psfugpo

8/13/2019 PSFUGpo

1/364

PeopleSoft Financials

Purchasing

Department User

Manual

Revised: 3/12/12

8/13/2019 PSFUGpo

2/364

Copyright by the Trustees of Princeton University

Created bythe Documentation & Standards group of OIT Information Systems,in partnership with thePeopleSoft project team. The information inthis document is correct to the best of our knowledge as of 9/12/12.

Printed byOIT Printing & Mailing Services

Document Release 2.02March, 2012

8/13/2019 PSFUGpo

3/364

Contents

Page iii

Contents

Chapter 1: The Purchasing Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

PeopleSoft Financials Purchasing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Ordering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Approval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Receiving . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Vendor Matching and Payment . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Whats Changed with Version 8.4 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Web Accessibility. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5New Navigation Tools and Features. . . . . . . . . . . . . . . . . . . . . . . . 6Whats New with Requisitions and POs. . . . . . . . . . . . . . . . . . . . . 8

On-Line Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Notation Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Chapter 2: The PeopleSoft Financials System . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Signing In and Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Signing In to the System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Signing Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Navigation Tips & Techniques . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Using the Menu Frame on Financial Pages . . . . . . . . . . . . . . . . . 19Standard Page Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Using the Header Bar Navigation Controls . . . . . . . . . . . . . . . . . 21Inserting and Deleting Rows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Creating Favorite Navigation Shortcuts. . . . . . . . . . . . . . . . . . . 23

PS Financials Menus and Page Groups . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Maintaining Requisitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Maintaining Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Receiving Shipments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Informational Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Searching for Records and Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Operators. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Using the Find an Existing Value Page . . . . . . . . . . . . . . . . . . . . 33Using a Lookup Button to Find a Value . . . . . . . . . . . . . . . . . . . . 40

Other Features of the Financials Pages. . . . . . . . . . . . . . . . . . . . . . . . . . . 43The Notify Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

The Refresh Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Personalizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Profile Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

8/13/2019 PSFUGpo

4/364

Contents

Page iv

Keyboard Shortcuts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48Action Keys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48Access Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Chapter 3: Placing an Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

PS Financials Ordering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52Requisition Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Creating a Basic Requisition for Online Catalog Items . . . . . . . 55Creating a Basic Requisition for Non-Catalog Items . . . . . . . . . 67Creating a New Requisition from an Existing One. . . . . . . . . . . 80Creating an Advanced Requisition . . . . . . . . . . . . . . . . . . . . . . . 85

Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108Ordering Through an Express PO. . . . . . . . . . . . . . . . . . . . . . . 109Ordering Through a Direct Purchase Order . . . . . . . . . . . . . . . 116Creating a New Purchase Order from an Existing One . . . . . . 122

Special Processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125Entering Special Instructions for the Vendor . . . . . . . . . . . . . . 125

Scheduling and Distributing Line Items . . . . . . . . . . . . . . . . . . 126Requesting an Addition to the Vendor List . . . . . . . . . . . . . . . 133Marking an Existing PO as a Confirming Order. . . . . . . . . . . . 136Adding and Deleting Attachments . . . . . . . . . . . . . . . . . . . . . . 138Deleting a Pending Purchase Order . . . . . . . . . . . . . . . . . . . . . 139

Inquiring on the Status of an Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . 141Viewing the Approval Path for a Req or PO . . . . . . . . . . . . . . 141Viewing the Current Processor for Your Order . . . . . . . . . . . . 145

Printing Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149

Printing Requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149Printing Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152

Chapter 4: Receiv ing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157

The Receiving Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

Acknowledging Receipt of an Order. . . . . . . . . . . . . . . . . . . . . . . . . . . 159Inquiring on a Receiver. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

Viewing the List of Received Items . . . . . . . . . . . . . . . . . . . . . 163Viewing Header Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165Viewing the Line Status Details . . . . . . . . . . . . . . . . . . . . . . . . 166Viewing Pricing Data for a Receiver . . . . . . . . . . . . . . . . . . . . 167

Viewing Accounting Information for an Item . . . . . . . . . . . . . 168Changing Distributions on Receipt of an Item . . . . . . . . . . . . . . . . . . . 170Canceling a Receiver or Receiver Line. . . . . . . . . . . . . . . . . . . . . . . . . 172

Canceling a Line in a Receiver . . . . . . . . . . . . . . . . . . . . . . . . . 172Canceling an Entire Receiver . . . . . . . . . . . . . . . . . . . . . . . . . . 174

8/13/2019 PSFUGpo

5/364

8/13/2019 PSFUGpo

6/364

Contents

Page vi

Approving at the Central Office Level . . . . . . . . . . . . . . . . . . . 251Processing a Legacy EII . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254

Accessing the Journal Entry Line Page. . . . . . . . . . . . . . . . . . . 254Entering the Credit and Debit Lines . . . . . . . . . . . . . . . . . . . . . 255Editing and Budget Checking the Legacy EII . . . . . . . . . . . . . 259

Printing the Legacy EII . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262Posting the Legacy EII . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264File the Supporting Documentation for the Legacy EII . . . . . . 265Viewing and Reconciliation of a Legacy EII . . . . . . . . . . . . . . 266Retrieving a Saved Legacy EII . . . . . . . . . . . . . . . . . . . . . . . . . 267Deleting a Saved Legacy EII. . . . . . . . . . . . . . . . . . . . . . . . . . . 268

Chapter 9: Inquir ies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271

PeopleSoft Purchasing Inquiries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272Requisition and Purchase Order Inquiries. . . . . . . . . . . . . . . . . . . . . . . 273

Current Processor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273Requisition and PO Approvals . . . . . . . . . . . . . . . . . . . . . . . . . 275

PO Cross-Reference and Document Status Inquiries . . . . . . . . 277Requisition Sourcing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279

Receiving Inquiries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281POs Requiring Receiving . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281

Payment Processing Exceptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283

Chapter 10: Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 285

Departmental Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286Requisition Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286

Purchase Order Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287Receiving Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288

Running Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289Running a Report and Creating a New Run Control . . . . . . . . 289Running a Report Using an Existing Run Control . . . . . . . . . . 294

Checking on a Reports Progress . . . . . . . . . . . . . . . . . . . . . . . 298

Chapter 11: Viewing Your Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301

Viewing Your Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 302Accessing the Payment Report Directly from the E-Mail . . . . 302

Accessing the Payment Report from the DataMall Menu . . . . 304Viewing Payments for a Range of Dates . . . . . . . . . . . . . . . . . 306

Viewing Your Address and Bank Information . . . . . . . . . . . . . . . . . . . 310

Chapter 12: Radioisotope Tracking and Inventory Procedures . . . . . . . . . . . . . 313

General Description of RITA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314

Maintaining User Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 315

8/13/2019 PSFUGpo

7/364

Contents

Page vii

RITA Inquiries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318Vials Per Authorization Number . . . . . . . . . . . . . . . . . . . . . . . . 318Requisitions Per Authorization Number. . . . . . . . . . . . . . . . . . . 319Reviewing Inventory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 320

Appendix A: System Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323

Fund Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327

Appendix B: Requisi tion and PO Statuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333

Requisition Statuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 334

Purchase Order Statuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 336

Appendix C: Budget Checking Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339

Investigating Budget Control Exceptions . . . . . . . . . . . . . . . . . . . . . . . . 340Budget Checking Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351

8/13/2019 PSFUGpo

8/364

Contents

Page viii

8/13/2019 PSFUGpo

9/364

Page 1

The Purchasing

Process

PeopleSoft Financials Purchasing . . . . . . . . . . . . . . . 2

Ordering . . . . . . . . . . . . . . . . . . . . . 2

Approval . . . . . . . . . . . . . . . . . . . . . 3

Receiving . . . . . . . . . . . . . . . . . . . . . 3

Vendor Matching and Payment. . . . . . . . . . . . . 4

Whats Changed with Version 8.4 . . . . . . . . . . . . . . . 5Web Accessibility . . . . . . . . . . . . . . . . . . 5

Security . . . . . . . . . . . . . . . . . . . . . . 6

New Navigation Tools and Features . . . . . . . . . . . 6

Home Page . . . . . . . . . . . . . . . . . . 6

Menu Navigation Tree . . . . . . . . . . . . . . 6

Favorites . . . . . . . . . . . . . . . . . . . 7

Personalized Navigation . . . . . . . . . . . . . 7

The Search Page . . . . . . . . . . . . . . . . 8

Whats New with Requisitions and POs . . . . . . . . . 8

Page Groups . . . . . . . . . . . . . . . . . . 8

Icon Buttons . . . . . . . . . . . . . . . . . . 8

Defaults Page . . . . . . . . . . . . . . . . . 9

Express POs . . . . . . . . . . . . . . . . . . 9Budget Checking (BCM) . . . . . . . . . . . . . 9

E-Mail Capability . . . . . . . . . . . . . . . . 10

Distribution Changes . . . . . . . . . . . . . . . 10

Encumbrances . . . . . . . . . . . . . . . . . 10

On-Line Help. . . . . . . . . . . . . . . . . . . 10

Notation Conventions. . . . . . . . . . . . . . . . . . . 11

1

8/13/2019 PSFUGpo

10/364

Chapter 1: The Purchasing Process

Page 2 PeopleSoft Financials: Purchasing

PeopleSoft Financials Purchasing

The purchasing process at Princeton University involves entering the order

through a requisition or purchase order, initiating the approval of the order,and receiving (or acknowledging receipt of) the order in the PeopleSoft

Financials system.

Ordering

In PeopleSoft Financials, the purchasing cycle is initiated through thecreation of either a requisition or a purchase order.

A requisitionis an official request for supplies, items, or services, from one

or several vendors. Through requisition ordering, users can order itemsfrom more than one vendor on a single requisition. Once the requisition isapproved, vendor-specific purchase orders are automatically generated anddispatched to the appropriate vendors.

App rovalprocess is initiated

Requisition Ordering

Purchase Orders aregenerated anddispatched to vendors

Requisitionsare created

(Requisition Approved)

With proper authority,purchase orderscan be created without a requisition.These purchase orders expedite the process of obtaining a PO number when

the PO number is required sooner than the typical requisition processallows. However, note that the items ordered through a purchase order arerestricted to a single vendor.

Note: The Purchase Order process should be used sparingly, since theprocess produces an immediate purchase order, and bypasses most of a

departments workflow and approval levels.

8/13/2019 PSFUGpo

11/364

PeopleSoft Financials Purchasing

Department User Guide Version 2.0 Page 3

Approval

Once a requisition or purchase order is entered, it then moves into theworkflow, where it is either approved or denied. If the user who entered the

requisition does not have the authority to approve it, the requisition appearson the worklist of another user, who then approves it. Once the requisitionis approved, a purchase order is created and dispatched to the vendor.

Receiving

A vendor sends the items of the purchase order to the requester. At thesame time, the vendor sends an invoice for the order to the TreasurersOffice for processing and payment.

Receipt of orderacknowledged in system

Vendors receivePOs and processorders

Vendor sendsinvoice toPurchasing

3-Way Matching

Payment toVendor

Payment Process

Receiving Process

Requestorreceives order

When a requester receives an order, he or she is required to acknowledgethe receipt of the order in the PeopleSoft Financials system. Following thisacknowledgement in the system, the Treasurers Office staff enters thevendors invoice information into the PeopleSoft Financials system, and anautomatic process known as matching is performed to ensure that thepurchase order, the receiving document, and the invoice all correspondwithin a preset tolerance. If all record information corresponds, payment ismade to the vendor and the order process is complete.

Important!Receipt of goods over $2,500 or any services must be

acknowledged in the PeopleSoft Financials system by the receiver ofthe goods, in order for the vendor to receive payment.

8/13/2019 PSFUGpo

12/364



Vendor Matching and Payment

Vendor payment is initiated following a verification process known asmatching. Matching is a process that takes place once an order is received

and acknowledged in the system by the requester, and the TreasurersOffice is in receipt of the invoice for the order from the vendor.

There are three levels of matching. Three-way matching is the default levelof verification performed against every order except goodstotaling $2,500or less. When three-way matching is performed, the purchase order, thevendor invoice, and the requesters acknowledgement (receiver) in thesystem are compared to ensure that all three components match within apreset tolerance. If all three components match, payment to the vendor isapproved.

The other levels of matching are two-way and four-way matching:

With two-way matching, the purchase order and the vendor invoice arecompared to verify that the invoice from the vendor matches thepurchase order submitted by the requester. Two-way matching is mostoften used for subscriptions with recurring deliveries (i.e. newspapersubscriptions), and goodstotaling $2,500 or less.

With four-way matching, the standard three-way matching of thepurchase order, vendor invoice and receiver is performed, with theadded step of an inspection of the goods or services received.

Both of these verification processes are used less often than the defaultthree-way matching process.

8/13/2019 PSFUGpo

13/364

Whats Changed with Version 8.4



For users already familiar with the current implementation of PeopleSoft

Financials 7.5, this section provides an overview of the new features andchanges provided in the upgrade to PeopleSoft Financials 8.4.

Web Accessibili ty

The 8.4 release of the PeopleSoft Financials system is web accessible anduses standard web navigation techniques, with which you may already befamiliar. A standard web browser, such as MS Internet Explorer, is the onlysoftware required on your machine to access the new PeopleSoft Financials

system.

Access to the PeopleSoft Financials system is controlled by password-protected User IDs. Your password is your Lightweight Directory AccessPassword (LDAP) that you use for e-mail and access to Princetons

network.

Access to the PeopleSoft Financials system from outside of the Princetonnetwork domain requires establishment of a Virtual Private Network

connection (VPN) from your remote computer, through an Internet ServiceProvider (ISP), such as Optimum Online or Comcast. If you need helpsetting up the VPN connection, search for the keyword VPN on the OIT

Knowledge Base at www.princeton.edu/kb, or contact the Help Desk at258-HELP for assistance.

Security

The PeopleSoft Financials system no longer uses operator classes. A user isnow assigned a role, for example, Dept. Manager, Employee, Lab Manager,or Stockroom Manager. Each role has one or more permissions attached.

These roles perform different functions; therefore each has differentpermissions within the PeopleSoft Financials system.

Because of these new roles, users can now have one role for one set ofproject/grants and another role (with a higher level of security) for anotherset of project/grants.

8/13/2019 PSFUGpo

14/364



New Navigation Tools and Features

Several new tools and features have been added in PeopleSoft Financials8.4, which provide navigation shortcuts to pages, and assist with record and

field value searches. Each is described in the subsections that follow.

Home Page

Just like your Internet browser, PeopleSoft Financials has a home page.This page contains the Financials menu frame, from which all PeopleSoftFinancials pages are accessed.

Menu Navigation Tree

In place of the Go menu, PeopleSoft Financials 8.4 now uses a directorytree of collapsible and expandible folders for standard page navigation. SeeUsing the Header Bar Navigation Controls, on page 21, for information

on the menu frame.

The menu tree is placed at the left side of the Financials page rather than

across the top as in 7.5. The menu can be minimized, as needed orautomatically, to make more fields visible in your browser window.

8/13/2019 PSFUGpo

15/364



Favorites

Favorites are like bookmarks to your most frequently visited web pages. In

fact, you may use the standard Internet browser bookmarks to access thePeopleSoft Financials splash page.

Favorite PeopleSoft Pages

PeopleSoft Financials provides an additional means to add and maintain alist of favorite Financials pages in the Financials menu tree. Using the MyFavorites menu item is the recommended method of bookmarking pageswithinthe PeopleSoft Financials system.

Picking a page from the My Favorites folder opens the page associatedwith the favorites shortcut. Details about adding and accessing Favoritesare provided in Creating Favorite Navigation Shortcuts, on page 23.

Requestor Favorite Items

Requestor Favorite Items has been replaced by a link (09 - RequestorItems) in the ...More... drop-down list at the bottom of requisition pages.This link lists master items that you have ordered in the past.

Personalized Navigation

The My Personalizations menu option allows you to set automatic menucollapse (to maximize space for displaying fields on pages) and to set the

tab key behavior on Financials pages. See Personalizations, on page 44for full details.

Menu Collapse

TheAutomatic menu collapsepersonalization option controls the display ofthe menu navigation tree: full view or collapsed view. To allow for the mostscreen real estate, the menu can be set to automatically collapse when a

transaction is selected and a PeopleSoft Financials page is opened.

Tab Navigation Settings

The tab navigation settings enable you to control how the Tabkey willfunction when tabbing from field to field, allowing you to bypass variousbuttons and links, and limit the tab stops to data entry fields.

8/13/2019 PSFUGpo

16/364



The Search Page

The new Search page, which replaces the previous Update/Display Search

List functionality, includes advanced search options that allow you tospecify search criteria such as=, , and not equal to. The search optionsalso include begins withand containswhich allow you to enter partialvalues that may appear at the beginning of, or within, a search field.

The new Search pageprovides advancedsearch options tohelp locate records

The search results list provides the opportunity to review the result of therecord search before selecting a record for further processing. If the desired

record was not found using the current search criteria, new search criteriacan be entered and another search can be performed.

The Search page is especially helpful in finding a record or records when

only partial details are known about the record or records you areattempting to retrieve, and you need to view a summary of the recorddetails before choosing a record.

Whats New with Requisit ions and POs

This section summarizes the changes that pertain to the process of creatingrequisitions and purchase orders.

Page Groups

Requisition and purchase order page groups now include fewer pages;more data entry can be performed on a single page.

8/13/2019 PSFUGpo

17/364



Icon Buttons

Most page buttons have been replaced with descriptive text links.

The icon buttons that appear on the pages still have the explanatory pop-

ups, which can be viewed by holding or hovering your cursor over thebutton without clicking.

Defaults Page

The new defaults page, Header Defaults, is more robust in the new releaseof PeopleSoft Financials. In this release, Category and UOM values can beset to apply to multiple items or all the items of your order, in addition tothe standard charging details of Dept, Project/Grant, and Fund values.

The following figure is an illustration of the new Header Defaults page.

Category and UOM valuesmay be set as defaults.

You can assignmultiple project/grants to each lineof the requisition.

If you change the header defaults after entering lines, you have the optionof overriding all lines previously entered, or applying the new defaults only

to the new line. This page defaults to the Override button, which overridesyour user defaults with what is entered on this page.

You can also assign multiple Project/Grants to each line of the requisition

from the defaults page by clicking theAdd button and entering thedetails of the additional Project/Grant.

Express POs

The express PO is a new feature. This allows you to enter an order to asingle vendor using only one PeopleSoft page.

8/13/2019 PSFUGpo

18/364



Budget Checking (BCM)

BCM is now called Commitment Control and uses one button , instead

of three.

E-Mail Capability

E-mail can now be sent from one user to another when creating orapproving purchase orders or requisitions. The e-mail process is notautomatic, but it is accessible when notification is imperative.

Distribution Changes

Changing project/grants (or other chartfield values on a distribution line)can be performed later in the procurement cycle; that is, you may now

change a project/grant at the receiving stage so payment can be madeagainst a project not already encumbered.

Encumbrances

The ability to better manage purchase order encumbrances is now availablewith the Purchase Order Reconciliation Workbench feature.

On-Line Help

The PeopleSoft Financials 8.4 system contains online help createdspecifically for the Princeton Financials system.

8/13/2019 PSFUGpo

19/364

Notation Conventions


Notation Conventions

The following conventions are used in this document:

Convention Example Used for

Menu names

separated by the

greater-than symbol

Select Purchasing > PurchaseOrders > Maintain Purchase

Orders.

Navigation path

Text in bold, sans

serif

1002 Field valuesvalues

you select or type

Text in italic, sans

serifprintername Text or codes

indicating the format

of the value you enter

in a field

Text in italics, with a

light bulb in the

margin

Tip!Direct purchase orders

can be saved anytime...

Tipsinformation

that is useful, but not

required

Text in a bordered

paragraph, with a

pushpin in the

margin

Note:If you have final

approval authority, you

receive the message...

Notesinformation

you need to know

Italic text in a

bordered paragraph,

with an exclamation

point in the margin

Important! Fund codes

and Project/Grant

numbers must...

Important information

that you must be

aware of to avoid

problems

Bold text preceded

by a checkmark in

the margin

To create an Express

Purchase Order:

The start of a step-by-

step procedure

8/13/2019 PSFUGpo

20/364



8/13/2019 PSFUGpo

21/364

Page 13

The PeopleSoft

Financials System

Introduction . . . . . . . . . . . . . . . . . . . . . . 14

Signing In and Out . . . . . . . . . . . . . . . . . . . . 14

Signing In to the System . . . . . . . . . . . . . . 14

Signing Out . . . . . . . . . . . . . . . . . . . 17

Navigation Tips & Techniques . . . . . . . . . . . . . . . 19

Using the Menu Frame on Financial Pages . . . . . . . 19Menu Header Icons . . . . . . . . . . . . . . . 19

Expanding the Menus . . . . . . . . . . . . . . 20

Standard Page Links. . . . . . . . . . . . . . . . 20

Using the Header Bar Navigation Controls . . . . . . . 21

Inserting and Deleting Rows . . . . . . . . . . . . . 23

Creating Favorite Navigation Shortcuts . . . . . . . . 23

PS Financials Menus and Page Groups . . . . . . . . . . . 27

Maintaining Requisitions . . . . . . . . . . . . . . 28

Maintaining Purchase Orders . . . . . . . . . . . . 29

Receiving Shipments . . . . . . . . . . . . . . . 30

General Ledger . . . . . . . . . . . . . . . . . . 31

Informational Pages . . . . . . . . . . . . . . . . 31

Searching for Records and Values . . . . . . . . . . . . . 32Operators . . . . . . . . . . . . . . . . . . . . 32

Using the Find an Existing Value Page. . . . . . . . . 33

Retrieving a Single Record . . . . . . . . . . . . 33

Retrieving Multiple Records . . . . . . . . . . . . 34

Working Through a Search List . . . . . . . . . . 37

Basic and Advanced Searches . . . . . . . . . . . 38

Saving Search Criteria . . . . . . . . . . . . . . 38

Using a Saved Search . . . . . . . . . . . . . . 40

Deleting Search Criteria . . . . . . . . . . . . . . 40

Using a Lookup Button to Find a Value. . . . . . . . . 40

Other Features of the Financials Pages. . . . . . . . . . . . 43

The Notify Button . . . . . . . . . . . . . . . . . 43

The Refresh Button . . . . . . . . . . . . . . . . 43

Personalizations. . . . . . . . . . . . . . . . . . . . . 44

Profile Information . . . . . . . . . . . . . . . . . . . . 46

Keyboard Shortcuts . . . . . . . . . . . . . . . . . . . 48

Action Keys . . . . . . . . . . . . . . . . . . . 48

Access Keys . . . . . . . . . . . . . . . . . . . 49

2

8/13/2019 PSFUGpo

22/364

Chapter 2: The PeopleSoft Financials System


Introduction

This chapter provides an introduction to the fundamentals of PeopleSoft

Financials. You will learn how to sign onto the system and you will learnabout basic PeopleSoft processes, navigation techniques, and search tips.

Signing In and Out

Access to the PeopleSoft Financials system is restricted. Your security

administrator has given you access to the PeopleSoft Financials moduleusing your University NetID as your User ID. This user ID, along withyour LDAP password, allows you to perform the financial functionsrequired in your position. It is your responsibility to ensure that yourpassword does not become known to anyone else.

Signing In to the System

The PeopleSoft Financials system is accessed on the web through abrowser. Microsoft Internet Explorer (version 5.5 or higher) is the preferredbrowser for PCs.

Important! Some people may use more than one PeopleSoft system,such as Financials and Student Administration. Only one PeopleSoftsystem should be open on your desktop at one time. You mustsign offany open PeopleSoft system before you sign into another one.

To sign into the PeopleSoft Financials system:

1. Open a browser instance and navigate to the Princeton University homepage at www.princeton.edu.

Tip! To navigate directly to the Princeton University PeopleSoftFinancial System home page, enter www.princeton.edu/psfin in yourbrowswers location field and go to Step 5.

2. Click onAdminist rat ion & Serv icesin the menu on the left.

3. When the Administration & Services page is displayed, click onBusiness Systemsin the menu on the left.

8/13/2019 PSFUGpo

23/364

8/13/2019 PSFUGpo

24/364



Type your User ID in the User IDfield.

Important! The PeopleSoft User ID field is case sensitive; enteryour User ID exactly as it was given to you.

Type your LDAP password in the Passwordfield. Passwords arecase-sensitive and appear as asterisks as you type.

Note: If you have forgotten your password, contact a HelpDesk consultant at 258-HELP or 258-4357, option 3. Toobtain access, complete and submit the PeopleSoft AccessRequest Form on the web at www.princeton.edu/ufin .

Click the Sign In button to log in to the PeopleSoft system.The home page for the PeopleSoft Financials application is

displayed.
http://helpdesk.princeton.edu/scripts/psauthhttp://helpdesk.princeton.edu/scripts/psauth

8/13/2019 PSFUGpo

25/364

Signing In and Out


Tip! Once in Financials, you may want to resize the browser window to

best accommodate the contents of the PeopleSoft page, or press F11 to putthe window into full screen mode.

Signing Out

You can sign off at any time by clicking the Sign Outlink in the bannersection of every page, or by closing the browser. Signing out does notcancel processes that are currently running or scheduled.

Important! Closing the browser window will log you off only if you have

no other browser windows open (even if they are minimized). If you closethe browser window and other browser windows are open, or if younavigate away from the PeopleSoft pages without signing out, you arestill logged onto PeopleSoft.

To log off of the application:

1. Click the Sign Outlink in the banner at the top right of the page.

Sign outlink

8/13/2019 PSFUGpo

26/364



2. If you have unsaved changes, you will be presented with a save dialogbox.

If you click OK, you are returned to the page. To sign out without savingyour changes, click the Cancelbutton.

Note: For security, you should close the browser after you log off.

8/13/2019 PSFUGpo

27/364

Navigation Tips & Techniques



The PS Financials system provides several tools and features that enable

you to navigate the Financials pages quickly:

Menu frame

Standard page links

Header bar navigation controls

Navigation shortcuts

Each navigation technique is described next.

Using the Menu Frame on Financial Pages

You select your navigation path using the menu items located in the menuframe on the Financials pages. The menu can be shown on the left side ofthe page at all times, or collapsed to an icon for more room for page fields.

Menu Header Icons

The header bar of the menu contains three icons.

Refreshicon

Minimizeicon

Removeicon

Refresh Refreshes the screen.

Minimize Minimizes the menu frame to an icon in theupper left-hand corner of the screen so that more

fields will display in the browser window.Remove Removes the menu frame. This action is not

recommended.

Important! Clicking Remove in the menu barremoves the menu bar;this action is notrecommended.

8/13/2019 PSFUGpo

28/364



Expanding the Menus

Some menu items have submenus. A right-facing arrow to the left of the

text indicates a submenu that is not expanded. A downward-facing arrowindicates an expanded menu. Menu items that do not have a submenu

but open a page directly have a to the left of the text instead of an arrowand appear as blue links.

Menu Items

Expandable SubmenusExpandedMenu

Menus are expanded by clicking on the menu text or the arrow to theleft of the text. When the menu expands, the arrow points downward

and the background of the items under this menu group is shaded yellow.Note that this area may contain additional menu groups (indicated by amenu arrow pointing right) and individual menu items at the bottom of theshaded area.

Standard Page Links

Links are provided in the banner at the top right-hand corner of the pages ofthe Financials system to assist you with typical business processing tasks.

HomeReturns you to the Financials Home page.

Worklist Opens the Worklist window, which lists therequisitions and purchase orders requiring yourreview and approval.

8/13/2019 PSFUGpo

29/364

8/13/2019 PSFUGpo

30/364



Find

Findallows you to search for a character string within the portion of thecurrent page bounded by the header. Enter your search string and clickthe OKbutton. The cursor is positioned in the first field that contains

that string.

Download

The Download icon creates an Excel spreadsheet file of the datawithin the portion of the page set off by the header. Clicking this icon

opens a dialog box which prompts you to open the file in Excel or tosave the file to a directory on your PC.

View 1/View All

View Allis the default. In this mode you see all the rows under theheader at once. You may have to use the scroll bars of your browser

window to scroll to the end of the list.

View 1displays one line at a time. In this mode the other navigationcontrols in the header bar are enabled:

The Previous and Next buttons advance one line backwardand forward, respectively.

8/13/2019 PSFUGpo

31/364



The Firstlink displays the first row of data.

The Lastlink displays the last row of data.

Inserting and Deleting Rows

You can insert multiple rows by clicking the Add Multiple New Rowsbutton. You will be prompted to enter the number of new rows that youwant to add.

You can delete a row by clicking the Delete Row button.

Creating Favorite Navigation Shortcuts

Favorites is a feature of the PS Financials system that enables you to map-and-save the location of the pages you access most often. Favorites is very

similar to the navigational technique commonly used in web browsers,called bookmarking, which you may already use to save your favoriteweb locations on the Internet.

When you create a favorite shortcut, a shortcut to the blank page is made;

you cannot create a favorite with frequently used data on it. It is best tocreate the favorite setting separately before entering data or after saving thedata you entered.

To create a favorite shortcut to a page:

1. Navigate to the page to which you want to create a Favorites shortcut.

2. While viewing the page, click theAdd to Favoriteslink in the upperright-hand corner of the page. The Add to Favorites page is displayed

with a description for the page in theDescriptionfield.

Important!If you have entered data on the page, you should save itfirst as clicking theAdd to Favoriteslink closes the page beforedisplaying the Add to Favorites page.

8/13/2019 PSFUGpo

32/364



3. If you want to change the description, overtype or correct the charactersin theDescriptionfield. By default, the system supplies a name basedon the page and action summary information. Whatever you choose,make sure you specify a name that is unique as well as meaningful to

you.

4. Click theAdd to Favoritesbutton to add the navigation shortcut to yourlist of favorites.

To access a page using a favorite shortcut:

1. Select My Favoritesfrom the menu to view the list of defined shortcuts.

8/13/2019 PSFUGpo

33/364

Saved Favorites



2. Click on the desired link. The page associated with the favorite shortcutdisplays.

To edit your list of favorites:

1. Click MyFavoritesfrom the menu.

2. Click the Edit Favoriteslink. The Edit Favorites page is displayed.

8/13/2019 PSFUGpo

34/364



3. To delete a Favorite, click the Deletebutton.

4. To change the order in which the favorites are listed on the MyFavorites menu, enter numbers in the Sequence Numberfields to set theorder in which the favorites are listed.

5. When you have completed the changes, click the Save button.

8/13/2019 PSFUGpo

35/364

PS Financials Menus and Page Groups



Department users have access to several PS Financials menu groups; each

is accessible from the menu on the standard PS Financials home page.

Department users will most often use the pages directly related to thecreation and management of requisitions and purchase orders which areincluded in the following Purchasing menu groups.

Requisitions

Purchase Orders

Shipments

The remaining menu group menusare, to department users, primarily

informational in function.

8/13/2019 PSFUGpo

36/364



Maintaining Requisitions

Requisition activities, including creating and maintaining requisitions, areaccomplished using the Requisitions menu group.

To add a requisition or retrieve a saved

requisition, click Maintain Requisitions.

Requisitionmenu items

Menu Item Description

Maintain Requisitions Used to create a new requisition or retrieve apreviously saved requisition.

Approve Amounts This is an alternate way to access the approval page.Used to initiate the approval of the requisition; a very

important and required step in the requisition process.

Requisitions are explained in Requisition Orders, on page 54.

8/13/2019 PSFUGpo

37/364



Maintaining Purchase Orders

The pages of the Purchase Orders menu group are used to create directpurchase orders, mark confirming orders, update existing purchase orders,

initiate the approval of purchase orders, and inquire on purchase orders.These pages are accessed using the Purchase Orders menu group.

Click Express POs to

create a PO using a singlePeopleSoft page.Purchase

Orders menuitems

Click Maintain PurchaseOrders for all other POactivities.


Express PO Allows you to complete a PO to one vendor from asingle PeopleSoft page. Express purchase orders are

explained in Ordering Through an Express PO, on

page 109.

Maintain PurchaseOrders

Used to create a new purchase order or retrieve a

previously saved purchase order.

8/13/2019 PSFUGpo

38/364



Receiving Shipments

The Shipments pages are used by requesters to acknowledge the receipt ofthe items of an order. This acknowledgement, or act of receiving

(explained in the chapter Receiving, on page 157), triggers furtherprocessing by the Treasurers Office, which ultimately results in paymentto the vendor for the ordered goods or services.

Use Maintain Shipments toacknowledge receipt of items.

Shipmentsmenu items

Use Receipt Chartfields tochange distribution lines uponreceipt of an item.


Maintain Receipts Allows you to acknowledge the receipt of shipments.

Receipt Chartfields Allows you to change the Distribution Lines for a receiverafter item(s) are received.

8/13/2019 PSFUGpo

39/364



General Ledger

The General Ledger menu provides the means to load journals and createan Electronic Interproject/Grant Invoice(EII).


Create JournalEntries EII

Used to create, update or view an Electronic Interproject/

grant Invoice(EII) journal entry.

EIIs are explained in the chapter Electronic Inter-Project/Grant InvoiceTransfers, on page 225.

Informational Pages

The following table describes the menu groups that are primarilyinformational in function to department users.


Accoun ts Payable > Review >Vendor Contact

This page includes view-only data about the

vendors that are defined to the PS Financials

system. The data included in the system for

each of the vendors includes the vendors

contact name, telephone number, fax, and

address.

Purchasing > ProcurementContracts > Maintain Contracts This page provides information about thecontract agreements the University hasnegotiated with the vendors defined to the

PS Financials system.

Accoun ts Payable > Review >Payments > Payment Inqui ry

This page enables you to inquire on the

status of your vouchers invoice, and

determine whether it has been paid or not.

8/13/2019 PSFUGpo

40/364



Searching for Records and Values

Although much of your work will involve adding new requisitions, POs, or

receiving details, you may need to retrieve existing records from theFinancials database. When searching for records, you will usually be using

a Find an Existing Value page. When searching for a value, you will use aLookup page.

Operators

Regardless of which type of search you are performing, you can useoperators to refine or limit the search results. For example, you can specify

characters to match in a field, search for a range of values such as PO

numbers, or search a range of dates.

The following operators can be used in searches:

Note:Not all operators are available for every field.

begins with Only the results that start with the entered characters

are displayed.

contains Only the results that contain the entered characters inany contiguous portion are displayed.

= Only the results that exactly equal the entered data aredisplayed.

Note: Searches are not case sensitive unless youselect () the Case Sensitivecheckbox.

not = Only the results that do not equal the entered data aredisplayed.

< Only the results that are less than the entered numbers

are displayed.

< = Only the results that are less than or equal to theentered numbers are displayed.

> Only the results that are greater than the entered

numbers are displayed.

8/13/2019 PSFUGpo

41/364



Using the Find an Existing Value Page

You can retrieve a single record or a range of records from the database byusing the following procedures.

Retrieving a Single Record

If you know the requisition or purchase order number, you can retrieve the

document directly without needing to select it from a search list.

To retrieve a single record from the database:

1. Navigate to the desired area (such as Purchase Orders, Requisitions , orReceipts) and select the Maintain menu item (Maintain Requisitions,Maintain Purchase Orders, or Maintain Receipts). The Add a New Valuetab displays.

2. Click on the Find an Existing Value tab.

> = Only the results that are greater than or equal to theentered numbers are displayed.

between Only the results that are between the entered valuesare displayed.

8/13/2019 PSFUGpo

42/364



3. Enter unique search criteria, such as the Purchase OrderorRequisitionnumber and click the Search button. Because only one record isreturned from the search, the Return to Search button at thebottom of the resulting page is the only button of the three search listbuttons that is displayed.

4. Clicking on the Return to Search button takes you back to theFind an Existing Value page, where new criteria can be entered for anew search.

Return to Search button

Retrieving Multiple Records

If you do not know the requisition or purchase order number, you canretrieve a list of documents, from which you can select the one you want to

open.

To retrieve multiple records from the database:

1. Navigate to the desired area (such as Purchase Orders, Requisitions, orReceipts) and select the Maintain menu item (Maintain Requisitions,

Maintain Purchase Orders, or Maintain Receipts). The Add a New Valuetab displays.

2. Click on the Find an Existing Value tab.

8/13/2019 PSFUGpo

43/364



3. Select the desired operator for your search field(s), enter your searchcriteria, and click the Search button.

Tip! You can also select () the Case Sensitive checkbox to have theresults match the case of any alphabetical characters you entered.

8/13/2019 PSFUGpo

44/364



If multiple records fit the specified search criteria, matching records aredisplayed in the Search Results at the bottom of the page.

Click View All to seeall search resultssimultaneously, if

more than 100rows are indicated.

Tip! A search can return as many as 300 records. When the number ofrecords satisfying the search criteria exceeds 100, only the first set of100 records are displayed at a time. To view them all in the same page,click the View Alllink at the top of the search results list.

If the Search Results list is too long, you can search again using valuesthat will result in a more precise list of records. For example, you canrestrict the search to a range of dates, or to a particular vendor.

Note: If, after entering more search criteria, you are takenimmediately to the page without seeing any search results, itsbecause the search found only one record that matched your criteria.

4. In the Search Results list, click any of the links in the line that contains

the item that you want. The page is displayed for the record you chose.

8/13/2019 PSFUGpo

45/364



Working Through a Search List

When you are working with records from a search list, the search list

buttons at the bottom of each page become enabled. You can then use theNext in List , Previous in List , andReturn to Search

buttons at the bottom of the page to work through the list.

Search ListButtons

These buttons allow you to navigate forward and backward through theretrieved records in the search list:

Next in List Displays the next record in the search list. If thisbutton is disabled, you are viewing the last record

in the list.

Previous in List Displays the previous record in the search list. Ifthis button is disabled, you are viewing the firstrecord in the list.

Return to Search Returns to the search results on the Find anExisting Value page, where you can scroll throughthe generated list of records, select a particular

record in the list, or perform another search.

8/13/2019 PSFUGpo

46/364



Basic and Advanced Searches

The Basic SearchandAdvanced Searchlinks on a Find an Existing Value

page toggle between all the fields explained here (advanced search) and abasic search of only the primary value (such as the purchase order numberor receiver number).

Saving Search Criteria

If you perform the same type of search regularly, you may save advancedsearch criteria by clicking the Save Search Criterialink at the bottom of the

Find an Existing Value page.

To save search criteria:

1. Display the Find an Existing Value page and enter your advancedsearch criteria, including appropriate operators.

2. Click the Save Search Criterialink. The Save Search As page isdisplayed.

3. Enter a meaningful name which describes the search and click the Savebutton.

8/13/2019 PSFUGpo

47/364

Enter a meaningfulname.



4. A confirmation that the search has been saved is displayed with thename of the search. Click the Return to Advanced Searchlink. The Findan Existing Value page is displayed with a Use Saved Searchfieldbelow the page tabs.

Select a savedsearch from thedrop-down list.

8/13/2019 PSFUGpo

48/364



Using a Saved Search

Rather than re-entering data for a search each time you do the search, you

can re-use a saved set of search values on a Find an Existing Value page.

To use a saved search:

1. If it is not already open, display the Find an Existing Value page.

2. To use a saved search, select a search from the drop down list of theUse Saved Searchfield.

Tip!If no Use Saved Search field appears, you have not saved anysearch criteria for this page.

Deleting Search Criteria

If you no longer need a saved set of search values, you can delete the savedsearch.

To delete a saved search:

1. If it is not already open, display the Find an Existing Value page.

2. Click the Delete Saved Searchlink.

3. Highlight the search that you want to delete, and click the Deletebutton.

4. When you have finished deleting saved searches, click the Return toAdvanced Searchlink.

Using a Lookup Button to Find a Value

The Lookup button located next to many fields will take you to a Lookuppage for that field. On the Lookup page, you can search for all values valid

for that field. For example if you dont know the code for a particular field,or if your operator defaults havent been set to display them, you can clickthe Lookup button to display a Lookup page.

8/13/2019 PSFUGpo

49/364



To lookup a value for a field:

1. To find the valid values for a field, click the Lookup button next tothe field.

Click a Lookup button todisplay a Lookup page.

The Lookup page for that field is displayed.

8/13/2019 PSFUGpo

50/364



2. Enter search criteria to limit the results, if desired.

3. Click the Lookup button to display the results.

Click Lookup todisplay all

matching values.

4. Scroll down the list, if necessary, to locate the desired value, and click

on any link in the line containing it. You are returned to the previouspage with the selected value in the field.

8/13/2019 PSFUGpo

51/364

Other Features of the Financials Pages


Other Features of the Financials Pages

Most pages also containNotifyandRefreshbuttons. These are explained

below.

The Notify Button

The Notify button displays the Send Notification page, which allowsyou to create an e-mail message to send another Financials user workflowinformation about a document.

The Refresh Button

The Refresh button refreshes the screen display, for example, to seethe progress of processes or to activate some links on the page.

8/13/2019 PSFUGpo

52/364



Personalizations

You can personalize the way data is displayed in PeopleSoft Financials

pages. The personalizations may be limited by the system administrator.Although four groups of personalizations are shown, changes should only

be made to the Navigation personalizations. Navigation personalizationsinclude setting the default tab behavior and how the menu collapses.

To create navigation personalization settings:

1. Click the My Personalizationslink near the bottom of the PeopleSoftFinancials menu. The Personalizations page is displayed, showing four

categories of personalizations.

Important! Only changes to the Navigation personalizations shouldbe made. Any other changes you make will be of no benefit.

Make changes toNavigationPersonalizationsonly!

2. To change Navigation personalizations, click the Personalize Optionbutton oppositeNavigation Personalizations. The NavigationPersonalizations page is displayed.

8/13/2019 PSFUGpo

53/364

Personalizations


3. To view an explanation of a personalization, click the Explainlink. AnExplanation page is displayed. Click the OKbutton to return to theNavigation Personalizations page.

4. To override the default value, select a value from the drop-down list ofavailable choices in the Override Valuecolumn.

5. To restore default settings, click the Restore Defaultsbutton on thePersonalization page, or select a category and click the Restore CategoryDefaultsbutton on the category page.

6. To save changes to any navigation personalizations, click the OKbuttonat the bottom of a category page. A confirmation page is displayed.Click the Returnbutton to return to the Personalizations page.

8/13/2019 PSFUGpo

54/364



Profile Information

Profile information enables you to modify certain user preferences. Only

the following items should be used:

Edit E-mail Addresses e-mail addresses to which you want your e-mails sent for messages created from within PeopleSoft.

Alternate User specifies a user who will be assuming your workflowrouting tasks while you are on vacation or a leave of absence.

Important! You cannot use the Change Password options on this pageto change your password. Contact a Help Desk consultant at 258-HELP or 258-4357 if you have forgotten your password.

8/13/2019 PSFUGpo

55/364

8/13/2019 PSFUGpo

56/364



Keyboard Shortcuts

PeopleSoft provides keyboard shortcuts for many actions you would use

the mouse to execute.

Action Keys

The following key combinations produce the described action on thePeopleSoft Financials pages:

Al t + 1 Executes different buttons depending on the page type:

Save button on a major page

OKbutton on a secondary page

Search button on a Search or Lookuppage

Add button on a Add a New Value page

Al t + 2 Return to Search page

Al t + 3 Next in List

Al t + 4 Previous in List

Al t + 5 Valid Lookup Values

Al t + 6 Related Links

Al t + 7 Insert row in grid or scroll area

Al t + 8 Delete row in grid or scroll area

Al t + 0 Refresh the page

Al t + . Next set of rows in scroll area

Al t + , Previous set of rows in scroll area

Al t + / Find

Al t + View All

Al t + \ Toggles between Add and Update tabs on the Searchpage

Ctrl + K Displays keyboard information

8/13/2019 PSFUGpo

57/364

Keyboard Shortcuts


Access Keys

The following key combinations move the cursor to the specified field on a

PeopleSoft Financials page:

Al t + 9 Takes you to the Helplink.

Ctrl + z Takes you to the Search box of the Menu frame. From

there, you can use the Tabkey to navigate through themenu hierarchy, or the Shift+ Tabkeys to navigate inthe reverse direction. To open a submenu, press theEnterkey while the menu item is selected.

Ctrl + Y Toggles menu between collapse and expand

Ctrl + Tab Toggles focus through the frame set

Enter Executes the following buttons when present:

OKbutton

Search button

Lookup button

Esc Cancel

8/13/2019 PSFUGpo

58/364



8/13/2019 PSFUGpo

59/364

Page 51

Placing an Order

PS Financials Ordering . . . . . . . . . . . . . . . . . . 52

Requisition Orders . . . . . . . . . . . . . . . . . . . . 54

Creating a Basic Requisition for Online Catalog Items . . . 55

Ordering Items in a Kit . . . . . . . . . . . . . . 63

Creating a Basic Requisition for Non-Catalog Items. . . . 67

Procedure for Requisitioning Non-Catalog Items . . . . 68Using Vendor Lookup to Obtain a Vendor ID . . . . . 75

Accessing a Vendors Phone and Fax Numbers . . . . 77

Creating a New Requisition from an Existing One . . . . 80

Creating an Advanced Requisition . . . . . . . . . . 85

The Scenario . . . . . . . . . . . . . . . . . . 85

Grouping the Items of Your Order . . . . . . . . . . 86

Setting Department and Project/Grant Defaults . . . . 87

Ordering Items from the Online Catalog . . . . . . . 89

Updating Defaults for the Next Group of Items . . . . . 93

Ordering a Group of Non-Catalog Items . . . . . . . 96

Updating Defaults for the Next Group of Items . . . . . 98

Entering the Next Group of Non-Catalog Items . . . . 100

Ordering an Item with Multiple Project/Grants . . . . 101Initiating the Approval Process . . . . . . . . . . 105

Purchase Orders . . . . . . . . . . . . . . . . . . . . 108

Ordering Through an Express PO. . . . . . . . . . . 109

Ordering Through a Direct Purchase Order . . . . . . . 116

Creating a New Purchase Order from an Existing One . . 122

Special Processing. . . . . . . . . . . . . . . . . . . . 125

Entering Special Instructions for the Vendor. . . . . . . 125

Scheduling and Distributing Line Items. . . . . . . . . 126

Scheduling Multiple Shipments or Locations . . . . . 126

Distributing the Cost of a Line Item . . . . . . . . 129

Requesting an Addition to the Vendor List . . . . . . . 133

Marking an Existing PO as a Confirming Order . . . . . 136

Adding and Deleting Attachments . . . . . . . . . . . 138

Deleting a Pending Purchase Order . . . . . . . . . . 139

Inquiring on the Status of an Order . . . . . . . . . . . . . 141

Viewing the Approval Path for a Req or PO . . . . . . . 141

Viewing the Current Processor for Your Order . . . . . . 145

Printing Orders . . . . . . . . . . . . . . . . . . . . . 149

Printing Requisitions . . . . . . . . . . . . . . . . 149

Printing Purchase Orders . . . . . . . . . . . . . . 152

3

8/13/2019 PSFUGpo

60/364

Chapter 3: Placing an Order


PS Financials Ordering

In this chapter you will learn about Princeton Universitys ordering

process, which is the official process for requesting supplies, items, orservices.

Orders can be placed through requisitions, direct purchase orders, orexpress purchase orders. The standard and preferred method for placing anorder is through the requisition process. The following table summarizes

the benefits and limitations of each ordering method.

Table 1: Ordering Method Benefits and Restrictions

Ordering Method Benefits Restrictions

Requisitions Multiple vendors

Purchasing handles your buying and

vendor negotiations

Unlimited dollar amounts and higher

approval limits

Create a requisition by copying an

existing requisition or PO

1-3 day turn around time, with lesscomplicated requisitions usually

taking only a day, and the more

complex requisitions that require

justification (bids or sole sourcing)

taking up to the three days.

Direct Purchase Order Place your own order

Get an immediate PO number

Vendor-specific catalog ordering

Items must be from a single vendor

Order must be less than $2500 (if

ordering all master items, the order

may be no more than $5,000)

Express Purchase Order Same as a direct purchase order,

however, data entry is simplified by

providing data fields on a single

ordering page.

Items must be from a single vendor

Order must be less than $2500 (if

ordering all master items, the order

may be no more than $5,000)

New Express POs cannot be created by

copying existing requisitions or POs

Requisition Orders

Requisitions can be simple or complex. A simple requisition includes items

from the online catalog, or non-catalog items from a single vendor. Acomplex requisition can include a mix of catalog and non-catalog items;items from a single vendor or multiple vendors; items paid for with moniesfrom one or more project/grants.

8/13/2019 PSFUGpo

61/364

PS Financials Ordering


The procedures included in Requisition Orders(page 54), illustrate howto create:

a basic requisition for catalog items,

a basic requisition for non-catalog items, and

an advanced requisition for a combination of catalog and non-catalog items, from multiple vendors.

Purchase Orders: Direct and Express

A request for items can also be made through a purchase order: the

standard PO, or the new express PO. The new express PO simplifies dataentry, as it allows more data entry from a single PO page.

Purchase orders should not be used as the standard method for placingorders. Instead, purchase orders should only be used when a purchase order

number is required sooner than the typical requisition process allows,which is typically 1-3 days.

8/13/2019 PSFUGpo

62/364



Requisition Orders

The Basic Steps of the Requisition Process

When placing an order through a requisition, the ordering process includesthe following steps:

Defining common values (such as project/grant and account details)on the Header Defaults page that apply to all or a group of items inthe requisition.

Entering item details on the Form page.

Submitting and initiating the approval process.

The sections that follow describe how to create a requisition for ordering

catalog items, a requisition for ordering non-catalog items, and anadvanced requisition for ordering a combination of catalog and non-catalogitems from multiple vendors.

User Level and Approval Limits

Users of all levels have the authority to create and submit requisitions.Level II through Level V users also have approval authority. The followingtable summarizes the approval limits associated with each user level whenordering items through a requisition.

Table 2: Requisition Approval Limits

User Level Final Approval Limit

Level I No approval authority.

All requisitions created by Level I users are routed to an approver

in the department with approval rights for the amount of the

requisition (Level II, Level III, or Level IV/V).

Level II Approval authority up to $500.

Requisitions greater than $500 are routed to an approver in the

department with approval rights for the amount of the requisition

(Level III or Level IV/V approver).

Level III Approval authority up to $2,500.

Requisitions greater than $2,500 are routed to a Level IV or Level

V approver in the department.

Levels IV and V Unrestricted approval; no limits on approval authority.

8/13/2019 PSFUGpo

63/364

Requisition Orders


Note that the approval dollar limits that are associated with requisitions areset higher than the approval dollar limits that are associated with orderingthrough purchase order creation.

Creating a Basic Requisit ion for Online Catalog ItemsThis section describes how to create a basic requisition for items in the

custom Princeton University online catalogs. The online catalogs listorderable items called master items, which have been contracted withvendors at negotiated prices by Princeton University.

The main online catalog is the ALL-ITEMCatalog. This catalog includesevery master item defined to the system. Additional department-specificcatalogs are available, which serve the needs of particular departments. Forexample, the McCosh online catalog includes medical-related master items.

Ordering through any of the online catalogs expedites data entry sincerequired item details, such as category, vendor, and cost, are automaticallypopulated in the appropriate fields when an item is selected from the onlinecatalog.

The following procedure illustrates how to requisition or order items fromany of Princeton Universitys custom online catalogs.

Note: The procedure outlined in this section is used to order only catalogitems. For details about creating a requisition for non-catalog (non-

master) items, refer to Creating a Basic Requisition for Non-CatalogItems, on page 67. To create a requisition for a combination of catalog

and non-catalog items, refer to Creating an Advanced Requisition, onpage 85.

To create a basic requisition for online catalog items:

1. Select Purchasing > Requisi tions > Maintain Requisiti ons from theFinancials menu. The Requisition search page is displayed with the

Add a New Value tab selected.

8/13/2019 PSFUGpo

64/364

The Add a New Value page isused when creating a newrequisition.



2. Leave the default value of NEXTas theRequisition IDand click theAddbutton to open a new requisition. The Requisitions Form page is

displayed.

3. Click the Header Defaultslink at the bottom of the page to open theHeader Defaults page.

The Header Defaults link opensthe Header Defaults page, wherechartfield defaults are entered.

4. In the Distributions area of the page, enter the charging details(chartfield values) that will apply to all subsequent items entered on theForm page.

8/13/2019 PSFUGpo

65/364

Enter the charging details thatapply to the item or group ofitems you are ordering.

Requisition Orders


In theDeptIDfield, enter your department number, or select thenumber using the Lookup button.

In the Project/Grantfield, enter the project/grant number fromwhich the funds are to be drawn, or select the number using theLookup button.

In the Fund Codefield, enter the appropriate fund number, or selectthe fund number using the Lookup button.

Important! Fund codes and project/grant numbers mustcorrespond to satisfy budget checking. For tips on choosing theappropriate fund code, refer to the discussion about FundCodes, on page 324.

In Optional 1and Optional 2fields, enter any values required byyour department to capture data for internal reporting purposes.

Note: When ordering catalog items, vendor details are not

entered; each catalog item has a contracted vendor to which it isassociated.

Click the OKbutton to return to the Form page.

5. Click the Cataloglink at the bottom of the page to open the Order byCatalog page and access the online catalogs.

8/13/2019 PSFUGpo

66/364

Enter or select the nameof the catalog you areordering from.



In the Catalogfield, enter the name of the online catalog fromwhich to order, or select the catalog using the Lookup button. TheALL_ITEMScatalog is the default catalog.

In the Categoryfield, enter the code for the category that containsthe item or group of items you want to order, or choose the categoryusing the Lookup button.

Note: Specifying a Category limits the search to items from aparticular category in the current catalog. Specifying a category is

not required.

To search by other criteria (such as Description, Item ID, or theManufacturer of an item, remove the Categorycode ITEMSand usethe Search Itemsfield below the Categoryfield.

Tip! You can also select the Category from a descriptive list by clickingon theALL CATEGORIES IN CATALOGlink under the left side of theheader bar.

6. In theItem Search Options fields, specify search options and criteria:

From theItem Search Optionsdrop-down list, select the item detailby which to narrow the catalog search, or select List All to perform asearch against all item details. You can search for catalog items byAl ias , Description, Item ID, Manufacturer, and Manufacturer Item ID.

8/13/2019 PSFUGpo

67/364

Requisition Orders


In the corresponding data entry field, enter the text to search for,and click the Item Search button. The catalog items thatmatch the search are displayed in the list at the bottom of the page.

Enter searchoptions andcriteria.

7. When the catalog items are listed, you can select the items you want toorder. For each item that you want to order from the current list of

catalog items:

Select () the items checkbox in the Sel column.

Enter the number of units to order in the Qty Orderedfield.

Verify the unit of measure shown in the UOMfield.

Tip! To view additional item or vendor details for an item, select()the items checkbox and click the Item Detailslink or the Item Vendorlinkat the bottom of the page.

8/13/2019 PSFUGpo

68/364

Selectthe itemyou want to order.

Enter the quantity ofeach item to order andverify the UOM.



8. When you have finished selecting all of the items you want to orderfrom the current item list, click the Order button to add theselected () catalog items to the requisition.

The Form page is redisplayed; theLinefields are populated with thedetails for the items you selected from the catalog.

The Line arealists the itemsto order

8/13/2019 PSFUGpo

69/364

Requisition Orders


9. To search for and order additional catalog items, repeat Step 5throughStep 8.

Note: If you need to delete a row of the requisition (for example,

because you chose a wrong item), click the Delete Row button atthe right end of the row you want to delete.

10. Click theSave button to save the requisition and its item details.

Upon saving, the system generates a unique Requisition ID number for

the requisition; make note of this number for future reference.

11. Initiate the approval process for your completed requisition.

Click theApprove button in the upper-right corner of the Form

page to open the Approval page group.

Enter any comments

you want the approverto make note of.

Note the requisitionsnumber.

In the Commentsfield, enter any comments or details you want theapprover of this requisition to make note of.

After confirming the requisition number and the total, click theSavebutton to route the requisition to the next approver.

12. When you receive the message Requisi tion has been routed to nextapproval step. Use Inquire Processor l ink to view, click the OKbutton.

8/13/2019 PSFUGpo

70/364



The approval status changes to In Process. The submission of yourrequisition was successful and has entered the purchasing workflow.

Note: If you have final approval authority, you will instead receive

the message Requisi tion ready for budget checking. Click on theBudget Checking Icon to complete. Click the Budget Checking iconto complete the process. Refer to Budget Checking Requisitions

and POs, on page 206, for instruction on how to perform budgetchecking for this requisition.

An approval status of InProcessindicates that therequisition has successfullymoved to the approval queue.

Whats Next?

You have completed a basic requisition for online catalog items. Therequisition has now entered the approval process, where it will be reviewed

and processed by an approver for your project/grant. Once approved,purchase orders are automatically generated and dispatched to theappropriate vendor or vendors.

To inquire on the approval path for your requisition, refer to the procedure

provided in Viewing the Approval Path for a Req or PO, on page 141. Toinquire on the current processor for your requisition, refer toViewing theCurrent Processor for Your Order, on page 145.

8/13/2019 PSFUGpo

71/364

Requisition Orders


For information about printing this requisition for your records, refer toPrinting Requisitions, on page 149.

Ordering Items in a Kit

A kit is a set of related items that are usually ordered together and aregrouped as such in the PeopleSoft Financials system to facilitate ordering.

For example, a typical computer workstation can be ordered as a kit. Aswith catalog item details, kits are defined to the system.

To order items in a kit:

1. Select Purchasing > Requisi tions > Maintain Requisiti ons from theFinancials menu. The Requisitions, Add a New Value page is

displayed.

The Add a New Value pageis used when creating a newrequisitions

2. Accept NEXT as the Requisition ID and click theAdd button toopen a new requisition. The Requisition page is displayed, showing theForm page.

3. Click the Header Defaultslink at the bottom of the page to open theHeader Defaults page.

8/13/2019 PSFUGpo

72/364

The Header Defaults link opensthe Header Defaults page, where

chartfield defaults are entered.



4. In the Distributions area of the page, enter the charging details(chartfield values) that will apply to all subsequent items entered on theForm page.

Enter the charging details thatapply to the item or group ofitems you are ordering.

In theDeptIDfield, enter your department number, or select thenumber using the Lookup button.

In the Project/Grantfield, enter the project/grant number fromwhich the funds are to be drawn, or select the number using theLookup button.

8/13/2019 PSFUGpo

73/364

Requisition Orders



Important! Fund codes and project/grant numbers must

correspond to satisfy budget checking. For tips on choosing theappropriate fund code, refer to the discussion about FundCodes, on page 324.


Note: When ordering from a kit, vendor details are not entered;each kit has a contracted vendor to which it is associated.


5. Choose 10 - Kitfrom the ...More... drop-down list in the bottom-rightcorner of the page to open the Kit Items page.

Select 10 - Kitfrom the ...More...drop-down list.

6. Identify the kit and the quantity you want to order:

Click the Lookup button next to the Purchasing Kit ID field. TheLook Up Purchasing Kit ID page is displayed.

Click the Lookup button to generate the list of orderablekits.

8/13/2019 PSFUGpo

74/364



To select a kit to order, click on one of the kits links.

To select a kit, clickon any of the kitsactive links

The Kit Items page is redisplayed and the Purchasing Kit IDfieldon the Kit Items page shows the kit you chose.

7. In the Quantityfield, enter the number of kits you want to order. Validvalues are quantities from 1to 9999.

Enter the numberof kits to order.

8. Click the OKbutton to add the kit items to the requisition and return tothe Form page.

8/13/2019 PSFUGpo

75/364

Kit items

Requisition Orders


Each of the items in the selected kit is listed in the Line area of thepage.

9. Continue with Step 10, on page 61, to save and approve the requisition.

Creating a Basic Requisit ion for Non-Catalog Items

Non-catalog items (also known as non-master items) are items or servicesthat have not been contracted with a vendor and, therefore, cannot be

ordered from the ALL-ITEMS catalog. Unlike ordering catalog items, whenordering non-catalog items you must provide as much information aboutthe item or items you are ordering as possible.

To expedite this process, it is recommended that you set vendor andchartfield defaults on the Header Defaults page; the Header Defaults valuesyou specify on this page will apply to all subsequent line items entered onthe Form page. By grouping and ordering non-master items by vendor andchartfield values (project/grant, fund, etc.), you limit data entry, and

therefore expedite the process.

When the values defined on the Header Defaults page no longer apply tothe next item or group of items you are ordering, the values on the Header

Defaults page should be updated to reflect the new vendor and/or chargingdefaults for the next group of non-catalog items.

8/13/2019 PSFUGpo

76/364



Procedure for Requisit ioning Non-Catalog Items

The following procedure describes how to create a requisition for non-

catalog items.

To create a basic requisition for non-catalog items:

1. Select Purchasing > Requisi tions > Maintain Requisit ions from theFinancials menu. The Requisition search page is displayed, with theAdd a New Value tab selected.

The Add a New Value page isused when creating a new

requisition.

2. Accept NEXT as theRequisition IDand click theAdd button toopen a new requisition. The Requisitions Form page is displayed.

8/13/2019 PSFUGpo

77/364

The Header Defaults link opens theHeader Defaults page, where vendor

and chartfield defaults are entered.

Requisition Orders


3. Click the Header Defaultslink at the bottom of the page. The HeaderDefaults page is displayed.

Enter or select thevendor ID using Lookup

Note: You may optionally

leave the Vendor field blank;

the Purchasing Office will

choose a vendor for you.

4. In the Item Defaults area of the page, specify the vendor from whichyou are ordering the first item or group of items:

Click the Vendor fields Lookup button. The Look Up Vendorsearch page is displayed.

Enter the first few characters of the vendors name in the ShortVendor Namefield and click the Lookup button.

8/13/2019 PSFUGpo

78/364

Click on any of thevendors active links toselect the vendor.

Enter the first fewcharacters of thevendors name.



Select a vendor from the vendor list by clicking any of the links in

the vendors record row.

Tip! You may also use Vendor Lookup, an advanced search utility, tolocate a vendor by name and location details. Refer to Using VendorLookup to Obtain a Vendor ID, on page 75, for more details.

5. In the Distributions area of the page, enter the charging details

(chartfield values) that will apply to all subsequent items entered on theForm page:

In theDeptIDfield, enter your department number, or select the

number using the Lookup button. In the Project/Grantfield, enter the project/grant number from

which the funds are to be drawn, or select the number using theLookup button.


Important! Fund codes and project/grant numbers mustcorrespond to satisfy budget checking. For help in choosing theappropriate fund code, refer to the discussion about Fund

Codes, on page 324.



8/13/2019 PSFUGpo

79/364

Enter the chargingdetails to apply tothe items you areordering.

Requisition Orders


6. Order t

psfugpo

Documents