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PeopleSoft Financials 8.9 Training

Janice Chancey, Mgr Fin Info Sys & Reporting Controller’s Division / HS-B221 Phone: 721-3288 / Fax: 706-434-7130. PeopleSoft Financials 8.9 Training. Agenda. Basic Navigation and Overview eProcurement Requisitions eProcurement Workflow Process Reports & Inquiries. Basic Navigation - Login.

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PeopleSoft Financials 8.9 Training

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  1. Janice Chancey, Mgr Fin Info Sys & Reporting Controller’s Division / HS-B221 Phone: 721-3288 / Fax: 706-434-7130 PeopleSoft Financials 8.9 Training

  2. Agenda • Basic Navigation and Overview • eProcurement Requisitions • eProcurement Workflow Process • Reports & Inquiries

  3. Basic Navigation - Login • The PeopleSoft Financials Icon to login is on the Portal(MyMCG) home page. • Your User ID and password for PeopleSoft will be the same as your Novell NET ID and Password. When you change your GroupWise password, then your PeopleSoft password will change as well.

  4. Basic Navigation – Universal Navigation Header • Home - returns you to this page of the application • Worklist - takes you to the list of items awaiting your attention • Add to Favorites - allows you to set a favorite for any page in the application that you navigate to often • Sign-off – to log out of PeopleSoft Financials

  5. This is the Expand and Collapse Triangles in PSFIN. You will see them on many pages. A sideways triangle means Expand (take a look and it will show you more information). This is the Main Menu. If you click on the “-”, the menu will collapse, and you can see more viewing screen. The items that you see on the menu are based on your security. This is the Sub-Menu menu. You can select menu items from the main menu or from the sub-menu.

  6. Basic Navigation - Fields You can use the Wildcard for searching for data. It is the % sign. The Business Unit for GHSU is 12000. This is the Look-up Button. You can click on this button, and all the possible data values will show up, which will allow you to select one. This is the Drop-Down Menu. You can select items from this drop-down to use as a search condition. “Begins with” is the default condition. These are Action Buttons. You will want to use the yellow action buttons to perform action. Common buttons are: Save, Search, Run, Cancel, etc.

  7. Basic Navigation – Report Data • Crystal Reports must be run under the PSNTserver. • SQR Reports and All Other Processes must be run under the PSUNX server.

  8. eProcurement • The eProcurement module allows users to enter requisitions into PeopleSoft Financials to request goods and services. • Requisitions are then used to create Purchase Orders that are send to vendors. • The eProcurement module also includes an approval workflow process for a requisition to be approved.

  9. eProcurement Requisitions • See the online Training Documents at: • http://www.georgiahealth.edu/finance/peoplesoft/documents/eProcurement-EndUser-mcg_train.doc • These include: • Creating a Requisition • Modifying Loaded Line Defaults • How to Add an Attachment • Editing, Saving and Submitting a Requisition • How to Print a Requisition

  10. Requisition – Create Step 1 You can type in a description of your requisition, and put into the Requisition Name box. Click the look-up button by Vendor, to search on the Vendor ID that you are purchasing the goods or services from. 61500 Click the look-up button by Buyer, to search on the Buyer ID. Choose the Buyer by looking at the Buyer’s Commodity Listing. Click the look-up button by Category, to search on the Category code of the products or services that you are buying.

  11. Requisition – Create Step 1 The Ship To field is the location that the delivery service will deliver the product too. Choose a Due Date of when you want the product delivered. You can enter Delivery Attention information in this box. 61500 The default Location is your room number, and is programmed in from your security form. Currently, you cannot change this room number here, but must change it on Step 3.

  12. Requisition – Create Step 1 Leave the Account field blank; it will populate from the Category that you entered. 61500 Enter your Chartfield values of the CFC you want to use to pay for the goods or services.

  13. Requisition – Create Step 2 Click on 2. Add Items and Services. Then click on the Special Request tab, and Special Item to add products and services to your requisition.

  14. Requisition – Create Step 3 You must Check the Budget by clicking Check Budget, and Save and Submit your requisition for approval

  15. eProcurement – Manage Requisitions Check #

  16. eProcurement Workflow Department Approval (ePro Authorized Signers) Project Approval (If Grant project & equipment will be approved by the SPA accountant) Special Item Approvals ITSS Approval Lab Animal Approval Radioactive Approval SOM Dean’s Account X-Ray Approval Requisition (ePro Req Entry) Purchase Order Buyer Approval (Approved by the Buyer listed on the Requisition.) Asset Mgmt Approval AM Staff

  17. Department Approval (ePro Authorized Signers) Approval Step 1 - Department Approval is routed to an Approver Based on the Department ID that is entered on the CFC on the requisition. - To setup departmental approvers, an Authorized Signature Form for Departments needs to be Completed for the department ID.

  18. Reports • The most common used Budget Reports are: • Budget Transaction Detail Report – This report lists the detailed transactions that hit your CFC. • Budget Status Report – This report gives you a summary of your CFC balances. • Open Encumbrance Report – This report lists all of the open Purchase Orders for your CFC. • Project Life Status Report & Grant Administrator Report – Are both reports that are used to monitor and reconcile your grant accounts.

  19. Reports – Budget Transaction Detail Commitment Control > Budget Reports > Budget Transaction Detail

  20. Reports – Budget Status Commitment Control > Budget Reports > Budget Status

  21. Report – Open Encumbrance MCG Components > MCG Interfaces and Reports > Report > Open Encumbrance

  22. Report – P/G Status Project Life MCG Components > MCG Project Grant > Report > P/G Status Project Life Basis

  23. Report – Grant Administrator MCG Components > MCG Project Grant > Report > Grant Administrator Report

  24. Inquiries • Budget Details • Commitment Control > Review Budget Activities > Budget Details • Budget Overview • Commitment Control > Review Budget Activities > Budget Overview

  25. Inquiries • Snap-shot of your budget data online • Drill-down to transaction level detail • Vouchers • Purchase Orders • Requisitions • Journals

  26. Where to Go From Here? • Other Training Classes Available • Basic Navigation • Requisition Training • Delivered Reports & Inquiries • Basic Query • Resources Available • Training Documents, Newsletters and FAQs are located on the PeopleSoft website at: http://www.georgiahealth.edu/finance/peoplesoft/ • McStrategies Online Tutorial for PSFIN

  27. Questions?

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