address 1 field.

39. Enter the desired information into the Address 1 field. Enter "100 East Street".

Step Action

40. Click in the City field.

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Step Action

41. Enter the desired information into the City field. Enter "Dallas".

42. Click in the State field.

43. Enter the desired information into the State field. Enter "TX".


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Step Action

44. Click in the Postal field.

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Step Action

45. Enter the desired information into the Postal field. Enter "75201".

46. Use the Email ID field to enter the vendor's email address. This is the address that the email application engine process uses when you select the dispatch method of

email in PeopleSoft Purchasing.

Multiple email addresses can be entered in the Email ID field, but they must be separated by semicolons.

47. Use the Payment/Withholding Alt Names (payment and withholding alternate

names) section to specify alternate names for the vendor that can be used for

payment and withholding purposes. When the system generates payments for the location that uses this address, it uses the alternate name information on the payment

forms. Likewise, if you specify an alternate withholding name, the system uses this

name on withholding reports instead of the name that you specified on the Identifying Information page.

This function is useful if a vendor wants to conduct business under another name.

For example, Alvarez Consulting may be the vendor, but may want to receive payments or report withholdings under the name of Jose Alvarez.

48. Use the Phone Information group box to enter phone information for the vendor.

49. Select the type of phone number that you are adding (cellular, business, fax, home,

pager, and so on).

Click the Type list.


51. Click the Business list item.

52. Click in the Prefix field.

53. Enter the desired information into the Prefix field. Enter "972".

54. Click in the Telephone field.

55. Enter the desired information into the Telephone field. Enter "2955002".

56. Next, you need to specify the details of the contact person.

Click the Contacts tab.


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Step Action

57. Use the Contacts page to enter information about the people whom you contact on a regular basis, so that you can easily determine whom to contact if you have

questions and can discern why a contact might want to talk to you, before you return

the contact's call.

58. The Contact ID field displays the contact ID number. When you add a new vendor

contact, the system automatically increments the vendor contact's number in this field.

Step Action

59. Enter the desired information into the Description field. Enter "Sales Manager".

60. The Eff Date field specifies the date from which this contact is valid. It defaults to the current system date, but can be changed if needed.

61. Select a type (such as Management or Sales) to define the contact's role.

Click the Type list.


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Step Action

63. Click the Sales Contact list item.

64. Click in the Name field.

65. Enter the desired information into the Name field. Enter "Pat Jones".

66. Use the Address field to select an address for the contact from one of the addresses

that you entered on the Address page. This enables you to associate different

addresses with each contact.

After you select an address for the contact, the system displays the associated phone

numbers for that address in the Phone Information group box. The system will

copy over all of the address phone numbers when there is no existing phone number defined for the contact. If there are existing phone numbers for the contact, the

system will prompt you to confirm if you want to override the existing entries and

copy the new address phone numbers into this contact phone list.

Click in the Address field.

67. Enter the desired information into the Address field. Enter "1".

68. Click the View Internet Address link to open a new browser window showing the website.


70. Use the Email ID field to enter the contact's email address. Multiple email addresses

can be entered in this field, but they must be separated by semicolons.

Click in the Email ID field.

71. Enter the desired information into the Email ID field. Enter "[email protected]".

72. Finally, you need to specify location details for the new vendor.

Click the Location tab.

73. Use the Location page to enter one or more locations for the vendor. Each vendor

must have one default location, but can also have multiple locations, including an invoicing from, remit to, and return to location. Enter identifying information and

VAT information for each vendor location.

74. If you have more than one location, add additional locations by selecting the Add

Row button (+) in the Location scroll area.

75. Because location information is effective-dated, you can also update information for

each location at any time by selecting the Add Row button (+) in the Details scroll area.


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Step Action

76. Use the Location field to enter an identifier for this location. This field enables you to differentiate vendor locations, if you have more than one.

Enter the desired information into the Location field. Enter "HQ".

77. Select the Default check box for the default location. Only one location can be the

default location. Information for the default location appears by default on all the vouchers for the vendor, but you can change the location on the voucher when

necessary.

78. Click in the Description field.

79. Enter the desired information into the Description field. Enter "Headquarters".

80. Click the RTV Fees link to access the Vendor's RTV Fees page, where you can

enter RTV fee information for this vendor.

81. Enter the date from which this location is valid in the Effective Date field. It

defaults to the current system date, however, you can change the effective date to a past or present date, if necessary.

82. Click the Payables link to access the Payables Options page, where you can define

invoicing and remitting addresses, payment options, matching and approval options,

EFT options, self-billed invoice options, vendor bank account information, vendor

type options, and (USA only) HIPAA information.

83. Click the Procurement link to access the Procurement Options page, where you can define purchasing process information and return to vendor options.

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Step Action

84. Click the Sales/Use Tax link to access the Tax Options page, where you can define

SUT options for the vendor location.

85. Click Global/1099 Withholding link

to access the Withholding Vendor Information page, where you can specify withholding options for the vendor location.

86. Use the Additional ID Numbers region to enter additional identifiers for the vendor

location.

These fields are the same as those found on the Identifying Information page.

Enter ID numbers here to override those entered for on the Identifying Information

page for the vendor header.

87. Use the Comments region to enter any comments you have about the vendor.

88. Use the Internet Address region to enter URLs and descriptions for the vendor's websites. Click the Open URL link in this region to open a URL in your browser.

89. Use the VAT region to enter VAT options for VAT-applicable vendor locations.

VAT options for the vendor location override those for the vendor.

90. Click the Custom tab.

91. Use the Custom page to create user definable vendor fields that can be used in

custom reports and queries. There are 10 predefined 30 character alphanumeric

customizable fields.


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Step Action


93. Note that the system has generated a vendor ID for the new vendor, Classics Cycle

Company.

94. You have successfully added details for the new vendor to the system.

End of Procedure.

Entering Single Payment Vendors You can enter information about vendors with whom you may perform transactions only once. Examples of such vendors are customers whom you are paying rebates or refunds. You must set

up at least one single payment vendor, which is used as the default master vendor record for

single payment vouchers.

Entering single-payment vendors include specifying general information about the vendor, such

as tax options, payment method, payment terms, and bank account defaults.

Consider this scenario: You need to create a default master vendor record for single payment

vouchers. Your goal is to create a single payment vendor.

Procedure

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Step Action

1. Begin by navigating to the Single Payment Vendor page.


Step Action


3. Click the Vendor link.


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Step Action

4. Click the Add a New Value tab.

5. Use the Persistence field to specify the type of customer that you are creating. Examples of customers are permanent, regular, and single payment.

Click the Persistence list.

6. Click the Single Payment Vendor list item.


8. Use the Single Payment Vendor page to create a single payment vendor master to

be used as the default vendor for creating single payment vouchers.

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Step Action

9. First, specify a short name for the vendor.

Enter the desired information into the ShortName field. Enter "REBATE".

10. Click in the Name field.

11. Enter the desired information into the Name field. Enter "Mail-In Rebate

Customer".

12. The VAT Registration field enables you to specify if the vendor should be VAT

enabled or not.

Click the VAT Registration option.

13. The Effective Date field defines the date from which this vendor is valid. It defaults

to the current system date, but can be changed if needed.

14. Use the EFT Options link to navigate to the EFT Payment Options page, where

you can define the EFT information for the single payment vendor.

15. Use the Draft Options link to navigate to the Draft Options page, where you can define the draft processing information for the single payment vendor.

16. Use the Sales Tax link to open the Tax Options page, where you can define the

sales and use tax options for the single payment vendor.


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Step Action

17. Use the Terms Options field to specify the payment terms on vouchers.

You can either specify the payment terms or use the payment terms defined higher

in the payables control hierarchy. For this exercise, you will specify the payment

terms.

Click the Terms Options list.

18. Click the Specify list item.

19. Specify the code of the payment terms in the Terms field. For this exercise, enter

00, the code to denote that payment is due immediately.

Click in the Terms field.

20. Enter the desired information into the Terms field. Enter "00".

21. Use the Currency Options field to denote if the vouchers should use the currency

and rate type defined higher in the payables control hierarchy or use the payment options that you specify.

For this exercise, specify that the vouchers should use the currency options that you

specify.

Click the Currency Options list.


23. Click in the Currency field.

24. Enter the desired information into the Currency field. Enter "USD".

25. The vouchers for this vendor will use the current rate type.

Click in the Rate Type field.

26. Enter the desired information into the Rate Type field. Enter "CRRNT".

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Step Action

27. Next, you will specify the payment options, such as payment method and pay group.

Use the Payment Method field to specify the payment method that vouchers created for this customer should use. Some of the valid values are Electronic Funds

Transfer (EFT), Manual check, and Letter of Credit. For this exercise, specify MAN,

the code for Manual check.

Click in the Payment Method field.

28. Enter the desired information into the Payment Method field. Enter "MAN".

29. Specify 04, the pay group code for special vendors.

Click in the Pay Group field.

30. Enter the desired information into the Pay Group field. Enter "04".

31. Use the Handling Options field to specify which payment code the vouchers should use.

Specify that the voucher should use the handling options that you specify on this

page.

Click the Handling Options list.


33. Specify RE, the code for regular payments, in the Handling field.

Click in the Handling field.

34. Enter the desired information into the Handling field. Enter "RE".

35. Use the Bank Options field to specify the bank details that the vouchers should use.

Click the Bank Options list.


37. Next, specify the bank name and the account that you want to use while making

payments.

Click in the Bank field.

38. Enter the desired information into the Bank field. Enter "USBNK".


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Step Action

39. Click in the Account field.

40. Enter the desired information into the Account field. Enter "CHCK".

41. Click in the Currency field.

42. You have specified the information to create the single payment vendor master

record. Now, save this information.

Click the Save button.

43. You have successfully completed the procedure for creating a single payment

vendor.

End of Procedure.

Approving Vendors To maintain control over the procurement process PeopleSoft requires that vendors be approved

before purchases can be made. A vendor must be approved for voucher entry and payment. This

helps to ensure that purchases are not made from unauthorized vendors.

In this example, you need to process vendor approval for a vendor. Your goal is to search the

record for this vendor and change the status from Unapproved to Approved.

Procedure

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Step Action

1. Begin by navigating to the Identifying Information page.




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Step Action

3. Click the Approve Vendor link.

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Step Action

4. Click in the Vendor ID field.

5. Enter the desired information into the Vendor ID field. Enter "USA0000006".


7. Use the Identifying Information page to view and approve vendors entered by users without approval authority. Approving a vendor makes it available for

transactions.

Step Action

8. Click the *Status list.



11. You have successfully approved a vendor.

End of Procedure.


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Inactivating Vendors If you cease to use a vendor for any reason such as poor service, or bad goods, you inactivate the

vendor to ensure that your users do not enter new vouchers for that vendor. Note that even after

you inactivate a vendor, PeopleSoft Payables still posts any outstanding vouchers for the vendor. However, the system does not pay the vendor.

There are three ways to inactivate a vendor: 1. Set the status of a vendor to Inactive on the Vendor Identifying page.

2. When you add a vendor, specify the vendor's persistence as One-time. After you enter one

voucher for the vendor, the status of the vendor automatically changes to Inactive.

3. Run the Inactivate Vendors process. This process inactivates any vendors that had no activity since a date you specify. However, the process does not inactivate vendors that have vouchers

remaining in the system with a payment status of Not Scheduled.

Consider this scenario: You need to reset the status of vendors who have had no activity since

02/01/04. Your goal is to run the Inactivate Vendors process.

Procedure

Step Action

1. Begin by navigating to the Inactivate Vendors page.


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Step Action


3. Click the Inactivate Vendors link.


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Step Action

4. You can run this process by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the process may help you



5. A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that

are used when a process is run. This ensures that when a process runs in the


Enter the desired information into the Run Control ID field. Enter

"INACTIVATE".


7. Use the Inactivate Vendors page to enter the request parameters. These parameters

will be used to define the processing rules and data to be included when the report/process is run.

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Step Action

8. You want to inactivate all vendors that no activity since 02/01/04.

Click in the Date field.

9. Enter the desired information into the Date field. Enter "02012004".

10. Select the Update Vendors option to inactivate the vendors that meet the criteria

specified on this page. If you do not select this option, you can confirm the vendors

before you actually run the inactivation process.

11. Select the Log Vendor Processed option to generate a log of vendors to be inactivated. If you select this along with the Update Vendor option, the application

generates a log of the vendors inactivated when the inactivation process is complete.

Click the Log Vendor Processed option.

12. Click the Count Vendors button to calculate the number of vendors that will be inactivated.

Click the Count Vendors button.

13. Notice that the Rows to be Processed field displays the number of rows that will be

updated.


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Step Action


15. Use the Process Scheduler Request page to enter or update parameters, such as

server name and process output format.

Step Action

16. You must select a Server Name to identify the server on which the process will run. If you use the same Run Control ID for subsequent processes, the server name that



17. Click the PSNT list item.

18. Use the Type field to select the type of output you want to generate for this job. Your four choices are File, Printer, Email, or Web.


dependent upon the Process Type you have selected. In this example, the default

value is TXT.


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Step Action

21. Notice the Process Instance number appears. This number helps you identify the

process you have run when you check the status.

Step Action

22. Click the Process Monitor link.



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Step Action



25. The Run Status is now Success.

26. You have successfully completed the procedure for inactivating vendors.

End of Procedure.

Running Reports

Process Scheduler's primary role is to support the PeopleSoft application environment. It is used to run PeopleSoft processes, including programs, batch programs, reports, and so on.

More specific examples of processes include running reports, posting journal entries, loading benefit enrollment forms, and calculating payroll deductions. All of these are performed behind

the scenes of your online system.

There are several advantages to using Process Scheduler to run reports. This lesson focuses only on running reports and not on any other types of processes. Because a report is a type of process,

these two terms may be used interchangeably, depending upon the context in which they are used.

Process Scheduler Advantages:

• System Efficiency: Data-centric processes can run close to the database on high-powered

servers. Non-data-centric processes can run anywhere.

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• Low Administration Overhead: User accounts on servers are unnecessary. Users don't need to

know additional passwords to run processes.

• End-User Productivity: Users don't need to know the syntax of running a report or any process for that matter. Workstations remain available for other tasks while a process runs in the

background on a server.

Process Scheduler enables you to run processes one at a time, per your request. For example, you

may want to run a report that generates a list of employees hired last month. If it fits your needs,

you can also schedule a recurring report to run at specified times, such as every Friday at 6:00

p.m.

Process Scheduler enables you to run reports easily and efficiently, without interruption to your

workstation. A report may be running at the same moment you are reconciling financial data in a spreadsheet or entering personnel data into a database -- whatever the case may be for your

particular position. In short, you can continue your daily work routine while Process Scheduler

takes care of running your reports.


• Run a report using Process Scheduler.

• Monitor a report using Process Monitor. • Manage a report using Report Manager.

Running Financials and SCM Reports

Using Process Scheduler, running a report is a simple process. Before beginning, it is important to understand a few basic Process Scheduler terms.

• Process Request: A single "run request," such as an SQR or Crystal report. • Run Control ID: A unique ID, associating each operator with his or her own run control table

entries.

• Process Instance: A unique number that identifies each process request. This value is automatically incremented and assigned to each requested process when the process is submitted

to run.

In this topic, assume your company is performing its year end closing. The process of year end closing closes the profit and loss (P/L) accounts to retained earnings and generates the balance

forward amounts. As part of this process, you have been asked to run the Closing Trial Balance

report which lists summary information of all entries on the ledger by account type. Your goal is to run the Closing Trial Balance report.

Procedure


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Step Action

1. Begin by navigating to the Closing Trial Balance page.


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Step Action

2. Click the General Ledger link.

3. Click the Close Ledgers link.


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Step Action

4. Click the Closing Trial Balance link.

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Step Action

5. You can run this report by searching for an existing Run Control ID or you can add

a new value. Creating a Run Control ID that is relevant to the report may help you



Step Action

6. A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that

are used when a process is run. This ensures that when a process runs in the


Enter the desired information into the Run Control ID field. Enter

"RUN_CLSTB".


8. Use the Closing Trial Balance page to enter the request parameters. These

parameters will be used to define the processing rules and data to be included when the report is run. The parameters will vary depending on which report you are

running. For example, other reports might have fields where you specify the SetID,

Employee ID, or Department values before running the report.


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Step Action

9. For this report, you must define the Unit, Ledger, and Fiscal Year fields.

For this example, use the default selections for the Unit and Ledger fields.

Step Action

10. Next, specify the fiscal year for which you will run the report.

Click in the Fiscal Year field.

11. Enter the desired information into the Fiscal Year field. Enter "2006".

12. The parameters are set for this report.

Click the Run button.

13. Use the Process Scheduler Request page to enter or update parameters, such as server name and process output format.

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Step Action

14. You must select a Server Name to identify the server on which the process will run.

If you use the same Run Control ID for subsequent processes, the server name that




16. Use the Run Date field to specify the date you want the process to run. This gives

you the ability to set a report to run on a future date.

17. Use the Recurrence field to specify the recurring time intervals for a process

request to run. For instance, if you need to run a process every week day at 5 pm that resolves all the transactions managed by your web site, you could select the run

recurrence definition of M-F at 5 pm to schedule this process to run at the

appropriate time.

18. Use the Run Time field to specify the time you want the process to run. This gives

you the ability to set a report to run at a future time.

19. Use the Reset to Current Date/Time button to sets the Run Date and Run Time to the present date and time.

20. Use the Time Zone field to select the time zone in which the process will run. For

example, you might be in Eastern Standard Time (EST) and schedule a process to

run in Pacific Standard Time (PST).


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Step Action

21. The Description field helps to uniquely identify a process. You should be familiar enough with the processes that you run as part of your daily tasks to identify them

by this description.

22. The Process Name field displays the name of the process as it appears in the

definition.

23. The Process Type field displays the type of process, such as SQR, Crystal, and so

on.



File: This enables you to write the output to a file that will appear in the Output Destination.

Printer: You can enter a custom printer location if you have the appropriate security access.

Email: You can enter the destination information to send to a particular email recipient(s). Note that Email is available only for SQR, PS/nVision, and Crystal.

Web: Sends all output of the process to the report repository, including log and trace

files.


dependent upon the Process Type you have chosen. For example, the default format

for Crystal and PS/nVision is HTML.


27. The report is now running. Notice that your report has been assigned a Process

Instance number. It is a good idea to make a note of the Process Instance number for future tracking.

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Step Action

28. Now that you have used Process Scheduler to run your report, you next will use

Process Monitor to monitor the status of your report. You use Process Monitor to:

• Check the status of your submitted process requests. • Cancel process requests that have been initiated or are currently processing.

• Hold process requests that are queued, and queue process requests you have put on

hold.


29. Process Monitor supplies you with two pages, the Process List page and the Server

List page. Use the Process List page to view the status of submitted report/process

requests.

30. You use the fields in the View Process Request For section to display specific

processes based on the criteria entered in these fields.

31. Use the User ID field to view the processes submitted by a user ID. Usually, you view your own user ID.

Leave this field blank to view all of the processes that you are authorized to view.

32. Use the Type field to view by a process type, such as Application Engine, Crystal, COBOL, SQR, or Application Engine processes.

33. Use the Last fields to specify an interval of time by which to limit the process

requests that appear in the list. Enter a custom numerical value in the field, and then

select a unit type: Days, Hours, or Minutes.


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Step Action

34. Use the Server field to view processes that are run on a particular server.

35. Use the Name field to view all processes for a specific process name.

36. Use the Instance fields to display results based on the process instance number. This number is automatically generated when a process is requested.

37. Use the Run Status field to view processes by status, such as Completed or Error.

38. Use the Distribution Status field to view processes by distribution status, such as

Generated, Posted, or Not Posted.

39. The Process List itemizes all the requested processes for the user, in this example

VP1.

Step Action

40. You can get details about a particular process request by clicking the Details link in

the Details column. This opens the Process Detail page where you can view such

details as request parameters and message logs.

Click the Details link.

41. Most of the items on the Process Detail page are display-only; however, you can

use some controls to manipulate the program run, as needed.

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Step Action

42. The Process group box contains general information to help you identify the process

request. This is a display-only group, showing basic descriptive information about

this process.

43. The Run group box shows specific run information, such as the run control ID and the run location. If the process runs on the server, the server name appears in the

Server field and any run recurrence that you have selected appears in the

Recurrence field.

44. The Update Process group box displays the actions you can take for this field depend upon your user authorizations and the current status of the request. If you are

authorized, you have the following options for your request: Hold, Queue, Cancel,

Delete, or Restart.

45. The Actions group box contains links to other pages that provide additional details about the process parameters.

46. Click the Parameters link to view additional information about the process

parameters, such as runtime definition variables, the path and program used to run

the process, the location of the completed output, and additional information about

the process status.

47. Click the Message Log link to view messages that are inserted into the message log by the program that is running.

48. The Batch Timings link is only available for process requests with a process type of

Application Engine.

The Batch Timings report contains a set of statistics that system administrators can

use to tune the system to gain better performance. This report relates specifically to

PeopleSoft Application Engine program performance.

49. When you click the View Log/Trace link, a new browser window opens, displaying links that enable you to view the message log and trace file in a browser.

The View Log/Trace link appears on the Process Monitor Detail page when at least one of the following conditions is met:

• The output destination for the process request is Web, and the report and log files

were successfully posted to the Report Repository by the Distribution Agent.

• The process has a run status of Success. • The process request ran from a PeopleSoft Process Scheduler Server Agent that

was set up using the Server Definition page with a distribution node.


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Step Action

50. Return to the Process List page.


51. Knowing the run status of your job helps you to see where it is in the queue or

identify a problem if the process has an error.

The status of your report is Success, meaning that your report has finished running.

52. If the status is not Success, you can click the Refresh button to update the status.

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Step Action

53. Now that your report has finished running, you are ready to use Report Manager to

view your report.

Click the Go back to Closing Trial Bal link.


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Step Action

54. Report Manager is like your own personal "in box" of reports and process output. It provides a secured means to view report content, check the posting status of your

output, and see content detail messages.

Click the Report Manager link.

55. The List page displays the reports from multiple databases to which you have

access. Unlike the Administration page, the List page lists reports when both of the following events occur. First, the Distribution Agent has successfully posted the

report to the report repository. Once the report has posted, the Distribution Agent

publishes a message to have an entry added to the report folder table for the new

report. Second, the local message node has subscribed to the message that was sent by the Distribution Agent by adding an entry for the report in the report folder table.

56. The Explorer page displays a hierarchical view of folders and reports. Unlike the

Administration page, the Explorer page lists reports when both of the following

events occur. First, the Distribution Agent has successfully posted the report to the report repository. Once the report has posted, the Distribution Agent publishes a

message to have an entry added to the report folder table for the new report. Second,

the local message node has subscribed to the message that was sent by the Distribution Agent by adding an entry for the report in the report folder table.

57. You use the Administration page to view the report, view details about the report,

and delete unwanted reports from the system. New reports that have been scheduled

or are in the process of being posted to the report repository are viewed only through the Administration page.

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Step Action

58. You use the Archives page to view reports that have been archived.

Step Action

59. For this example, you need to go to the Administration page to view the report.

Click the Administration tab.

60. The reports are listed in the Report List section of the page. You can sort this list by

using the fields in the View Reports For section of the page.

61. The Closing Trial Balance Report with the instance number 7295 is at the top of

the list, and the status is Posted.

62. In Report Manager, there are several status possibilities. Knowing what they mean

will help you to understand the progress of your job without having to check the

Process Monitor.


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Step Action

63. Because the status of your report is Posted, you may now view your report. Notice the Details link on the right side of your screen.

Click the Details link.

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Step Action

64. Click the GLS1003_7295.PDF link.

65. A second browser window is opened that displays the report.

Review the report. If you wish, you can also print this report by using the browser's

print button.


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Step Action

66. Return to the Report Detail page.

Click the Close button.

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Step Action

67. Return to the Administration page.


68. If you are authorized to delete a report, the Select check box will be active. This

enables you to select the report and then click the Delete button to remove the report from the list.

Note that you must be assigned the ReportDistAdmin (Report Manager administrator) or ReportSuperUser (super user) role in PeopleSoft Security to be

able to delete a report in Report Manager.

69. You successfully requested a report, viewed the status using Process Monitor, and

viewed the report using Report Manager.

End of Procedure.

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