PeopleSoft Basic Inquiry

Getting Started 1. Activate your OSU Internet Username (name.#) Complete the Institutional Data Policy training on OSU Carmen Complete the Financial Systems Access Form on the Business Office Web site. Fax to You will receive a packet in the mail once your access has been established.

Accessing PeopleSoft Review the Message of the Day Type your User ID and Password. Click Sign In to access the Financials 8.4 system. Forget your password?

PeopleSoft Courses Offered by the Business Office Basic Inquiry Approvals Data Entry (PREP Entry) Advanced Inquiry

What is PeopleSoft Financial System Used to track and enter transactions:  Purchasing  Asset Management  Accounts Payable  Accounts Receivable  General Ledger activity  Travel

Inquiry Overview Use the PeopleSoft ® online system to find information. Dispatched Purchase Orders (PO numbers) How much money is left on a purchase order When a purchase order ends What vouchers have been paid Print copies of purchase orders If a vendor is in the database and ready for ordering Reimbursements (travel, personal, county)

Anatomy of a Page 7

PeopleSoft ® Home Page

PeopleSoft ® Procurement Inquiry Home Page

Purchase Order Inquiry *Find a PO Number *See the original PO information *See what was sent to the vendor

PeopleSoft ® Purchase Order Inquiry Original Purchase Order Information Three search options: Org # Org # & Date PO # AA01

PeopleSoft ® Purchase Order Inquiry Search Results

PeopleSoft ® Purchase Order Inquiry Click Schedule, then click on Distribution to see Chartfield information

Take five minutes… Take five minutes and search for a PO for your org. Once you find one see if you can find the following: Chartfield Comments Vendor Name Then click return to search and find another one.

Purchase Order Activity Summary *Check the Status *See if there is money left *See if there are problems *Find the invoices paid

PeopleSoft ® Purchase Order Activity Summary Status of Purchase Orders Three search options: Org # Org # & Date PO # AA01

PeopleSoft ® Purchase Order Activity Summary Results

PeopleSoft ® Purchase Order Activity Summary PO + Change Orders $ here means a potential Match Exception If dispatched then this money can be spent! Are there multiple lines?

PeopleSoft ® Purchase Order Activity Summary Invoice Page

Take five minutes… Take five minutes and search for a PO for your org. Once you find one see if you can find the following: The status of the PO The amount remaining on the PO Voucher ID’s for invoices paid on the PO Then click return to search and find another one.

Voucher Inquiry *Check to see if something was entered *See if there is a payment on a voucher *Check to see what chartfield was used

PeopleSoft ® Voucher Inquiry Limit your search by type and date range! Click Reset Criteria in between searches.

Take five minutes… Search for: Voucher ID: 09EE001T Invoice ID: PREP ID: BUXT9735  Limit this search by choosing…Voucher Date Type: Entered on 01/01/ /31/2010 Don’t forget to click Reset Criteria in between searches!

PeopleSoft ® Voucher Inquiry Vendor Lookup

Take five minutes… Search for: A person. Example: buxton,cynthia A unique vendor. Example: Milo’s Deli. Identify the vendor and click ok then click search to see the vouchers under that vendor.

PeopleSoft ® Voucher Inquiry Results Chartfield Information Click to view the image of the invoice

Take five minutes… Search for: Identify the Chartfield used to pay the invoice Identify the amount paid View the invoice if available.

Voucher Inquiry Check to see where a payment was mailed. See if the vendor cashed the check. See if there are other vouchers on your payment.

Payment Information

PeopleSoft ® Voucher Inquiry Payment Information (cont)

Take five minutes… Search for: Search for the place a check was mailed. The date a check was cashed. The number of vouchers that made up the check amount.

PeopleSoft ® Vendor Lookup Look up to see if a vendor is active. Verify the address

PeopleSoft ® Vendor Lookup

Take a few minutes… Search for: A unique vendor in your area Example Milo’s Deli

PeopleSoft ® Purchase Order Print Print a PO

PeopleSoft ® Purchase Order Print Criteria 5

PeopleSoft ® Purchase Order Print Process Monitor

PeopleSoft ® Purchase Order Print PDF

Take five minutes… Search for: A Purchase Order Example: AA19

Basic Inquiry recap Original PO information Status of a PO Print a PO Inquiry on a Voucher Inquiry on a Payment Find a vendor

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