PeopleSoft 8.4 Purchasing Module Demo March 26, 2003.

PeopleSoft 8.4Purchasing Module Demo

March 26, 2003

CommonManagement Systems

PeopleSoft 8.4 Purchasing Demo

March 26, 2003 FIS 8.4 Demonstration2

High Level Project Overview

Purchasing Fit Gap Team

New 8.4 Look and Feel

Functional Overview

Helpful Information

Questions and Answers

Agenda




Integration Testing Sessions

Project Gemini Focus Group

Initial 8.4 Testing in Pleasanton

Jan 2002

Project Overview

Project Milestones

Fit/Gap Analysis Sessions

Integration Testing Sessions

System Testing Sessions

Documentation/Retrofitting Modifications – Ongoing

FIS 8.4 Upgrade Planning

Mar2002

Jan 2003

Oct2002

Sept2002

FIS 8.4 Upgrade Complete

Jun2003

July2003

May2003

Apr2003

Mar2003




Purchasing Fit/Gap Team

Cecilia Hoang – San JoseStephen Smith – San Francisco

Charlie Hughes – Long BeachBeth Stanton – San Bernardino

Val Miajala – San Luis Obispo Kathy Villa – Bakersfield

Linda Mikowicz – Sonoma Cindy Oberbroeckling – SOSS

Matt Roberts – San Luis Obispo

Chau Nguyen – SOSS

Barbara Sainz – San Marcos

Project Overview




FIS 8.4 Highlights Web browser based (HTML) – Accessible from any

location

Combination of the Commercial & Educational/Gov Products

Panels are now called Pages

Navigation through the Web Portal

Hot-Keys or Tool Bar Buttons replaced with Hyperlinks

Panel scroll bars replaced with Toggle Buttons

Row insert/delete now done using a ‘+’ or ‘-’ button





Password now case sensitive





Navigate through the Portal

Search Box





Larger List Box with the ability to sort data





Hyperlinks to accessadditional pages

Opens new browser session





Panel scroll bars are replaced with Toggle buttons





Adding/Deleting Rows





Requisitions – Change Highlights

Requisition reduced from 5 panels to 2 pages

Requesters are stored by Operator ID verses by name

Ability to retrofit changes to multiple lines/distribution lines

No longer Edit Requisitions

No longer Post Requisitions

Req Accounting Entries are created through the BCM process. Entries post directly to the Ledger KK. REQ_LINE_ACCTG table no longer exists.

Functional Overview




No longer Journal Generate Requisition Accounting Entries

Entries post immediately to the Ledger KK through BCM – Real Time

Reconciliation Workbench

Provides the ability to complete actions, such as Approve, Cancel or Close, from one page

Ability to re-open closed Requisitions

Functional Overview

Requisitions – Change Highlights




Reduced to 2 Pages

Panels/Sub-panels are now hyperlinks

Requisitions – Pages




Requesters are store by Operator ID

Requisitions – Requesters




Add a New Line

Requisitions – Retrofit Changes




Retrofit Changes from Header Defaults page





Select the fieldsto Retrofit to the lines/distrib lines





BCM process posts the Req Acctg Lines to the Ledger KK tables

Only see Expense

Journal ID = Trans ID

Requisitions – Accounting Lines




Select Requisition and Click on the Action

Requisitions – Recon Workbench




View the Exception by clicking on the Log






The Log provides an explanation why the Req was not Qualified.




Status is Updated





Process sets the Req back to the status it was prior to running the Recon Process

Requisitions – Reopening Reqs




Status is Reset back to Approved

Requisitions – Reopening Reqs




Purchase Orders – Change Highlights

Purchase Order reduced from 5 panels to 2 pages

Buyers are stored by Operator ID verses by name

Ability to Copy Requisitions onto Purchase Orders (bypass PO Build!)

PO Build process consists of the PO Calculations Process and the PO Create Process

Ability to retrofit changes to multiple lines/distribution lines

No longer Edit Purchase Orders

Functional Overview




No longer Post Purchase Order PO Accounting Entries are created through the BCM

process. Entries post directly to the Ledger KK. PO_LINE_ACCTG table no longer exists

No longer Journal Generate Purchase Order Accounting Entries Entries post immediately to the Ledger KK through BCM –

Real Time

Finalization process simplified

Ability to undo Finalization process

Functional Overview





Reconciliation Workbench

Provides the ability to complete actions, such as Approve, Cancel,Close or Dispatch from one page

Ability to re-open closed Purchase Orders

Ability to Reserve PO Numbers in a Block

Functional Overview





Buyers are stored by Operator ID

Reduced to 2 Pages

Purchase Orders – Pages




Vendor ID is Required to CopyA Requisition onto a PO

Purchase Orders – Copying Reqs




Buyer ID does not copy over





PO Calculations process prepares a Purchase Order for creation

Purchase Orders – PO Calc




PO Create process builds the PO using rows in the staging table that have been processed by PO Calculate

Purchase Orders – PO Create




Retrofit feature for Purchase Orders is the same functionality as Requisitions

Purchase Orders – Retrofit Changes




Only see Expense

BCM process posts the PO Acctg Lines to the Ledger KK tables

Journal ID = Trans ID

Purchase Orders – Accounting Entries




Step 1: Create PO for Less than Requisition

Step 2: User determines they do not want to spend the remaining money

Step 3: Finalize the Purchase Order or Purchase Order Line

Step 4: BCM the Purchase Order

Step 5: Validate the Accounting Entries

Purchase Orders – Finalization

Simplified Process




Finalize Document icon appears when Finalization is applicable





Requisition Acctg Entries prior to Finalization





Requisition Acctg Entries after Finalization





Purchase Orders – Undo Finalization




Requisition Acctg Entries after undoing the Finalization

Purchase Orders – Undo Finalization




Same functionality as ReqRecon Workbench

Purchase Orders – Recon Workbench




Displays Additional Statuses

Takes you back to the PO

Purchase Orders – Recon Workbench




Process sets the POback to the status it was prior to running the Recon Process

Purchase Orders – Reopening POs




Can Reserve a Block onPurchase Order Numbers

Purchase Orders – Reserving POs




Receiving – Change Highlights New Functionality – Can Receive by Amount. The new

functionality accommodates situations when it may take several receipts to complete a service or project.

Functional Overview




“Amount Only” checkboxmust be selected on the PO

Receiving – By Amount




Qty is set to 1, and unavailable for entry

Receiving – By Amount




Return to Vendors – New in 8.4

PeopleSoft 8.4 delivers the ability to track items that have been returned to a vendor online through the Return to Vendor (RTV) process.

For more detailed information on the RTV process refer to the PO-v84 Business Process-Return to Vendor (RTVs) document located on the CMS website.

Functional Overview




Step 1: Receive Item in the system.

Step 2: User determines the item is damaged.

Step 3: Create an RTV for the damaged item.

Step 4: Ship the item back to Vendor.

Step 5: Close the RTV in the system.

Step 6: Receive Credit or Re-Receive Item in the system.

Return to Vendor

Return to Vendor Process




Return for Credit – Returning the items without requesting replacement.

Return for Exchange – A different item is being substituted in exchange for the original item. Can receive the new item against the existing PO or a new PO.

Return for Replacement – The Vendor is shipping the same item to replace the damaged item. The item is received against the same PO.

Return to Vendor

Type of RTV’s




Return to Vendor




Option to automatically create a credit memo from the RTV.

Defaults are set up at the Business Unit level, but may be overridden on the RTV.

Return to Vendor




Retrofitted Modifications PO99003 - NIGP Code Category Setup

PO99005A - Remove “RFQ Required” from Requisition Item Details Panel

PO99006 – Buyer Assignment Workbench

PO99007 – Disabled Veteran Business Enterprise Report (DVBE)

PO99008 – Small Business/Microbusiness Report

Functional Overview




Retrofitted Modifications PO99009 – Recycled Product Report

PO99010 – Contract Award Report – Std form 16

PO99011 – Purchase Order Form

PO99012 – Public Works Contract Award Report – DAS Form 13

PO99013 – RFQ Bid Form Modification

PO99015 – RFQ Evaluation Workbench an nVision Reports

Functional Overview




Helpful Information

CSU Website – http://cms.calstate.edu

PO List Serve Email Address – [email protected]

Cindy [email protected](562) 951-4248

Mark [email protected](562) 951-4246




Q & A

PeopleSoft 8.4 Purchasing Module Demo March 26, 2003.

Documents

Transcript of PeopleSoft 8.4 Purchasing Module Demo March 26, 2003.