Inquiries

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PeopleSoft Purchasing Inquiries . . . . . . . . . . . Requisition and Purchase Order Inquiries . . . . . . . . Current Processor . . . . . . . . . . . . . . Requisition and PO Approvals . . . . . . . . . Approval Roles . . . . . . . . . . . . . Approvals Page . . . . . . . . . . . . . PO Cross-Reference and Document Status Inquiries Requisition Sourcing . . . . . . . . . . . . . Receiving Inquiries. . . . . . . . . . . . . . . . . POs Requiring Receiving . . . . . . . . . . . Payment Processing Exceptions . . . . . . . . . . .

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PeopleSoft Purchasing Inquiries

This chapter introduces you to the various inquiries that can be initiated to inquire on the purchasing processfrom approval to paymentand includes inquiries about the status of requisitions, purchase orders, and receivers. Inquiries are available from three Inquiry menus: Review Requisition Information Review PO Information Review Shipment Information The following sections introduce you to the most frequently used inquiries.

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Requisition and Purchase Order Inquiries

Requisition and purchase order inquiries enable you to identify and track the approval process for the requisitions and purchase orders you submit.

Current Processor
Once a requisition or purchase order has entered the workflow (meaning the approvals have begun, but are not yet complete), you can inquire on its current processor. The Current Processor inquiry page will show either the current processor for your document (the individual who selected your document and is in the process of approving it) or a list of approvers who are eligible to approve your document if it is waiting for an approver to select it. The Current Processor inquiry is initiated by selecting Purchasing >
Requisitions > Review Requisition Information > Requisition Current Processors or Purchasing > Purchase Orders > Review PO Information > Inquire PO Current Processor.

Note: If you receive the message, No Matching Entries Found, when initiating the Current Processor inquiry, the requisition or purchase order has either not yet entered the workflow or has already been approved. A requisitions current status is shown in the Status field on the Requisition Form page; a purchase orders current status is shown in the Status field on the Header page. The following figure shows an example of the Current Processors inquiry for a requisition.

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Type of approval required.

Submission date and time

Status of approval

In the example, a requisition was submitted on 1/30/2004, and is waiting for approval of the requisition amount from one of the eligible approvers listed. When an approver selects your requisition, the Status changes to Selected. The following figure shows an example of the Current Processors inquiry for a purchase order.

Type and status of approval

Submission date and time

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In the example, a purchase order was submitted on 1/19/2004, and a Special approver (defined in Table 5), by the NetID of MARKA, is in the process of approving the order.

Requisition and PO Approvals

The approval roles involved in the approval process of a requisition or purchase order vary, and depend on the requesters approval level, the department approval model, the total amount for the items requested, and the type of items ordered.

Approval Roles
The following table describes the possible approval roles.
Table 5: Approval Roles Approval Roles... Departmental Approval Level II - V Description... The Departmental Approval role includes several levels of approval. For requisitions, the level and approval limits are: Level II - up to $500 Level III - up to $2,500 Level IV & V unlimited requisition approval For purchase orders the level and approval limits are: Level II - up to $500 Levels III, IV and V - up to $I,000 for non-master items; up to $5,000 for master items (catalog items) Note: Level V is only used by departments that have a Central Business Office reviewing all purchasing transactions. Special The Special (Environmental Health & Safety) approval role is only used when special category approvals are required. For example, a radioactive request cannot be made without first getting Special approval. This special approval role has no dollar amount approval levels, only category approvals.

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Table 5: Approval Roles (Continued) Approval Roles... ORPA Description... The Office of Research and Project Administration (ORPA) approval role is only necessary when the fund(s), account(s) and dollar amount(s) for a requisition meet certain criteria, for example, any 40 or 60 fund with a 28x account and a dollar amount greater than $2,500. Purchasing Approval is needed for transactions that must be finalized by the Purchasing Office. For example, for requisitions with an unknown vendor or price, purchasing will price and select the appropriate vendor.

Purchasing Approval

Approvals Page
The Approvals inquiry shows the approval details for a requisition or purchase order and includes: the approval steps required the status of each approval step (pending or approved) the approver for each approval step Unlike the Approval Process pages, the Approvals inquiry provides a history of a documents approval process; the Approval Process page only tracks the process to final approval. This inquiry is initiated by selecting Purchasing > Requisitions > Review Requisition Information > Requisition Approvals Inquiry or Purchasing > Purchase Orders > Review PO Information > PO Approvals. A sample Purchase Order Approvals inquiry is shown in the following figure.

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Required Steps The status and and The status approver of each each step approver of step

The second column shows the current status of each step, respectively. Valid values are:
P A N D

Approval is pending and is required for this step Approval has been granted for a required step Approval is not required Approval was denied at this step

In the example, A indicates that the approval has been made. If an approval were still required, it would be indicated by the status indicator P (pending). This requisition required three approvals: a Department Approval, a Level V approval, and Purchasing Approval. The first two have been approved by an approver by the name of Frances Mirelli and the Purchasing approver was Anthony Figlerski.

PO Cross-Reference and Document Status Inquiries

The PO Cross-Reference inquiry provides a summary of the purchase orders generated for a specific requisition. This inquiry is initiated by selecting Purchasing > Requisitions > Review Requisition Information > Document Status.

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The PO Document Status Inquiry page shows the status of ordering, receiving, and payment documents for a related purchase order. This allows you to track all activity generated by a purchase order through the procureto-pay process stream from a single location. The PO Document Status inquiry draws data from the payables and purchasing systems. To access the PO Document Status Inquiry page, select Purchasing > Purchase Orders > Review PO Information > Document Status.

If the document list shows a single line saying No Documents, there are no POs generated for the requisition. Purchase order(s) may not have been generated from the requisition for one of the following reasons: Approval and budget checking processes for the requisition are not yet complete. (To check the status of approval and budget checking, refer to the requisitions Requisition Form.) The requisition is waiting to be sourced by the Purchasing Office. (For instructions on inquiring on the status of sourcing, refer to Requisition Sourcing, on page 253.) The last PO create process was run prior to the final requisition approval and budget check processes (approval, budget checking, and sourcing are complete); the requisition is waiting for the next run of the PO create process.

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Requisition Sourcing
Once a requisition is approved and budget checked, the requisition becomes available for requisition sourcing. Requisition sourcing is the final step in the requisition process before purchase orders are generated for requisitions. The process is scheduled to run twice a day, but may be manually run at other times, by certain individuals in the Purchasing Office. To verify whether your requisition is available for requisition sourcing, and, in turn, the PO create process, you can inquire on its sourcing status through the PU Requisition Sourcing inquiry.

To view the sourcing status of a requisition:

1. Select Purchasing > Requisitions > Review Requisition Information > Requisition Sourcing Inquire from the Financials menu. The PU_REQ_SOURCING, Find an Existing Value page is displayed.

2. To view the status of a particular requisition, enter the Requisition ID and click the Search button. To search for requisitions, click the Search button to display all matching records. Click the link for the desired record in the search results. Note: If you search for a requisition and the message No matching values were found is displayed, the requisition either has already been sourced, or has not yet been approved and budget checked. 3. The PU Requisition Sourcing inquiry page is displayed.

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If a sourcing record was found for the requisition, the name of the Purchasing Buyer responsible for sourcing your requisition is displayed. If no sourcing record was found for the requisition, refer to Requisition and PO Approvals, on page 249 for details about inquiring on the history of Approvals for your requisition. Display the requisitions Form page to determine the status of budget checking for the requisition.

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Receiving Inquiries

Receiving Inquiries
Receiving is a critical step in PeopleSoft Financials, since in most cases vendors will not be paid unless receipt of shipment is acknowledged in the system. In the PeopleSoft Financials system, receiving data should be entered immediately after a shipment is received and any necessary inspections are performed. The receiving process should not wait for notification from the Purchasing Office of receipt of the vendors invoice; waiting for notification from the Purchasing Office can delay the payment transaction by several weeks.

POs Requiring Receiving

The POs Requiring Receiving inquiry enables you to generate a list of all purchase orders for which the receiving process is outstanding.

To display the POs Requiring Receipt page:

1. Select Purchasing > Shipments > Review Shipment Information > POs Requiring Receiving. The Find an Existing Value page is displayed 2. Enter the appropriate search criteria (such as Project/Grant, Department, or vendor information) and click the Search button. A list of all purchase orders that require receiving, and satisfy the specified search criteria is displayed in the search list. Click any link for the first purchase order record in the list. 3. The POs Requiring Receipt page is displayed showing the details of the first purchase order from the search list.

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4. To page through the remaining purchase orders that require receiving, button. click the Next in List

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Payment Processing Exceptions

If receiving has not been entered, or a mismatch is encountered when the vendors invoice is matched against the purchase order, a problem invoice is logged to the PO Voucher Exceptions page by the Invoice Processing section of the Treasurer's Office. Once a problem is logged and saved, the department contact is automatically notified of the payment problem by e-mail.

To display a payment processing exception:

1. Select Purchasing > Purchase Orders > Review PO Information > Vouchers Exception Inquiry from the Financials menu. The Voucher Exceptions, Find an Existing Value is displayed.

2. Enter your search criteria and click the Search

button.

If multiple results matching your search are found, a list of results is displayed. Click any link on the desired record. 3. The PO Voucher Exceptions page is displayed.

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The PO Voucher Exceptions page is an inquiry only page that shows when a request was sent to a department, what problem(s) occurred, and any comments. If multiple requests were sent, use the View All link in the header bar to view the requests. If the problem has since been closed (as indicated by a check in the Closed On checkbox), the date on which the problem was closed and the voucher number assigned to the invoice are indicated. The exception records are automatically archived (closed) after a voucher is successfully entered and saved.

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