peoplesoft fms department administration powerpoint
TRANSCRIPT
PeopleSoft Department Administration
Key Components
Processes PeopleSoftApprovals Systemic approval of requisitions, purchase orders and vouchers
Attachment Scanned documents can be attached in the system
Flexibility Systemic ad-hoc approvers can be added to requisitions, purchase orders and vouchers
Options Punchout requisition creation with W.B Mason and Grainger
Tracking Requisition life cycle from creation till payment tracked on one page.
Best Practice Receiving required on all goods and services procured
Chart of Account Structure
Fund Codes
Unrestricted
Grants
Capital Projects
Chartfield Combinations
• Fund/Account• Account/Product• Fund/Deptid• Account/Detail Code• Fund/University Event• Fund/Deptid/Project ID
The system has safety measures built in to ensure the correct combination of codes are used together. This confirms the proper
fund, and the correct account are used together – for example.
Account Rollup
Chart of Accounts Identification
http://www.montclair.edu/finance-and-treasury/news/article.php?ArticleID=14802&ChannelID=48
Or search “COA” on an MSU web page to find the link
The Chart of Accounts is a combination of the different account codes needed to properly identify the source of funds, who is spending them, and on what. These specifics allow the University to better analyze spending and focus in on stronger buying power.
The latest Chart of Accounts is on the Montclair web at:
User Productivity Kit (UPK)
MSU Requisition Creation (UPK)
Types of Purchase RequisitionsPunch Out – shop the suppliers website THROUGH PeopleSoft
Internal Catalog – top 90 items purchased at MSU. Currently item categories are included – Printing, OIT, Janitorial Supplies, Tires
Special Request – enter a specific description, price, quantity and supplier to identify required items
Requisitions are not orders until the system reads “DISPATCHED”. Do NOT give out a purchase order number to a supplier that reads Pending, or Approved.
All requests must be received by the requester.
MSU View Supplier Details (UPK)
Key Points
ONE supplier per requisition.BEFORE beginning a requisition, confirm the Supplier
Information is accurate in the system.• Email address for the Purchase Order contact • Supplier documentation (BRC and EO134)
If the supplier does not exist in the system, complete the Supplier Create/Maintenance Form from the Procurement website. All information must be complete in order to be processed. Please include W9.
Minimum 4-5 days for supplier to be added into the system.
MSU Requisition Approval (UPK)
Requesters cannot approve their own requests in the system.Email will be sent to Approvers for pending items.Pending items are located in the Worklist in PeopleSoft.
Various Approval LevelsMost requisitions will have one level approval (Department Manager).Custom Printing and OIT have two level approvals.Quick Invoices (check requests) go through Accounts Payable, not Procurement.
Approvers can approve, deny, or place a requisition on hold. Comments are mandatory for denials and holds.
MSU Manage Requisition (UPK)
Once a requisition has been submitted, the Requisitioner can:* Check the status * Edit a request * Cancel a requisitionNote – Punch Out requisitions CANNOT be edited or canceled.
Cannot cancel a dispatched PO – Procurement must do it.
Editing a requisition will cause the Approval flow to restart.
PR Lifecycle diagram displays stage of request. Drill down capability in each stage.
Requisitions are not orders until the system reads “DISPATCHED”. Do NOT give out a purchase order number to a supplier that reads Pending, or Approved.
When a request must be changed, Requisitioners will need to update the original requisition in the system by selecting the Edit option.
A requisition can only be changed if its Purchase Order has not been fully received.
MSU Receipts / RTV (UPK)
Requisitioners will need to go back to their original request to receive the goods and services they ordered.
Invoices should be sent directly to Accounts Payable from the Supplier. Should the Requisitioner receive the invoice instead, it needs to be sent, via email to [email protected], to Accounts Payable for payment processing.
The Purchase Order number and Receiving number must be listed on all invoices.
All returns must have an RMA# from the supplier in the system.
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Next Step!
To request new, modify existing, or remove user roles from PeopleSoft, complete and submit a signed Security Access Request Form.
http://www.montclair.edu/media/montclairedu/financetreasurer/financialsystems/PeopleSoft-Financials.pdf
Completed/signed forms should be sent to [email protected] with the description “PeopleSoft Financials Security Request” in the subject line.
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Need Additional Support?
UPK On-Line Traininghttps://pstraining.Montclair.edu/UPK1/data/toc.html
IT Service DeskPhone - (973) 655-7971, Option 2Email – [email protected] – www.Montclair.edu/oit