PeopleSoft Procurement: Procure-to-Pay Process

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PeopleSoft Procurement:

Procure-to-Pay Process

Presented by Jocelyn Milla | January 15, 2015

FO R A LL DIS TR IC TS

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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 :

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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.

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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

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Dispatch

Task

Sample Role

Budget Activity

Budget Check Voucher

Matching &

Exceptions

7

Step

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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.

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Step 1: Create a Requisition

Enter the item details and supplier, then add the item to the cart.

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Step 1: Create a Requisition

Enter additional line item(s) if needed otherwise checkout the item(s).

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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.

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Step 1: Create a Requisition

Enter any requisition comments and

approval justification.

Then, save/submit.

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Step 2: Budget Check Requisition

Budget checking will pre-encumber the funds.

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Sample Requisition

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Step 3: Approve Requisition

The Worklist page will display all requisitions for approval.

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Step 3: Approve Requisition

An Approver can edit a requisition.

Select items to view shipping and

distribution details.

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Step 3: Approve Requisition

Additional Approver or Reviewer can be added for this requisition.

Approve, Deny or Hold requisition.

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Step 4: Copy Requisition to PO

Supplier ID must be entered first when

copying a requisition to a PO.

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Step 4: Copy Requisition to PO

Select requisition to copy

based on your Search criteria and select Copy to PO.

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Step 4: Copy Requisition to PO

Click Save. The system will generate a PO ID.

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Step 5: Approve PO

If Auto Approval is

turned on, PO Status will display as Approved.

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Step 5: Approve PO

If Approval workflow is turned on, Purchase Order will display on the PO Approver’s Worklist.

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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.

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Step 5: Approve PO

Additional approver or

reviewer can be added for this PO. Approve, Hold or Deny PO.

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Step 6: Budget Check PO

Click on the Budget icon.

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Step 6: Budget Check PO

Funds will be encumbered.

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Step 7: Dispatch PO

PO is ready for dispatch if budget status is valid.

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Step 7: Dispatch PO

Purchase Order print out can be accessed on the Process Monitor page.

PODISP is the process name for Purchase Orders.

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Step 7: Dispatch PO

Purchase Orders can be accessed from Report Manager page.

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Step 7: Dispatch PO

This is the Purchase Order.

District logo displays on the top left side of the document.

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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.

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Step 8: Receive Goods

Search and select for the

Purchase Order to receive the item.

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Step 8: Receive Goods

Selecting the Save button will generate a Receipt ID and Receipt status will change to Fully Received.

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Step 9: Create a Voucher

Enter Supplier, Invoice Number and Invoice Date.

Then select Add.

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Step 9: Create a Voucher

Copy from Source Document to populate line items and distribution information.

Then, Save.

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Step 10: Budget Check Voucher

Select Budget

Checking from the

Action list and click Run.

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Step 10: Budget Check Voucher

If there are any

budget errors, a link will display next to the budget status.

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Step 11: Matching & Exceptions

Select Matching from the Action list and

click Run.

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Step 11: Matching & Exceptions

If there are any

exceptions, a link will display next to the match status.

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Step 12: Issue AP Warrants

This is a sample warrant.

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Step 12: Issue AP Warrants

The bottom portion of the warrant displays the

distribution account for Accounts Payable records.

Figure

Updating...

References

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