/PeopleSoft. Financial Management Solutions. FMS User Guide Budget and Senior Administrator Processes Version 8.9. Revision Date: May 8, 2007

Transcription

1 11 /PepleSft Financial Management Slutins Budget and Senir Administratr Prcesses Versin 8.9 Revisin Date: May 8, 2007

2 Table f Cntents Prcedures fr Requisitin Apprvers... 3 Express Steps...4 Budget Inquiry... 4 Requisitin Apprval... 5 Requisitin Recycle... 5 Requisitin Denial... 6 Requisitin Apprval Status... 6 Requisitin Dcument Status... 6 Requisitin Viewing... 7 Detailed Vendr Viewing... 7 Ntificatin Creating Reprts Listing LOW Requisitins... 8 Signing in t Financial Management Slutins (FMS) Viewing Yur Budget Understanding the Requisitin Apprval Page...17 Apprving a Requisitin Recycling a Requisitin Denying a Requisitin...26 Viewing a Printable Requisitin...27 Viewing Detailed Vendr Infrmatin...28 Checking the Requisitin Apprval Status...31 Checking the Requisitin Dcument Status..33 Creating a Reprt t List LOW Requisitins...35 Keybard Shrtcuts Budget/Senir Administratr Prcesses

3 Prcedures fr Requisitin Apprvers Prcedures fr Requisitin Apprvers D nt use the back buttn t navigate t previus pages. Using the back buttn may cause yu t lse data. Instead use the menu r the Cancel buttn fr navigatin. Check yur Wrklist n a daily basis. Senir Administratrs will serve as Special Categry apprvers fr institutinal memberships. Such requisitins will be ruted frm the requester t the respective Cllege Dean fr apprval. This apprval is nt dllar based. Once apprved by the Dean, the requisitin will be ruted fr dllar-amunt apprvals as required. When at all pssible, recycle rather than deny a requisitin. This will save time fr the requester. If recycling r denying a requisitin, make sure t add a cmment in the cmment field n why the requisitin is being recycled r denied. Include any instructins n what the requester shuld d next. Yu can als use the cmment functin t send cmments t the next apprver if there is ne. Fr example, if the next apprver is a Vice President, the Senir Administratr may want t include a cmment fr that persn. Yu may als receive cmments frm prir apprvers. Yu may reassign yur wrklist fr a perid f time (e.g., vacatin r sabbatical leave) t anther clleague wh has the same r higher security access by filling ut the BG@100 FMS Alternate Wrkflw Apprver Frm which is available at the BG@100 web site. Directins fr hw t submit the frm are included n the frm. If a requisitin sits in an apprver s r requester s wrklist fr three business days, he r she will receive an reminding him/her t access the wrklist. An will als be sent t the wrkflw administratin alerting him/her that the requisitin has gne fr three business days withut any actin being taken n it. Fllwing is a sample f this ntificatin. 3 Budget/Senir Administratr Prcesses

4 Express Steps EXPRESS STEPS: Budget Inquiry T create a budget inquiry: Cmmitment Cntrl > Review Budget Activities > Budgets Overview. Click Add a New Value tab. Enter a name fr the inquiry and click. Fr the Ledger Grup select Apprpriatin Ledger Grup fr Department Cst Centers r Prjects Ledger Grup fr Prjects/Grants. Enter the Department Cst Center r the Prject/Grant. Click. Click (Shw Budget Details) fr Operating. T view yur budget using an inquiry that has been created: Cmmitment Cntrl > Review Budget Activities > Budgets Overview. Click Find an Existing Value. Enter the name f the inquiry in the Inquiry Name text bx. Click. Click again. 4 Budget/Senir Administratr Prcesses

5 Express Steps EXPRESS STEPS: Requisitin Apprval T Apprve a Requisitin: Click Wrklist. Click the link t the requisitin. T see the Vendr r cmments frm the requester, click the Requisitin Details link and the requisitin link. A new windw pens. T view line cmments that were added t the requisitin, click. After reading the cmments click t return. T see the Ship T address click (Schedule Details) and click the Ship T link. Clse the new windw that was pened. Add cmments if yu desire fr the next apprver t see. Click t apprve the requisitin. EXPRESS STEPS: Requisitin Recycle T Recycle a Requisitin: Click Wrklist. Click the link t the requisitin. T see the Vendr r cmments frm the requester, click Requisitin Details and the requisitin link. A new windw pens. T view line cmments that were added t the requisitin, click. After reading the cmments click t return. T see the Ship T address click (Schedule Details) and click the Ship T link. Clse the new windw that was pened. Select Recycle frm the Apprval Actin drp-dwn list. Enter a cmment explaining why the requisitin was recycled and prvide instructins n hw t crrect it. Click t recycle the requisitin. 5 Budget/Senir Administratr Prcesses

6 Express Steps EXPRESS STEPS: Requisitin Denial T Deny a Requisitin: Click Wrklist. Click the link t the requisitin. Select Deny frm the Apprval Actin drp-dwn list. Enter a cmment explaining why the requisitin was denied. Click t deny the requisitin. EXPRESS STEPS: Requisitin Apprval Status T check the requisitin apprval status: BGSU Menu > Wrkflw > Mnitr Requisitin Wrklist Enter yur departmental requester s name in the Requester text bx r enter the Requisitin ID r date ranges. Click. View the Wrklist and nte the statuses displayed. EXPRESS STEPS: Requisitin Dcument Status T check the requisitin dcument status: Purchasing > Requisitins > Review Requisitin Infrmatin > Dcument Status Enter yur departmental requester s name in the Requester text bx Click. Click the desired requisitin link. 6 Budget/Senir Administratr Prcesses

7 Express Steps EXPRESS STEPS: Requisitin Viewing T View a Printable Requisitin: Click Wrklist. Click the link t the requisitin. Click. A PDF (prtable dcument file) f the requisitin will display. Yu may print this if yu desire. View the requisitin. Click t clse the windw. EXPRESS STEPS: Detailed Vendr Viewing T Verify Vendr Lcatin and Other Vendr Details: Click the New Windw link at the tp f the page. Frm the Menu Pagelet select Vendrs > Vendr Infrmatin > Add/Update > Vendr. Enter the search criteria and click. Frm the Search Results list, click desired vendr link. Click t clse the windw. EXPRESS STEPS: Ntificatin T send a ntificatin with a link t the FMS page yu are presently viewing. NOTE: Yur recipient must have the same r higher level f security t access this page. Frm the desired FMS page, click. Enter the T field. If necessary click. Enter the CC and BCC fields if desired. Enter the Subject. Select the Pririty. Enter the Message and click. 7 Budget/Senir Administratr Prcesses

8 Express Steps EXPRESS STEPS: Creating Reprts Listing LOW Requisitins T create a reprt that lists requisitins fr less than $1500: BGSU Menu > Purchasing > Reprts > PO Req LT 1500 Reprt Click the Add a New Value tab Enter a name fr yur reprt request in the Run Cntrl ID text bx Click Enter the range f dates yu want t view in the Frm Date and T Date fields Enter the Prject/Grant number r DCC number Click Click Frm the Prcess Schedule Request page, click the drp-dwn arrw fr the Server Name field and select PSNT Click Click the Prcess Mnitr link Click until the Run Status is Success and the Distributin Status is Psted Click the Details link Under Actins, click the View Lg/Trace link Under File List n the View Lg/Trace page, click the link t the PDF file If yu get a Security Warning bx asking if yu want t pen the site, click T print the reprt, click File, Print 8 Budget/Senir Administratr Prcesses

9 Express Steps T run a reprt frm a run cntrl yu have already created: BGSU Menu > Purchasing > Reprts > PO Req LT 1500 Reprt Click at the Find an Existing Value tab If necessary, click the name f the Run Cntrl Id frm the Search Results list If necessary, change the date range and/r DCC r Prject/Grant number Click Click Click the Prcess Mnitr link Click until the Run Status is Success and the Distributin Status is Psted Click the Details link Under Actins, click the View Lg/Trace link Under File List n the View Lg/Trace page, click the link t the PDF file If yu get a Security Warning bx asking if yu want t pen the site, click T print the reprt, click File, Print 9 Budget/Senir Administratr Prcesses

10 Signing in t FMS Signing in t PepleSft Financial Management Slutins (FMS) Use the fllwing steps t sign in t PepleSft FMS. 1. Open a Web brwser. 2. Enter fms.bgsu.edu in the Address text bx. 3. Press the Enter key. The FMS Sign-In page is displayed alng with the Universal Resurce Lcatr (URL) address fr FMS. 4. Add this address t yur Favrites list by clicking the Favrites icn. 5. Click the Explrer icn in frnt f the address and drag it t the tp f yur Favrites list. 6. The Address shuld nw appear in yur Favrites list. The next time yu need t sign in, just click the Favrites Icn and click the Address frm the list. 10 Budget/Senir Administratr Prcesses

11 Signing in t FMS 7. Enter yur BGNet Username and Passwrd. 8. Click. 11 Budget/Senir Administratr Prcesses

12 Viewing Yur Budget Viewing Yur Budget Befre yu can view yur budget yu must first create a new Budget Overview inquiry. Use the fllwing steps t create a budget inquiry: 1. Sign in t FMS. The Menu Pagelet is displayed at the left f the screen. 2. Click Cmmitment Cntrl. The Cmmitment Cntrl Navigatin Page is displayed. 3. Click Budgets Overview in the Review Budget Activities flder. The Budgets Overview search page is displayed. In rder t create an inquiry yu have t select the Add a new Value tab. Yu can tell if a tab is selected by its clr. The active tab is dark blue. 12 Budget/Senir Administratr Prcesses

13 Viewing Yur Budget BUDGET TYPE 4. Click the Add a New Value tab. The Budgets Overview Add a New Value page is displayed. 5. Enter a name in the Inquiry Name text bx. Please nte yu cannt have embedded spaces in the name. If yu want yur name t be tw wrds, frmat the name as such: Engl_ This names the inquiry fr future use. 6. Click. The Budget Inquiry Criteria page is displayed. 13 Budget/Senir Administratr Prcesses

14 Viewing Yur Budget 7. Enter a descriptin f the Budget Inquiry in the Descriptin field bx. Fr example yu culd enter the Department Cst Center number as the descriptin s that yu wuld knw exactly which DCC this inquiry is fr. 8. Click next t Ledger Grup. The pssible Ledger Grups are displayed. 9. Click Apprpriatin Ledger Grup. Please nte that this ledger grup is fr Department Cst Centers nly. If yu want t view a grant r prject budget, yu must select Prjects Ledger Grup. Yu are returned t the Budget Inquiry Criteria page. 10. T see a bar chart representing the budget, click the Display Chart check bx. A chart reflecting the budget infrmatin will be autmatically built. Right-clicking n the chart enables yu t save the chart that is built. Once saved, yu can insert the chart int ther dcuments. CHARTFIELD CRITERIA 11. Enter yur Department Cst Center number in the DCC text bx fund in the ChartField Frm Value clumn. In the example belw the DCC fr the English Department, 14 Budget/Senir Administratr Prcesses

15 Viewing Yur Budget , is entered. If yu want t view the budgets fr a range f Department Cst Centers, yu can als enter a DCC in the Chartfield T clumn, fr example The percent sign, %, is the wild card character. If entering search data in a text bx that cntains a percent sign, yu must delete the percent sign. 12. Click. The ttals appear n the Budget Overview page. 13. Click (Shw Budget Details) fr Operating. The Budget Details page is displayed. 15 Budget/Senir Administratr Prcesses

16 Viewing Yur Budget 14. Click. 15. Click t save this inquiry. Once yu have added a Budget Overview Inquiry, yu can use that inquiry t view yur budget. Use the fllwing steps t view a budget verview inquiry: 1. Sign in t FMS. 2. Click Cmmitment Cntrl. 3. Click Budgets Overview in the Review Budget Activities flder. 4. Click the Find an Existing Value tab. The Budgets Overview Find an Existing Value page is displayed. 5. Click. If yu have nly created ne budget verview inquiry, yu will be taken immediately t the Budget Overview page. If there is mre than ne budget verview inquiry, the Search Results are displayed, as shwn belw. 6. If Search Results are displayed, click the name f the Budget Overview yu want t view. 7. T delete a Budget Overview inquiry, click frm the Budget Overview page. 8. Click Sign Out t end yur sessin r click t add anther inquiry. If yu have budgets fr Prjects r Grants, yu shuld set up Budget Overview Inquiries fr thse as well. 16 Budget/Senir Administratr Prcesses

17 Understanding the Requisitin Amunt Apprval Page Understanding the Requisitin Amunt Apprval Page Let s first lk at the anatmy f a Requisitin Amunt Apprval Page. At the tp f the page is general infrmatin abut the requisitin. BGSUN will autmatically be the default fr the Business Unit n all requisitins. Requisitin number Name f Requester Clicking the Requisitin Details link enables yu t see greater detail, such as the Vendr name, Ship T lcatin, and cmments entered by the requester. A requisitin can be apprved, recycled, r denied. Clicking this drpdwn bx enables yu t select the apprpriate apprval actin ptin. The ptins fr the Apprval Status are In Prcess and Cmpleted. Clicking this buttn builds a PDF file f the requisitin which yu then can view. Cmments: The Cmments sectin is used if yu recycle r deny a requisitin. In the Cmments sectin yu wuld enter the reasn why the requisitin was denied. Cmments may als be entered by the requester fr recycled requisitins. When yu receive the crrected requisitin back fr apprval frm the requester, any cmments that they may have entered in this sectin will be displayed. Yu may als see a cmment frm a prir apprver r enter a cmment fr the next apprver. Clicking this buttn enables yu t spell check whatever yu enter in the Cmment text bx. Amunts Details: The Amunts Details sectin shws the date the requisitin was entered and the ttal amunt. 17 Budget/Senir Administratr Prcesses

18 Understanding the Requisitin Amunt Apprval Page Line Details: The Line Details sectin prvides mre detail. Here yu see a descriptin f the item(s) rdered, the quantity rdered and the item price. Distributins/Chartfields: The Distributins/ChartFields sectin shws yu the Fund, Department Cst Center, and Accunt. The Department Cst Center (DCC) is what used t be the Agency/Org number and designates a department that is based n a fiscal year perid. If the requisitin is fr a Prject r a Grant, the Prject/Grant chartfield and the Activity Chartfields will be displayed instead f the DCC. Yu may als see requisitin lines referencing ther DCCs r Prject/Grants utside f yur area f apprpriatin. In this instance, the csts are being shared with anther DCC r Prject/Grant. Such requisitins will need t be apprved by all the parties invlved. Prcessing Buttns: The Prcessing Buttns enable yu t save the apprval actin, view yur entire wrklist, view the previus requisitin in yur wrklist, view the next requisitin in yur wrklist and, send an with a link t the page yu are presently viewing. NOTE: The recipient f the mail must have the same r higher level f security t access and view the page. 18 Budget/Senir Administratr Prcesses

19 Understanding the Requisitin Amunt Apprval Page Other Links In the upper right crner f the page there are a number f ther links. New Windw enables yu t pen a new windw in FMS and perfrm anther task. By pening a new windw yu can perfrm mre than ne task at the same time. Help accesses PepleSft FMS help pages. Custmize Page enables yu t make changes t sme f the page settings such as the rder f where the muse pinter mves when the tab key is pressed. http cpies the URL f the current page t the clipbard. Hme takes yu back t the FMS hme page. Add t Favrites enables yu t mark a page yu use frequently s that yu can pen that particular page quickly and easily. Sign ut signs yu ut f the system. Clicking Sign ut is the prper way t end yur FMS sessin. 19 Budget/Senir Administratr Prcesses

20 Apprving a Requisitin Apprving a Requisitin Use the fllwing steps t view and apprve a requisitin: 1. If necessary, sign in t FMS. 2. Click Wrklist. 3. Clse the Menu Pagelet by clicking n the Clse buttn in the upper right crner. 4. Yur Wrklist is displayed. Yur wrklist shuld lk similar t the ne belw: 5. Click the blue link fr the desired requisitin. The Requisitin Amunt Apprval page is displayed. 6. T see mre details n this requisitin, click the Requisitin Details link. A new windw is pened. 7. Click the Maximize buttn t maximize the windw. 20 Budget/Senir Administratr Prcesses

21 Apprving a Requisitin 8. Click the Requisitin link. Yur Requisitins page will be similar t but will nt exactly match the data in the fllwing screen captures. 9. Yur page shuld lk similar t the ne belw. Yu can nw see wh the Vendr is. 10. Click the Shipment Details buttn at the end f the line. 11. The Shipment Details page is displayed. Click the Ship T link t see the Ship T address. 12. Click. The Shipment Details page returns. 13. Click. The Line Details page returns. 14. The line Details page is displayed. If the requester has entered cmments, the cmments icn at the end f the line will include lines. Click this icn t see the cmments. 15. After reading the cmments, click. The Line Details page returns. 16. Click. Yu are back t the Requisitins page. 21 Budget/Senir Administratr Prcesses

22 Apprving a Requisitin 17. Clse the windw by clicking the clse buttn in the upper right crner f the windw. Yu are nw at the Requisitin Amunt Apprval page that yu first accessed frm yur Wrklist. D nt clse the windw using the Sign Out link. This will exit yu ut f the FMS sessin. 18. T apprve this requisitin, click. Please nte that the default Apprval Actin is Apprve. Dn t mistakenly apprve a requisitin that yu want t recycle r deny. 19. Nte the Apprval Status. It will either be Cmplete r In Prcess, depending n the circumstances. If yu are the final apprver fr this requisitin, the Apprval Status will be Cmplete. If yu are nt the final apprver fr this requisitin, the Apprval status will be In Prcess. Regardless f the status, the link fr this requisitin ID will disappear frm yur wrklist. 20. Yu can nw either click r yu can click Sign Off t sign ff f the system. When a requisitin has been apprved by all required apprvers, an will be sent t the requester stating the requisitin number that was apprved. Fllwing is a sample f this ntificatin. 22 Budget/Senir Administratr Prcesses

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24 Recycling a Requisitin Recycling a Requisitin Use the fllwing steps t view and recycle a requisitin: 1. If necessary, sign in t FMS and click Wrklist. 2. Clse the Menu Pagelet by clicking n the Clse buttn in the upper right crner. 3. Yur Wrklist is displayed. Yur wrklist shuld lk similar t the ne belw: 4. Click the blue link fr the desired requisitin. The Requisitin Amunt Apprval page is displayed. 5. T see mre details n this requisitin, click. A new windw is pened. 6. Click the Maximize buttn t maximize the windw. 24 Budget/Senir Administratr Prcesses

25 Recycling a Requisitin 7. Click the Requisitin link. The Line Details page is displayed. Yu can nw see wh the Vendr is. Nte if the cmments icn include lines. Click the icn t view the cmments. If yu want t view the Ship T lcatin, click the icn t access the Shipment Details page and then click the Ship t link. 8. T return t the Requisitin Amunt Apprval page, click the OK buttn, the Return Buttn, and the Return buttn. Clse the windw by clicking the clse buttn in the upper right crner f the windw. 9. Yu shuld be back t the windw with the Requisitin Amunt Apprval page. Click the Apprval Actin drp-dwn bx and select Recycle. Please nte that the default Apprval Actin is Apprve. Dn t mistakenly apprve a requisitin that yu want t recycle r deny. 10. When yu recycle a requisitin yu need t add a cmment letting the requester knw why it is being recycled. This cmment will appear in the ntificatin that is autmatically sent t the requester. This message will als appear n the Requisitin Amunt Apprval page that is sent back t the Requester s wrklist. Enter an apprpriate cmment in the Cmment text bx: 11. Yu are ready t recycle the requisitin. Click. Nte the Apprval Status. It will be In Prcess. 12. Yu can nw either click r yu can click Sign Off t sign ff f the system. When a requisitin is recycled, an will be sent t the requester stating the requisitin number that has been recycled. The cmment yu entered in the Cmment text bx is included in the . Fllwing is a sample f this ntificatin. 25 Budget/Senir Administratr Prcesses

26 Denying a Requisitin Denying a Requisitin Use the fllwing steps t view and deny a requisitin: 1. If necessary, sign in t FMS and click Wrklist. 2. Clse the Menu Pagelet by clicking n the Clse buttn in the upper right crner f the Menu Pagelet. 3. Yur Wrklist is displayed. Yur wrklist shuld lk similar t the ne belw: 4. Click the blue link fr the desired requisitin. The Requisitin Amunt Apprval page is displayed. 5. Click the Apprval Actin drp-dwn bx and select Deny. Please nte that the default Apprval Actin is Apprve. Dn t mistakenly apprve a requisitin that yu want t recycle r deny. 6. When yu deny a requisitin yu need t add a cmment letting the requester knw why it is being denied. This cmment will appear in the ntificatin that is autmatically sent t the requester. Enter an apprpriate cmment in the Cmments text bx: 7. Yu are ready t deny the requisitin. Click. 8. Yu can nw either click r yu click Sign Off t sign ff f the system. 26 Budget/Senir Administratr Prcesses

27 Viewing a Printable Requisitin Viewing a Printable Requisitin Use the fllwing steps t view a printable requisitin: 1. If necessary, sign in t FMS and click Wrklist. 2. Clse the Menu Pagelet by clicking n the Clse buttn in the upper right crner f the Menu Pagelet. 3. Yur Wrklist is displayed. 4. Click the blue link t desired requisitin. The Requisitin Amunt Apprval page is displayed. 5. Click. 6. The requisitin is displayed in a new windw. After yu have viewed the requisitin click t clse the windw. 7. Yu can nw either click r yu click Sign Off t sign ff f the system. 27 Budget/Senir Administratr Prcesses

28 Viewing Detailed Vendr Infrmatin Viewing Detailed Vendr Infrmatin Use the fllwing steps t view detailed vendr infrmatin: 1. If necessary, sign in t FMS. Yu need t access the Menu Pagelet. 2. Frm the Menu Pagelet, click Vendrs, Vendr Infrmatin, Add/Update, and Vendr. The Vendr Infrmatin Search page is displayed. If yu will be lking up vendr infrmatin ften, it wuld be a gd idea t put this Vendr Infrmatin Search page in yur Favrites. 3. Click the Name 1 drp dwn bx and select cntains. 4. Enter the text fr yur search criteria in the Name 1 text bx. 5. Click. The search results are displayed. 6. Click the desired vendr name. The summary infrmatin fr that vendr is displayed. In this example, yu can see that the Order and Remit T addresses are different. 7. Click the Address tab fr further infrmatin abut the vendr address. 8. Click the Cntacts tab fr further infrmatin abut the sales representative. 9. Click the Lcatin tab fr infrmatin n hw yu cnduct business with this vendr. 28 Budget/Senir Administratr Prcesses

29 Viewing Detailed Vendr Infrmatin 10. Click Payables. The Payables Optins page is displayed. 11. T see all the Payables ptins click. Scrll dwn the screen t lk at all the payables ptins. 12. Click. 13. Click Prcurement. The Prcurement Optins page is displayed. When yu are wrking in a new windw be sure t clse it using the clse buttn in the upper right crner f the windw. If yu clse the windw by clicking Sign Out, yu will sign yurself ut f the system. 14. Click. 29 Budget/Senir Administratr Prcesses

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31 Checking the Requisitin Apprval Status Checking the Requisitin Apprval Status The Mnitr Wrklist will allw yu t track the apprval status f a requisitin, frm the requester t all apprvers (Special Categry Apprvers, Grants/Prject Apprvers, Budget Administratr, Senir Administratr, Vice-President, and President). Additinally, the mnitr displays ne f three statuses: Available (requisitin is available t be selected by an apprver but it has nt yet been selected), Selected (requisitin has been selected by an apprver but n actin has been taken n it), and Wrked (apprver has selected an Apprval Actin and has saved the Requisitin Apprval Page). Use the fllwing steps t check requisitin apprval status: 1. If necessary, sign in t FMS. 2. Frm the Menu Pagelet click BGSU Menu, Wrkflw, Mnitr Requisitin Wrklist. 3. The Search Wrklist page is displayed. Enter the desired search criteria and click. Fr example, yu may want t see the apprval status fr the requisitin enter by yur departmental Requester. 31 Budget/Senir Administratr Prcesses

32 Checking the Requisitin Apprval Status 4. The Wrklist is displayed. Nte the fllwing clumns: Requisitin ID, Requisitin Status, Date, Wrklist Name, Requester (username), Apprver (username f apprver), Wrklist Instance Status, Instance Wrked/Date/Time, and Instance Available Date/Time. In the fllwing example, the requisitin is available fr the apprver t select. The requisitin is in the apprver s wrklist but n actin has been taken n it. 5. In the fllwing example, the requisitin has been selected by the apprver but he r she has yet t select an apprval actin. The apprver is reviewing the requisitin details. 6. In the last example, the requisitin has been wrked by the apprver. The apprver has selected an apprval actin and has saved the Requisitin Amunt Apprval page. 32 Budget/Senir Administratr Prcesses

33 Checking the Requisitin Dcument Status Checking the Requisitin Dcument Status Requisitin Dcument Status inquiry will give yu the ability t track and review requisitins thrugh the purchasing and payment cycle. Use the fllwing steps t check the requisitin dcument status: 1. If necessary, sign in t FMS. 2. Frm the Menu Pagelet click Purchasing, Requisitins, Review Requisitin Infrmatin and Dcument Status. The Requisitin Dcument Status page is displayed. There are a number f ways yu can search fr a requisitin. Yu can search using the Requisitin ID number, Requisitin Status, Requisitin Date, Origin, Requester Username, r the Descriptin. 3. If necessary, enter BGSUN as the Business Unit. 4. Click fr Requester. 5. Search fr the username f the desired departmental requester. Click the Requester username. 6. Click. A list f the requisitins entered the Requester s username is displayed. 33 Budget/Senir Administratr Prcesses

34 Checking the Requisitin Dcument Status 7. Click the desired Requisitin ID link. Yur page will lk similar t the fllwing. Yu are able t see the Requisitin ID, Status and Budget Status. Under Assciated Dcuments yu can view the ther dcuments cnnected t this requisitin. In the example belw yu can see that a purchase rder was created, the item was received, a vucher was psted and a check was psted. 8. Click t check the status f anther requisitin. 34 Budget/Senir Administratr Prcesses

35 Creating Reprts Listing LOW Requisitins Creating Reprts Listing LOW Requisitins Use the fllwing steps t create a reprt that lists all LOW Requisitins: Requesters are apprvers fr any requisitin they enter that is under $1500. These requisitins g straight t Purchasing t be surced t a purchase rder withut cming first t the Budget Administratr fr apprval. Therefre, Budget Administratrs shuld regularly run the reprt that lists all requisitins under $1500 t keep track f what purchases are being made that are under $1500. The fllwing directins take yu stepby-step thrugh the prcess fr creating this reprt. 21. Sign in t FMS and navigate t BGSU Menu, Purchasing, Reprts, PO Reg LT 1500 Reprt. 22. The PO Req LT 1500 Reprt page is displayed. Click the Add a New Value tab. 23. Enter a name fr yur reprt request in the Run Cntrl ID text bx. There cannt be any embedded spaces in the name. Click. 24. Enter the range f dates yu want t view in the Frm Date and T Date fields. 25. Enter the Prject/Grant number r DCC number fr the requisitins yu want t view. 35 Budget/Senir Administratr Prcesses

36 Creating Reprts Listing LOW Requisitins 26. Click t save yur reprt request. The next time yu want t view the requisitins under $1500 yu will nt have t recreate yur request. 27. Click. 28. The Prcess Schedule Request page pens. Click the drp-dwn arrw fr the Server Name field and select PSNT. Click. 29. Click the Prcess Mnitr link. 30. Click until the Run Status is Success and the Distributin Status is Psted. 31. Click the Details link at the end f the line. 36 Budget/Senir Administratr Prcesses

37 Creating Reprts Listing LOW Requisitins 32. Under Actins, click the View Lg/Trace link. 33. Under File List n the View Lg/Trace page, click the link t the PDF file. 34. If yu get a Security Warning bx asking if yu want t pen the site, click. 35. The Reprt is displayed. At this pint yu can view it nline r g t File and Print t print it. 37 Budget/Senir Administratr Prcesses

38 Creating Reprts Listing LOW Requisitins Once yu have run yur reprt, anther way yu can access it is frm the Menu Pagelet by navigating t Reprting Tls and Reprt Manager. The default setting is fr nly the reprts created in the past day t be displayed. If yu want t view a reprt yu created n a previus day yu need t enter the number f days yu want t display and click fr up t 75 days.. Reprts are available Click the link t the reprt. Click if yu get security warnings. Under File List, click the link t the PDF file. If yu get a Security Warning bx asking if yu want t pen the site, click. The Reprt is displayed. At this pint yu can view it nline r g t File and Print t print it. 36. When yu have finished with the reprt click t clse the windw. This reprt will remain in yur Reprt Mgr fr 75 days. 37. If yu want t run the reprt yu created fr a new time frame r different DCC r Prject/Grant, click BGSU Menu, Purchasing, Reprts, PO Reg LT 1500 Reprt. 38. The Find an Existing Value tab shuld be selected. Click. 39. If yu have nly created ne Run Cntrl ID yu will be taken directly t the PO Req LT 1500 Rpt page. If yu have created mre than ne Run Cntrl ID, click the Run Cntrl ID fr the Under $1500 Reprt frm the list that is displayed. 40. If necessary, change the date range and/r the DCC r Prject/Grant number fr the requisitins yu want t view. 41. Click. 38 Budget/Senir Administratr Prcesses

39 Creating Reprts Listing LOW Requisitins 42. Click. 43. Click the Prcess Mnitr link. 44. Click until the Run Status is Success and the Distributin Status is Psted. 45. Frm the Menu Pagelet, click the Details link at the end f the line. 46. Fllw steps 12 thrugh 16 t display the reprt. 39 Budget/Senir Administratr Prcesses

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41 Keybard Shrtcuts Keybard Shrtcuts Peple Sft includes keybard shrtcuts that can be used as alternatives t using the muse. There are tw categries f these keybard shrtcuts: ht keys and access keys. A printable list f these shrtcuts is available while nline by pressing Ctrl+K while n a search r transactin page. Ht Keys When any ne f the fllwing ht key cmbinatins is pressed the crrespnding actin ccurs. Several f the ht key cmbinatins perfrm different actins depending n the currently active page. The fllwing table utlines the shrtcuts that yu can use in place f clicking the equivalent actin buttn. Ht Keys ALT + 1 ALT+2 ALT+3 ALT+4 ALT+5 ALT+6 ALT+7 ALT+8 ALT+9 ALT+0 ALT+. ALT+, ALT+/ Alt+ Alt+\ CTRL+J Actin Save a page in a transactin. Mves t the Search r Add buttn n a search r lk up page. Mves t the OK buttn n a secndary page. Returns t the search page frm the transactin page. View the next rw in the list when the buttn is active. View the previus rw in the list when the buttn is active. Accesses the Lk Up page in place f the magnifying glass r calendar prmpt. Opens the Calendar Prmpt. Opens the pp-up windw n a page. Inserts a rw in a grid in place f the plus sign r scrll area. Deletes a rw in a grid in place f the minus sign r scrll area. Accesses the Help line. When in Expert Entry mde, activates the Refresh buttn, which validates the data entered n the page. View the next set f rws in a grid r scrll area. View a previus set f rws in a grid r scrll area. Finds data in a grid r scrll area. Views all rws f data in a grid, scrll area, r search page results list. Tggles between Add a New Value and Find an Existing Value n a search page. Displays the system infrmatin page. 41 Budget/Senir Administratr Prcesses

42 Keybard Shrtcuts CTRL+K CTRL+Y CTRL+Z CTRL+TAB ENTER ESC When n a search r transactin page, accesses a page with a list f keybard navigatin shrtcuts using ht keys and access keys. Tggles the Menu Pagelet between cllapse and expand. Accesses the menu search bx. Tggles the fcus thrugh the frame set. Activates the OK buttn, where apprpriate. On a search page, activates the Search buttn. On a Lk Up page, activates the Lkup buttn. Activates the Cancel buttn, where apprpriate. Access Keys Access keys can be used fr page tabs t help yu mve between pages in a cmpnent. Access keys are identified by the underlined letter in the page tab name. T access a page, press ALT plus the underlined letter, and then press ENTER. 42 Budget/Senir Administratr Prcesses