Karen Herrington contracting specialist

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PeopleSoft Financials Requisitions Health
eShop

• Karen Herrington contracting specialist
• Supply Chain Division / pl1001
• Phone [phone]

Resources provided by Regina white Health eshop
administrator
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Agenda

• Creating Requisitions
• Manage Requisitions
• Requisition Tips
• Health eShop Common Questions

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eProcurement

• The eProcurement module allows users to enter
  requisitions into PeopleSoft Financials to
  request goods and services.
• Requisitions are then used to create Purchase
  Orders that are send to vendors.
• The eProcurement module also includes an approval
  workflow process for a requisition to be approved.

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This is the Main Menu. If you click on the -,
the menu will collapse, and you can see more
viewing screen. The items that you see on the
menu are based on your security.
This is the Expand and Collapse Triangles in
PSFIN. You will see them on many pages. A
sideways triangle means Expand (take a look and
it will show you more information).
This is the Sub-Menu menu. You can select menu
items from the main menu or from the sub-menu.
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Requisition Create Step 1
42548
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Requisition Create Step 2
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How to Attach a Quote or Make Comments on
Requisitions?

• To attach a quote highlight the quote and right
  click on quote and click copy. Then paste
  information into Justification box on
  requisition.
• To make a comment enter information in the
  Justification box.
• This box looks small but lots of information can
  be added.

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How to Attach a Quote or Make Comments on
Requisitions?

• To attach a physical copy of the quote, select
  the commentsbox ? select add attachments ?
  upload yourcomments from your desktop

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Requisition Create Step 3
You must Check the Budget by clicking Check
Budget, and Save and Submit your requisition for
approval
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Where Can I Find a Listing of My Requisitions?

• Answer
• eProcurement gt Manage Requisitions
• If I need to submit an a requisition that is
  still in open status.
• If I need to attached a quote.
• If I need to fix account code.
• If need see where my requisition is at in
  workflow.
• If I need to receive my requisition.
• If I need to edit my requisition.
• If I need to review why my requisition was
  denied.

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How to find my requisition in Manage Requisitions?

• Navigate to eProcurement/Mange Requisitions
• Remove all dates TO and From in the criteria
  selection.
• Make request status box blank by selecting the
  blank space located in the drop down menu on
  right side of the box.
• Make origin box blank by selecting the blank
  space located in the drop down menu on right side
  of the box.
• Click search.

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How to Find More Information About Your
Requisition?

• Side Triangles located on different menu in
  PeopleSoft has lots of Information if you click
  on the triangle.
• Blue hyper links will also give yourinformation
  or move to a another menu option.

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What is the Approval Status of My Requisition?

• To check the status of the approval stage of
  your requisition.
• Go to manage requisition.
• Click on the sideways triangle on the requisition
  you want to inquire about.
• Click on the blue line Approvals icon that says
  approval right below the sheet of paper.

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How Do I Find PO Numbers?

• Option 1 Manage Requisitions
• Go to eProcurement gt Manage Requisition, and
  search for your requisition that you entered.
• A. Then click on the sideways triangle by the
  requisition number which will display the
  Requisition life cycle.
• B. If you see that the Purchase Order icon is
  colored in, then click on it, and the window
  that is displayed will show you the PO number,
  and PO information.
• Option 2 Document Status
• A. Use the Requisition Document Status inquiry
  pages. These pages will show you all of the
  associated documents with the requisition.
• B. Go to Purchasing gt Requisitions gt Review
  Requisition Information gt Document Status. Enter
  your requisition ID in the field, and click on
  Search. This will list the associated PO, and
  any vouchers paid as well.

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How Do I Desktop Receive ?

• Go to eProcurement gt Receive Items
• This will list all your open Requisition lines
  that havent been received.
• Put a check mark in each box before the line that
  was received. If all lines have been received,
  then you can click on the Check All box at the
  bottom of the page.
• Once you have check marked the boxes to be
  received, then click on the Receive Selected box
  at the top of the page.
• The next pages will allow you to adjust the
  quantities received if there is a partial
  shipment. For example, you may have ordered of
  line 10 (StaplesRTM Insertable), but you only
  receive 4. You can change the number received in
  the Received Qty box

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How Do I Desktop Receive Continued?

• Click on Save Receipt at the bottom of the page.
• You have completed the receipting process.

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Category Codes

• Per State Auditors, end-users are now required
  to use specific category codes.
• Refrain from using codes that end in 00 or
  000 for they are considered too generic.
• Example Ordering a pack of black pens
  Unacceptable category code 61500 (General
  Office Supplies)Acceptable category codes
  62079, 62080, 62094
• Category Code Link http//ssl.doas.state.ga.us/PR
  Sapp/PR_nigp_list.jsp?whereFrompublic

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Snap-shot of Category Link
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Most used Category Codes

• Physical Goods
• 11505 - Biochemicals
• 20453 Desktops
• 20454 Laptops / iPads
• 20674 Laser Printers
• 20881 Software for Computer Software
• 42506 Metal Chairs
• 42507 Wood Chairs
• 42548 Office Furniture

• Services
• 92419 Educational Research Services
• 92045 Software Maintenane/Support
• 93862 Laboratory Equipment Maintenance
• 96246 Installation
• 96256 Moving Services
• 96286 Shipping/Freight

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Common Requisition Tips

• To CANCEL a Requisition
• When a requisition is denied it does not cancel
  the pre-encumbered monies from that department.
  It still must be canceled by the requester with
  an email to Gregory Woodlief gwoodlief_at_gru.edu
  requesting the requisition to be canceled.
• Accounting Date Error
• If you get an accounting date error on a
  requisition you are trying to edit, do not make
  a new requisition. You need to contact Gregory
  Woodlief, and he will change the accounting date,
  so that you can edit your requisition.
• Budget Check to VALID
• All requisition must be budget check before they
  are approved. Do not Save and Submit your
  requisition until it has a valid budget check.
• Requesters Cannot Approve Their OWN REQUISITIONS.
  
• If several people are listed to approve a
  requisition for a department then only one person
  in that listing needs to approve to move the
  requisition to the step in the workflow process.

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• Health eShop
• Common Questions

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What is Health eShop?
Health eShop, used in conjunction with
PeopleSofts eProcurement module, is web-based
software system used to centralize various
vendors electronic catalogs specific to Georgia
Regents University.  Health eShop is easy to use
and will enhance your use of PeopleSoft
Financials and eProcurement. It is a
point-and-click environment similar to online
shopping.   Vendor information in Health eShop
(item descriptions, category codes, prices, unit
of measures, etc.) is built-in and automatically
populates on your requisition lines. This makes
the requisition system easier and faster.
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Health eShop User Access Option 1
What is a Health eShop Requester?

• Health eShop Requester access is granted to users
  who are PeopleSoft Financials Requesters. If a
  new user's PeopleSoft Financials Security Access
  Request form has the Requester box checked, then
  the user with also receive Health eShop Requester
  access. 

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Health eShop User Access Option 2
What is Health eShop Shopper?

• If departments would like to establish Shoppers
  in Health e-Shop then a Health eShop Shopper
  Security form must be completed for the Shopper.
• A Shopper will build a cart in Health eShop, and
  assign it to a requester in their department for
  processing into a requisition. 
• Note A Shopper does not have to have PeopleSoft
  Financials access to shop in the online catalog
  system and they cannot be a PeopleSoft Requester.
  

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Health eShop User Access Option 2
What Form Do I Need to Setup a Health eShop
Shopper?
You need to submit a Health eShop Shopper
Security Access Request form. On this form you
need to know who is a requester in your
department. Please enter the name on this line.
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How Do Get Into Health eShop From My Requisition?

• After filling in the required information on Step
  1. Define Requisition and you click on the
  Continue button to go to Step 2. Add Items and
  Services, you will see the Health eShop hyperlink
  under the Web tab. When you click on this link,
  you will receive a popup window that says, You
  have unsaved data on the page. Click OK to go
  back and save, or Cancel to continue.
• If you receive this message, click on the Cancel
  button to continue with entry to Health eShop.

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How Do I Shop as a Shopper?

• Once your Shopper access is granted then you are
  ready to shop.
• The Shopper Portal can be found in the PAWS
  portal page. Go to https//paws.gru.edu and click
  on the Applications Tools menu bar. You will
  see the Health eShop link under the University
  Applications.

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Questions?