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ePro 8.9 Training Manual - San Diego Unified School District Official

1. You can also select individual Catalogs to display their respective item lists You can choose one or more and see multiple Catalog lists at the same time To do this click a checkmark into the checkbox to the left of each Catalog you re interested in Then click the Search button at the bottom of the page in the Catalog section Catalog Favorites Browse Catalog Select a catalog tems Goods Textbooks Library Books Reterence Books SO Readsitlon RIF Instructional Supplies Madgazines Periadical Classroom Tests instruction 24 Chapter 2 When you click on an Item Description for a single item from the item list at the bottom of your screen ePro displays all the details it has for that item If you find an item you want to order type the quantity into the Qty box and add the item to your requisition by clicking the Add button next to the Qty box HEALTH HISTORY ENG 100 PER PACK 6 X 4 IN 110 LB WHITE Item ID QOOO00000000001 982 Standard Price 1 55000 No image for this Category Forms Interdepartmental tem Catalog ID 5D_TEMS Unit of Measure LB WHITE INDEX PRINT BOTH SIDES TUMBLE STYLE PIS 1982 STE 22HOF10 Customize Find E i First 4 dof 4 Last f endor Options T More Details vendor Location luna tm ID Price nt a Mig ttm ID Graphiques PRIMARY 1 55000 USD Package Inventory Availability Ship To Location cook SsOUSD Total Quantity Available to this locati
2. Pending 1 ULTRA LOWY 1 40 USD 100 0000 Gallon Pinnacle SLILEER Petroleum Inc When you re finished viewing things on the Approve Requisitions page you can navigate away from that page or log out of PeopleSoft Chapter 6 147 Chapter 7 Maintenance amp Support Clear Delete Cache Files If you want both PeopleSoft eProcurement and your 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 includes 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
3. NOTE Instead of choosing Excel Spreadsheet you can also choose CSV Text File Clicking CSV Text File will also download the results into an Excel spreadsheet but it formats all the data as text Choosing the Excel Spreadsheet download means that the data will be displayed in more of a bookkeeping sort of way with the data formatted as numbers more easily adaptable to financial manipulation and calculations Here is an illustration of the same query results downloaded into a CSV Text File format ee ee ee eg ee eee ed equester tem DesciLine che Istributior tern eq Date otatus rt 1 Req ID k E Line sched Distributior l ID Reg O T BD H 4U40S 122930 Energizeril 1 1 12009 Complete Walid 90403 122930 Office Dep 2 1 5 2009 Complete Walid SUAS 122930 Office Dep J 1 1 65 2009 Complete Walid g0403 122930 Office Dep 4 1 1 5 2009 Complete Valid B6 g0403 122930 Oxfordi F z 1 1 5 4009 Complete Walid 4 90403 122930 Office Dep z 1 142009 Complete Walid 3 Fan g0403 122930 Office Dep fil 1 12009 Complete Walid 2 3 30405 122930 Pacon R E E 1 1 5 4009 Complete Walid 90723 122930 PacontR 1 1 12009 Complete Walid When you are finished viewing simply close the query window by its black X Close button in its upper right corner Chapter 4 131 Chapter 5 Vendors amp Items Look for a Vendor You can determine whether a particular Vendor already has an established agreement with the district Vend
4. http www sandi net peoplesoft training open_lab practice asp 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 Chapter 7 151 Index All ePro Requisitions for Your School Dept cccccccccccceseeeseees 127 ASSE roa 6l Attach a document to an ePro requisition EE E E A EE EE E 74 BUS CU erneten 32 Bud eet Checkin o csr 108 Bud eet Erro an aacomnyerdsas 110 Cache ell Cok ieee ae terme ee ee 148 Cate SOLIS scueioh aii witness ctininiaes 62 Chart of Accounts 000000e e 14 Charn ie 6 eemeerererenere a 32 Comments ooeooeeeeeeeeeeeeeeeessssssssssereree 98 Comments for Individual Line Items 98 Cost Distribution by Amount or Quantity Direct Connel sencan easter eectetdeds 54 Flow Chart the Basics c eee eeeee ees 10 FOO tates entrant eetususanic E ET 68 How to Get Hel Pencari 150 Look tor emis jtcieatiaie etude etcciee 134 Office Depot cccccccccccceeeeeeeeees 55 SMPN oe hese ttt oe teed arecan oeeetanaaces tee 32 SPUC PAYME D aa nce nnte tsb etanninnn 40 SPUNE COSS aani eeeetereratae astern 34 Standardized Account Code Structure SNCS Joa E 13 Track a Reg isiUon secunna 119 DVA Ol EEEE E E reed 132 W a a aRT De ee vO ee sear eet 5 152
5. select All Chapter 2 58 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Step 8 Next in the lower left corner of the screen we need to budget check the requisition to pre encumber the funds for it Click the Check Budget button at Receipt Show at Voucher fet Check Budget Budget Checking Status Not Checked E Save amp submit an Gave amp preview approvals aE Cancel Changes Step 9 If the requisition passes the budget check it will show a Valid budget status Then we can submit the requisition for approval and processing Click the Save amp submit button If the budget status shows Error we must correct that before we can submit the requisition please refer to that section of this manual dealing with how to resolve a budget error l Sendto Vendor Show at Receipt _ Show at Voucher m Check Budget Budget Checking Status Valid E Save amp submit oo Save amp preview approvals At Cancel Changes Step 10 Now we see the Confirmation screen We can print this page out if we want but it will automatically be saved online anyway From here we can start another new requisition or log out of eProcurement Confirmation Requested For Marina Falter Number of Lines Requisition Name Pencils for Main Office Total Amount 6 60 USD Requisition ID OOO00K8B368 Business Unit SDUSO Priority Medium Budget Status Valid Requisition Approval lt Line 1 Pendin
6. Enter the budget numbers into the Chartfields for the budget you want to use to pay for just the food items Then click the Apply button Due Date Attention Accounting Information Chartfieklst Y i Fercent GL Unit Dept Resource ay Account Program Class Fund Extended T SDUSD Q 1234 a 12345 a Ma 234 a i234 sl 12345 a 1234 a x Apply Cancel Step 5 On the Distribution Change Options page click to select the Matching Distribution Lines option and then click OK Distribution Change Options For the selected requisition lines apply distribution changes to All Distribution Lines Anon hanges to all existing distribution lines Matchi g Distribution Lines Apphwinanges 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 Now uncheck the food line items and click checkmarks into the selection boxes for the rest of the items on the requisition You will designate a different budget to pay for those 44 Chapter 2 Requisition Lines ine Description ABC COOKIES 200 PER Cag FOLDER FILE REFORT CAH Glove ultragard ET large HANDWRITING MANUSCR Step 7 Once again click the Modify Line Shipping Accounting button gt I f Glove ultragard ET large Grainger 1 0000 DM 8 HANDWRITING MANUSCRIPT yids 120000 Pa
7. e All ePro requisitions submitted by anyone within your school or department Report will display the following details o Short description of items ordered o Quantities ordered Chapter 4 127 o Dollar amounts spent o Current status of requisitions o Budget checking status o Requester ID who placed the order o Chartfield strings used in orders Step by Step All ePro Requisitions for Your School Dept Step 1 After you login PeopleSoft Financials and see the main starting page click Reporting Tools located towards the bottom of the main menu list ORACLE Personalize Content Layout gt Wy Favorites b Employee Self Service gt Manager SeltService gt Supplier Contracts b Vendors b Purchasing gt Inventory gt eProcurement Services Procurement gt Travel and Expenses gt Commitment Control gt General Ledger inancialsSupply Chain ard i ie ser ST F eporiing Tools Bee on i Step 2 Click Query Viewer Query Extract information using visual rep Query Manager I Query Viewer Schedule cuer NUA Chapter 4 128 Step 3 On the Query Viewer page type the name of the query report in the begins with text box and then click the Search button The name of this particular query report is SD_SITES_EPRO_REQS Query Viewer Enter any information you have and click Search Leave figs blank for a list of all values Sy Query Mame begins wit SD SITES_EPRO_
8. 0 CUrrency JSD Quantity l Unit of Measure EA a Category SvC_51 Za l Due Date 111152007 F Vendor ID og G Suagest 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 SOF Category This is very important You must choose the correct service category here from the list of possible Service categories z Unit of Measure For a service always enter EA Due Date Enter the date by which the service is supposed to be completed 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 Chapter 3 86 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Step 3 In this example we suggested a vendor We clicked on the Suggest New Vendor link and were brought to this screen Shown here is the screen filled in with pertinent details about the vendor we wanted to hire suggest a Vendor Vendor Hame Acme Tree Trimming Services Contact Name George Lopez Country a Address 1 5555 North Elm Street 8 82 Address 2 FY Address 3 FY City San Diego o o state l Postai lt lt Phone Type Business Int l Prefix Telephone 51 9g 555 5555 Ext Comments They offer good discounts
9. Add or Start New Type j Add tem zz Step 4 Notice that the Special Request area becomes blanked out and the item you just added appears in the Requisition Summary area on the left side of the screen Menu eProcurement b Buyer Center Create Requisition Manage Requisitions Approve Requisitions Receive Items Create Requisition Add lines to the requisition specifi Search requisition Summary Catalog Favorites Templates Description laty uom Special tem ttem Description Price Quantity Categorn Yendor ID Step 5 Now you can click Define Requisition in the upper left area c A 1 Define Requisition J Ee ide al g the information nec Forms Search Catalog Favorites Special item Step 6 On the Define Requisition screen you can type in a name for the requisition to help you and others identify it later on You don t have to use the Define Requisition screen for this You Chapter 3 79 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement can do the same thing on the Review and Submit screen too Then click the yellow Continue button in the bottom left area Create Requisition ye Define Requisitior Specify requisition name requester and other information that applies to the entire req Business Unit SOLSD San Diego Unified School Dist Requester salle Debra Sayble Requisition Name Laptop for Ms Washington l Line Defa
10. Envelopes Envelopes Paper Writing Pads Notebooks amp Clipboards See all Binders amp Accessories Binder Accessories Binders Indexes Tabs amp Dividers See all Pens Pencils amp Markers Markers amp Highlighters Pencils Pens See all Calendars amp Planners Appointment Books amp Planners Step 3 Order by Item Guick Order All Categories AV Supplies amp Equipment Basic Supplies Binders amp Accessories Business Cases Calendars amp Planners Cleaning amp Breakroom Custom Printing Desk amp Wall Accessories Executive Gifts Filing amp Storage Ink Toner amp Ribbons Labels amp Label Makers Mailroom Supplies Medical Supplies Office Depot Brand Products Paper Forms Envelopes Pens Pencils amp Markers Promotional Products School Supplies Self Stick Notes amp Flags In the example shown here we chose to order five packages of Office Depot brand pencils Chapter 2 56 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement A Home 888 2 OF FICE 888 263 3423 Ter 1 item s 6 60 Order v View Cart Check Out My Shoppi Office DEPOT by tem v Taking Care of Business Quick Order Welcome VALUED CUSTOMER c Vv Technology Vv Our Services Vv Zz SEARCH es s si i sCsCs di View All Products A Z Ink amp Toner Home Find Your Product Office Supplies Vv Furniture Shopping Cart Continue Shopping Fatze de
11. L 1 PER CASE KID KIDSMART F 001 1 0000 CS 23 40 USB ae ae e e fie BEANS PINTO HG cone pes E eevee 2 0000 CS 1 00 USD Hl 3 ae e ee eee SelectAll Deselect All L F view Line Details i Approve Deny Review Edit Approvers Requisition Approval v Line 1 Denied view Camments ABC COOKIES 200 PER CASE KIDSMART Department Approval Single Denied Alex Doe Single Approver far Dept 1052009 2 55 PM Approval Comment History Alex Doe at 10 5 2009 2 55 PM Turns out we still have plenty of cookies and pinto beans I m denying those and approving the apples and the beet v7 Line 2 Pending APPLES FRESH 37 40 LB PER CASE 3090221 Department Approval Single Pending Alex Doe Single Approver far Dept v Line 3 Denied C2 View comments BEANS PINTO 6410 CANS PER CASE 3090400 Department Approwal Single Denied A Alex Doe Single Approver tor Dept 10572009 2 55 Pe Approval Comment History Alex Doe at 10 5 2009 2 55 PM Turns out we still have plenty of cookies and pinto beans I m denying those and approving the apples and the beet v Line 4 Pending BEEF CRUMBLES 30 LB PER CASE USING COMMODITY BEEF Department Approval Single Pending Alex Doe Single Approver far Dept Enter Approver Comments Turns autwe still have plenty of cookies and pinto beans I m denying those and approving the apples and the beef r Return to vvorklist Chap
12. Requisition page To add an item to your Favorites list click a checkmark into the checkbox to the left of the item Details C item Description vendo gt ABSENCE EXCUSE FFORPARENTS sig CTaPh Next scroll the page up so you can see the bottom of the screen Click the Add to Favorites button The next time you want to order any items in your Favorites list simply click the Favorites tab on the main Create Requisition page Below is an illustration of what you would see after clicking the Favorites tab Favorites Templates Forms Web Special Request Type Description Vendor Price curr uom aty __ ABSENCE EXCUSE FOR a PARENTS SIGN SECON S0 FK Graphiques 0 840 USD PK 1 0000 Add 2240300 SelectAll Deselect All L TE Add ji Delete from favorites Review and Submit Step by Step Exercise Order a Preset Catalog Item 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 After you click Create Requisition click the Catalog tab if necessary to bring it forward 2J Chapter 2 Create Requisition ES 1 Define Requisition Eins 2 Add It Elg 3 Review and Submit Q Search Add lines to the requisition specitying the information necessary to procure each item or ser
13. Status Active Ship To 0000A Q Attention LesieDoe Distribute by aty zZ SpeedChart A Accounting Lines chartfieldst Details Asset Information hi eee 1 Oper o0008 S 15 0000 100 0000 375 00 SDUSD c looo c oooo0 l o 4 D SelectAll Deselect All Total Amount 375 00 USO L_ Add to favorites gt Modify Line Shipping Accounting il Delete 47 Chapter 2 Step 3 We click the plus sign button to add a new blank Chartfield line to this item Step 4 The default setting is for Quantity percentages displayed here Add to favorites Se Modify Line Shipping Accounting ii Delete Step 5 Here is what it looks like when we designate the Quantities by percentage between the two budgets After adding the second Chartfield line we entered 40 for the first budget and 60 for the second Details T Asset Information _ Ne Oper oggi Vey B amp OO00 o 40 0000 150 00 Spsg ee o inniit S 8 0000 60 0000 225 00 st G OO00 a BO O000 275 00 SOUJ fi i r lf Deselect All 48 Chapter 2 Step 6 To change to Amounts by dollars we clicked to change Qty to Amt Location Quantity Percent OOOO ot B O000 40 0000 0000A G 4 0000 BO O000 Step 7 Upon clicking Amt the screen changed to display the different type of distribution Dist Type Location Percent Amount GL Un b Sil A spusa Step 8 We then entered different dollar amounts in the Amoun
14. Synchronize idwa training 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 1s facing front About half way down the middle of this utility window find two buttons Delete Cookies and Delete Files Irvernet Siptions General decurity Privacy Content Connections Programs Advanced A fou can change which page to use for your home page Address http w sandi netd Use Current Use Default Use Bf ak Temporary Internet files Pages you y VIEW ar mle Internet are stored in a special folder 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 Accessibility Chapter 7 149 Step 4 Click Delete Cookies A small confirmation window appears Click OK on this window Delete Cookies Delete all cookies in the Temporary Internet Files Folder coneel_ 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 Gl Step 6 Click the big OK button at the very bottom of the Internet Options utility win
15. What to do If you run the budget check on a requisition and it returns an error instead of a valid budget status shown here then 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 department site has not allocated money into that budget or has not activated it yet 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 Eg 3 Review and Submit 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 Chapter 4 110 Chartfield string for that item Edit Requisition a
16. d click the Approve button Line Information Line tem Description Vendor Hame W Select All Deselect All L 2 view Line Details W Approve mM Dery Me OO The Worklist maintains all requisitions that require approval from the Worklist owner the Approver Once a requisition is approved it no longer appears on the Worklist You can view all requisitions you ve approved or denied in the Manage Approvals page you can also track orders from there by clicking on a requisition s Request Lifespan icon If a requisition is denied it might remain on the Worklist until it is edited re submitted or canceled by the requester who created it If a requisition is going to be denied the Comment textbox is a good place for the approver to communicate to the requester the reasons for the denial Any additional approvers can also view these comments if the requisition is routed to them TIP You can approve a single requisition by clicking on the hyperlink within the email notification you receive when the req is submitted to you HOWEVER this only lets you view and approve a single requisition It does not let you see other requisitions that may be sitting in your Worklist awaiting approval Chapter 6 139 TIP Be sure to check your Worklist on a regular basis about once or twice a week Verify all requisitions before approving them Step by Step Exercise Deny Single Items and Approve the Rest of a Requisition Ste
17. the requisition status changes to Denied regardless of any other approvals Ultimately it is the approver s responsibility to view and verify the requisition s budget information Chartfields Approvers must make sure that the correct department resource account and fund code numbers are being used for the items or services being requested TIP It is a good idea for requesters to send a personal email to their Department approvers letting them know there is a requisition waiting for their approval in their Worklist in addition to the automatic email message approvers receive from the ePro system each time a requisition is submitted Chapter 6 136 Every time someone submits a requisition to you the Approver you receive an automated email message from the ePro system This email is intended to be a notification just to let you know that the req is not sitting in your Worklist awaiting approval It s possible for you to click an embedded hyperlink within the email to open and view the requisition You can approve it in this manner However please be aware that doing this only lets you take care of a single requisition You still need to login your Worklist periodically at least once a week to view all the items awaiting your approval NOTE It is important for approvers to approve requisitions by logging in properly to PeopleSoft Financials and navigating to the correct Worklist The following walks you through an e
18. you can t click on it or edit it In the next step we ll show you how to enter the correct budget code numbers for the account you plan to use to pay for your ePro order we are using fake sample code numbers here just for illustration these are not necessarily the same budget code numbers you should use for diploma covers or anything else E Sas Dept Resource Bua account Program crass Fund Extended 003 El oono l loo 4605 1000 C M410 oe 01000 l ooog El 31 Chapter 2 Shipping Most of the time ePro orders are shipped from the vendors to the district s Supply Warehouse and then delivered to you at your site This is true for all preset catalog orders and most special request orders Any orders placed via the Direct Connect part of eProcurement software will be shipped directly to you at your site from the Direct Connect vendor Also be aware that if you re ordering any asset items then you absolutely must have them shipped from the vendor to the warehouse first This is to maintain our asset management program And it lets the warehouse folks tag the asset items with special district tags before they come to you which is part of asset management You can erase your name from the Attention field on the Shipping page and enter the name of the actual person who will receive the order if it is not you The Due Date field does not have to be filled in but if you want you can enter the date when you d like to
19. Approver should also consider Item Description Quantity and Price before approving a requisition This illustration shows the separate window you d see after you clicked the View Line Details button After viewing this you would click it closed Chapter 6 141 Requisition Health Forms Requester Debra Sayble Business Unit SOUSD Requisition ID 0000057999 Date 7 26 2007 Comments Description Oty Price HEALTH FIRST AID REPORT TO 25 1 450 PARENT 2 PRT NCR WHITE AND m l A Sched Line Ship To Attention All Locations Combined Debra Sayble Line Location Reg Oty Amount HE Unit DeptiD Resource Bud Ref Account 1 oo004 25 36 25 EA SDUSD 5610 81500 oo 4301 Program Class Fund Extended 8100 oo00 01000 7402 NOTE If a requisition is approved and the Chartfield account information is incorrect then the Approver will have to explain why the incorrect information was not adjusted before approving the requisition To have the information adjusted before approval the Approver must Deny the requisition so that the Requester can make the adjustments and re submit the requisition Step 5 When you receive a requisition with multiple items you have the option of denying one or more individual items while approving the rest After approving such a requisition its status displays for the Requester the one who submitted it as See Lines which indicates that it was partially denied The Requester
20. Click it to open it Step 8b Click the Add Attachment button C Sendto Vendor TS Add Attachment Cancel Step 8c Use the Browse button to locate the file you want to attach to the requisition Typically this might be a list of titles names brands a vendor quote a filled in vendor form or some other item the Buyer needs to place your order Then click the Upload button CALOCAL DOCUMENTS List of Acceptable Grands doc Browse Upload Cancel Step 8d Click the OK button Chapter 3 74 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Customize Find view All HH First 4 dof d Last Attached File View send to Vendor 1 List_of_Acceptable_Brands doc View E Add Attachment You are returned to the requisition and can now finish the usual steps to complete and submit the order Please continue on to Step 9 Step 9 Click the Check Budget button to initiate the budget check process which pre encumbers the funds to pay for the order JustiicationiComments l Sendto Vendor Show at Receipt Check Budget l Save as Template E Save amp submit aa Save amp preview ap Step 10 Click OK Budget Checking will save you In order to perform budget che your requisitian without budget OK Cancel Step 11 Verify that you received a Valid Budget Status If it is valid click the Save amp submit button Send to Vendor Show at Receipt Show at Vouch
21. Curr Qty UOM Vendor Line j erintinn status Price Curr aty UoM vendor Prentice Hall Literature Gr Approved 4 060 USO 10 0000 EA Prentice Hall Allyn amp Bacon Create New Requisition Inquire Change Request Inquire Receipts Requisition Report Manage 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 yet become a purchase order 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 next illustration shows a typical Manage Requisitions page with four requisitions on it Navigation eProcurement gt Manage Requisitions Chapter 4 120 Manage Requisitions Search Requ
22. EMD LAPTOP b APPLE IMAC DESKTOP 17 When you see a Template you want to use you would click inside the white Quantity box next to the yellow Add button and type the number of how many you want of that particular item and then click Add After you click Add you must click the Review and Submit link either at the very bottom or very top of the page You would then get to see all the items related to that Template placed automatically on your requisition In the next example shown here we ordered two PC laptop computers The Template placed the items on our requisition for us Requisition Lines Line Description Vendor Hame Guantiy Price Total t 1 SOFTWARE DISTRICT STANDARD San Diego Unified School 2 0000 70 000 140 00 District DIT 2 RECYCLING FEE CAELECTRONIC Apple Inc 2 0000 6 000 12 00 cI 3 Lease PC Laptop Mid Level Arey Jones Educational 2 0000 39 770 79 54 Solutions Select Alli Deselect All Total Amount 231 54 U Next you would just complete the requisition normally enter the Chartfield string budget codes to pay for each item run the Budget Check process verify it is Valid and then submit the requisition Chapter 2 50 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Create Your Own Template You can also store a copy of a completed requisition you created yourself in your Templates list so that you can easily use the copy at a future time Before you click the Save and
23. FO 000 USO Each 1 000 ES Add Compare Selected Items Side by Side This feature allows you to display more than one item side by side so that you can easily compare detailed information about the items such as vendor or price This tool is especially useful if you need to order similar items but you don t know which brand or which manufacturer you really want You can add items to your requisition directly from the Comparison screen First you click a checkmark into the checkboxes of the items you wish to compare Apple Computer Inc 1214 000 SO Each 1 000 Add Apple hy acBook Fro 1 Computer Inc 2008 000 USO Each 1 000 Add Then you go to the bottom of the screen and click the Compare button You will then see the comparison on your screen side by Side Comparison for 2 Items No image for this item OOOOOOO00000006 332 Description Entry Level Laptop MacBook 13 Standard Price 1214 000 Standard UOM EA Vendor Name Apple Computer Inc Unitof Measure EA Vendor Price 1214 000 Currency Code USO Qty to Add p E Item ID Chapter 2 No image for this item OOOOOO0NO000006334 High End Laptop MacBook Pro 1 2006 000 EA Apple Computer Inc EA 2008 000 USD i 26 Favorites ePro gives you the ability to group together frequently ordered items by adding them to your personal Favorites list These items are then stored in a list in the Favorites tab on the Create
24. FO T UPN ID Manufacturer s tem ID fo e s Physical Nature Goods l RFO Required Zero Price Indicator D Inspection Required T Device Tracking l Stockless tem Step 3 The Buyer s name and telephone number are displayed Click the Return button to go back to the previous page Buyer Telephone Information Buyer Alex Doe Telephone 858 555 5555 Fas Number 858 555 0000 Return Step 4 From here you can click OK or Cancel They both return you to the Review amp Submit page of the requisition Chapter 3 97 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Vendor tem ID Manufacturer ID Manufacturer s tem ID Physical Nature RFO Required I Device Tracking M Stockless Ite Configuration Into eS Sourcing Controls Additional Features Comments for Individual Line Items In addition to inserting text into the Justification Comments textbox at the bottom of a requisition which applies to the entire requisition and is read by the Approver you can also type a comment for an individual line item You could insert a separate comment for each item on a requisition 1f you wanted to Step by Step Add a Comment for a Line Item Step 1 After adding items to your requisition and clicking the Review amp Submit link to view it you can add individual comments to a single line item Next to the Line Details icon on the far right side of the line item click the C
25. Name 1 Scholastic Inc Vendor Name 2 Status Approved Persistence Regular VAT Registration Registration F Withholding F Open For Ordering Vendor Relationships l Corporate Vendor Corporate Vendor ID Create Bill To Customer l Create Bill To Customer SCHOLASTIC IM Classification Supplier HCM Class YAT Default VAT Serice Treatment Setup Collapse All T interUnit Vendor InterUnit Vendor ID Additional ID Numbers Duplicate Invoice Settings t Standard Industry Codes F Additional Reporting Elements t Government Classifications Identifying Information Address Contacts Location To determine for certain if a particular Vendor exists in the eProcurement system you might need to conduct a search in several different ways using different criteria For example you may need to search with only the first letter of the Vendor name in order to broaden the search Look for Items Searching for a particular item can be done through a catalog search when creating a requisition Within that search method you have three options available for finding an item You can choose to do a Basic search Advanced search or Browse Catalogs search Chapter 2 explains those three search options and how to use them in detail Chapter 5 NOTE If you want to find out the quantity on hand for any district item within the district s Catalog lists please do the following 1 Click Create Requi
26. OF GOLD FOIL 1 HOT STAMPING IN 28 POINT TO Herff Jones 1 990 USD 25 0000 Each READ SAN DIEGO UNIFIED SCHOOL DISTRICT 100 COVERS PER BOX WHITE PAPER ENVELOPES INCLUDED 22C5900 Review and Submit 5 Next enter the quantity into the Quantity box and then click the Add button you should probably enter a 1 here and then you can change the quantity later Chapter 2 51 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Review and Submit Then you can finish the requisition normally You can submit it as is with the quantities and budget codes already in place from the last time you used it or you can edit the requisition change the items quantities and or budget code numbers etc and then submit it The original template remains the same as before for future use Naming Your Requisition If you want the requisition to have a customized name you can type it into the Requisition Name textbox on the Define Requisition page or on the Review and Submit page at any time during the creation of your requisition Please review the Steps earlier in this manual for Step by Step Exercise Create a Catalog Item Requisition Create Requisition igendifh sna icihice 208 segs att cfr Af athice iat gil iisrael E Ti tii Si ii ead al dD Requisition Name Diploma Covers for Ms Gomez Ii Dif oof Requester s Worklist Requisition Status Notification Earlier in this book we told you about a new
27. Requisition ye 1 Define Requisition B3 Specifi requisition name requester and other informat Business Unit sbUSsD San Diego Unifie Requester Requisition Name Sloabes for Rmi 24 t Line Defaults Continue Step 6 Click the Review and Submit link in the upper right of the screen Create Requisition Ck 1 Define Requisition Add lines to the requisition specitying the information necessary to procure each item or service Step 7 Click the Expand Section button to access the Chartfield string where you need to enter the budget numbers to pay for this item Requisition Lines Line Description Step 8 Enter the correct budget numbers into the Chartfields These numbers tell the system which budget to use to pay for this item the numbers shown here are only for demonstration and are not to be used 0003 Sy ooon0 Sy oo G 4301 1000 1110 S 01000 a ooog l Chapter 3 73 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement How to Attach a Document to a Requisition NOTE If you want to learn how to attach a document to an ePro requisition such as a list or any other document the Buyer needs in order to process the requisition then follow Steps 8a 8d If not then skip ahead to Step 9 Step 8a To the right of the Line Description right next to the Total dollar amount you ll see a small icon that looks like a text bubble It s called the Comments icon
28. all in one screen To view the rest of the results including dollar amounts spent you will have to scroll your screen over to the right If you want to print the report it s best to do it after you download the report into an Excel spreadsheet Otherwise it won t print out everything displayed only what you actually see on your screen even though there is additional data over to one side that you have to scroll to view Step 8 At the top above the results of the query there is a link called Excel Spreadsheet Click it Chapter 4 130 Excel SpreadSheet CS TextFile 617 kb Download results in View All anlan gen EnerizertR BEPERA The results from the query report are displayed in a new window within an Excel spreadsheet You can then print save manipulate the data format the spreadsheet etc P ae C922 paanan g ar AEAEE EOSL GHA JAED BRE La 3 0000090403 122930 EnergizeriR 44 Alkaline Industrial Batteries Br 4 Do00090403 122930 Office DepotfR Brand Glue Stick 0 32 Oz Cle 2 6 0000090403 122930 Office Depot Ry Brand Correction Fluid Muttipur 3 6 foo00090403 22990 Office Depot R Brand Schoolmate Composition 4 0000090403 122930 Oxfordi A3 100 Recycled Twin Focket Portfolios 4 8 foooong0403 122990 Office Depot R Brand Recycled Deluxe Locking Bi E 22930 Office Depot R Brand Recycled Deluxe Locking T ooooogo4os 122930 Pacon R Easel Pad 27 x 34 1 Ruled a
29. 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 ePro helps us manage organizational spending through the efficient cost effective procurement of goods and services ePro helps us to control spending and lower acquisition costs thanks to agreements for prearranged prices that have been set by the SDUSD district Buyers and the chosen Vendors By the same token ePro lets us improve supplier relationships by reducing returns and customer support costs ePro utilizes an automated process that lets us create requisitions and budget check them pre encumber the funds before being sent to an approver for processing We have the ability to manage our own requisitions and easily track order progress via the ePro software Direct Connect We can order things from common district vendors such as Office Depot Waxie Lakeshore Learning Materials and Grainger right from within the ePro application itself This ePro feature is called Direct Connect Using Direct Connect lets you order from your favorite vendors easily while still keeping the same discounts and still receiving shipments very quickly usually within a couple of days This manual has a section that explains in detail how to use Direct Connect ePro Requesters and Approvers A Requester is any district employee who has access in the computer t
30. 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 Chapter 4 125 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 if 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 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 1 345 92USD lt Select Action recaton 3 00 0000057958 Laptops for Office O7 13 2007 Canceled Select Action Check Budget 0000057957 For Mr Dobbs 07 13 2007 Open i Edit Requisition A Re C sede all Requisiti 0000057956 7th Grade English 07 12 2007 Approved 0000057947 Diploma Covers 07 05 2007 Approved i r E Step 2 Click the Reopen Requisition button Requisition Details for Debra Sayble Business Unit SDUSD Date OFM a200 Requisition Hame Laptop
31. can view the requisition to see what part of it was denied and why You are required to enter a reason why you are denying part s of the requisition before the system allows you to deny anything To deny individual line items on a submitted requisition click a checkmark into the left hand checkboxes of only those items you want to deny Line Information Eil tem Description Vendor Hame Chapter 6 142 Step 6 Scroll your page up to view the very bottom of the screen In the Enter Approver Comments textbox enter your reason s for denying those items Your comments will be read by the Requester You can include brief instructions for the Requester if desired Enter Approver Comments Turns out we still have plenty of cookies and pinto beans lim denying those and approving the apples and the beet Step 7 Scroll back up to the top of the screen Click the Deny button W Select All Deselect All L R view Line Details Review Edit Approvers Notice how your page changes to reflect your choices please see large illustration on next page Chapter 6 143 Requisition Approval Req Name Food for Special Event Total 134 40 USD Requester Leslie Doe Business Unit SOUSD Entered on 10 05 7009 Requisition ID 0000105149 Status See Lines Priority M Medium Requester s Justification No fustficaton entered by requester Line Information tem Description Vendor Name Price Curr ABC COOKIES 200 3
32. lot of damage That person could use the 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 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 Login to PeopleSoft Financials The following Steps show how to login and access PeopleSoft eProcurement Step 1 Launch Microsoft Internet Explorer from your PC computer s desktop screen or Start
33. 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 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 see a picture of the requisition Chapter 4 121 Requisition Name This shows the name you manually typed in when you were creating the requisition if 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 B
34. of books wr titles publishers years to be faxed to Purchasing to help process this order Motto exceed 5 000 Send to Vendor I Show at Receipt Sh Cancel Add or Start New Type Add ltem Chapter 4 104 NOTE Anytime you see this message appear about changing the category please know that it is not an error message and you should just click OK to dismiss it Then continue on normally It will not have any effect on your requisition order ce change category You must select an asset related category for a good gt 500 The PeopleCode program executed a Warning statement which has produced this message Step 4 Complete and submit the requisition as you normally would run the Budget Check process receive a Valid budget status and then submit the requisition as usual IMPORTANT NOTE Whenever you submit a lot order or any order involving a long list of items you must also submit a detailed list of those items to the Purchasing Dept The list should contain information such as names or titles of the items descriptions ID or Part numbers publishers year of publication or other such information depending on what kind of items they are There are two ways you can submit such a list to go with the ePro requisition e You can attach the list electronically to the requisition before you submit the requisition e You can fax the list to the Strategic Sourcing and Contract Services Dept formerly called
35. perform another action on a requisition make a selection from the Action dropdown list and click Go Requisition Hame BU Status 0000057943 0000057943 SDUSD 06 29 2007 Approved Valid 10 75u5p Select Action m Go Requester Debra Sayble Entered By Debra Sayble Priority Medium Request Lifespan iB Si ndl S A J Purchase Change Orders Request Receiving Returns Invoice Payment Requisition Approvals Inventory Line Information Line Description Status Price Curr aty uom vendor 1 TARDY SLIP TWO PART CARBONLE Approved 2 150 USD 5 0000 FK Graphiques In this example the Requisition icon the first one in the Lifespan line on the left hand side is underlined because this particular requisition was submitted The Approvals icon is also underlined because the requisition has also been approved The rest of the icons in the Lifespan line are not underlined because the requisition hasn t reached those steps yet it was just approved a few moments ago On your computer screen the icons for steps that have been completed are lit up and brightly colored The steps that haven t been done yet remain grayed out By viewing the Lifespan page of the requisition you can quickly tell what has happened to your order and what will happen next As long as you have Internet access from any computer you can login to PeopleSoft eProcurement and navigate to the Request Lifespan for any of your Requisitions to find out what is hap
36. receive the order by This is a wish date and doesn t guarantee you will get the order on that day Shipping Line 1 Due Date 10 17 2007 Status Active Ship To 0003A Attention Debra Sayble Distribute hy S SpeedChart Accounting Lines F Chartfields4 T Details Asset Information et status E Type i Location louantity a Open oo024 C 25 0000 Step 11 Here you must enter the budget numbers into the individual Chartfields small textboxes This is how we tell the ePro system which budget to use to pay for whatever we are ordering in eProcurement It s very important to enter the correct 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 For detailed definitions of chartfields please refer to an earlier section of this chapter entitled Chartfields 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
37. requisition Chapter 3 91 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Step 3 After clicking the Add Item button you will see a blank Special Request screen On the left side you will also see the Requisition Summary that displays the service line item on your requisition Requisition Summary Catalog Favorites Template Description Oty UOM Special Item Service Golf Cart 2 HRS Repair tem Description Total Lines 1 Price Total Amount USD r 20 00 Quantity Category Step 4 Click the Review and Submit link in the upper right corner of the screen Review and Submit Step 5 Now that you ve added this service item to your requisition form you would do the usual things to process 1t enter the budget numbers into the Chartfields run the Budget Check process and upon receiving a Valid Budget Status submit the requisition Step by Step Exercise Special Request Service Time and Materials 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 NOTE Always create a separate line item for Time and a separate line item for Materials both on the same ePro requisition Chapter 3 92 IT District Wide Applications SDUSD PeopleSoft Advance
38. 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 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 Chapter 3 84 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement wR SL A FCL Vendor Name Acme Globes Inc Contact Name George Spelvin Address Information Country USA Q United States Address 1 7849 Main St Address Suites Address 3 ee City Anytown State CA A Postal a021 o Phone Information Phone Type Business Int l Prefix Telephone z1 323 555 4567 Ext Comments This vendor has excelle ervice 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 IMPORTANT NOTE You only need to designate the vendor once for the first Line Item on a requisition as long as all the rest of the items are coming from the same vendor Service Orders Hiring a Contractor There
39. supplies which is GDS_4515 Special tem ttem Description LOT ORDER TOOLS NTE 7500 INCL ALL COSTS Price F4500 00000 EA USO Suarri euu Unit of Measure LOT a Category GOS 4515 a Due Date 1071 52004 Vendor ID 0000000194 DEE E AE Suggest New Vendor Vendor tem ID Mfg ID Mfg tem ID Additional Information John Doe 619 555 5555 San Diego Elementary School Lot order for variety of tools amp hardware supplies List attached Motto exceed 7500 Send to Vendor Show at Receipt l Show at Voucher Cancel Add Item Step 3 After all the fields have been filled in we click the Add Item button to add the item to our ePro requisition Chapter 4 106 Special tem tem Description LOT ORDER TOOLS NTE 7500 INCL ALL COSTS Price oo Currency sl Quantity peel Unit of Measure LOT a Taregin GDS_4515 q Due Date 10152009 i Vendor ID 0000000194 ATE Suggest New Vendor Vendor tem ID Mfg ID A Mig tem ID Additional Information supplies List attached Motto exceed 7500 Send to Vendor l Show at Receipt Show at Voucher Cancel Add Item Step 4 Complete and submit the requisition as you normally would run the Budget Check process receive a Valid budget status and then submit the requisition as usual but there is one additional thing you must do attach the detailed list of items to the requisition before you submit it The following steps show how to
40. the Purchasing Dept with the ePro requisition s ID number on the fax the fax number is 619 542 5705 By far the best and most preferable method is to attach the list electronically The next exercise illustrates how to do this Step by Step Exercise Create a Lot Order for Things Other than Books If you order more than 40 different items under a single kind of item you may place a Lot Order An example might be if you were ordering more than 40 different tools and hardware supplies for a district location different kinds of wrenches screwdrivers drills nuts amp bolts etc Perhaps you want to order them all from one vendor The following steps show how to place a Lot Order for things other than books Step 1 Navigation eProcurement gt Create Requisition Click Special Request Chapter 4 105 Create Requisition a 1 Define Requisition k Add Items and Se Add lines to the requisition specif ing the information necessary to procure each ite Search Catalog Favorites Templates Forms WW eb Special Request Browse Catalog Select a catalog Assets tems aver ee ae fro catalogs int a Z DO NOT USE e Navigate cat clicking folde e View tems Step 2 Enter the required information into the appropriate fields In this example we are ordering 50 different tools and hardware items not to exceed the cost of 7 500 Notice that we chose the correct Category for building maintenance and
41. 2 you can direct ePro to use one of your own budgets along with a budget from an entirely different department or school NOTE If you use budgets from more than one department or school please remember that means the ePro requisition will take longer to process This is because more than one Department Approver will have to approve the requisition Each Department Approver can only approve requisitions containing items using their own budgets For example let s say that you order a widget and you split the budgets so that your school will pay 40 of it while another school will pay 60 of it You budget check and submit the requisition normally Once your own Department Approver principal or department head approves the requisition it will automatically be routed to the approver for the other school so that he she can approve it too Then the requisition automatically goes on to be processed Step by Step Split Payment Single Line Item Step 1 In this example we re ordering some health profile envelopes We already entered the budget numbers for our own budget to be used In the left hand area of the Chartfield string we see that ePro automatically indicates that our budget will pay 100 of this item But we want 60 of it to be paid for out of a different budget t Information oe Quantity Eeen Amount aL Unit ooa G 100 0000 100 0000 fF 524 00 sDUSD Gg Tot Step 2 Scroll the screen over to the f
42. 8 9 feature in eProcurement Status Notification which lets you know by email when a requisition is approved or denied This feature may or may not be activated for our school district s use In addition to that notification you can navigate to your own Worklist to see any given requisition and whether it was approved or denied by the Approver When an Approver views a submitted requisition he she can type a note inside a specially designated textbox explaining why he she is denying the requisition After you re notified by email of the denial you can look at your Worklist to see why The following exercise walks you through the steps for how to view your Worklist Chapter 2 52 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Step by Step Exercise View Your Worklist amp Requisitions Step 1 Navigation eProcurement gt Worklist The illustration below shows where to find and click on the Worklist link PeopleSoft Hone VYorklist M utiChannel Console Add to Favorites Personalize Content Layout gt Developer Administration gt Employee Self Service gt Manager Self Service gt Supplier Contracts gt Customers Step 2 When you click your Worklist link you re brought to the Worklist screen an example is shown here Detail View Work List Filters Worklist Customize Find view From Date From work tem Worked By Activity Priority Link Transaction Larue UE Jud
43. BEEF CRUMBLES 30 LB PER CASE USING COMMODITY BEEF ee ee aa Department Approval Single Approved Alex Doe Single Approver for Dept 10 5 2009 3 03 PM Approval Comment History Alex Doe at 10 5 2009 3 03 PM Turns out we still have plenty of cookies and pinto beans I m denying those and approving the apples and the beef Chapter 6 145 Step 9 Click the Return to Worklist link at the bottom left corner of the screen to view any additional requisitions Return to Wworklist Can t Find a Requisition on Your Approver Worklist When you navigate online to your PeopleSoft Financials Worklist and you see an ePro requisition there that was recently submitted to you sometimes you might decide to hold it there until you are ready to approve or deny it Perhaps you want to get some more information before you make your decision You might find that the next time you look at your Worklist that requisition is no longer there That might alarm you or make you wonder where it went when you had not approved or denied it The requisition can still be found if you navigate to your Manage Approvals page Step by Step Exercise View Your Manage Approvals Page Step 1 From the main menus on the left side of the screen click the eProcurement menu and then click Approve Requisitions Menu eProcurement gt Buyer Center gt Manage ERP Integration Dispatch Purchase Orders Manage Purchase Orders Recei
44. Bu 1100 00 souskA 0003 20000 Q on Q 1000 Q 1410 Q foroo Q eooo QJ 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 Chapter 4 115 Distribution Change Options Forthe selected requisition lines apply distribution changes to All Distribution 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 How to Change the Account Code Number on a Requisition When we enter budget codes on a requisition to pay for items ePro always fills in the Account code number piece automatically And it appears unclickable so we can t edit that Account code For items we order from the preset lists of Catalog items such as textbooks gasoline or food for example it s true that we have to accept the Account codes that ePro enters for us But When we order things in ePro by either Special Request or Dire
45. 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 Washington Priority Medium v vendor Hame Quantity UOM Price Total PAD Arey Jones Educational 1 0000 Each 1 200 000 1 200 00 Be Solutions er Reqs V Override Suggested Vendor Due Date 99 26 2007 Bi Quantity 1 0000 EE Ship To 0000A Q SpeedChart Q Asset Information ype Location Quantity Percent Amount GL Uni DeptiD Resource as Account Program Class Fund Extended Ror Unit po00aQ 1 0000 100 0000 1 200 00 SDU Q 0003 Q oo000 Q Q 4491 hooo Q 1110 Q o1000 Q foo Q J a bi mount 1 200 00 USD 3 Modify Line Shipping Accounting F Delete Step 10 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 Distribute by ZI SpeedChart Accounting Lines chartfieldst P mae eset Information E status P Type z Location louant Percent Amount ou Unit bento esou apen oooga Q 1 0000 o 100 0000 1 200 o0 S SBUSD o 0003 amp 00000 Select All Deselect All Total Amount L a Add to favorites Eg Modify Line t Shipping Accounting ii Delete Justification Comments fend to Vendor Show
46. Cost 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 Create Requisition re 1 Define Requisition t 2 Add Items and Se Add lines to the requisition specitying the information necessary to procure each ite Search Catalog Favorites Templates Forms SpecialRequest i Browse Catalog elect a catalog Assets Items over e oosa fro catalogs int C P0 NOT USE Navigate cat clicking folde e View items Chapter 3 90 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Step 2 Enter required details about your order into the fields on this screen as shown by the example below then click the Add Item button to add this as a line item to your requisition Special tem Q 7 tem Descriptio Price Quantity c 8 0000 Unit of Measure HRS a aee D BVC_5B54 Q ME e oget2o10 Semice Golf Cart Repair 90 00 Currency USD Vendor ID A Suggested Vendor Al s Golf Cart Repairs Vendor tem ID Mfg ID a Mfg tem ID Additional Information Mary Doe 619 555 5555 Wilshire Crest Elementare 855 golf
47. ED FACULT s m Co 4 Ee Modity Line f Shipping J Accounting Justification Comments Chapter 4 114 Step 3 Next click the Modify Line Shipping Accounting button Requisition Lines Line Description Vendor Hame Df 1 ABSENCE EXCUSE FOR PARENTS Graphiques PM 2 TARDY SLIP TWO PART CARBONL Graphiques bM 3 PARKING PERMIT RED FACULT Reid amp Clark Screen Arts Jv SelectAll Deselect All Lo Add to favorites EG Justification Comments Step 4 Now type the budget code numbers for the account you plan to 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 Chartfieldst P Details Asset information E ala Unit ee DeptiD Resource Account Program cress ung Extended pe
48. REQS anced Search Step 4 The results of the search are displayed and you ll have to make a choice on how to run the query Search Results Folder View All Folders Customize Find View All HH First a 1of1 Last Runto Runto o pa Add to HIML Excel schedule Favorites SO_SITES_EPFRO_REQS List sites EPROs Public HTML Excel Schedule Favorite Query Name Description Owner Folder Step 5 You must choose whether to run the query to HTML or to Excel If you choose HTML the report will be displayed as a regular PeopleSoft software type of page on your screen If you choose Excel the report will be displayed within an Excel spreadsheet which makes the data available for editing as you wish To print a hardcopy you must run to Excel In these example illustrations we ll run the query to HTML and then show you how to download the results to an Excel spreadsheet from the HTML page Click the blue HTML link underneath the column title Run to HTML ad Vey All m Runto Runto Excel Step 6 A separate window appears on your screen containing fields to fill in Chapter 4 129 e Inthe Department field enter your school s or department s 4 digit code number also called the cost center number e Inthe Req Date Greater Than field enter a past date This should be the beginning of the time frame you want the report to cover For example if you want the report to show all ePro requ
49. Request Item 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 lk 1 Define Requisition Ee 2 Add res Elg 3 Review and Submit Add lines to the requisition specifying the information necessary to procure each item or service Search A Search Catalog Favorites Templates Forms Web Special Request Special ttem ttem Description Curency USD Unit of Measure a Due Date guggest Mew Vendor Yendor ttem ID hifg 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 Chapter 3 63 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Add lines to the requisition specifying the information necessary to procure each item or service Search Catalog Forms Wen Special Request Special tem tem Description PRINTER HEWLITT PACKARD COLOR LASERJET 4600 Price 1400 00 Currency USD Quantity 1 Unit of Measure EA A OMsizo07 Fi ategion A Due Date vendor ID 0000001850 A office Depot Suggest New Vendor Vendor tem ID hiig ID Mfg tem ID Additional Information For questions on this order contact Debra Sayble Thornbrugh at 619 555 1111 atvVilshi
50. SINON sctasikcenst deetensi acbhidaiwctamddosanticsuubecancshde ie tases 137 Step by Step Exercise Deny Single Items and Approve the Rest Of a REqQuiSItiOn ccccceeeseveees 140 Can t Find a Requisition on Your Approver Work list ccccccccccccccccccccscceccccecccceceseeeeeeeeesesesseseseeees 146 Step by Step Exercise View Your Manage Approvals Page cccccccccccccccecenssescecccceeeaaaeessseceeeeeaaaeees 146 CHAPTER 7 MAINTENANCE amp SUPPORT 000000000 OHHHHHHHHHHHHHHHHHHHHOHHHHH8HOO8OE8 148 Clear Delete Cache Files eosseosseosseossesssecssesssesseesseosseesseesseossecssecssecssesssesssesssesssesssessees 148 Step by Step Exercise Clear Delete Cache Files ccccccccccccccccccccssssesssccceeeeeaaseeseeccceeeeaaaeeeseeeeeeseaaaanes 148 How to Get Helpon E a E 150 Chapter eProcurement Overview eProcurement Overview Oracle s PeopleSoft eProcurement ePro is an online software application also called software program used by the San Diego Unified School District to purchase goods and services and to manage the procurement of those goods and services Online software is accessed on a computer via the Internet You must have a San Diego Unified School District Employee Identification number and a personal DWA District Wide Applications password set up before you can login ePro to use it The fact that ePro is an online software application means that you can login and use it from any computer
51. T_USE Mavigate categories by clicking folders View items in a category b Chapter 2 57 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Step 5 Give the requisition a name as in this example Create Requisition ok Define Requisition Business Unit SOWIE San Diego Unified School Dist Requester Requisition Name Pencils for Wain Office Requisition Lines Line Description Vendor Nar t 1 Office DepotiR Brand ood Step 6 Next click the Expand Section button small triangle on the left side of each line item so that you can enter the budget code numbers for the item Requisition Name Pencils for Wain Office Requisition Lines Line Description Office DepottRi Brand Wood L i Add to favorites Eg Modify Line Ship Justification Comments Step 7 Now we can enter the Due Date if we want to it is not required and we must enter the budget code numbers that represent the budget we plan to use to pay for the item Pencils for Main Office Priority Medium m vendor Hame Office Depot 5 0000 Box verride Suggested Vendor Quantity 45 0000 Active Marina Falter aty Y SpeedChart Q Details Details T Asset Information tus Dist Type Location Quantity Percent Amount GL Unit eptt Resource Account Program Class Fund Extended T en 000234 5 0000 100 0000 6 60 SDUSD CAo003 Q joo000 Q Q 4519 hooo Q 1110 Q 01000 Q fooo0 Va Total Amount Se a ae de eE
52. a Textbooks Secondary clicking the cate categories to s Once you select one of the basic Catalogs you can click the folder icon with the plus sign on it to open up the many sub Catalogs On the right you ll see a bulleted list of instructions Catalog Favorites Templates Forms Yep Special Request Browse Catalog S elect a catalog tems Goods Library Books Reference Books SD Readsthlon RIF Instructional Supplies MagazinesfPeriodical Classroom Tests f instruction Lo om Lo gt 23 Chapter 2 To view the list of items within a sub Catalog click on the sub Catalog s linked name Computer Equipment G4640 Computer Equipment L464 Printers G4b40 Printers L4640 Computer Sofware G4640 Computer Sofware L4b40 The list of items within that Catalog will appear at the bottom of the page 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 a Apple Computer Apple 17 a iMac Des Computer 1204 000 USD Each 1 000 EP add IAC Computer Apple High PPI End Lapt computer 1562 000 USD Each 1 000 E Add Ine Computer IBM Arey Jones Thinkpad RED E 974 000 USO Each 1 000 Et add Computer IBM Arey Jones an Thinkoad R61 aati 1634 000 USD Each 1 000 Add San Diega District Standard Unified Cofhware Lic School 0 000 USO Each 1 000 EF Add District
53. acon Allyn amp Bacon ce SCY BU TP oeselect All From this page you can select the quantity of items you want to add to your requisition 22 Chapter 2 f TIP You can sort your items by Item Description Manufacturer Price or Vendor Item Descri Manufacturer vendor Mig Hame Price wWendor Prentice Hall Prentice Hall Alyn amp Bacon Alyn amp Bacon Select All Deselect All Bada PP Add to favorites E Compare Option 3 Browse Catalogs Navigation eProcurement gt Create Requisition You can just browse through the Catalogs to find items to order There are five basic Catalogs to pick from and each of them contains many sub Catalogs Each Catalog starts with a link that says Z_DO_NOT_USE which is a temporary place holder and should not be clicked on directly Instead you would choose one of the five main Catalogs listed below from the drop down menu and then click on the little yellow folder icon with the plus sign that sits right next to the Z DO _NOT_USE link 1 Assets Items over 500 each Items Goods Items Services Textbooks Elementary n a WN Textbooks Secondary Catalog Favorites Templates Forms wWweb Special Request Browse Catalog Select a catalog Assets tems over Choose fram a C c zoo oscts terns over 500 ceili n ite tems Goods Navigate categ tems Services clicking folders Textbooks Elementary View items in
54. al Request Browse Catalo g KA a h Select a catalog Secondary Textbook Choose from available catalogs inthe dropdown list Secondary Texthooks Navigate categories by clicking folders View items in a category by clicking the category name Lise the checkboxes to select categories to search below Search Catalog Search contains all ofthe following search fields entered Q Search Description C O em Search Settings Manufacturer Manufacturer s item ID fe Vendor PO Vendor item ID item ID fT UPN ID l Include Images Review and Submit 3 Review and Submit Review the details of your requisition make any necessary changes budget check the requisition and submit it for approval Here you can Enter the budget Chartfield string for individual line items b Change the Location code so that the item is delivered to a different physical address than your own office c Enter Justification Comments that your Approver will see any kind of note concerning purchase of this item d Run the Budget Check process 19 Chapter 2 e 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 rm 1 Define Requisition Ek 2 Add Items and Services Review the details af your requisition make any necessary changes and submitit for approval Business Unit SDWSD San Diego Unifie
55. alog SD_ASSETS p SD_ASSETS z DO NOT Isp spooks ELEM SD BOOKS SECONDARY SD GOODS SO SERVICES Li 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 Catalog Favorites Templates Forms Web Special Request Special ttem tem Description Price CUIrency Quantity Unit of Measure Categone P Due Date Category Lookup vendor ID Yendor tem ID Mig ID Next you expand the Search Categories section by clicking its Expand icon Chapter 3 66 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Create Requisition Look Up Category F Tea may either Search or Browse to look up h Search Categories SD_ASSETS expand ston Y a moe hen lise Next you choose to Search By Category instead of by Description Create Requisition Look Up Category Mote ou may either Search or Browse to look up the appropri Search Categories Search By Description Categories Customize Fine ng E re Catalog epee Ps Ieserintion Next you enter a percent sign and the Account code numbe
56. ar right side of the Chartfield string and click the Add a New Row button it looks like a plus sign 41 Chapter 2 Step 3 A second blank Chartfield row appears below the first one ae ee 100 0000 100 0000 524 00 SDUSD Q oono 4 E IsDUSD Q oo00 q Step 4 In the first Chartfield row s Percent box change the 100 to 60 In the second Chartfield row s Percent box enter 40 When you click away click into any other box on the screen the dollar amounts are automatically adjusted to show exactly how much money each budget will pay out for that one item NOOOA Oe 60 0000 60 0000 314 40 SDUSD SDUSD joopa A 40 0000 a 40 0000 209 60 S SDUSD G Don t forget to enter the rest of the budget numbers for that second Chartfield row cond C coo oy oo 4501 1000 el 1110 a 01000 i poog C poog Oo 65500 a loo 4501 2700 C pooo g 01000 a pooo a Amount 524 00 USO You can then finish the requisition normally Split Payments for Whole Requisition You can set up an ePro requisition so that one budget can be used to pay for some of the line items and another budget can be used to pay for the rest of the line items You can direct ePro to use two or more budgets from your own department or school or you can direct ePro to use one of your own budgets along with a budget from an entirely different department or school 42 Chapter 2 NOTE If you use budgets from more than one department o
57. are three methods of ordering a Service e Fixed Cost Service Hire an outside contractor to do a specific job for a flat rate or fee e Variable Cost Service Hire an outside contractor to do a specific job for a variable fee e Time and Materials Hire an outside contractor to do a specific job for a variable fee and a charge for materials Step by Step Exercise Special Request Service Fixed Cost 3 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 Chapter 3 85 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Click the Special Request tab Create Requisition lok 1 Define Requisition Search Catalog Favorites Templates Forms Yeb Browse Catalog Select a catalog Assets tems aver e tf cose fro E catalogs int a OO NOT USE o cat clicking folde e View items i 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 Favorites Forms Weh Special Request Special ttem ttem Description 1188 Trimmer Price
58. artfield string associated with it so that the funds to pay for that item will be available at the appropriate time When an SDUSD employee creates an ePro requisition the employee must enter the chartfield strings and verify the budget status before submitting the requisition How to do these things are explained and illustrated in detail in this training manual 14 Chapter 2 Budget Inquiry PeopleSoft software allows us to review real time budget information online One very useful method is called Budget Inquiry This allows you to view current budget activity for one or more budget accounts You can see how much money was allocated into a given budget how much has already been spent and how much is currently available to use at that moment 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 f there isn t enough money in the budget the Requester chooses to use on a requisition then the requisition will not pass the Budget Check process and the Requester will not be able to submit that order Running a Budget Inquiry works just like using a search engine on the Internet to look up information You enter the criteria you wish to search by and the computer will show you the available information based on that criteria Step by Step Exercise Budget Inquiry Step 1 Navigation Commitment Control gt Review Budg
59. assets that are not listed in a template all district personnel who order any assets Chapter 3 61 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement through the Special Request screen in eProcurement are required to use Asset Management procedures Using Asset Management in ePro is really pretty straightforward Basically you are provided with a clear 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 choose 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 already 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 requisition Chartfield string for your item Step by Step instructions on how to do an Asset Management type of Special Request order are included in the Special Requ
60. ast step opened up the submitted requisition Please take a moment to look at all the parts of the illustration below When you re ready to see more details of the requisition which budget is being used to pay for this item etc you would click the yellow button labeled View Line Details General information VVorklist Add to Favorites Sign o Requisitionj pproval Req Name Total Health Forms 36 25 USD Requester Debra Sayble Business Unit SDUSD o Entered on 07 26 2007 Requisition ID 0000057999 Details about Status Pending Priority Medium what s being Requester s Justification ordered No justificatidh entered by requester v Line Informa ion Line item Description Vendor Name v M SelectAlNPeselect All L E View Line Details V Approve Deny v Review Edit Approvers Requisition Approval Approver Information v Line 1 Pending Ne HEALTH FIRST AID REPORT TO PARENT 2 PRT NCR WHITE AND CANARY PRINTED 1 SIDE BLACK INK SNAP OUT SIZE 8 1 2 X 5 1 2 IN 25 SETS PER PKG P S 1974 STK 22HO481 path Department Approval Pending Multiple Approvers Department Approval D Enter Approver Comments If Approver denies requisition he she must type explanation to Requester here Return to Wworklist Step 4 It is extremely important that every Department Approver verifies that the correct Department Resource Account and Fund code
61. at P amp lt eipt Show at Voucher ubmit Save amp preview approvals Cancel requisition Find more items Step 11 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 Chapter 3 1 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Step 12 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 130056 Debra Sayble Requisition Name La ptop for Ms Washington Requisition Lines Line Description Vendor Name cP 1 COMPUTER IBM THINKPAD Arey Jones Educational Solutions Select All Deselect All L Add to favorites Ea Modify Line Shipping Accounting ii Delete Justification Comments l SendtoVendor ShosfatReceipt C Show at Voucher Check Budget Budget Checking Status Valid Save as Template E Save amp submit Save amp preview approvals W Cantel Changes Step 13 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 Step 14 The next page you see is the confirmation that you ve saved your requisition and it displays the workflow o
62. bers automatically populate the Chartfields Now you could complete the rest of the requisition normally Download Chartfield String to Excel After you enter the budget numbers into the Chartfields for a requisition you can download that Chartfield string into an Excel spreadsheet for your own use if you wish Once the data is displayed in an Excel spreadsheet it can be manipulated and saved to your computer as you desire eProcurement does not require that you use Excel at all but many people would like to know how to do this 38 Chapter 2 Step by Step Download Chartfield String to Excel Step 1 In the process of creating a requisition when you arrive at the point where you ve just finished entering the budget numbers into the Chartfields you can download a copy of the Chartfield string into an Excel spreadsheet The numbers will download along with their respective Chartfield titles The advantage of doing this is that you can use Excel to manipulate and work with the numbers which you can t do in PeopleSoft eProcurement First you must scroll the page over to the far right The Excel icon 1s located there Create Requisition Ck 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 SDUSD San Diego Unified School Dist Requester Leslie Doe Currency Requisition Name Health Envelopes Priorit
63. budget Account codes When you enter a category the Account code piece of the Chartfield string 1s 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 number 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 pertinent details concerning this item Always start by entering your name phone number and the site where you work Include any 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 Chapter 3 78 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Mig ID Mig item ID oticher Cancel
64. c search may need several different keyword entries before finding the exact item you want Itis recommended that if you are looking for a specific book you should do an Advanced Search and type the book s ISBN into the Manufacturer s Item ID field 21 Chapter 2 Option 2 Advanced Search You can create a more specific search by using the Advanced Search method if you already know some details about the item you want Refine your search by making an entry into the Manufacturer s Item ID Vendor Name or Item ID field The Manufacturer s Item ID is specifically designed to handle a book s ISBN Navigation eProcurement gt Create Requisition Search Catalog Q Search Search Settings Search contains all ofa fe following seam Description i Manufacturer Manufacturer s fem ID Vendor Vendor tem ID tem ID UPH ID Fill in as many fields as you can The more search criteria you enter here the more precise your search results will be Then click the Search button The search results will show a list of items that meet the search criteria Search contains all ofthe following search flelds entered Q Search Description history Search Settings Manufacturer ee Manufacturer s tem ID ee Vendor Prentice Hall vendor Item ID Pe Item ID FO UPN ID FO Include Images 1 Results Sort tems Show Images tem Description A American Nation Prentice Hall Prentice Hall Amer History J Allyn amp B
65. can be useful some files can potentially harm Your computer IF vou do not trust the source do not open or save this file What s the risk Step 4 Excel will launch and display the spreadsheet automatically if you clicked Open Wiese c p e Line Status Dist Type Location Quantity Percent Amount GL Unit DeptiD Resource Bud Ref Account Program Class Fund Extended joven _ooosa 19 i00 szalsouso Jooos Jooo0o loo 301 _100 1i0fo Jooo You can then save the spreadsheet for your own personal use NOTE Excel is a Microsoft Office Suite software application that our district uses for a variety of purposes Excel is a spreadsheet program designed for simple to advanced complex spreadsheet accounting tasks When you re finished using the Excel spreadsheet close it and return to the eProcurement window behind the spreadsheet Split Payment between Two or More Budgets You can set up the Chartfields on a requisition so that more than one budget is used to pay for one or more items You can e Designate multiple budgets to pay for a single line item at a time e Designate multiple budgets to pay for the cost of an entire requisition all line items Split Payment on Single Line Item You can set up the ePro requisition so that more than one budget can be used to pay for a single item You can direct ePro to use two or more budgets from your own department or school or 40 Chapter
66. cart broke down needs repair vendor estimates 8 hours 90lhr Written quote attached to requisition Send to Vendor l Show at Receipt l Show at Voucher Cancel Add Item Item Description Always try to begin with the word Service Then describe it Price Enter the total dollar amount that will be charged per unit of time usually by the hour Quantity Enter the total estimated quantity of units of time for the job to be completed In the example shown above we entered 8 since the vendor estimates the job will take up to eight hours Category Enter the correct Service Category This ensures the order will be processed correctly and will use the correct budget to pay for it Vendor ID Enter the vendor you are hiring to perform the service This might be a district vendor we ve used before or it might be a new one you want to suggest Unit of Measure Enter the correct unit of time This might be hours days or weeks Due Date Enter the date for the last day of service the day when it will be completed Additional Information Enter your name phone number and the site where you work Then enter a justification for ordering this service and any other details the district Buyer will need in order to process your request If you have a written quote or estimate scan the document into your computer and attach it electronically to your requisition Add Item Click to add this order for service as a line item to your
67. cccccccccccceceeceeeneeeaseesesesssseeeeeeeesseeeaaaaas 63 gt Look Up Categories DY Their NGINCS orniarrior eor a tas ephdavechsaasicnesenaveniead EE eee 63 Look Up Categories by Their Account Numbers ccccccccccccccecse ee eeesseeeceeeeaaeeeseeeeeeeeeaaaaaeseeeeseeeaaaaaes 66 Get Forms through the District Web Sill zrirseiisinne a a a Ran eae ois 68 Order A Special Request TLC cscs ccesecercticescecscecenscasteseccccevevectsteaceaccedavevaytesstecescesscteteadeaicedesesss 69 Step by Step Exercise Order Special Request Goods tem cccsssseeeececeeeeccceececeeeceaaaaaaenssssssesseeeeees 69 How to Attach a Document toa KEQUISIION Bh RORE EE ENE EERE 74 Step by Step Exercise Order Special Request Asset Item cccccccccccccccssseseesecccceeecaaeesseeeeeeeesaaaaeseeees 76 DC ESE CNG OF asee iti cancel acaetapnatageecaaccs squeasanseitacdauebeadevetiadoes sluasecvehieaca teu anseca bonus ssduaseecetonazen Genes 84 Service Orders Hiring a Contractor sscssssssececccccsssscececoccsssscceccocossssscecoocosssssseecesssssssssee 85 Step by Step Exercise Special Request Service Fixed Cost ccccccccccccssssesesecccccecensssesseceeeessaaaenesseees 55 Step by Step Exercise Special Request Service Variable COSt cccccccccccccecceceeeeeeaaaasessessssseseeeeees 90 Step by Step Exercise Special Request Service Time And Materials ccccccccccccsssssseeeeeeeseeseeeeeeees 92 Step by Step View Line Item Buyer Details cc
68. ccccccccsscccccccccccccsnsesssccceeeeaaaessseecceeeesaaaasseeeeeeeeeaaaaasseeees 96 Additonal Features cestero iae aaa EEOSE AEE Ee EE a 98 Step by Step Add a Comment for a Line ltemM nnneeeeeennnnnnnnnnnnnsseeeennssssssseenesssssssrerensssssseeeeesssss 98 Step by Step Display Catalog Search Fields Yes or NoO icccccssssccccccccccsneessecsccccceceasssssecceseeeaaaasseeeees 99 Step by Step Change of Rows in Catalog Results DisplAay cccccccccccccssseccccccccccseseesssecceeeeaaaenseeees 101 CHAPTER 4 ABOUT BUDGETS amp MANAGING REQUISITIONS 103 MOU DA Ea LE a IERE EEE EE E E EE E E DE EE E E T EE EN I EE ETA 103 Step by Step Exercise Create a Lot Order fOr BOOKS 0 nnnnnneeennnnnnnnnnnnnnnsseoennnnnsssseeenenssssseeereesss 103 Step by Step Exercise Create a Lot Order for Things Other than BOOKS wccccccccccsssecccccccceeeeeeeeeseeees 105 B dect CHeCk ine cria TA aE ate 108 Budget Checking Status says ERROR What to do oooooossssosssecccececccoccosoosssssssscccceeee 110 SLED DY SIC Exercise Fixa Budget EITOT vires aoe in E R A A RS Ill Enter Budget Codes Once for All Items on a Requisition ccccssssssssccccscsssssssceees 113 Step by Step Exercise Enter Budget Codes Once for Entire R QuiSition cccccccccssceccccccceeeeeeessseees 113 How to Change the Account Code Number on a Requisition sssscsssccccssssssssscsees 116 Track a Requisition with the Request Lifespan ssssseec
69. cccccceceeeeeessseceseeeaaaaeeeseees 43 Step by Step Cost Distribution Amount OF Quantity cccccccccsssesccccccceceeeeeescecccecceaasaeeseeeeeeesaaaaseeeeees 47 Templates A Great SMOre CG isisvecccescs sense oderunt eesse ioios onea nenese eoten ar eoe en osse niies 50 USOT VCSEL PDUSC TEMPLES iriri a E T E E A T E OA E ncantiees 50 Create Your Own TCI DIAC sern ana a ete ese es 51 Nam VOUP REGUS NOI oia E N T T eda caeel tah ait a tateuese el dak 52 Requester s Worklist Requisition Status Notification ssscsssscccsssssssssssssccccscesesees 52 Step by Step Exercise View Your Worklist amp Requisitions ccccccccccccsseesscsccceceeaaaeeeseeceeseeaaaaeseeeees 53 Direct Connect How tO Use Me wesicccscssdiceepcsicccesessavsavcustesivedestecessssatecedeasvetavscesivetistecesssesueneds 54 Step by Step Exercise Order Items with Direct Connect ccccccccccccccsseenesseseeseeeeeeeeeceeeeeeeeeaaaaaaaaaaeesees 55 CHAPTER 3 SPECIAL REQUESTS amp ASSET ITEMS cccee000000000 2 Special Request Goods or Services sssscssssscccsscsssscssssscccccccsssssssssccccsccssssssssssccsssssssses 60 Asset Management What is an ASSe 1 cccccsssssssssssccccccccsssssscsccccccccccsssssssccccsssscsssssssess 61 Categories for Special Request Items sscscccccsssssssssssscccccccsssssssssscccccssccsssssssscccssssesess 62 How to Find the Right Special Request Item Categories cscc
70. cccssssseecoccccssssceccoosossssscceecssssssseee 119 Manase Your IREGUISILIONS aesan ea E E Ea E EENE 120 Editing Requisitions Add or Delete Items eeooocsssssceeeccccssscceceocossssscececocsssssecceecosssssseee 123 Ccc aR SO e EN E N 124 SLC Dy Step Exercise Cancel a Requisition soeia E E T N a 124 Res Open Canceled REQUISITION ossei a a sil aA 126 Step by Step Exercise Re open a Canceled Requisition cccccccccccccccsscnessssecccceeeeaseesseesceeeesaaaaseseees 126 PV OV Ls SITS ata sh es esac as ae semua eae adh eek acme E E R EE 126 Step by Step Exercise Check Approval Matis sscedcciii iad iicu eth ena ai Adee 127 eProcurement Report Keeping Track of Your Funds sccscccsssssssssssssssccccseeeeeees 127 Step by Step All ePro Requisitions for Your School Dept cccccccccccsssveeccecccceceeaesessseeceseesaaanseseees 128 CHAPTER 5 VENDORS amp ITEMS esssseeceeeccccssssececeeccccsssssceceecocsssssseeeeessesso 132 Look fora Vendor ii ccctvesicasvsvcscvssdensacd esstanstdensssenssencentcausecttascensdacwbeseussusacslceuveetecautassdasebesauss 132 Step by Step Exercise Finda Vendo oricine rioreinearsri acien ie iire iaia ri ee ia 132 Look tor Tems ernea i EE E 134 CHAPTER 6 APPROVE REQUISITIONS sssesssssssscocsoososssececsesssessssssssssoo 136 What an Approver Needs to KNOW cccccccccssssssssssssssssccssssssssscsccccccccssscccsccsssssssssssssssecs 136 Step DY slep Exercise Approve G ReGUI
71. csossssseeeosssssss 17 Catalog GOOdS Or SOLVICES sissssesvssdiscedceswians ena EEO EAEEREN EE ESEA RES 20 OPONA S DUN O S eas E E atid testes t esc Ginetat i Acwnetiate aaah dacentiash 21 Opon 2z Adraneed Sear Moissei a e testes ip ctacsdousasudeasseamsnategeent oe dedseousagudeaaeees 22 Opon a DrOWS e Calon N inean a E N TE A uated 23 POGULS LCMS Secreta ho cs EN Gee eat naan eae Naas a A ATA 25 C omp re selected Items Side by Side hosurnar a E a ocak nies EOE 26 POV OVIICS ra E ET A eset cet aiaanatee rateaaicel 27 Step by Step Exercise Order a Preset Catalog Item ccccccccccccssseescccccceeeensesssseceeeeecaaseeseeeeeeesaaaaaeseeees 27 SIPPIE opt ata a E T 32 Important Notes about Requisition Chartfields Budgets seeeeeococssssceceoccssssscceeocssssssseee 33 SPIN GC OSIS Petween BUG OCIS ioia e RE T N 34 SJE LL iT a EE A AE AE TE E A OE A E 37 Sep DY Step Howto Use Speed Cha ureei in ea E E A aE 37 Download Chartheld String to EXCel ssssiccccccccsessssassccacsscnssssvasacescassoasseteeseescouensssecteadsececeenases 38 Step by Step Download Chartfield String to Excel cccccccccccccssseeesccccceeeeeaeessseecceeeeaaaeseseeeeseesaaaaneseeees 39 Split Payment between Two or More Bud gets ccsssssssscccccssssssssssccccccccccsssssssccccooees 40 sep Dy Step Split Payment Single Line Meme tiecwnietics Gl atesiaecie a lia iolies nn eRe 4 Step by Step Split Payment Whole Requisition all line items cccccccccseeec
72. ct Connect we can edit the Account code The following paragraphs illustrate how to do it For the following example let s pretend that there are two separate Account codes we have to deal with 4519 for Office Supplies and 4301 for Instructional Supplies Let s say we want to order pencils from Office Depot strictly for use by students only Ordering pencils from Office Depot means that ePro will automatically enter the Account code for Office Supplies In order to force ePro to change the code to the one we need to use we must do a few special steps In the illustration below we begin from the point where we have added the pencils from Office Depot to our ePro requisition We are now on the Review and Submit screen The first thing we must do is select the item whose Account code we want to change To select the item we click a checkmark into the checkbox immediately to the left of the item description Requisition Name Pencils for Students Requisition Lines e Description Office Depots Brand wood select All Deselect All L Add to favorites Se Modify Li Chapter 4 116 Next we click the button labeled Modify Line Shipping Accounting LINE Uesciipiuon venar Hame tw 1 Office DepotiR Brand ood Office Depat Select All Deselect All Li Add to favorites 3 Modify Line Shipping Accounting Justification Comments On the next page we see we notice that most of the boxes are blank which is fine for no
73. d School Dist Requester 130086 Debra Sayble Currency JSD Requisition Name Tardy Slips e Priority Medium Requisition Lines Line Description Vendor Hame ka L 1 TARDY SLIP TAO PART CARBONL Graphiques 1 0000 Package Consolidate with other Reqs V Override Suggested Vendor Shipping Line 1 Due Date Ei Quantity 1 0000 Status Active Ship To 20004 Qo E Modify Shipping Address Attention Debra Sayble Distribute by t SpeedChart Accounting Lines Chartfields1 T Details T Asset Into ma A be status z Type Location anti Percent Amount ct Unit eon oi source Bu ef as Open 00008 G 1 0000 a 100 0000 2416 5 SDUSD i oo03 S lo ooon amp O o0 G 4 4301 SelectAll Deselect All Total Amount 2 15 JSO L a Add to favorites Ce Modify Line Shipping Accounting ii Delete Justification Comments s l Sendto Vendor Show at Receipt C Show at Voucher FE Check Budget Ey Budget Checking Status Valid l Save as Template E Save amp submit Save amp preview approvals Cancel Changes Find more items Catalog Goods or Services There are three ways to find items through the Catalog method e Basic Search Allows you to search through all the catalogs based on a specific keyword you enter much like a typical Internet search engine such as Google or Yahoo e Advanced Catalog Search Allows you to input more details as search criteria such as a particular manufact
74. d eProcurement Step 1 Navigation eProcurement gt Create Requisition Click the Special Request tab Create Requisition ke 1 Define Requisition 2 Add Items and Se Add lines to the requisition specitving the information necessary to procure each ite Search Catalog Favorites Templates Forms Web SpecialRequest i Browse Catalog Select a catalog Assets tems over t ose fro catalogs int C Z DO NOT USE e Navigate cat clicking folde e View items i Step 2 Enter required details about your order into the fields on this screen as shown by the example below This is the first of three line items Note that this is an Asset item hence the use of all capitals in the Item Description as well as using an Asset Category Special item ttem Description GYM CLIMBING WALL 0 Price 4200 00000 Currency USO Quantity 1 0000 Unit of Measure EA a THEGON A_EQP_ATHL_G4 C eee 11007 2009 Vendor ID a Suggested Vendor Acme Gym Equipment Inc Vendor tem ID Mfg ID Mfg tem ID Additional Information Debra Sayble 619 555 5555 Faita High School New gym climbing wall being installed Send to Vendor l Show at Receipt Shoat Cancel Chapter 3 93 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Remember to click the Add Item button after you finish filling in the fields Step 4 Observe that the Requisition Summary displays the item added to the requi
75. d tems and Services Elg 3 Review and Submit Add lines to the requisition specifving the information necessary to procure each item or service Search Q Search Catalog Favorites Templates Forms Web Special Request Browse Catalog Select a catalog Assets tems over 500 Choose tram available catalogs in the dropdown list Z DO MOT USE Navigate categories by clicking folders View items in a category by clicking the category name Lise the checkboxes to select categories to search below Search Settings Review and Submit Step by Step Change of Rows in Catalog Results Display Step 1 On the Add Items and Services screen we clicked the blue Catalog tab to bring that page forward Under the Search Catalog section where all the fields are on the right side beneath the Search button click the Search Settings link Catalog Favorites Templates Forms Wieb Special Request Browse Catalog Choose from available catalogs in the dropdown list O ett 7_DO_NOT_USE Navigate categories by clicking folders View items in a category by clicking the category name Lise the checkboxes to select categories to search below Search Catalog Select a catalog Assets Items over 500 Search contains all of the following search fields entered f earch Description search Settings Manufacturer Manufacturer s tem ID Vendor Chapter 3 101 IT District Wide Application
76. d to Vendor l Show at Receipt l Show at Voucher Add Item NOTE If you see this message just click OK and ignore it It is not an error message nor will it affect your order Flease change category You have selected an asset related category for a good 500 The Feoplecode program executed a Warming statement which has produced this message OK Step 7 Notice on the left side of your screen that the Requisition Summary now displays all the items Description aty VOM GYM CLIMBING 1 EA WALL LABOR TO INSTALL 1 EA CLIMBING SHIPPING FOR EA CLIMBING YALL Total Lines 3 Total Amount USD 3 400 00 Chapter 3 95 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Step 8 Click the Review and Submit link Q Search Now that you ve added this to your requisition form you could do the usual things to process it see previous exercises for detailed steps e Give it a name in the Requisition Name field e Enter the budget numbers into the Chartfields e Run the Budget Check process and upon receiving a Valid Budget Status you could e Submit the requisition Line Details Who is the SDUSD Buyer When you submit a requisition with more than one Special Request item it might be routed to more than one San Diego Unified School District Buyer for processing School district Buyers are assigned to process specific categories of orders For example the Buyer that proc
77. ded Budget Period e 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 f 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 Step 2 Project J begins with A Activity ID beginswith A e ga Resource Type begins with i a Budget Period begins with Eg Search Clear Basic Search E Save Search Criteria Search Results Business Ledesi Fund Class Program Budget Fund Resou icz i Gi PASI UM USL Field 5 Uffliata OEZ L Unit Group re Code Field Code Reference fmiliate Affiliate Affiliate Re oturce E 1 EXPENSE 4301 010001110 EXPENSE 4301 010001110 EXPENSE 4301 010001110 1000 010001110 1000 010001110 Details of a single budget 16 Chapter 2 Commitment Control Budget Details Business Unit SDUSD Display Chart Ledger Amounts Ledger Group EXPENSE Budget Expense Encumbrance Pre Encumbrance Associate Revenue Bu DeptiD Resource Ref Account Program 0003 00000 00 4301 1000 Class 1110 7 017 103 00 USD 3 761 89 USD 0 00 USD lt 19 15 USD z 0 00 USD Fund Extended Budget Period 01000 0o00 2007 Max Rows 100 Attrib
78. dget 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 Chapter 3 69 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Create Requisition Ek 1 Define Requisition Add lines to the requisition specifying the information necessary to procure each ite Search Catalog Favorites Templates Forms eo Special Reques Browse Catalog Select a Catalog Assets tems over eee 01052 fro R catalogs int a 2 Oe NOT USE m nae cat clicking folde e View items 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 CUITency USD Quantity Unit of Measure A Categone Due Date vendor ID Suggest New Vendor Vendor ttem ID Mfg ID Mfg item ID Additional Information Send to Vendor Show at Receipt l Show at Voucher Add Iter Cancel Add or Start New Type Step 2b Fill in the fields as completely as possible The fields that have asterisks are req
79. do this After you click Add Item navigate to the Review and Submit screen Review and Submit Step 5 On the far right side of the line item you just created click the Comments icon It looks like a small cartoon text bubble Step 6 On the Line Comments page click the Add Attachment button Sendto Vendor C S Add Attachment Chapter 4 107 Step 7 Browse to locate the list document You needed to have scanned the list into your computer and saved it as a file before beginning this ePro order Some computer printers have scanner abilities If you don t have access to a computer scanner then you won t be able to attach anything to your ePro requisition in which case you would just fax the list over to Purchasing After you find your list wherever you saved it on your computer click to select its file name Then click the Upload button prdechome 2 users IT130086 Desktop List of Tools pdf Browse Upload Cancel Step 8 Verify that the list file is now attached by viewing its name under the Attached File column Then click the OK button C Sendto Vendor C Show at Receipt l Show at Voucher Customize Find view All BE First U 4084 l Last Attached File View send to Vendor 1 List_of_Tools pdf Views E Add Attachment Step 9 Now you can complete save and submit the ePro requisition normally Your list will travel electronically with the requisition through its pr
80. dor Information Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value SetiD Vendor ID Persistence Short Vendor Name Our Customer Number Name 1 begins with Includ amp jstory Case Sensitive Search i Basic Search lal Save Search Criteria Step 3 A list of vendors will appear below that contain the name you searched on When you find the one you want click on its name to open it and view details about it Look Up Short Vendor Name SetlD SsOWSo Short Vendor Name begins with SCHOLASTIC Name 1 begins with oF Vendor ID begins with LookUp Clear Cancel Basic Lookup Search Results 1 10 of 10 Short Vendor Name Name 1 Vendor ID SCHOLASTIC BOO Scholastic Book Fairs OOO0004542 SCHOLASTIC COA Scholastic Coach OOO0002293 SCHOLASTIC LIB Scholastic Library Publishing 0000011044 SCHOLASTIC MAG Scholastic Magazines OOOOUO2 245 SCHOLASTIC REA Scholastic Reading Counts OOO00045300 SCHOLASTIC TES Scholastic Testing Service Inc OUD0D0491 SCHOLASTIC IM Scholastic Inc ogia SCHOLASTIC IM Scholastic Ine OOO0002208 Chapter 5 133 Step 4 You re then shown a screen containing several tabbed pages the tabs are located across the top You can click into the different tabs to view different information about the vendor Identifying Information SetiD SDUSO Vendor ID 0000002257 Vendor Short Name SCHOLASTIC Vendor
81. dor not listed with us getting your order in weeks or months 50 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 process 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 Status Notification Email notifications and Worklists Whenever an ePro requisition is either approved or denied the requester the person who submitted it should receive an automatic email notification about it The email will tell the requester whether the requisition was approved or denied as well as when the Approver made the decision 12 Chapter 2 In addition to the email notification Requesters have their own Worklists too They are similar to the Worklist an Approver uses to view and approve or deny requisitions The Requester Worklist is mainly used to display the reasons why a requisition was denied which the Approver entered at the time of denial Details on how to view the Requester Worklist are inc
82. dow 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 1f you wish 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 Currently the IT Help Desk does not support PeopleSoft applications Please do not contact them for help with eProcurement Chapter 7 150 The FIRST thing you need to do is review the information found in this user manual and in related ePro job aids cheat sheet 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 readandlearn Another thing you can do if the printed training materials don t provide all the answers you need is to ask the Knowledgebase for help The Knowledgebase is an online database you can access from any computer through the Internet You type in a keyword like ePro or eProcurement and search for information articles that answer many specific questions To use the Knowledgebase go to this website the Knowledgebase is located in the upper right corner when you arrive there http www sandi net peoplesoft You can also view a Peop
83. e 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 Chapter 4 122 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 reopened 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 requisitio
84. e 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 Budget Codes Once for Entire Requisition Let s say you want to place an order for several different items you can have as many as 50 on a single requisition You intend to pay for the items with money from a single budget account and all the items will be delivered to your own office department school The following steps show you what you should do Chapter 4 113 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 Menu E v eProcurement a gt Buyer Center gt Manage ERP Integration J Create Requisition Manage Requisitions Approve Requisitions ri m Y Procurement Card Centar x Requis
85. e ones you want Following is an illustration of the Office Depot web site home page for our school district Chapter 2 55 IT District Wide Applications ye Financials Fe ORACLE Menu gt eProcurement gt Buyer Center Create Requisition Manage Requisitions Approve Requisitions Receive Items Reports E Home 3 Office DEPOT Taking Care of Business Office Supplies Bulletin Board Last update by SDUSD ADMIN There are no lines on this request Please add new line in order to save this requisition Total Lines f Your Messages Total Amount USD Order by Item v Quick Order SDUSD PeopleSoft Advanced eProcurement Home VVorklist Add to Favorites 688 2 OFFICE 888 263 3423 0 item s 0 00 wv View Cart Check Out My Sho Welcome VALUED CUSTOME Our Services View All Products A Z Ink amp To Oe San Diego Unified Wa Updated NOV 24 2009 SCHOOL DISTRICT PeopleSoft DIRECT CONNECT Web Site WELCOME San Diego Unified School District You can used any of several methods to locate items to order Office DEPOT faking Care of Beerererr Office Supplies Most Popular Categories Basic Supplies Clips Pushpins Fasteners amp Rubber Bands Message Pads amp Memo Books Staplers Staples and Removers See all Filing amp Storage File Folders Hanging File Folders Storage Files Boxes amp More See all Paper Forms
86. e we see is the Distribution Change Options page Here we need to make sure that the All Distribution Lines choice is selected and then we click the OK button Distribution Change Options Lines diges apply distribution chard Gc All Distribution Lines apply changes to all g idfin distribution lines C Matching Distribution Lines Apply changes to each existing distribution line K Replace Distribution Lines Remove the existing distribution lines and replag Chapter 4 118 After that we are brought back to the requisition itself to the Review and Submit page where we first began At this point we can complete the requisition as we normally would by budget checking it and submitting it Track a Requisition with the Request Lifespan Each requisition has its own Request Lifespan which is a graphical representation of the entire life of a requisition 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 the next section of this manual for 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 Requisi
87. eProcurement 8 9 SDUSD PeopleSoft Training Financials January 2010 Table of Contents CHAPTER 1 EPROCUREMENT OVERVIEW cccccsssssccccccrrrrreeed eProcurement COVER VICW siciesscssveseicsssunsacasericadscewaractseaseatdasunsseasevicadesowarentcoaseadaabeosssasevbcedesoserncses 5 Prec CONMCCL o a shataenvaiadetneahadnaseate A dohesaandensaaeaeneocasdete 5 TOSE U T EET E EE A AE A O Aa 6 NOUSE We BACK PUNOM os EE EEEE EE EEE E E 6 Step by Step Exercise Login to PeopleSoft Financials o ccccccccccssssccccccccccccssseesseceeeeeeaeessseseeesesesaassseeees 6 How Does GCProcurement WOLK losssirrisreisneseisinrinie enia EERE 9 Request Lites pair Ov Cry lew siissctaicascosscessascanncatssassduabeieuecessucepeadssnicacssassauabalsniceussvessessanaaerss 10 CHAPTER 2 ORDER PRESET ITEMS amp DIRECT CONNECT 12 INGGUISILIONS OVERVIEW siciciiscasssvaccectuarsasentendeacacdanseassoaccnchacaessautendeasacaanceauaeaccucasensasaueenecasacsancs 12 Lips To Help You Get Your Orders Taster sucreries SotachilactdelS a a Saa 12 SAS NOUN CON OM orisi E E E R E 12 Charthields sasona cxvaneueneivdeestesasdureessdeucesaneaipeavacsssaessemenmnsieapreise 13 Badset nguin y oic R EE OAE ERE 15 Step by Step Exercise Budget INGUITY soil cvecctiatesccipecndedeeususces inst TEE lateeaiuitente sayeabesdundeCihesteceess 15 Creating Requisitions Your OptioOnsS seecsccsssssceccccccsssscecccoscsssssececcosossscceee
88. ease take a moment to look at all the parts of the illustration below When you re ready to see more details of the requisition which budget is being used to pay for this item etc you would click the yellow button labeled View Line Details General information Home VVorklist Add to Favorites Siqn o Requisition Approval Req Name Total Requester Health Forms 36 25 USD Debra Sayble Business Unit SDUSD P Entered on f 07 26 2007 Requisition ID 0000057999 Details about Status Pending Priority Medium what s being Requester s Justification ordered No justificatidh entered by requester v Line Informa ion Line item Description Vendor Hame v M Select AN D eselect All L E View Line Details Approve Deny v Review Edit Approvers Requisition Approval Approver Information v Line 1 Pending HEALTH FIRST AID REPORT TO PARENT 2 PRT NCR WHITE AND CANARY PRINTED 1 SIDE BLACK INK SNAP OUT SIZE 8 1 2 X 5 1 2 IN 25 SETS PER PKG P S 1974 STK 22H0481 Department Approval Pending Multiple Approvers Department Approval go Enter Approver Comments If Approver denies requisition he she must type explanation to Requester here Return to VWorklist Step 4 It is extremely important that every Department Approver verifies that the correct Department Resource Account and Fund code numbers are being used for each item on every requisition An
89. efore it expires Therefore you need to enter a date 3 5 weeks into the future This does not mean your order won t be processed until then All orders are processed based on a first come first served policy Your order will be processed as soon as possible Additional Information Always start by entering your name phone number and the site where you work You must also enter any additional details concerning this item Include any explanations you want the district Buyer to see and anything else that can help place the order After completing all necessary fields in this screen click the Add Item button to add this item to your requisition Step 3 Notice that the Special Request area becomes blanked out and the item you just added appears in the Requisition Summary area on the left side of the screen Step 4 Z eeoa i Description Oty UOM Special Item Globe FABCIT 23 2 EA Deluxe World em Description Total Lines 1 Price Total Amount USD 993 30 Quantity Category Click Define Requisition in the upper left area ate Requisition 1 Define Requisition Add lines MWeececuisition stsiderttS the information ned Search Catalog Favorites Templates Forms Web Sp Special item Chapter 3 72 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Step 5 Type a name for the requisition in the Requisition Name field and then click Continue Create
90. endto Vendor Shoat Receipt Sho You can then finish the requisition normally Chapter 2 46 Cost Distribution by Amount or by Quantity Step by Step Cost Distribution Amount or Quantity You can designate whether a budget will distribute funds to pay for an item by Quantity percentage or by Amount actual dollars For example if you want to use two different budgets to pay for an item you can either e Set it up by Quantity so that for instance Budget A will pay 40 and Budget B will pay 60 e Set it up by Amount so that for instance Budget A will pay 200 and Budget B will pay 300 In the example that follows we will show you how to choose either one Step 1 We added a line item for wooden blocks and want to pay some of it from one budget and the rest from another budget First we must create a new blank Chartfield string line where the second budget will go We ll click the Expand Section icon to open up the Chartfield area for the wooden blocks item Requisition Lines Line Description B Wooden Blocks DB9483 Delu Select All Deselect All L PP Add to favorites hl Step 2 Once open we must scroll our screen over to the far right side Requisition Lines Line Description Vendor Name Quantity UOM v 1 Wooden Blocks 4089483 Delu Scholastic Inc 15 0000 5et l Consolidate with other Reqs M Override Suggested Vendor Shipping Line 1 Due Date 05152009 Quantity 15 0000
91. er Ee Check Budget Budget Checking Status Valid l Save as Template Save amp submit oa Save amp preview approvals Cancel Changes Chapter 3 75 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement You should then see the Confirmation page appear Confirmation Requested For Leslie Doe Requisition Name Globes ftor Rm 24 Requisition ID 0000105162 Business Unit SDUSD Priority Medium Budget Status Valid Requisition Approval Line 1 Pending Globe 460123 Deluxe World Globe 24 blue al Department Approval Single Pending Step by Step Exercise Order Special Request Asset Item 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 m 1 Define Requisition EE 2 Add Items and Se Add lines to the requisition specitving the information necessary to procure each ite Search Catalog Favorites Templates Forms Web Special Request Browse Catalog Select a catalog Assets tems over ee ae fro catalogs int e Wavigate cat clicking folde e View items 7 DO NOT USE Chapter 3 76 IT District Wide Applications SDUSD Peo
92. ess tlachines G4b40 Business Machines L440 gt Personal Computers G4640 gt Personal Computers L4640 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 Templates Forms eb Special Request Special tem tem Description PRINTER HEWLITT PACKARD COLOR LASERJET 4600 Quantity rn a Unit of Measure EA A Vendor ID oO oe Office Depot Suggest Mew Vendor Vendor tem ID Mig ID Mig tem ID Additional Information For questions on this order contact Debra Sayble Thornbrugh at 619 555 1111 at Vvilshire Crest Elementary Our old computer printer died and is non repairable so we need a new one for our site C Send to Vendor Show at Receipt C Show at Voucher Add or Start New Type Add Item Chapter 3 65 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement 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 cat t Search Categories Browse Category Tree Select a cat
93. esses orders for books may not be the same Buyer that processes orders for cafeteria food When you want to see which district Buyer is designated to process a given individual line item in your Special Request requisition as well as how to contact him her you can do so from the Review amp Submit screen Step by Step View Line Item Buyer Details We begin this example exercise from the point at which we have already created a Special Request item and have just added it as a line item to a requisition The line item is for wooden blocks for a kindergarten classroom Step 1 begins immediately after we clicked the Review amp Submit link Step 1 Click the Line Details icon located on the far right side of the line item Chapter 3 96 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Requisition Lines Line Description Vendor Name i JOM Price Total A bE 1 Wooden Blocks 1089483 Delu Scholastic Inc 35 000 M AEN SelectAll Deselect All Total Amount 50 00 USO L A Add to favorites Ep Modify Line Shipping J Accounting ij Delete loo hieotias ammar e Step 2 On the Line Details page click the Buyer Information link Line Details Line 1 Wooden Blocks WWDORS483 Delu item Details Amount 50 00 Category GDOS_4703 Buyer 122207 Buyer info _ Vendor oooooozzsr 1 ii Vendor Location pba o Q Scholastic Book Fairs Vendor s Catalog PO Vendor tem ID fo Manufacturer ID
94. est exercises Categories for Special Request Items Choosing the correct category in Special Request orders is crucial All categories are 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 the Account code generally speaking although there is an exception to that which we show you in later paragraphs Look for the section entitled Changing an Account Code Number You cannot pair up an Account number with a different category If there is a specific Account you want to use to pay for a 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 economica
95. et Activities gt Budget Details Budget Details 7 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 Department begins with Fund Code begins with 4 Class Field begins with begins with ppppppp Program Code a Make sure that the Business Unit field says SDUSD If it doesn t type it in b Inthe 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 c 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 d 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 15 Chapter 2 budgets then you need to fill in as many of the other fields as you wish before clicking the Search button Typically the only fields we use in a Budget Inquiry are Ledger Group Account Department Fund Code Class Field Program Code Budget Reference Resource Exten
96. f the requisition From this screen you would click the Submit button to submit the requisition for approval Chapter 3 82 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Confirmation Requested For Debra Sayble Number of Lines 1 Requisition Name Laptop for Ms Washington Total Amount 1 200 00 USD Requisition ID OOO0058088 Business Unit SDUSO Priority Medium Budget Status Valid Requisition Approval v Line 1 Initiated Start New Path COMPUTER IBM THINKPAD Department Approval Single Hot Routed mm Judith Brings Single Approver for Dept Buyer Approval v Line 1 Initiated Start New Path COMPUTER IBM THINKPAD Buyer Approval Not Routed Mark Floyd Buyer Approval Submit Edit Requisition Appi Approval Changes theck 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 3 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 yo
97. ft 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 eProcurement t s0urtmg C Engineering b WManufacturing 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 Main Menu Ea eProcurement gt Employee Self Service i gt Manager Self Service Set up eProcurement manage or approve eProcurement requisitions or POs gt Supplier Contracts Create Requisition Manage Requisitions Bi Approve Requisitions Create a new requisition by browsing or Review requisitions edit or view status Take actions on requisitions that require your searching company or external catalogs cancel receive and return to vendor approval Buyer Center C Receive Items EQD Reports Create edit approve purchase order source i Create edit and process receipts and return Create a report of purchase orders requisition process change request to vendor requisitions and catalog item usage Vendors Receipts Receive Items Receipts Reports tl Inquiries and Reports My Profile Profile D Services Procurement a A information and preferences gt Travel and Expenses gt Commitment Control gt General Ledger gt Set Up Financials Supply Chain gt VWor
98. funds for a transaction 32 Chapter 2 e Extended Extension of Program field that stores District specific information Pictured here is an example of a typical Chartfield string Dept Resource ae Account Program oo Fund Extended 0001 E oono El loo S 4101 2700 Si oong El 01000 G ooog G To the right of every individual Chartfield with the exception of the Account Chartfield is a Search icon You can click the Search icon to view a list of choices for budget code numbers to pick from for that particular Chartfield The list includes the numeric value as well as a brief description of that value It can t tell you which one you re supposed to choose you have to already know that before you begin to fill in the Chartfield string Here is an example of a Chartfield list Search Results Only the first 300 results can be displayed Ent View All First 4 1 100 of 300 J Last Resource Description OOO00 Unrestricted OOOO Gen Ops l Position Allocations 00011 Visiting Teachers Utilities OO020 Gen OpslFreshman Sports 00021 Gen Ops 9th 12th Gr Athletics AAE Gth Grade Rec Or fh Latics s 9 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 2 TIP You can ask your Site Administrator which budget Chartfield string you must use for any given i
99. g Office Depot R Brand VWvood Pencils 2 Medium Soft Lead Pack Of 72 Department Approval Single Pending Luan Brings Single 4Approver for Dept Skit Edit Requisition AD Approval Changes Check Budget View printable version Manage Requisitions Create Mew Requisition Chapter 2 59 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Chapter 3 Special Requests amp Asset Items Special Request Goods or Services NOTE Special Request goods or services are only to be ordered when the needed items are not available through the regular ePro Catalog method or through Direct Connect It is very important to search Direct Connect and the Catalogs first to verify that the good or service you want to order is not available there Creating a Special Request item on a requisition should be your last resort iQ 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 Create Requisition re 1 Define Requisition 2 Add Items and Service Add lines to the requisition s
100. g Dept people can track the requisition later on The name you may choose to give the requisition yourself is more for your own benefit to help you recognize the order when it arrives To give a name to the requisition we clicked inside the Requisition Name box and typed the name we wanted to give it Create Requisition Ck 1 Define Requisition Specify requisition name requester and other information that applies Business Unit SsOUSD San Diego Unified School Dist Requester J0E0 hi Requisition Name Diesel Fuel t Line Defaults _ ee Continue Step 8 The next step was to enter the correct budget information that the ePro system would know where to find the money to pay for the order So we clicked the Review and Submit area link at the top right of the page Create Requisition _ e P 1 Define Requisition h 2 Add Items and Services Eg 3 Review and Submit gt Step 9 On the Review and Submit page we can see pretty much everything of importance about the requisition The Review and Submit page displays things like gt The name of the requisition if you gave it one if you didn t then the ID number will be considered the name gt The descriptions quantities prices vendors and total dollar amounts of all items on the requisition gt The Chartfield string budget code number being used to pay for the items gt A place to type any Justification Comments you want to include a no
101. h Brings Department Approval Submit Edit Requisition Anny Approval Changes heck 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 gt Click the View printable version link to see and print out a hardcopy of the requisition Click the Manage Requisitions link to view that page so you can track other requisitions etc Click the Create New Requisition link to start a fresh new requisition 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 l It sends the requisition to your department approver your school principal or site administrator It generates an automatic email message that s sent to the approver notifying him her that there is a new requisition to view and approve It saves the requisition for you in your own private history page called the Manage Requisitions page More about that later in this manual 36 Chapter 2 SpeedChart SpeedChart is a way to quickly and automatically insert commonly used budget numbers Chartfield strings into a requisition without having t
102. hapter 4 119 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 those are circled in the illustration below 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 editthe criteria below and click the Search button Business Unit SDUSD a Requisition Name English T tbooks Rm 420 2 Requisition ID Q Request Status All but Complete Buagetstatu Date From o7o6e 2007 Date To OFM 3 2007 E Requester i 30086 a Entered By fo Q pow oo 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 Date Status Budget 000057956 7th Grade English SDUSD O7422007 Approved Walid 90 60USD Select Action Go Requester Debra Sayble Entered By Debra Sayble Priori Medium ane 1 E K k 7 s e 5 il Requisition Approvals Inventory pac pee Receiving Returns Invoice Payment Lh Information Line 9 j27 rintinn Status Price
103. innacle Petroleum Inc 100 0000 gallon 1 400 140 00 FS Select All Deselect All Total Amount 140 00 USO L AP Add to favorites Ea Modify Line Shipping Accounting ij Delete Justification Comments Find more items NOTE When you budget check a requisition you are actually pre encumbering the funds from the budget you designated when you filled in the Chartfields the money to pay for the requisition order is actually taken from the budget at this moment and attached or pre encumbered to the requisition Step 14 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 Verne a ail Pe ii Check Budget Step 15 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 35 Chapter 2 Confirmation Requested For Marina Falter Humber of Lines Requisition Name Diesel Fuel Total Amount 140 00 USD Requisition ID OOOO081 923 Business Unit SDUSD Priority Medium Budget Status Valid Requisition Approval v Line 1 Pending DIESEL GREEN ULTRA Lowy SULFER Department Approval Pending wuc
104. isitions To locate requisitions editthe criteria below and click the Search button Business Unit Bouso a Requisition Name fe Requisition ID qQ Request Status AllbutComplete Y BudgetStatus z Date From 07 06 2007 El Date To o7na20077 B Requester 130088 OOOO a Entered By Po Q PO ID Po a 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 000057959 4th Grade Math Books SDUSD 0782007 Open Mot 1 345 97u5p Select Action Gol ChAk d gt 000057958 Laptops for Office SDUSD O713 2007 Approved Walid 3 842 00USD Select Action gt Go gt pno00s7957 For Mr Dobbs SDUSD 07132007 Open Valid 157 32USD Select Action m Go b O000057956 7th Grade English SDUSD O7H22007 Approved Walid gq a0Ugp lt Select Action 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 requisitions you 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
105. isitions submitted between March 1 2009 and June 1 2009 then the Req Date Greater Than field should have the March 1 2009 date entered into it e Inthe Req Date Less Than field enter the ending date of the time period you want to see it cannot be a future date 1t can be the current date or a past date Observe the following example We wanted a report that would show all requisitions submitted between January 1 2009 and June 23 2009 Department 0003 Req Date Greater Than o1 i01r2009 Req Date Less Than oer23 2009 E View Results After you fill in the fields click the View Results button to run the query Step 7 The results are displayed in an HTML page since that s the option we chose ieee nee BD Req ID Requester item Descr Lina Bae ish Req Date Hdr ect DeptiD Resourc a stain Status Energizer R AA Alkaline 1 0000090403 122930 Industrial 1 1 1 01 05 2009 Complete Valid Valid EDX BOX 3 0000 7 68000 23 040 0003 72500 Batteries Box Of 24 Office Depot R 2 0000090403 122930 slight 2 1 1 01 05 2009 Complete Valid Valid EDX EA 42 0000 0 29000 12 180 0003 72500 Clear Office DepotfR Brand Correction S 3 0000090403122930 Fluid 3 1 i 01 05 2009 Complete Valid Valid EDX EA 12 0000 0 19000 2 280 0003 72500 Multipurpose 20 ml vhite Office Depot R NOTE The results are lengthy and can t be viewed
106. ith Brings 1203200 Approved Approval Yiorkilow BUSINESS UNIT SDUSD RES IO 0000066358 16367 Transaction Requisition coe pared Approval Workflow BUSINESS UNIT SDUSD Denied REG ID 0000NGES6I 15401 Step 3 To view an individual requisition click on its blue link on the right side of the screen Detail View Work List Filters Worklist Customize Find From Date From Work tem Worked By Activity Priority ink Transaction Requisition Judith Brings T2032 00F Approval worki ow BUSINESS UNIT S USD Approved REQ IDR M0066346 18367 Judith Brings ormer o ete Approval Workflow UNIT SDUSD Denied REG ID 00000GG361 18401 Step 4 The Requisition Review screen is displayed In the example shown here on the next page the approvals are shown for both of the two items that were on the requisition Chapter 2 53 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Requisition Review Req Name Cheese amp Chicken Total 4 25 USD Requester Marina Falter Business Unit SOUSD Entered on 12 03 2007 Requisition ID 0000066358 Status Approved Priority iM Medium Requester s Justification No fusification entered by raquvester Line Information tem Description Vendor Hame Price Curr Mee ait E 1 MOZZARELLA STATE EDUCATIO 1 0000 CS 3 25 USD SHREDDED C 5 CHICKEN BREADED PROF 20HCS STATE EDUCATIO 1 0000 Cs 1 00 Uso Select All Deselect All L Re view Line De
107. ition Summary Description laty UOM ABSENCE EXCUSE FOR PARENTS TARDY SLIP TWO PART CARBON PARKING PERMIT RED FACUL Total Lines Total Amount USD Create Requisition ee 1 Define Requisition Zi Add lines to the requisition specifying the information necessary to procure each item or service Search tardy Eg 3 Review and Submit D 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 category 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 E 1 Define Requisition Review the details of your requisition make any necessary changes and subrnit it Business Unit SOSO san Diego Unified School Dist 130056 Line Default Test Requester Debra Sayble Requisition Hame Requisition Lines Description ABSENCE EXCUSE FOR PARENTS Line bM 1 r pM 4 Vendor Hame Graphiques 4 TARDY SLIP TWO PART CARBONL Graphiques Reid amp Clark Screen A PARKING PERMIT R
108. k 1 Define Requisition Ze Add ltems 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 Rew lt ttion Lines Lins Description Vendor Hame Price Prentice Hall Literature G Prentice Hall Allyn amp Bacon 10 0000 Each 9 060 Pelect All 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 crass Funa Extenaea oot El onono A loo S 4101 2700 CA oona S 01000 S oona A 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 Fix a Budget Error Let s pretend that you have an Open requisition that you haven t submitted yet because it has a budget err
109. klist gt Reporting Tools gt PeopleTools 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 Chapter 1 PeopleSoft oe Edit Requis ition Review the details of your requisition make ay necessary Changes and submit H foe appara Eluesieeressss Limi San Diego Unified School Dist Pige s i Debra Sarille Pmguishion Marmer on eS T gai SALE SLLLS emi E 100000 Package 0 840 eso ERC Total Ariam S40 VED Send te Yendo Show si Receipt Show at Voucher Budget Checking Status Valid I Save ae Tompe El Save amp su mit fp Saws amp preview approves X Cancel Changes 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 circled 1 Define Requisition 2 Add Items and Services 3 Review and Submit We will explore these areas in great detail later on in this manual How Does eProcurement Work ePro follows several steps to complete a successful re
110. l 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 whose 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 Chapter 3 62 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement 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 All assets are goods but not all goods are assets For example computers and refrigerators are Goods and they are also Assets Pencils and books are Goods too 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 How to Find the Right Special
111. lace to enter the Chartfields we need to click the little Expand Section icon Requisition Lines Line Description gt 1 Tree Trimmer Expand Section L Add to favorites Eg Modify Line loctiicatinn ii nmmoante Step 7 We may need to scroll our page up or down to view the Chartfields Once we see them we 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 Chapter 3 88 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement oept Resource ma account Program Clase Funa Extended ooz QQ Jooooo amp joo Q s122 hooo amp 1110 amp oroo amp oo S 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 Notice that the Budget Checking Status reads Not Checked Towards the bottom of the screen click the Check Budget button peme vendor Stat Receipt Show at Voucher Check Budget Budget Checking Status Not Checked E Save amp submit ae Save amp preview approvals oe Cancel Changes Step 9 The Budget Check ran successfully Notice that the Check Budget button is no longer clickable so we can t accidentally p
112. leSoft 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 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 1s 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 a new schedule is posted please go to this website
113. ll be added as time goes on To learn how to use Direct Connect please read through the following illustrated exercise Step by Step Exercise Order Items with Direct Connect 108 op 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 click the Web tab Once you arrive at the Web page click the link for the vendor you wish to buy from In this example we chose Office Depot Create Requisition 1 Define Requisition e 2 Add Items and Services Eg 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 Fortis Web S ecial Request M rchant Description Lakeshore Lakeshore Learning products desigted with learning in mind e Office DEPOT sreo Taking Care of Butinerr B Sch ol Specialty F Education ssentias School Specialty Step 2 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 different but the procedures are basically the same you look through the lists of their products and click to choose th
114. llar amount per unit Do not include commas but you 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 D Category Always choose the correct category for your item There is no miscellaneous category All categories are permanently connected to appropriate budget account codes When you enter a category the account number part of the Chartfield string 1s automatically entered for you You still have to enter the rest of the Chartfield string for each item more on this later E Vendor ID You don t need to memorize the vendor s ID number just know the name of the vendor you re buying from When you use the Search feature you can find the vendor you want and click on it to choose it The ID number for that vendor will then populate this field automatically Chapter 3 71 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement 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 There are many more To view the list click the Search icon next to this field Due Date Here you must enter a future date This date determines how much time will be set up for the Purchasing Department to process the Purchase Order b
115. lli wees Price Description wee y I junit ay z Office Depot Brand Wood Pencils 2 Medium Soft Lead 1 32 7 UPDATE 0 6 60 Pack Of 72 a Backorder Total SAVE FOR LATER gt HUB Remove Comments Continue Shopping Update Cart Empty Cat Save Cart CHECK OUT Step 4 After clicking the red Checkout icon for Office Depot the computer system brings us to one last page where we must click a Continue button shown here in the lower left corner Office DEPOT Faking Core of Burererr eae Price Description ures Backorder Total nit Office Depot Brand Wood Pencils 2 Medium Sof Lead PackOf 1 92 I 6 60 tem 733601 Entered tem 733601 Comments CONTINUE That brings us back into the eProcurement pages 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 Click the Review and Submit link to navigate to that screen Create Requisition re 1 Define Requisition a 2 Add Items and Services Eg 3 Review and Submit K Et Add lines to the requisition specifving the information necessary to procure each item or service Search Q Search Catalog Favorites Templates Forms Web Special Request Browse Catalog Select a catalog Choose from available i SEO catalogs in the dropdown list C _DO_NO
116. luded further on in this manual Chartfields Before you can understand how to use your budgets when placing eProcurement orders you need to understand a little about the role Chartfields play Chartfield Definition A chartfield is a textbox on a computer screen within the PeopleSoft Financials software designed to be populated with numerals budget numbers A chartfield is a component of a chartfield string Here is an example illustration of a typical chartfield Chartfield String Definition A chartfield string is a numeric sentence comprised of several chartfields strung together in a row One chartfield string names a single budget Here is an example illustration of what might be a typical chartfield string ooos A 72500 Q joo 4303 ooo G 1110 amp Joiooo amp Joooo A In the San Diego Unified School District we follow the Standardized Account Code Structure SACS SACS is a comprehensive system of accounting for and reporting school district revenues and expenditures The chartfields we use are determined by SACS which all California public schools follow Example of Here is a list of the chartfields we use chartfield Structure of the Account Codes ole budget numbers in a common chartfield string Budget Reference 2digits 00 End of funding Program 1000 Instruction Quoted definition of SACS taken from www edsource org 13 Chapter 2 Following are definitions of the individual cha
117. 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 website address 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 school district s I T Help Desk at 619 725 7500 Chapter 1 Thu May 19 05 la San Diega City Schools in n Signon F awa Poli eri L HSan Diego ity schools respects personal privac personal information This statement explains ou Password collection use and disclosure of the personal infi his web site Should we change how we use ors review and update this Privacy Policy as needed you consent ta the collection use and disclosure explained below Signing in to the Portal a 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 10 year o login ta PeopleSoft you must type in 2 External Links San Diego City Schools web your six digit employee ID number as your hird party web sites Even ifthe third party is affi sername hrough a business partnership or otherwise Sar recnoancihle for the nriwarw nolicies
118. n 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 Requisition ID w Request Status JAn UL UTI peLe oY Budget Status Date From 07 01 2007 B Date To O71 32007 El Requester 130086 Q Entered By O Q pou Search Clear Requisitions To view the lifespan and line items fora 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 gt OO00057959 4th Grade Math Books OFM3 2007 Open 1345 92USD Select Action Go OO00057958 Laptops for Office OFA 32007 Approved 3642 00 Lye Select Action OOOO0S 95 For Mr Dobbs OFA A200F Open EditRequisition y QOOO005 S56 7th Grade English OFA 22007 Approved AL View Approvals P a OOOO0STS4 Diploma Covers OMOS2007 Approved 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
119. numbers are being used for each item on every requisition An Approver should also consider Item Description Quantity and Price before approving a requisition This illustration shows the separate window you d see after you clicked the View Line Details button After viewing this you would click it closed Chapter 6 138 Requisition Health Forms Requester Debra Sayble Business Unit SOUSD Requisition ID 0000057999 Date 7 26 2007 Comments Description Oty Price HEALTH FIRST AID REPORT TO 25 1450 PARENT 2 PRT MCR VWHITE AND ee Sched Line Ship To Attention All Locations Combined Debra Sayble Line Location Reg Oty Amount HE Unit DeptiD Resource Bud Ref Account 1 oo004 25 36 25 Ea SDUSDO 5610 81500 oo 4301 Program Class Fund Extended 8100 ogg 01000 7402 NOTE If a requisition is approved and the Chartfield account information is incorrect then the Approver will have to explain why the incorrect information was not adjusted before approving the requisition To have the information adjusted before approval the Approver must Deny the requisition so that the Requester can make the adjustments and re submit the requisition Step 5 After verifying that all the information is correct it s now okay to approve the requisition If you wanted to deny the requisition and have the Requester edit it and re submit it you would click the Deny button instead To process the order as it is you
120. o M SelectAll Deselect A L PP Add to favorits sy Modify Line Shipping J Accounting E Justification Comments l Sendto Vendor Show at Receipt Show at Voucher Step 8 Enter the budget numbers for the second budget the one that will pay for all the non food items Then click the Apply button Accounting Information Chartfields1 y bam eS a Percent GL Unit DeptiD Resource oer Account Program Class Furl Extended i gt SDUSD A 5678 G 56789 a Fa 5678 a 5678 a 56789 a 5678 a Cancel 45 Chapter 2 Step 9 On the Distribution Change Options page click to select the Matching Distribution Lines option and then click OK Distribution Change Options For the selected requisition lines apply distribution changes to All Distribution Lines Me hanges to all existing distribution lines Matchil g Distribution Lines Apphwinanges to each existing distribution line by matching the distribution line numbers place Distribution Lines Remove the existing distribution lines and replace with the distribution lines changes OK Cancel Step 10 The requisition is now ready to be budget checked and submitted When you run the budget check it will automatically check any all budgets designated on the entire requisition bP Glove ultragard ET large tO 8 HANDWRITING MANUSCRIPT WESHs T Select Alli Deselect All LoP Add to favorites Eg Modify Line i Justiication Comments F
121. o order Special Request and Direct Connect items After you ve finished doing a Budget Inquiry and have established that there is enough money in the budget account you wish to use you can go ahead and create a requisition The next picture shows what the screen looks like immediately after clicking Create Requisition Navigation eProcurement gt Create Requisition 17 Chapter 2 Create Requisition Menu eProcurement al Ck 1 Define Requisition i 2 Add Items and Services Eg 3 Review and Submi gt Buyer Center Add lines to the requisition specifying the information necessary to procure each item or service b Manage ERP Integration Search Q Search Create Requisition Catalog Favorites Templates Forms Web Special Request Manage Requisitions Browse Catalog Approve Requisitions Select a catalog Secondary Textbook x e Choose from available P catalogs in the dropdown list Receive tems Secondary Textbooks Navigate categories by Procurement Card Center clicking folders View items in a category by clicking the category name Use the checkboxes to select Requisition Summary categories to search below There are no lines on this request Sanh Catalog Please add newe line in order to Search contains all of the following search fields entered Q Search save this requisition Description Search Settings Manufacturer Total Lines Manufacturer s Item ID Total Amount USD Vendo
122. o 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 only 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 really do to a requisition is approve or deny it Chapter 1 Your Security When you login to eProcurement the computer system recognizes who you are by your Employee ID number and it recognizes which access permissions you have These are very powerful tools that protect your personal information Don t ever share your password with anyone 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 login 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 someone else has your Employee ID number AND your personal DWA password that person could do a
123. o type them in yourself SpeedChart is a list of preset Chartfield strings often used throughout the district You can choose from that list to populate the Chartfields for certain kinds not all of ePro requisition items For some ePro orders SpeedChart can save you time Step by Step How to Use SpeedChart Step 1 In the example illustrated here we created a line item to order a set of tires for a school bus To access the Chartfield area on the Review amp Submit screen click the Expand Section icon Requisition Lines Line Description Step 2 Locate the cn tool just to the right of the Distribute by tool and click the SpeedChart Search icon Accounting Lines L Chartfields1 Caas 7 Eks a E OEM o0034 G 4 O000 100 0000 Step 3 Click the SpeedChart Key or Description appropriate for the item For this example we clicked Bus Parts 37 Chapter 2 Look Up SpeedChart SetiD SpeedChart Key begins with Lookup Clear Cancel Basic Loo Search Results 1 75 of 25 SpeedChart Key Description oOo00000001 SOG amp E OOO0000002 SOG amp E BETA OO00001 PCARD Oo1 SOGE o2 LEGAL 12 blank 210M Therapy 2174 21 7 AlJ 4301 0201 263 A5 4301 02401 205 ASPHALT aai COBSS30b3 COBSSeChollas DVLPFEERFO Development Fee Refund Acco FE PAPER Food Service Paper Step 4 The name of the chosen SpeedChart string appears in the SpeedChart box Additionally all of the correct budget num
124. ocessing 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 Chapter 4 108 Create Requisition Ck 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 SDUSD San Diego Unified School Dist Requester Debra Sayble Currency USD Requisition Name 7th Grade English Priority Medium 7 Requisition Lines Line Description Vendor Hame DI 1 Prentice Hall Literature G Prentice Hall Allyn amp Bacon 24 0000 Each 9 060 217 44 B Select All Deselect All Total Amount 217 44 USD LP Add to favorites 3 Modify Line Shipping Accounting i Delete Justification Comments Zend to vendor Sh w at Receipt Show at Voucher 3 Cancel requisition Find more items After you click the Check Budge
125. omments icon it looks like an empty cartoon text bubble Requisition Lines Line Description Vendor Name Quantity gt I 1 DIPLOMA COVER APP High Scho Her danes 25 0000 tO 2 D NGT ADMIT TO CLASS 50 CO Graphiques 50 0000 bO 3 DRA Alter Text Grandma s Su Graphiques 25 0000 l Select Al f Deselect All Total Amount 100 75 USO L AP Add to favorites Ea Modify Line f Shipping f Accounting iJ Delete locate oti aes A asset ae Step 2 Enter the comments you wish to make for that one item and then click OK Chapter 3 98 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Create Requisition Line Comments Line Description DIPLOMA COVER APP High Scho 25 0000 Each 2 130 USD THIS IS A HIGH PRIORITY PLEASE PROCESS THIS ITEM AS QUICKLY AS POSSIBLE THANE YOI l Send to Vendor l Show at Receipt Show at Voucher Add Attachment OK Cancel Step 3 You are returned to the Review amp Submit page where you ll notice that the Comments icon now appears to have lines of text inside it This is your visual indicator that a line item has comments m 47 50 FS o o E gS E ae Change Search Settings on the Catalog Search Page When running searches on the Catalog page of eProcurement you can make a couple of alterations as to how the search results are displayed for you Step by Step Display Catalog Search Fields Yes or No Step 1 On the Add Items and Service
126. on NOTE As of the printing of this manual this feature might not work c Choose a Priority you can choose low medium or high priority 2 Add ltems and Services Elg 3 Review and Submit Specify requisition name requester and other information that applies to the entire requisition Business Unit SDUSD San Diego Unified School Dist Requester 130086 Debra Sayble Currency ISO Requisition Hame Tardy Slips a F Line Defaults Continue 18 Chapter 2 2 Add Items and Services Add lines to the requisition specifying information necessary to procure each item or service Here you can a Enter a basic keyword search to look up items or services in the Catalogs b Use the Catalog area to do an advanced search for Catalog items or services Browse the Catalogs available on the Catalog Tab Build a list of your Favorite items on the Favorites Tab as you place those items onto a requisition e Build a list of Requisition Templates on the Templates Tab f Locate district forms on the Forms Tab g Use the new Direct Connect feature on the Web Tab to order things from popular vendors such as Lakeshore or Office Depot h Order Special Request goods or services on the Special Request Tab a 1 Detine Requisition Add lines to the requisition specitying the information necessary to procure each item or service Search a Q Search Catalog Favorites Templates Forms Web Speci
127. on EXE Return to Previous Page If you don t want to order the item click the Return to Previous Page link located at the bottom left of the page to return to the requisition Adding Items When creating a requisition you can choose multiple items from the same list at the same time Or you can choose different items from different catalogs or categories These items will be added to your requisition as individual line items You can place up to 100 line items on a single requisition However it s highly recommended that you limit a requisition to no more than 50 line items Otherwise it could take a long time for the district to process 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 eae Add TE 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 quantity you re ordering 25 Chapter 2 16 Results Sort tems tem Description 7 Details tem IDs Show Images 1 16 of 16 gt Last liter Description vendor Mfg Hame Price curr uom r uantity Desktop Tf iMac Desktop Think enter W55e District Standard oftware Lic Apple Computer Inc 1204 000 USD Each 1 000 Add 1 000 Bead Arey Jones Educational Solutions 1237 000 USD Ead San Diego Unified school District
128. or The following Steps show you what you should do Step 1 Navigation eProcurement gt Manage Requisitions Chapter 4 111 Manage Requisitions Search Requisitions To locate requisitions edit the criteria below and click the Search button Business Unit SDUSD a Requisition Name Requisition ID q Request Status all but Complete Budget Status O H Date From 0705 2007 Date To 071 2 2007 Requester 130088 q Entered By OOO A 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 clic Requisition Hame BU Status D 7th Grade English SDUSD O722007 Open 90 60USD Select Action Go 0000057956 SDUSD OF 052007 Approved 42 75Usp Select Action Go b go0o0sTg47 Diploma Covers 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 go BOUSp Select Action Go l 5elect Action Approved Walid 49 75U5D Cancel Requisitio Check Budget Edit Requisition 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 fins Description Step 3 E
129. or information forms invoices or contracts will be sent from the parties requesting such additions to employees who are designated with the authority to enter Vendors into the PeopleSoft system Usually that does not include Requesters who create and submit ePro requisitions The following walks you through how to find a Vendor Step by Step Exercise Find a Vendor Step 1 Navigation Vendors gt Vendor Information Under the Add Update section click Vendor Cor AL AL LOSOtT CNTR Ae pe Financials Main Menu Vendors G gt J Vendor Information Vendor gt Supplier Contracts yet Identity vendor information such as address contacts locations status Vendors Vendor Information gt Add pdate gt Purchasing gt Inventory gt BProcurement gt Senices Procurement Step 2 Use some or all the search fields to look for Vendors Probably the easiest fastest way to do this is to type the first three letters of the name of the vendor into the Short Vendor Name textbox and then click Search NOTE If you just want to view all the vendors in the district list leave all fields blank and click Search although that will only return the first 300 vendors we have There are likely more than that so it s better if you can enter a name to be more specific In the example shown here we want to look up Scholastic to see whether they are in the district s list of vendors Chapter 5 132 Ven
130. or nracticeas n Step 3 Click the PeopleSoft link Then click the link entitled Financials Supply Chain Personalize Content Layout Menu Welcome b My Favorites P he District Wide Application Project e ODS ith the support of San Diego City Peoplesoft Schools staff is pleased to announce Enterprise Performance 6 5 g he roll out of PeopleSoft s self service Financials Supply Chain 4 applications to all District employees Human Resources 8 8 on Sept 27 2004 All Zangle schools Warklist ill have sneak peek access on Sept gt Application Diagnostics 15 7004 gt Tree Manager gt Reporting Tools A separate window will open up containing the PeopleSoft menu choices on the left side PeopleSoft Personalize Content Layout D My Favorites gt Employee Self Service gt Manager Self Service gt Demand Planning D Enterprise Planning Production Planning gt Customer Contracts D Order Management D Order Pricing gt Customer Returns gt Items gt Cost Accounting gt vendors gt Purchasing D Inventory gt eProcurement gt Sourcing D Eine orinecs Chapter 1 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 lets you work until it automatically logs you out of the system Step 5 In the vertical menu on the le
131. ot 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 Chapter 4 124 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 Reg ID Requisition Hame BU Date Status Budget Total OO00057959 4th Grade Math Books SDUSD 07 82007 Open Nat 1 345 92U8D Select Action Go Chk d 0000057958 Laptops for Office SDUSOD 07 132007 Open Walid lt Select Action l lt select Action oo00057957 For Mr Dobbs SDUSD 07 13 2007 Open Valid ARUSD PEER Edit Requisition OOO005 7956 Tth Grade English SDUSD OF 22007 Approved Valid 90 anusi T OOO0057947 Diploma Covers SDUSD O70S2007 Approved Walid 49 75USD Select Action m Go Step 2 Click the Cancel Requisition button You will then be brought back to the Manage Requisitions page Requisition Details fo
132. ount Program oo Func Extended j 0 4000 40 0000 13 05 SDUSD E ont El Jooon0 E Joo S 4101 2700 E ond ey 01000 el ood El 0 6000 60 0000 19 57 SDUSD a ono a ooo00 a on S 4101 1000 a 41110 a 01000 a ood a 32 62 USD Total Amount Step 12 When you re done entering the Chartfield information please remember that you must enter a Chartfield string for each and every item on a requisition you 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 page Justification Comments Fto Vendor Meat Receipt Show at Voucher AuUdget Checking Status Not Checked B save amp submit oe Save amp preview approvals Af Cancel Changes 34 Chapter 2 Step 13 The budget check process usually takes just a few moments Then you 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 le 1 Define Requisition Ek 2 Add ltems and Services Review the details of your requisition make any necessary changes and submit it for approval Business Unit Sousa San Diego Unified School Dist Requester 120080 Marina Falter CUITency Requisition Name Diesel Fuel Priority Requisition Lines Line Description Vendor Hame gt 1 DIESEL GREEN ULTRALOW SULF P
133. ow to order Special Request items in detail a bit further on in this chapter Asset Management What is an Asset Although you probably don t need to order assets very often Asset Management is an important part of ordering with eProcurement In our school district the term Asset Management means managing and tracking the purchase and retention of assets An Asset Is Physical property other than land buildings or improvements to either of these that costs 500 and above per unit 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 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 single mouse costs less than 500 However if we buy the mouse as part of a package including a computer monitor keyboard and mouse then the mouse would be considered an asset 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 NOTE Some assets are ordered by using a district created template in eProcurement For
134. p 1 First you must login properly 1 Launch Microsoft Internet Explorer do NOT use Netscape or any other Internet browser 2 Go to this URL address https dwa sandi net 3 Click the link Financials Supply Chain 4 Navigation Worklist You can get to your Worklist two different ways you can click on the hyperlink Worklist from the header in the upper right corner or you can navigate through the menu on the left side of the screen PeopleSoft Personalize Content Layout gt hy Favorites gt Employee Sel Service b Manager SeltGervice eProcurement Travel and Expenses gt Commitment Contral gt Application Diagnostics Reporting Tools PeopleTools Wy Personalizations Step 2 To see the details of a requisition that s been submitted to your Worklist click the blue hyperlink Requisition ID number to access the Requisition Approval page Chapter 6 140 Detail View Work List Filters x Ai eo wmize pou iew All He Date From Work item Worked By Activity Priority Pak p S ouisi 07 25 2007 Approval Routing Approval Workflow fr BUSINESS UNIT SDUSD 7 REG 1D 0000057995 1149 Requisition 07 26 2007 Approval Routing Approval Workflow Rd BUSINESS UNIT SDUSD REQ 1ID 0000057991 1207 Requisition Debra Sayble 07 26 2007 Approval Routing Approval Workflow BUSINESS UNIT SDUSD FeAl 0000057999 jae Step 3 The last step opened up the submitted requisition Pl
135. pecifying the information Macue each item or Search Catalog Favorites Templates Forms vi Special Request Browse Catalog ee CsSCsiC C lt lt CCS Select a catalog PEES SME ae d f O Lef Right Z DO NOT USE N 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 detail in the paragraphs ahead 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 yovu 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 Chapter 3 60 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Catalog Favorites Templates Forms vWeb Special Request Special tem ttem Description Price Currency USD Quantity Unit of Measure A Categone Due Date B Yendor ID Suggest Mew vendor Yendor tem ID Mig ID Mig tem ID Additional Information l Send to Vendor Show at Receipt l Show at Voucher Add tem Cancel Add or Start Mew Type You ll see h
136. pening to them 11 Chapter 1 Chapter 2 Order Preset Items amp Direct Connect Requisitions Overview Many goods and services requiring a purchase order P O can be obtained through eProcurement A budget check pre encumbering money for the requisition must be successfully completed before submitting the requisition to the Approver This ensures that funds are currently available to pay for the order Upon successful budget check the needed funds are electronically attached to saved for that one requisition so nothing else can use that money When the time comes to pay the bill the money is in place When ordering Catalog items goods or services already preset and listed in our online district ePro Catalogs the ePro system will attempt to find the item from district Inventory If the item or service is not available from Inventory a purchase order generated by our Purchasing Department is placed with a vendor If a purchase order is created it too is budget checked before being sent to the vendor Therefore Catalog items include things that may or may not be currently in stock Tips To Help You Get Your Orders Faster o 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 in just hours or if you suggest a ven
137. pil Transprtn Catalog we saw the item s available We wanted to buy 100 gallons so we entered 100 into the Quantity box on the right hand side Sort tems Show Images tem Description Details tem IDs Pinnacle DIESEL GREEN ULTRA LOW SULFER eaten 1 400 USD Gallon q Select Alli Deselect All Add to favorites Step 5 We then clicked the Add button next to the Quantity box to add this item to our requisition The Requisition Summary block on the left side of the page reflects the addition of the diesel as a line item Requisition Summary Description aty uom DIESEL GREEN 100 GL ULTRA LOWY SLULFER Total Lines 1 Total Amount USD 140 00 Step 6 This was the only item we wanted to order Before we could submit the requisition for processing we had to complete a few other details The next step was to enter some general information about the requisition so we clicked on the Define Requisition area link in the top left part of the page Create Requisition 1 Define Requisition Add lines to the Feqaettterm pecinving the information necessary to proc Search Catalog Favorites Templates Forms Web Special Request Browse Catalog 29 Chapter 2 Step 7 We can give a requisition a customized name You can do this at any point in the creation process An ID number is attached automatically which identifies the requisition in the system so that district employees such as Purchasin
138. pleSoft Advanced eProcurement 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 Currency USD Quantity Unit of Measure Q Category Due Date Ey Vendor ID Suggest New Vendor Vendor Item ID Mfg ID Mfg Iter ID Additional Information l Send to Vendor l Show at Receipt I Show at Voucher Add tem Cancel Add or Start New Type 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 NOTE Always be sure to leave the following fields blank Vendor Item ID Mfg ID and Mfg Item ID In the example shown below we re ordering a new laptop computer Computers meet the district definition of an Asset Therefore we must be sure to choose the correct Asset Management category at the right time Create Requisition 1 Define Requisition 2 Add Items and Services Eg 3 Revie Add lines to the requisition specifying the information necessary to procure each item or service Search Catalog Favorites Templates Forms Web Special Request Special tem ttem Descrip
139. pon the Department Chartfield values Requisitions with multiple Department codes require multiple Departmental approvals For example if a single requisition uses two or more Department codes so that two or more Departments pay for the items on that requisition then all Department approvers for all those Departments will have to approve that requisition This means that an approver could possibly receive more than one email notification about the same requisition Email notifications are automatically sent to approvers upon requisition submission e Resource approvals Approvers have been established for many Resources Some requisitions based on the items being ordered are routed for approval based on the Resource Chartfield values on each requisition part of the Chartfield string Resource approvals are separate and in addition to any Department approvals This means that after the Department approver approves a requisition it might be automatically routed to an additional approver based on its Resource Chartfields e Amount approval If the total dollar amount of any one requisition exceeds 64 000 then that requisition requires an additional approval by the Purchasing Department Complex requisitions that contain many line items multiple cost distributions food service items or high dollar amounts may require approval from several different approvers If any one approver denies the requisition at any point in the approval process
140. quisition The illustration below see next page shows the steps a requisition takes from start to finish It begins with a Requester creating and submitting an ePro requisition and it ends with the Requester receiving the order Chapter 1 Requester Approver Inventory Creates requisition Reviews requisition ePro Requisition goes to checks budgets and approves it Catalog Inventory request Receives Purchase Order Special Request orders submits requisition Item sent to Supply Center Direct Vendor Purchasing Gee fills order ships to district Requisition generates Supply Center warehouse Purchase Order then sent to Receives request or Vendor END Supply Center Requester Receives Warehouse Items are received at Requester s site shipment records on computer ships order to Requester There are five basic steps you must take to create and submit any requisition successfully 1 2 3 4 5 Budget Inquiry verify available funds Create Requisition Edit as Needed shipping amp budget info Budget Check pre encumber the funds Save and Submit Request Lifespan Overview Every requisition has its own Request Lifespan The Request Lifespan is a graphic representation that allows you to track your orders 10 Chapter 1 Requisitions To view the lifespan and line items for a requisition click the Expand triangle icon gt To edit or
141. r Vendor Item ID Item ID UPN ID I Include Images Review and Submit Displayed on the left side of the screen are two things the Menu on top and the Requisition Summary below the Menu The Requisition Summary sits to the left of the Create Requisition area so it s always available to you as you work It shows you the detailed line items you enter onto the requisition including the total dollar amount which is refreshed each time you add a new line item This summary stays on your screen while you create your order Notice the three major areas across the very top of the Create Requisition area 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 It was decided to show this screen first when you click Create Requisition because most people like to begin adding items to the requisition right away But you can click any of the three areas and use any of them at any time 1 Define Requisition Enter information that will apply to the entire requisition However most people ignore this screen Everything you can do here can also be done on the other screens Here you can a Enter a Requisition Name in addition to letting the system give the requisition its own unique ID number b Create Line Defaults you can click on Line Defaults and then enter a budget Chartfield string there that will pay for the entire requisiti
142. r Debra Sayble Business Unit SUSO Date OTN a200 Requisition Hame 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 3642 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 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 Ga Requisition Hame BU Status Budget gt Q000057959 4th Grade Math Books OFM 32007 1 345 g2USp Select Action Sal OOO0057958 Laptops for Office OTN a7007 Canceled ngougp lt SelectAction Go 0000057957 For Mr Dobbs O7N32007 Oper PT 157 32usp Select Action Go OOO0057956 7th Grade English O7M2 2007 Approved go e0Usp Select Action Go 0000057947 Diploma Covers OM052007 Approved 49 75UsD 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
143. r into the Search By textbox and click the Find button Create Requisition Look Up Category Mote You may either search or Browse to Nee Search Categories Search By Categories oil a Customize Find First 2 of 4 Last Catalog Category nee ide in 1 Chapter 3 67 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement You should then see the correct Category appear in the blue shaded area below Search Categories Search By Category 4301 5 mo Categories Customize Find 58 First 1 of 1 H Last catalog Category Ipeseriotion Ea in 1 Sm AQE GOS 4301 Instructional Supplies 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
144. r school remember that means the ePro requisition will take longer to process This is because more than one Department Approver will have to approve the requisition Each Department Approver can only approve requisitions containing items using their own budgets For example let s say that you order 5 different items and you want to use Budget A to pay for them and you also want to order 7 completely different items on the same requisition and pay for those with Budget B Step by Step Split Payment Whole Requisition all line items Step 1 In this example we re ordering several food items and several non food items Requisition Lines Line Description cP 1 ABC COOKIES 200 PER CASE KI bem 2 APPLES FRESH 37 40 LE PER cI 3 BEANS PINTO 6410 CANS PE gt I 4 Ear Muff gt s EIRSTAID REPORT TO PARENT gt IT 6 FOLDER FILE REPORT CARD 5 cI 7 Glove ultragard ET large eO 4 HAhN OV RIT MANMLIS CRIP T YWwEKSH Step 2 First we ll designate a budget to pay for the food items alone Select each of the food items by clicking a checkmark into their selection checkboxes on the left side Requisition Lines ine Description ABC COOKIES 200 PER CASE KI APPLES FRESH df 40 LB FER BEANS PINTO 6 10 CANS PE A Ear Muff pf 6 HRSTACRERORTTO PARENT 4 ae oe Ae a Step 3 Click the Modify Line Shipping Accounting button located below the last line item 43 Chapter 2 MANUSCRIPT WESH Graphiques Step 4
145. re Crest Elementary Our old computer printer died and is non repairable so we need a new one for our site In the illustration above the Category area is highlighted That is where we need to choose a correct category that matches up with the item we re ordering To do this we click on the Search icon Es 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 2 DO MOT USE Return 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 it on SD_ASSETS Then we would click the plus sign symbol to the left of the Z_DO_NOT_USE link to expand the Category choices thusly Chapter 3 64 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Create Requisition Look Up Category Mote You may either Search or Browse to look Up the ap t Search Categories Browse Category Tree Select a catalog SD_ASSETS Z_DO_NOT_USE Athletic Equiprient G4640 Books and Multi Media G4640 Books and Multi Media L4640 gt Building Improvements Portable Buildings Busin
146. re encumber funds twice Also note that the Budget Checking Status now reads Valid l Sendto Vendor Show at Receipt Show at Voucher Check Budget Budget Checking Status Valid Save as Template E Save amp submit ay Save amp preview approvals gt Cancel Changes Step 10 The next thing we need to do is save and preview the requisition before we submit it 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 Chapter 3 89 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Confirmation Requested For Marina Falter Number of Lines Requisition Name 0000061925 Total Amount 500 00 USD Requisition ID 0000061925 Business Unit SDBUSD Priority Medium Budget Status Valid Requisition Approval V Line 1 Initiated Tree Trimmer Department Approval Not Routed F Judith Brings Department Approval Buyer Approval v Line 1 Initiated Tree Trimmer Buyer Approval Not Routed F Beverlee Tucker Branch Buyer Approval Submit Edit Requisition Check Budget View printable version Manage Requisitions Create New Requisition Step by Step Exercise Special Request Service Variable
147. rtfields referred to as Chart of Accounts e Department Defines where the financial activity is occurring o Example 0003 Adams Elementary School e Resource Defines source of funding o Example 00000 Unrestricted e Budget Reference Defines the year in which the funding will end if other than June 30 and if funding must be tracked for several years o Example 10 2010 e Account Defines the type of expense o Example 4301 Supplies e Program Defines the activities or services performed to accomplish a set of objectives or goal o Example 2700 School Administration such as office staff e Class Defines the instructional setting or the group of students who are receiving instructional services o Example 1110 Regular Education K 12 e Fund Defines the highest level of financial monitoring for the district o Example 01000 General Fund e Extended Defines the detailed activity at the district level only o Example 0311 ROP Business Computer Here is an example illustration of a typical chartfield string used to purchase instructional supplies for a school Budget Reference Pro grate Class Fund Extended Code ff Lf 0003 30100 00 4301 1000 1110 01000 0000 School Site Department Adams Elementary Account Instructional Supplies Resource T tle 1 Every eProcurement requisition is made up of individual line items goods or services we wish to purchase Each individual line item must have a budget ch
148. s SDUSD PeopleSoft Advanced eProcurement Step 2 The Catalog Results Display feature offers a drop down menu with choices on how many rows of items to display when you click on a Catalog Change the choice by clicking the menu open and selecting A 15 Rows Per Page Then click the OK button Create Requisition Search Settings Display Options Catalog Results Display c 50 Rows Per Page r F7 Display Catalog Search Fig een 1B 25 Rows Per Page C 50 Rows Per Page Do not show search resulD 100 Rows Per Page Step 3 To test the setting click on a Catalog that typically has a lot of items in it such as the Supplies Catalog Catalog Favorites Templates Forms Web Sp Browse Catalog Select a catalog Items Goods o amp Zpo NOT use Direct Connect Fisher Direct Connect Waxie Equip Non Cap Non Asset Mod Direct Connect Grainger Direct Connect Lakeshore Learn Direct Connect Office Depot Adopted Textbks amp Adopted Matl gt Library Books ial d plies gt Furnittre 500 Inserice Supplies oooooogooeooooos Step 4 Notice that the number of rows of items displayed is now 15 Show Wages 000 USD Each 1 000 E add Chapter 3 102 Chapter 4 About Budgets amp Managing Requisitions Lot Orders Traditionally a Lot Order is when you want to order a large number of the same item In our school district any time you need to order more
149. s for Office Status Requisition ID 0000057958 Total 3 642 00 Line Hem Description 1 District Standard Entry Level Laptop Wacho Canceled 1 214 000 Each 3 0000 o642 00 Tyou would like ta Resubmit this Requisition first click the Reopen panel button i and then selectthe Edit Requisition from the Manage Requisitions papes Once you are atthe Requisition Summary page click the Save ape ubrnit m 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 the 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 Chapter 4 126 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 S
150. s screen we clicked the blue Catalog tab to bring that page forward Under the Search Catalog section where all the fields are on the right side beneath the Search button click the Search Settings link Chapter 3 99 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Catalog Favorites Templates Forms Web Special Request Browse Catalog Select acatalog Assets lterms over 500 Choose tram available 7 catalogs in the dropdown list Z DO NOT USE Navigate categories by clicking folders View items in a category by clicking the category name Lise the checkboxes to select categories to search below Search Catalog Search contains all ofthe following search fields entered search i Description Search Settings Manufacturer Manufacturer s tem ID Vendor Step 2 The Display Catalog Search Fields feature has a default setting of being on If you don t want to have these fields displayed click into the checkbox to remove the checkmark and then click the OK button Search Settings Display Options alog Results Display C 50 Rows Per Page Po play Catalog Search Fields T Do not show search result navigation message OK Cancel Step 3 On the Add Items amp Services page the search fields are no longer displayed Chapter 3 100 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Create Requisition 1 Define Requisition E 2 Ad
151. sition Requisition Summary Description aty VOM GYM CLIMBING 1 EA WALL Total Lines 7 Total Amount USD 4 200 00 Step 5 Enter the details for the second line item that goes with the first one Note that you don t have to enter the same information in the Additional Information field for each item if the information in the first line item 1s true for all the others Just make note of it as shown here then click the Add Item button Special item tem Description LABOR TO INSTALL CLIMBING WALLIN GYM 000 Price 1000 00000 Currency USD Quantity 1 0000 Unit of Measure EA a Category A_EQP_ATHL_G4iQ mea 1007 2009 Vendor ID Q suggest Mew Vendor Vendor ttem ID Mfg ID Nig tem ID Additional Information MOTE Use same vendor as listed in first line item Same information l Send to Vendor l Show at Receipt l Show at Voucher Joe eu Chapter 3 94 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Step 6 Enter the details for the third line item that goes with the first two Click the Add Item button Special item tem Description SHIPPING FOR CLIMBING WALL 00 Price 200 00000 Currency USD Quantity 1 0000 Unit of Measure EA a TAN A_EQFP_ATHL_G4 C T 1007 2009 Vendor ID a suggest New Vendor Vendor tem ID Mfg ID a Nig tem ID Additional Information MOTE Use same vendor as listed in first line item Same information l Sen
152. sition 2 Click Catalog 3 Find the item s you want by doing a Basic search Advanced search or a Browse Catalogs search 4 When you see the item you want click on the blue hyperlink text of the Item Description That brings you to a page displaying the long description of the item 5 Scroll down to the very bottom of the description page The current quantity in stock should be displayed there 6 If the number showing is zero then it is probably NOT a good idea to try to order it now Zero quantity means there are none in the warehouse and it s on back order Chapter 5 135 Chapter 6 Approve Requisitions What an Approver Needs to Know All requisitions require approval before they can be processed The eProcurement system automatically routes requisitions to the appropriate approvers Which approver receives a requisition is determined by the Department ID code number used in the Chartfields within the requisition For example if Brad Pitt is the approver for Department 0123 then all requisitions whose originators requesters use DeptID 0123 in the Chartfields will be routed to Brad Pitt for approval NOTE Approvers can only view details approve or deny requisitions and track progress Requisition approvals follow three distinct rules e Departmental approval Approvers have been established for all Departments including schools in the district As mentioned above requisitions are routed for approval based u
153. submit button you must click a checkmark into the Save as Template checkbox This checkbox is located just above the Save amp submit button After you clicked a checkmark there you would submit the requisition normally At any time in the future if you ever want to use a copy of that requisition again you can find it by doing this 1 Start a fresh new requisition by clicking Create Requisition from the ePro home page 2 Click the Templates tab Create Requisition P s 1 Define Requisition EE 2 Add Items and Si eset Add lines to the requisition specifying the information necessary to procure each ite Search Catalog Favoriie Templates Farms Web Special Request Browse Catalog Select a catalog Secondary Texthook Choose tro z catalogs in C Secondary Textbooks Navigate ca clicking fold 3 Scroll down your list of requisition templates until you find the one you want to use The one you saved as a template should be there at the bottom 4 Once you find the requisition template you want you can open up its description to verify what s on that requisition the items and quantities you entered when you first created the requisition You can view the description details by clicking the small triangle button on the left side of the template description ti Covers Description DIPLOMA COYER 8 1 2 NOMINAL X 6 1 2 NOMINAL FOLDED SIZE OUTSIDE COVER SURFACE SHALL INCLUDE ONE LINE
154. t boxes Then the screen automatically altered to show the correct percentages corresponding to the new dollar amounts tion aS AQ 34 5555 AQ BEBE F 250 00 SD We can now finish processing our requisition normally When we run a single budget check all the correct budgets we designated will pay the amounts we asked them to pay 49 Chapter 2 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Templates A Great Shortcut Use Preset District Templates ePro has a variety of templates you can use at any time These templates are basically already created requisitions that list groups of specific things commonly purchased in our school district You can use any of these templates as a shortcut Once you choose a preset template you can edit your copy of it in any way you please You must also remember to enter your budget codes to pay for whatever you order from a template requisition To view the template list open a new blank requisition form and then click on the blue Template tab as shown here Create Requisition Ck 1 Define Requisition ER 2 Add items Add lines to the requisition specifying the information necessary to procurg Search E z DO NOT USE After you click the Template tab you should scroll the page to view the entire list of Templates Here is an example of one part of the list b EBS SPEECH LANGUAGE PATHOL b 6 9 06 27 06 O T THERASTAFF b APPLE MACBOOK HIGH
155. t 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 Edit Requisition k 1 Define Requisition Elg 3 Review and Submit Review the details of your requisition make any necessary changes and submititfor approval Business Unit SOWSO San Diego Unified School Dist Requester 130086 Debra Sayble Currency USD Requisition Name 7th Grade English Priority Medium Requisition Lines Line Description Vendor Hame e 1 Prentice Hall Literature G Prentice Hall Allyn amp Bacon 24 0000 Each 9 080 217 44 FAO Select All Deselect All Total Amount 217 44 USD L Add to favorites Ea Modify Line Shipping Accounting ii Delete Justification Comments A l Sendto Vendor D Show abPEC apt C Show at Voucher L Save as Template 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 Chapter 4 109 Budget Checking Status says ERROR
156. tails Review Edit Approvers Requisition Approval 7 Line 1 Approved CHEESE MOZZARELLA SHREDDED COMM B04 30 4 5E Department Approval Single Approved Judith Brings Single Approver for Dept 12 5 2007 1 55 PM v Line 2 Approved CHICKEN BREADED FROZ 30a CS 3091093 Department Approval Single Approved Judith Brings Single Approver for Dept 25 2007 1 55 Phl When you are finished viewing the Requisition Review you can click the link in the far bottom left corner of the screen that says Return to Worklist Direct Connect How to Use It Our district frequently orders items from certain contracted vendors Direct Connect was 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 even a few hours Chapter 2 54 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement e If the items we order are not assets then the vendors in Direct Connect will ship directly to our own sites and not to our district warehouse e Requesters get email notifications directly from the vendors in Direct Connect telling us they received our order and will be shipping it shortly Probably the most common vendors we l use in Direct Connect are Office Depot and Waxie Additional vendors wi
157. te to your Approver explaining why you re ordering the item s for example gt The ability to run the Budget Check on the requisition gt The ability to save amp submit the requisition 30 Chapter 2 Create Requisition ke 1 Define Requisition BS Add Items and Services Review the details of your requisition make any necessary changes and submit it tor approval Business Unit SOUS San Diego Unified School Dist Requester 120080 Marina Falter Currency JSO Requisition Name Diesel Fuel Priority Medium Requisition Lines Line Description Vendor Hame gt E 1 DIESEL GREEN ULTRA LOWY SULE Pinnacle Petroleum Inc 100 0000 Gallon 1 400 SelectAll Deselect All Total Amount 140 00 USO Lo Add to favorites Ep Modify Line Shipping Accounting l Delete Justification Comments l Sendto Vendor Show at Receipt Show at Voucher Check Budget l Save as Template E Save amp submit Save amp preview approvals Cancel requisition Find more items To enter the budget code numbers Chartfield string that will pay for the order we clicked the Expand Section icon that s the little triangle just to the left of the Item Description that looks like this Requisition Lines Line Description Step 10 You then see the Accounting Lines appear as shown below These are also known as the budget code numbers or the Chartfield String Note that the Account code number ts in permanent form
158. tem on a requisition If your Site Administrator isn t sure ask your school s or department s Budget Analyst Important Notes about Requisition Chartfields Budgets It is crucial 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 If you aren t sure which Chartfield string to use on a requisition ask your office staff or your Budget Analyst 33 Chapter 2 Splitting Costs between Budgets You can choose to pay for an item on the requisition by using one single budget or you can split the cost between two or more budgets If you want to split a cost you must do several things after you add the item to the requisition 1 On the Review and Submit page change the Distribute by from Qty to Amount Accounting Lines Clty vhartfields1 eee a1 TOF MIO T Line Status Dist Type Location 1 pen ooo Oh 2 On the far right side of the page click the plus sign which will add a second budget line of Chartfields below the original one Fund Extended PC Bus Unit Project Activity eee Subcategory Pa Fund Affil Affiliate ype i f oe eis A joo Qo Qf Ql Oal RB af Bf af afl a E 3 Enter the budget code numbers into the Chartfields for each budget line You can adjust the amounts each budget will pay for in the Amount or Percent boxes Pra Percent Amount L Unit Dept Resource be Acc
159. tep 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 gt To edit or perform another action on a requisition make a selection from the Action dropdown list and click Go Requisition Hame 9000057959 4th Grade Math Books 07 13 2007 Open Not 1 345 92USDI lt Select Action z Sol Chk d gt 9000057958 Laptops for Office 07 13 2007 Canceled Not o pousDI lt Select Action 7 Gol Chk d 9000057957 ForMr Dobbs 07 13 2007 Open Valid 157 32USp lt Select Action Go 0000057956 7th Grade English 07 12 2007 Approved Valid sO a Select Action 0000057947 Diploma Covers 07 05 2007 Approved Valid ffo cancel Requistion 9 Edit Requisition View Approvals i Create New Requisition Inquire Change Request Inquire Receipts Requisition Report Step 2 You can then see all the pertinent information about the approval status Approval Status Req Name Tth Grade English Total 90 60 USO Requester Debra Sayble Business Unit SOUSD Entered on OFM 22007 Requisition ID 0000057956 Status Approved Priority Medium Requester s Justification No fuistfication entered by requester eProcurement Report Keeping Track of Your Funds All ePro Requisitions for Your School Dept Run this report whenever you want to view an up to date list that contains
160. ter 6 144 Step 8 Now click the Approve button to approve the rest of the requisition retails Approve rs Va Notice how your screen changes once again to reflect which items were denied in red and which ones were approved in green isition Approval mation Food for Special Event has been approved wiEdit Approvers juisition Approval Line 1 Denied iewiearrric ABC COOKIES 200 PEF CASE KIDSMART Department Approval Single Denied Alex Doe Single Spprover for Dept 107572009 2 55 Phl Approval Comment History Alex Doe at 10 5 2009 2 55 PM Turns outwe still have plenty of cookies and pinto beans I m denying those and approving the apples and the beef lt Line 2 Approved ean Canaimis APPLES FRESH 37 40 LB PER CASE 3090221 eee Department Approval Single Approved Alex Doe Single Approver for Dept 10 5 2009 3 05 FM Approval Comment History Alex Doe at 10 5 2009 3 03 PM Turns out we still have plenty of cookies and pinto beans I m denying those and approving the apples and the beef Line 3 Denied view Comments BEANS PINTO 610 CANS PER CASE 3090400 Department Approval Single Denied Alex Doe Single Approver for Dept 1052009 2 55 PM Approval Comment History Alex Doe at 10 5 2009 2 55 PM Turns out we still have plenty of cookies and pinto beans I m denying those and approving the apples and the beef v Line 4 A4pproved view Comments
161. than 40 individual items of one type you can create a Lot Order in the Special Request screen Examples 1 When you want to order more than 40 individual books with different titles such as library books for a school library or classroom If you re ordering 40 or fewer you can t do a Lot order you d have to enter each book title as an individual line item 2 When you want to order more than 40 of any item Goods that is any physical items Lot Orders are described in the following exercise Step by Step Exercise Create a Lot Order for Books In this example we ordered more than 40 library books NOTE If you place an order for 40 or fewer items you must enter each individual item as a separate line item on a requisition Step 1 Navigation eProcurement gt Create Requisition Click Special Request Create Requisition lak 1 Define Requisition E 2 Add Items and Se Add lines to the requisition specifving the information necessary to procure each ite Search Catalog Favorites Templates Forms eb Special Request Browse Catalog Select a catalog Assets tems over ba fro 2 catalogs int E zZ DO NOT USE Navigate cat clicking folde e View items i Chapter 4 103 Step 2 Enter the required information into the appropriate fields In this example we are ordering 75 different library books not to exceed the cost of 5 000 Notice that we chose the correct Categor
162. the district web site home page you must first click the Staff link Fie San Diego Unig Home AboutUs Administration A B News Site Shortcuts Next click the Forms link AUNIT Y Chapter 3 68 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Then you ll see a list of various types of forms to choose from Home Forms Forms Forms e Field Trip Packets Single Day Multi Day Enrollment Options School Choice Health Policies Acknowledgement English Spanish Human Resources Forms Migrant Education Materiel Contral School Initiated Placement SIP Form Available only within the San Diego Unified network 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 is any physical item you can touch as opposed to a Service Item which means paying someone outside the district for some kind of service If the item you want isn t in the ePro Catalogs then you can order it through Special Request Some Goods are also Assets Please see the earlier part of this chapter for detailed information about Assets The following exercise shows you Step by Step how to order a Special Request Asset item on an ePro requisition Step by Step Exercise Order Special Request Goods Item 1D on should always complete a Bu
163. tion COMPUTER IBM THINKPAD Price 5 1200 CuUurency USD Quantity c Unit of Measure EA a Category A_COMP_EQUIP_ S Due Date 092612007 vendor ID O Arey Jones Educational Solutions Suggest New Vendor Vendor tem ID Mfg ID a Mfg ttem ID Additional Information For questions on this order contact Debra Sayble at 619 555 1234 at Wilshire Crest Elementary Wwe need new computer laptop setup for new employee at our site Chapter 3 77 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement A Item Description When ordering assets use the following format but also include any additional details such as color size part or catalog number 5 Type with all capitals 6 The very first word must be a noun that tells what it is Examples CAR or REFRIGERATOR or FURNITURE 7 The second word should be the make or manufacturer Examples HONDA or KENMORE or VIRCO 8 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 B Price Enter the dollar amount per unit Do not include commas but you 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 D Category Always choose the correct category There is no longer a Miscellaneous or All Items category All categories are permanently connected to appropriate
164. tions Search Requisitions To locate requisitions edit the criteria below and click the Search button Business Unit SDUSD C Requisition Name Requisition ID Request Status all but Complete Budget Status 7 Date From 07 06 2007 Date To O71 3 2007 gi Requester 130086 Entered By Q POID Search Clear Status Budget gt 000057956 Mth Grade English SDUSD 07 12 2007 Approved Valid g0 60usp Select Action m 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 e Approve shows the individual s and or department s that need to approve the requisition e 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 e Purchase Order purchase order status e 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 e Receiving shows all receipts of items that have been received at the Supply Center e Returns RTV processes are followed If you want to return an item you must ask the Purchasing department to do it for you e Invoice shows the PO lines both the voucher and the receiver lines e Payment shows payment inquiry and results C
165. 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 Additional Information textbox I Chapter 3 87 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Catalog Favorites Templates Forms Special Request Special tem Atem Description Tree Trimmer Price 0o 00000 Currency USD Quantity 4 0000 Unit of Measure Ea qA Category Svc_5122 q Due Date 1111512007 vendor ID Oooo a Suggested Vendor Acme Tree Trimming Services Vendor tem ID Mfg ID a Mfg ttem ID D j Additional Information For questions on this order please contact Gabrielle Solis at 619 555 5555 atWwilshire 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 Add or Start Mew Type Add tern 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 1 Define Requisition Step 6 In order to view the p
166. ts Sort items show Images tem Description tem Description Vendor Hame Manufacturer Price Curr UOM Reid amp Clark Screen ees EF PARKING PERMIT FACULTY ee 1 640 USD Each 1 0000 Etadd PARKING PERMIT Reid amp Clark Screen we SUT EeISe eee 1 640 USD Each 1 0000 ada PARKING PERMIT STUDENT Reid amp Clark Screen Ma nonn Et vc Baa Ea 1 640 USD Each 1 0000 Eada PERMIT TO LEAVE SCHOOL aaa Et GROUNDS Graphiques 1 950 USD Package 1 0000 ana T Select All Deselect All L Etadd P Ada to favorites compare In this example ePro displays all items with the word permit within their titles The one we were looking for Permit to Leave School Grounds is the fourth item from the top f TIP If you type in a keyword that is a singular version of the word such as transparency and you get no results try changing the keyword to its plural form such as transparencies or vice versa ig TIP When doing any form of searching for an item there are several different ways you can conduct the search For example let s say you need to find the book Harry Potter and the Sorcerer s Stone You type Harry Potter and the Sorcerer s Stone into the search field and click the Search button but your result at the bottom says No matching items found You can then try another search by entering for example Rowling the name of the author You might find different results Be aware that a basi
167. u 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 Vendor Search Na Mame Academic Find City Feset Country usa a Suqqest Vendor Postal code Enter search criteria to find a vendor Chapter 3 83 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement 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 Cite Reset Country USA a State Suggest Vendor Fastal Code Your Search returned the list of items below v Select Yendor ES Vendor Details Fam Customize Find view All 28 ape Eaman Las Hame Location Address City State Academic Book Services Inc PRIMARY 200 Cook St Cartersville GA v Academie vomminicaion PRIMARY PO Box 4279 Oceanside CA wa Assoc Academic Decathlon PRIMARY 6401 Linda Vista Rd San Diego CA af E Academic Hallmarks PRIMARY PO Box 996 Durango Co af Y Suggest Vendor Use the Suggest Vendor page to enter a Vendor you want to use who is not listed with the district Vendor Search Mame at ot i Reset Country Jusa Q 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
168. uired If you don t know what to enter into a required field you need to find out before you begin a Special Request order NOTE Always be sure to leave the following fields blank Vendor Item ID Mfg ID and Mfg Item ID In the example shown below we re ordering a couple of globes for a geography classroom Chapter 3 70 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Catalog Favorites Ternnlates Web Special Request Special tem tem Descriptio Globe ABC123 Deluxe World Globe 24 blue aluminum base Price 43 35000 Currency an Quantity 2 0000 Unit of Measure EA a TA GDS_4301 a aT oya E andor ID 0000002287 EF o Mii suggest New Vendor Vendor tem ID Mfg ID A Mig tem ID AGaMonal inrormation Wary Doe 619 555 5555 Wilshire Crest Elementary Must replace damaged world globes in geography classroom Send to Vendor I Show at Receipt l shoy Vo A Item Description When ordering goods physical items be sure to include all of the following details in the Item Description textbox 1 Type the noun for the item book table telephone etc 2 Type the vendor s item ID number or part number or catalog number 3 Type the actual name of the item 4 Type descriptive details about the item such as size color and anything else that helps to identify exactly what you want B Price Enter the do
169. ults Step 7 Now you need to click the Review and Submit link in the upper right of the screen Create Requisition ak 1 Define Requisition E 2 Add Items and Services l Review and Submit i Add lines to the requisition specitying the information necessary to procure each item or service Step 8 On this screen you need to enter the budget code numbers Chartfield string that represent the account that will pay for the order To do that you need to open up the Chartfield string area Click the Expand Section arrow on the left side Create Requisition ak 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 SDUSD San Diego Unified School Dist Requester Debra Sayble Currency USD Requisition Name Laptop for Ms Washington Priority Medium x Reauyisition Lines Line Description Vendor Hame 1 COMPUTER IBM THINKPAD Arey Jones Educational 1 0000 Each 1 200 000 1 200 00 TIS Solutions aa T SelectAll Deselect All L Add to favorites 3 Modify Line Shipping Accounting F Delete Justification Comments Total Amount 1 200 00 USD A Hal l Sendto Vendor Show at Receipt Show at Voucher aq Check Budget Chapter 3 80 IT District Wide Applications SDUSD PeopleSoft Advanced eProcurement Step 9 You will need to scroll the page over somewhat to view the part of the
170. 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 File Edit view Favorite Tools Help Back gt E ej ft Mall andNews rr meda B Sot Eg Synchronize address fe https idwa trainie windows Update LoYEE ERP h kab DEF AULT PeopleSoft 57222 consote Internet Options Personalize Content Layoy Menu gt My Favorites gt Employee Self Service gt Manager Self Service gt Wendors gt Purchasing Chapter 7 148 Step 2 Scroll to the bottom of the Tools drop down menu and click Internet Options mig registry content Microsoft Internet Explore Favorites Tools Help x a Mail and Mews
171. urer vendor or district item ID number e Browse Catalogs Allows you to scroll through a list of items within a specific category catalog such as Computer Hardware The items in the ePro catalogs are classified into categories When you browse the catalogs to find an item to order you can select from a list of multiple categories Each category has its own list of items from which to choose To create a Catalog order follow this navigation Navigation eProcurement gt Create Requisition gt Add Items and Services 20 Chapter 2 Following are descriptions of the three Catalog ordering options Option 1 Basic Search Let s say you want to order some district forms such as Permit to Leave School Grounds You could enter permit into the Search textbox field and then click the Search button The results of the search would be displayed at the bottom of the page The results would show a list of items whose names descriptions have the word permit in them NOTE It is very helpful to type a before and after the keyword you enter The works as a wildcard in the search process and it helps to locate and present items you want much faster than if you do not use the Then click the Search button on the right hand side Edit Requisition Ek 1 Define Re uisition E 7 Fame ari atm cm aea a bantam cee ait res Elg 3 Review and Submit fs to the requisitio Catalogi er neo templates Catalog 4 Resul
172. usiness 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 pre encumbered 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 se
173. utes Parent Children Associated Budgets Available Budget 99 95 Forecasts 99 95 7 013 321 96 USC Percent 7 013 321 96 Ya Without Tolerance With Tolerance Percent 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 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 Creating Requisitions Your Options By and large there are three different kinds of items you can order on an ePro requisition a Catalog item a Special Request item or a Direct Connect item Using the Catalogs lets you find and choose pre arranged items from different categorical lists Special Request lets you order goods or services not found on those categorical lists Through Special Request you can order anything from anywhere theoretically Direct Connect lets you place orders with commonly used vendors such as Office Depot and Waxie Direct Connect ensures you get your orders very quickly and with discounts The rest of this chapter shows you how to create a requisition and how to order a preset Catalog type of item Other chapters describe how t
174. ve tems Step 2 That takes you to the Approve Requisitions screen where you can see the status of requisitions you have dealt with ata glance You can view details of any requisition on this list by clicking its respective Expand Section icon Chapter 6 146 Approve Requisitions Search Requisitions To locate requisitions that require your approval for requisitions that previously required your approval edit the criteria below and click the Search button Requisition ID po a Requisition Hame o E Business Unit hi a Status Pending Date From fo E Date To hh B Requester fo a Entered by fo a show Advanced Search Requisitions To view the complete details and approve a Requisition click the requisition ID link 7 Expand al P Collapse All Action Staic Reg ID Requisition Hame Bus Unit Date Requester Entered By Total Curr i ho Fending OOO0061923 Diesel Fuel SDOUSD O8fe0re007 Marina Falter Marina 140 00 USD Falter 0000061425 000001925 SDUSDO OSf21f2007 Marina Falter Marina 500 00 USO Falter Create Mew Requisition Manage Requisitions Step 3 When you expand the section of a single requisition you can see more details Summary 1 of 1 Lines Pending Total Pending 140 00 USD Priority Medium Justification No justification entered by requesier Lines Find view All E First CU 4 of 1 LE Last Action Status Line item Description vendor Hame Price curr T uom DIESEL GREEN
175. vice Catalog Favorites Templates Forms web Special Request Browse Catalog oat atalog Assets Items over Choose from available catalogs in the dropdown list a Ue ee Navigate categories by clicking folders View items in a category by clicking the category name Use the checkboxes to select categories to search below Step 2 You can do a basic search advanced search or a browse catalogs search for items all on this same page In this example we ll find an item we want to order by browsing the catalogs From the Select a catalog drop down menu we clicked on Items Goods Then we clicked directly on the folder with the plus sign on it for the Z_DO_NOT_USE link to open up the list of items under Goods Catalog Favorites Templates Forms Special Requ Catalog Favorites Templates Forms Browse Catalog Browse Catalog Select a catalog Assets tems over Select a catalog Eme C00 z al O z po miAssets Items over 500 E F zZ DO NOT USE Textbooks Secondary Step 3 To view the items within the Gasoline amp Oil Pupil Transprtn Catalog we clicked on the Catalog name Pupil Transportation Supplies Equipment RepainPupil Bus Fleet Consummable Liquids gt Garage Supplies Fleet tttnce Tools Replacement 28 Chapter 2 Step 4 Let s say we want to order some diesel fuel At the bottom of our screen after we clicked on the Gasoline amp Oil Pu
176. w We need to leave them blank and just click the Search button the magnifying glass to the right of the Category box the data in the corresponding fields on the selected lines Yendor Location Category On the next page we see we need to enter a percent sign and the Account code we want to use into the Category begins with box and then click the Look Up button Look Up Category SetiD Requester piniet begins with 4301 Description begins with Cancel Basic Lookup Search Results View All First 1 of 4 Last ee ea Catez DESCrpuon 0s 4301 Instructional Su lies Chapter 4 117 Next we are brought back to the Modify Line Shipping Accounting page We must now manually enter the rest of the budget code numbers for the budget account we want to use Modify Line Shipping Accounting Line Information Hote The information below does not reflect the data in the selected requisition lines When the Apply button is clicke data entered on this page will replace the data in the corresponding flelds on the selected lines Vendor ID l Vendor Location QO Category GDS_4301 C Shipping information Ship To G Due Date Bi Attention Accounting Information Chartfields1 T Details Asset ui ks nmation Percent GL Unit Unit wae awit Resource Account Program am class Fund he af Bouso A1234 e 12345 Q 12 Q 1234 Q 1234 G 12345 Q 1234 The next pag
177. xamine 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 Chapter 4 112 BS Details Asset Informeticn es i Dist Type Location auantity Percent Amount GL Unit opna Resource Ss Account Program class Fund Exte di 0000A Q 1 000 0000 100 0000 100 000 000 00 SDUSD 0003 Q 00000 Q 00 Q 4491 1000 Q 1110 Q 01000 Q 000g Total Amount C Modify Line Shipping Accounting jj Delete Show at Receipt Show at Voucher Budget Checking Status Error et 5 Save amp preview approvals X Cancel Changes Find more items 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 Codes Once for All Items on a 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 Modify Line Shipping Accounting is a shortcut feature that comes in handy in such a situation If you creat
178. xample of how to approve a typical requisition Step by Step Exercise Approve a Requisition Step 1 First you must login properly 1 Launch Microsoft Internet Explorer do NOT use Netscape or any other Internet browser 2 Go to this URL address https dwa sandi net Click the link Financials Supply Chain 4 Navigation Worklist You can get to your Worklist two different ways you can click on the hyperlink Worklist from the header in the upper right corner or you can navigate through the menu on the left side of the screen PeopleSoft Personalize Content Layout gt hy Favorites gt Employee Sel Service b Manager SeltGervice eProcurement Travel and Expenses gt Commitment Control Reporting Tools PeopleTools Wy Personalizations Step 2 To see the details of a requisition that s been submitted to your Worklist click the blue hyperlink Requisition ID number to access the Requisition Approval page Chapter 6 137 Detail View Work List Filters x E ae itt auze oun View All Date From Work item Worked By Activity Priority Pak p AT 07 25 2007 Approval Routing Approval Workflow fr BUSINESS UNIT SDUSD 7 REG 1D 0000057995 1149 Requisition O7 26 2007 Approval Routing Approval Workflow Wd BUSINESS UNIT SDUSD REQ 1D 0000057991 1207 Requisition Debra Sayble 07 26 2007 Approval Routing Approval Workflow BUSINESS UNIT SDUSD FeAl 0000057999 16a LL Step 3 The l
179. y Requisition Lines Line Description Vendor Name gt 1 HEALTH PROFILE ENVELOPES 12 Southland Envelope Co 10 0000 Package Inc Consolidate with other Reqs M Override Suggested Vendor Shipping Line 4 Due Date B Quantity 19 9000 Status Active Ship To 5983A Q Attention Leslie Doe USD Medium v Distribute by ay SpeedChart Q Accounting Lines Chartfields1 T Details T Asset Information Qa eee o002AQ 10 0000 100 0000 52 40 SDUSD Q 0003 Q 00000 Q 00 Q 4301 1000 Q 1110 Q 01009 SelectAll Deselect All Total Amount L 9 Add to favorites g Modify Line Shipping Accounting i Delete Justification Comments I Sendto Vendor Show at Receipt Show at Voucher fe Check Budget l Save as Template E Save amp submit sasave amp preview approvals X Cancel requisition Find more items 52 40 USD Step 2 Click the Download icon E a E at 1 of 4 Last Resource Subcategory Affi 39 Chapter 2 Step 3 You may see a File Download window appear shown below If you do you need to click either Open or Save depending on which you want to do at that moment File Download Do you want to open or save this file Name ps xls H Type Microsoft Office Excel 97 2003 Worksheet 1 07 KB From dwa training sandi net Open Save Cancel IY Always ask before opening this type of file While files from the Internet
180. y for library books which is GDS_ 4201 Create Requisition ok 1 Define Requisition Add lines to the requisition specitving the information necessary to procure each item or service Search q Catalog Favorites Templates Forms Web Special Request Special ttem ttem Description LOT ORDER LIBRARY BOOKS NTE 5 000 incl all costs Price SO00 Currency ISO Quantity 1 Unit of Measure LOT a Category GDS_4201 q Due Date 0972572007 Vendor ID 0000000846 a Ode Publishing Suggest Mew vendor Vendor item ID Mfg ID Mig tem ID Additional Information For questions on this order please contact Debra Sayble at 619 555 1111 at VWilshire Crest Elementary Lot order for 75 diferent titles of library books List of books wi titles publishers vears to be faxed to Purchasing to help process this order Motto exceed 5 000 Step 3 After all the fields have been filled in we click the Add Item button to add the item to our ePro requisition ttem Description LOT ORDER LIBRARY BOOKS NTE 5 000 incl all costs Price S00 Currency USD Quantity 1 Unit of Measure LOT A Category GDS_4201 a Due Date 09 25 2007 vendor ID 0000000846 QO Dde Publishing Suggest New Vendor Yendor tem ID Mig ID Mfg tem ID Additional Information For questions on this order please contact Debra Sayble at 619 555 1111 atvVvilshire Crest Elementary Lotordertor T5 different titles of library books List
181. 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 Chapter 4 123 Requisition Lines Line Description Vendor Hame Quantity 1 ABSENCE EXCUSE FOR PARENTS a 250000 DIPLOMA COVER 6 142 NOMI Herf Jones 150000 3 Basic Debate ISBN 08442598 Glencoe 30000 Select All Deselect All L Add to favorites Ga Modify Line Shipping f Accounting ij Delete hirti stinn i nmm nrnt so 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 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 iQ TIP Requesters 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 shipping costs are added Cancel a Requisition You can only cancel a requisition if it has n

ePro 8.9 Training Manual - San Diego Unified School District Official

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