Last Revised: 07/31/14. Data Warehouse User Guide Purchasing Reports

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Data Warehouse User Guide

Purchasing Reports

Last Revised:

07/31/14

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REVISION CONTROL

Document Title:

Data Warehouse Purchasing Reports User Guide

Author:

IT Training & Support

File Reference:

UG-Data_Warehouse_Purchasing_Reports.docx

Revision History

Revision Date Revised By Summary of Revisions Section(s) Revised

6/6/11 Lori Arthur Added information on PO Balance Report 6.0 7/31/14 Lori

Arthur-Carmichael

Updated with screenshots for 11g

Review / Approval History

Review Date Reviewed By Action (Reviewed, Recommended or Approved)

12/7/10 Sally Yassine; Shelly Montoya

Approved

7/31/14 Sally Yassine; Shelly Montoya; Joe Luzzi

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Page

1.0 Purchasing Dashboard Overview ... 4

Accessing the Purchasing Dashboard ... 4

2.0 Requisition Report ... 5

Accessing the Report ... 5

Using Customizations/Filters ... 6

Reading the Requisition Summary ... 7

Reading the Requisition Detail ... 8

3.0 Purchase Order Report ... 10

Accessing the Report ... 10

Using Customizations/Filters ... 11

Reading the Purchase Order Summary ... 12

Reading the Purchase Order Detail ... 13

4.0 Voucher Report ... 16

Accessing the Report ... 16

Using Customizations/Filters ... 17

Reading the Voucher Summary Report ... 18

Reading the Voucher Detail ... 19

Reading the Payment Detail ... 21

5.0 Req/PO/Voucher Report ... 23

Accessing the Report ... 23

Using Customizations/Filters ... 24

Reading the Req/PO/Voucher View ... 25

6.0 PO Balance Report ... 26

Accessing the Report ... 26

Using Customizations/Filters ... 27

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1.0 Purchasing Dashboard Overview

There are currently five reports available on the Purchasing Dashboard in the CSUF Data Warehouse:

Requisition, Purchase Order, Voucher, Requisition/Purchase Order/Voucher, and PO Balance. Users are only

able to see information for the department IDs for which they have security permission.

Additional user guides and tutorials for Data Warehouse are available at the IT Training website:

http://www.fullerton.edu/ittraining/peoplesoft/dw/

Accessing the Purchasing Dashboard

Processing Steps Screen Shots

Step 1:

From the Data Warehouse homepage, click on the

Dashboards menu.

Step 2:

In the Fullerton section, select

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2.0 Requisition Report

The Requisition Report/Page in Data Warehouse allows you to view and search purchase requisition information.

Accessing the Report

Step 1:

On the Purchasing Dashboard, click on Requisitions.

Step 2:

Your personal settings for the Page appear.

If you have not set up your personal settings, all requisitions to which you have security permission will appear in the Requisition Summary section.

The Page is separated into two sections: the first is the filters for the Page; the second is the Requisition Summary.

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Using

Customizations/Filters

To narrow down your report or to find a specific value, utilize the filters available on the Page.

The current filters available are: • Requisition Date Range

- Enter a specific date or a range of dates.

• Requisition #

- Select one or more requisition IDs. • Requisition Status - A (Approved) - C (Completed) - O (Open) - X (Cancelled) • Division

- Select a campus Division. • Sub-Division

- Select a campus Sub-Division. • Sub-Division/College

- Select a campus College. • Department/College

- Select one or more campus Departments.

Once you have entered your criteria, click Apply.

For more information on how to use filters, view the user guide and tutorials available at the IT Training website:

http://www.fullerton.edu/ITTraining/ peoplesoft/dw/

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Reading the Requisition Summary

Field Definition

REQ ID The ID number assigned to the requisition.

REQ DATE Date the requisition was created in CFS by the Requester. APPROVAL DATE Date the requisition was approved in CFS by the Approver. REQ STATUS Current status of the requisition.

• A (Approved) • C (Completed) • O (Open) • X (Cancelled)

REQUESTOR Name of the Requester who created the requisition in CFS. DEPTID The Department ID chartfield code to be billed for the line charges. FUND_CODE The Fund chartfield code to be billed for the line charges.

REQ AMOUNT Total amount for each line of the requisition. For requisitions with multiple lines, there will be multiple rows.

REQ LINE DESCRIPTION Line description entered by the Requester when creating the requisition. For requisitions with multiple lines, there will be multiple rows.

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Reading the Requisition

Detail

Step 1:

Click on a Requisition ID to view details about the requisition.

Step 2:

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Requisition Detail

REQ DATE Date the requisition was created in CFS by the Requester. APPROVAL DATE Date the requisition was approved in CFS by the Approver. REQ STATUS Current status of the requisition.

REQUESTOR Name of the Requester who created the requisition.

LINE NUMBER The number of the line on the requisition. For requisitions with multiple lines, there will be multiple rows.

REQ AMOUNT Total amount for each line of the requisition. For requisitions with multiple lines, there will be multiple rows.

REQ LINE DESCRIPTION Line description entered by the Requester when creating the requisition. For requisitions with multiple lines, there will be multiple rows.

QTY The quantity of the item ordered on the line. For requisitions with multiple lines, there will be multiple rows.

PRICE The price of the item ordered on the line. For requisitions with multiple lines, there will be multiple rows.

ACCOUNT The Account chartfield code to be billed for the line charges.

ACCOUNT DESCRIPTION The name of the Account chartfield code to be billed for the line charges. FUND The Fund chartfield code to be billed for the line charges.

FUND DESCRIPTION The name of the Fund chartfield code to be billed for the line charges. DEPTID The Department ID chartfield code to be billed for the line charges.

DEPARTMENT DESCRIPTION The name of the Department ID chartfield code to be billed for the line charges. PROGRAM The Program chartfield code to be billed for the line charges.

PROGRAM DESCRIPTION The name of the Program chartfield code to be billed for the line charges. CLASS The Class chartfield code to be billed for the line charges.

CLASS DESCRIPTION The name of the Class chartfield code to be billed for the line charges. PROJECT The Project chartfield code to be billed for the line charges.

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3.0 Purchase Order Report

The Purchase Order Report/Page in Data Warehouse allows you to view and search purchase order information.

Accessing the Report

Step 1:

On the Purchasing Dashboard, click on Purchase Orders.

Step 2:

If you have not set up your personal settings, all purchase orders to which you have security permission will appear in the Purchase Order Summary section.

The Page is separated into two sections: the first is the filters for the Page; the second is the Purchase Order Summary.

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Using

Customizations/Filters

The current filters available are: • Purchase Order Date Range - Enter a specific date or a

range of dates. • PO #

- Select one or more purchase order IDs.

• Vendor Name

- Select one or more Vendor Names.

• Division

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Reading the Purchase Order Summary

PO ID The ID number assigned to the purchase order.

PO DATE Date the purchase order was created in CFS by the Procurement Buyer. PO TYPE The type of purchase order.

• Regular Order • Service Order • Commodity Blanket • Service Blanket • Multi-Year • Public Works • General • Standard Agreement • Teaching Agreement

VENDOR_NAME A combination of the Vendor ID number and the Vendor Name for the purchase. PO STATUS Current status of the purchase order.

• Approved (PO is approved but not sent to vendor) • Dispatched (PO has been sent to vendor)

• Completed (Merchandise/Service received and Invoice is paid) • Pending Cancel (PO is in the process of being cancelled) • Cancelled (PO has been cancelled)

LINE NBR The number of the line on the purchase order. For purchase orders with multiple lines, there will be multiple rows.

DIST LINE STATUS The status of this line of the purchase order. Statuses include: • Open

• Cancelled • Complete

PO LINE DESCRIPTION Line description entered by the Procurement Buyer. For purchase orders with multiple lines, there will be multiple rows.

PO LINE AMOUNT Total amount for each line of the purchase order. For purchase orders with multiple lines, there will be multiple rows.

BUYER NAME The name of the Procurement Buyer who created the purchase order. RECV STATUS Indicates whether the merchandise/service has been received or not. REQ ID Requisition ID of the requisition associated with the purchase order.

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Reading the Purchase

Order Detail

Step 1:

Click on a PO ID to view details about the purchase order.

Step 2:

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PO ID The ID number assigned to the purchase order. PO TYPE The type of purchase order.

• Regular Order • Service Order • Commodity Blanket • Service Blanket • Multi-Year • Public Works • General • Standard Agreement • Teaching Agreement

PO STATUS Current status of the purchase order.

• Approved (PO is approved but not sent to vendor) • Dispatched (PO has been sent to vendor)

• Completed (Merchandise/Service received and Invoice is paid) • Pending Cancel (PO is in the process of being cancelled) • Cancelled (PO has been cancelled)

PO QTY The quantity of the item ordered for each line of the purchase order. For purchase orders with multiple lines, there will be multiple rows.

MERCHANDISE AMOUNT Total amount for each line of the purchase order before tax is applied. For purchase orders with multiple lines, there will be multiple rows.

FREIGHT AMOUNT Total amount of shipping costs allocated to each line of the purchase order. For purchase orders with multiple lines, shipping costs may or may not be allocated to each line. SALES TAX AMOUNT Total amount of sales tax applied to each line of the purchase order. For purchase orders

with multiple lines, there will be multiple rows.

USETAX AMOUNT The amount of sales tax owed for the merchandise when the vendor does not collect sales tax. This tax is paid to the State of California instead of the vendor.

MISC AMOUNT Total amount of additional costs, such as handling and env fees, allocated to each line of the purchase order. For purchase orders with multiple lines, additional costs may or may not be allocated to each line.

PO LINE AMOUNT Total amount for each line of the purchase order with tax, shipping, and all other costs included. For purchase orders with multiple lines, there will be multiple rows.

VENDOR ID The number associated in the CFS system with the vendor used for the purchase. VENDOR NAME The Vendor Name for the purchase.

BUYER NAME The name of the Procurement Buyer who created the purchase order. PO DATE Date the purchase order was created in CFS by the Procurement Buyer. BUDGET CHECK Indicates whether the appropriate funds are available.

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ACCOUNT The Account chartfield code to be billed for the line charges.

PROJECT DESCRIPTION The name of the Project chartfield code to be billed for the line charges. REQ ID Requisition ID of the requisition associated with the purchase order.

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4.0 Voucher Report

The Voucher Report/Page in Data Warehouse allows you to view and search voucher and payment information.

Accessing the Report

Step 1:

On the Purchasing Dashboard, click on Voucher.

Step 2:

If you have not set up your personal settings, all vouchers to which you have security permission will appear in the Voucher Summary section.

The Page is separated into two sections: the first is the filters for the Page; the second is the Voucher Summary.

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Using

Customizations/Filters

The current filters available are: • Business Unit

- Select a Business Unit. (FLCMP is default Business Unit for purchase requisitions.) • Voucher #

- Select one or more voucher IDs.

• Invoice #

- Select one or more invoice IDs.

• Invoice Date

- Select a specific date or a range of dates.

• Division

• Vendor ID

- Select one or more vendor IDs.

• Vendor Name

- Select one or more vendor names.

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Reading the Voucher Summary Report

BUSINESS UNIT The Business Unit to which the transaction was posted. All purchase requisitions are under FLCMP.

VOUCHER ID The ID number assigned to the voucher. INVOICE ID The ID number assigned to the invoice. INVOICE DATE The date of the invoice.

VOUCHER AMOUNT The total amount of the voucher.

VENDOR NAME A combination of the Vendor ID number and the Vendor Name for the purchase. LINE DESCRIPTION The description of the transaction.

PO ID The purchase order number associated with the transaction (if applicable).

DEPARTMENT A combination of the Department ID and Department Name of the department to whom the transaction is billed.

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Reading the Voucher Detail

Step 1:

Click on a Voucher ID to view details about the voucher.

Step 2:

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VOUCHER ID The ID number assigned to the voucher. INVOICE ID The ID number assigned to the invoice. INVOICE DATE The date of the invoice.

VOUCHER AMOUNT The total amount of the voucher.

VENDOR_NAME A combination of the Vendor ID number and the Vendor Name for the purchase. ACCOUNT The Account chartfield code to be billed for the line charges.

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Reading the Payment

Detail

Step 1:

On the Voucher Detail screen, click on the Voucher ID.

Step 2:

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VOUCHER ID The ID number assigned to the voucher.

VENDOR NAME A combination of the Vendor ID number and the Vendor Name for the purchase. PAYMENT ID The ID number assigned to the payment.

CHECK NUMBER The ID number on the check that was sent as payment. ACCOUNTING DATE The date on which the check was issued.

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5.0 Req/PO/Voucher Report

The Req/PO/Voucher Report/Page in Data Warehouse allows you to view and search requisition, purchase order,

voucher, and payment information.

Accessing the Report

Step 1:

On the Purchasing Dashboard, click on Req/PO/Voucher.

Step 2:

If you have not set up your personal settings, all requisitions/purchase orders/vouchers to which you have security permission will appear in the Req/PO/Voucher View section.

The Page is separated into two sections: the first is the filters for the Page; the second is the

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Using

Customizations/Filters

The current filters available are: • Requisition #

- Select one or more requisition IDs.

• Requisition Date

• PO #

• PO Date Range

• Voucher #

- Select one or more voucher IDs.

• Invoice #

- Select one or more invoice IDs.

• Invoice Date Range - Enter a specific date or a

range of dates. • Payment ID

- Select one or more payment IDs.

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Reading the Req/PO/Voucher View

REQ DATE Date the requisition was created in CFS by the Requester. REQ STATUS Current status of the requisition.

PO DATE Date the purchase order was created in CFS by the Procurement Buyer. VOUCHER ID The ID number assigned to the voucher.

INVOICE ID The ID number assigned to the invoice. INVOICE DATE The date of the invoice.

CHECK NUMBER The ID number on the check that was sent as payment.

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6.0 PO Balance Report

The PO Balance Report in Data Warehouse allows you to view the current remaining balance on your purchase

orders.

Accessing the Report

Step 1:

On the Purchasing Dashboard, click on PO Balance.

Step 2:

If you have not set up your personal settings, all active purchase orders to which you have security permission will appear in the PO Remaining Balance section.

The Page is separated into two sections: the first is the filters for the Page; the second is the PO

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Using

Customizations/Filters

The current filters available are: • Fiscal Year

• Accounting Period

- Select a single accounting period or a range of accounting periods. • PO ID

• Department

- Select one or more department IDs.

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Reading the PO Remaining Balance

PO DATE Date the purchase order was created in CFS by the Procurement Buyer.

PO LINE The number of the line on the purchase order. For purchase orders with multiple lines, there will be multiple rows.

INVOICE ID The ID number assigned to the invoice.

PO REF Additional reference information for the purchase order if entered. VOUCHER ID The ID number assigned to the voucher.

VOUCHER LN The line number on the voucher.

VOUCHER DIST LN The chartfield distribution line the voucher amount is charged against.

ACCOUNTING DATE The date on which the purchase order was budget checked and the initial encumbrance was created.

VENDOR ID The number associated in the CFS system with the vendor used for the purchase. VENDOR DESCR The Vendor Name for the purchase.

DEPT ID The Department ID chartfield code to be billed for the line charges. FUND The Fund chartfield code to be billed for the line charges.

ACCOUNT The Account chartfield code to be billed for the line charges. PROGRAM The Program chartfield code to be billed for the line charges. CLASS The Class chartfield code to be billed for the line charges. PROJECT The Project chartfield code to be billed for the line charges.

ENCUMBRANCE Positive amounts represent funds set aside for a future expense and reduce the budget balance available. The negative amounts are the actual payments for those goods or services.

Last Revised: 07/31/14. Data Warehouse User Guide Purchasing Reports

Data Warehouse User Guide

Purchasing Reports

Last Revised:

07/31/14

REVISION CONTROL

Document Title:

Data Warehouse Purchasing Reports User Guide

Author:

IT Training & Support

File Reference:

UG-Data_Warehouse_Purchasing_Reports.docx

Revision History

Review / Approval History

Table of Contents

Page

1.0

Purchasing Dashboard Overview ... 4

Accessing the Purchasing Dashboard ... 4

2.0

Requisition Report ... 5

Accessing the Report ... 5

Using Customizations/Filters ... 6

Reading the Requisition Summary ... 7

Reading the Requisition Detail ... 8

3.0

Purchase Order Report ... 10

Accessing the Report ... 10

Using Customizations/Filters ... 11

Reading the Purchase Order Summary ... 12

Reading the Purchase Order Detail ... 13

4.0

Voucher Report ... 16

Accessing the Report ... 16

Using Customizations/Filters ... 17

Reading the Voucher Summary Report ... 18

Reading the Voucher Detail ... 19

Reading the Payment Detail ... 21

5.0

Req/PO/Voucher Report ... 23

Accessing the Report ... 23

Using Customizations/Filters ... 24

Reading the Req/PO/Voucher View ... 25

6.0

PO Balance Report ... 26

Accessing the Report ... 26

Using Customizations/Filters ... 27

1.0

Purchasing Dashboard Overview

There are currently five reports available on the Purchasing Dashboard in the CSUF Data Warehouse:

Requisition, Purchase Order, Voucher, Requisition/Purchase Order/Voucher, and PO Balance. Users are only

able to see information for the department IDs for which they have security permission.

Additional user guides and tutorials for Data Warehouse are available at the IT Training website:

http://www.fullerton.edu/ittraining/peoplesoft/dw/

Accessing the Purchasing Dashboard

2.0

Requisition Report

The Requisition Report/Page in Data Warehouse allows you to view and search purchase requisition information.

Accessing the Report

Using

Customizations/Filters

Reading the Requisition Summary

Reading the Requisition

Detail

Requisition Detail

3.0

Purchase Order Report

The Purchase Order Report/Page in Data Warehouse allows you to view and search purchase order information.

Accessing the Report

Using

Customizations/Filters

Reading the Purchase Order Summary

Reading the Purchase

Order Detail

4.0

Voucher Report

The Voucher Report/Page in Data Warehouse allows you to view and search voucher and payment information.

Accessing the Report

Using

Customizations/Filters