Key Changes: Add/Update Purchase Orderesup.umn.edu/training/pdf/PurchasingAll.pdf · Key Changes:...
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Leadership and Talent Development/OHR • orgeff@umn.edu Procurement Specialist www.umn.edu/ohr/training 12-11-14 Key Changes: Add/Update Purchase Order e purpose of this job aid is to provide a visual overview of the Add/Update Purchase Order pages in PeopleSoft version 9.2. e numbers on the images are associated with field changes. ey correspond with the descriptions to the left. For specific instructions on how to create change orders, please refer to the Procurement Specialist reference manual. Summary of Key Changes • Supplier replaces Vendor. • Encumbrance balance is displayed. • Most change orders now route for approvals. • Procurement specialists may create change orders for any amount. Description of Noted Changes 1. <Activity Summary> New summary that displays totals of associated transactions (e.g., total amount received). 2. Encumbrance Balance View the balance of the purchase order’s remaining encumbrance. 3. <View Approvals> Reveals approval-related details if a change order was created. 1 2 3
Transcript of Key Changes: Add/Update Purchase Orderesup.umn.edu/training/pdf/PurchasingAll.pdf · Key Changes:...
Leadership and Talent Development/OHR • [email protected] Procurement Specialist www.umn.edu/ohr/training 12-11-14
Key Changes: Add/Update Purchase Order
The purpose of this job aid is to provide a visual overview of the Add/Update Purchase Order pages in PeopleSoft version 9.2. The numbers on the images are associated with field changes. They correspond with the descriptions to the left. For specific instructions on how to create change orders, please refer to the Procurement Specialist reference manual.
Summary of Key Changes
• Supplier replaces Vendor.
• Encumbrance balance is displayed.
• Most change orders now route for approvals.
• Procurement specialists may create change orders for any amount.
Description of Noted Changes
1. <Activity Summary> New summary that displays totals of associated transactions (e.g., total amount received).
2. Encumbrance Balance View the balance of the purchase order’s remaining encumbrance.
3. <View Approvals> Reveals approval-related details if a change order was created.
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Leadership and Talent Development/OHR • [email protected] Create Requisitions www.umn.edu/ohr/training 12-18-14
Key Changes: Standard Purchase – Create Requisition
The purpose of this job aid is to provide a visual overview of the Create Requisition pages in PeopleSoft version 9.2. The numbers on the images are associated with field changes. They correspond with the descriptions to the left. For specific instructions on creating requisitions, please refer to the Create Requisitions reference manual.
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Summary of Key Changes
• “Standard Purchase” title replaces the “Special Request Tab” requisition title.
• New appearance and additional preference management options.
• Supplier replaces Vendor.
• Search by Supplier Name.
• Additional comment and justification fields.
Description of Noted Changes
1. <My Preferences> Manage optional search parameters.
2. <Requisition Settings> Manage the requisition’s ChartFields and supplier defaults.
3. < > (Shopping Cart icon) Displays a summary of each requisition item.
4. <Checkout> Advance to review and submit the order (replaces Step 3: Review and Submit page).
5. Supplier Name Search by Supplier Name.
6. <Add to Cart> Add item to the requisition.
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Leadership and Talent Development/OHR • [email protected] Create Requisitions www.umn.edu/ohr/training 12-18-14
7. <Requisition Settings> Access to the Requisition Settings page.
8. <Add More Items> Return to previous page to add a new item (line).
9. Ship to Address Displays full business address of where the order will be delivered (P Location).
10. <Price Adjustment> Increase or decrease the line item’s price.
11. Requisition Comments Enter header comments (now automatically expanded) which populate the Purchase Order.
12. <Add more Comments and Attachments> Add additional comments and/or attachments at the header level.
13. Approval Justification Enter the business justification for University approvers. Information will not appear on the Purchase Order.
14. <Save for Later> Saves requisition in “open” status (replaces <Save and Preview Approvals> button).
Key Changes: Standard Purchase – Create Requisition (cont.) B
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PO Change Order ApprovalsA
Leadership and Talent Development/OHR Approving Financial Transactionswww.umn.edu/ohr/training 2-13-15
Key Changes:
• POChangeOrdersthattotal$100ormoreandhaveeitheranincreaseordecreaseinquantity,price,ordollaramountorhavecategoryorChartFieldschangeswillnowrouteforapprovals.
• POChangeOrderapprovalswillfollowthesameworkflowrulesasrequisitionapprovals.
Process Overview for PO Change Orders
HereisanoverviewofthePOChangeOrderlifecycle:
• DepartmentidentifiesaneedandnotifiestheprocurementspecialisttomakechangestothePO.
• TheprocurementspecialistentersthechangesonthePOandclicks<Save>.
• TheChangeOrderwillroutetotheapprover(s)basedonthePO’scriteria(e.g.dollaramount).
• Theapprover(s)reviewsandtakesactionontheChangeOrder.
• Ifapproved,EFSwillautomaticallybudgetcheckanddispatchthePOduringthenextscheduledprocurementjob.
• Ifsentback,theprocurementspecialistmustmakethesuggestedchangesandclick<Save>tore-routetheChangeOrderforapprovals.
Routing for Approval
POChangeOrderspendingapprovalwillbeavailableforreviewbyeithertheprimaryoralternateapprover(s).IfaPOChangeOrderhasnotbeenapprovedorsentbackwithinfivedays,theprocurementspecialistwillreceiveanemailnotificationfromEFStofollow-upwiththeassociatedapprovers.
Accessing PO Change Orders
ApproversmayaccessPOChangeOrdersawaitingapprovalinthreepossibleways:throughtheWorklist(forprimaryapprovers),bynavigatingtoPurchasing > Purchase Orders > Approve POs,orthroughthe Approval WorkCenter locatednearthebottomoftheMainMenu.
Purchase Order Approval Requirements• PurchasingServicesmustapprovechangestofederalcontractsthatincreasePOstototal
$25,000ormore.
• PurchasingServicesmustapprovechangesthatincreasethePOtototal$50,000ormore.
• Controller’sOfficemustapprovechangestoPOsforauditservices.
• FacilitiesManagementmustapprovechangestoPOsforconstructionservices.• EnvironmentalHealthandSafetymustapprovechangesthatincreasePOsforrestricted
chemicals.
PO Change Order Approvals (cont.)
Leadership and Talent Development/OHR Approving Financial Transactionswww.umn.edu/ohr/training 2-13-15
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Reviewing a PO Change Order1. VerifythePO’snewtotal,supplier,andprocurementspecialist.2. Ensuretheprocurementspecialistclearlydescribedwhatchangedandwhy.3. Click<Viewpurchaseordercomments>toseeallcommentsfromtheinceptionofthePO.Verifyanyrequiredformswere
attached(e.g.ExceptiontoRegentsPurchasingpolicy).4. Revieweachline’sdetails.Lineswiththeclockiconindicatethatyourapprovalisrequired.Usethetaskbartoscrolltotherightof
thepagetoviewanylinelevelcommentsandattachments.5. TopreviewtheChartFieldsandcopyofthePO,click<ViewPrintableVersion>or<ViewLineDetails>.6. Click<ViewPO>toaccessthePO Inquiry PagetoviewthePOsfulldetails.Toverifywhatwaschanged,select<Change
History>fromtheGo Todropdownmenu.Click<ShipChanges>,thensortbyDescriptiontodeterminewhatwaschanged.7. Takeactiononthechangeorder:approve,sendback,orhold.Ifsendingback,textisrequiredintheApproval Comments box.
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Requisition Approval
Leadership and Talent Development/OHR Requisition Approvalswww.umn.edu/ohr/training 12-19-14
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Key Changes:
• Requisitionspendingapprovalwillbeavailableforreviewbyeithertheprimaryoralternateapprover(s).
• Ifarequisitionhasnotbeenapprovedorsentbackwithinfivedays,therequisitionpreparerwillreceiveanemailnotificationfromEFStofollow-upwiththeassociatedapprovers.
• Approversmustchoosebetweenthreepossibleactions:approve,sendback,orhold.Sendbackreplacesthe“deny”action.
• Additionalrequisitionalertswereaddedtoremindapproverstoverifytherequisitionprepareruploadedrequiredattachmentsorentereddatacorrectlyintocertainrequisitionfields.
• Requisitionpreparersareabletoaddheaderlevelcommentstotheirrequisitions.Therefore,anewlinkcalled“ViewRequisitionComments”willappearforapproverstoreviewanyheaderlevelattachments(e.g.statementofwork,PriceComparisonForm)orcomments.
• Requisitionsthattotal$25,000andarepaidforbyafederallysponsoredcontractwillnowroutetoPurchasingServicesforapproval.
Accessing Requisitions
Approversmayaccessrequisitionsawaitingapprovalinthreepossibleways:throughtheWorklist (forprimaryapprovers),bynavigatingto eProcurement >Manage Requisition Approvals,orthroughtheApproval WorkCenterlocatednearthebottomoftheMainMenu.
Routing for Approval
Requisitionsaresimultaneouslyroutedtotheprimaryapproverandtoapoolofoneormorealternateapprovers.Arequisitionneedingapprovalwillremainintheprimaryapprover’squeueuntilithasbeenapproved.Inthecasethatarequisitionhasnotbeenapprovedorsentbackwithinfivedays,thepreparerwillbenotifiedbyasystem-generatedemail.Requisitionpreparerswillfollowupwiththeapproverwhenarequisitionhasnotbeenapprovedwithinthefivedays.
Taking Action on Requisitions Needing Approval
Criteriaforapprovingarequisitionremainthesame.
Requisition Approval (cont.)
Leadership and Talent Development/OHR Requisition Approvalwww.umn.edu/ohr/training 12-19-14
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Reviewing Requisitions Pending Approval
HereisavisualsummaryoftheRequisitionApprovalpageandhowtoreviewitsinformationandtakeactionuponit.Stepswitha*nexttothemindicateneworchangedfunctionality.
*1.DeterminewhetheranyRequisitionAlertsappear.Ifso,followtheirinstructions.2.Verifytherequisition’stotal,supplier,andstartandenddates(ifCPS/blanketorder).3.Ensurethepreparer’sjustificationandpurchaseadherestopolicy.*4.<ViewRequisitionComments>toseeanyheaderlevelcomments.Verifyanyrequiredformswereattached(e.g.statementofwork,pricecomparisonform).5.Revieweachline’sdetails.Lineswiththeclockiconindicatethatyourapprovalisrequired.ClicktheiconundertheRequester’sCommentscolumntoviewanylinelevelcommentsandattachments.6.TopreviewtheChartFieldsandShiptoinformation,click<ViewPrintableVersion>or<ViewLineDetails>.*7.<ViewRequisition>toaccesstheRequisitionInquiryPagetoviewtherequisition’sfulldetails.*8.Takeactionontherequisition:approve,sendback,orhold.Ifsendingback,textisrequiredintheEnterApproverCommentsbox.
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