EMPLOYEE SELF-SERVICE for HR, BEN, PY - PowerPoint PPT Presentation

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EMPLOYEE SELF-SERVICE for HR, BEN, PY

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If you do not enter parameters and just click the Find button, all vendors will be returned. ... selecting the Expand Section button (yellow arrow to the left ... – PowerPoint PPT presentation

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Title: EMPLOYEE SELF-SERVICE for HR, BEN, PY


1
Submitting and Tracking Requisitions
2
  • Agenda
  • Introduction
  • Basic Navigation in PeopleSoft
  • Creating a Requisition in PeopleSoft
  • Ordering
  • Special Request Orders
  • Catalog Orders
  • Managing Requisitions

3
Finance Log In Enter your UVM Net ID and Password
catalyst.uvm.edu
4
  • Basic Navigation in PeopleSoft

5
Navigation in PeopleSoft
Click on the Topic you want from either menu.
PeopleSoft uses a drop down menu to navigate to
various application pages.
While this screen shot shows all of the topics
available in PeopleSoft, the available options
you see will be based on your personal security
level.
6
Click on Sign out to exit
an application.
Click on Home to return to the home page for the
application.
  • Important Notes
  • Always use the PeopleSoft directional navigation
    NEVER use your browser back button.
  • Sign out of the system rather than simply closing
    your browser. (Do not press the X in the upper
    right corner of your screen.)

7
Use Tabs to Navigate.
Opens a Search Window (in this example to search
for the UVM unit of measure).
Opens a Calendar to choose a due date.
8
Opens a Drop-Down Menu to select an option from a
short list.
After making any changes, you must click the Save
and Submit button in order for the system to
process your changes. If you have not completed
all the required fields, the system will prompt
you to enter missing data.
9
  • Create a Requisition
  • in PeopleSoft

10
  • Creating a Requisition is as simple as 1, 2, 3

11
  • Navigation
  • Creating a Purchase Requisition (Special Item
    Request)
  • Click on eProcurement
  • Create Requisition

12
Business Unit, Requester, and Currency fields
pre-populate according to UVM user access.
Note A business unit is created to define
specific guidelines around the processing and
storing of information. Please note that these
are different from the HR business units.
13
This Priority field is not sent to Procurement
Services.
You can use the Requisition Name to sort your
requisitions. This field will only show up in the
requisition itselfit will not be carried over
into any other part of the program or paperwork.
14
Select the Special Request Tab, then select the
Special Item link (equivalent to a regular
requisition in FRS).
15
The Due Date shows the day you want the product
delivered.
Define the item you wish to purchase by entering
the appropriate information into these fields.
16
The Category can be selected from the UVM Catalog
using the Look Up icon next to the category field.
17
This will default Do not change this.
The catalog tree will open high level. 1. Use the
plus sign next to each high level category to
display the categories available. 2. Select the
category you want to use for this item by
clicking on the appropriate link.
18
The Category populates back to this page. Use
the Look Up icon to the right of the Vendor field
to search for a vendor.
19
The Search page allows for multiple parameters to
narrow down your search.
20
If you do not enter parameters and just click the
Find button, all vendors will be returned.
21
Adding the letter o in the Name field will
return all vendors with an o in their name.
22
This example further refines the search by
seeking out all vendors who have an o in their
name and a 2 in their ID number. Once the
appropriate vendor is found, select the blue
Vendor ID.
23
This information, selected in the search on the
previous screen, is automatically entered here on
the appropriate line.
24
If the vendor is not in the Vendor List, you can
suggest a new vendor to be created. Simply click
on Suggest New Vendor.
25
The Suggest a Vendor page will allow you to enter
the necessary information needed for Procurement
Services to contact the vendor and set them up in
the system.
26
After entering the information, click the OK
button.
27
You can see the new vendor name now
displays. Procurement services will get this
message and be able to set this vendor up in the
system for this requisition, as well as for
future use.
28
Note Required fields (marked by an asterisk)
must be completed.
1. Vendor Item ID, MFG ID, and MFG Item ID are
not being used by UVM at this time.
2. The additional information box allows for
special comments / instructions to be entered and
passed on to any or all of the choices below the
box by simply checking on that choice (e.g.
blanket order). If you check Send to Vendor,
this can serve as additional space for the item
description.
3. When finished, select the Add Item button.
29
1. The system opens the new item page again. (At
this point, you are able to add a second item.)
2. To the left, the system will keep a high level
running tally of the requisition you are creating.
3. We will now add a second item.
30
1. We have entered the item description, price,
quantity and category for the second item.
Notice we are using a different vendor for this
item. (PeopleSoft allows for multiple vendors on
one requisition. The purchase orders created will
be created against each vendor.)
2. We can now click the Add Item button to add
this second item to the requisition.
31
For this example we will only add the two items.
Begin by selecting the Review and Submit link at
the top of the page.
Notice the Summary box to the left. Both items
are now showing.
32
Click on this icon to attach any sort of document
file.
In the review section we have the ability both to
take a final look at our lines together, as well
as to make additional changes to the shipping
information or the chart string (accounting
detail).
By selecting the Expand Section button (yellow
arrow to the left of the line) we can open the
details for that line.
33
Line 1 shows the shipping information and the
chart string information.
This information was populated based on the user
preferences of the requester. (Each requester
will be set up with default information. The
requester will not have to enter anything more
than the item information for the item they are
ordering. )
34
If the requester should need to make changes, he
or she has that option.
In this example, we are looking at line 2. What
we want to do is to split the cost of this line
into two different chart strings.
35
Scrolling to the right of the distribution line,
there is a plus sign. Selecting that plus sign
opens a second distribution line.
36
1. In this example, the Distribute by field is
set to Amount. 2. The percent for each line has
been set at 50.
3. Notice that Line 1 remains the requesters
default, and that . . . 4. The second line is
linked to a project.
37
DO NOT CLICK THE CHECK BUDGET BUTTON ON THIS
PAGE
The Save and Preview Approvals button allows you
to save the requisition to be submitted later.
Once the requester is finished reviewing /
editing the lines, he or she will select the Save
and Submit button.
38
The requisition Confirmation page opens. The
requisition ID is created.
HERE IS WHERE WE WILL BUDGET CHECK Click the
Check Budget button.
Note The Submit button is not active because we
have already submitted this requisition.
39
Budget status should change to Valid. This
completes the process to create a Special Item
Requisition.
40
Process for the Depot Catalog Request
41
To order items from UVMs Microcomputer Depot, we
use the PeopleSoft Requisition Process. Use the
same navigation as with the first scenario.
  • Navigation
  • Creating a Purchase Requisition (Catalog Item)
  • Click on eProcurement
  • Create Requisition

42
The same three steps will be used to create the
requisition Define Requisition Add
Items Review and Submit
43
In the Add Item step for the Microcomputer Depot
orders, the requester will select the Catalog
tab, opening a Search page.
44
In the vendor field, the requester will enter
UVM_DEPOT as the Vendor name.
Once this is entered, click the Search button.
45
This will produce the entire list of items the
Microcomputer Depot has available for purchase.
46
Use the check boxes to select the items you wish
to purchase. After selecting the items for
purchase, click the Add button at the bottom of
the page.
47
You will see the Requisition Summary box populate
with the items you have selected. At this time
you can choose to add more Depot items, or select
the Review and Submit button.
48
The requester is now on the Review Requisition
page.
  • Here are the key differences between the catalog
    order for the Microcomputer Depot and the special
    request item
  • The Requester will choose the Catalog tab for
    Microcomputer Depot orders, and the Special
    Request tab for all other orders.
  • The Depot items are already built into
    PeopleSoft. The requester only needs to select
    the item(s) they wish to purchase and all the
    item information will self-populate.

49
1. The requester can open each line using the
Expand Section button to review or modify their
shipping and / or chart string information, just
as they did in the prior requisition example. 2.
Once the requester is finished reviewing /
editing the lines, she or he will select the Save
and Submit button.
3. DO NOT CLICK THE CHECK BUDGET BUTTON ON THIS
PAGE
50
For the Microcomputer Depot orders we will have a
workflow process. This will in no way affect the
requesters work, or the time it will take for
the requester to receive their product. (This
additional step is simply for the Depots use in
order to place and control the orders from their
end.)
The requisition Confirmation page opens. The
requisition ID is created. The requester can see
the next step(s) in the approval of the
requisition.
Note The Submit button is not active because we
have already submitted this requisition.
THIS IS WHERE WE WILL BUDGET CHECK Select the
Check Budget button.
51
Budget status should change to Valid. This
completes the process to create a Depot order
using the Catalog tab.
52
Summary for Depot Requisitions The
Microcomputer Depot will hold the requisition in
their worklist. The requester will not see any
further links activate as the requisition will
never leave the Microcomputer Depot. The
Microcomputer Depot will send a message to the
requester letting them know that their order has
been received and is being worked. Once the
Microcomputer Depot finalizes their ordering
process, and the requester receives their order,
the Microcomputer Depot will cancel these
requisitions. The history will remain in the
system for the requester to view at any time.
53
  • Track System Requisitions
  • Managing Requisitions

54
  • Managing Requisitions
  • How do I view the progress of my requisition?
  • Can I view purchase orders generated from my
    requisitions?
  • How do I obtain detailed information about each
    step of my requisition?

55
  • In managing a requisition you will have a
  • visual overview of the progress of your
    requisition.

56
Business Unit pre-populates based on User
Preferences.
  • Navigation
  • Manage Purchase Requisitions
  • Click on eProcurement
  • Manage Requisitions

57
The Manage Requisitions page is a very useful
tool for the requester to see the exact status of
their requisition in any stage of the procurement
lifecycle. The search page will load with the
search parameters seen here (based on user
access). The requester can change, remove or add
search parameters to find their requisitions. The
requester will be able to answer almost any
question from almost anyone, including the
vendor, regarding the status of their order.
58
The search returns two results with Jeff in the
start of the requisition name field.
In this example we will initiate a search with
Jeff in the requisition name field. This will
pull in all requisitions created with a
requisition name beginning with Jeff. Remember
the first requisition we entered--Jefferson Work?
(As we indicated then, the name is simply a tool
to help the requester manage requisitions. )
59
Using the Expand Section button to the left of
the requisition line, we can see that the
requisition has two lines, and we can see some of
the detail for those lines.
In the requisition lifespan section, the links
will become active as that step in the
procurement process is completed. If the
requester were to select the Requisition
hyperlink here, he or she could go into the
requisition page to see more detail.
60
By simply holding the cursor over the approvals
link, the requester can see if the requisition is
fully approved. The requester can select the link
and see exactly which approver in the workflow
path approved the requisition. Only requisition
lines that have been budget-checked to Valid
status, approved, and have a vendor assigned to
them, will go on to purchasing.
61
After Procurement Services has created the
purchase orders, the Purchase Orders link becomes
active in the requisition lifespan section. The
requester can select this link for further PO
details.
62
Since we used two vendors on this requisition,
there are two purchase orders. The details for
each are shown below. Each requisition line will
have its own PO detail, but if the requisition is
for only one vendor, the PO will be the same on
each line.
63
As Procurement Services completes more steps in
the procurement process, additional links will
activate.
In this example, the vendor invoice has been
received, and payment has been made to the
vendor. (Payment information can be viewed by
selecting the payment hyperlink.)
64
Details about the amount, date, vendor invoice
number and mailing information can all be viewed
here.
65
As we have seen, the Manage Requisitions page
truly allows the requester to manage their
requisition. Many calls to procurement services
will be eliminated due to the quick and easy
access the requester will have to their
requisition and the details of its status.
66
  • Resources

67
catalyst.uvm.edu
URL Address
Footprints
Resources Job Aids Training Manuals Training
Classes
68
Resource
https//footprints.uvm.edu2081/catalystgroup.html
69
Questions
70
Thank You
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