BGSUPeopleSoft

1
BGSU/PeopleSoft

• FMS
• Finally Making Sense
• 04/23/2007

2
(No Transcript)
3
Agenda

• The Cause of Our Confusion
• Purchasing Goods with FMS
• Paying Bills with FMS
• Checking the Requisition Approval/ Document
  Status
• Using Worklists
• Tips and Fixes
• New Documents Available Soon

4
The Cause of our Confusion

• The move from an Accounts Payable System to a
  Purchasing System
• AFIN was designed as a purchasing system but
  gradually evolved into an Accounts Payable System

5
Whats an Accounts Payable System?

• Employee/Student pays for goods/services services
  using their own money (is not required to check
  budget first)
• Employee/Student gives Bill to Clerk/Admin Asst
  to be paid
• Clerk/Admin Asst completes Payment Order for
  amount of purchase
• Clerk/Admin Asst gets Payment Order approved
• Accounts Payable creates Voucher and budget
  checks overrides if necessary
• Employee/Student/Vendor receives Check

6
Whats a Purchasing System?

• Requester puts in a request to purchase goods
  Requisition (budget check required funds are
  pre-encumbered)
• Requester gets an authorization to purchase
  Purchase Order
• (budget check required funds are fully
  encumbered)
• PO is dispatched (sent) to Vendor Department
  gets goods/services
• Requester verifies goods have been received PO
  Receipt/Receiver
• Business Office creates Voucher
• Vendor gets Check

7
Why the Change?

• Accountability
• Implements Better Business Practices
• Establishes System of Checks and Balances
• More Efficient Auditing
• Cost Savings

8
What are the Benefits?

• No running budgets in the red
• Planned purchasing is efficient purchasing
• Clerks/Admin Assts dont shoulder the burden
  themselves approvers accountable too
• Less chance of document errors
• Less chance of misuse and abuse
• An opportunity to learn a marketable skill

9
Purchasing Goods with FMS

• LOW Requisition
• ONL Requisition
• BLK Requisition
• SVC Requisition
• RFQ Requisition (request for quote)
• CNF (w/reserved PO)
• ICP Requisition (Independent Contractor Pay)

10
PURCHASING Goods/Services with FMS
Someone needs to purchase goods/services
Vendor ships goods/performs service
Requester enters PO Receipt?
No
Yes
Match Process Runs Looks for a PO ID, a PO
Receipt ID, and a Voucher ID
Requester enters a Requisition
Purchase Order Status is Dispatched and is
available for receiving
Match Process is Successful Pay Cycle runs and
check is sent to vendor
Requisition is Approved and Converted to a Purch.
Order
Vendor sends invoice to Central Scanning
End Process
Scanners copies Purchase Order to create a
Voucher and links voucher to invoice
Requester receives Email noting PO or gets PO
from Requisition Doc Status
Match Process Runs FMS Looks for a PO ID, a PO
Receipt ID, and a Voucher ID
Purchase Order is dispatched to vendor
Match Process is not successful FMS sends Email
to Requester indicating PO Receipt should be
entered
11
The Purchasing Process

• Requisition
• Purchase Order
• Receiver
• Voucher
• Check

12
Paying Bills with FMS

• Quick Invoice (100 or under no project/grants)
• FMS CNF Requisition (Over 100)
• Your new best friend, The P-Card

13
PAYING a BILL with FMS (100 or Under)
Someone gives requester an bill that needs to be
paid for a DCC No Grant/Project payments
permitted
The Voucher Build automatic process runs and
converts Quick Invoice into a formal Voucher
Check is prepared and is sent to Vendor
Requester enters a Quick Invoice
Requester can check Voucher payment status by
accessing Account Payable/ Review Accounts
Payable Information/Vouchers/Vouchers
Requester writes Voucher ID on top right-hand
corner of bill and sends to Central Scanning
Scanner scans bill into OnBase Document Imaging
End of Process
14
PAYING A BILL with FMS (Over 100)
Someone gives requester an bill that needs to be
paid for a DCC or Project/Grant
Requester writes PO ID and Receipt ID on
invoice/bill and sends to Central Scanning
Requester receives Email noting PO or gets PO
from Requisition Document Status
Scanner copies PO to create Voucher and links to
invoice/bill
Requester enters a CNF Requisition
Purchasing changes PO Status to Dispatched and
Requisition is available for receiving
Match Process runs and is successful Pay Cycle
runs and check is sent to vendor
End of Process
Requisition is Approved and Converted to a Purch.
Order
Yes
Requester enters a PO Receipt?
Match Process Runs FMS Looks for a PO ID, a PO
Receipt ID, and a Voucher ID
No
Match Process not successful. FMS Emails Reqstr
indicating PO Receipt should be entered
15
CNF Phase Out

• August 31, 2007
• Excluding true emergency purchases (equipment
  failure, etc)

16
A Typical Requesters Workday
First Things First
17
Check Your Email

• Reqs that have been assigned POs
• Reqs that need changes (recycled)
• Reqs that have been denied
• Voucher Matching errors

18
Check Your Worklist Recycled Reqs

• Access the Requisition Amount Approval page for
  reqs that have been recycled
• Read approvers comments about required changes
• Access Requisition through Add/Update
  Requisitions Make Changes
• Access Worklist again and Requisition Amount
  Approval page Change Approval Action Recycle to
  Approve and click the Save button

19
Check Your Worklist Denied Reqs

• Click the Marked Worked button to remove the
  Requisition link from your Worklist
• Remember you can resurrect this req by copying
  the data in it to a new requisition

20
Check Your Worklist Matching Errors

• Click the Marked Worked button to get rid of any
  Email notifications about matching errors
• Remember, if the link does not open to a
  Requisition Amount Approval Page, you dont need
  it

21
Check Your Worklist Special Category or
Cost-Sharing Reqs

• Access the Requisition Amount Approval page for
  requisitions for any special category (computer)
  or cost-sharing reqs that you need to approve
• Click the Save button to send the requisition
  where it needs to go either on to a PO or on for
  dollar amount approvals

22
Check Your Monitor Requisition Worklist

• Access when your requisition is over 1500, is a
  special category, or is a project/grant related
  purchase
• Statuses indicate whether req has been worked
  (that this approvers job is done selected
  (approver is reviewing) or available (approver
  has done nothing)

23
Check Document Status

• Requisitions Requisition Document Status
• Quick Invoices Vouchers
• Budget Transfers Enter Budget Transfer
• Expense Transfers Create/Update Journal Entries

24
Correct Matching Errors

• Access Add/Update Receipts
• Enter Purchase Order Receipts for Vouchers with
  matching errors

25
Enter Purchase Order Receipts

• Access Add/Update Receipts
• Search by Ship To location

26
Enter Purchase Order Receipts

• Add a Receipt (note ID for CNF Reqs)
• Add one Receipt for each Invoice associated with
  this PO even if PO has just one line
• Check PO Activity Summary for Open Quantities
  (especially for Blanket Reqs)

27
Send Paper Work to Central Scanning

• CNF Requisitions Write PO ID and Receipt ID on
  Bill/Invoice
• Quick Invoices Write Voucher ID on Bill/Invoice
• If check is to be sent to an employee or student,
  write the persons name on bill (e.g. for Mary
  Smith)

28
Perform Other Tasks as Needed

• Enter Budget Transfers
• Enter Expense Transfers
• View Your Budget
• Enter Budget Transfers when Reqs fail budget
  checking

29
Correcting Budget Errors

• Error on Budget Check of Requisition
• Check budget to verify that there are no problems
• If not, enter a Budget Transfer
• Batch budget checking process will validate
  budget status and if valid will send the
  requisition on through the process

30
A Typical Requesters Workday
Take Time to Unwind
31
Other Tips and Fixes
32
Other Tips and FixesRequisitions

• Requisition Defaults
• Click the Refresh button after you enter the
  description, quantity, and price. If not, your
  defaults may not come into your requisition
• Requisition Origin
• Do not use the origin QCK for a Requisition that
  origin is for Quick Invoices only

33
Other Tips and Fixes Budget Transfers Vs Journal
Transfers

• Use a Budget Transfer to move money from one
  account code to another within your DCC or to
  donate some of your budget money to another DCC
  for a particular use
• Use a Journal Transfer (expense transfer) to
  transfer the expense of shared purchase to
  another DCC or Project Grant. You can enter a
  requisition to share costs also

34
Other Tips and Fixes Budget Transfers Vs Journal
(Expense) Transfers

• It is normal to get a security error when you
  save a Budget transfer. This will happen when you
  transfer money from your DCC to another not
  within your appropriation area.
• It is normal to have a Journal Status of T and a
  Budget Status of N (not checked) when you save a
  Journal (Expense Transfer). The Business Office
  verifies Journal and Budget status

35
Other Tips and Fixes Budget Transfers and
Journal Transfers

• DCC Requesters Email Budget Admin for Budget and
  Journal Transfers Budget Admins Email other
  Budget Admin and Business Office
  (boftrans_at_bgsu.edu)
• Grant Requesters Email PIs PIs email designated
  contact at Grants Accounting Office (FOR Journal
  (Expense Transfers) Only)

36
Other Tips and FixesMiscellaneous FMS

• Enter fms.bgsu.edu not fmstrn
• Use buttons such as OK, Cancel, Return or links
  to navigate to the previous Web page
• Keep in mind that you may also need to close a
  window to return to a the previous page.

37
Other Tips and FixesMiscellaneous FMS

• if you really get lost, click Home and start over
• For Email Notifications, use a semicolon between
  addresses, not a comma
• When you receive an Email notification for a
  budget or expense transfer, or a voucher matching
  error, make sure you are logged into FMS when you
  click the link in the Email

38
Other Tips and FixesMiscellaneous FMS

• Set up your FMS My Favorites according to the
  order of your work
• Budgets Overview Add/Update Requisitions
  Monitor Requisition Worklist Req Doc Status
  Add/Update Receipts PO Activity Summary Quick
  Invoices Vouchers (Quick Invoice Doc Status)
  Enter Budget Transfer Create Journal Entry
  (Expense Transfer)

39
New Documents Coming Soon!

• Simplified Vendor Data Sheets (Now Available on
  Purchasing and Business Office Website)
• Business Vendors (outside suppliers)
• BGSU Employee Vendors
• BGSU Student Vendors

40
New Documents Coming Soon!

• Independent Contractor Policies and Procedures
• Includes condensed IRS questionnaire to determine
  if person is an independent contractor

41
Independent Contractor (cont)

• If person does not meet IC criteria
• If BGSU employee, use BGSU Supplemental Payments
  form Human Resources Website
• If BGSU Graduate Assistant, use
• Supplemental Payments for Graduate Assistants
  form Graduate College Website
• If BGSU Student, contact Student Employment

42
Questions
43
Thank You!

• The BG_at_100 Project Team and Back-Office Personnel

44
We Want Your Feedback

• Complete evaluation form and place on table near
  exit door