peoplesoft training – requisitioning for goods and · pdf file4 who should attend this...
TRANSCRIPT
1
PeopleSoft Training
– Requisitioning for
Goods and Services
2
Welcome and Introductions
• Instructor
• Business Subject Matter Expert (SME)
– Jennifer Jaffe
– Rose Rivera
– Amy Lingle
• Participants
– Requestors
– Document Collaborators
3
Course Agenda
• Introduction
– Course Guidelines
– Course Objectives
– Oracle UPK Navigation
– PeopleSoft Basics & Navigation Review
• Lesson 1: Procurement Process Overviews
• Lesson 2: Managing Requisitions
• Course Summary
– Course Quiz/Assessment
– Getting Help
4
Who Should Attend This Course?
• Course Description
– This course is designed to introduce participants to
processes and procedures within the PeopleSoft
environment.
– Please note, this course does not apply to ordering
office supplies or eCommerce
• Course Pre-Requisites
– PeopleSoft Basics and Navigation
• System Roles
5
Course Guidelines
• Please silence pagers and cell phones
• Minimize side conversations
• Help manage activities by starting and stopping on time
• Actively listen to and engage in the presentations
• Please do not work on your computer during Instructor
presentations
• Be respectful of other participants and only check e-mail
or cell phones during breaks
• Restroom and exit locations
• Question/Issue Parking Lot
6
Course Components
• Concept slides
• Demonstrations
• Exercises
• Knowledge Check Questions
• Quick Reference Guide
7
PeopleSoft Basics & Navigation Review
Logging On The 3 prerequisites to
log on to PeopleSoft:
1. Access the PeopleSoft URL / link**
2. Enter the correct User ID (your AD logon credentials)
3. Enter the correct Password
7
** the URL/Link determines the PeopleSoft Database you want to access Example: HCMDEV
8
PeopleSoft Basics & Navigation Review
To Log Off - Click the Sign out button in the Universal
Navigation Header
Universal Navigation Header
8
9
PeopleSoft Toolbars & Breadcrumbs
You have multiple options to navigate within PeopleSoft,
which include:
• Drop-down menus
– Drop-down menus appear as links at the top of your browser,
above the transaction page or content area, and contain lists of
menu items (transactions or sub-menus).
• Navigation pages
– Navigation pages are task-driven pages that offer intuitive
access to similar folders needed to complete a business
process.
• Breadcrumbs
– Breadcrumbs show the navigation path to a web page location in
PeopleSoft.
10
Drop-down Navigation
10
1
2
3
This example displays the navigation
path for ‘Create Requisition” as:
Main Menu >eProcurement>Create
Requisitions
1 3 2
11
Navigation Page
11
This is an example of the PeopleSoft General Ledger Journals
navigation page. This will vary based on user access.
Navigation pages are accessed by clicking the yellow folder in
the drop-down menu.
12
Breadcrumbs
12
As you select menu options, a “breadcrumb trail” appears showing
the path you’ve selected. You can click any level to navigate
directly back to the selected level.
13
Worklist
13
Workflow is the routing of data between the users.
Tasks that are passed to you via workflow will reside
in your Worklist.
14
Accessing Worklist From Portal
14
15
PeopleSoft Page Controls / Icons
Note: An asterisk (*) in front of a Field name
means it is required.
15
16
Course Objectives
After completing this course, you should be able to:
• Understand eProcurement/sProcurement functions
• Create and Manage Various Requisition Types
• Manage Documents (this encompasses Supplier
Contract Management Functions)
17
Lesson 1 –
Procurement Process
Overviews
18
Lesson Objectives
After completing this lesson, you will be able to:
• Describe key benefits of using PeopleSoft 9.1
• Define new terminology
• Explain eProcurement processes
18
19
Benefits of PeopleSoft 9.1 – General
Information Advantage
– Increase the velocity and visibility of information
– On-line access to real time information
– Move in the direction of a “paperless” environment
Business Transformation - Process Standardization,
Consolidation and Automation
– Emerging and leading practice adoption, use of business
rules and automated workflow
– Enhanced decision support system for your management
team
19
20
Benefits of PeopleSoft 9.1 – Requisitions
• Searching for product is based on any attribute of the Item
and has the capability of searching within a search result
through drill down lists.
• Requestors are able to maintain their own lists of products
frequently ordered in groups of their own choosing known
as “Favorites”.
• In addition to shopping the Marketplace catalogs,
requestors can punch-out to Supplier such as Grainger for
access to product needs.
• Automated approvals, including escalations, are built into
the requisition workflow.
• Requestors are able to track requisition through entire
lifecycle (Requisition to payment).
20
21
Benefits of Using PeopleSoft 9.1 – Vendor Returns
• The requestor will only initiate the return with an email to
the Buyer. Requestors can initiate product returns for non
stock items with reason codes.
• Assures departments receive the appropriate credit for the
returned product without affecting the payment process.
21
22
New Terminology
New Term Definition Old/Legacy
Term
Requestor Person(s) within BHSF with system access
to enter a requisition using eProcurement. Requisitioner
ePro
(eProcurement)
Online requisitioning module used to place
orders for goods and services. RQ10 – Lawson
requisitioning
Voucher Payment in Lawson is the same as voucher
in PeopleSoft. Payment
Supplier
Contracts
PeopleSoft module where all contracts and
Document Management are housed. Manual
document
management
Ad Hoc
document
Non-transactional documents which are
electronic versions of Independent
Contractor Checklist, PreVAT, SSPRC, and
ISPRC forms
Various paper
forms
22
23
BHSF Requisitioning and Purchasing Policy
• The Requisition-ordering Cycle covers goods and
services purchased by Baptist Health South Florida
(BHSF), and is comprised of request (requisition),
approval, and purchase order (PO) generation.
• Supply Chain generates POs from requisitions for
routine and special item purchases, capital items,
projects, and services.
• All purchases must go through the Supply Chain
Management department.
• Dollar amount approval is based on the line level.
23
24
eProcurement Process Integration Points
24
PeopleSoft eProcurement is designed for transparent integration with
PeopleSoft Supply Chain Management, PeopleSoft Financials, and
PeopleSoft Human Capital Management.
25
eProcurement Process
Requisition Purchase
Order Receipt Voucher
25
26
Approvals Process
26
The approval process in PeopleSoft eProcurement is
managed by the Requisition Approval Framework, which
routes transactions to one or more approvers.
The system routes a transaction so the approver can view
and take action from their Worklist or on the Manage
Requisition Approvals page. The following actions can be
taken:
• Preview the approval path for the requisition
• View previous approvals
• View any comments from previous approvers
• Write a comment that could be seen by all approvers
or reviewers
27
Approvals Process (continued)
27
• During the approval process, the following actions occur:
– Approvers and reviewers are notified by email that a pending requisition needs their attention.
– Approvers and reviewers access requisition details, provide comments, and take action (approve, deny, or push back) on the requisition via their Worklist or the Manage Requisition Approvals page.
– The system checks for additional routings in the same routing path. If multiple routing paths exist, the system routes them in parallel.
– Once all approvers of a requisition have approved it, the requisition is then ready for the next step.
– A requisition with items from multiple commodity types can route to multiple buyers as requisition sourcing occurs at the line level and depending on the requisition, the buyer can manually source the requisition as a whole providing all lines are “specials” and need to be on one purchase order.
28
Requisition Approval Process
28
29
Asset Profiles – Chartfields
29
Lawson
PeopleSoft
Accounting Unit
(Entity)
1001000
Account/ Subaccount
(11310-0000)
Business Unit
(5)
Operating Unit
(5)
Dept.
(5)
Account
(6)
PC BU
(5)
Project/ Grant ID
(12)
Activity
(10)
Fund
(5)
10000 10000 162000 P1000 PRJ166101002
For both Capital and Project Purchases For Project Purchases
30
Asset Profiles – Key Accounting Distribution
Information Fields
30 Required for Capital Purchases
Required for all
Purchases
Required for Project Purchases
31
Lesson 1 Summary
Having completed this lesson, you should now be able to:
• Describe key benefits of using PeopleSoft 9.1
• Define new terminology
• Explain eProcurement processes
31
32
Lesson 2 – Managing
Requisitions
33
Lesson Objectives
After completing this lesson, you will be able to:
• Create a Requisition for:
– Items from Marketplace
– Deliverable Service
– Resource Service
– Multi-Resource Service
– Special Request
• Create an Ad Hoc Document
• Manage Requisitions (View Requisition Lifecycle)
33
34 34
Basics in Creating Requisitions Using PeopleSoft
35
Create Requisition
On the Create Requisition page, there are 3 numbered
links across the top of the page indicating which stage you
are in the requisition creation process. Those links are:
1. Define Requisition
2. Add Items and Services
3. Review and Submit
35
36
Create Requisition – Define Requisition
• Under the Define Requisition link, the Requester field is
required before continuing to Add Items and Services
link.
• The Business Unit and Currency fields are required but
will default based on security access.
• Requisition Name (description) field is optional. 36
37
Create Requisition – Add Items and Services
• The Add Items and Services link will contain tabs and
forms that corresponds to a specific type of requisition.
Those tabs are:
– Contract Labor, this form contains the option of creating a
resource, multi-resource, or deliverable based service
requisition.
– Web, this is for goods which directs you to the
Marketplace.
– Special Request, this form is for items or services where
a contract is not currently in place.
37
38
Creating a Requisition
38
Requisitions are created using the Create Requisition page.
Once created, you can review, edit, approve or cancel
requisitions from the Manage Requisition page.
Create
Requisition
Submit
Requisition
Route
Requisition
for Approval
Approved
Requisitions
are Sourced
Stock Request
Inventory
Purchase Order
Purchasing
Warehouse Vendor
39
Create Requisition – Review and Submit
• The Review and Submit link displays header information
and requisition lines.
39
40
Create Requisition – Line Details
40
Click here for
Line Details
41
Create Requisition – Line Item Details
Line Details can be viewed here.
41
Note: Select Amount
Only checkbox only in
the event of a special
one-time service
request. This will allow
payment without
receipt.
42
Create Requisition – Line Comments
42
Click here to
enter line
specific
comments
43
Line Comments
43
You can enter line specific comments and
add supporting documentation (example:
electronic copy of a quote) via the Add
Attachments button.
44
Create Requisition – Shipping Schedules
44
Enter shipping
information here. This is
at line level and will
have to be entered for
each item if applicable.
45
Create Requisition – Shipping Distribution
45
Click the Modify Line /
Shipping / Accounting
button to add the
distribution if
applicable.
46
Create Requisition – Shipping Distribution (continued)
46
Shown here is a
distribution of an item,
evenly split between 2
locations.
47
Create Requisition – Comments
• Comments can be entered for different circumstances.
Comments can be sent to the supplier, for display on
paperwork when items are received, for display when a
voucher is issued, and to an approver for review.
47
48
Create Requisition - Save & Preview Approvals
• If the requisition is not ready to be submitted for
approval, you can click the Save & preview approvals
button.
48
49
Adding Ad Hoc Approvers / Reviewers to a Requisition
49
• An approver/reviewer can be added via Ad Hoc to a
requisition. This would occur if a requestor or approver
wants to have a person not listed in the approval
workflow review/approve the request.
50
Adding an Ad Hoc Approver to Requisition
50
Once the Ad Hoc
Approver has
been selected,
either:
• Click Submit
button if done
while creating
the requisition.
• Click Apply
Approval
Changes
button if editing
the requisition.
51
Submitting a Requisition
• Before a requisition can be approved, it must be
submitted. Approved requisitions are then sourced from
inventory or placed on a purchase order (PO) and
dispatched to the supplier.
51
52 52
Navigating the Marketplace
Browsing Marketplace
Performing Keyword Searches
Performing Advanced Searches
Saving and Selecting Favorite Items
53
Browsing Marketplace
53
You can browse catalogs using Prodigo Marketplace
which is accessible from the Create Requisition page via
the Web tab.
54
Browsing Marketplace (continued)
54
Prodigo Marketplace will search catalogs for items based on
manufacturer, item ID or vendor name, and price ranges
depending on the search criteria you enter.
55
Browsing Marketplace
Watch as the instructor demonstrates how to execute
the Browsing Marketplace s transaction.
55
56
Browsing Marketplace
Your turn to try.
Using the provided data sheet, work instruction and/or
job aid to execute the Browsing Marketplace s
transaction.
56
57
Performing Keyword Searches
57
When searching for items in the catalog, you are able to
search by using a keyword or phrase in the search field.
• You can use any combination of letters, numbers, and
spaces. The field is not case-sensitive.
• The search field will not allow quotation marks,
wildcards, punctuation marks (except for the
apostrophe), or special characters, such as %, |, ^, #,
@, $, (, and ).
58
Performing Keyword Searches
58
In the Search field, you
can enter any of the
following:
• Keyword
• Vendor name
• Item ID
59
Performing Keyword Searches
Watch as the instructor demonstrates how to execute
the Performing Keyword Searches in the catalog.
59
60
Performing Keyword Searches
Your turn to try.
Using the provided data sheet, work instruction and/or
job aid to execute the Performing Keyword Searches in
the catalog.
60
61
Performing Advanced Searches
• You can perform an advanced search in the Marketplace
using multiple criteria.
• An advanced search limits the number of items returned
after a search, therefore, it is best to enter specific
information, such as:
– Item description
– Item ID
– Manufacturer name
– Manufacturer item ID
– Vendor name
– Vendor item ID
61
62
Performing Advanced Searches
62
63
Saving and Selecting Favorite Items
63
Favorites are frequently ordered items and groups of items
that can be maintained in a single location. You can
organize favorite items as individual items (ungrouped) or
in groups.
• Ungrouped items are private, accessible only to you, and
are stored under the Requestor ID.
• Favorites groups can be shared with other roles and
users, and are stored by Requestor ID.
64
Saving and Selecting Favorite Items from Search
64
65
Saving and Selecting Favorite Items
Watch as the instructor demonstrates how to execute
the Saving and Selecting Favorite Items in the catalog.
65
66
Saving and Selecting Favorite Items
Your turn to try.
Using the provided data sheet, work instruction and/or
job aid to execute the Saving and Selecting Favorite
Items in the catalog.
66
67
Saving and Selecting Favorite Items - Using
Checkout History
67
Under the Action column, you
can:
• Share your favorite
items/groups with other users
• Rename a group of items
• Add to Favorites
• Add to Cart to re-order
68 68
Creating a Requisition from Marketplace
69
Create Requisition from Marketplace Process Flow
69
Once the Requestor
Defines Requisition,
Marketplace can be
accessed via the
Web tab under the
Add Items and
Services link
Enter Prodigo
Marketplace
Browse
Marketplace
Select Favorite(s)
Search item on
Website
Enter Quantities
Review
Marketplace
Basket (Shopping
Cart)
Exit Marketplace
(Express Checkout)
Submit
Requisition Update shipping, accounting,
include comments, or
attachments as appropriate
70
Creating Requisition from Marketplace
Watch as the instructor demonstrates how to execute
the Creating Requisition from Marketplace transaction.
70
71
Creating Requisition from Marketplace
Your turn to try.
Using the provided data sheet, work instruction and/or
job aid to execute the Creating Requisition from
Marketplace transaction.
71
72 72
Contract Labor “Services” Requisitions
Deliverable
Resource
Multi-Resource
73
Services Requisition – Resource/Multi/Deliverable
73
74
Creating a Service Requisition
To create a Service requisition for an individual resource,
multiple resources, or a deliverable, go to the Services tab from
the Create Requisition page.
• Deliverable Requisition
– For a service driven product. (Example: IT software
Implementation with milestones/phases)
• Resource Requisition
– For one person, from one supplier, at an hourly rate with or
without expenses. (Example: Independent contractor or
nurse staffing)
• Multi-Resource Requisition
– For Multiple Services and Multiple Service Providers from
one supplier. (Example: Large firm with multiple service
providers (consultants) at variable hourly rates)
74
75
Creating a Service Requisition
75
When creating a Service
Requisition, select the
appropriate Service Method.
You can choose Deliverable,
Multi Resource, or Resource.
76
Creating a Deliverable Services Requisition
Watch as the instructor demonstrates how to execute
the Creating a Deliverable Services Requisition
transaction.
76
77
Creating a Deliverable Services Requisition
Your turn to try.
Using the provided data sheet, work instruction and/or
job aid to execute the Creating a Deliverable Services
Requisition transaction.
77
78
Creating a Resource Services Requisition
78
79
Creating a Resource Services Requisition
Watch as the instructor demonstrates how to execute
the Creating a Service Requisition for Resource
transaction.
79
80
Creating a Resource Services Requisition
Your turn to try.
Using the provided data sheet, work instruction and/or
job aid to execute the Creating a Resource Services
Requisition transaction.
80
81
Supplier Contracts Overview
81
• The Supplier Contract Management application in PeopleSoft is used
in the source-to-settle business process for managing supplier
contracts.
• The Supplier Contract Management application links Microsoft Word-
based authored contracts to the following transactional elements:
– PeopleSoft Purchasing
– Buy-side events in PeopleSoft Strategic Sourcing
– Requisition request-related documents in PeopleSoft
eProcurement
82
Completing an Independent Contractor Checklist
• For a Service requisition when
an Independent Contractor is
requested, additional forms
are required in order to
process the requisition.
• The Independent Contractor
Checklist is created by
creating an Ad Hoc Document
for the Independent
Contractor Checklist.
• A web link (url) will be
provided to the Leader
creating the Ad Hoc
Document where the Service
Provider Questionnaire can
be attached.
82
83
Requisition for Independent Contractor Process
Create Service Requisition for an Independent
Contractor
Send Service Provider
Questionnaire to the potential
Independent Contractor to
be filled out and returned
Create and submit Ad Hoc
Document (Independent
Contract Checklist) with Requisition ID
Attach the Service Provider
Questionnaire and Submit Ad
Hoc Doc
Once Ad Hoc document has
been approved,
service agreement
(contract) is drafted
When contract has been
finalized, the requisition can
be sourced, and work
order issued
83
Requestor Contract Administrator
84
Creating an Ad Hoc Document
84
• Requisition documents may be required when creating a
requisition that captures additional information from the
requestor. Examples of Ad Hoc documents include:
– Independent Contractor Checklist
– New Item Request
• To create/add a document, go to Supplier Contracts >
Create Contracts and Documents > Document
Management
• Based on the document type selected, a document wizard
specific to that document type will guide you through required
fields necessary to complete the Ad Hoc document.
• For the Independent Contractor Checklist, the Service
Provider Questionnaire needs to be attached to the Ad Hoc
Document using the url attachment link provided.
85
Creating an Ad Hoc Document
Try the simulation.
You can run the Creating an Ad Hoc Document
simulation in Try It! or Know It! mode.
• Try It!: To practice
• Know It!: To test your knowledge
85
86
Adding an Attachment to a Document
86
Once the Ad Hoc
document has been
created for the
Independent Contractor
Checklist, click the Add
Attachments/Related
Documents link to
attach the completed
Service Provider
Questionnaire.
87
Creating a Multi Resource Services Requisition
87
88
Creating a Multi-Resource Services Requisition
Watch as the instructor demonstrates how to execute
the Creating a Multi-Resource Services Requisition
transaction.
88
89
Creating a Multi-Resource Services Requisition
Your turn to try.
Using the provided data sheet, work instruction and/or
job aid to execute the Creating a Multi-Resource
Services Requisition transaction.
89
90
Service Requisition Approvals
• A requestor that creates Service requisitions may be
required to approve timesheets, expenses, or progress
logs submitted by the supplier.
• The approval request will come through Worklist.
90
91 91
Special Request Requisition
92
Creating Special Request for Goods or Services
• A one-time need for item, or service not covered by long-
term contract (HVAC repair, plumbing repair).
• Equipment service contracts, IT license and support
agreements.
• If an item that you want to purchase is not available in
Marketplace, you can create a special request for the
item.
• A special request can be for goods or services currently
not on a contract, for a capital purchase, or for a project
purchase.
92
93
Creating Special Request for Goods or Services
(continued)
• Special Request requisitions require the Vendor to
already exist in the system (user cannot enter any
vendor in the Vendor field).
• If you want to use a vendor that is not in the system,
enter the recommended vendor name and information in
the Comments field.
– Note: The order will not be placed until the vendor
recommended has been verified and added to the system.
93
94
Creating Special Request Requisition – Service Contract
Watch as the instructor demonstrates how to execute
the Creating Special Request for Goods/Services
transaction.
94
95
Creating Special Request Requisition - Service Contract
Your turn to try.
Using the provided data sheet, work instruction and/or
job aid to execute the Creating Special Request for
Goods/Services transaction.
95
96 96
Requisition Types – When to Use
97
When Ordering Goods
• Office Supplies: use Staples online ordering
– No change in process
• Food and Pharmacy goods: use the vender online
ordering
– No change in process
• Any other goods: use PeopleSoft
– Click Web tab and click Prodigo Marketplace link
– If item not found in Marketplace, use Special Request
tab
97
98
When Ordering Services
Use Services tab
• For specialized contracted labor
services
• Examples:
– Independent Contractor
– Agency Nurse Staffing
– IT Contracted Labor
– Construction Contracted Labor
• Select Services Method
– Deliverable: service driven product
(example: IT software implementation
with milestones/phases)
– Resource: one person from one
supplier at hourly rate, with or without
expenses (example: Independent
Contractor, Nurse staffing)
– Multi-Resource: multiple service
providers from one suppler (example:
large scale-activity with multiple service
providers at variable hourly rates)
98
Use Special Request tab
• For routine services
• One-time service need not covered by
long-term contract
• Fixed term
• Fixed dollar amount per period (monthly,
quarterly, annual, etc.)
• Examples
– Lawn care
– Elevator maintenance
– Capital equipment and service
– Instrumentation service
– Service contracts with variable expenses
over the term of the contract
– One-time HVAC or plumbing repair
– IT license and support agreements
– Equipment leases
– Project Capital or Non-Capital purchases
– Catering (i.e. luncheon, meetings, etc.)
99
When Ordering Capital or Project Goods/Services
• Enter requisition in PeopleSoft
– Click Special Request tab
• If Capital purchase, enter Chartfield values
– AM Business Unit (Asset Management Business Unit)
– Cap # (Capital Plan number)
– Sequence
– Select Capitalize checkbox if appropriate
• If Project purchase, enter Chartfield values
– PC Business Unit (Project Costing Business Unit)
– Project
– Activity
– Source Type 99
100
Bill Only Requisitions – Patient Related Only
• Bill Only items are typically items that require expedited
processing, therefore, these items have been pre-
sourced.
• When creating a Bill Only requisition, there are a few
special requirements to ensure accurate processing
which include:
– Changing the Line Default Buyer to a Bill Only Buyer for
proper routing through workflow.
– Enter a Requisition Name that must include Patient ID,
Surgery Date, and Physician Name
– Enter Bill Only requisition Comments and select Approval
Justification (be sure to copy and paste the Requisition
Name into the header comments.)
100
101 101
Managing Requisitions
102
Managing Requisitions Process Flow
102
103
Manage Requisitions
103
From here
you can
choose to
cancel,
copy, or edit
the
requisition,
as well as,
view
approvals
and view a
printable
version.
104
Editing a Requisition
• When creating a requisition and the Save & preview
approvals button is clicked, the requisition will remain in
“hold” status until you click the Save & submit button
• Changes to a requisition are possible:
– As long as the requisition is on “hold” because it has
not been sent for approval.
– Until the requisition has been sourced.
• If changes need to be made after the requisition has
been sourced, you will need to notify the buyer to make
changes on the purchase order.
104
105
Canceling a Requisition
105
From the Manage
Requisitions page, you can
cancel an individual requisition
line if it has not yet been
sourced, by clicking the red “X”.
106
Canceling a Requisition (continued)
106
Click the OK button to
confirm cancellation.
Before the cancellation occurs,
a Confirmation page will display
explaining that the requisition
cannot be reactivated once
cancelled.
A comment field is
available for
documenting why
the requisition is
being cancelled.
107
Copying a Requisition
• Copying existing requisitions eliminates redundant data
entry by using an existing requisition as a template. You
can select and copy a requisition for supplies, regardless
of its status. If information already exists on the
requisition line you are copying, you are prompted to
confirm that you want to clear existing data and proceed
with copying the requisition to the selected line.
• The status of the newly created requisition is Open,
Pending, or Approved, depending on requestor setup.
• Values that were copied over with the requisition can be
overridden. Activity and original requisition dates are not
copied over.
107
108
Returns To Vendor Process
108
109
Purchasing Role in Return to Vendor Process
109
Purchasing
receives request to
return product via
email from
Requestor
RMA
required
?
No
Yes
Sends RMA
request to
Vendor
Enter RTV
Vendor
issues RMA
Inventory
Item?
Inventory
Personnel
to Return
or Destroy
Notify Invent
Personnel of
RTV
Yes
110
Inventory Personnel Role in Return to Vendor Process
110
Inventory
Personnel
to issue from
inventory to
RTV
Return or
Destroy?
Inventory Item Non-Inventory Item
Destroy Ship to
Vendor
Vendor
replaces
item
Receives
replace-
ment
Item
Auto Credit Memo issued
111
Requisition Lifecycle – eProcurement
• The Requisition Lifecycle section displays the business
process flow for a requisition with links to various
documents. Requisition creation is the start of the cycle
and finishes once Payment has been issued.
• Stages in the requisition lifecycle that are complete or in
progress are highlighted with active links (the example
above, active links are Requisitions, Approvals, and
Purchase Orders) 111
112
Requisition Lifecycle - eProcurement (continued)
• Requisition – A summary of details for a Requisition can
be accessed from here.
• Approvals – Click the Approvals link to view the current
approval status of the requisition and view line approval
details.
• Inventory – You can view the material stock request
created from this requisition to fulfill the demand using
inventory stock.
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Requisition Lifecycle – eProcurement (continued)
• Purchase Orders – The Purchase Order Inquiry page can be accessed from here to view information about the purchase order that this requisition was sourced to, along with the associated purchase order number, buyer, and vendor.
• POA - The Purchase Order Acknowledgement Summary page can be accessed from here to view the purchase order acknowledgement tied to this requisition, as well as, review any comments or changes from the vendor.
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Requisition Lifecycle – eProcurement (continued)
• Change Request – The Change Request page can be
accessed from here to review any change request
information entered on a purchase order.
• Receiving – The Manage Receipts page can be accessed
from here to view the purchase order receipt linked to your
requisition.
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Requisition Lifecycle – eProcurement (continued)
• Returns - The Manage Return to Vendors page can be
accessed from here to view the RTV linked to your
requisition.
• Invoice - The Purchase Order Inquiry page can be
accessed from here to view the requisition, purchase
order, receipts, and vouchers.
• Payment – The Payment Inquiry page can be accessed
from here to view payment details.
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Requisition Lifecycle – sProcurement
• Similar to ePro requisitions, the lifecycle for sPro requisitions track the following data:
– Requisition
– Approvals
– Sourcing
– Work Order
– Time and Expense
– Invoice
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Query Reports
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• Depending on your system
access, you may be able to
run query reports through the
Query Manager under
Reporting Tools.
• Shown here is an example
list of query reports.
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Query Results Example
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Requisitions Without POs 10 Days or More
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Running Query Reports
Try the simulation.
You can run the Running Query Reports simulation in
Try It! or Know It! mode.
• Try It!: To practice
• Know It!: To test your knowledge
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Lesson 2 Summary
Having completed this lesson, you should now be able to:
• Create a Requisition for:
– Items from Marketplace
– Deliverable Service
– Resource Service
– Multi-Resource Service
– Special Request
• Create an Ad Hoc Document
• Manage Requisitions (View Requisition Lifecycle)
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Course Summary
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Learning Objectives
Having completed this course, you are now able to:
• Understand eProcurement/sProcurement functions
• Create and Manage Various Requisition Types
• Manage Documents (this encompasses Supplier
Contract Management Functions)
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Course Quiz – Question 1
123
Which of the following is not a step within the
eProcurement process?
A) Requisition
B) Purchase Order
C) Awarding Bids
D) Receipt
E) Voucher
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Course Quiz – Question 2
124
Which of the following key chartfields are required on all
purchases?
A) PC Business Unit, Project ID, Activity, Source Type
B) AM Business Unit, Profile ID, Capital Sequence
C) GL Unit, Department, Account
D) All of the above
E) None of the above
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Course Quiz – Question 3
What are the 3 stages in Create Requisition?
A) Create Requisition, PO Approval, Item Delivery
B) Define Requisition, Add Items and Services, Review and
Submit
C) Add Items and Services, Review and Submit, Create
Purchase Order
D) Create Requisition, Source, Create Purchase Order
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Course Quiz – Question 4
Which of the following cannot be performed in
Marketplace?
A) Browse for items
B) Save favorites
C) Save and Submit requisition
D) Search supplier website
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Course Quiz – Question 5
Which module in PeopleSoft do you access to create an Ad
Hoc document (Example: Independent Contractor
Checklist)?
A) Supplier Contracts
B) eProcurement
C) Services Procurement
D) Purchasing
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Course Quiz – Question 6
Which of the following is not a Service Requisition type?
A) Multi-Resource
B) Deliverable
C) Resource
D) Capital
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Course Quiz – Question 7
True or False.
A Bill Only Requisition is handled outside of the system
because goods have been pre-sourced and purchase order
created.
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Course Quiz – Question 8
True or False.
A requisition can be copied to create a new requisition for
supplies regardless of status.
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Getting Help
• Online Training
• UPK simulations
• Job Aids
• Super Users
• Help Desk
132
Thank you for attending the
PeopleSoft Training –
Requisitioning for Goods
and Services Course