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ePro BSS 8.9 Training Manual - San Diego Unified School District

1. Department begins with Fund Code begins with 4 Class Field begins with Program Code begins with Make sure that the Business Unit field says SDUSD If it doesn t type it in In the Ledger Group field you must either type control or expense Use control if you want to see a general overview summary of the large overview budgets such as 4000 for example Use expense if you want to see one or more specific budget accounts such as 4301 for example In the Department field you must enter the four digit code number for the department that will be paying for the requisition you plan to submit This used to be referred to as the cost center If you want to see a list of all that department s budgets after completing Steps a c above click the Search button in the lower left corner If you want to see specific budgets then you need to fill in as many of the other fields as you wish before clicking the Search button NOTE Best results are usually found when you enter the Account code number into the Account field and the Resource code number into the Resource field After you click the Search button the results are shown at the bottom of the page You may need to scroll down to see them You ll see a list of hyperlink budgets with a separate budget on each horizontal line Click on the budget line you wish to see and its details will appear 10 IT District Wide Ap
2. Tracking Your Orders cccsssssssccccccsssssssssssccccccccsssssssssccccssssesess 66 Managing Y OU Requisitions sciis naea ATE EEEE 68 Editing Requisitions Add or Delete Items ssssscscsscssssssssssscccccccccssssssssccccssccsssscsecs 70 CGICCIIINE GE IRCQUNSINVON Jaca hisc ssiin Gahs does Rect cabal aciacle ceca aise tases thas Seach Res Te Step by Step Exercise Cancel GiREQiUISU1OM sssrin tein ea seein sentdesae AA ATEENA TES 72 ReOpena Canceled Regui ON siz tok nE E E E E E sho E 73 Step by Step Exercise Re open a Canceled Requisition ccccccsccccccccensececcceeeeeseceeeeaeeeseceeeaaeeeeeeseaaes 73 PAPI OVO lS aai a atnclaas asin al Rinna leet ucah ata ca staan cian ahi iaitan aia 74 Step Dy Step EXercise Check Approval Status srei a a 74 Clear Delete Cache Files sssssecacscusssbssenseseckstazsocssbceevenssaebialeaeccussesabecsaubiucwsnesacbbslascscvenseeseuseeis 75 Step by Step Exercise Clear Delete Cache Files irine enina e Oa E 75 How to Get OID osese e aT E LE a 78 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Chapter 1 You Need to Know This eProcurement Overview PeopleSoft eProcurement ePro is an online application also called program or software used by the San Diego Unified School District to order goods and services ePro is used on a computer through the Internet You must have a San Diego Unified School District Employee
3. Search Catalog Favorites Templates Forms We Browse Catalog Select a catalog Assets Items over M hoose from available catalogs in the dropdown list C Catalog Root Node e Navigate categories by clicking folders e View items in a category by ching the categdore ame Step 2a You will see the blank fields of the Special Request screen shown here There is only one Special Request screen that s used to order all Special Request goods and services Catalog Favorites Templates Forms Web Special Request Special item ttem Description Price CUIrency USD Quantity Unit of Measure a Category Due Date vendor ID Suggest New Vendor Yendor ttem ID Mfg ID Mfg tem ID Additional Information Send to Vendor Show at Receipt l Show at Voucher Add Item Cancel Add or Start New Type 53 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Step 2b Fill in the fields as completely as possible The fields that have asterisks are required If you don t know what to enter into a required field you need to find out before you begin a Special Request order If you don t know what to enter into any of the other fields that aren t required that s okay but it s better if you can In the example shown below we re ordering a new laptop computer Computers meet the district definition of an Asset Therefore we must
4. ve done You can change the display to show you any of your own requisitions from any time frame you wish For example you might like to see a list of all the requisitions you submitted during the month of April In order to do this you need to click into the Date From box and change the date to April 1 of whatever year you want Then click into the Date To box and change that date to April 30 Then click the yellow Search button The screen will change its display to show only your requisitions from April 68 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Request Status You can also filter the display further by having it show you only certain types of requisitions You can click into the Request Status drop down menu and choose a filter Examples of filters are Approved Canceled Denied Open etc For example if you only want to see requisitions that are currently Open you can choose that filter from the menu and click the Search button Budget Status Another way you can filter what you see is to use the Budget Status drop down menu Here you can choose to view only those requisitions that have one particular kind of budget status There are three Not Checked Valid or Error Requisition ID This is a hyperlink you can click to view the details of a particular requisition Clicking a requisition s ID number does NOT open the requisition up for editing or anything else It only lets you s
5. Justification Comments I Sendto vendor Shgfat Receipt I Show at Voucher CheckBudget Budget Checking Status Valid C Save as Template H Save amp submit ASave amp preview approvals 9 Cancel Changes 57 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Step 10 This step will save your requisition and let you view who the Approvers are where the requisition will go after you submit it Below the Check Budget button you would click the Save amp preview approvals button l Sendto Vendor Show at Receipt Show at Voucher Fe Check Budget pmm mbecking Status Valid l Save as Templat a Save amp preview approvals f cancel Changes Step 11 The next page you see is the confirmation that you ve saved your requisition and it displays the workflow of the requisition From this screen you would click the Submit button to submit the requisition for approval Confirmation Requested For Debra Sayble Humber of Lines 1 Requisition Name Laptop for Ms Washington Total Amount 1 200 00 USD Requisition ID OO00058066 Business Unit SDUSD Priority Medium Budget Status Valid Requisition Approval v Line 1 Initiated Start New Path COMPUTER IBM THINKPAD Department Approval Single Hot Routed g Judith Brings Single Approver tor Dept Buyer Approval v Line 1 Initiated Start New Path COMPUTER IBM THINKPAD Buyer Approval Hot Routed mo
6. Ludi Brings Department Approval submit Edit Requisition Apply Approval CAanges Check Budget View printable version Manage Requisitions Create New Requisition Our ePro requisition is now completed and on its way to be approved and processed At this point there are several things you can choose to do from this Confirmation page You can gt Click the View printable version link to see and print out a hardcopy of the requisition gt Click the Manage Requisitions link to view that page so you can track other requisitions etc 23 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel gt Click the Create New Requisition link to start a fresh new requisition gt Click the Edit Requisition button to return to the requisition you just submitted so that you can make changes to it if you want and then re budget check it and re submit it NOTE When you click the Save amp submit button three things happen simultaneously 1 It sends the requisition to your department approver your school principal or site administrator 2 It generates an automatic e mail message that s sent to the approver notifying him her that there is a new requisition to view and approve 3 It saves the requisition for you in your own private history page called the Manage Requisitions page More about that later in this manual 24 IT District Wide Applications SDUSD PeopleSoft eProcurement
7. My Shopping Lists Green Book Online Our new and improved search allows you to quickly navigate through our product selection to find exactly what you need Whether you are searching by Keyword or browsing through our product categories our new Search tool allows you to quickly refine by brand price bracket and feature to find what you need in just a few clicks here Click here for more detailed information Our enhancements are designed to improve your Internet Shopping experience with Office Depot Thank you for your business Office DEPOT Taking Care of Business After you click Continue you are brought to this screen Office DEPOT Business Solutions Division Office Supplies Home Bulletin Board Furniture Search for Shopping Cart 0 temis in Cart Subtotal 0 00 View Cart Check Out Shopping Tools Find Printer Supplies Manufacturer Order Tracking gt Orderbyitem My Shopping Lists Office Supplies AY Supplies amp Equipment Basic Supplies Binders amp Accessories Breakroom amp Janitorial Business Cases Calendars amp Planners Custom Printing Desk Accessories Executive Gifts Filing amp Storage Ink Toner amp Ribbons Labels Mailroom Supplies Paper Forms Envelopes Pens Pencils amp Markers Promotional Products School Supplies Green Book Online Step 3 Furniture Bookcases amp Shelving Carts amp Stands Chairmats amp
8. Our Schools eat Proposition MM School d 43 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Next click the Forms link For District Staff Administrative Calendars Directories Employment ED 2 MOKS amp Guides News amp Communication Tools Professional Development Purchasing amp Budgets Technology amp Technical support Then you ll see a list of various types of forms to choose from Forms Campus Crime Stoppers Poster Ethics Code Field Trip Packets Single Day gt Multi Day Fiscal Executive Committee FEC Request for Allocation of Resources pdf doc W HR Forms Migrant Education Mileage Report Nursing Forms School Attendance Review Board SARB School Initiated Placement SIP Form A tAvailable only within the SDUSD network School safety Poster student Discipline Student Photo videosMedia Release Form English 4 Spanish gt Suicide Risk English Spanish Supervisors Report of Injuryiiness4ccident Volunteer Sign in sheet Just click the type of form you want and you can open it on your computer screen to print it out Order a Special Request Item There are two kinds of Special Request items you can order Goods or Services A Good Item is any physical item you can touch as opposed to a Service Item which means paying someone outside the district for
9. there are several things you can choose to do from this Confirmation page 35 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel You can gt Click the View printable version link to see and print out a hardcopy of the requisition gt Click the Manage Requisitions link to view that page so you can track other requisitions etc gt Click the Create New Requisition link to start a fresh new requisition gt Click the Edit Requisition button to return to the requisition you just submitted so that you can make changes to it if you want and then re budget check it and re submit it NOTE When you click the Save amp submit button three things happen simultaneously 4 It sends the requisition to your department approver your school principal or site administrator 5 It generates an automatic e mail message that s sent to the approver notifying him her that there is a new requisition to view and approve 6 It saves the requisition for you in your own private history page called the Manage Requisitions page More about that later in this manual Special Request Orders Special Request goods or services are only to be ordered when the needed items are not available through the regular ePro preset lists Catalog method or Direct Connect NOTE It is very important to search the Catalogs first to verify that the good or service ou want to order is not available there Creating a
10. Academic Hallmarks PRIMARY PO Box 996 Durango Co PRIMARY PO Box 4279 Oceanside CA Suggest Vendor Use the Suggest Vendor page to enter a Vendor you want to use who 1s not listed with the district Vendor Search Mame Country Jusa Q State Suggest Vendor Postal Code b Enter search criteria to find a vendor After you submit the requisition your Buyer will review your suggested Vendor The Buyer will contact that Vendor and attempt to set him up with the district The Buyer will then add the Vendor to the district list before creating a purchase order If the Buyer is unable to purchase what you want from the Vendor you chose the Buyer has the discretion to choose a different Vendor or he she might call you to discuss this with you 45 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Enter the suggested Vendor s name and all other details address phone etc Include an explanation as to why you want to use this Vendor in the Comment textbox When you re finished click the Suggest Vendor button RPL SL A FCL Vendor Name Acme Globes Inc Contact Name George Spelvin Address Information Country USAQ United States Address 1 7849 fain St Address 2 SuiteB S Address 3 City anytown State ca aAa Postal g 0210 Phone Information Phone Type Business x Int l Prefix Telephone z1 3 55 5 456 7 Ext Comments This vendor has excell
11. Open C 40 g0ugp Select Action Go b p000057947 Diploma Covers SDUSD O7 05 2007 Approved 4a 75ugp Select Action m Go In the Select Action drop down menu next to the requisition that has the budget error choose Edit Requisition and then click the Go button e Action dropdown list and click Go Status Budget Total Open Error ap s0USp lt Select Action Go Select Action Approved Walid Check Budget Step 2 The requisition opens up ready for editing Expand the details of the line item with the budget error by clicking its Expand Section icon Requisition Lines Description a io favorites Step 3 Examine the budget code numbers in the Chartfields Make sure they are correct If they aren t delete the wrong ones and type in the correct ones If they are already correct then click the Save amp preview approvals button in the lower left corner That will save the requisition for you indefinitely so you can log out and contact your Budget Analyst for help with resolving the budget problem 62 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel BS JT Detail Details T Asset Information atus Dist Type Location Quantity Percent Amount a Unit Dept Resource s Account Program Class Fund Exte di 00008 1 000 0000 100 0000 100 000 000 00 SDUSD E oos Q 00000 Q Q 4491 1000 Q 41110 Q 01000 Q 00004 Total Amount La Modify Line Shipping Accounting
12. Step 9 When we re done entering the Chartfield information please remember that you must enter a Chartfield budget code string for each and every item on a requisition we need to run the Budget Check process for the requisition To do this in our example we clicked the Check Budget button at the bottom left corner of the Review and Submit screen Upon clicking that button ePro will go into the budget we told it to use pull out the money to cover the requisition order and attach or reserve that money to that requisition This is done so that when the invoice comes in the district will be able to pay the bill Justification Comments aent vendor T gt shgw at Receipt I Sho E Save amp submit Save amp preview approvals Step 10 The budget check process usually takes just a few moments Then we should see a Budget Checking Status that says Valid as long as there are enough funds in the account otherwise you would see a Budget Error more about that later on in this manual Edit Requisition me 1 Define Requisition Ek 2 Add tems and Services Review the details of your requisition make any necessary changes and submit it for approval Business Unit SsOUSD san Diego Unified School Dist Requester 120080 Marina Falter Currency Requisition Hame Diesel Fuel Priority Requisition Lines Line Description Vendor Hame Quantity Uoi bO 1 DIESEL GREEN ULTRA LOW SULF Pinnacle Petroleum Inc 100 0000 Gallon 1 400 140 0
13. This runs the budget check process which will pre encumber the funds Justification Comments Gend to Vendor Shove g Check Budget faue as Template E Save amp submit S Save amp preview app 28 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Step 10 We must now click the OK button to run the budget check Budget Checking will save your requisition in an Open Status 18036 39 In order to perform budget checking on this requisition it must first be saved in an Open Status Press OF to continue vour requisition without budget checking OK Cancel Step 13 We check to make sure that the requisition passed the budget check and received a Valid status and then we click the Save amp submit button 0 Sendto Vendor Show at Receipt Show at Vguetttr si Check Budget Budget Checking l Save as Template Save amp submit a SAVE amp preview approvals oe Cancel Changes Step 14 We then should see the Confirmation page At this point we are finished with this requisition Confirmation Requested For Warina Falter Humber of Lines Requisition Name Pencils for Wain Office Total Amount BBO USO Requisition ID OOQO08B 36K Business Unit SDUSD Priority Medium Budget Status Valid Requisition Approval v Line 1 Pending Office Depot Brand Wood Pencils 2 Medium Soft Lead Pack Of 72 Department Approval Single Pending
14. a new schedule is posted please go to this website http www sandi net peoplesoft training open_lab practice asp 4 Finally the last thing you can do in an urgent situation is contact the currently designated Subject Matter Expert SME in our district s use of eProcurement As of the printing of this manual that person 1s Robin Hoffpauir rhoffpauir sandi net 858 522 5805 78 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel NOTES 79 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel NOTES 80
15. and appearance e Not easily broken damaged or lost in normal use and more economical to repair than to replace Examples of some assets are computers furniture or appliances such as refrigerators Other things like notebooks pencils or food are consumable and therefore are not assets And while a computer mouse for example is non consumable it s not considered an asset because one mouse all by itself when ordering it separately costs less than 500 If you were ordering a mouse as part of a whole computer system package though the mouse would be considered part of that asset That would be true of any component or item being ordered as a package with an asset item In our school district the term Asset Management means managing and tracking the purchase and retention of assets Asset Management is very important because it helps the school district keep its costs down and keep better track of what it owns and uses Beginning from July 1 2007 all district personnel who order any Special Request goods through eProcurement are required to use Asset Management procedures when ordering Asset items These procedures are really pretty simple and in fact make the ordering process easier than it used to be Basically you are provided with a better list of Categories to choose from when creating a Special Request item order You must choose the correct Category that matches up with the item you re ordering When you c
16. eee Select Action 0000057947 Diploma Covers 07 05 2007 Approved Valid D cance Requisitio Edit Requisition View Approvals Create New Requisition Inquire Change Request Inquire Receipts Requisition Report 74 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Step 2 You can then see all the pertinent information about the approval status Approval Status Req Name Tth Grade English Total 90 60 USD Requester Debra Sayble Business Unit SOUSD Entered on OF 2ieo07 Requisition ID 0000057956 Status Approved Priority Medium Requester s Justification No uisification entered by requester Clear Delete Cache Files If you want both PeopleSoft eProcurement and you computer to work well for you you must perform this routine maintenance task on a regular basis Most people find that this works best when they do this task every single day that they use any PeopleSoft applications NOTE If you use any PeopleSoft or other Internet based applications and you don t do this task on a regular basis you will have technical problems with your computer This task is called either Deleting Cache Files or Clearing Cache Files Both names mean the same thing Cache files are also called cookies or temporary Internet files These files are automatically placed onto your computer s hard drive every time you click into any web page on the Internet which of course inc
17. g 42ih Brings Single Approver for Dept SU Edit Requisition Appi Approval Changes Check Budget View printable version Manage Requisitions Create Mew Requisition 29 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Chapter 3 Browse Preset Catalog Lists amp Special Requests Order Items by Browsing Catalogs In the first chapter of this manual we showed you how to use the Basic Keyword Search method to locate and order an item from a preset list a Catalog We ordered diesel fuel In the next exercise below we ll browse through the Catalogs of preset lists of items and order from there Step by Step Exercise Browse Catalogs to Order Preset List Items f TIP Be sure to complete a Budget Inquiry before creating your requisition to verify you have the needed funds in place Please refer to the Budget Inquiry section of this manual to see how to do a Budget Inquiry Step 1 Navigation eProcurement gt Create Requisition In this example we will order some food for the cafeteria Once we have navigated to the Create Requisition screen where we see a blank requisition form we make sure we are on the Catalog screen We click the blue Catalog tab to bring it forward Create Requisition a a Catalog Assets tems over E Z DO NOT USE Then we click to choose the appropriate Catalog to browse in For food items we choose the Items Goods Catalog Web Fa
18. hark Floyd Buyer Approval Submit Edit Requisition Apply Approval Changes heck Budget View printable version Manage Requisitions Create New Requisition After you click the Submit button you could choose to click any of the hyperlinks at the very bottom of the screen to print a copy of the requisition or view your Manage Requisitions page or start a new requisition 58 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Chapter 5 Manage Your Orders amp Help and Support Budget Checking It is CRUCIAL for you to use the correct budgets to pay for your orders Budgets accounts are not interchangeable NOTE You absolutely must budget check every single requisition and verify that the budget status is Valid before submitting the requisition for approval The system will not let you submit a requisition unless it passes budget check first You need to click the Check Budget button to budget check any requisition The Check Budget button is located at the bottom of the Review and Submit screen of a requisition It s important to do this on all new requisitions you create as well as on all old requisitions you may edit for re submission Create Requisition ck 1 Define Requisition Ek 2 Add Items and Services Review the details of your requisition make any necessary changes and submititfor approval Business Unit SsDUSD San Diego Unified School Dist Requester Debra Sayble Curr
19. of CA mandated field that classifies transactions according to purpose or reason for transaction e Class Further categorization of Program field mandated by state of CA required only in particular circumstances e Fund Identifies source of funds for a transaction e Extended Extension of Program field that stores District specific information Pictured here is a typical example of a Chartfield string NOTE the budget code numbers displayed here are for illustrative purposes only and ARE NOT to be used Deptt Resource i Account Program Clase Fund Extended oo03 CQ ooooo Q joo Q 4605 hooo amp aiio amp oroo amp ooon E Notice that the only Chartfield budget code number we don t enter ourselves is the Account number That is automatically entered by the computer based upon the kind of item we are ordering Do not enter any additional code numbers in any other Chartfield textboxes not even zeroes 33 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel TIP If you don t know what budget code numbers to enter into the Chartfields you must obtain that information before creating the requisition otherwise you will not be able to save or submit the requisition TIP You can ask your Site Administrator which budget Chartfield string you must use for any given item on a requisition If your Site Administrator isn t sure ask your school s or department s Budget An
20. some kind of service If the item you want isn t in the ePro Catalogs then you can order it through Special Request TIP If you don t know the Vendor ID you can do a Vendor Lookup Suggest Vendor to choose a Vendor Just be aware that any vendors you use that are not part of our Direct Connect can easily take weeks to ship your order to you To find and choose a Vendor for your item select the Vendor Lookup link On the Vendor Search page enter the name of the Vendor you want to use or the city or state where the Vendor is located Then click Find to see if the Vendor exists in the district s vendor list 44 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Vendor Search Na Academic i Find City Reset Country USA E Suqqest Vendor Postal code Enter search criteria to find a vendor If you see the Vendor you want in the results of your search you can choose that Vendor by clicking on the black checkmark on the right hand side Vendor Search Mame Academic City Reset Country USA a Suggest Vendor Postal Code Your Search returned the list of tems below x select Vendor ES Vendor Details m Customize Find view All HH First 4 4 10 of 44 H Last Hame Location Address City State Academic Book Services Inc PRIMARY 200 Cook St Cartersville GA Academic Communication ASSOC Academic Decathlon PRIMARY 6401 Linda Vista Rd San Diego CA
21. someone else has your Employee ID number AND your personal DWA password that person could possibly do a lot of damage That person could use that information to find out how much money you earn change your personal information such as benefits and deductions and even have your paycheck be automatically deposited into their own bank account NEVER give anyone your password Not Using the Back Button When we use the Internet many of us have the habit of clicking the Back button at the top of the browser window to return to the previous screen or page When you work in any PeopleSoft application it is highly recommended that you never use the Back button The reason for this is that when you click the Back button in PeopleSoft it takes you back to the previous screen but only an old version of that screen if it is even still available It does not refresh your screen so that the previous screen would be updated In fact clicking the Back button can easily make you lose your work by kicking you completely out of the application without saving any work you did Any time you wish to return to a previous screen or page instead of clicking the Back button you need to click a button or hyperlink that will take you back correctly Such buttons and links in PeopleSoft are usually located near the bottom of the screen and are self explanatory Step by Step Exercise Logging Into PeopleSoft Financials The following Steps show how to acc
22. use into the Chartfields Please remember that the code numbers shown here are samples only and should not be copied for use on a real requisition Please note that the Account Chartfield will appear blank 1f the items on the requisition use different Accounts Don t worry about that rest assured that the correct Accounts are being used Then click the Apply button Create Requisition Modify Line Shipping Accounting Line Information Note The information below does not reflectthe data in the selected requisition lines When the Apply button is clicked the data entered on this page will replace the data in the corresponding fields on the selected lines Vendor ID a Yendor Location a Categonr a Shipping Information Ship To a Due Date Attention Accounting Information chartfields1 P Betas s on N Eo E aa Unit ee DeptiD Resource Account Program cress ung Extended pe Bu 1 100 00 sDUshQ o o003 A o oo000 2 0 oo Q 1000 ol 41110 C 01000 Sy ooog OO Apply Cancel Step 5 The next screen you see asks you to make a choice regarding Distribution Change Options It will probably default to All Distribution Lines which is what you usually want anyway So on this page just click the OK button 65 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Distribution Change Options Forthe selected requisition lines apply distribution changes to All Distributio
23. 0 FS SelectAll Deselect All Total Amount 140 00 USO L AP Add to favorites Ea Modify Lines Shipping Accounting ij Delete Justification Comments Check Budget Budget Checking Status Valid i mulate E Save amp submit Save amp preview approva S SE Cancel Changes Find more items NOTE When you budget check a requisition the money to pay for the requisition order is actually taken from the budget at that moment and attached to the requisition 22 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Step 11 Once your Budget Checking Status shows Valid it means that ePro has pre encumbered the funds from the budget account When the money was successfully pre encumbered we could submit the requisition by clicking the Save amp submit button If the requisition does not pass the budget check process then the Save amp submit button will not be clickable BP to YENAL MOWY AL re Step 12 After you click the Save amp submit button you will see the Confirmation page which shows among other things who will be approving the requisition Confirmation Requested For Warina Falter Number of Lines Requisition Name Diesel Fuel Total Amount 140 00 USO Requisition ID 0000061423 Business Unit SDUSO Priority Medium Budget Status Valid Requisition Approval v Line 1 Pending DIESEL GREEN ULTRA LOWY SULFER Department Approval Pending
24. 140 00 SDUSD c KK El EOK c bx Q 4605 KKK ol KK El EOK c EX o Total Amount 140 00 USO 32 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel A Note About Shipping Everything you order on an ePro requisition with the exception of Direct Connect orders automatically comes to the district s Supply Center Warehouse first Then the items are placed on district vehicles and delivered to you at your site When you order things through Direct Connect like from Waxie Office Depot and other vendors your order is shipped straight to you from the vendor bypassing our Supply Center You get your stuff much faster usually within a couple of days once the ePro requisition has been approved Step 8 Next we must enter the Chartfield budget code numbers into the individual Chartfields small textboxes This is how we tell the ePro system which budget account to use to pay for whatever we are ordering It s very important to enter the correct code numbers so the correct money is used School district budgets are designated for certain goods and services by law and cannot be interchanged willy nilly Generally the Chartfields you need to deal with are e DeptID Cost Center e Resource State or Federal Grant number e Bud Ref Budget Reference Project Year for certain multiple year choices e Account Individual object accounts automatically populated can t edit them e Program State
25. 7 Approved Walid OOOO0STS4F Diploma Covers OM0S2007 Approved Valid When you click Go the requisition will open on your screen and you ll be able to edit it You can add or delete items change quantities change Chartfield strings or just about anything else If you want to add more items you simply pick them out from the Catalogs or create Special Request items and add them normally to the requisition If you want to delete items from the requisition you just select the item you want to get rid of by clicking a checkmark into its checkbox and click the Delete button at the bottom of the requisition Requisition Lines Line Description Vendor Hame Quantity UOR 1 ABSENCE EXCUSE FOR PARENTS Graphite 25 0000 Pat DIPLOMA COVER 6 1 2 MOMI Herff Jones 15 0000 Eac Basic Debate ISEN 08442599 Elche 3 0000 Eac Select Alli Deselect All i Te L Add to favorites Ea Modify Line Shipping Accounting i Delete locttinc satin i nm mnnt NOTE If you re working on a Special Request type of requisition you may only be able to edit the Quantity Comments Prices or Due Date of a line item You might not be able to delete Special Request items if a budget check has ever been run on it Remember After you finish editing a requisition you must budget check it again to verify a Valid budget status Finally you must submit the requisition for approval ig TIP Request
26. 7 DONO 30 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Step 2 Then we click the yellow folder with the plus sign Search Catalog Favorites Templates Browse Catalog Selecta catalog items Goods T We look through the sub Catalogs until we find one that is likely to contain the food items we want Then we click on the link for the sub Catalog we want Fleet hitnce Tools Replacement Bus Wash Supplies Food Food Svcs SuppliesiCafe Acct Cost of Sales Cafeteria Fund Inventory Replenishment Step 3 Once we find the item we want to order we enter the quantity we want and then click the Add button on the right to add that item to our requisition Details tem IDs tem Description vendor Mtg Hame Price ABC COOKIES 200 KidSmart PER CASE KIDS Food ae eee Services Inc Step 4 If we wanted to add more items to our requisition we can continue on the same screen searching for and adding quantities of items one after the other But in this case we are just ordering the food alone So the next step is to navigate to the Review and Submit screen We must click the Review and Submit link in the upper right area of the screen 3 Review and Submit o em or service ee 31 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Step 5 Once we arrive on the Review and Submit screen we should give our requi
27. BA San Diego District Standard Unified Sofware Lic School T0000 USD Each 1 000 Add District If you don t want to order any items click the Return to Previous Page link located at the bottom left of the page to return to the requisition When you see an item you want to order you must do two things 1 In the Qty box you must type the number of how many of that item you want and jee Add or 2 You must click the Add button to add that item to your requisition WARNING Do not click the Add button more than once or you will double the quantit you re ordering Adding Direct Connect Items to Your Requisition When using ePro s Direct Connect you will use your Vendor of choice s web site to find items they sell and add those items to your ePro requisition form For example you can order paper towels from Waxie and those paper towels become a line item on your requisition To use Direct Connect you click the Web tab B shown below 16 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Create Requisition Add lines to the requisition specifying the information necessary to procure each item or service Search B C Catalog Favorites Templates Forms Web Special Request Browse Catalog Select a catalog Assets tems over w Choose fom available catalogs in the dropdown list LI Z DO NOT USE Navigate categories by A clicking folders View ite
28. CONDARY SO_GOODS SO_SERVICES Look Up Categories by Their Account Numbers You can also find the correct Categories if all you know is which Account number you plan to use Let s say that you want to order a Special Request item and pay for it with Account 4301 You re not sure which Category is the correct one to use So you look it up by the Account number First you navigate to the Special Request screen and then click the Category Lookup icon 41 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Catalog avori Templates Forms Wek Special Request Special ttem tem Description Price CuUrrency Quantity Unit of Measure Categone Due Date Yendor ID vendor tem ID Mfg ID Next you expand the Search Categories section by clicking its Expand icon Create Requisition Look Up Category Mote You may either Search or Browse to look up the appropriate category Categories Dmi mo Expand section a A Select a catalog SD_ASSETS Catalog Root Node Next you choose to Search By Category instead of by Description Create Requisition Look Up Category Mote You may either Search or Browse to look up the appropri Search Categories Search By Description Categories FC ateg ory S ara Customize Finc Catalog Description Description Next you enter a percent sign and the Account code number into the Search By text
29. E Save amp preview approvals 34 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel NOTE When you budget check a requisition the money to pay for the requisition order is actually taken from the budget at that moment and attached to the requisition Step 11 Once your Budget Checking Status shows Valid it means that ePro has pre encumbered the funds from the budget account When the money was successfully pre encumbered we could submit the requisition by clicking the Save amp submit button If the requisition does not pass the budget check process then the Save amp submit button will not be clickable Ato Venda On AL Py iy Check Budget Step 12 After you click the Save amp submit button you will see the Confirmation page which shows among other things who will be approving the requisition Confirmation Requested For Warina Falter Number of Lines Requisition Name Food for Cafeteria Total Amount 140 00 USD Requisition ID 0000061423 Business Unit SDUSD Priority Medium Budget Status Valid Requisition Approval Line 1 Pendina ABC COOKIES 200 PER CASE Department Approval Pending Lud Brings Department Approval submit Edit Requisition Apak Approval changes Check Budget View printable version Manage Requisitions Create Mew Requisition Our ePro requisition is now completed and on its way to be approved and processed At this point
30. Floor Mats Chairs Desk Accessories Desks amp Workcenters Drafting Tables amp Chairs File amp Storage Cabinets Furniture Collections Home Furniture amp Furnishings Lamps amp Light Bulbs Metal Vertical Files Office Furnishings Tables Logou Welcome USER of SAN DIEGO Technology Technology Batteries Cables Surge amp Power Protection Cameras amp Imaging Computer Upgrades amp Add Ons Desktop Computers Electronics Ink Toner amp Ribbons Memory Storage amp Media Miscellaneous Monitors amp Projectors Networking Notebook Computers amp Tablets Office Machines Phones amp Accessories Printers Scanners Copiers amp Faxes Shredders Software amp Books In the example shown here we chose to order five packages of Office Depot brand pencils 26 IT District Wide Applications Office DEPOT Business Solutions Division Office Supplies Shopping Cart 1 temis in Cart Subtotal 6 60 View Cart Check Out Shopping Tools Find Printer Supplies Manufacturer aj 60 Order Tracking S Orderbyitem My Shopping Lists Green Book Online Step 4 SDUSD PeopleSoft eProcurement for BSS Personnel Welcome USER of SAN Home Bulletin Board DIEGO USD Tech Depot Furniture Search for Search gt Shopping Cart Technology Please review the contents of your Shopping Cart If you do not want to purchase an item at this time select the r
31. Identification number and a personal DWA District Wide Applications password set up before you can log into ePro to use it You can log in and use ePro from any computer anywhere as long as that computer meets the minimum requirements It must have Microsoft Internet Explorer version 6 0 or higher and it must have fast reliable Internet access not dial up We use ePro to create and submit a form called a Requisition The requisition is used to order things we want to buy After we put what we want to buy on the requisition we then have to include which budget s to use to pay for the order Once we get the money in place by a process called budget checking we submit the requisition so that our Department Head can approve it and let it be processed After the requisition is processed by our Purchasing Department we receive what we ordered Direct Connect Waxie Office Depot and other Vendors It used to be that we had to order things from certain vendors through their own websites and we couldn t place orders with those vendors through eProcurement Now we order things from common district vendors such as Office Depot and Waxie by using the ePro software This ePro feature is called Direct Connect When we order things through Direct Connect we still get the same discounts we always got and we get our orders quickly within a couple of days usually ePro Requesters and Approvers A Requester is any district emplo
32. In this example we will order something from Office Depot Create Requisition ok 1 Define Requisition Bs 2 Add Items and Services En Add lines to the requisition specifying the information necessary to procure each item or service Search Catalog Favorites Templates Forms Web Special Request Logo Merchant Description Educational supplies and materials for schools and teachers DPI Lakeshore Learning products denigred with lrareing if mind Office Office Depot Business Resources DEPOT Review and Submit 25 IT District Wide Applications Step 2 SDUSD PeopleSoft eProcurement for BSS Personnel Once you arrive at the vendor s web site you can go ahead and select the items you want Each vendor s web site is slightly different but the procedures are basically the same you look through the lists of their products and click to choose the ones you want For Office Depot just click the red Continue button in the upper right corner Office DEPOT Business Solutions Division Office Supplies Search for Bulletin P ard Furniture Tech Depot erint baked Welcome USER of SA DIEGO US Technology Shopping Cart 0 temis in Cart Subtotal 0 00 View Cart Check Out Shopping Tools Find Printer Supplies Messages From Office Depot NEW TO THE WEBSITE Find products FAST with our enhanced Search Manufacturer 60 Order Tracking 9 Orderbyitem
33. OTE the budget code numbers displayed here are for illustrative purposes only and ARE NOT to be used ee ee U el Dept Resource i Account Program Clase Fund Extended 0003 Q ooo Q joo amp 4605 1000 Q 1110 amp 01000 amp ooo S Notice that the only Chartfield budget code number we don t enter ourselves is the Account number That is automatically entered by the computer based upon the kind of item we are ordering Do not enter any additional code numbers in any other Chartfield textboxes not even zeroes TIP If you don t know what budget code numbers to enter into the Chartfhields you must obtain that information before creating the requisition otherwise you will not be able to save or submit the requisition TIP You can ask your Site Administrator which budget Chartfield string you must use for any given item on a requisition If your Site Administrator isn t sure ask your school s or department s Budget Analyst Important Note about Requisition Chartfields Budgets It is critical for you to use the correct budgets to pay for your orders Budgets accounts are not interchangeable Paying for orders with the wrong budgets is a serious mistake and will cause problems for you later 21 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel NOTE If you aren t sure which Chartfield budget codes to use on a requisition ask your office staff or your Budget Analyst
34. Special Request item on a requisition should be your last resort Yor TIP Most district forms can ONLY be ordered through the ePro Catalogs method If the form you want is not in the ePro catalogs then it has been removed and placed on the district s website as an online form you must print out yourself You may not at any time order a district form as a Special Request item To begin a Special Request requisition you start by clicking the Special Request tab from a fresh blank Create Requisition page Navigation eProcurement gt Create Requisition 36 IT District Wide Applications Create Requisition 1 Define Requisition Ck Add lines to the requisition specitving the information g esse peal CUTE each item or service special Request A N fos from available E a Catalogs in the dropdow Search Catalog Favorites Templates Forms eb Browse Catalog Select a catalog Assets tems over E Catalog Root Node SDUSD PeopleSoft eProcurement for BSS Personnel Caer ones Se Fe ke F P EF i LES J Navigate categories by clicking folders Yiew items in a category clicking the category na e Wse the checkboxes to s categories to search bel You can create three different types of Special Request items Assets Goods or Services Assets are Goods but they also possess special characteristics that place them apart from other Goods Assets are defined in detai
35. Unit SDUSD San Diego Unified School Dist Requester 130086 Debra Sayble Requisition Name Laptop for Ms Washington Reeuisition Lines Line Description Vendor Name cy 1 COMPUTER IBM THINKPAD Arey Jones Educational Solutions a E Select All f Deselect All L 9 Add to favorites 3 Modify Line Shipping Accounting J Delete Justification Comments l Sendto Vendor Show at Receipt Show at Voucher fr Check Budget Step 6 1 0000 Each Currency USD Priority Medium v 1 200 00 3 1 200 000 Total Amount 1 200 00 USD You will need to scroll the page over somewhat to view the part of the Chartfield string you need DeptID through Extended Then you would type in the budget code numbers to complete the string please note that the budget numbers used in this example are NOT to be used for real You must use your own Department s or school s budget codes Medium x Vendor Hame Quantity UOM Price Total PAD Arey Jones Educational 1 0000 Each 1 200 000 1 200 00 B Solutions er Reqs V Override Suggested Vendor Due Date 99 26 2007 Bi Quantity 1 0000 Ship To 0000A Q Washington Priority SpeedChart Q Asset Information ype Location Quantity Percent Amount GL Uni DeptiD Resource Account Program Class Fund Extended ER Unit ooooAaQ 1 0000 100 0000 1 200 00 SDU Q araaqount 1 200 00 USD 3 Modify Line Shipping Accounting F Delete Step 7 Q ooo
36. action on a requisition make a selection from the Action dropdown list and click Go Requisition Name 0000057959 4th Grade Math Books 07 13 2007 Open Not 1 345 92USD lt Select Action eee Go Chk d 0000057958 Laptops for Office 07 13 2007 Canceled Not Chk d Select Action Check Budget 0000057957 For Mr Dobbs 07713 2007 Open Valid Edit Requisition Re C seen al Requisite 0000057956 7th Grade English 077 1232007 Approved Valid 0000057947 Diploma Covers 07 05 2007 Approved Valid a E Step 2 Click the Reopen Requisition button 73 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Requisition Details for Debra Sayble Business Unit 5SDUSD Date 07132007 Requisition Hame Laptops for Office Status Requisition ID 0000057958 Total 3 642 00 Line Hem Description District Standard Entry Level District Standard Entry Level eanceled 1 214 000 Each 3 0000 3642 00 Laptop Macho fvou would like ta Resubmit this Requisition first click the Reopen Elsen button i and then select the Edit Requisition trom the Manage Requisitions pases Once you are atthe Requisition Summary page click the Save ape ubrit aT Return to Manage Requisitions Reopen Requisition Step 3 The requisition will open up and be available for any editing you want to do You must now edit then budget check get a Valid budget status and submit the requisition Approval Status You can see t
37. allon 1 0000 Etana Select All Deselect All L Etada Fd Add to favorites compare 18 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel We decide we want to order 100 gallons of diesel We delete erase the default quantity of one and type in the number of gallons we want Show Images First 1 4 of 1 Last E curr uom Quantity Add EHA d Step 3 Then we click the Add button once to add the 100 gallons to our ePro requisition as a line item show Images Step 4 If we wanted to add more items to our requisition we can continue on the same screen searching for and adding quantities of items one after the other But in this case we are just ordering the diesel alone So the next step is to navigate to the Review and Submit screen We must click the Review and Submit link in the upper right area of the screen ervices 3 Review and Submit Ao Step 5 Once we arrive on the Review and Submit screen we should give our requisition a name We click inside the Requisition Name textbox and type a name we create ourselves Create Requisition Business Unit Requester Requisition Name Diesel Fuel Requisition Lines Line Description bP 1 DIESEL GREEN ULTRA Oww SILE 19 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Step 6 Now we need to enter the budget code numbers also called Chartfield String that will tell t
38. alyst Important Note about Requisition Chartfields Budgets It is critical for you to use the correct budgets to pay for your orders Budgets accounts are not interchangeable Paying for orders with the wrong budgets is a serious mistake and will cause problems for you later NOTE If you aren t sure which Chartfield budget codes to use on a requisition ask your office staff or your Budget Analyst Step 9 When we re done entering the Chartfield information please remember that you must enter a Chartfield budget code string for each and every item on a requisition we need to run the Budget Check process for the requisition To do this in our example we clicked the Check Budget button at the bottom left corner of the Review and Submit screen Upon clicking that button ePro will go into the budget we told it to use pull out the money to cover the requisition order and attach or reserve that money to that requisition This is done so that when the invoice comes in the district will be able to pay the bill Justification Comments E Save amp submit ao Save amp preview approvals Step 10 The budget check process usually takes just a few moments Then we should see a Budget Checking Status that says Valid as long as there are enough funds in the account otherwise you would see a Budget Error more about that later on in this manual amplate E Save amp submit E Cancel Changes Find more items
39. ame Requisition ID Q Request Status All but Complete 7 Budget Status Date From 07 06 2007 BI Date To 07 1 3 2007 Bi Requester 130086 Q Entered By Q pon Q Search Clear Requisitions To view the lifespan and line items for a requisition click the Expand triangle icon D To edjtonperorm another action on a requisition make a selection from the Action dropdown list and click Go ae Reg ID Requisition Name BU Status Budget gt 000057956 th Grade English SDUSD 07 12 2007 Approved Valid g0 e0Usp lt Select Action Go There are 9 stages in the Request Lifespan The stages and their definitions are e Request details about a submitted requisition its items budgets etc 66 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Approve shows the individual s and or department s that need to approve the requisition Inventory decides if the requisition is currently a stock item or if the requisition needs to be ordered by a district Buyer The ePro system automatically determines this Purchase Order purchase order status Change Request if you want your order changed in any way you can contact the Purchasing department and ask them to do a Change Request as long as the order has not yet been sent to the Vendor Receiving shows all receipts of items that have been received at the Supply Center Returns RTV processes are followed If you want to return
40. an item you must ask the Purchasing department to do it for you Invoice shows the PO lines both the voucher and the receiver lines Payment shows payment inquiry and results The illustration below shows a Request Lifespan for a typical requisition that has completed the first two stages it s been submitted and approved by the Department Head or Principal Icons that are brightly colored indicate that the requisition has passed that stage Icons that are gray indicate that the requisition hasn t reached that stage yet or that the requisition skipped that stage because it was unnecessary anage Requisitions Search Requisitions To locate requisitions edit the criteria below and click the Search button Business Unit SDUSD a Requisition Hame English T tbooks Rm 420 2 2 2 Requisition ID q Request Status All but Complete Y Buagetstatu Date From 07 06 2007 Date To oznaz0o07 Requester 20086 oo Q Entered By fo Q pop o Q Search Clear Requisitions To view the lifespan and line items for a requisition click the Expand triangle icon To edit or perform another action on a requisition make a selection from the Action dropdown list and click Go Requisition Hame BU Status Budget QO00057956 7th Grade English SDUSD OFM 2 2007 Approved Valid 90 60USD Select Action gt Gol Requester Debra Sayble Entered By Debra Sayble Priority Mediurn Request Lifespan B m ff aK 5 j Requisit
41. arn index asp 2 Youcan also view a PeopleSoft Online Tutorial These tutorials are animated and narrated video clips our district s training team created just for you The tutorials step you through how to do things in ePro using a simulated website that looks and acts like the real ePro You can just watch the tutorial or you can click along with it in a hands on exercise to learn or just to refresh your memory how to do different ePro tasks You can use these tutorials from any PC computer with a good Internet connection no dial up The tutorials don t run on Macintosh computers To access one of these tutorials you must be logged into PeopleSoft Financials be on the screen where you need help and click the Help hyperlink in the upper right corner To learn more about how to find and use these tutorials go to this website http www sandi net peoplesoft readandlearn elearning index asp 3 For face to face assistance you can attend the next available Open Lab session Open Labs are free help clinics No appointments are ever needed Open Lab is a walk in first come first served place Just be sure to bring with you all pertinent information concerning the issue you want help with A district eProcurement expert will be there at the Open Lab waiting for you You can sit down with the expert at a computer and receive customized one on one assistance For details on when and where Open Lab will be taking place each month
42. artment site has not allocated money into that budget or has not activated it yet 60 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Solutions to the Above Common Scenarios 1 Follow this navigation path to double check that all the Chartfield code numbers are correct Click the Review and Submit tab at the top of the requisition Next click the Expand Section icon e just to the left of the description of the line item on the Review and Submit screen This will expand the item s details to display the Chartfield string for that item Edit Requisition Ek 1 Define Requisition Ze 2 Add Items and Services Review the details of your requisition make any necessary changes and submit it for approval Business Unit SRUSD San Diego Unified School Dist Requester 130086 Debra Sayble CUMrency Requisition Name 7th Grade English Priority Rem etion Lines Lins Description Vendor Hame Price Prentice Hall Literature G Prentice Hall Allyn amp Bacon 10 0000 Each 9 060 Meleci All f Deselect All Total Amount L Add to favorites Ea Modify Line Shipping Accounting ij Delete 2 Edit the Chartfields as needed so that they contain the correct budget code numbers There are look up screens next to each Chartfield box see the magnifying glass icons to the right of each Chartfield You can use these icons to search for other codes Dept Resource Account Program oo Fund Exte
43. atalog Favorites Templates Forms Web Special Request Browse Catalog Select a catalog Assets tems over Choose from available macete teme aver oun catalogs inthe dropdown list m a mma ee aii RS Mavigate categories by tems Services clicking folders Textbooks Elementary View items in a category by Textbooks Secondary clicking the category name Lise the checkboxes to select categories to search below Next you click the small yellow folder with a plus sign on it Catalog Favorites Templates Forms Browse Catalog A list of sub Catalogs opens up to you To view the list of items within a sub Catalog click on the sub Catalog s linked name 15 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Printers L4b40 Computer Sofware G4b40 Computer Sofware L4b40 Ooovggag Yo oe oe oe oy The list of items within that sub Catalog will appear at the bottom of the screen You may have to scroll your computer screen up to see the list Details tem IDs litem Description Vendor Mfg Hame Price Curr VOM Quantity Computer Apple 17 Apple a nnn iMac Des Computer 1204 000 USD Each 1 000 Et Add Inc Apple Computer 1582 000 USD Each 1 000 E Add Inc Computer Apple High End Lapt Computer IBM Arey Janes eA aU acta 974 000 USD Each 1 000 Ead Arey Jones Thinkpad R61 P 1634 000 USD Each 1 000 E Add Computer I
44. b acosccusenssesteshiretendeniainieeadeaenasnseeeytnateasanbedeaeas tase RR 39 Look Up Categories by Their Account Numbers oicccccccscccccccseneeeceecceeeeeeeeeecaseeeeeeeaaeeeeeeeaaeaeeeeesaaaasees 4 GeT Orms TOUS MANC DISTICE W CD SUG a e e E sams ceteneh ems 43 Ordera Special Request Items aneres eaaa ai aE aa aai 44 UO REST V CHOON cra i EE E a E a E 45 Orde rino d SEVI Ceresin N a A 46 Step by Step Exercise Special Request Ordering a Service cccsccccccccsseecccceceeeecsceeecasseseceesaaeesseeeas 46 CHAPTER 4 ASSE Sunen a a E A 52 Assets What Are They and Why Does it Matter secssscecccccscccccccossecccccssecccccsseccecsssecceeo 52 Step by Step Exercise Order an Asset Item Special Request GOOdS ccccccccssseeeeeseeceeeeeeeannsssseees 53 CHAPTER 5 MANAGE YOUR ORDERS amp HELP AND SUPPORT 59 BUuGget O EE A T EE E E E E E E E O E E E E RA 59 What to do if the Budget Checking Status says ERROR sccsccsescecccecssccecsecesscscessesssessee 60 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Step by Step Exercise Fixing a Budget Error wiccccccccccccccccsssscccccecneseeseeeeeaeeeeeeeeeeeeseeeeeeaeeseseesaaaaeseeeeaas 61 Enter Budget Once for Whole Requisition sscsccsccccssssssssssscccccccssssssssssscccssssssssscsees 63 Step by Step Exercise Enter Chartfields Once for Entire R QuiSition cccccccccccccceeseeceeeeceeessseeeees 63 Request Lifespan
45. be sure to choose the correct Asset Management category at the right time Create Requisition lk 1 Define Requisition Bs Add Items and Services Add lines to the requisition specitying the information necessary to procure each item or service Search Catalog Favorites Templates Forms Web Special Request Special tem tem Description COMPUTER IBM THINKPAD Price B 1200 Currency USD Quantity 1 F Unit of Measure EA a Category D JA_COMP_EQUIP_Q Due Date oar2672007 Vendor ID OOOOOUNS 23 EL Arey Jones Educational Solutions Sucdest New Vendor vendor tem ID Mfg ID A Mig tem ID Additional Information For questions on this order contact Debra Sayble at 619 555 1234 atvVilshire Crest Elementary e Wie need new computer laptop setup for new employee at our site A Item Description When ordering assets use this format 1 Type with all capitals 2 The very first word must be a noun that tells what it is Examples CAR or REFRIGERATOR or FURNITURE 3 The second word should be the make or manufacturer Examples HONDA or KENMORE or VIRCO 4 The third word should be the name of the model or other description of the exact item Examples CIVIC or ULTRA 5000 or 3 DRAWER SHELF When ordering goods that are not assets or when ordering services try to follow the same format for Item Description if you can B Price Enter the dollar amount per unit Do not include commas but y
46. box and click the Find button 42 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Create Requisition Look Up Category TET mor YOUr special request Find i a dl Categories Customize Fired 1 i of H ee ae Catalog Category a ta in Search Categories Search By Category 4301 T i E ra Categories Customize Fined First 4 1 of 1 A Last e a 18D GOODS GDS 4301 Instructional Supplies Ses To select that Category for your Special Request item simply click on the link itself either click on the Category link such as GDS_ 4301 or on the Description link such as Instructional Supplies You would then be returned to your requisition and be able to continue your order Get Forms through the District Web Site You can find some district forms by using ePro s basic keyword search on the Catalog page However many district forms that used to be in eProcurement have been removed and placed on the district s web site Instead of ordering those forms through ePro all you have to do is navigate to the form on the web site and print it out from there If you can t locate a form you want in ePro then you ll probably find it on the web site and vice versa To locate a form on the district web site you must first click the For District Staff link About the District Board of Education ae j Ti L 4 ee T For District Staff E Offices amp Departments
47. cise walks you through how to order a preset Catalog item by using the Basic Keyword Search method 17 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Step by Step Exercise Order Pre Set Catalog Items 3 TIP Be sure to complete a Budget Inquiry before creating your requisition to verify you have the needed funds in place Please refer to the Budget Inquiry section of this manual to see how to do a Budget Inquiry Step 1 Navigation eProcurement gt Create Requisition In this example we will order some diesel fuel Once we have navigated to the Create Requisition screen where we see a blank requisition form we click inside the Search textbox near the top of the screen and type a word for what we are looking for We also type a percent sign in front of and behind the word The percent signs help ePro to look for what we want Create Requisition Select a catalog Assets tems over E Z DO NOT USE Step 2 Once the item we want appears on the screen we decide how much of it we want The default quantity is always one unit In this case the default quantity is one gallon Search P diesel 4 Search Catalog Favorites Templates Forms vWeb Special Request Search Results Catalog 1 Results Sort tems Show Images tem Description tem Description Vendor Hame Manufacturer Price Curr UOM DIESEL GREEN ULTRA LOVY Pinnacle Petroleum E SULEER ine 1 400 USD G
48. e Office Depot and other vendors your order is shipped straight to you from the vendor bypassing our Supply Center You get your stuff much faster usually within a couple of days once the ePro requisition has been approved Step 8 Next we must enter the Chartfield budget code numbers into the individual Chartfields small textboxes This is how we tell the ePro system which budget account to use to pay for 20 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel whatever we are ordering It s very important to enter the correct code numbers so the correct money is used School district budgets are designated for certain goods and services by law and cannot be interchanged willy nilly Generally the Chartfields you need to deal with are e DeptID Cost Center e Resource State or Federal Grant number e Bud Ref Budget Reference Project Year for certain multiple year choices e Account Individual object accounts automatically populated can t edit them e Program State of CA mandated field that classifies transactions according to purpose or reason for transaction e Class Further categorization of Program field mandated by state of CA required only in particular circumstances e Fund Identifies source of funds for a transaction e Extended Extension of Program field that stores District specific information Pictured here is a typical example of a Chartfield string N
49. e Applications SDUSD PeopleSoft eProcurement for BSS Personnel Next we would look through the list to find the right Category In the example we have here ordering a computer printer we would look for Computer Equipment Since the printer we re ordering costs less than 4 640 we should choose Computer Equipment L4640 We would click on that Category and then we would see this screen note the circled Category Catalog Favorites Special tem tem Description Price Quantity Categor Vendor ID Vendor item ID Mig ID Mig tem ID Templates Forms Web Special Request PRINTER HEVLITT PACKARD COLOR LASERJET 4600 ii Unit of Measure EA aA A_COMP_EQUIP_ C Due DAE 10715 2007 Office Depot Suggest Mew Vendor Additional Information For questions on this order contact Debra Sayble Thornbrugh at 619 555 1111 atvvilshire Crest Elementary Our old computer printer died and is non repairable so we need anew one for our site Send to Vendor Show at Receipt Show at Voucher Cancel Add or Start New Type Add Item That s how to locate an Asset Category To locate other Categories we would choose a different Catalog from the Select a catalog drop down list Create Requisition Look Up Category Mote You may either Search or Browse to look Up the appropriate cate t Search Categories Browse Category Tree Select a catalog SO_ASSETS Catalog Foot sD BOOKS El SO_ Books SE
50. e can fill them in as shown here note that the Account Chartfield is already populated for us and cannot be edited Also please note that the budget codes shown here are an example only and should NOT be used on a real requisition pept Resource E ef Account Program clase Fund Extended 0003 Q ooo El 00 ay 1000 Q 410 jo1000 A ooon El Step 8 Now we must run the Budget Check process on the requisition This procedure will pre encumber the funds that will pay for this order All ePro requisitions must pass the Budget Check process successfully before they can be approved and processed Towards the bottom of the screen click the Check Budget button PeT Vendor TSteu at Receipt Show at Voucher Check Budget Save amp Submit a Save amp preview approvals 3 Cancel Changes Step 9 The Budget Check ran successfully Notice that the Check Budget button is no longer clickable so we can t accidentally pre encumber funds twice Also note that the Budget Checking Status reads Valid l Sendto Vendor Show atReceipt Show at Voucher FE Check Budget Budget Checking Status Valid Save as Template Save amp Submit wa Save amp preview approvals Cancel Changes 50 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Step 10 The next thing we need to do is save and preview the requisition before we submit it This is not necessary b
51. e encumbered 69 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel e Completed means the requisition itself has completed its entire cycle This does NOT necessarily mean that you have received your order at your site Budget This shows what the status is of the budget being used to pay for a given requisition Please see the Budget Definitions below Budget Definitions e Not Chk d means the budget check process has not been run yet All requisitions must pass budget check before they can be submitted e Valid means the requisition has passed the budget check process successfully and money has been pre encumbered for it e Error means the budget check process has been run but the requisition has not passed This usually means there isn t enough money in the budget to cover the cost of the requisition No requisition can be approved or processed until it passes the budget check process Total This shows the total dollar amount of a requisition but without the sales tax Sales tax is added when the Purchase Order is created later on Select Action This is a drop down list where you can choose to perform an action on your requisition The choices in this list may change they depend upon the status of the requisition The further along the requisition is in its life the fewer choices you ll have to do things to it Editing Requisitions Add or Delete Items A requisition can be r
52. e etice and discounts for educators Suggest Vendor Cancel After you have your Vendor selection arranged and you re finished adding items to the requisition you must complete the requisition by budget checking it and then clicking Save and Submit Ordering a Service If you want to order a Service instead of a Good the following shows how to complete such a requisition Step by Step Exercise Special Request Ordering a Service 2 TIP You should always complete a Budget Inquiry before creating any requisition to ensure you have enough funds in the budget you want to use to pay for it Otherwise there is a chance you may not be able to complete the requisition correctly and you may not get your order Step 1 Navigation eProcurement gt Create Requisition Click the Special Request tab 46 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel PeopleSoft Menu is 7 eProcurement a PES gt Buyer Center z Create Requisition Create Requisition Manage Requisitions Home VVorklist Add to Favorites Sign out Ck 1 Define Requisition Ek 2 Add Items and Services 3 Review and Submit Add lines to the requisition specifying the informatio gece Bye each item or service re Search Q Search Catalog Favorites Templates Forms eb Special Request Requisition Summary Browse Catalog There are no lines on this Select a catalog Assets Items
53. e price is below 4 640 and our local sales tax is added to that amount the total will end up being under 5 000 If we order an item whose price is at or above 4 640 and our local sales tax is added to that amount the total will end up being 5 000 or more Tracking which assets cost less than or more than 5 000 is something our Accounting folks need to know hence we must choose the appropriate asset category that is either G4640 or L4640 for Greater than or for Less than Goods Goods are physical items Some Goods are Assets and some are not For example computers and refrigerators are Goods and they are also Assets Pencils and books are Goods but they aren t Assets Services Services are tasks performed by people who are not district employees For example if we had to hire a speaker to deliver a lecture to a group of teachers for professional development that would be considered a Special Request Service item Another example is if we had to pay for a contractor to come to our site to trim trees or to repair a machine of some kind 38 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel How to Find the Right Special Request Categories Look Up Categories by Their Names Here is what the screen looks like when you need to choose a category for a Special Request item you want to order the category area is circled Create Requisition ak 1 Define Requisition i 2 Add Items and Ser
54. ePro requisitions submitted against this account that have not yet become purchase orders e Available Budget Total amount of available money remaining in this account 11 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Anatomy of an ePro Requisition An ePro requisition is an electronic online form used to order goods and services We add items we want to order onto the requisition tell the requisition which budget s to use to pay for the items budget check the requisition reserve the funds to pay for the requisition and then we submit the requisition for approval and processing Here is a picture of a blank ePro requisition form when we first see it Create Requisition 3 Review and Submit Add lines to the requisition specifying the information necessary to procure each item or service Search Q Search Catalog Favorites Templates Forms Web Special Request Browse Catalog Select a catalog EEERIERICHEEIEN Choose from available catalogs inthe dropdown list d Z DO NOT USE Navigate categories by clicking folders View items in a category by clicking the category name lse the checkboxes to select categories to search below Search Catalog search contains all ofthe following search fields entered Q search Description Search Settings Manufacturer Manufacturer s item ID Vendor Vendor tem ID Item ID UPN ID C include I
55. eProcurement for BSS Employees SDUSD PeopleSoft Training Financials February 2008 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Table of Contents CHAPTER 1 YOU NEED TO KNOW THIS cccccccccrsscsssssssssssccccoeen f CPFOCUTEMECHU OVER VICW eini eaea a esaea aaa aaa a Eaua Aaa 4 Direct Connect Waxie Office Depot and other Vendors oooooeeenesssnnnneensssssseerrsssssssssseersssssssseeressss 4 VOUT SECCU a E T T T A T E N 4 NOLO MEME BURK BUON EE EEEE EA ee en TT E 3 Step by Step Exercise Logging Into PeopleSoft Financials ccccccccccccsseecccccceessecceceaesneseeeesaeesseeeseaees 5 The Fiye Basie SIEDS meisi coccocecanseseeucsacesecaseisueccsseceusavasdeececsctecestans 9 Tips to Get Your Orders Faste ecserin E aea 9 Bodet INOU yesa aa aa E sever escecteneaes 9 Sep DY SLED ENTE SEE UG ET INGUI V o er E N EAE E A A 10 Anatomy of an ePro Requisition c ccccccsssssssssccccccsssssssssssccccccccssssssssccccsccssssssssssccsssssesees 12 Adding Pre set Catalog Items to Your Requisition ccccccccseeccccccceeeeeeeeee a eeeeeeeeaaenseeeeeaaaeeeeesaaaeeeeeeas 14 Adding Direct Connect Items to Your Requisition cccccccseeccccc cea eeeeeee cea eeeeeeeeeeaaeeeeeeeeaaaeeeeeeeaaaaeeeeeas 16 Adding Special Request tems to Your Requisition cccccccsseccccccnnneeseeeee a eeeeeeeeaaeeeeeeesaaaeseeseaaaeeeeeeas 17 Step by Step Exercise Order Pre Set Catalog Ite
56. ecial Request orders is crucial All categories are now permanently paired up with appropriate Account codes This means that when you enter a given category for a Special Request item the Account code piece of the budget number is automatically filled in for you You cannot edit it You cannot pair up a different Account number with a different category If there is a specific Account you want to use to pay fora Special Request item then you will have to accept the category that is already associated with that Account Categories are divided up into several general areas Assets Goods and Services You can view the entire list of over 300 categories in all areas or you can filter the list to view only those category areas you want to see The following explains the different kinds of categories and how to find them Assets Remember that an Asset is Physical property other than land buildings or improvements to either of these that costs 500 and above and has the following three characteristics e Non consumable with a normal service life of more than two years e Retains its original shape and appearance e Not easily broken damaged or lost in normal use and more economical to repair than to replace There are generally two kinds of assets those that are priced at less than 4 640 and those that are priced at greater than 4 640 The reason why we have this 4640 cutoff amount is due to local sales tax If we order an item whos
57. ee a picture of the requisition Requisition Name This shows the name you manually typed in when you were creating the requisition Gf you chose to do so It isn t necessary to give a name to a requisition but it can be helpful to you later on BU This is the Business Unit of the requisition The only Business Unit we use is SDUSD San Diego Unified School District Date This shows the date that the requisition was first created and saved or submitted Status This shows the current status of the requisition where it is along the Request Lifespan This is one way you can track your requisition and tell how far along it has come Please see the Status Definitions below Status Definitions e Open means the requisition is active but that only you see it It has not yet been submitted and so your Approver will not see it yet e Pending means the requisition has been sent to your Approver and it is waiting for him her to approve it e Approved means the requisition has been approved and it s now on its way to be processed and fulfilled e PO Created means the requisition has been turned into a purchase order e PO Dispatched means the purchase order was sent to the Vendor e Denied means your Approver denied the requisition The requisition will not be processed or fulfilled e Canceled means you canceled the requisition at some time in the past The requisition is frozen indefinitely with no money pr
58. emove checkbox next to that item or click the Save for Later arrow Item Back Total number Qty ordered Price 733601 1 32 s 0 6 60 Office Depot Brand Wood Pencils 2 Medium Soft Lead Pack Of 72 Our Price Units box Subtotal 6 60 Continue Shopping Addto List GENID CZENIE Go to My Shopping Lists Checkout gt After clicking the red Checkout icon for Office Depot the computer system brings us back into the eProcurement pages we may need to click Continue as well We can now continue working on the requisition to completion either by adding more of any items from anywhere or by finishing up the requisition entering the Chartfields and running the Budget Check and submitting it At this step we click the Review and Submit link Create Requisition Ck Add lines to the requisition specitying the information necessary to procure each item or service Search Q Search Catalog Favorites Browse Catalog Select a catalog Assets tems over E 7 DO NOT _USE 1 Define Requisition Templates Forms Web Special Request Choose from available catalogs in the dropdown list Navigate categories by clicking folders View items in a category by Step 5 Now we give the requisition a name We click inside the Requisition Name textbox and type a name we like Create Requisition 1 Review the details of your requisitian make any necessary changes and submit i
59. ency Requisition Name 7th Grade English Priority Requisition Lines Line Description Vendor Name gt I 1 Prentice Hall Literature G Prentice Hall Allyn amp Bacon 24 0000 Each 9 060 217 44 FE T SelectAll Deselect All Total Amount 217 44 USD L 9 Add to favorites L Modify Line Shipping Accounting F Delete Justification Comments Z Sendto Vendor Sh w at Receipt Show at Voucher is Check Budget ave as Template Save amp preview approvals x Cancel requisition Find more items After you click the Check Budget button the following screen appears Budget Checking will save your requisition in an Open Status 18036 39 In order to perform budget checking on this requisition it must first be saved in an Open Status Press OK to continue Press Cancel to return to your requisition without budget checking OK Cancel Then you would click OK Next you would need to verify that you have a Valid budget checking status before continuing 59 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Edit Requisition ok 1 Define Requisition Bpr 2 Add Items and Services Review the details of your requisition make any necessary changes and submit it for approval Business Unit HOLT San Diego Unified School Dist Requester 30086 Debra Sayble Currency WS Requisition Name 7th Grade English Priority Medium Requisition Lines Line Descrip
60. eopened and edited as long as a Purchase Order has not yet been generated from it You can easily find out whether a P O exists by checking the status of the requisition on the Manage Requisitions page Keep in mind that each time you edit a requisition you must also re budget check it and re submit it for approval To edit a requisition you must first navigate to the Manage Requisitions page From there find the requisition you want to edit in the list of requisitions In the Select Action drop down menu to the right of the requisition choose the Edit Requisition option and then click the Go button next to that menu 70 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Requisition ID Request Status JAn UL uripe oY Budget Status Date From 07 01 2007 Date To 7M 32007 les Requester 130086 Entered By Q POID Search Clear Requisitions To view the lifespan and line items for a requisition click the Expand triangle icon D To edit or perform another action on a requisition make a selection from the Action dropdown list and click Go Requisition Hame BU Status OOO00S7959 4th Grade Math Books OFM3 2007 Open Nat 1 345 92 Usp lt Select Action Go Chkid OO00057958 Laptops for Office OFM 32007 Approved Walid 3 642 00 ety Select Action P OOOO0S7957 For Mr Dobbs OFM32007 Open Valid OO00057956 7th Grade English OFM2200
61. eral different items you can have as many as 100 on a single requisition You intend to pay for the items with money from a single budget account 63 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel and all the items will be delivered to your own office department school The following steps show you what you should do Step 1 Navigation eProcurement gt Create Requisition We begin at a point where we have just entered several items into a requisition Click the Review and Submit area link Z zj al Menu V eProcurement gt Buyer Center gt Manage ERP Integration Create Requisition Manage Requisitions Approve Requisitions Receive Items Proritrement Card Cantar Create Requisition 1 Define Requisition _ G Add lines to the requisition specifying the information necessary to procure each item or service 3 Review and Submit o Search Requisition Summary Description laty uom ABSENCE EXCUSE 5 PK FOR PARENTS TARDY SLIP TO PART CARBON PARKING PERMIT RED FACUL 10 PK 25 EA Total Lines Total Amount USD Search tardy Catalog Favorites Templates Browse Catalog Select a catalog Secondary Textbook E Secondary Textbooks Forms Web Special Request Search Results e Choose from available catalogs in the dropdown list e Navigate categories by clicking folders e View items ina category by clicking the ca
62. ers and Approvers need to remember that the current tax rate along with freight and or any shipping costs are NOT reflected in the total cost of an ePro requisition These costs are not applied to an order at the requisition level They are applied later on when the requisition is turned into a purchase order It s important to be aware that any requisition you create _ will really end up costing a bit more after tax and possible shippin costs are added 71 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Canceling a Requisition You can only cancel a requisition if is has not yet been turned into a purchase order You can verify whether a purchase order has been created or not by visiting the Request Lifespan for the requisition The following shows step by step how to cancel a requisition Step by Step Exercise Cancel a Requisition Step 1 Navigation eProcurement gt Manage Requisitions Go to the Select Action drop down menu to the right of the requisition you want to cancel If the choice Cancel Requisition is there then you can still cancel the requisition After you click Cancel Requisition click the Go button next to it Requisitions To view the lifespan and line items for a requisition click the Expand triangle icon gt To edit or perform another action on a requisition make a selection from the Action dropdown list and click Go Reg ID Requisition Hame BU Date Statu
63. ess https fdwa train eee ace eee LoYEE ERP h tab DEF AULT PeopleSoft _ sun va console Personalize Content Layoy Internet Options E Menu gt MWy Favorites G Employee Sele Service gt Manager Self Service gt Wendoars gt Purchasing Step 2 Scroll to the bottom of the Tools drop down menu and click Internet Options mig registry content Microsoft Internet Explores Mail and News Synchronize Windows Update Step 3 The Internet Options utility window should appear It s gray with several tabs along the top Be sure that the General tab is facing front About half way down the middle of this utility window find two buttons Delete Cookies and Delete Files Irvernet ptions ou can change which page to use for your home page Address http www sandi net Use Current Use Default Use BL ak Temporary Internet files oo Pages you view on the Internet are stored in a special folder Yo for Quick janet tee Delete Cookies Delete Files History The History folder contains links to pages you ve visited for quick access to recently viewed pages Days to keep pages in history 20 Clear History Colors Fonts Languages Accessibilty ewes e 76 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Step 4 Click Delete Cookies A small confirmation window appears Click OK on this window Delete Cookie
64. ess PeopleSoft eProcurement which is within the Financials side of PeopleSoft Step 1 Launch Microsoft Internet Explorer from your PC computer s desktop screen or Start menu If you use a Macintosh you must also use Internet Explorer as your browser Step 2 Go to the main PeopleSoft login page at this URL https dwa sandi net and sign in with your Employee ID number and your personal DWA password If you don t have a DWA password yet contact the IT Help Desk at 619 725 7500 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Tals San Diega City Scheels Signon P wacy Poli Thu May 19 05 gt zerio Sar Diego ity schools respects personal privac personal information This statement explains ou Password o collection use and disclosure of the personal infi his web site Should we change how we use ors reviews and update this Privacy Policy as needed you consent to the collection use and disclosure explained below Signing in to the Portal n 1 Personal Information You have control over o sign in to the portal you can visit our web site without providing us wr e must have your personal information in order 1 Enter your User ID hrough this web site This information requested 2 Enter your Password as your name address email address and phon Click Sign In Personal Information if you are less than 18 year o login ta PeopleSoft you must type in 2 External L
65. for BSS Personnel Chapter 2 Direct Connect Waxie Office Depot etc Direct Connect How to Use It We often order things from Waxie Office Depot and other businesses vendors Direct Connect is a special tool set up in eProcurement to make those orders easier to create and submit We need to use Direct Connect as often as possible because e We get better discounts with it on items and shipping sometimes even free shipping e We get our orders much faster usually within a day or two e If the items we order are not assets then our Direct Connect vendors will ship directly to our Own sites and not to our district warehouse e Requesters get e mail notifications directly from the vendors in Direct Connect telling us they received our order and will be shipping it shortly To learn how to use Direct Connect please read through the following illustrated exercise Step by Step Exercise Order Items with Direct Connect 2 TIP You should always complete a Budget Inquiry before creating any requisition to ensure you have enough funds in the budget you want to use to pay for your order Otherwise there is a chance you may not be able to complete the requisition correctly and you may not get your order Step 1 Navigation eProcurement gt Create Requisition On a fresh blank requisition form we click the Web tab Once we arrive at the Web screen we click the link for the vendor we wish to buy from
66. he ePro requisition which money to use to pay for the item To view the Chartfield area we click the little triangle button to the immediate left of the name of the item the Expand Section button Requisition Lines Line Description Select All Deselect All L Add to favorites i LE L 4 Step 7 Now that the diesel line item is expanded and we can see all of its details we can enter two things a Due Date A below which asks the district Purchasing staff to please deliver the order by that date this 1s no guarantee you will receive it by then though and the budget code numbers B below from DeptID through Extended Vendor Name Quantity Tel Pinnacle Petroleum Inc 100 0000 Gallon 1 400 140 00 Fo V Override Suggested Vendor Due Date Tea si2008 E Quantity 100 000 Ship To 5983A a SpeedChart a WA alla T Asset Information bist Type Location louantty Percent Amount L Unit epu Resource ee Account Program crass funa festenaea Pc Bu HA CL 100 0000 100 0000 140 00 SDUSD el HEX E MMM iy He 4605 K T M A KRKK c KEK Total Amount 140 00 USO A Note About Shipping Everything you order on an ePro requisition with the exception of Direct Connect orders automatically comes to the district s Supply Center Warehouse first Then the items are placed on district vehicles and delivered to you at your site When you order things through Direct Connect like from Waxi
67. he approval status of your requisition by clicking on the Workflow icon from the Manage Requisitions page This will show you a graphical representation of the approval flow of any requisition You can see who which Approver the requisition was submitted to whether or not that person approved the requisition and if they did approve it you can see when that happened Please remember too that you can see more details about the status of your requisitions particularly the denied ones if you navigate to your Worklist For information about that please review the Status Notification section of this book in Chapter 1 The following walks you through how to check the approval status of a requisition Step by Step Exercise Check Approval Status Step 1 Navigation eProcurement gt Manage Requisitions In the Select Action menu choose View Approvals and then click Go Requisitions To view the lifespan and line items for a requisition click the Expand triangle icon D To edit or perform another action on a requisition make a selection from the Action dropdown list and click Go Requisition Hame 0000057959 4th Grade Math Books 07 13 2007 Open Not 1 345 92USD lt Select Action z col Chk d 0000057958 Laptops for Office 0713 2007 Canceled Not a cougpl lt Select Action Go Chk d 0000057957 ForMr Dobbs 07 13 2007 Open Valid 157 32Usp Select Action Go 0000057956 7th Grade English 07 12 2007 Approved Valid
68. hoose a Category for your Special Request item the ePro system automatically populates the Account Chartfield for that item with the correct Account code number This ensures that you can t accidentally enter the wrong Account code number and it makes sure that the right money is being used to pay for the right items Special Request Categories and their corresponding Account code numbers are already paired up and locked in together You cannot un pair them If you want to use a different Account to pay for a Special Request item then you have to choose a different Category that has the Account you want paired up with it However only the Account code is filled in for you You still have to manually fill in the rest of the Chartfield string for your item The following exercise shows you Step by Step how to order a Special Request Asset item on an ePro requisition 52 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Step by Step Exercise Order an Asset Item Special Request Goods 2 You should always complete a Budget Inquiry before creating any requisition to ensure you have enough funds in the budget you want to use to pay for it Otherwise there is a chance you may not be able to complete the requisition correctly and you may not get your order Step 1 Navigation eProcurement gt Create Requisition Click the Special Request tab Create Requisition Te 1 Define Requisition
69. iJ Delete Show at Receipt Show at Voucher Budget Checking Status Error T Save amp O approvals Cancel Changes Find more iterns Step 4 Once the budget problem is resolved by the Budget Analyst you can log back in reopen the requisition and run the budget check again If it returns a Valid status you can then submit the requisition Enter Budget Once for Whole Requisition It can be tedious to have to enter the same exact budget codes over and over again on a single requisition when all the items you re ordering will be paid for out of the same budget There is a shortcut you can use that comes in handy in such a situation If you create a requisition with multiple line items that use all the exact same Chartfields budget codes numbers and all the items will be delivered to the same location yours you can enter the budget codes one single time after you ve entered all your items onto the requisition and make it cover the entire requisition This means that instead of entering Chartfield strings repeatedly for individual items on a requisition you can enter one Chartfield string once for the entire requisition All you need to do is navigate to the Review and Submit screen and follow these steps NOTE You can use this feature at any point during the process of creating your requisition Step by Step Exercise Enter Chartfields Once for Entire Requisition Let s say you want to place an order for sev
70. ield string for the whole requisition at once b Run the Budget Check process c Enter a name for the requisition or change the existing one The requisition will still possess a unique ID number that is automatically given whether or not you give it a name Create Requisition Et 1 Define Requisition Ek 2 Add Items and Services Review the details of your requisition make any necessary changes and submit it for approval Business Unit SDUSI San Diego Unified School Dist Requester UUSU Marina Falter Currency ISI Requisition Name Chair Mats for Mr Smith g Priority Medium Requisition Lines Line Description Vendor Name vO 1 Office Depot R Brand Econo Office Depot 5 0000 Each 42 300 211 50 BO Consolidate with other Reqs Override Suggested Vendor Shipping Line 1 Due Date B Quantity 5 0000 Status Active Ship To 0003A a Attention Marina Falter Distribute by Py SpeedChart Q Accounting Lines Chartfields1 T WETaIIS T Asset Information LL 1 Open o0o03AQ 5 0000 100 0000 211 50 SDUSD Q 0003 Q ooooo Q oo Q 4519 0000 Q ooon Q C Select All Deselect All L 4 Add to favorites a Modify Line Shipping Accounting F Delete Justification Comments Total Amount 211 50 USD Sendto Vendor Sha eipt Show at Voucher ff Check Budget Cl Save as Template E Save amp submit JaSave amp
71. inks San Diego City Schools web your six digit employee ID number as your hird party web sites Even if the third party is affi sername hrough a business partnership or otherwise Sar racnnnsihle far the nriwarw nalicios nr nrarticaes n Step 3 Click the i link Then click the link entitled Financials Supply Chain Fersonalize Content Layout Menu Welcome b Wy Favorites he District Wide Application Project gt 5DCS ith the support of San Diego City Peoplesoft Schools staff is pleased to announce Enterprise Performance 6 6 he roll out of PeopleSoft s self service Financials Supply Chain 8 4 applications to all District employees Human Resources 3 8 on Sept 27 2004 All Zangle schools Warklist l ill have sneak peek access on Sept gt Application Diagnostics 15 7004 gt Tree Manager gt Reporting Tools O D My Favorites gt Employee Self Service gt Manager Self Service C Demand Planning Enterprise Planning gt Production Planning gt Customers gt Products gt Promotions D Customer Contracts gt Order Management gt Order Pricing b Customer Returns gt Items gt Cost Accounting gt Yendors gt Purchasing gt Inventory gt eProcurement gt Sourcing Step 4 Take a moment to return to the first window the one where you clicked Financials Supply Chain and close that window completely Doing this will extend the amount of time the system
72. ion Approvals Inventory pte lathe Receiving Returns Invoice Payment Line Information Line Description Status Price curr aty uom vendor Prentice Hall Literature Gr Approved q 060 USO 10 0000 EA Frentice Hall Allyn amp Bacan Create New Requisition Inquire Change Request Inquire Receipts Requisition Report 67 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Managing Your Requisitions The Manage Requisitions page is where you can view information about all the requisitions you ever created You can track each requisition through its Request Lifespan you can edit and resubmit requisitions you can cancel and reopen requisitions you can even see which approver a requisition was sent to whether they approved it and when There are a few time restrictions that affect several of these functions You can edit and resubmit a requisition even after it has been approved as long as it hasn t become a purchase order yet This is also true if you want to cancel a requisition Probably the most important parts of the Manage Requisitions page are those that display the Status and the Budget of the requisitions You want to pay particular attention to the Status and the Budget columns on this page Those two areas display the most important information for you about your orders The following navigation shows how to access the Manage Requisitions page The illustration shows a typical Manage Requi
73. iption Tree Trimmer Price 500 00000 Currency USO onin 1 0000 Unit of Measure EA a Category lvc_5122 Q Due Date 11752007 Vendor ID fe a Suggested vendor Acme Tree Trimming Services vendor tem ID Mfg ID A Mfg item ID ly Additional Information For questions on this order please contact Gabrielle Solis at 619 555 5555 at Wilshire Crest Elementary School M amp O suggested we contact this vendor to trim our overgrown trees at our campus They offer good discounts l Send to Vendor Show at Receipt Show at Voucher Cancel 9 Add or Start New Type Add Item Step 5 Now we can add this service as a line item onto our requisition Click the yellow Add Item button in the lower right area Next we need to enter the Chartfield string budget codes that determine which account will be used to pay for this service Click the Review and Submit link in the upper right area of the screen Create Requisition ke 1 Define Requisition Be 2 Add Items and Services Step 6 In order to view the place to enter the Chartfields we need to click the little Expand Section icon Requisition Lines Line Description Tree Trimmer Expand Section Peselect Al LP Addtofavorites Ca Modify Line loctiicatinn i oarmrmonte 49 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Step 7 We may need to scroll our page up or down to view the Chartfields Once we see them w
74. item usage eceive Items Reports Wy Profile b Services Procurement Modify personal information and preferences My Personalizations You can do several tasks from the eProcurement Home Page 1 Select the Create Requisition link to create a new requisition 2 Select the Manage Requisitions link to review existing requisitions edit view their status cancel and generally track your orders 3 Select the My Profile link to modify important information about yourself and your personal preferences The illustration below shows a typical ePro requisition with a single item absence excuses ordered IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel PeopleSoft a Edit Requisition Review the details of your requisition make any necessary changes and subrat i ioe approva Fasiness Unit if San Diogo Unified School Dist Aquester 1200S Debra Sable CUI RRC Aequistion Mame 0005944 E Hue qgeeSe bon Linas cr 1 lead Graphiques I Select Al Deselect All Lo Add to favorites l Modify Line Shipping Accounting CT Delete Jorsit ation orniments Seen across the top of the page are three major tabs or areas of a requisition The area displayed in the illustration above is 3 the Review and Submit tab highlighted in yellow 1 Define Requisition 2 Add Items and Services 3 Review and Submit We will expl
75. l in the next chapter Goods are physical items and Services are tasks performed by outside agents people who are not SDUSD district employees Examples of services are lecturers repairmen performers etc Most likely the majority of the Special Request items you ll order will be Goods Once you click the Special Request tab you will see the Special Request page where you can begin your order Catalog Favorites Templates Forms vWeb Special Request Special tem tem Description Price Currency Quantity Categore VYendor ID Unit of Measure Due Date Vendor tem ID Wiig ID Mig ttem ID Additional Information Show at Voucher Show at Receipt Send to Vendor Add tem Cancel Add or Start New Type g B Suggest Mew Vendor Before we show you how to order a Special Request item please read through the following important information 37 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Categories in Special Request Orders It used to be that if we didn t know which category to choose for a Special Request item we could just enter the Miscellaneous or All Items category and leave it at that This is no longer a possibility The Miscellaneous and All Items categories are no longer available Instead we have an expanded comprehensive and easier to use list of categories to choose from Choosing the correct category in Sp
76. lets you work until it automatically logs you out of the system IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Step 5 In the vertical menu on the left side click the link entitled eProcurement This opens a sub menu list to choose from There you can navigate where you like within the ePro environment Cost Accounting gt Vendors gt Purchasing gt Inventory eProcurement t SOUTCINg Engineering b Manufacturing Definitions To begin let s take a look at the eProcurement Home Page Through this page you can navigate to any needed area within ePro PeopleSoft VVorklist Add to Favorites eProcurement gt Employee Self Service gt Manager Self Service Set up eProcurement manage or approve eProcurement requisitions or POs gt Supplier Contracts Create Requisition z Manage Requisitions E Approve Requisitions gt vendors i Create a new requisition by browsing or Review requisitions edit or view status Take actions on requisitions that require your gt searching company or external catalogs cancel receive and return to vendor approval v eProcurement gt Buyer Center Buyer Center CA Receive Items EQ Reports Create Requisition Create edit approve purchase order source Create edit and process receipts and return Create a report of purchase orders anage Requisitions requisition process change request to vendor requisitions and catalog
77. ludes all the pages within the PeopleSoft applications These files are innocuous that is they cause no harm to your computer They actually exist to help your computer navigate quickly back to web pages you ve visited before After a while though if you ignore these cookies while you keep on using the Internet and PeopleSoft especially the cookies pile up more and more until they start to cause problems For example you might notice that your computer starts to respond sluggishly or you might begin to see mysterious error messages pop up It s important to clear the cache files regularly in order to make room for all the new cookies that are continually pouring in every time you use the Internet This helps keep your computer and your PeopleSoft applications fit and running smoothly for you The following walks you through the process of clearing cache files Step by Step Exercise Clear Delete Cache Files Step 1 It doesn t matter which web page you have on your screen as long as you are in Microsoft Internet Explorer on the Internet Go to the Menu Bar at the top of your screen The Menu Bar sits just beneath the Title Bar Click Tools on the Menu Bar The Tools drop down menu should appear 75 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel File Edit View Favorite Tools Help Suk gt gt apt Malandnews gt bo ma Go E gt amp of ele Synchronize we addr
78. mages Notice the three major screen links across the very top of the requisition form 1 Define Requisition 2 Add Items and Services and 3 Review and Submit The screen displayed above is the second one Add Items and Services You can click into any one of the three screen links anytime you want while you create a requisition You will probably never use the first one 1 Define Requisition You can go there if you want to but you might consider it a waste of time since all the things you can do in that screen are usually done in the 3 Review and Submit screen 1 Define Requisition Enter information that will apply to the entire requisition Here you can a Enter a Requisition Name in addition to letting the system give the requisition its own unique ID number b Choose a Priority you can choose low medium or high priority 12 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel 2 Add Items and Services Add items you want to order to the requisition specifying necessary detailed information about each item Here you can Look for items in the preset ePro Catalog lists b Use the new Direct Connect feature on the Web tab to order things from popular vendors such as Waxie or Office Depot c Order Special Request goods or services on the Special Request tab Create Requisition lak 1 Define Requisition Eg 2 Add Items and Services Elg Add lines to the requi
79. ms cccccccccccccccccsssscccccccaseesceeeeaeeeeeeeeeaaeeseeeesaeeseeseeeas IS A NOLeADOUL SHIP DIN 2 oxi els steeds arses ss din tec hidee cand Pht as ence hee eA aes Ret dea ee ea 20 Important Note about Requisition Chartfields Bud gets ssssssssscccccssssssssssscccooees 21 CHAPTER 2 DIRECT CONNECT WAXIE OFFICE DEPOT ETC 25 Direct Connect How to Use Mossa aaa aea catiaccsbeencaneateacs 25 Step by Step Exercise Order Items with Direct Connect ou scccccccccceceeeeeeeeeeeeeeeseeeeeeeeeeeeeeeeeeeeeeeeeeeeees 29 CHAPTER 3 BROWSE PRESET CATALOG LISTS amp SPECIAL Order Items Dy Browsing Catalogs sccsces ceccssscsseccceasesssssectscecescussevscxexscteucvsssvsestescsaseassesacesseeses 30 Step by Step Exercise Browse Catalogs to Order Preset List Items cccccccccsseecsccceeeeeeeeeeeeeaaeeseeeens 30 fA AN OLE ADOT SLUICE iaa ea aia Lava ctawd wana di auth oe elec cua N aad a a ie easiness aes ieee 33 Important Note about Requisition Chartfields Budgets sssseeeeocccssssseceeccosssssccecessssssssee 34 Special Regest OEGCES eesiscstectes ed iaescsdussussacsdseesctuctvadeesavedbavetusstesdsedestustschentdavccsdussuestecdsvdsenss 36 Categories in Special Request Orders ccccsssssssscccccssssssssssccccccccssssssscccccssssssssssssccosses 38 How to Find the Right Special Request Categories cccccccccccccccsseccccecceeeeeeeeeeaeeeeeeeeeaaeeseeesaaaaeseessaaaasees 39 LOOK Up Categories DY Iher NAMES s
80. ms in a category by clicking the category name Use the checkboxes to select categories to search below Adding Special Request Items to Your Requisition Youll use the Special Request way of ordering items when you can t find what you want in Direct Connect or in any of the ePro pre set Catalogs The Special Request screen lets you order any goods or services from anywhere You have to enter all the details yourself such as what the item is called who you want to buy it from how many the cost etc Then it becomes a line item on your requisition form To use Special Request you click the Special Request tab C shown above The following exercise walks you through how to create and submit a typical ePro requisition by ordering a pre set Catalog item There are three different ways to locate items in the preset lists 1 Basic Keyword Search you enter a keyword into the Search textbox click the Search button and eProcurement will try to find any items that may match up with that word and display those items for you to choose from 2 Browse Catalogs you open up selected Catalogs and sub Catalogs to browse through the lists of items to choose from 3 Advanced Search Catalogs you enter specific details about what you want to buy if you already know all about it and ePro will locate that specific item and display it for you Details include ePro ID numbers for items exact names of items etc The following exer
81. n Lines Apply changes to all existing distribution lines Matching Distribution Lines Apply changes to each existing distribution line by matching the distribution line numbers Replace Distribution Lines Remove the existing distribution lines and replace with the distribution lines changes OK Cancel Step 6 Upon clicking OK you are brought back to the requisition You can now run the Budget Check and if it returns a Valid status you can submit the requisition Request Lifespan Tracking Your Orders Each requisition has its own Request Lifespan which is a graphical representation of the entire life of a requisition In the previous version of eProcurement software it used to be called the Cycle of Life Viewing the Request Lifespan lets you track your requisitions Just by a glance you can immediately see what is happening with your orders and how far they have come along You can access the Request Lifespan for any requisition you have submitted You do this by navigating to your Manage Requisitions page see further on in the manual for more details about the Manage Requisitions page and clicking on the Expand Section icon next to the ID number or name of the Requisition you wish to track Below is a picture of what that page looks like Manage Requisitions Search Requisitions To locate requisitions edit the criteria below and click the Search button Business Unit SDUSD Q Requisition N
82. nded 0001 A ooon0 El loo amp 4101 2700 S ooo0 S 01000 G ooon 7 3 Contact your Budget Analyst and ask him her to double check the budget information you are using particularly the Account and Fund codes Ask him her to check both the Expense Account and the Control Account If necessary your Budget Analyst has the power to transfer funds from one account into another as long as this procedure remains in compliance with district policies Step by Step Exercise Fixing a Budget Error Let s pretend that you have an Open requisition that you haven t submitted yet because it has a budget error The following Steps show you what you should do 61 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Step 1 Navigation eProcurement gt Manage Requisitions Manage Requisitions Search Requisitions To locate requisitions edit the criteria below and click the Search button Business Unit ISsDUSD a Requisition Hame Requisition ID q Request Status fan but complete Budget Status O H Date From 0710512007 Date To OFM 22007 Requester 130088 qA Entered By FQ POD Search Clear Requisitions To view the lifespan and line items for a requisition click the Expand triangle icon To edit or perform another action on a requisition make a selection from the Action dropdown list and click Go Requisition Hame BU Date Status Co QO00057956 7th Grade English SDIS OFM2200F
83. nent details concerning this item Always start by entering your name phone number and the site where you work Then enter details such as part catalog or ID numbers explanations you want the district Buyer to see and anything else that can help place the order Step 3 Click Add Item to add the item to your requisition Mfg ID Mfg item ID Additional Information For questions on this order contact Debra Sayble at 619 555 1111 atVvilshire Crest Eleme We need new computer laptop setup for our new employee at our site l Send to Vendor l Show at Receipt l Show gt etticher m Cancel Add or Star New Type Add Iter Step 4 Now you need to click the Review and Submit link in the upper right of the screen Create Requisition 3 Review and Submit Add lines to the requisition specitying the information necessary to procure each item or service 55 IT District Wide Applications Step 5 SDUSD PeopleSoft eProcurement for BSS Personnel On this screen we can enter a custom name for the requisition and we need to enter the budget code numbers Chartfield string that represent the account that will pay for the order To do that we need to open up the Chartfield string area Click the Expand Section arrow on the left side Create Requisition Ek Define Requisition Ek 2 Add Items and Services Review the details of your requisition make any necessary changes and submit it for approval Business
84. on Go OOO0057958 Laptops for Office OFM afOOF Canceled a ogugpl Select Action Sal 0000057957 ForMr Dobbs O732007 Ope E 157 32ugp Select Action gt Go OOO0057956 7th Grade English O72 2007 Approved i go sougp Select Action m Go 0000057947 Diploma Covers OF05 2007 Approved i 4a 75ugp lt Select Action Go Any requisition that is canceled will stay as it is nothing on it will be deleted or altered forever The money that was originally pre encumbered for it when you performed the budget check will be returned to the budget automatically upon cancellation NOTE The returned funds may NOT be immediately available for use You will have to wait until the district runs its reconciliation process which is usually once a week For more details about this please contact the Budget Department directly Re Open a Canceled Requisition You always have the choice of reopening a canceled requisition at any time even a moment after you canceled it or months later 1f you decide you want to process it after all The following walks you through how to reopen a canceled requisition and process it Step by Step Exercise Re open a Canceled Requisition Step 1 Navigation eProcurement gt Manage Requisitions In the Select Action menu choose Re Open Requisition and click Go Requisitions To view the lifespan and line items for a requisition click the Expand triangle icon D To edit or perform another
85. ore these areas in great detail later on in this manual IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel The Five Basic Steps There are five basic steps you must take to create and submit any requisition successfully 1 Do a Budget Inquiry verify available money Create a Requisition build your order Edit Requisition as Needed enter shipping amp budget information Budget Check take money from budget amp reserve it to pay for your order oh ee oe os Save and Submit send your order off to be approved and processed Tips to Get Your Orders Faster 0s T TIP In Special Request orders use vendors already designated by the district and listed in eProcurement especially use the vendors in Direct Connect they are the fastest It can mean the difference between getting your order in days sometimes even in just hours or if you suggest a vendor not listed with us getting your order in weeks or months 0 T TIP Order like items vendors on the same requisition Not necessary but it will move the requisition along faster While it s true that you can order up to 100 separate items with differing vendors on the same requisition doing so will slow down the processing of that requisition TIP Place Catalog items and Special Request items on separate ePro Requisitions Special Request items things you want to order that are not found in the Catalogs take longer to p
86. ou can include a decimal when necessary Examples 1200 or 1599 99 C Quantity Enter the total quantity you want of this item Whole numbers only no decimals 54 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel D Category Always choose the correct category There is no longer a Miscellaneous or All Items category All categories are permanently connected to appropriate budget Account codes When you enter a category the Account code piece of the Chartfield string is automatically populated for you You still have to enter the rest of the Chartfield string for each item more on this later in the manual E Vendor ID You don t need to know the ID numbert just the name of the vendor When you use the Search feature you can find the vendor you want and click on it The ID number for that vendor will then populate this field F Unit of Measure You must choose the correct Unit of Measure because that directly relates to how many items you re actually ordering and hence the cost Examples of Units of Measure are EA each HRS hour DZ dozen and SK sack G Due Date Here you must enter a future date This is the date you would like to receive your order by This does not guarantee that you will actually get it by that date Generally depending on who the vendor is you can expect to receive your order in about 3 5 weeks H Additional Information Here you must enter any perti
87. over v pse from available request RU Atalogs in the dropdown list Please add new line in order to C Catalog Root Node s Navigate categories by save this requisition n clicking folders e View items in a category by Total Lines clicking the category name Total Amount USD e Use the checkboxes to select categories to search below Search Catalog N Search contains all ofthe following search fields entered Q Search Description Search Settings Manufacturer Manufacturer s Item ID Vendor Vfandor Ham INe o Step 2 On the Special Request screen fill in the necessary fields In this example we want to hire a tree trimmer to come trim the trees at our school Some preliminary fields are shown filled in below Catalog Favorite mplates Forms Web Special Request Special tem 4tem Description fee Trimmer Price CUIency USD Quantity l Unit of Measure EA a Category SVvC_51 af l Due Date 119 5 2007 Yendor ID og c est New Vendor Yendor tem ID Item Description Enter a brief description of the service you want Price Enter the cost for the service Quantity Enter how many of these services you want Basically just enter a 1 STOW PS Category This is very important You must choose the correct service category here from the list of possible Service categories eS Unit of Measure This is related to the Quantity Mo
88. plications SDUSD PeopleSoft eProcurement for BSS Personnel Project begins with T Activity ID beginswih A a ga Resource Type begins with fo E Budget Period begins with fo E Search o Clear Basic Search E Save Search Criteria Search Results Fund Class Program Budget Affiliat Fund Resouics Code Field Code Reference affiliate Affiliate Business Ledesi Unit Group Account Department EXPENSE 4301 010001110 1000 EXPENSE 4301 010001110 1000 EAPENSE 4301 010001110 1000 EXPENSE 4301 010001110 1000 itm 010001110 1000 Step 2 Details of a single budget Commitment Control Budget Details ud Business Unit Ledger Group DeptiD Resource Ref Account Program Class Fund Extended Budget Period SDUSD EXPENSE 0003 00000 00 4301 1000 1110 01000 0000 2007 L Budget 7 017 103 00 USD amp Hiibus uae Fiii 100 Expense 3 761 89 USD amp Encumbrance 0 00 usp amp Pre Encumbrance 1915USD amp Parent Children Associated Budgets Associate Revenue 0 00 USD Available Budget Without Tolerance 7 013 321 96 USC Percent 99 95 5 Forecasts With Tolerance 7 013 321 962 YD Percent 99 95 e Budget Total budget money for the current fiscal year allocated for this account e Expense Total amount already paid out from the allocated money for this account e Encumbrance Total amount of purchase orders against this account that hasn t been paid yet e Pre Encumbrance Total amount of
89. preview approvals S Cancel requisition Find more items Adding Pre set Catalog Items to Your Requisition Once you find the item you want you have to add it to the requisition form It will be added to your requisition as a line item When creating a requisition you can choose multiple items from the same Catalog list at the same time Or you can choose different items from different Catalogs Please limit the number of items on a single requisition to no more than 50 14 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Create Requisition SE 1 Define Requisition Add lines to the requisition specifying the information necessary to procure each item or service Search B C Catalog Favorites Templates Forms Web Special Request Browse Catalog Select a catalog Assets tems over w Choose from available catalogs in the dropdown list LI Z DO NOT USE Navigate categories by A clicking folders View items in a category by clicking the category name Use the checkboxes to select categories to search below To look for items in the preset Catalog lists A above you would first open the drop down Select a catalog menu and choose one of the main catalogs 1 Assets Items over 500 physical things Items Goods physical things 2 3 Items Services tasks performed by hired contractors 4 Textbooks Elementary 5 Textbooks Secondary C
90. q 00000 Q o0 O 4491 1000 Q 11110 Q D1000 Q looo Q Next you must run the Budget Check process to pre encumber the funds for this order To do this click the Check Budget button in the lower left corner 56 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Distribute bye SpeedChart Accounting Lines chartfieldst P Details aet Information status Type F Location louant Percent Amount ot Unit bento esou Open oo004 A 1 0000 a 100 0000 1 200 o0 S SDUSD amp o 0003 amp 00000 Select All Deselect All Total Amount L a Add to favorites E Modify Line Shipping Accounting ii Delete Justification Comments andto Vendor l Show at A eit Show at Voucher Check Budget Aa Save amp preview approvals Cancel requisition icine Step 8 When you see this next screen click OK to begin the actual Budget Check Budget Checking will save your requisition in an Open Status 18036 39 Step 9 Next you must verify that the budget checking status is Valid The status should be displayed just to the right of the now grayed out Check Budget button Requester 130086 Debra Sayble Requisition Name La ptop for Ms Washington Requisition Lines Line Description cP 1 COMPUTER IBM THINKPAD Arey Jones Educational Solutions Vendor Hame Select All Deselect All L i Add to favorites Eg Modify Line Shipping Accounting ii Delete
91. rocess than Catalog items TIP Whenever possible limit the line items on a requisition to 50 or less This makes it easier for Accounts Payable to match the purchase order to an invoice Budget Inquiry A Budget Inquiry lets you view current budget activity for one or more budget accounts You can see how much money was placed into a budget how much has already been spent and how much is currently available to use at that moment While doing a Budget Inquiry is not required it is highly advisable for a Requester to complete this simple quick procedure to make sure there is enough money to spend before creating and submitting a requisition If there isn t enough money in a budget the Requester wants to use then the requisition will not pass the Budget Check process and the Requester will not be able to submit that order IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Running a Budget Inquiry works just like using a search engine on the Internet to look up information The following exercise walks you through how to do a Budget Inquiry Step by Step Exercise Budget Inquiry Step 1 Navigation Commitment Control gt Review Budget Activities gt Budget Details a b d e Budget Details Enter any information you have and click Search Leave fields blank for a list of all value Find an Existing Value Business Unit Ledger Group Account begins with
92. ry that matches up with the item we re ordering To do this we click on the Search icon L for the Category list Upon doing that we see this screen next Create Requisition Look Up Category Mote You may either Search or Browse to look Up the appropriate category for your special request t Search Categories Browse Category Tree Select a catalog SD_ASSETS Catalog Root Node From here we can explore the various Categories and find the one we need To do this we would click the Select a catalog drop down list and click the appropriate category area If we are ordering an asset item for example we would leave iton SD_ASSETS Then we would click the plus sign symbol to the left of the Z_DO_NOT_USE link used to be called Catalog Root Node to expand the Category choices thusly Create Requisition Look Up Category Mote You may either Search or Browse to look up the appropriate t Search Categories Browse Category Tree Select a catalog SD ASSETS gt Athletic Equipment G4640 gt Books and Multi Media G4640 Books and Multi Media L4640 L gt Building Improvements L gt Portable Buildings gt Business Machines G4640 gt Business Machines L46640 gt Personal Computers G4640 gt Personal Computers L4640 L gt Computer Equipment G4640 gt Computer Equipment L4640 gt Printers G4640 gt Printers L4640 Sn cere aa ramet Lee Lt 40 IT District Wid
93. s Delete all cookies in the Temporary Internet Files Folder cocel Step 5 Click Delete Files Another small window appears Click the checkbox to place a mark inside it to Delete all offline content Then click the OK button on this small window Delete Files AN Delete all Files in the Temporary Internet Files You can also delete all your offline content stored locally Step 6 Click the big OK button at the very bottom of the Internet Options utility window Step 7 To completely refresh the browser close any and all Internet windows that are currently open on your screen Then you may re launch Microsoft Internet Explorer and log back into PeopleSoft if you wish 17 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel How to Get Help There are different ways to find help if you ever have a question or experience a problem concerning PeopleSoft eProcurement NOTE The IT Help Desk does not support ANY PeopleSoft applications Please do not contact them for help with eProcurement 1 The FIRST thing you need to do is review the information found in this user manual and in related ePro job aids cheat sheet job aid handouts received during the ePro training class Answers to the majority of questions and problems most people experience can be found this way You can always print out training and support materials at this website http www sandi net peoplesoft readandle
94. s Budget Total Eo Q000057959 4th Grade Math Books SDUSD 07 82007 Open Mot 1 245 92Ugp Select Action Gal Chk d OOOO0S7958 Laptops for Office SDUSD 07132007 Open Valid OO000S7957 For Mr Dobbs SDUSD O7M32007 Open Valid Edit Requisition DOOO0S7956 7th Grade English SDUSD O7 12 2007 Approved Valid 90 60USD gt a OOO00S7S47 Diploma Covers SDUSO O7 05 2007 Approved Walid 49 75ugp lt Select Action Go Step 2 Click the Cancel Requisition button You will then be brought back to the Manage Requisitions page Requisition Details for Debra Sayble Business Unit SDBUSD Date Orn sf2o0F Requisition Name Laptops for Office status Open Requisition ID 0000057958 Total 3 642 00 Line tem Description 1 District Standard Entry Level Laptop MacBo Open 1 214 000 Each 3 0000 3842 00 Return to Manage Requisitions Cancel Requisition Step 3 Verify the requisition was canceled by viewing the following The Status column shows the requisition is Canceled and the Budget column shows the requisition is Not Checked 72 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Requisitions To view the lifespan and line items for a requisition click the Expand triangle icon D To edit or perform another action on a requisition make a selection from the Action dropdown list and click Go Requisition Hame BU Date Status Budget OO00057959 4th Grade Math Books O74 32007 1 345 92UspI Select Acti
95. sition specifying the information necessary to procure each item or service Search B C Catalog Favorites Templates Forms Web Special Request Browse Catalog Select a catalog Assets Items over Choose from available catalogs inthe dropdown list L Z DO NOT USE Navigate categories by A clicking folders View items in a category by clicking the category name Use the checkboxes to select categories to search below NOTE The link called Z DO NOT USE is not working at this time It will likely be renamed something else and made available someday in the future Itis not something you have to click on for any reason at this time Please just ignore that link There are several different methods you can use to order items A Preset Catalog Items a Pick items from preset lists B Special Request Items a Custom order things you need that are not on any of the preset lists b Custom order services such as hiring contractors C Direct Connect Items a Order items from commonly used vendors such as Waxie and Office Depot 3 Review and Submit Review the details of your requisition make any necessary additions or changes budget check the requisition and submit it for approval Here you can 13 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel a Enter the different budget Chartfield strings for individual line items or enter one budget Chartf
96. sition a name We click inside the Requisition Name textbox and type a name we create ourselves Create Requisition ak Define Requisition Review the details of your requisition make any necessary changes and su Business Unit SsUUSD san Diego esp Dist Requester aru l r Warina F Requisition Name Food for Cafeteria j Requisition Lines Line Description Vendor Hame Step 6 Now we need to enter the budget code numbers also called Chartfield String that will tell the ePro requisition which money to use to pay for the item To view the Chartfield area we click the little triangle button to the immediate left of the name of the item the Expand Section button Requisition Lines Line Description SelectAll Deselect All L Add to favorites Step 7 Now that the food line item is expanded and we can see all of its details we can enter two things a Due Date A below which asks the district Purchasing staff to please deliver the order by that date this 1s no guarantee you will receive it by then though and the budget code numbers B below from DeptID through Extended Vendor Hame Quantity oM Pinnacle Petroleum Inc 100 0000 Gallon 1 400 140 00 F4 V Override Suggested Vendor Due Date 2192008 i Quantity 100 000 Ship To 5983A SpeedChart A L ist Type Location louantty Percent Amount Gt Unit Ievu Resource ee Account Program cis funa extended pc Bu HA CL 100 0000 100 0000
97. sitions page with four requisitions on it Navigation eProcurement gt Manage Requisitions Manage Requisitions Search Requisitions To locate requisitions editthe criteria below and click the Search button Business Unit SDUSD Requisition Hame Requisition ID Request Status all but Complete Budget Status Date From 07 06 2007 Date To 7M 32007 Al Requester 130086 Entered By Q POD Search Clear Requisitions To view the lifespan and line items for a requisition click the Expand triangle icon D To edit or perform another action on a requisition make a selection from the Action dropdown list and click Go Reg ID Requisition Hame BU Date Status Budget Total OO00057959 4th Grade Math Books SDUSD 0732007 Open Not 1 345 97u5p Select Action m Gal Chk d 0000057958 Laptops for Office SDUSD O713 2007 Approved Walid 3 642 00 USD Select Action Go 0000057957 ForMr Dobbs SDUSD O73 2007 Open Valid 157 32UsD lt Select Action Go 0000057956 7th Grade English SDUSD O712 2007 Approved Walid gg 60usp Select Action m Go Create New Requisition Inquire Change Request Inquire Receipts Requisition Report Requisitions Displayed When you first arrive at the Manage Requisitions page you will see that it shows the most recent four weeks worth of requisitions you
98. stly you will enter EA for Each Due Date Enter the date that the service is to take place 47 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel G Suggest New Vendor Click this link only if you first tried to locate an appropriate vendor in the preset list of district vendors and couldn t find one Step 3 In this example we can t locate a preset tree trimmer business in the Vendor lists So we decide to suggest a vendor we found ourselves We click on the Suggest New Vendor link and are brought to this screen Shown here is the screen filled in with pertinent details about the vendor we want to hire suggest a Vendor Vendor Name Acme Tree Trimming Services Contact Name George Lopez ss Country Oo q Address 1 5555 North Elm Street Address 2 PO Address 3 PO City San Diega tst lt i i S State EJ Postak lt Phone Information Phone Type Business Int l Prefix Telephone 619 555 5555 Ext Comments They offer good discounts to school districts OK Cancel Step 4 We click the OK button and are brought back to the Special Request screen Notice how the name of our vendor now appears there H We also entered important details into the Comments textbox I 48 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Catalog Favorites Templates Web Special Request Special tem ttem Descr
99. t for approva Detine Requisition 2 Add hems and Senmices San Diego Unified School Dist Business Unit SODUS Requester z Marina Falter Requisition Name Pencils for Main Office Requisition Lines Description Ofice Depot Brand wood Line gt 1 Vendor Hame Office Depot Select All Deselect All IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Step 6 Next we click the Expand Section triangle button so we can open up the line item Requester Requisition Name Pencils for Wain Ofig Requistion Lines Line Description 1 Office Depots Brand wwood Select All Deselect All L 2 Add to favorites Ee Mod Justification Comments Step 7 We enter a future date for when we would like to receive the item Line Description Vendor Hame Office Depot Ai Brand wood Office Depot l Consolidate with other Reqs acide Suggested Vendor Shipping Line 1 Due Date Us 2672008 Quantity 45 0000 UOT i Status Active Ship To Attention Marina Falter Step 8 Then we scroll down and to the right to enter the budget code numbers for the budget we want to use to pay for the order the budget codes shown here are for example only and are NOT to be used C a a Deptid Resource Ee Account Program oo Fund Extended l i 0003 C ooon0 E co 4519 1000 G 1110 ov 01000 El ooon El Step 9 Next in the lower left of the screen we click the Check Budget button
100. tegory name e Use the checkboxes to select categories to search below Step 2 On the Review and Submit page click to select all the items in your requisition Click the Select All Deselect All link below the list of your items This places a checkmark into all the checkboxes of all the items at the same time Create Requisition me a Review the details of your requisition make any necessary changes and submit it Define Requisition Business Unit SOUS San Diego Unified School Dist 130086 Line Default Test Requester Debra Sayble Requisition Name Requisition Lines Description ABSENCE EXCUSE FOR PARENTS Line bm 1 b Jw gt fr Vendor Hame Graphiques 2 TARDY SLIP TWO PART CARBONL Graphiques 3 Reid amp Clark Screen A Ca PARKING PERMIT RED FACULT f W SelectAll Deselect All Ep Modify Line f Shipping Accounting i Justification Comments 64 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Step 3 Next click the Modify Line Shipping Accounting button Requisition Lines Line Description Vendor Hame Df 1 ABSENCE EXCUSE FOR PARENTS Graphiques bw 2 TARDY SLIP TWO PART CARBONL Graphiques Ci 3 PARKING PERMIT FRED FACULT Reid amp Clark Screen Arts E M SelectAll Deselect All d i a L Add to favorites Eg M acy Une Cara e I Delete Justification Comments ee OOOO Step 4 Now type the budget code numbers for the account you plan to
101. tion Vendor Hame e 1 Prentice Hall Literature G Frentice Hall Allyn amp Bacon 24 0000 Each 9 060 217 44 FA Select All Deselect All Total Amount 217 44 USD L Add to favorites Ea Modify Line Shipping Accounting ii Delete Justification Comments l Save as Template E Save amp submit Proves ee Caricel i Find more items NOTE If the budget checking status says Error instead of Valid the system will not let you submit the requisition although you can save it You must fix the budget error and make it Valid before you ll be able to submit the requisition What to do if the Budget Checking Status says ERROR If an error occurs in the budget checking process it must be resolved and made Valid before you submit the requisition All requisitions must pass the budget check process There could be any one of several possible reasons why the budget check failed The most common reasons are 1 There isn t enough money in the budget you chose to use or 2 You entered incorrect budget codes or 3 The budget you chose to use has not been set up or activated properly To solve the budget checking error you may need to change the Chartfield string information Common Scenarios 1 The Chartfields have the wrong account string or budget information entered 2 The budget doesn t have enough money in it at that moment to cover the expense of your requisition order 3 The Budget Analyst for your dep
102. ut it s a wise habit to develop Click the yellow Save amp preview approvals button at the bottom of the page Shown here is the screen we see next We see at a glance who the Department Approver is and who the district s Buyer Approver is These are the people who will receive the requisition and approve it so it can be processed From this screen we can click the Submit button Confirmation Requested For Marina Falter Humber of Lines Requisition Name OOOO0819 5 Total Amount SOO 00 VSO Requisition ID OOO0061925 Business Unit SsDUSD Priority Medium Budget Status Valid Requisition Approval v Line 1 Initiated Tree Trimmer Department Approval Hot Routed me Judith Brings Department Approval Buyer Approval v Line 1 Initiated Tree Trimmer Buyer Approval Hot Routed oo Heverlee Tucker Branch Buyer Approval Submit Edit Requisition Appi Approval Changes Check Budget View printable version Manage Requisitions Create New Requisition 51 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Chapter 4 Assets Assets What Are They and Why Does it Matter An Asset is Physical property other than land buildings or improvements to either of these that costs 500 or more per unit for just a quantity of one and has the following three characteristics e Non consumable with a normal service life of more than two years e Retains its original shape
103. vices Elg 3 Review and Submit Add lines to the requisition specifying the information necessary to procure each item or service Search fT Q Search Catalog Favorites Templates Forms Web Special Request Special ttem ttem Description CUITency USD Unit of Measure a Due Date Suggest Mew Vendor Yendor tem ID Mfg ID Mig item ID Additional Information Now we ll show you the same screen filled in with data about an item we want to order Let s say we want to order an asset such as a computer printer Add lines to the requisition specitying the information necessary to procure each item or service Search Catalog Favorites Templates Forms Web Special Request Special tem ttem Description PRINTER HEVWLITT PACKARD COLOR LASERJET 4600 Price 1400 00 Currency USD Quantity 1 Unit of Measure EA Oh al Due Date OM 5 2007 0000001850 Q ofice Depot Suggest New Vendor Catenory Yendor ID Yendor item ID Mig ID Mig ttem ID Additional Information For questions on this order contact Debra Sayble Thornbrugh at 619 555 1111 atvvilshire Crest Elementary Our old computer printer died and is non repairable so we need a new one for our site 39 IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel In the illustration above the Category area is highlighted That is where we need to choose a correct catego
104. yee who has been given access in the computer to place orders by creating and submitting ePro requisitions Most employees fall under this category A Requester can create edit cancel reopen track and generally manage his her own requisitions Requesters cannot see anyone else s requisitions Requesters do not have access in the computer to approve requisitions An Approver is any district employee who is a site administrator usually a principal supervisor program manager or other kind of Department Head Approvers can view track approve or deny requisitions Approvers do not have access in the computer to create and submit requisitions All they can do to a requisition is approve or deny it Your Security When you log into PeopleSoft eProcurement the computer system recognizes who you are by your Employee ID number and it recognizes which access permissions you have by your ID and password These are very powerful tools that protect your personal information IT District Wide Applications SDUSD PeopleSoft eProcurement for BSS Personnel Unfortunately a common practice among district employees is for site administrators to provide their ID numbers and personal passwords to other staff members so that the staff member can log in as the site administrator and perform tasks such as approving requisitions on behalf of the administrator This is against district policy and can compromise your own security NOTE If

ePro BSS 8.9 Training Manual - San Diego Unified School District

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