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PeopleSoft 8.4Purchasing Module Demo
March 26, 2003
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration2
High Level Project Overview
Purchasing Fit Gap Team
New 8.4 Look and Feel
Functional Overview
Helpful Information
Questions and Answers
Agenda
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration3
Integration Testing Sessions
Project Gemini Focus Group
Initial 8.4 Testing in Pleasanton
Jan 2002
Project Overview
Project Milestones
Fit/Gap Analysis Sessions
Integration Testing Sessions
System Testing Sessions
Documentation/Retrofitting Modifications – Ongoing
FIS 8.4 Upgrade Planning
Mar2002
Jan 2003
Oct2002
Sept2002
FIS 8.4 Upgrade Complete
Jun2003
July2003
May2003
Apr2003
Mar2003
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration4
Purchasing Fit/Gap Team
Cecilia Hoang – San JoseStephen Smith – San Francisco
Charlie Hughes – Long BeachBeth Stanton – San Bernardino
Val Miajala – San Luis Obispo Kathy Villa – Bakersfield
Linda Mikowicz – Sonoma Cindy Oberbroeckling – SOSS
Matt Roberts – San Luis Obispo
Chau Nguyen – SOSS
Barbara Sainz – San Marcos
Project Overview
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration5
FIS 8.4 Highlights Web browser based (HTML) – Accessible from any
location
Combination of the Commercial & Educational/Gov Products
Panels are now called Pages
Navigation through the Web Portal
Hot-Keys or Tool Bar Buttons replaced with Hyperlinks
Panel scroll bars replaced with Toggle Buttons
Row insert/delete now done using a ‘+’ or ‘-’ button
New 8.4 Look and Feel
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration6
Password now case sensitive
New 8.4 Look and Feel
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration7
Navigate through the Portal
Search Box
New 8.4 Look and Feel
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration8
Larger List Box with the ability to sort data
New 8.4 Look and Feel
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration9
Hyperlinks to accessadditional pages
Opens new browser session
New 8.4 Look and Feel
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration10
Panel scroll bars are replaced with Toggle buttons
New 8.4 Look and Feel
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration11
Adding/Deleting Rows
New 8.4 Look and Feel
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration12
Requisitions – Change Highlights
Requisition reduced from 5 panels to 2 pages
Requesters are stored by Operator ID verses by name
Ability to retrofit changes to multiple lines/distribution lines
No longer Edit Requisitions
No longer Post Requisitions
Req Accounting Entries are created through the BCM process. Entries post directly to the Ledger KK. REQ_LINE_ACCTG table no longer exists.
Functional Overview
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration13
No longer Journal Generate Requisition Accounting Entries
Entries post immediately to the Ledger KK through BCM – Real Time
Reconciliation Workbench
Provides the ability to complete actions, such as Approve, Cancel or Close, from one page
Ability to re-open closed Requisitions
Functional Overview
Requisitions – Change Highlights
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration14
Reduced to 2 Pages
Panels/Sub-panels are now hyperlinks
Requisitions – Pages
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration15
Requesters are store by Operator ID
Requisitions – Requesters
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration16
Add a New Line
Requisitions – Retrofit Changes
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration17
Retrofit Changes from Header Defaults page
Requisitions – Retrofit Changes
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration18
Select the fieldsto Retrofit to the lines/distrib lines
Requisitions – Retrofit Changes
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration19
BCM process posts the Req Acctg Lines to the Ledger KK tables
Only see Expense
Journal ID = Trans ID
Requisitions – Accounting Lines
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration20
Select Requisition and Click on the Action
Requisitions – Recon Workbench
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration21
View the Exception by clicking on the Log
Requisitions – Recon Workbench
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration22
Requisitions – Recon Workbench
The Log provides an explanation why the Req was not Qualified.
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration23
Requisitions – Recon Workbench
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration24
Status is Updated
Requisitions – Recon Workbench
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration25
Process sets the Req back to the status it was prior to running the Recon Process
Requisitions – Reopening Reqs
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration26
Status is Reset back to Approved
Requisitions – Reopening Reqs
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration27
Purchase Orders – Change Highlights
Purchase Order reduced from 5 panels to 2 pages
Buyers are stored by Operator ID verses by name
Ability to Copy Requisitions onto Purchase Orders (bypass PO Build!)
PO Build process consists of the PO Calculations Process and the PO Create Process
Ability to retrofit changes to multiple lines/distribution lines
No longer Edit Purchase Orders
Functional Overview
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration28
No longer Post Purchase Order PO Accounting Entries are created through the BCM
process. Entries post directly to the Ledger KK. PO_LINE_ACCTG table no longer exists
No longer Journal Generate Purchase Order Accounting Entries Entries post immediately to the Ledger KK through BCM –
Real Time
Finalization process simplified
Ability to undo Finalization process
Functional Overview
Purchase Orders – Change Highlights
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration29
Reconciliation Workbench
Provides the ability to complete actions, such as Approve, Cancel,Close or Dispatch from one page
Ability to re-open closed Purchase Orders
Ability to Reserve PO Numbers in a Block
Functional Overview
Purchase Orders – Change Highlights
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration30
Buyers are stored by Operator ID
Reduced to 2 Pages
Purchase Orders – Pages
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration31
Vendor ID is Required to CopyA Requisition onto a PO
Purchase Orders – Copying Reqs
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration32
Purchase Orders – Copying Reqs
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration33
Buyer ID does not copy over
Purchase Orders – Copying Reqs
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration34
PO Calculations process prepares a Purchase Order for creation
Purchase Orders – PO Calc
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration35
PO Create process builds the PO using rows in the staging table that have been processed by PO Calculate
Purchase Orders – PO Create
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration36
Retrofit feature for Purchase Orders is the same functionality as Requisitions
Purchase Orders – Retrofit Changes
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration37
Only see Expense
BCM process posts the PO Acctg Lines to the Ledger KK tables
Journal ID = Trans ID
Purchase Orders – Accounting Entries
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration38
Step 1: Create PO for Less than Requisition
Step 2: User determines they do not want to spend the remaining money
Step 3: Finalize the Purchase Order or Purchase Order Line
Step 4: BCM the Purchase Order
Step 5: Validate the Accounting Entries
Purchase Orders – Finalization
Simplified Process
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration39
Finalize Document icon appears when Finalization is applicable
Purchase Orders – Finalization
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration40
Requisition Acctg Entries prior to Finalization
Purchase Orders – Finalization
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration41
Requisition Acctg Entries after Finalization
Purchase Orders – Finalization
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration42
Purchase Orders – Undo Finalization
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration43
Requisition Acctg Entries after undoing the Finalization
Purchase Orders – Undo Finalization
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration44
Same functionality as ReqRecon Workbench
Purchase Orders – Recon Workbench
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration45
Displays Additional Statuses
Takes you back to the PO
Purchase Orders – Recon Workbench
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration46
Process sets the POback to the status it was prior to running the Recon Process
Purchase Orders – Reopening POs
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration47
Can Reserve a Block onPurchase Order Numbers
Purchase Orders – Reserving POs
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration48
Receiving – Change Highlights New Functionality – Can Receive by Amount. The new
functionality accommodates situations when it may take several receipts to complete a service or project.
Functional Overview
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration49
“Amount Only” checkboxmust be selected on the PO
Receiving – By Amount
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration50
Qty is set to 1, and unavailable for entry
Receiving – By Amount
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration51
Return to Vendors – New in 8.4
PeopleSoft 8.4 delivers the ability to track items that have been returned to a vendor online through the Return to Vendor (RTV) process.
For more detailed information on the RTV process refer to the PO-v84 Business Process-Return to Vendor (RTVs) document located on the CMS website.
Functional Overview
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration52
Step 1: Receive Item in the system.
Step 2: User determines the item is damaged.
Step 3: Create an RTV for the damaged item.
Step 4: Ship the item back to Vendor.
Step 5: Close the RTV in the system.
Step 6: Receive Credit or Re-Receive Item in the system.
Return to Vendor
Return to Vendor Process
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration53
Return for Credit – Returning the items without requesting replacement.
Return for Exchange – A different item is being substituted in exchange for the original item. Can receive the new item against the existing PO or a new PO.
Return for Replacement – The Vendor is shipping the same item to replace the damaged item. The item is received against the same PO.
Return to Vendor
Type of RTV’s
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration54
Return to Vendor
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PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration55
Option to automatically create a credit memo from the RTV.
Defaults are set up at the Business Unit level, but may be overridden on the RTV.
Return to Vendor
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration56
Retrofitted Modifications PO99003 - NIGP Code Category Setup
PO99005A - Remove “RFQ Required” from Requisition Item Details Panel
PO99006 – Buyer Assignment Workbench
PO99007 – Disabled Veteran Business Enterprise Report (DVBE)
PO99008 – Small Business/Microbusiness Report
Functional Overview
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration57
Retrofitted Modifications PO99009 – Recycled Product Report
PO99010 – Contract Award Report – Std form 16
PO99011 – Purchase Order Form
PO99012 – Public Works Contract Award Report – DAS Form 13
PO99013 – RFQ Bid Form Modification
PO99015 – RFQ Evaluation Workbench an nVision Reports
Functional Overview
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration58
Helpful Information
CSU Website – http://cms.calstate.edu
PO List Serve Email Address – [email protected]
Cindy [email protected](562) 951-4248
Mark [email protected](562) 951-4246
CommonManagement Systems
PeopleSoft 8.4 Purchasing Demo
March 26, 2003 FIS 8.4 Demonstration59
Q & A