PeopleSoft Purchasing Forms Training

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PeopleSoft PurchasingForms Training

• Joyce Baltierra
• and
• Mary Ann Evans

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Introduction

• PeopleSoft Purchasing offers a new way of doing
  things, and overall we believe you will find it a
  useful tool.
• Paper requisitions are interim until end-users
  (departments) are trained to enter online
  PeopleSoft requisitions.
• The two new requisition forms we will introduce
  will take the place of all previously used
  purchase/service orders and requests.

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• The change order form will take the place of
  the alteration form.
• All other forms remain the same, but will
  require chartfield information rather than an
  FRS account number.

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Agenda

• During this training we will explain which form
  to use and why, and how to complete each form.
• Please feel free to ask questions at any time. We
  will also be available to answer questions at the
  end of the training.

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Overview

• Understanding your chartfields is extremely
  important in completing requisition forms, as
  well as other forms such as Hospitality and Guest
  Lecturer/Service Provider forms.
• A big difference to keep in mind is that
  PeopleSoft Purchasing is line driven rather than
  document driven. We will discuss this in more
  detail.

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Glossary of Terms

• Default Chartfield Distribution Chartfield
  information that will default to all lines of the
  EZ Requisition and to all or most lines of the
  Standard Requisition and the resulting Purchase
  Order.
• Category Code 5-digit code that describes the
  general type of commodity or service to be
  purchased (e.g. 61500 - Office Supplies/General
  or 64066 - Recycled Paper Products)

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Glossary of Terms

• Dept ID 6-digit code that becomes part of the
  chartfield on the PeopleSoft Purchase Order and
  should identify the department that is actually
  paying for the good and services. Begins with
  D.
• UOM Abbreviation for Unit of Measure.
• Location Default Location (determined by each
  department) or Alternate Location as needed.
• See the expanded version of the Purchasing
  Glossary in your packet of information.

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EZ Requisition

• The EZ Requisition is used when the chartfield
  information defaults to all lines of the
  requisition.
• Default chartfields must be defined by a
  percentage (i.e. 100, 50, 33.33, etc.). The
  total of the percentages must equal 100.
• The EZ Requisition is divided into 5 parts
  Header Information, Default Information,
  Requisition Body, Requisition Bottom, and the
  Continuation Form.

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Requisition Header
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Header Information

• Purchase/Requisition No. will be completed by
  Purchasing
• Identify total number of pages
• Department Name
• Dept ID
• Deliver To Location
• Requisitioners Checklist
• Standard Comments/Notes

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Default Chartfield Distribution
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Chartfield Information

• All fields must be populated.
• Percent of all distributions must equal 100.
• FRS Number This will be used to ensure correct
  translation of the chartfield.
• Account 6 digit code used to classify the
  transaction and is similar to an FRS sub-code.
  660003 is the most commonly used account and
  would be the same as using sub-code 4500
  Supplies and Services.

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• Fund 5 digit alpha-numeric code. General fund
  code AE203 will be most commonly used.
• DeptID - 6 digit code that begins with D.
  Identifies the campus department responsible for
  the transaction.
• Programs 5 digit code used for tracking special
  programs, reimbursed activity accounts, etc.
• Class 5 digit code reserved for special needs
  of departments to track different types of
  expenditures.

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• Project - 6 digit code used primarily to track
  expenditures for capital projects. This field
  will usually be populated as 000000.
• Due Date This is a required field and must be
  entered as month/day/year, i.e. 7/1/04. Provide a
  realistic due date for receipt of items.

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• Text words such as ASAP, Rush, or Expedite are
  not valid values. You may type these types of
  instructions in the Standard Comment section on
  the requisition form.
• If more chartfield distributions are required,
  unprotect the document and insert additional
  lines on the Excel form.
• Some of the formatted cells may not work properly
  after adding lines. Please check your math if
  additional lines are added.

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Requisition Body
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Requisition Body

• Line No. is provided. If additional lines are
  added at the end of the Continuation Form, please
  add correct line number.
• Quantity Enter the quantity to be ordered. If
  you want 100 each, the quantity is 100. For
  services and blanket purchase orders the quantity
  will be 1.
• UOM PeopleSoft has a delivered list of
  acceptable units of measure. You must use one of
  the units of measure provided on this list.

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• Category PeopleSoft has delivered a list of
  commodity codes called NIGP (National Institute
  of Government Purchasing) codes. This is a
  required field.
• The most commonly used category code is 57800 for
  Miscellaneous Products and 96200 for
  Miscellaneous Services.

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• The Category Code handout included in your packet
  of information provides a list of items, their
  associated category codes, account numbers,
  account descriptions and buyer names.
• Each category code has an associated default
  account listed. You may choose to use another
  account instead. The most common default account
  is 660003 Supplies Services.

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• Unit Price The unit price of items being
  ordered should correlate to the UOM.
• Ext Price Extended Price. This is the total
  price for the item being bought (quantity times
  the unit). This is a calculated field for each
  line in the Excel form.

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• Taxable (Y/N) Enter Y for yes if the item is
  taxable. Enter N for no if the item is not
  taxable. The tax field on the paper requisition
  is for your internal reference only. In
  PeopleSoft, tax and shipping charges are
  encumbered only on the Purchase Order, unless tax
  is included as a line item, and will not show up
  online in your requisition pre-encumbrance
  account information.

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• Item Description Enter the narrative
  description of the items to be procured. If more
  space is needed, additional lines may be
  inserted. Lengthy specifications should be
  attached to the requisition and the
  Requisitioners Checklist should be marked
  accordingly.

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Requisition Bottom
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Requisition Bottom

• Suggested Vendor This is required on all
  requisitions. Enter the suggested vendor name,
  address, telephone, fax, name of contact person
  and email.
• Ext Price The extended price will automatically
  calculate for each page exclusive of tax and
  shipping.
• Tax Tax will automatically calculate based on
  your Y or N response in each line. This is for
  your records. PeopleSoft Purchasing does not
  calculate or encumber the tax until the Purchase
  Order is created.

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• Shipping If the shipping amount is firm, enter
  the amount on this line. It will be prorated to
  each line of the purchase order and distributed
  according to the default chartfield. Enter
  shipping as a line item if it is estimated, and
  note that the cost is an estimate. Shipping is
  not taxable. Handling and/or Miscellaneous
  charges should be added as line items, and may or
  may not be taxable.
• Total The total will automatically calculate
  all items plus tax and shipping.

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EZ Continuation Form
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EZ Requisition Continuation Form

• Tabs for continuation form pages 2 5 are at the
  bottom of the EZ Requisition. There are a total
  of 31 lines for items.
• Refer to the instructions for the Requisition
  Body to complete this section.
• If more pages are needed, please remember to
  number the added lines. If you are not familiar
  with Excel, we can walk you through adding
  additional pages.

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EZ Requisition Examples

• Example 1 shows how to complete an EZ Requisition
  with one chartfield distribution.
• Example 2 shows how to complete an EZ Requisition
  split equally between three chartfield
  distributions.

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EZ Requisition with one distribution
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Default Chartfield with 1 distribution
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Requisition Body
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Tax is automatically calculated for all lines
with a Y in the tax field.
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EZ Requisition with 3 chartfields
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Total percentage must equal 100.
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Estimated shipping is added as a line item on
requisitions and is not taxable. Firm shipping
costs may be added at the bottom of the
requisition.
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Shipping is not included in the tax calculation.
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Summary

• The EZ Requisition form is used when the default
  chartfield distribution applies to all lines of
  the requisition. If even one line is different,
  the Standard Requisition form must be used.
• All fields of the distribution line must be
  populated.
• Only the UOMs and Category Codes provided by
  PeopleSoft may be used. These are both required
  fields.
• Adding lines may change cell formats. Check your
  math.

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Standard Requisition Form

• This form is used when multiple chartfields are
  used for different lines on a requisition.
• Lines may be distributed to different chartfields
  based on percent or amount.
• The default chartfield distribution may be
  overridden at the line level.
• The Standard Requisition is also broken into 5
  parts Header Information, Default Information,
  Requisition Body, Bottom of the Requisition, and
  the Continuation Form.

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(No Transcript)
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Header Default Information

• Header
• The Header Information is the same as on the
  EZ Requisition.
• Default Information
• The Default Chartfield Information will apply
  to all lines of the requisition unless
  overridden at the line level.
• All fields must be populated.

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Standard Requisition Body
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Standard Requisition Body

• Information is provided on a line-by-line basis.
• The instructions for completing the Quantity,
  UOM, Category, Unit Price, Ext Price, Taxable
  (Y/N), and Item Description are exactly the same
  as those for the EZ Requisition.
• Distribution refers to the method the funds will
  be allocated on each line. Lines may be
  distributed by percent or amount.

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• Percent This field is provided if an item is to
  be split between multiple chartfields by
  percentage. Any percentage is allowed as long as
  the total distribution for each line equals 100.
• Using the percent field will automatically
  calculate the amount field based on the
  percentage used. If you want the total amount to
  be applied to one chartfield, using 100 will
  automatically populate the amount field with the
  entire extended price.

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• Amount This field is provided if the line item
  is to be split between multiple chartfields by
  dollar amount. Use this field if you want to
  split a line by dollar amount rather than
  percentage. If no specific amount is provided,
  the entire amount will be applied.
• Enter the chartfield for each distribution line
  or Purchasing will use the default values.
• Account, Fund, DeptID, Program, Class, Project,
  and Due Date are populated in the same way as on
  the EZ Requisition.

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• The bottom of the Standard Requisition is also
  the same as on the EZ Requisition.
• The Standard Requisition Continuation Form is
  provided to include additional pages of line item
  requests. All field definitions on this form
  have the same meaning as on the Standard
  Requisition Form.

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Standard Requisition Examples

• Example 3 shows a Standard Requisition with two
  lines, and each line has a different chartfield.
• Example 4 shows a Standard Requisition with one
  line split between two chartfields based on
  amount.
• Example 5 shows a Standard Requisition using the
  default chartfield distribution and has one line
  with a different chartfield distribution based on
  amount.

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Standard Requisition with different chartfields
for each line
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Default Chartfield and Requisition Body
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Requisition Bottom
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Standard Requisition with two chartfields split
by amount
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Default Chartfield Distribution and Requisition
Body
General Fund Account 616.00 (base amount
574.36) Extended Ed account 144.40 (base
amount 134.64) Department requested 616.00 be
charged to General Fund balance to Extended Ed.
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Requisition Bottom
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Standard Requisition using both default
chartfield distribution and line distribution.
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Default Chartfield Distribution
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Requisition Body
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Top of Continuation Form Page 2
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Bottom of Continuation Form Page 2
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Requisition Bottom
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Summary

• The advantage of using the EZ Requisition is that
  it is easier and less time consuming to prepare.
  It gives you the freedom to use more than one
  chartfield distribution without having to enter
  that information on a line-by-line basis.
• Most departments will use the EZ Requisition form
  on a regular basis, but they will occasionally be
  required to use the Standard Requisition form.

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• The advantage of using the Standard Requisition
  is that you may use a default chartfield
  distribution for each line of the requisition,
  but override it as needed at the line level. If
  you are purchasing one item for a different
  department, out of a different fund or class, you
  can easily identify that item and distribute by
  the appropriate chartfield.
• The Standard Requisition form gives you control
  over how you distribute for each line item
  instead of distributing by the total document
  amount.

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Additional Information

• Change Order Request Forms and Instructions are
  included in your packet of information.
• Category Code and Unit of Measure lists are also
  included.
• Forms and Instructions are available on our
  website at
• http//www.humboldt.edu/procure/cms.htm