po120 procurement inquiry and reports train

PO120 Procurement Inquiry and Reports

Training Guide

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Training Guide PO120 Procurement Inquiry and Reports

PO120 Procurement Inquiry and Reports Page iii

Table of Contents PO120 Procurement Inquiry and Reports ................................................................................. 1

Viewing Procurement Data .................................................................................................................... 1 Run PO Activity Report ........................................................................................................................................ 1 Run Open PO Report .......................................................................................................................................... 16 Run Receipt Summary Report ............................................................................................................................ 31 View PO Change Order History ......................................................................................................................... 46 View a Receipt Record ....................................................................................................................................... 50 View Inspection Records .................................................................................................................................... 60 View a Vendor .................................................................................................................................................... 71 View an Item ....................................................................................................................................................... 86 Review PO Contracts .......................................................................................................................................... 89 View a Return to Vendor Transaction ................................................................................................................. 92

Run Procurement Queries .................................................................................................................... 95 Run ZPO_VENDOR_SPEND_ANALYSIS Query ............................................................................................ 95 Run ZPO_OPEN_ACTIVE_PO_CONTRACTS Query ..................................................................................... 99 Run ZPO_POS_RECEIVED_AND_MATCHED Query ................................................................................. 103

Run Procurement Reports ................................................................................................................. 107 Run PO Listing Report by Vendor .................................................................................................................... 107 Run PO Listing Report by Buyer ...................................................................................................................... 123 Run PO Detail Listing Report by Date .............................................................................................................. 139 Run Requisition/PO Xref Report ...................................................................................................................... 155


PO120 Procurement Inquiry and Reports Page 1 of 174

PO120 Procurement Inquiry and Reports

Viewing Procurement Data Analyzing procurement data provides you with information about procurement trends and can assist you in managing vendor relationships. PeopleSoft Purchasing enables you to accumulate and analyze summaries of purchasing, invoicing, and receiving transactions. You configure procurement analysis inquiries based on reporting entities and user IDs. For every user ID, you can configure seven procurement analysis inquiry profile IDs. Each profile ID corresponds to an inquiry type. When you configure a profile ID, you define defaults for the kinds of data that are in the inquiry, as well as how the data appears. PeopleSoft delivers seven default inquiry types: • Purchase order history items • Purchase order schedule list • Receiver history items • Receiver schedule list • Requisition list • Voucher history items • Voucher list Upon completion of this lesson, you will be able to: • Generate procurement history. • View purchase order data. • View receipt data. • View voucher data. • View requisition data. • View purchase order history. • View receipt history. • View voucher history.

Run PO Activity Report Procedure In this topic you will run the PO Activity Report.



Step Action 1. Click the Purchasing link.

2. Click the Purchase Orders link.

3. Click the Reports link.

4. Click the Activity link.

5. If this is the first time you have run this report you will need to create a new Run Control

ID. If you have run this report in the past, you may use the Find an Existing Value screen to search for the previous Run Control ID you created.



Step Action 6. Click the Add a New Value tab.

7. Enter the desired information into the Run Control ID field. Enter "POPO009". 8. Click the Add button.

9. The PO Activity screen allows you to set the parameters for what will be included in your

report.



Step Action 10. Enter the desired information into the Business Unit field. Enter "MCEWN". 11. Click in the Option field.

12. Enter the desired information into the Option field. Enter "M". 13. Click in the Nbr Days field.

14. Enter the desired information into the Nbr Days field. Enter "60". 15. Click in the Option field.

16. Enter the desired information into the Option field. Enter "C". 17. Click the Run button.



Step Action 18. Click the Server Name list.



Step Action 19. Select the PSNT server from the drop down list.



Step Action 20. Click the OK button.



Step Action 21. Note the Process Instance number directly below the Run button.

Click the Process Monitor link.

22. The Process Monitor allows you to view the status of the report while it is being run, and

provides you with a link to view the details of the report after it has been successfully posted. You can use the fields at the top of the screen to narrow down the Process List if you are looking for a specific report. Find your Process Instance number in the Process List.



Step Action 23. Click the Refresh button to refresh the screen until the Run Status displays as Success and

the Distribution Status displays as Posted.

24. Click the scrollbar to scroll to the right of the screen.

25. Click the Details link.



Step Action 26. Click the View Log/Trace link.



Step Action 27. Click the POPO009_10508.PDF link to open and review the report.



Step Action 28. You can Print or Save the report using the functions in this screen. This is a new window so

you can close it without exiting PeopleSoft. Click the Close button.



Step Action 29. You can return to the previous screens, or you can use the portal menu on the left to

navigate to a new area of PeopleSoft. Click the Return button.



Step Action 31. Click the Go back to PO Activity link.



Step Action 32. Click the Return to Search button.

33. You have successfully completed the topic to run the PO Activity Report.

End of Procedure.

Run Open PO Report Procedure In this topic you will run the Open PO Report.





3. Click the Budget Year End Processing link.

4. Click the Open Purchase Order Report link.

5. If this is the first time you have run this report you will need to create a new Run Control

ID. If you have run this report in the past, you may use the Find an Existing Value screen to search for the previous Run Control ID you created.



Step Action 6. Click the Add a New Value link.

7. Enter the desired information into the Run Control ID field. Enter "POROL001". 8. Click the Add button.

9. The Open Purchase Order screen allows you to set the parameters for what will be included

in your report. Ensure that the Business Unit field displays MCEWN.



Step Action 10. Enter the desired information into the From Date field. Enter "01/01/2010". 11. Click in the To Date field.

12. Enter the desired information into the To Date field. Enter "08/01/2010". 13. Click the Run button.



Step Action 23. Click the POROL001_10509.PDF link to open and review the report.



Step Action 27. Click the Go back to Open Purchase Order link.




29. You have successfully completed the topic to run the Open PO Report.

End of Procedure.

Run Receipt Summary Report Procedure In this topic you will run the Receipt Summary report.




2. Click the Receipts link.


4. Click the Receipt Summary link.



Step Action 5. If this is the first time you have run this report you will need to create a new Run Control

ID. If you have run this report in the past, you may use the Find an Existing Value screen to search for the previous Run Control ID you created. Click the Add a New Value tab.

6. Enter the desired information into the Run Control ID field. Enter "POY5001". 7. Click the Add button.

8. The Receiver Summary screen allows you to set the parameters for what will be inlcuded in

your report.



Step Action 9. Enter the desired information into the Business Unit field. Enter "MCEWN".

10. Click in the From Date field.

11. Enter the desired information into the From Date field. Enter "01/01/2010". 12. Click in the Through Date field.

13. Enter the desired information into the Through Date field. Enter "01/01/2011". 14. Click the Run button.



Step Action 18. Click the Process Monitor link.





Step Action 24. Click the POY5001-_10510.PDF link to open and review the report.



Step Action 28. Click the Go back to Receipt Summary link.




30. You have successfully completed the topic to run the Receipt Summary report.

End of Procedure.

View PO Change Order History Procedure In this topic you will learn how to view a PO's change history.





3. Click the Manage Change Orders link.

4. Click the Review Change Orders link.

5. Enter the desired information into the PO Number field. Enter a valid PO or leave blank to

broaden the search results. In this example, leave it blank.



Step Action 6. Click the Search button.

7. Select a PO number from the Search Results list.

Click the 0000000032 link.

8. Use the Header Changes tab to review purchase order header change information. Use the

scroll area to view original values for values that have changed, as well as the changed values.



Step Action 9. Click the Line Changes tab.

10. Use the Line Changes page to review purchase order line change information.



Step Action 11. Click the Ship Changes tab.

12. Use the Ship Changes page to review purchase order schedule change information. 13. You have successfully completed the topic to view PO Change Order history.

End of Procedure.

View a Receipt Record Procedure In this topic you will learn how to view a Receipt Record.





3. Click the Review Receipt Information link.


5. Use the Receiving screen to enter information to search for receipts. The more information

you enter, the narrower the Search Results will be.



Step Action 6. Ensure that the Business Unit field displays MCEWN.

Click the Search button.

7. Select the desired receipt from the Search Results list.


8. Use the Receipts page to view detailed receipt information.

This page and the pages accessible from it enable you to inquire on the same information available through the Maintain Receipts - Receiving page and the pages accessible from it. Click the different tabs to view additional information about the receipt.



Step Action 9. Click the More Line Data tab.

10. Click the Optional Input tab.

11. Click the Receipt Lines tab.

12. Click the Header Details link.



Step Action 13. Click the Return button.

14. Click the Display RTV Information link to view RTV information for each receipt. 15. Click the Document Status link to access and review information about procurement

documents associated with a receipt.



Step Action 16. To view line item information, first select the desired item.

Select the checkbox beside the line.

17. Click the Line Details link to view receipt line details.



Step Action 19. Click the Line Status link to view details about a receipt line's status.



Step Action 21. Click the Distribution link to view distribution information for a receipt line.

22. If active you can click the PO Distribution Details link to view purchase order distribution

information for a selected receipt line.




24. Click either the Header Comment or Line Comment link to view either receipt header or

line comments entered on the Receipt Header Comments page or Receipt Line Comments page accessed from the Receipt Activity and Comment - Activity page.

25. You have successfully completed the topic to view a Receipt Record. End of Procedure.

View Inspection Records Procedure In this topic you will learn how to View Inspection Records.



Step Action 1. Click the space below the scroll bar to scroll down in the screen. 2. Click the eProcurement link.

3. Click the Buyer Center link.


5. Click the Inspect Receipts link.



Step Action 6. Use the Select Receipt screen to select receipt lines to view. You want to view inspections

that have already been completed. Click the Inspection Status list.



Step Action 7. Click the Complete list item.



Step Action 8. Click the Search button.

9. The search results appear in the Retrieved Rows grid. Use the arrows at the top right of the grid to view more items from the search results. You can click the Description link at the end of each line to view descriptions for a specific item.

10. Click the Sel option next to the receipt item you wish to view. You can select more than one item at a time; however, they must be from the same vendor.

11. Click the OK button.

12. Use the Inspection page to view the inspection details for the receipt item.

The Status of the inspection is displayed. Statuses include Complete and Incomplete.



Step Action 13. Click the item description link to view descriptions for a specific item.

Click the Tire Repair Service link.



Step Action 15. Use the More Line Data tab to view further details for the receipt line.

Click the More Line Data tab.

16. The PO and Receipt IDs are displayed here.

Click the Receipt Lines link.

17. The links at the bottom of the screen can provide further information on the inspection and

receipt. 18. The Inspect Instructions link allows you to view inspection instructions associated with the

item on the receipt line including Batch Sequence, Run Time and Inspect ID information. Click the Inspect Instructions link.



Step Action 19. Click the Cancel button.



Step Action 20. Use the View Detail link to see more line details for the item.

Click the View Detail link.




22. If there are multiple items to view, you can use the arrows in the top right corner of the

Receipt Lines grid to view more items.



Step Action 23. The Select Receipt link allows you to return to the Receipt search page to search for and

select another receipt to view. Click the Select Receipt link.

24. You have successfully completed the topic on Viewing Inspection Records.

End of Procedure.

View a Vendor Procedure In this topic, you will create and run a report to view vendor details.



Step Action 1. Click the Accounts Payable link.


3. Click the Vendor link.

4. Click the Vendor Detail link.



Step Action 5. If this is the first time you have run this report, you will need to create a new Run Control


6. Enter the desired name into the Run Control ID field. It cannot have any spaces.

Enter "VENDORDETAIL". 7. Click the Add button.

8. The Vendor Detail Listing screen allows you to set the parameters for what will be

included in your report. The SetID should be SHARE. The As of Date can be input accordingly. The Vendor Status drop down can be used to narrow down or widen the report results (i.e., to include only Approved Vendors).



Step Action 9. Click the Run button.



Step Action 10. Click the Server Name drop down arrow.



Step Action 11. From the list displayed, select PSNT.



Step Action 12. Choose your report from the Process List using the line checkbox.

Select the checkbox to the left of "Vendor Detail Listing".

13. Click the OK button to initiate the report.



Step Action 14. Note your Process Instance number that now displays below the Run button.



provides you with a link to view the details of the report after it has been successfully posted. You can use the fields at the top of the screen to narrow down the Process List if you are looking for a specific report. The current report has a Run Status of Initiated. Use the Refresh button to refresh the screen until the Run Status displays as Success and the Distribution Status displays as Posted.



Step Action 16. Click the Refresh button.

17. Click the scroll bar.




Step Action 20. Click the APY3000-_10100.PDF link to open the report.

21. The report will open in a new window, allowing you to review the details. You can Print or

Save the report accordingly, using the functions in this screen.



Step Action 22. This is a new window, so you can close it without exiting PeopleSoft.

Click the Close button.



Step Action 25. Click to the left of the scroll bar to scroll left.

26. Click below the scroll bar to scroll down. 27. Click the Go back to Vendor Detail Listing link.




29. You have successfully completed the topic to create and run a report to view vendor details.

End of Procedure.

View an Item Procedure In this topic you will create and run a report to view items and item details.



Step Action 1. Click the Items link.

2. Click the Review Item Information link.

3. Click the Items link.



Step Action 4. Use the search fields provided to narrow the search results. You must have the SetID

SHARE entered. Leave the rest of the fields blank to create a wider search. Click the Search button.

5. Select an item from the search results list.

Click the 000000000000000007 link.

6. Review the item information using the tabs at the top of the screen and available links at the

bottom of the screen.



Step Action 7. Use the Return to Search button to select another item to review. Use the portal menu on

the left to navigate to another area of PeopleSoft. Click the Return to Search button.

8. You have successfully completed the topic to view items and item details.

End of Procedure.

Review PO Contracts Purchasing contracts are used to establish pricing terms and conditions to be used on purchase orders for a particular vendor. These can be for specific items or for any items that are purchased from that vendor. In this topic, you will review information on all POs associated with a particular contract.

Procedure



Step Action 1. Begin by navigating to the PO Contract Line page.

Click the Purchasing link.



Step Action 2. Click the Procurement Contracts link. 3. Click the Review Contract Information link.

4. Click the Review Contracts by PO link.

5. Use the PO Contract Line page to review information on all purchase orders associated with a particular PO contract.

6. Use the Contract ID field to enter the identification number of the contract. For this example, the contract ID has been entered for you.



Step Action 7. Select the PO with Contract check box to view purchase orders that reference the selected

contract. Click the PO with Contract option.

8. Click the Search button.

9. Notice that the PO Contract Line page displays a list of purchase orders associated with

the specified contract. 10. Click the US001 option.

11. You can select any purchase order from the list, which will activate the Inquire, Update,

and Activity Summary links, allowing you to view additional information about the selected purchase order.

12. You have successfully reviewed purchase orders associated with the specified contract. End of Procedure.

View a Return to Vendor Transaction Procedure



In this topic you will view Return to Vendor (RTV) details.


2. Click the Return To Vendor link.

3. Click the Review RTVs link.



Step Action 4. Enter information into the search fields to narrow your search results. You must include the

Business Unit MCEWN for any search. In this example, it has defaulted for you. Click the Search button.

5. Select the desired RTV from the search results list.


6. Review the RTV information.

Use the tabs above the line details and links below it to navigate and view more information.



Step Action 7. Click the Return Quantities link.

8. Click the Source Information link.

9. Use the Return to Search button to select another RTV to view. Use the portal menu on the

left to navigate to another area of PeopleSoft. Click the Return to Search button.

10. You have successfully completed the topic to view Return to Vendor details.

End of Procedure.

Run Procurement Queries

Run ZPO_VENDOR_SPEND_ANALYSIS Query Procedure In this topic you will run the query to view an analysis of spending by vendor.



Step Action 1. Click the Reporting Tools (Finance) link.

2. Click the Query (Finance) link.

3. Click the Query Viewer (Finance) link.



Step Action 4. Enter the desired Query Name into the begins with field. You can enter partial information

to conduct a wider search. Enter "ZPO".


6. A list of queries will display based on your search information. Find the correct query in

the list. Note the top right corner of the search results table contains arrows to navigate to further pages if necessary. Ensure your popup blockers have been turned off.

7. Click the HTML link for the query you wish to run.



Step Action 8. Enter the desired information into the Business Unit field. Enter "MCEWN". 9. Enter the desired information into the Vendor SetID field. Enter "SHARE".

10. Enter the desired information into the Vendor ID (% for all) field. Enter "%". 11. Enter the desired information into the Payment Date From field. Enter "01/01/2010". 12. Enter the desired information into the Payment Date To field. Enter "31/12/2010". 13. Click the View Results button.

14. The query results will display. Review the information. Use the scroll bars to view all of the

information (if necessary). 15. The top right corner of the search results table contains arrows to navigate to view further

information if necessary. 16. There are links provided for downloading the results in a variety of formats.



Step Action 17. Click the Close button once you have finished reviewing the report.

Ensure you are closing the report window and not the main PeopleSoft window.

18. You have now successfully run the query to view an analysis of spending by vendor.

End of Procedure.

Run ZPO_OPEN_ACTIVE_PO_CONTRACTS Query Procedure In this topic you will run the query to view Open and Active PO contracts.









8. The query results will display in a new window. Review the information displayed in the query results. Use the scroll bars to view all of the information in the table.



Step Action 9. Click the area to the right of the scroll bar to scroll right on the screen.

10. The top right corner of the table contains arrows to navigate to view further results if necessary.

11. Click the area to the left of the scroll bar to scroll left on the screen. 12. There are links provided for downloading the results in a variety of formats.





14. You have now successfully run the query to view Open and Active PO contracts.

End of Procedure.

Run ZPO_POS_RECEIVED_AND_MATCHED Query Procedure In this topic you will run the query to view POs that are received and matched, but not closed.



Step Action 8. Enter the desired ID into the Business Unit field. Enter "MCEWN". 9. Enter the desired start date into the PO Date From field. Enter "01/01/2010".

10. Enter the desired end date into the PO Date To field. Enter "31/12/2010". 11. Click the View Results button.

12. The query results will display. Review the information. Use the scroll bars to view all of the

information (if necessary). 13. The top right corner of the search results table contains arrows to navigate to view further

information if necessary. 14. There are links provided for downloading the results in a variety of formats.





16. You have now successfully run the query to view POs that have been received and

matched, but not closed. End of Procedure.

Run Procurement Reports

Run PO Listing Report by Vendor Procedure In this topic, you will run the PO Listing Report by Vendor.



Step Action 1. Click the vertical scroll bar to scroll down and view the rest of the left menu. 2. Click the eProcurement link.


4. Click the Inquiries and Reports link.



Step Action 5. Click the PO Listing Report link.



Step Action 6. If this is the first time you have run this report, you will need to create a new Run Control


7. Enter the desired ID in the Run Control ID field. Enter "POY4011". 8. Click the Add button.



Step Action 9. The PO Listings screen allows you to set the parameters for what will be included in your

report. Click the Look up Business Unit (Alt+5) icon.

10. Click the MCEWN link.

11. Enter the desired start date in the From Date field. Enter "01/01/2010". 12. Enter the desired end date in the Through Date field. Enter "31/12/2010". 13. If it has not defaulted, set the Vendor SetID to SHARE. In this example, it has defaulted

appropriately for you. 14. Click the Run button.



Step Action 15. Click the Server Name drop down arrow.



Step Action 16. From the list displayed, select PSNT.



Step Action 17. Select the checkbox to the left of "PO Listing by Vendor".




Step Action 19. Make note of the Process Instance number directly below the Run button.







the Distribution Status displays as Posted. Click the Refresh button.

22. Click the Details link on your report line (use the scroll bars as necessary).



Step Action 24. Click the PDF link to open and review the report. The file name will also include your

Process Instance number. Click the POY4011-_481144.PDF link.

25. Your report will display in a new window. The standard report layout will display the

Report ID, UserID, Run Control, Report Title, Run Date, and Run Time in the header. The report details are listed in the body. You can Print or Save the report using the functions in this screen.



Step Action 26. Click the Close button.

Ensure you are closing the report window, and not the PeopleSoft window.



Step Action 29. Click the Go back to PO Listings link.




31. You have successfully completed the topic to run the PO Listing Report by Vendor.

End of Procedure.

Run PO Listing Report by Buyer Procedure In this topic you will run the PO Listing Report by Buyer.



Step Action 5. Click the PO Listing Report link.




ID. If you have run this report in the past, you may use the Find an Existing Value screen to search for the previous Run Control ID you created. Click the Add a New Value link.

7. Enter the desired ID into the Run Control ID field. Enter "POY4012". 8. Click the Add button.



Step Action 9. The PO Listing screen allows you to set the parameters for what will be included in your

report. Click the Look up Business Unit (Alt+5) button.


11. Enter the desired start date into the From Date field. Enter "01/01/2010". 12. Enter the desired end date into the Through Date field. Enter "31/12/2010". 13. If it has not defaulted, set the Vendor SetID to SHARE. In this example, it has defaulted

appropriately for you. 14. Click the Look up Buyer (Alt+5) button.

15. Select the correct Buyer from the list.

Click the Andy Stanhope link.

16. Click the Run button.



Step Action 18. Click the PSNT list item.



Step Action 19. Click the Select option for the PO Listing Buy Buyer (PO4012) report.





the Distribution Status displays as Posted. In this example the Run Status is Queued. Click the Refresh button.

24. The Run Status now displays as Initiated.

Click the Refresh button.




Step Action 27. Click the POY4012 PDF link to open and review the report. The file name will also include

your Process Instance number. Click the POY4012-_481250.PDF link.


Report ID, UserID, Run Control, Report Title, Run Date and Run Time in the header. The report details are listed in the body. You can Print or Save the report using the functions in this screen.




Ensure you are closing the report window and not the PeopleSoft window.



Step Action 32. Click the scrollbar. 33. Click the Go back to PO Listings link.




35. You have successfully completed the topic to run the PO Listing Report by Buyer.

End of Procedure.

Run PO Detail Listing Report by Date Procedure In this topic you will run the PO Detail Listing Report by Date.



Step Action 5. Click the PO Detail Listings link.



Step Action 9. The PO Detail Listings screen allows you to set the parameters for what will be included in

your report. Enter the desired start date into the From Date field. Enter "01/01/2010".

10. Enter the desired end date into the Through Date field. Enter "31/12/2010". 11. Click the Look up Business Unit (Alt+5) button.


13. If it has not defaulted, set the Vendor SetID to SHARE. In this example, it has defaulted

appropriately for you. 14. Click the Run button.



Step Action 17. Click the Select option for the PO Detail Listing By PO Date (POY4030) report.






22. Click the Refresh button.





your Process Instance number. Click the POY4030-_481255.PDF link.






Ensure you are closing the report window and not the PeopleSoft window.



Step Action 30. Click the Go back to PO Detail Listings link.




32. You have successfully completed the topic to run the PO Detail Listing Report by Date.

End of Procedure.

Run Requisition/PO Xref Report Procedure In this topic you will run the PO to Requisition Xref report.



Step Action 1. Click the space below the scroll bar to scroll down. 2. Click the eProcurement link.





Step Action 5. Click the PO To Requisition Xref link.



Step Action 9. The PO to Requisition Xref screen allows you to set the parameters for what will be

included in your report. Enter the desired start date into the From Date field. Enter "01/01/2010".

10. Enter the desired end date into the Through Date field. Enter "31/12/2010". 11. Click the Look up Business Unit (Alt+5) button.


13. Click the Run button.



Step Action 16. The PO to Requisition XREF Report should be selected.

Click the OK button.




the Process Instance number. Click the POY4100-_481524.PDF link.





Step Action 27. Click the Go back to PO To Requisition Xref link.




29. You have successfully completed the topic to run the PO to Requisition Xref report.

End of Procedure.

po120 procurement inquiry and reports train

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