PeopleSoft Financials Training 5/12/2005 Step-By-Step Guide - epro

Transcription

1 SBS 1 Budget Inquiry - Confirm current status of your Department budgets - Determine if funds are available before a budget transfer - Verify that funds were moved after a budget transfer - View the budget of specific account 1. NAVIGATION: Commitment Control / Review Budget Activities / Budget Inquiry / Budget Details 2. In the following fields, enter the Chartfield combination for the budget you are inquiring about. Note: The more information you add, the fewer budgets will be displayed In This Field Enter Example Business Unit Eagle Eagle Ledger Group Required: EXPBUDGETS or PG Budgets for Projects Account (5 digits) Department (6 digits) Fund Code (3 digits) 100 Program Code (5 digits can be 0 s) Fund Source (5 digits) Property (5 digits can be 0 s) Function (3 digits) 101 Project/Grant (7 digits or blank) Budget Period Fiscal Year 2004 EXPBUDGETS 3. Click 4. One of three things will happen: a. Another window will display with the budget details for a specific Chartfield combination. b. Multiple budgets will appear below the search fields. Select the budget you are inquiring about. c. A message that states: 5. When complete, click i. In this case, either no budget exists or you entered the Chartfields incorrectly. Copyright 2004 All Rights Reserved Boston College 7

2 SBS 2 Running a Query - To run predefined reports that will display information on requisition s, voucher s, PO s or department budgets. Note: This information is updated nightly. 1. NAVIGATION: Reporting Tools / Query / Query Viewer. 2. Enter an partial name of the Query. Use the following list for different category of queries BC_GL BC_AP BC_PO BC_GM GL type queries: ex: Budgets Accounts payable queries Purchase order queries Grants management queries 3. To run a budget query enter the following information: 4. Click 5. For Operating Budgets,select Query BC_GL_ACR_STDNT_SLRY Note: USE ALL CAPS a. Note: If looking up a Grant, use the Query: BC_GM_BUD_ACCTD_GRANTS 6. In the following fields, enter the Chartfield combination for the budget you are inquiring about. Note: Function and Account are the two fields you can use just the % sign. In This Field Enter Example DEPARTMENT 6 digit value FUND CODE 3 digit value 100 FUND SOURCE 5 digit value PROGRAM CODE 5 digits (0 s or actual Program values) FUNCTION % for ALL Functions or 3 digit value % PROPERTY 5 digits (0 s or 5 digit Property value) ACCOUNT % for ALL Accounts or 5 digit value % BUDGET PERIOD Fiscal Year Click EXPORT TO EXCEL 1. Once results display, click 2. Click. Identify a location on your hard-drive and create a new file name. 3. Click after file is saved. 4. Load Excel and open the saved file. Format appropriately. Copyright 2004 All Rights Reserved Boston College 8

3 SBS 3 - Searching For A Vendor (epro) - To confirm Vendor is in the system and identify Order Address 1. NAVIGATION: Reporting Tools / Query / Query Viewer. PO VENDOR SEARCH 2. Enter following: USE ALL CAPS 3. Click 4. Select: 5. To search for a vendor, enter a full or partial name. Use % as a wild-card. USE ALL CAPS. In This Field Enter Name 1: Example: New England Copy Specialist Inc. - NEW ENGLAND COPY% - NEW ENGLAND% - %COPY% 6. Click 7. After results appear, do EITHER of the following a. Search for another vendor: Click b. Run a different query, Click 8. If complete, click Copyright 2004 All Rights Reserved Boston College 9

4 SBS 4 - Creating a Requisition - Purchasing Goods equal to or above $5, Purchasing Goods that cannot be purchased by a PCard or Voucher 1. NAVIGATION eprocurement / Create Requisition 2. Choose 3. Select or service. Click 4. Perform tasks below: In This Field Enter Description Description of the requisition Category Type partial name. ex: EQ%, then click Select appropriate category Qty Number of items Unit of Measure Type EA Price Price of the item (No $ or commas) Due Date Enter the date that the item is required 5. CLICK HYPERLINK: 6. In Name field, search for a vendor by typing a partial name with %. Ex:, 7. Click. 8. Select next to the vendor you want. 9. In field Comment Text:, enter details about the requisition 10. Click 11. Select to confirm the Shipping Address. 12. To change Ship To Location, click magnifying glass 13. Click to enter Cost Distribution (Chartstring) Copyright 2004 All Rights Reserved Boston College 10

5 Creating a Requisition cont. 14. Perform tasks below: In This Field Enter Fund Required (3 digits) Fund Source Required (5 digits) Program Code Required (5 digits-zero s or values) Function Required (3 digits) Property Required (5 digits-zero s or values) Blank or 7 digits 15. CLICK HYPERLINK: 16. To add a second line, repeat steps 2-15, including vendor lookup. 17. Budget Check by clicking on, then click 18. Verify that Budget Check Status displays: Valid 19. Click 20. Write down the requisition number 21. If complete, click Copyright 2004 All Rights Reserved Boston College 11

6 SBS 5A - Creating an Agreement Requisition - Encumbering funds to be held for payments for an agreement (usually service contract) throughout the year. 1. NAVIGATION: eprocurement / Create Requisition 2. Choose 3. Select Service Click 4. Select Fixed Cost Click for most service agreements. If the cost is annual for a specific amount use fixed cost. Otherwise, contact the buyer for instructions. 5. Perform tasks below: In This Field Description Category Value of Service Start Date Due Date Quote number and Quote date Enter AGMT-Description of the requisition Be sure to start your description with AGMT- to signify that this is an agreement. Type partial name. ex: MAINT AGMT-, then click Select appropriate category Annual price of the agreement In most cases this will be 6/1/XX In most cases this will be 5/31/XX Enter this information, if appropriate 6. CLICK HYPERLINK: 7. In Name field, search for a vendor by typing a partial name with %. Ex:, 8. Click. 9. Select next to the vendor you want. 10. In field Comment Text:, enter details about the requisition including model numbers, and serial numbers. 11. Click Copyright 2004 All Rights Reserved Boston College 12

7 Creating an Agreement Requisition cont. 12. Select to confirm the Shipping Address. 13. To change Ship To Location, click magnifying glass 14. Click to enter Cost Distribution (Chartstring) 15. Change Distribute by Qty to Amt This allows multiple invoices to be paid from this agreement. 16. Perform tasks below: In This Field Department Fund Fund Source Program Code Function Property Account Enter Required (6 digits) may be defaulted Required (3 digits) Required (5 digits) Required (Zero s or 5 digits) Required (3 digits) Required (Zero s or 5 digits) Blank or 7 digits Will default based on the category selected. Be sure you have sufficient funding in the proper account. 17. Click the More Details tab. Enter the BUDGET DATE of 06/06/XX to Charge this Agreement to the Next Fiscal Year. 18. CLICK HYPERLINK: 19. Budget Check by clicking on, then click 20. Verify that Budget Check Status displays: Valid 21. Click 22. Write down the requisition number 23. Click Copyright 2004 All Rights Reserved Boston College 13

8 SBS 5B - Creating a Blanket Requisition - Encumbering funds to be held for various purchases from one Vendor throughout the year. 24. NAVIGATION: eprocurement / Create Requisition 25. Choose 26. Select the Click 27. Perform tasks below: In This Field Enter Description BLANKET-Description of the requisition Category Type partial name. ex: EQ%, then click Select appropriate category Qty Number of items Unit of Measure Type EA Price Price of the item (No $ or commas) Due Date In most cases this will be 5/31/XX 28. CLICK HYPERLINK: 29. In Name field, search for a vendor by typing a partial name with %. Ex:, 30. Click. 31. Select next to the vendor you want. 32. In field Comment Text:, enter details about the requisition 33. Click 34. Select to confirm the Shipping Address. 35. To change Ship To Location, click magnifying glass 36. Click to enter Cost Distribution (Chartstring) 37. Change Distribute by Qty to Amt Copyright 2004 All Rights Reserved Boston College 14

9 Creating a Blanket Requisition cont. 38. Perform tasks below: In This Field Enter Fund Required (3 digits) Fund Source Required (5 digits) Program Code Required (Zero s or 5 digits) Function Required (3 digits) Property Required (Zero s or 5 digits) Blank or 7 digits 39. CLICK HYPERLINK: 40. Budget Check by clicking on, then click 41. Verify that Budget Check Status displays: Valid 42. Click 43. Write down the requisition number 44. Click Copyright 2004 All Rights Reserved Boston College 15

10 SBS 6 - Manage and Approving Requisitions - To determine the current status of a requisition order - When receive items (required on Categories where usual value of items is $5,000 or more) 1. NAVIGATION: eprocurement / Manage Requisition / Search for a particular req #. 2. View the status to the right of the requisition name. Common Status Messages: Open Requires requester complete the req, save and submit Pending Requires additional approvals (in workflow). Approved Requires Purchasing convert req into a purchase order. PO Created Requires Purchasing send PO to vendor PO Dispatched Order has been sent to vendor 3. You can review details behind the Req by selecting one of the icons 4. Click on the Cycle icon to the right of Req that you want to review Icons Enter Click to view details of Requisition Click to view PO details 5. CLICK HYPERLINK: 6. CLICK HYPERLINK: Approving Reqs 1. Select at the top of the page 2. Select item to approve below the Link menu. Example: 3. Click one of the following options: a. 4. Click 5. Click Copyright 2004 All Rights Reserved Boston College 16