General PeopleSoft Tasks - Montclair State University · Web viewSign into PeopleSoft from onsite MSU Use the following URL below to log into the PeopleSoft site: On the sign in screen,

Reference Guide for PeopleSoft Approver

Updated: May 2017 Page | 1

ContentsGeneral PeopleSoft Tasks............................................................................................................................3

Sign into PeopleSoft from onsite MSU.....................................................................................................3

Sign into PeopleSoft Remotely................................................................................................................3

Accessing the PeopleSoft Worklist..........................................................................................................5

List of Funds.............................................................................................................................................6

Open the Chart of Accounts....................................................................................................................7

Category Codes with Additional Approvals..............................................................................................7

Add Approvals to a Request....................................................................................................................7

Delegate Approval Authority...................................................................................................................8

Search for Approved Requisitions...........................................................................................................8

Types of Approval Flows – Requisitions.....................................................................................................10

Standard Approval Flow........................................................................................................................10

Standard Print Approval Flow................................................................................................................10

Standard IT Approval Flow.....................................................................................................................11

Standard Grant Approval Flow..............................................................................................................11

Full IT Approval Flow.............................................................................................................................12

Denied Flow...........................................................................................................................................12

On Hold Flow.........................................................................................................................................13

PushBack Flow.......................................................................................................................................13

Reviewing and Processing Requests within PeopleSoft – Requisitions......................................................14

Requisition Approval Process................................................................................................................14

Approval Flow Thresholds.....................................................................................................................22

Reviewing and Processing Requests within PeopleSoft – Quick Invoice....................................................23

Quick Invoice Approval Process.............................................................................................................23


General PeopleSoft TasksSign into PeopleSoft from onsite MSU

1. Use the following URL below to log into the PeopleSoft site: https://finance.montclair.edu

2. On the sign in screen, enter your CWID and NetID Password and click the Sign In button.

Sign into PeopleSoft RemotelyIn order to access FMS from off of the MSU campus, you must go through CITRIX on your computer.

To access CITRIX and PeopleSoft from offsite, on your Montclair State laptop:

1. Click the Start iconin the lower left corner of your screen.

2. Select All Programs

3. Click Citrix Receiver.

4. When the application launches, enter ADMSU\your NetID, (example smithj) in the Domain/Users field, and your NetID password in the Password field.

5. Click the Log On button.


https://finance.montclair.edu/

If you have not added the Citrix published application links to your Citrix Receiver desktop, you must add them the first time you connect.

6. Click on the “+” sign on the left side of the window.

An application list displays:

A. Click All Applications.B. Scroll to and click the PeopleSoft Portal with the Windows Explorer icon.C. A green check mark displays

next to it to indicate it has been added to your favorites.


A

7. Click the PeopleSoft Portal Internet Explorer icon to launch Internet Explorer. It may take a moment to load.

The PeopleSoft portal page will display similar to when you launch it from your desktop at MSU.

Accessing the PeopleSoft WorklistApprovers who have items to review and process will receive an email informing them to sign into PeopleSoft to view the items. Click the link within the email to directly access the targeted requisition.

Otherwise, follow the steps below:

1. Once signed into PeopleSoft, click the Worklist link in the upper right corner of the Home page.

A list of items assigned to the Approver displays.

2. Click the link of the targeted requisition to open. 3. Go to the Requisition Approval Process section on Page 15 for further steps.

List of FundsWhen creating a requisition, use the corresponding Fund code from where your money is originating.


BC

Fund Fund Description Required Chartfields10 Operating or General Fund Fund/Account/Department11 Auxiliary Fund/Account/Department12 Revenue Centers (Self-Support) Fund/Account/Department13 Course & Lab Fees Fund/Account/Department14 Indirect Cost Recovery Fund/Account/Department15 Unrestricted Loans Fund/Account/Department16 Cost Share - GRANTS Fund/Account/Department/Project18 Internal Awards Fund/Account/Department/Project19 Revolving/Clearing Fund Fund/Account/Department20 Federal Grants Fund/Account/Department /Project21 State Grants Fund/Account/Department /Project22 Local Grants Fund/Account/Department /Project23 Nongovernmental Grants Fund/Account/Department /Project30 Financial Aid - Federal Fund/Account/Department/Project31 Financial Aid - State Fund/Account/Department/Project32 Financial Aid - Other Fund/Account/Department/Project40 Loans - Other Fund/Account/Department/Project41 Loans - PERKINS Fund/Account/Department/Project42 Loans - State Fund/Account/Department/Project43 Loans - Federal Fund/Account/Department/Project50 Debt Service Reserve Fund/Account/Department/Project70 Capital Project Reserve Fund/Account/Department/Project71 Capital Projects Unrestricted Fund/Account/Department/Project72 Capital Projects - Restricted Fund/Account/Department/Project79 Investment in Plant Fund/Account/Department80 Research Service Center Fund/Account/Department90 Agency Fund/Account/Department

Open the Chart of AccountsThe Chart of Accounts is a listing of the new PeopleSoft codes used to identify the fund, department, and account number associated to every transaction in the system. It also identifies grant information for grant specific tasks.

To access the Chart of Accounts, go to:http://www.montclair.edu/finance-and-treasury/news/article.php?ArticleID=14802&ChannelID=48, and click the COA.xls link on the right of the page.


http://www.montclair.edu/finance-and-treasury/news/article.php?ArticleID=14802&ChannelID=48

http://www.montclair.edu/finance-and-treasury/news/article.php?ArticleID=14802&ChannelID=48

An Excel spreadsheet opens and contains the FRS Account Codes – now FMS Departments and Funds, and the FRS Object Codes – now FMS Account numbers.

NOTE - When approving requisitions in PeopleSoft, it is the responsibility of the Approver to confirm that the correct Fund, Department, Account and Grant (when required) codes are indicated within the transaction.

Category Codes with Additional ApprovalsThe following category codes require additional or special approval. When searching for these category codes, please enter the following key words as a starting point:

OIT - all IT related items/services - require IT buyer approval PRN - custom printing- require printing approval

Add Approvals to a RequestAdditional approvers, or reviewers (parties that will have read-only access to the requisition) may need to be added to the approval flow of a requisition. Amend the preset approval flow to include these individuals on the Confirmation screen of the requisition.

NOTE – Adhoc approvers and reviewers must be added to the approval flow BEFORE the original approver processes the requisition.

Reviewers will receive an email notifying them that they have been included on a requisition. Reviewers will not need to do anything to process the requisition, it is only for their informational purpose. The requisition will remain in the Reviewer’s Worklist until they clear it. To access cleared requisitions, the Reviewer will need to search for them (please see Search for Processed Requisitions topic below).

1. Click the green plus sign next to the last approver’s name in the Requistion Approval box.

A dialog box opens displaying search and selection options.

2. Click the Search button to enter the name of the additional individual.

3. Enter the search term and click Search.

4. Select the appropriate user name. NOTE - The selected approver must have requisition approval access already assigned to their profile.

5. Click OK.

You will be brought back to the Insert window.


6. Select the role for the adhoc approver.

7. Click Insert.

8. Click Apply Approval Changes.

The Approval Flow will update to display the additional individual’s name and role.

Delegate Approval AuthorityWhen an approver will be out of the office for a certain amount of time, they can delegate their approval authority to another individual with at least the same system security.

NOTE – Delegation of Authority can only be used for a specific amount of time. It should not be set up for an open-ended period.

1. From the Main Menu, select My System Profile.

2. On the General Profile Information screen, scroll to the Alternate User section.

3. Click the Search button at the Alternate User ID field to search for your delegate.

The Look Up Alternate User ID window displays.

4. Set the Search term as User ID or last name.

5. Enter your search term and select the Look Up button.

6. From the list of search results, double click on the appropriate name to select that person as your delegate.

You will be returned back to the General Profile Information screen.

7. Enter the start and end dates of the delegation period in the appropriate fields.

8. Click the Save button at the bottom of the screen.

The system will route items needing your approval to your delegate for the selected period.

Search for Approved RequisitionsApprovers can search for requisitions which previously required their approval within the system.

1. From the Main Menu, select eProcurement, and then select Manage Requisition Approvals.

The Manage Requisition Approvals screen will open and display the Search Requisitions fields.


A search can be performed on the requisition ID number, requisition name, date to, date from, requester, entered by, or status.

Status fields which can be searched upon include pending, approved, denied, on hold, and pushed back. Any requisitions with a history of the selected status will be displayed in the search results.

2. Enter the appropriate search criteria into the corresponding fields.

3. Click the Search button.

4. The list of items matching your search criteria are listed below the Search button.

5. Click the requisition ID link of the targeted requisition to view the request details.


Types of Approval Flows – RequisitionsDepending on the goods or services being requested on the requisition, the system will build specific approval flows for each request.

Standard Approval FlowMost requisitions will need to be approved by the Department Manager, and then a Buyer from the Procurement Department.

Standard Print Approval FlowAn additional approver (Printing Administrator) is automatically added on for requisitions with print item categories.


Standard IT Approval FlowAn additional approver (IT Buyer) is automatically added on for requisitions with IT item categories.

Standard Grant Approval FlowAll grant requisitions will automatically be routed to the Post Award Administrator (Grant Accounting) for review and processing.


IT Buyer

Full IT Approval FlowRequisitions over $33,000 will automatically be routed to the Procurement Director for approval.

Requisitions over $500,000 will also be routed to the Finance VP/AVP for approval.

Denied FlowIf a requisition is denied within the Approval Flow, the requestor receives an email with a link to the requisition.


To see the comments regarding the denial, click the View/Hide Comments link within the Approval Flow. Any edits or changes to the original request should be made from the Manage Requisitions screen.

On Hold FlowIf a requisition is put on hold, the requestor receives an email with a link to the requisition.

To see the comments regarding the hold, click the View/Hide Comments link within the Approval Flow.

PushBack FlowRequisitions that are pushed back will go back to the previous person in the Approval Flow. That individual will need to push it further back, so that it eventually gets to the requestor, if changes are needed to be made.


To see the comments regarding the pushback, click the View/Hide Comments link within the Approval Flow.

Reviewing and Processing Requests within PeopleSoft – RequisitionsRequisition Approval Process1. Click the link in the email from the system which advises you that there is a requisition to be

reviewed and processed, OR click the Worklist link in the upper right corner of any PeopleSoft screen. In the Worklist, click the link on the appropriate requisition. The requisition number will be listed in the last line of the link.

2. The Requisition Approval screen displays the line item summary of the request. Click the icon under Comments to view any comments and/or attachments from the requisitioner. Note: It is suggested that on requisitions of $2000 or more a minimum of two quotes should be attached.


3. When the Requisition Comments screen opens, click the View button to view the corresponding attachment(s).

4. The attachment will open in its native application. Make sure pop-ups are not blocked so as to see the attachment.


5. Close or print the attachment as needed. When you are finished reviewing all attachments and are back on the Requisition Comments screen in PeopleSoft, click the Return to Previous Page link at the bottom of the screen.

6. Click the View Line Details button to open the requisition and review the details of the selected lines.


7. In the line details, confirm the correct Fund, Department, Account, PC Bus Unit, and Project numbers are listed. Also, confirm the correct goods and quantity are being ordered.

8. When finished reviewing the line details, close the corresponding tab at the top of the screen to return back to the Requisition Approval screen.


9. On the Requisition Approval screen, enter the necessary information to Approve, Deny, or Hold this requisition and move it to the next step within the approval process.

A requisition can be approved, denied, put on hold, or pushed back to a previous approver.

To APPROVE a requisition, click the Approve button and the request will automatically be routed to the next person in the Approval Flow.

To DENY a requisition, scroll down to the Enter Approver Comments field and enter the reason why this request is not approved (e.g.-list specific changes that need to be made, or not being ordered). Click the Deny button, and the requisitioner will receive an email with a link to the comments and be able to amend the request.

To place a requisition on HOLD, scroll down to the Enter Approver Comments field and enter information on why the request is on hold (e.g.-waiting for a signed contract or back up documentation). Click the Hold button and the requisition will stay in the holding state until the Approver changes the status. The Requisitioner will receive an email with a link to the comments.


10. The system will update and display the Approval flow for this requisition.


11. The next person on the Approval Flow will need to select the link within the system email or click the Worklist link in the upper right corner of any PeopleSoft screen to access their open items.

12. Repeat steps 2 through 8 to properly review and process this request.13. On the Requisition Approval screen, enter the necessary information to Approve, Deny, Hold, or

Pushback this requisition and move it to the next step within the approval process.

In addition to Approve, Deny, or Hold, subsequent Approvers can PUSHBACK a request to a previous Approver. A requisition will be pushed back if the specific Approver notes information that needs to be changed by the Requisitioner. Each subsequent Approver pushes the request back until it reaches the initial Approver who can deny the request and have the Requisitioner make the appropriate changes. To PUSHBACK a requisition, scroll down to the Enter Approver Comments field and enter the reason why this request is not approved (e.g.-list specific changes that need to be made, or not being ordered). Click the Pushback button (only available for subsequent approvers), and the request will go back to the previous Approver in the Approval Flow.


Example of APPROVED requisition, moving to the next approver within the flow.

Example of DENIED requisition, sending a notification to the Requisitioner with comments.

Example of ON HOLD requisition, sending a notification to the Requisitioner with comments.


Example of PUSHED BACK requisition, moving to the previous approver within the flow.

Approval Flow ThresholdsWhen a requisition gets approved, the request is sent to a commodities buyer within Procurement. This Buyer will review the order for accuracy and completeness and confirm that required documentation is submitted. If there is any issue with the request, the Buyer can now Updated: May 2017 Page | 22

Approve or Deny the request or place the request on Hold. Based on the total dollar amount of the requisition, additional approval levels will be incorporated.

If the requisition is under $250, or a punch out request of any value, the standard workflow displays and no additional reviewers are added.

If the requisition is over $250, the Buyer from the highest dollar category item group will be added onto the approval flow.

If the requisition is over $33,000, the Buyer and the Procurement Director will be added onto the approval flow.

If the requisition is over $500,000, the Buyer, Procurement Director and the VP/AVP of Finance are added onto the approval flow.

Reviewing and Processing Requests within PeopleSoft – Quick InvoiceQuick Invoice Approval ProcessQuick Invoices have replaced the CR check request process formerly completed through requisitions. Quick Invoice Approvers must review the request and select a handling action (Approve, Deny, or Hold) for the payment before it can be routed to the Accounts Payable office


for processing. Requests in the system will be available for review by the Approver the day after they are created by the Requisitioner.

When a request is routed from the Requisitioner, the Approver will receive an email notification with a link to the request. Upon clicking the link, the Approver will be brought into PeopleSoft to review the request. Open requests will also be accessible in PeopleSoft by clicking the Worklist link in the upper right corner of any screen.

The request displays on the Approval tab (A). The Approver will need to review the breakdown of the expenses within both the Voucher Details section (summary of charges) and the Details (Chartfields breakdown) sections. Additional descriptions of the expenses are located on the Line Information tab (B). Chartfield codes are listed for each line item on the Charge Information tab (C).

Approvers can view the attachments within the Voucher Details section by clicking the Attachments link (D). Any related documentation can then be viewed by selecting the corresponding link to a document. Approvers can also add attachments to the request by clicking the Attachments link and selecting the Add Attachment link in the pop up window. Click the OK button once attachments are uploaded to save them to the request. These attachments will be visible to the entire approval flow.

An Approver can Approve, Deny, or place a request on Hold. Comments must be added when denying or placing a request on hold. To add comments click the Comments link (E) in the Voucher Details section and enter notes in the text box. Click the appropriate action button (F) (Approve, Deny, Hold) to process the request and save the comments.

Denied and Hold actions require a comment be entered BEFORE the action button is selected. To enter the action comment, click the Add Comments button, and type your comments into the request. Then select the Deny or Hold button.

Denied requests trigger a notification back to the Requisitioner with your notes. Requisitioners must create a NEW Quick Invoice to resubmit the information into the system. The original Quick Invoice cannot be resubmitted into the system. Note – If Denied, funds will be un-encumbered by Accounts Payable via a night batch process, and will be available the next day.

Requests that are held will trigger a notification to the Requisitioner that the request is on hold. The Approver will need to return to the request and select another action to remove the hold and process the request.


(C)(B)(A)


(E)(D)

(F)

Documents

General PeopleSoft Tasks - Montclair State University · Web viewSign into PeopleSoft from onsite MSU Use the following URL below to log into the PeopleSoft site: On the sign in screen,