PeopleSoft
Closing and Finalizing Purchasing Documents
Version 1.1 | Updated June 26, 2015
Contents
Closing Requisitions ... 1
Finalizing Requisition ... 9
Closing Purchase Orders ... 14
Finalizing the Purchase Order When Processing a Voucher ... 21
Voucher for Amount Only Purchase Orders ... 22
Voucher for Partially Received Items ... 24
Closing Requisitions
This section explains how to close nonqualified Requisitions in PeopleSoft Purchasing. You must be authorized to perform the override function. Access is given to specific users at your district. This function releases any remaining pre-encumbrances and changes the requisition status to Complete.
IMPORTANT:
You cannot override closing a Requisition that is associated with an open Purchase Order.
Do not close a Requisition that is an open Inventory Stock Request. Cancel stock request in PeopleSoft Inventory module.
Navigation: Main Menu > Purchasing > Requisitions > Requester’s Workbench
1. Navigate to Main Menu > Purchasing > Requisitions > Requester’s Workbench.
2. In the Find an Existing Value tab, the Business Unit field defaults to your district number. Click Search.
3. This will take you to the Requester’s Workbench Filter Options page. A WorkBench ID has been created for you. It will be the same as your district number.
4. In the Search Criteria area, enter the values as needed. In this example, Requisition dates are entered.
5. At the lower portion of the page, select the following options to retrieve requisitions that were partially or fully sourced and still have remaining pre-encumbrance. Narrow down your search by entering Chartfield values, as desired.
Sourcing – Partially or Fully Sourced
Encumbrance option – Open Pre-encumbrances.
Chartfields tab– Enter district number in the GL Unit field. Enter values in the desired chartfields to use.
6. Click Search.
7. On the Requester’s Workbench page, in the List of Requisitions table, click View All link to display more than one requisition.
8. Click on Requisition ID link to open up the Requisition Inquiry page in another tab.
9. Click on Requisition ID link. It will open up the Requisition Details window.
10. Evaluate requisition if it needed to be closed. In this example, it still has pre-encumbrance balance and one line is still showing as Approved. This means that this line was not sourced into the PO. Close this window.
11. Go back to the Requester’s Workbench.
12. Do steps 8 to 10 for all requisitions to review, if desired.
13. In the Requester’s Workbench, in the List of Requisition table, select one or more requisitions to close.
14. Click on Close action at the lower portion of the page.
15. In the Processing Results page, the Requisition ID displays both in the Not Qualified and Qualified group boxes which means that there are lines in this Requisition ID that can be closed and line(s) that may need to be overridden to close. Click on View All link to see how many lines in the Requisition.
16. Click on Log icon to review why the requisition line is not qualified to be closed.
17. Review the message text. In this example, you can proceed to override closing this requisition because this line will not be sourced into a PO.
IMPORTANT:
See below messages on when you can proceed with override closing the requisition. Otherwise, follow the recommendation below after the message. If you get any messages other than what is listed here, please check with CRC staff before proceeding to override.
Use Override function on the following message, then proceed with step 18:
The Requisition may not be closed because it has not been fully sourced. There may be line (s) on this requisition that was/were not sourced and there is no intention to source them.
DO NOT use override function when you get the following messages:
Inv. Stock requests associated to the requisition must be shipped and process through inv. costing.
Cancel the stock request in PeopleSoft Inventory module.
The Requisition is associated with a Purchase Order that has not been closed. This means that the requisition line(s) have been sourced into a PO and may have been partially sourced by the quantity or amount. The PO is still in open status. To liquidate the pre-encumbrance on this requisition, see steps to Finalize Requisition on page 9 in this guide.
18. Click on the checkbox to select the Requisition and the Override button. These steps are overriding nonqualified Requisition to be qualified. This moves the Requisition line from the Not Qualified group box to the Qualified group box.
19. Requisition ID now displays in the Qualified group box. It displays as one document instead of multiple lines now that all lines are qualified to be closed. Keep the Accounting date for action to today’s date. No need to select Update budget date to Accounting date.
20. Click Yes to proceed with the process.
21. Click Yes on this message: Continue to Close Reqs (10109, 5).
22. You will return to the Requester’s Workbench where you selected the Requisition ID for further
processing. Requisition Status will now display as Complete and Budget Status is Not Chk’d. Last Activity Date equals your close date.
23. Click Budget Check in the Action area to immediately release the pre-encumbrance balance.
24. In the Processing Results page, the Requisition ID is still under the Qualified group box. Click Yes.
25. Click Yes on this message: Continue to Budget Check Reqs (10109,50). This clears the pre-encumbrance balance immediately.
26. You will return to the Requester’s Workbench page. The Budget Status will display as Valid. To verify that pre-encumbrance is released. Click on the Requisition ID link.
27. Another tab will display. In the Requisition Inquiry page, click on the Requisition ID link.
28. In the Requisition Details window, the Pre-Encumbrance Balance displays 0.00 and the line 2 status shows as Closed.
Finalizing Requisition
This section describes how to finalize a Requisition from the PO page. This function allows final liquidation of the predecessor transaction (requisition) when the PO is budget checked. Use these steps to new and existing Purchase Order. This applies to PO that were sourced from Requisition.
Use this function when you create a PO with lower amount and/or lesser quantity to order than the original. It clears remaining quantity in the requisition line(s) when only partial quantity is sourced into a PO. It clears remaining amount in the requisition when only partial amount is sourced into a PO.
Navigation: Main Menu > Purchasing > Purchase Orders > Add/Update POs 1. Navigate to Main Menu > Purchasing > Purchase Orders > Add/Update POs.
2. Search PO in the Find an Existing Value tab.
3. In the Maintain Purchase Order page, click Finalize Document icon. It displays next to the Budget Status if all lines in the PO were sourced from a Requisition.
4. Click Yes on this message: “This action will finalize all eligible distributions for this PO. Continue?
(10200,335)
5. Budget Status changes from Valid to Not Chk’d. Click on Budget Check icon to release outstanding pre- encumbrance. Budget Status changes to Valid.
6. To verify if the requisition was finalized, click on the Requisition link.
7. The final option must be checked for all requisition lines. In this example, PO Amount is lower than the Req Amount. Click on Req ID icon to access the core Requisition page.
8. In the Maintain Requisitions page, the Pre-Encumbrance Balance shows as 0.00.
Finalize by Distribution Line
Use these steps when finalizing specific requisition lines in the PO.
1. Navigate to Main Menu > Purchasing > Purchase Orders > Add/Update POs.
2. Search PO in Find an Existing Value tab.
3. In the Maintain Purchase Order page, in the Lines area, go to the line item and click on Schedule icon to go to the Schedule page.
4. In the Schedules page, click on Distribution icon to go to the Distribution page.
5. In the Distribution for Schedules 1 page, go to the Budget Information tab. Under the Final column, select the checkbox.
6. Select OK.
7. Click on Return to Main Page link to return to the Maintain PO page.
8. Click on Budget Check icon to run the budget checking process.
10. The final option must be checked for the specific requisition line you have finalized. In this example, PO Amount is lower than the Req Amount. Click on Req ID icon to access the core Requisition page.
11. In the Maintain Requisitions page, the Pre-Encumbrance Balance shows as 0.00.
Closing Purchase Orders
This section describes how to close nonqualified Purchase Orders in PeopleSoft Purchasing. You must be authorized to perform the override function. Access is given to specified list of users at your district. These steps release any remaining encumbrances and sets the Purchase Order status to Complete.
IMPORTANT:
DO NOT override closing a PO if an active voucher is attached. Either delete the voucher or wait until voucher is processed/posted before closing the PO.
Navigation: Main Menu > Purchasing > Purchase Orders > Buyer’s Workbench
1. Navigate to Main Menu > Purchasing > Purchase Orders > Buyer’s Workbench.
2. Click Search.
3. This takes you to the Buyer’s Workbench Filter Options page. A WorkBench ID has been created for you. It will be the same as your district number.
5. Select the following options to retrieve Purchase orders that still have remaining encumbrances. Narrow down your search by entering Chartfield values, as desired.
Receiving: Recv Reqd dropdown field. Select the blank option.
Encumbrance: Open Encumbrances. Select this checkbox to retrieve POs with open encumbrances.
Chartfields tab: Enter district number in the GL Unit field. Enter values in the desired chartfields to use.
Click Search.
6. On the Buyer’s Workbench page, in the List of Purchase Orders table, click on View All link to see all purchase orders retrieved based on your search values.
7. Click on Purchase Order link to access the Purchase Order Inquiry page where you can review the PO to close.
8. Review the PO on this page. In this example, the encumbrance balance is less than the Total PO amount which means that payments have been made against this PO.
9. Return to the Buyer’s Workbench. Do steps 8 and 9 for all other POs to review, if desired.
10. Select one or more PO to close.
11. Click on Close action at the lower portion of the page.
12. In the Processing Results page, the PO ID displays in the Not Qualified group box. Click on Log icon to view the message text why the requisition is not qualified to be closed.
13. Review the message text. In this example, you can override closing the PO because no more payments to be made against it. Close the text and proceed on to the next step.
IMPORTANT:
See below messages on when to proceed with override closing the PO. If you get any messages other than what is listed here, please check with CRC staff before proceeding to override.
The Purchase Order may not be closed because it has not been fully Matched. It means that this PO was created as Amount only and Receiving is not required. This PO has not been fully paid. Close PO if no more payment to be made.
DO NOT use override function on the following message:
The PO Line is tied to active Voucher, therefore it may not be closed. Either delete the voucher or wait until voucher is processed before closing the PO.
14. Click on the checkbox to select the PO and the Override button. These steps are overriding nonqualified POs to be qualified. This moves PO from the Not Qualified group box to the Qualified group box.
15. PO ID now displays in the Qualified group box. No need to select Update Budget Date Equal to Accounting Date. Keep the Accounting Date for Action to today’s date.
16. Click Yes to proceed.
17. Click Yes when you receive this message “Continue to Close POs. (10224, 10)”.
18. You will return to the Buyer’s Workbench where you selected the PO for further processing. The PO Status will now display as Complete and Budget Status is Not Chk’d. Click Budget Check to release the encumbrance.
19. Click Budget Check in the Action area.
20. In the Processing Results page, the PO ID is still under Qualified table. Click Yes.
21. Click Yes when you get this message “Continue to Budget Check POs. (10224, 69)”.
22. You will return to the Buyer’s Workbench page, click on Purchase Order link to access the Purchase Order Inquiry page in a different tab.
23. Purchase Order Inquiry page displays in another browser tab. PO Status displays as Compl for Complete and the Encumbrance Balance is 0.00.
Finalizing the Purchase Order When Processing a Voucher
In this example all of the requisition lines were sourced to the Purchase Order (PO). All items were received for the PO. The invoice amount due was less than the PO but within the 10% Tolerance.
Navigation: Main Menu > Accounts Payable > Accounts Payable WorkCenter > Regular Entry 1. Navigate to Main Menu > Accounts Payable > Accounts Payable WorkCenter > Regular Entry.
2. Prior to saving the voucher, click the Finalize document icon. This will finalize all distribution lines.
Processed Voucher will be the last payment to supplier for this PO.
3. Verify the document was finalized by checking the distribution line.
Voucher for Amount Only Purchase Orders
Navigation: Main Menu > Accounts Payable > Accounts Payable WorkCenter > Regular Entry 1. Navigate to Main Menu > Navigate to Main Menu > Accounts Payable >
Accounts Payable WorkCenter > Regular Entry.
2. Select the Finalize Document icon prior to saving the voucher. This will finalize the voucher as the last payment to supplier for this PO.
NOTE: During the nightly cycle the voucher will be posted and any remaining encumbrance will be released.
3. PO will display a status of Dispatched. Any remaining encumbrance balances will display as zero.
Voucher for Partially Received Items
In this example the total quantity ordered on a PO line item was partially received and the supplier will not be shipping the remaining quantity. All lines of the PO have to be fully or partially received. When the voucher was created, lines were copied using PO Receipt.
Navigation: Main Menu > Accounts Payable > Accounts Payable WorkCenter > Regular Entry 1. Navigate to Main Menu > Accounts Payable > Accounts Payable WorkCenter > Regular Entry.
2. Select the Finalize Document icon, prior to saving the voucher.
NOTE: During the nightly cycle the voucher will be posted and any remaining encumbrance will be released.
3. PO will display a status of Dispatched. Any remaining encumbrance balances will display as zero.
IMPORTANT: Purchase Orders that have Multiple Schedules on a single line item. Select the Finalize icon on the Final Voucher Payment if both schedules are still open and only one schedule has been selected for
payment. Finalizing the Voucher will not liquidate the encumbrance on the open schedule not selected for payment.
4. Purchase Order will have a remaining encumbrance for Line Item 3, second schedule line not selected for payment.
