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PeopleSoft FinancialsVersion 9.0THE UNIVERSITY OFOKLAHOMANorman CampusPeopleSoft Upgrade 9.0Requisition Entry&Approver TrainingPage 1 of 26University of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsVersion 9.0Table of Contents9.0 Training Material Link to PS Financials3 Requisition Entry in eProcurement4 Using Favorites or Templates7 Splitting Chartfield’s10 Reviewing Requisition Activity13 Receiving Items14 Approval Process16 Printing from Process Monitor20Page 2 of 26University of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsVersion 9.0Link to PeopleSoft Financials ProductionDatabasehttps://fin.ou.eduPage 3 of 26University of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsVersion 9.0Steps to Entering ePro RequisitionA requisition is a formal request for an item that is used to generatea purchase order (PO). A requisition is identified by a requisition IDthat is unique to facilitate tracking all requests through the system.A requisition consists of a header and one or more lines.The following chart lists the steps for entering an online requisition:From the main menu, select eProcurement Create RequisitionNOTE: Requisition Name: If desired you can enter a uniqueunique requisition name. System will still assignrequisition ID number.1. *Define RequisitionClick to expand Line DefaultsPage 4 of 26University of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsVersion 9.0Clickto identify vendor (if vendor unknown or not in systemuse Best Source Vendor #0000019344* Enter requested due date*Accounting DefaultsChartfields Tab 1 clickcode.under account to identify accountChartfields Tab 2 clickdepartment number.under dept number to select*ClickNOTE: If splitting department number do not enter accountingdefaults on this page. (See page ?)Step 2*Add items and ServicesClick on Special ItemPage 5 of 26University of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsVersion 9.0Enter information for requisition lineItem Description:Price:Quantity:Category:Unit of Measure:Additional Information:ClickNOTE: For additional lines repeat above stepsPage 6 of 26University of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsVersion 9.0Step 3*Click Review and Submit* Enter Justification/Comments that pertains to the entireorder if any.NOTE: For items that are used often checkclicksave line items.orThis procedure willNOTE: If deletion of line item is needed check box next toline item and click*If requisition entry is complete* Clickyou will receive a requisitionnumber on confirmation page.Page 7 of 26University of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsVersion 9.0Step 4NOTE: To edit requisition or add more information after saveClickIf edit is not required continue with requisition process.ClickClickClick View Printable Version to print requisition, if needed.Check boxPage 8 of 26to Show Distribution InformationUniversity of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsVersion 9.0COPY OF VIEW PRINTABLE VERSION REQUISITIONPage 9 of 26University of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsVersion 9.0 Feature: Splitting ChartfieldsYou may need to split the Chartfield spread. You can dothis by adding additional lines.NOTE: If splitting cost between two or more chartfieldsenter separate lines for each one. Grant sponsoredaccounts must always appear on 1st line item.*STEP 1Define RequisitionClick to expand Line DefaultsClickto identify vendor (if vendor unknown or not in systemuse Best Source Vendor #0000019344* Enter requested due date*ClickPage 10 of 26University of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsVersion 9.0*STEP 2Click on Special ItemNote: Separate lines are required per each departmentnumber/account code used.*Enter information for requisition line.*Item Description:*Price:*Quantity:*Category:*Unit of Measure:*Additional Information:ClickNOTE: For additional lines repeat above steps.Page 11 of 26University of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsVersion 9.0*STEP 3Click Review and SubmitNOTE:When splitting multiple department numbers click expandsection at each line.Click onnext to SpeedChart and select departmentnumber from list.(NOTE: when selecting department number from SpeedChart,quantity and account will disappear and will need to be reentered).*If requisition entry is complete* Clickyou will receive a requisitionnumber on confirmation page.Page 12 of 26University of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsVersion 9.0Reviewing Requisition ActivityManage Requisitions page under eProcurement module allows youto monitor activity on the requisition once it has been created. Youonly need to know the requisition number to find what has happenedsince the creationFrom the main menu, select eProcurement Manage RequisitionsStepAction1Enter any known identifying information to locate requisitions,edit the criteria in search fields and click thebutton.Options include:* Requisition ID:* Date From: & Date To:(within time requisition or PO entered)* Requester ID:* Request Status:* Budget Status:* PO ID:2Changes to an Existing Requisition can only be made ifEdit Requisition appears under theclick on dropdown select Edit Requisition and click(if edit requisitiondoes not appear in your drop down you will need to contactPurchasing.Page 13 of 26University of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsVersion 9.03To view the lifespan and line items for a requisition, click theExpand triangle icon: Icons are illuminated as the requisitionprogress through the purchasing process.To edit or perform action on a requisition, make a selection fromthe Action dropdown list and click.Receiving ItemsWhen receiving items you have requested, you will use theeProcurement Manage Requisitions page to locate the requisition andenter the receipt.From the main menu, select eProcurement Manage RequisitionsStep.1Enter Requisition ID number to locate requisition, click thebutton. Make sure date range is within time framerequisition was created.2Click drop down on3Receive items page appearsCheck box next to item to receive.4Page 14 of 26Actionselect receive order clickClickUniversity of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsVersion 9.056Page 15 of 26Enter Received QuantityClick7The receipt saved successfully message appears8Clickactivity.to monitor additional requisitionUniversity of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsVersion 9.0Approval ProcessStep 1: Menu ChoicesClick on the ‘Worklist’ hyperlink– top right cornerClick on the ‘Worklist’ link – from the menuorClick on the hyperlink from e-mail notification:A requisition has been entered which requires your attention.Requester: 408519Business Unit:UNIVERSITY OF OKLAHOMARequisition ID:2000001169Requisition Name: 2000001169Date:2006-02-13You can navigate directly to the approval page by clicking the link 1g20p/EMPLOYEE/ERP/c/PV MAINMENU.PV REQ APPROVAL.GBL?Action U&BUSINESS UNIT NORMN&REQ ID 2000001169Page 16 of 26University of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsVersion 9.0Step 2: Approval PageStep 3: Review Requisition InformationClickClickRequisition line(s) will appearPage 17 of 26University of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsVersion 9.0Step 4: Approval Options “Approve” sends the requisition to next level of approval “Deny” sends the requisition back to requesterIf Deny is selected type the reason in the comments fieldAn email notification, including comments will automaticallybe sent to the requester. Requester will have access to makeany necessary changes if needed to denied requisition. Email notifications are automatically sent throughout the approval processaccept for the pushback optionStep 5: Return to WorklistAllows the approver to return to the worklist and view any remainingrequisitions that need processing.Page 18 of 26University of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsVersion 9.0E-mail SamplesA requisition has been entered which requires your attention.Requester:408519Business Unit:UNIVERSITY OF OKLAHOMARequisition ID:2000001169Requisition Name: 2000001169Date:2006-02-13You can navigate directly to the approval page by clicking the link 1g20p/EMPLOYEE/ERP/c/PV MAINMENU.PV REQ APPROVAL.GBL?Action U&BUSINESS UNIT NORMN&REQ ID 2000001169The following requisition has been "Approved".Requester:408519Business Unit:UNIVERSITY OF OKLAHOMARequisition ID:2000001182Requisition Name: 2000001182Date:2006-02-15You can navigate directly to the approval page for more information byclicking the link 1g20p/EMPLOYEE/ERP/c/PV MAINMENU.PV REQ APPROVAL.GBL?Action U&BUSINESS UNIT NORMN&REQ ID 2000001182The following requisition has been "Denied".Requester:411753Business Unit:UNIVERSITY OF OKLAHOMARequisition ID:2000001169Requisition Name: 2000001169Date:2006-02-13You can navigate directly to the approval page for more information byclicking the link 1g20p/EMPLOYEE/ERP/c/PV MAINMENU.PV REQ APPROVAL.GBL?Action U&BUSINESS UNIT NORMN&REQ ID 2000001169Page 19 of 26University of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsVersion 9.0Reports – Run Controls Generate and Print Reports, Requisitions &Purchase OrdersThe Basic Setup for All Reports is the same. The firststep will be to make sure that you have a Run Control touse for your report.If you name your Run Controls to match the type ofreport, you will not have to setup the parameters eachtime you run the report.If you have an existing Run Control – Use the Find anExisting Value tab and click the Search button to listyour Run Controls.If you need to set up a new Run Control – Use the Adda New Value tab and click the Add button to create anew Run Control.Page 20 of 26University of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsVersion 9.0Requisition PrintStep 1: Menu ChoicePurchasingRequisitionReportPrint RequisitionEnter:Business Unit – NORMNThe Requisition #Page 21 of 26University of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsVersion 9.0Step 2: ClickClickStep 3:Click on the Process Monitor button Using the Process MonitorThe Process Monitor has the same functionality for all types of reports. It monitorsthe progress of your report request.The Process List tab will display the specific report that you are currently running.NOTE: The Run Status of the Report can be updatedby clicking on the Refresh button.Page 22 of 26University of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsVersion 9.0Step 4 ClickUntil Run Status reads Success andDistribution Status reads PostedClick on DetailsClick on View Log/TraceClick on the name of the report (the pdf file)An Adobe Acrobat window will appearPage 23 of 26University of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsPage 24 of 26Version 9.0University of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsVersion 9.0PO PrintStep 1: Menu ChoicePurchasingPurchase OrdersReview PO InformationPrint POEnter PO number in PO ID fieldFollow steps on page 21 starting with step 2Page 25 of 26University of Oklahoma Purchasing Department12/12/08

PeopleSoft FinancialsPage 26 of 26Version 9.0University of Oklahoma Purchasing Department12/12/08