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Configuration changes in PS 9.0 PO and Requisition line comment Spell check on Header

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Configuration changes in PS 9.0 PO and Requisition line comment Spell check on Header

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    2. 1 Configuration changes in PS 9.0 PO and Requisition line comment Spell check on Header / Line comments New Search Fields for PO / REQ search page Reopen Closed POs and Reqs Dispatch PO – New Button Cancel Purchase Order requires dispatch

    3. 2 Buyer Center Receiving options at PO line “Expand All” and “Collapse All” button Vendor Summary Tab Review Vendors link replaces CSU Vendor Look-up Vendor Types moved to payables link in vendor setup Dashboard Feature

    4. 3 Set Up Financial Supply Chain > Business Unit Related > Purchasing > Purchasing Definition > Business Unit Options Liquidate Method Allow Liquidate by Quantity when Distribute by QuantitySelect to indicate that the purchase order business unit is liquidated by quantity when distributed by quantity. If you do not select this check box, the Comm. Cntrl. Budget Processor process automatically liquidates pre-encumbrance and encumbrance balances by amount only. Note. The installation must include commitment control to use this option. Default Liquidate Method Select a default liquidate method for the purchase order business unit. You can liquidate by quantity or amount. Note. You must select the Allow Liquidate by Quantity when Distribute by Quantity check box to define a quantity default liquidate method. Liquidate Method Allow Liquidate by Quantity when Distribute by QuantitySelect to indicate that the purchase order business unit is liquidated by quantity when distributed by quantity. If you do not select this check box, the Comm. Cntrl. Budget Processor process automatically liquidates pre-encumbrance and encumbrance balances by amount only. Note. The installation must include commitment control to use this option. Default Liquidate Method Select a default liquidate method for the purchase order business unit. You can liquidate by quantity or amount. Note. You must select the Allow Liquidate by Quantity when Distribute by Quantity check box to define a quantity default liquidate method.

    5. 4 Set Up Financial Supply Chain > Business Unit Related > Purchasing > Purchasing Options Default Amount Only PO to “Do Not Receive”This check box appears clear by default. When you create an amount only purchase order online or through the sourcing process, if this check box is selected, the purchase order lines Receiving Required field will appear as Do Not Receive.If this check box is clear, the system will use the other defaulting hierarchy to determine the Receiving Required field value for the purchase order line. The system will look first at the item and then the item category to determine the receiving requirementDefault Amount Only PO to “Do Not Receive”This check box appears clear by default. When you create an amount only purchase order online or through the sourcing process, if this check box is selected, the purchase order lines Receiving Required field will appear as Do Not Receive.If this check box is clear, the system will use the other defaulting hierarchy to determine the Receiving Required field value for the purchase order line. The system will look first at the item and then the item category to determine the receiving requirement

    6. 5 Set Up Financial Supply Chain > Install > Installation Options > Commitment Control Default Budget Date: Select a budget date default scheme for your requisitions, purchase orders, and vouchers. Setting Accounting Date Default: will default the budget date to the document accounting date Reversal Date Option Select the date to control reversal (rebudget checking) of documents. Values are: Current Date: Using the current date option, entries are backed out and rebooked in period 2 – leaving period 1 unchanged. Period 2 then has the net change to the document BP Liquidation Option (budget period liquidation option) Values are: Current Document Budget Period: Select to default liquidation to the budget period of the document being processed. For example, a purchase order originally recorded as an encumbrance for budget period 1, results in the liquidation of the encumbrance in the budget period of the expenditure. If the expenditure occurred in period 2, then the liquidation will occur in budget period 2. Pop Up Error/Warning Message Select this option to have the system pop-up a message box after the on-line budget checking process is complete if the transaction encounters any budget checking error or warning. Default Budget Date: Select a budget date default scheme for your requisitions, purchase orders, and vouchers. Setting Accounting Date Default: will default the budget date to the document accounting date Reversal Date Option Select the date to control reversal (rebudget checking) of documents. Values are: Current Date: Using the current date option, entries are backed out and rebooked in period 2 – leaving period 1 unchanged. Period 2 then has the net change to the document BP Liquidation Option (budget period liquidation option) Values are: Current Document Budget Period: Select to default liquidation to the budget period of the document being processed. For example, a purchase order originally recorded as an encumbrance for budget period 1, results in the liquidation of the encumbrance in the budget period of the expenditure. If the expenditure occurred in period 2, then the liquidation will occur in budget period 2. Pop Up Error/Warning Message Select this option to have the system pop-up a message box after the on-line budget checking process is complete if the transaction encounters any budget checking error or warning.

    7. 6 Requisition and PO lines comments are easy to identify, with the bubble. Filled bubbles indicate there’s a comment on the line. Blank bubbles indicate there’s no comment on the line. Line Comment

    8. 7 Spell Check on Header/Line Comments Select PO Header Comments link. Type comments. Select Spell Check icon.

    9. 8 New Fields in PO Search Page Two new fields in PO search pages. Buyer Name Hold From Further Processing

    10. 9 New Fields in Requisition Search Page Two new fields in Requisition Search pages. Requester Name Hold From Further Processing

    11. 10 Reopen Closed POs and Reqs Undo changes made by the Close process. The process reverses the effects of the Close PO & Close Req process on the most recently processed group of POs or Reqs. Reopen any PO or Req at any time. This process gives the ability to reopen a range of POs or Reqs, a specific PO or Req, or all POs or Reqs associated with a business unit. Running this process returns each PO status to its status prior to the last run of the Close process. This does not mean that running this process reopens each PO. If a status prior to being closed by the last run of the Close process was canceled, running the Reopen process returns its status to canceled. If a status was Dispatched prior to the Close Requisitions process, running the Requisition Reopen process returns its status to Dispatched.

    12. 11 Reopen Closed POs Purchase Orders > Reconcile POs > Reopen POs

    13. 12 Reopen Closed Reqs Purchase Orders > Reconcile Reqs > Reopen Reqs

    14. 13 Dispatch PO PO can now be Dispatched from the PO Header After selected and initiating the process, an option is given - whether or not to wait for the Dispatch process to finish. If the Buyer selects ‘YES’, then the page returns to the purchase order and the buyer cannot work on another PO until the process finishes and updates the PO page after the PO Dispatch process is complete. If however, the Buyer selects ‘NO’ then a message is displayed that the Dispatch process has kicked off and the buyer can continue to work on another purchase order. After selected and initiating the process, an option is given - whether or not to wait for the Dispatch process to finish. If the Buyer selects ‘YES’, then the page returns to the purchase order and the buyer cannot work on another PO until the process finishes and updates the PO page after the PO Dispatch process is complete. If however, the Buyer selects ‘NO’ then a message is displayed that the Dispatch process has kicked off and the buyer can continue to work on another purchase order.

    15. 14 Cancel PO Canceling a PO sourced from a Requisition

    16. 15 To complete the cancel PO process, dispatch the PO after budget checking the PO. Cancel PO

    17. 16 After the PO is canceled, the PO status updates to “Pending Cancel.” Cancel PO

    18. 17 After the “Pending Cancel” status PO is dispatched, then the status will update to “Canceled.” Cancel PO

    19. 18 Buyer Center under eProcurement folder provides numerous links to perform tasks that are related to procurement. Buyer Center The Next Slide will discuss the Options under Procurement ProcessesThe Next Slide will discuss the Options under Procurement Processes

    20. 19 Buyer Center

    21. 20 Receiving options at the PO line details Receiving Options

    22. 21 “Collapse All” details in each blue bar can be viewed by clicking at the left arrow of the bar. Collapse All button

    23. 22 “Expand All” shows all the areas under each of the blue bars on one page. Expand All button

    24. 23 Vendor Summary Tab New tab for Add/Update vendor page called “Summary”, it gives the user a complete review of all required information for a vendor on one single page. Added Hold Payment indicator 204 Status

    25. 24 Review Vendors Review Vendors link replaces CSU Vendor Look-up (AP99001). Other search criteria can be used to find vendors, including Tax ID and address information. Vendors > Vendor Information > Add/Update > Review Vendors

    26. 25 Vendor Type Vendor type setup page is moved to payables links under location tab.

    27. 26 Vendor Type

    28. 27 PO Dashboard PO Dashboard provides Buyers & Buyer Managers a centralized view with “pagelets” that contain information to assist them with their daily jobs. Data within the “pagelets” can be drilled into to obtain the details.

    29. 28 PO Dashboard – Buyer’s Home Page

    30. 29 Buyer PO Dashboard – Requisitions to be Sourced Allows the Buyer to view a list of requisitions assigned to them that are ready to be sourced.

    31. 30 Buyer PO Dashboard – Spend by Category Allows the Buyer to view a list of total dollars by category. Clicking on a specific Category number hyperlink will open a list of purchase orders that comprise the totals within a category.

    32. 31 Buyer PO Dashboard – Spend by Category Displays the list of purchase orders under the Category / Vendor selected. To open the purchase order, click on the PO ID hyperlink.

    33. 32 Buyer PO Dashboard – Spend by Vendor Allows the Buyer to view a list of total dollars by category. Clicking on a specific Vendor ID hyperlink will open a list of purchase orders that comprise the totals for that vendor and group them by category.

    34. 33 Buyer PO Dashboard – Spend by Vendor Displays the list of purchase orders under the Category / Vendor selected. To open the purchase order, click on the PO ID.

    35. 34 PO Dashboard – Dispatched Purchase Orders Allows the Buyer to view a list of their dispatched purchased orders.

    36. 35 PO Dashboard – Manager’s Home Page In order to display data in the Manager’s Home Page, a Buyer has to be defined as a manager and the buyer’s that report to the manager have to be associated with the manager.In order to display data in the Manager’s Home Page, a Buyer has to be defined as a manager and the buyer’s that report to the manager have to be associated with the manager.

    37. 36 PO Dashboard – Manager PO Spend by Date Grants Manager’s a graphical view of spending by PO Date. Holding the mouse over any of the bars displays the Actual Amount for the period and the Total PO Schedule Lines. Clicking on any of the bars, drills to a new page that displays the list of Buyers including Total Schedule Lines & Total Spending by Buyer.

    38. 37 PO Dashboard – Manager PO Spend by Date Clicking the Search hyperlink displays a list of POs by that Buyer. Additional search can be conducted via the Search Criteria section.

    39. 38 PO Dashboard – Manager Spend by Category Allows the Manager to view a list of total dollars by category. Clicking on a specific Category number hyperlink will open a list of purchase orders that comprise the totals within a category.

    40. 39 PO Dashboard – Manager Spend by Category Displays the list of purchase orders under the Category / Vendor selected. To open the purchase order, click on the PO ID hyperlink.

    41. 40 PO Dashboard – Manager Spend by Vendor Grants Manager’s a view of spending by Vendor for a date range defined on the Buyer setup page. Clicking on Show All/Enhanced hyperlink displays all Vendors that have spending in the defined period. Clicking on the Vendor ID drills to a new page that displays the list of Vendors by Category.

    42. 41 PO Dashboard – Manager Spend by Vendor Clicking the Category hyperlink displays a list of POs by Buyer in the PO Detail section.

    43. 42 Q & A

    44. 43

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