Managing Requisitions and Purchase Orders

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Managing Requisitions and Purchase Orders How
They Integrate With the General Ledger

• October 28, 2008

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Upcoming Attractions

• New Fiscal Authority Form
• Next Business Operations Forums (Fora)
• 12/2/08 ProCard / Managing Trust Funds (0017)
• 1/27/09 Reconciling Budgets / Reports Queries
  (0018)
• 3/3/09 CMS Finance 9.0 Upgrade (0019)
• 4/28/09 Topic TBD (0020)
• CMS Training
• 11/18/08 Purchase Requisitions in CMS
• 11/20/08 nVision Reports
• Year-End Workshop 3/9/09
• Accessible Technology Initiative Workshop

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Agenda

• Sign In and Introductions
• Overview of Process and Flow Chart
• Creating Purchase Requisitions
• Purchase Orders
• Asset Management Particulars
• Receiving Attributes
• Accounts Payable
• Management of Purchase Requisitions/Purchase
  Orders
• Direct Payments vs. Purchase Orders
• Helpful Reports and Queries
• Job Aids and Resources Available
• Questions

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Introductions

• John Fitzgibbon AVP, Finance
• Venkat Paruchuru Financial Information Systems
• Michele Zollna Accounting
• Jennifer Stone CMS Training
• Cory Castaneda Accounting
• Jennifer Benallal Accounting
• Deanna Aromin Accounting
• Eva Salas Procurement
• Reyola Carlisle Procurement
• Sara (Shaw) Stolt Procurement
• Art Evjen Business and Support Services

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The Process
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Creating Purchase Requisitions Using PeopleSoft
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Creating a Purchase Requisitions Using PeopleSoft
- Key Points

• Enter according to quote order (line by line)
• Distribute by Amount vs Quantity
• Distribution information (fund, dept, project
  (optional)
• Category Codes (drives account )
• Item Description
• Manage purchases through nVision reports
  inquiries

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Creating Purchase Requisitions Header Defaults
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Creating Purchase Requisitions Form/Lines
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Creating Purchase Requisitions Header Comments
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Category Codes

• CSU System-wide
• CSUMB has one default Account code for each
  category
• 278 Category Codes for purchase requisitions
• 171 Account Codes applicable to PO expenses
• Handout of condensed list of category codes
• Complete table (Excel) on Procurement website
• Its not perfect, but
• Use the most appropriate category code and its
  defaulting Account code or contact Procurement
• Consider each category code for each separate line

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Purchase Orders

• Procurement receives signed Purchase Requisition
• Review for
• Category Codes and Account Codes
• Itemized vs Blanket Purchase Req
• Receiving instructions
• Additional elements if required (computers, info
  tech., etc)
• Adjustments by Procurement (may need to return)
• Procurement converts the req to a Purchase Order
  and sends out to vendor

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Blanket Purchase Orders (BPO)

• Fixed Assets/Sensitive Equip. need a detailed PO
• 2-way match vs 3-way match
• Scary news article
• dallasnews.com/sharedcontent/dws/dn/education/stor
  ies/082307dnmetpcard.2d6606f.html
• Example Telephone service BPO vs Telephone PO
• Can use a BPO for
• Services
• Utilities
• Maintenance agreements
• Consultants
• Catering

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Asset Management

• Fixed Assets/Sensitive Equipment
• How to identify
• Need to use a PO and must be received (Central)
• Process for tagging
• Contact Asset Management/Property
• aka George Ball and Rich Arredondo
• Website bss.csumb.edu/site/x5488.xml
• If you happen to receive it directly from vendor,
  you must contact Asset Management ASAP for tagging

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Receiving

• Tangible PO items - must document the receiving
• All tangibles should be shipped to Central
  Receiving
• aka Joe Delgado and Benny Sanchez
• Central Receiving must indicate Received in
  PeopleSoft
• Reconcile and Date the packing slip
• If item is received directly (not through
  Central)
• Reconcile, date, sign receipts/packing slips
• Make sure the PO is also indicated on packing
  slip
• Send original documents to Central Receiving for
  data entry
• Payments are made upon completed and confirmed
  delivery of all invoiced items that require
  receiving

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Accounts Payable

• BEFORE SENDING INVOICES AND PAYMENT REQUESTS
  TO ACCOUNTS PAYABLE TO PAY
• Review check list first to make sure you
  completed all steps depending on the payment type
  (see handout).

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Accounts PayableTypes of Payment Requests

• Payments against a Purchase Order (obligates
  funds)
• Direct Payments (usage is restricted)
• Personal Reimbursements (over 50)
• Petty Cash (50 and under)
• Travel Expense Claim (TEC) Reimbursements

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Accounts PayablePersonal Reimbursements
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Accounts Payable6 Key Points

• PO and invoice must match by quantity amount and
  dollar amount. Each line item needs to match.
• Sales tax changed to 8.25 on 07/01/2008 and is
  subject to change.
• Freight needs to be estimated (add in header
  comments).
• AP is required to pay invoices in 30 days of
  invoice date
• a. First Notice return to AP no later than
  10 days
• b. Second Notice past due notice from AP

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Accounts Payable6 Key Points

• AP STAMP required information
• California State University Monterey Bay
• PO ________________PO Line s_______
• Acct _______________Fund____________
• Dept. ID ___________Class____________
• Project _____________Amount__________
• Date _______________Approval_________
• Is this the final bill (Y/N) ______
• (If yes, then this PO will be closed)

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Accounts Payable6 Key Points

• Finalizing a PO.
• Procurement runs a process that will change the
  status of a PO from DISPATCH to COMPLETE.
• This job is run on the first working day of each
  week.

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PR PO Management

• Monthly reviews Jan June
• At least quarterly reviews July December
• Run nVision Dept. DFA reports for account
  balances
• Run Inquiries for specifics
• Job aid - Requisition Inquiry "Review Purchase
  Requisitions - (Purchasing gt Requisitions gt
  Review Requisition Information gt Requisitions)
• Job aid - "Run Open Purchase Order Report"
  (Monterey Bay gt PO gt Reports gt PO Open
  Commitment)
• Special email list (Pro. Requestors rv 9/17/08)
• Send emails to Procurement_at_csumb.edu

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Direct Payments vs PO Required

• Matrix and link to website bss.csumb.edu/site/x2
  2652.xml
• PO Exception Notice
• ProCard Possibilities
• Monthly Reconciliation Reports
• Penalties for ProCard abuse
• Upcoming ProCard BOF

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PeopleSoft nVision Reports

• DFA_xxxx Department by Fund by Account
• CF_xxxxx Class by Fund by Account
• PGFA_xxx Program by Fund by Account
• PFA_xxx Project by Fund by Account
• TB_xxxxx Trial Balance by Fund
• Drill Down can be used on all nVision reports
  at line or totals

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PeopleSoft Reports Queries

• Finance Reports
• AP Detail Activity
• GL Department Activity
• PO Open Commitment
• Finance Queries
• Ask FIS staff for referral

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Purchase Requisitions and PeopleSoftAdditional
Information

• Sign up for Training
• CMS Schedule of CMS Classes
• One-On-One Assistance
• Call 582-3301
• Email FIS_at_csumb.edu
• Job Aids
• Finance Job Aids on-line
• M\CMS\public\Training\Job Aids\Finance
• Procurement Website bss.csumb.edu/site/x5479.xml

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Questions ?
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This PowerPoint Presentation will be

• Available shortly after todays forum at the
  Finance home page
• finance.csumb.edu/site/x5603.xml
• Previous 08/09 BOF Presentations can be found
  under the Business Operations Forums link

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Reminders

• Email with link to online survey
• Please RSVP, if you please
• We need your input !
• Next Business Ops Forum 12/2/08
• And

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• THANK YOU !!