PeopleSoft Procurement:
Procure-to-Pay Process
Presented by Jocelyn Milla | January 15, 2015
FO R A LL DIS TR IC TS
Objectives
Describe the Procure-to-Pay process
Explain procurement key concepts
Know how to handle various Purchasing scenarios in PeopleSoft
Understand and manage Category Codes
B Y T H E E N D O F T H E S E S S I O N , Y O U W I L L B E A B L E T O :
Create a Requisition
OPTIONAL
Task
Sample Role
Budget Activity
Copy Requisition
to PO
OR
Create PO
Approval
NOTE: More than one level of approval may exist at the district.
1
Step
4 5 6
Budget Check
Approval
NOTE: More than one level of approval may exist at the district.
2 3
School Principal
Procure-to-Pay Process
eProcurement Purchasing
Budget Check
School
Secretary District Buyer District Office
• Pre- encumbers Funds
• Validates Funds are available
School Secretary
• Releases Pre- Encumbrance
• Encumbers Funds
• Validates Funds are available District Buyer
p.4
Dispatch
Task
Sample Role
Budget Activity
Budget Check Voucher
Matching &
Exceptions
7
Step
10 11 12
District SDCOE Commercial Warrants
Receive Goods
Create a Voucher
(PROCESS INVOICE)
8 9
AP Clerk
Procure-to-Pay Process
Purchasing Accounts Payable
Issue AP Warrants
District Buyer AP Clerk AP Clerk
• Validates Funds are Available
• Updates Encumbrance District Buyer
or School Secretary
• Releases Encumbrance
• Creates Expenditure
SDCOE Commercial
Warrants
• Exception must be fixed before warrants can be issued NOTE: Nightly Batch Process may create exceptions.
p.5
Step 1: Create a Requisition
Enter the item details and supplier, then add the item to the cart.
Step 1: Create a Requisition
Enter additional line item(s) if needed otherwise checkout the item(s).
Step 1: Create a Requisition
Expand the line items to enter the shipping and accounting information. Use the Mass Change link if there are more multiple items.
Step 1: Create a Requisition
Enter any requisition comments and
approval justification.
Then, save/submit.
Step 2: Budget Check Requisition
Budget checking will pre-encumber the funds.
Sample Requisition
Step 3: Approve Requisition
The Worklist page will display all requisitions for approval.
Step 3: Approve Requisition
An Approver can edit a requisition.
Select items to view shipping and
distribution details.
Step 3: Approve Requisition
Additional Approver or Reviewer can be added for this requisition.
Approve, Deny or Hold requisition.
Step 4: Copy Requisition to PO
Supplier ID must be entered first when
copying a requisition to a PO.
Step 4: Copy Requisition to PO
Select requisition to copy
based on your Search criteria and select Copy to PO.
Step 4: Copy Requisition to PO
Click Save. The system will generate a PO ID.
Step 5: Approve PO
If Auto Approval is
turned on, PO Status will display as Approved.
Step 5: Approve PO
If Approval workflow is turned on, Purchase Order will display on the PO Approver’s Worklist.
Step 5: Approve PO
The PO Approver can edit the PO.
The PO Approver can view shipping and accounting information by selecting items and the view line details button.
Step 5: Approve PO
Additional approver or
reviewer can be added for this PO. Approve, Hold or Deny PO.
Step 6: Budget Check PO
Click on the Budget icon.
Step 6: Budget Check PO
Funds will be encumbered.
Step 7: Dispatch PO
PO is ready for dispatch if budget status is valid.
Step 7: Dispatch PO
Purchase Order print out can be accessed on the Process Monitor page.
PODISP is the process name for Purchase Orders.
Step 7: Dispatch PO
Purchase Orders can be accessed from Report Manager page.
Step 7: Dispatch PO
This is the Purchase Order.
District logo displays on the top left side of the document.
Step 7: Dispatch PO
Business Unit Comments will display if selected from the Dispatch options.
Authorized Signature displays at the bottom right of the PO.
Step 8: Receive Goods
Search and select for the
Purchase Order to receive the item.
Step 8: Receive Goods
Selecting the Save button will generate a Receipt ID and Receipt status will change to Fully Received.
Step 9: Create a Voucher
Enter Supplier, Invoice Number and Invoice Date.
Then select Add.
Step 9: Create a Voucher
Copy from Source Document to populate line items and distribution information.
Then, Save.
Step 10: Budget Check Voucher
Select Budget
Checking from the
Action list and click Run.
Step 10: Budget Check Voucher
If there are any
budget errors, a link will display next to the budget status.
Step 11: Matching & Exceptions
Select Matching from the Action list and
click Run.
Step 11: Matching & Exceptions
If there are any
exceptions, a link will display next to the match status.
Step 12: Issue AP Warrants
This is a sample warrant.
Step 12: Issue AP Warrants
The bottom portion of the warrant displays the
distribution account for Accounts Payable records.