eprocurement (epro) ksugeorgiafirst marketplace 3. introduction to eprocurement 3.1 what is...

36
Outreach and Distance Learning Technologies Information Technology Services eProcurement (ePro) KSUGeorgiaFIRST Marketplace

Upload: vodieu

Post on 22-Jun-2018

228 views

Category:

Documents


0 download

TRANSCRIPT

Outreach and Distance Learning Technologies

Information Technology Services

eProcurement (ePro)

KSUGeorgiaFIRST Marketplace

Copyright © 2011 KSU Department of Information Technology Services

This document may be downloaded, printed, or copied for educational use without further

permission of the Information Technology Services Department (ITS), provided the content is

not modified and this statement is not removed. Any use not stated above requires the written

consent of the ITS Department. The distribution of a copy of this document via the Internet or

other electronic medium without the written permission of the KSU - ITS Department is

expressly prohibited.

Published by Kennesaw State University – ITS 2011

The publisher makes no warranties as to the accuracy of the material contained in this

document and therefore is not responsible for any damages or liabilities incurred from its use.

PeopleSoft™ and eProcurement™ are trademarks of the Oracle Corporation.

Information Technology Services

Table of Contents

1. Objectives ...........................................................................................................................1

2. Requirements .....................................................................................................................1

2.1 Browsers ...........................................................................................................................1

2.2 Access ...............................................................................................................................1

3. Introduction to eProcurement ............................................................................................2

3.1 What is eProcurement .......................................................................................................2

3.2 KSU use of eProcurement/GeorgiaFIRST Marketplace .......................................................2

3.3 What is the GeorgiaFIRST Marketplace? ............................................................................2

3.4 Benefits of ePro and the GeorgiaFIRST Marketplace ..........................................................3

3.5 Roles .................................................................................................................................3

4. Using eProcurement ...........................................................................................................4

4.1 Logging in to the ePro GeorgiaFIRST Marketplace ..............................................................4

4.2 Setting up Your Profile .......................................................................................................5

4.3 Navigating the KSU GeorgiaFIRST Marketplace ..................................................................7

4.4 Creating a Shopping Cart .................................................................................................10

4.5 Creating a Requisition ......................................................................................................16

4.6 Creating a Special Request Requisition ............................................................................20

4.7 Creating a Desktop Receipt ..............................................................................................25

4.8 Viewing the Requisition Cycle ..........................................................................................27

4.9. Approving/Denying Requisitions .....................................................................................29

4.10 Inserting Ad Hoc Approver .............................................................................................32

4.11 Exiting the system..........................................................................................................33

ePro/GeorgiaFIRST Marketplace

1

1. Objectives

• Identifying the purpose of eProcurement (ePro)

• Identifying the purpose of the GeorgiaFIRST Marketplace

• Listing roles involved with ePro and the GeorgiaFIRST Marketplace

• Logging in and setting up profile and Navigation

• Creating a shopping cart, searching items, and renaming your shopping cart

• Creating a requisition and creating a Special Requisition including requests for payment

• Approving/Denying Requisitions

• Receiving Items

2. Requirements

2.1 Browsers

You may use any browser of your choice for ePro and the KSU GeorgiaFIRST MarketPlace. However, we

have found that Internet Explorer works best with this PeopleSoft database. If you decide to use Apple

Safari, make sure that the “Accept Cookies” option is set to “Always”. You may refer to the instructions

below.

To accept cookies in the Apple Safari browser on the Mac:

2.1.1. Open Safari and go to Safari on the menu bar.

2.1.2. Click on Preferences…

2.1.3. Go to Security on the toolbar.

2.1.4. In Accept cookies:, select Always.

2.1.5. Close the window.

2.2 Access

ePro and the KSU GeorgiaFIRST MarketPlace can ONLY be accessed from an on-campus computer or

via remote Virtual Private Network (VPN). VPN access can be requested through the KSU Service Desk

at [email protected].

2

3. Introduction to eProcurement

3.1 What is eProcurement

eProcurement (ePro) is a module in PeopleSoft Financials (PSFIN) that has a primary function of

creating electronic requisitions and routing them for approval. In this PSFIN module, ePro is used to

create requisitions for goods and services. A requisition is simply an official request to purchase goods

and services. Previously, you used AGS (the Acquire Goods and Services System) to request an item to

be purchased. ePro replaces AGS.

A requisition is created within ePro and then, like AGS, electronically routed for approval. The approval

chain is dependent on the Department charged and item type, among other factors. Finally, after the

last electronic approval is made, the requisition can be copied into, or sourced into an official Purchase

Order (PO) that is dispatched to a vendor. For special requests, the PO stays in-house and is sent to

Accounts Payable for payment.

Unlike AGS, ePro is completely integrated into PeopleSoft. Once a requisition is fully approved, a “pre-

encumbrance” against available funds is created. This “pre-encumbrance” helps you track requisitions

in the pipeline. The pre-encumbrance exists until the purchase order is created. At that time, the pre-

encumbrance is converted to an encumbrance/purchase order.

3.2 KSU use of eProcurement/GeorgiaFIRST Marketplace

On ePro/GeorgiaFIRST Marketplace, all transactions and approvals are on the system. You do not have

to try to remember what you bought three weeks ago, if you received the proper approvals, or where

you put the receipt. It is all on the system.

If you prefer to use your P-Card, you can continue ordering the way you do now ----- order by phone or

email; sign delivery slip acknowledging receipt; compile receipts; reconcile monthly statements, and

submit all required documents and approvals with your monthly P-Card statement for auditing.

3.3 What is the GeorgiaFIRST Marketplace?

• Online catalog system accessed from PeopleSoft Financials • Enables you shop online from State, USG, and Institution-approved suppliers/contracts • Enables you access to statewide and institution’s contracts

The GeorgiaFIRST Marketplace takes the use of ePro to another level. The GeorgiaFIRST

Marketplace is an online shopping site that is accessed from PeopleSoft Financials. Through this

online shopping site, users can shop online for contract items from a variety of state and institution

approved vendors. Users can select items by placing them in an online shopping cart.

3

They assign these shopping carts to a designated requester when ready, and the requester then

turns their shopping cart into an ePro requisition.

3.4 Benefits of ePro and the GeorgiaFIRST Marketplace

With this new system of online shopping and electronic requisitioning, you will see some immediate

benefits, including:

Reduction in paper forms routing through different offices

Online browsing and shopping for items

Comparison shopping

You only need one login to shop from multiple vendors

You can request goods from multiple vendors through one shopping cart. However, you are

advised not to combine items that require special approval with those that do not, since the

requisition requires all approvals for all lines to be processed into purchase orders

All items in the GeorgiaFIRST Marketplace are contractually-approved items

Faster routing for approvals

3.5 Roles

In order for the ePro and GeorgiaFIRST Marketplace functionality to work properly, users are set up

with specific roles and responsibilities. They include:

Shoppers: These users select items in the GeorgiaFIRST Marketplace and place them into

shopping carts for their assigned Requesters.

Requesters: These users take the shopping carts created by Shoppers and turn them into ePro

Requisitions. Requesters can also build their own shopping carts, just like Shoppers.

Approvers: These users are set up to approve ePro Requisitions.

Shoppers

• Can search for and select items in the GeorgiaFIRST Marketplace

• Assign carts to Requesters

Requesters

• Can search for and select items in the GeorgiaFIRST Marketplace

• Create Marketplace Requisitions from assigned carts and from their own carts

• Create Special Request Requisitions

• Manage requisitions by editing or canceling

• View where requisition is in its lifecycle

• Are responsible for completing their own Desktop Receiving

4

Approvers

• Institution customizes their Workflow stages and paths

• Minimum approval required by Department and Project Managers (if project Chartfield is included)

• Most approvers will have the ability to edit a requisition in their Worklist • Approvers can also create shopping carts like shoppers.

Special Approvers

KSU also has commodity approvers for special items such as:

ITS for Technology hardware and software AVTS for Audio/Visual equipment EHS for Chemical and hazardous materials Grants office for grant-funded purchases Human Resources for lecture/performance/consultant agreements University Relations for Print and Advertising Facilities/Plant Operations for fixtures and any items that affect campus buildings or surface

4. Using eProcurement

4.1 Logging in to the ePro GeorgiaFIRST Marketplace

5.1.1. Please point your browser to the following site:

https://dfs-fscon.gafirst.usg.edu/psp/F89PRD/EMPLOYEE/ERP/?cmd=logout

5.1.2. Log into PeopleSoft. (Note: You must contact the Project Management Office to get

login access information)

5.1.3. Click on eProcurement.

Figure 1 Main Menu

5

4.2 Setting up Your Profile

5.2.1. Select Create Requisition.

Figure 2 eProcurement Menu

5.2.2. Select Add Items and Services.

Figure 3 Create Requisition Steps

5.2.3. Select GaFirst Marketplace.

Figure 4 Items and Services List

5.2.4. Select the GeorgiaFIRST Marketplace link.

Figure 5 GeorgiaFirst Marketplace Tab

6

5.2.5. You will be presented with Terms and Conditions, please read and select Accept to

continue. The Kennesaw State University Marketplace site will populate.

Figure 6 KSU GeorgiaFIRST Marketplace

5.2.6. Click on the profile link next to your name.

Figure 7 KSU profile

5.2.7. Ensure your First Name, Last Name, Email Address, Business Unit, and UserID are correct. If they are not, notify your ePro Administrator by email at: [email protected] Note that Phone Number and Department are not included in the defaults.

5.2.8. Click on the User Settings tab, and then select the Personal Settings sub-tab

Figure 8 Personal Settings

5.2.9. In the Color Theme drop down list, select your institution and click the Save button

7

Figure 9 Color Theme

5.2.10. Click the home/shop link.

Figure 10 home/shop link

4.3 Navigating the KSU GeorgiaFIRST Marketplace

User Information: In the upper left corner of the GeorgiaFIRST Marketplace, you will find your User

Information. In this area is your name and a link to your profile.

Figure 11 User Information

Screen Title: The screen title indicates the title of the current page that you are on.

Figure 12 Screen title

8

Cart Summary: The upper right corner displays a summary of your shopping cart. Included is the

cart name, the number of items in the cart, and the total cart amount. You can click on this

shortcut to go directly to the cart page to review, update, and process your shopping cart.

Figure 13 Cart Summary

Quick Search: This quick search feature allows a variety of searches to be executed anywhere in the

marketplace. To use this feature, a search option must be selected and search criteria must be

keyed in. Clicking the “Go” button executes the quick search and displays the results in the

appropriate search results screen.

Figure 14 Quick Search

Navigation Tabs: Across the top of the GeorgiaFIRST Marketplace are the primary navigation tabs.

By clicking on a tab, the screen refreshes to display sub-tabs for the topics or functions covered in

that particular part of the Marketplace. The tabs that you see are dependent on your permissions.

The order of these tabs may be changed in your User Profile.

Figure 15 Navigation Tab

o Home/Shop: This tab is used for shopping and provides quick access to other parts of

the application.

o Favorites: Use this tab to create and define your “personal favorites” folders and items.

o Carts: View and modify the current shopping cart, create new carts, delete existing

carts, and prepare the active cart for processing.

o History: Contains a repository of various documents within the application.

o Profile: Used to review and update personal user information.

o Contracts: Search for supplier contracts.

o Customize: Allows you to customize settings and preferences.

o AAA: Allows you to change the screen font size.

Navigation Sub-Tabs: Once you select a tab, additional sub-tabs may be available. If sub tabs are

available, they will be located just beneath the primary navigation tabs.

Figure 16 Sub-Tabs

Shopping Quick Search: You can access simple and advanced search from this feature. This is the

primary area to perform item searches. We will cover search features later in this chapter.

Figure 17 Shop search

9

Action Items Box: This box contains quick links to important information for the user logged in.

Depending on your role, the information displayed will vary.

Figure 18 Action Items

Organization Message: This box is an important tool that system administrators use to

communicate with the GeorgiaFIRST Marketplace community. This message box is available to all

users and is a common way to communicate important upcoming dates, information about new

suppliers, links to training, and more.

Figure 19 Organization message

Punch-Out: A “punch-out” supplier is a site maintained by the actual suppliers. Catalogs in punch-

out sites can still be customized for an individual institution. Punch-out suppliers can be accessed

from this area of the screen.

Figure 20 Punch-Out

10

4.4 Creating a Shopping Cart

4.4.1. From the Main Menu, click on eProcurement.

4.4.2. Select Create Requisition.

Figure 21 Create Requisition

4.4.3. Select Define Requisition.

Figure 22 Define Requistion

4.4.4. Enter a Requisition Name. To name the requisition, enter the vendor’s name followed

by the type of item purchased. For example: “Staples Desk Office Supplies”.

Figure 23 Requistion name

4.4.5. Select Add Items and Services.

Figure 24 Add items and Services

4.4.6. Select GaFirst Marketplace.

Imaging Tech PPC Bond Media

11

Figure 25 GaFirst Marketplace Tab

4.4.7. Select the GeorgiaFirst Marketplace link.

Figure 26 Marketplace link

4.4.8. You will be presented with Terms and Conditions; please read and select Accept to continue.

The Kennesaw State University Marketplace site will populate.

Figure 27 Marketplace menu

4.4.9. In the Shop search area, click on the categories drop-down box.

12

Figure 28 Shop

Performing a Simple Search

1. From the GeorgiaFIRST Marketplace home/shop tab, select the Shop dropdown list. 2. Select the appropriate Product Category (optional). 3. Enter one or more keywords. 4. Press the Go button.

When performing a simple search, the system looks through many different things in order to find the most relevant search results. This includes looking through Keywords and Item information. GeorgiaFIRST Marketplace System Administrators enter keywords to help guide users to the correct contract, supplier and favorite items. Item Information includes the following:

Product Description Product Category/Sub Category Supplier (Vendor) Manufacturer Name and Manufacturer Part Number Unit of Measure/Product Size System Packaging and Size Alternate Name and Alternate Part Number(s) Client Catalog # Color Common Name MDL Number Molecular Formula Radionuclide UPC

4.4.10. Select a specific category, or, use the “Everything” category.

Figure 29 Categories dropbox

13

4.4.11. Enter a part number, description, or other information in the search field. In this

example, type “pencil sharpener”.

Figure 30 Enter seach text

Narrowing your search One way to narrow down your search results is to only search in a particular product category. Searching by category helps reduce the number of products from appearing in the search results by filtering out those not in the selected category. When shopping by category, the data being search is limited. Available categories may vary by institution depending on the suppliers and items enabled. The Product Categories that you may see include:

Lab Supplies: Products used in various research environments (i.e., reagents, glassware,

analytical equipment, etc.) Medical/Clinical Supplies: Includes medical, surgical, clinical and dental products (i.e.,

gauze, needles, dental equipment, etc.) Office: Office supplies and consumables (i.e., files and folders, desk supplies, writing

instruments, etc.) MRO/Facilities: Products related to maintenance repair and operation (i.e., tools,

hardware, janitorial supplies, etc.) Furniture: All furniture products (i.e., desks, chairs, shelving, etc.) Services: Service-related items (i.e., lab services, legal services, training services, etc.) Manufacturing/Engineering: Major equipment purchases (i.e., Construction equipment,

HVAC equipment, Pharmaceutical equipment) Books and Publications: Hardcopy documentation spanning all topics and interests (i.e.,

Books, Manuals, Magazines, etc.) Electronics/IT/AV: All electronic or computer-related equipment (i.e., computer

hardware/software, AV equipment/accessories, communication equipment/accessories, etc.)

Specialty: Miscellaneous Products (i.e., Sporting equipment, Clothing materials, Musical instruments, etc.)

Food/Food Equipment: All food-related items (i.e., Commercial food preparation, storage, and serving equipment, Food consumables and supplies, Kitchen equipment, etc.)

It is recommended that when searching for an item, you first search by product category. If you do not find what you are looking for, then search “Everything.” Once your search results are retrieved, you can use the filter options to further refine your results. Primarily, you can use the filter options for “Custom Attributes” to see those items on a state contract, agency contract, etc.

4.4.12. Click the Go button. A list of products will populate.

14

4.4.13. Change quantity if necessary, and then click the Add to Cart button for an item to add

that item to your shopping cart.

Figure 31 Add to Cart

4.4.14. Your cart preview will show at the top of your screen.

Click on the Shopping Cart summary. The default name is your user ID and date.

Figure 32 Cart name

4.4.15. In the Name this cart box, enter a new name for your cart.

Figure 33 Rename shopping cart

It is a good idea to create different carts for different categories of items.

4.4.16. Click Update.

Figure 34 Update newly named cart

In the GeorgiaFirst MarketPlace, there is a “Favorites” option for saving frequently purchased catalog items. There is a “shopping list” option in the Staples punch out to save frequently purchased items. The punch out for Fisher Scientific has a “My Hot List.” The punch out for Grainger has a “Shared Lists” option for saving frequently purchased items. These options allow the shopper or requester to save frequently purchased items and will reflect catalog price changes.

15

4.4.17. To complete your shopping:

For Requesters:

Step 1: Click on Proceed to Checkout.

Figure 35 Procced to Checkout

Step 2: Continue to the Create a Requisition Section.

For Shoppers:

Step 1: Click on Assign Cart.

Figure 36 Assign Cart

Step 2: Search and Select for the appropriate Requester to assign your cart to.

This is the last step for shoppers. Your role is complete and your cart is being assigned to your requester.

Step 3: To leave the KSU GeorgiaFIRST Marketplace, click the PeopleSoft Home link.

Figure 37 ePro Home

16

4.5 Creating a Requisition

4.5.1. Once you complete your shopping, click on Proceed to Checkout.

Figure 38 Proceed to Checkout

4.5.2. Select Issue Requisition.

Figure 39 Issue Requisition

4.5.3. Confirm that the Requisition Summary (ePro Shopping Cart) is populated with your shopping cart items.

Figure 40 shopping cart list

Requesters should verify that they are selecting the correct account code for each line.

17

4.5.4. Click on the arrow to open up the details of the line.

Figure 41 Detail arrow

4.5.5. Check for the correct Ship To location information as you indicated on your PeopleSoft Security Form. Your department should appear as the default.

Figure 42 Ship location

4.5.6. If the Ship To needs to be changed, you may click on the search icon to edit.

Figure 43 Search icon

4.5.7. Locate and click on the correct Ship To in the search list provided.

The Ship To code for ITS is CP200204. The Ship To code for AVTS is CP200212. Additional Ship To codes are available on the ePro Job Aids page of the financialservices.kennesaw.edu website.

4.5.8. If someone other than you will be receiving the shipment, enter that person’s name in

the Attention field.

4.5.9. Check for the correct SpeedChart number.

Figure 44 SpeedChart

4.5.10. If the correct SpeedChart is not available, click on the search icon to edit.

18

Figure 45 Speed Chart search

4.5.11. Ensure that the correct accounting information is entered

Figure 46 Accounting information

4.5.12. Add comments in the Justification/Comments field if needed.

Figure 47 Justification

For Dell orders, please include the e-quote/web proposal number in the Comments field. Technology approvers use these numbers to compare the order to the quotes for accuracy.

4.5.13. If justification documentation is needed, click on the comment button to attach

Figure 48 comment icon

Note: Any PO clauses assigned in GeorgiaFIRST will be pre-populated in the Comments section.

4.5.14. Select Show at Receipt, and Show at Voucher

Figure 49 Select routing

4.5.15. Click the Save and Preview Approvals button.

Figure 50 Save and Preview

You can also find SpeedChart numbers at:

https://financialservices.kennesaw.edu/budget/speedchart

Please see https://financialservices.kennesaw.edu/business/sites/financialservices.kennesaw.edu.business/files/POAddendum.pdf for terms and conditions

19

Templates are available in the ePro module. However, catalog pricing changes will not be reflected in the template. Also, any requisition created from a template in ePro will then become a Special Request requisition and routed to Procurement for processing.

4.5.16. Review the approval path and insert any ad hoc approvers if necessary.

Figure 51 confirmation

Approvers can add ad hoc approvers and make comments which will stay on the system for the requester to review.

4.5.17. Click the Submit button to route the requisition lines for approval.

The system automatically routes the requisition to the Department Head/Project Manager (budget owner), and Business Manager (if applicable) for approval based on the accounting fields used.

20

4.6 Creating a Special Request Requisition

Special Request Requisitions

• No entry to the GeorgiaFIRST Marketplace

• Items are manually entered onto requisition

• For non-catalog/contract items

• Employee reimbursement of non-travel, KSU-related expenses

Not available to be automatically sourced into a PO; Purchasing Department will source these requisitions into POs

4.6.1. Select Create Requisition.

Figure 52 Create Requistion

4.6.2. Name the Special Requisition.

Figure 53 Name Requistion

21

4.6.3. Select Continue.

Figure 54 Continue

4.6.4. Select the Special Request tab.

Figure 55 Special Request

4.6.5. Select the Special Item link.

Figure 56 Special Item

4.6.6. For each line that you want to enter, complete the following steps:

A. Item Description; Item Price; Quantity; and Unit of Measure

If you are requesting a payment, the unit of measure is “EA”.

B. Category/Commodity Code: enter/select the NIGP code for the item.

(Commodity codes are available on the ePro Job Aids web page at:

https://financialservices.kennesaw.edu/business/ps_epro_jobaids)

C. Due Date

If you are requesting a payment, the due date is the invoice or receipt date.

Defining a Special Requisition

Name the requisition with the following conventions. These naming conventions will ensure that

Purchasing will only issue a PO to the vendor where one is required:

If you are requesting that an item be purchased, name the requisitions as follows

o Vendor Name, Item Description (example: Ameripress Student Orientation Brochures)

If you are requesting payment be made because the goods and services have already been

received, name the requisition as follows:

o PAY Vendor name (example: PAY Ameripress)

o PAY Employee Name (for non-travel, KSU-related expenses) (example: PAY Jane Jones)

22

D. Vendor ID/Vendor Number

If you are requesting a payment the vendor item ID is the invoice number or receipt number.

E. Enter any necessary comments and always mark as show at receipt, and show at voucher

in the Additional Information section.

If you are requesting a payment the comment should read “Pay Vendor Name” or

“Pay Employee Name”.

F. Select the Add Item button.

Figure 57 Add Item

G. Confirm the Requisition Summary (“shopping cart”) updated with your new requisition line.

4.6.7. To add an additional requisition line, repeat steps 5A – 5G.

4.6.8. Select the Review and Submit link.

Figure 58 Review and Submit

4.6.9. To update a line’s Ship To location or distribution, click the Expand button beside the

line number and update the information.

H. To update multiple lines’ information, select the lines you with to modify and click the

Modify Line/Shipping/Accounting button.

I. Enter all necessary field changes and click “Apply.”

4.6.10. Enter any comments needed in the Justification/Comments field and select the

appropriate checkbox(es) to route comments. Note: The Justification should include the

business purpose for the purchase.

4.6.11. It is important to attach a PDF copy of invoice or receipt if requesting payment of an

invoice or reimbursement. You may also add attachments to clarify requests for

purchases such as catalog copies, web pages.

23

Scan invoice or receipts and save as PDF. Name file with Vendor and Invoice Number.

If you have more than one invoice/document to attach, scan as one document and add to the first line of requisition.

Do not use .tiff or .jpeg

4.6.12. On the appropriate line, click on Comments icon.

Figure 59 Comments

4.6.13. Click on Add Attachment.

Figure 60 Add Attachment

4.6.14. Browse for your attachment and upload.

4.6.15. Once the upload is complete, click Send to Vendor.

4.6.16. Click Add Attachment.

Figure 61 Attachment

4.6.17. Click the Save & Preview Approvals button.

24

4.6.17. Review the approval path and insert any additional approvers if needed.

4.6.18. Click the Submit button.

When preparing a multiple line requisition, the requester is advised to not combine commodities that have special approvals with those that do not since the requisition will not source to purchase order(s) until all lines are approved.

Technology purchases must first be approved and/or quoted by ITS or AVTS before a purchase can be made from the Technology vendors in the catalog, i.e. Dell, Apple, Hewlett-Packard. Please use the following link, or, you can go to Computer Resources on the KSU Intranet and select Technology Purchases: http://www.kennesaw.edu/techpurchases/ Approval emails for technology purchases (or for any other special approval purchase) must be attached to the requisition. PDFCreator or Adobe Professional can be used to convert the email into a PDF.

When creating a requisition for an employee reimbursement, you can include multiple receipts on one requisition.

25

4.7 Creating a Desktop Receipt

4.7.1. Select eProcurement in the menu.

4.7.2. Select Receive Items in the eProcurement menu.

Figure 62 Receive items

4.7.3. Locate the Requisition Line for the item(s) you have physically received and wish to

create a receipt for, then select line(s) by checking the Select checkbox(es).

You can only receive from one vendor at a time.

Figure 63 Select Receiving items

26

4.7.4. Select the Receive Selected button.

4.7.5. If the receipt date is not the current date, change the date.

Figure 64 Received Date

4.7.6. In the Received Qty field, enter the quantity received.

Figure 65 Save Receipt

If you have only received a partial quantity of the total ordered, you will be able to create another receipt when you receive the remaining quantity.

27

4.7.7. If you need to enter comments to attach to the receipt, click the Comments icon.

4.7.8. Click the Save Receipt button.

4.7.9. Your Receipt Number is listed on the “Receipt Saved Successfully” page.

4.8 Viewing the Requisition Cycle

4.8.1. Select eProcurement in the menu.

4.8.2. Select Manage Requisitions in the eProcurement menu.

The Manage Requisitions screen appears.

Figure 66 - Manage Requisitions

4.8.3. Locate the Requisition Line for the Requisition for which you wish to view the cycle.

28

4.8.4. Click on the drop-down menu to the right of the requisition.

4.8.5. Select Requisition Cycle.

4.8.6. Click on the Go button.

The Requisition Cycle appears.

Figure 67 - Requisition Cycle

A blue link on the cycle means that the requisition is either on or past the stage.

4.8.7. Click on any blue link to view detailed information for the particular stage in the cycle.

JRequester

29

4.9. Approving/Denying Requisitions

4.9.1. Please point your browser to the following site:

https://dfs-fscon.gafirst.usg.edu/psp/F89PRD/EMPLOYEE/ERP/?cmd=logout

Note that emails are sent to notify approvers of a requisition that needs their approval. You may click on the link in the email to access the requisition in ePro.

4.9.2. Click the Worklist link in the upper right of the home page.

Figure 68 Worklist

4.9.3. Your approval worklist will populate.

Figure 69 requisition list

4.9.4. Click on the Requisition Link to view the Approval page.

Figure 70 requistion link

30

4.9.5. To review a line item’s description, click on its Item Description hyperlink.

Figure 71 View Requisition

4.9.6. To review line details such as Distribution and Ship to information, select it with a

checkmark and click the View Line Details button (multiple lines may be selected at the

same time).

Figure 72 View Line Details

4.9.7. To review the Approval path, click the Expand icon next to Review/Edit Approvers.

4.9.8. To insert additional approvers or reviewers, click the green plus sign (+) where you want

to insert the ad hoc approver(s).

4.9.8.1. Click the User ID look up icon in the pop-up window.

4.9.8.2. Search for the name or User ID of the approver you want to add. Click on that

person’s name.

4.9.8.3. Select either Approver or Reviewer.

4.9.8.4. Click the Insert button.

4.9.8.5. Click the Apply Approval Changes button.

31

Figure 73 Expand and Comments

4.9.9. Enter any comments you wish to add to the requisition.

If you are denying requisition lines, you must enter comments.

4.9.10. The lines awaiting your approval are automatically selected. If you do not wish to take

action on a line, you will need to remove the checkmark from the line(s).

4.9.11. Ensure the lines you want to approve are selected with a checkmark.

4.9.12. To approve or deny the requisition, select Approve or Deny.

If you need to deny requisition lines, you will need to deny the entire requisition (select all

lines). Enter comments explaining why the requisition is denied and if the requisition should

be corrected and resubmitted.

Figure 74 Approve or Deny

4.9.13. After receiving approval/denial confirmation, click the Return to Worklist link to process / approve additional requisitions.

32

4.10 Inserting Ad Hoc Approver

• May have the ability to insert additional approvers (special security role needed)

• Must insert any ad hoc approvers prior to approving the requisition

• Can insert the ad hoc approver anywhere you see a ‘green plus sign’

– Ad hoc approver must be set up with approver security

Figure 75 Insert Approver

Approvers can add ad hoc approvers, and make comments which will stay on the system for the requester to review.

If an approver rejects a purchase, an email is sent to the requester notifying them of the denial.

33

4.11 Exiting the system

4.11.1. To leave the GeorgiaFirst Marketplace, click the PeopleSoft Home link.

Figure 76 Exit

When you are ready to leave the GeorgiaFIRST Marketplace and go to another menu selection in

PeopleSoft, you can simply click that menu selection. When you are ready to close PeopleSoft, select

the Sign Out link in the top right corner. You do not have to log out of the GeorgiaFIRST Marketplace

since you accessed it through PeopleSoft, which remains open while you are in the marketplace.

Remember, PeopleSoft will automatically log you out for security purposes after 60 minutes of

inactivity.