0. Purchasing Goods and Services Using UTShare PeopleSoft
Purchasing and Distribution Services PS
Office of Financial Affairs (

1. Agenda 1 2 3 4 5 6 Course Objectives UTShare Purchasing Terminology
Creating a Requisition Overview 3
Purchasing Forms & Instructional Guides 4
Create a Requisition 5
Resources 6
Purchasing and Distribution Services

2. Purchasing and Distribution Services
COURSE OBJECTIVES
Purchasing using PeopleSoft
Identify and apply new PeopleSoft Purchasing processes and terminology.
Outline and breakdown requisition creation from a high level overview
Review and evaluate Purchasing forms and instructional guides.
Requisition in PeopleSoft
Demonstrate and build a PeopleSoft Requisition.
Purchasing and Distribution Services

3. Purchasing and Distribution Services
Procurement Terms
Purchasing and Distribution Services

4. Purchasing and Distribution Services
Purchasing Terms
Module – a component within PeopleSoft, to be combined with other modules.
eProcurement (ePro) Module – a module within PeopleSoft to generate requisitions, punch-out catalog orders, and receive goods/services.
Desktop Receiving – a process of the eProcurement Module that allows end users to receive goods/services for orders.
Purchasing and Distribution Services

5. Purchasing Terms (Con’t)
Purchasing Module – a module within PeopleSoft that allows Purchasing more purchase order options when process high dollar requisitions.
This module will also be used to create Change Order Requests by Purchasing.
Receiving – a process of the Purchasing Module that allows Central Receiving to receive goods/services for orders.
Return to Vendors - a process of the Purchasing Module that allows Central Receiving to return goods.
Purchasing and Distribution Services

6. Purchasing Terms (Con’t)
SpeedCharts – Shortcut key that populates data into the financial accounting lines for most financial transactions (such as vouchers and requisitions) within 48 hours.
SpeedCharts greatly increase data efficiency by reducing the number of keystrokes required to enter frequently used ChartField combinations.
Workflow – an electronic process that routes a requisition through financial approvals before a requisition can be sourced to a purchase order.
Purchasing and Distribution Services

7. Purchasing Terms (Con’t)
Process – A term used to describe a series of actions directed to some end.
Budget Check – an electronic process that checks funds availability.
When a requisition is Budget Check, a pre-encumbrance is created.
When a Purchase Order is Budget Check, the pre- encumbrance is reversed and an the encumbrance is generated.
Purchasing and Distribution Services

8. Purchasing Terms (Con’t)
Source Requisition to Purchase Order – an electronic process that converts an approved requisition to a purchase order.
Dispatch – an electronic process that releases an approved Purchase Order.
Purchasing and Distribution Services

9. Creating a UTShare PeopleSoft Requisition
* High level overview
Purchasing and Distribution Services

10. Creating a Requisition
Purchasing and Distribution Services

11. Purchasing and Distribution Services
Vendor Selection
Purchasing and Distribution Services

12. Purchasing and Distribution Services
Vendor Selection
Purchasing and Distribution Services

13. Purchasing and Distribution Services
Vendor Selection
Purchasing and Distribution Services

14. Purchasing and Distribution Services
Vendor Selection
Purchasing and Distribution Services

15. Purchasing and Distribution Services
Vendor Selection
Purchasing and Distribution Services

16. Purchasing and Distribution Services
Category Code Search
Purchasing and Distribution Services

17. Purchasing and Distribution Services
Category Code Search
Purchasing and Distribution Services

18. Purchasing and Distribution Services
UNSPSC
UNSPSC (United Nations Standard Products and Services Code) coding will be used in UTShare. This coding system is a global standard for categorizing goods and services. Codes are now 8 digits:
2 Digit Segment (Aggregation of Families)
2 Digit Family (Familial Grouping)
2 Digit Class (Grouped by Function)
2 Digit Commodity (Product or Service)
UNSPSC Website:
Purchasing and Distribution Services

19. Purchasing and Distribution Services
UNSPSC
Purchasing and Distribution Services

20. Purchasing and Distribution Services
Entering Line Item
Purchasing and Distribution Services

21. Purchasing and Distribution Services
Line Item Detail
Purchasing and Distribution Services

22. Purchasing and Distribution Services
Review and Submit
Purchasing and Distribution Services

23. Purchasing and Distribution Services
Chart of Accounts
Purchasing and Distribution Services

24. Purchasing and Distribution Services
Budget Error
Purchasing and Distribution Services

25. Purchasing and Distribution Services
Requisition Workflow
Purchasing and Distribution Services

26. Purchasing and Distribution Services
Requisition Workflow
Purchasing and Distribution Services

27. Purchasing and Distribution Services
Requisition Workflow
Budget Approvals from Cost Center/Project ID’s (Grants & Capital)
Grant approval includes PI (Principle Investigators), PM (Project Manager, if applicable), and RSC (Research Service Centers)
Capital Project approval includes designated PM (Project Managers)
Commodity Approvals include:
X-Ray/Laser equipment – approval by EHSRM
Research animals, equipment & accessories – approval by LARC Office
Vehicle purchases – approval by Facilities FLEET Office
Facility Construction Services – approval by Facilities EPM Office
Foreign Vendor Approval includes ORI (Office of Research Integrity)
Purchasing and Distribution Services

28. Purchasing and Distribution Services
Desktop Receiving
Purchasing and Distribution Services

29. Purchasing and Distribution Services
Match Exceptions
Purchasing and Distribution Services

30. Purchasing Forms and Instructional Guides*
Purchasing and Distribution Services

31. Creating a UTShare Requisition (Hands on)
Purchasing and Distribution Services

32. Encumbrance Reconciliation for MFR
Purchasing and Distribution Services

33. Purchase Order (“PO”) Encumbrances
PO encumbrances do not span a single months transactions, making reconciliation a bit difficult.
PO encumbrance liquidations (negative) will always occur in the fiscal year where the PO was originally funded; this could mean the liquidation is in a fiscal year already closed.
A document status of “Complete” denotes the PO has been closed and the final encumbrance value of the PO is $0.00
Both Commitment Control (KK) Budget Overview screens for detail budget period should be used along with the detail accounting period when reconciling requisition and purchase order encumbrances.
Purchasing and Distribution Services

34. Commitment Control Screens
Detail Accounting Period – Pre-encumbrance is $1,299.18
Detail Budget Period – Pre-encumbrance is $0.00
Purchasing and Distribution Services

35. PO’s created & closed in current Fiscal Year
When PO’s are liquidated, the encumbrance liquidation (negative) will be displayed when the expense is recorded.
The voucher transactions reflects the expense and the encumbrance liquidation (negative).
See next slide for example
The PO encumbrance should zero ($0.00) when the MFR report is run from inception (is this beginning of FY? Define what inception is) to date.
Purchasing and Distribution Services

36. Print Screen Current FY - Requisition, PO, AP Voucher
Example of All Transactions occurring in the current fiscal year.
MFR is run from inception (9/1/15 to 12/31/15) to reconcile the PO encumbrances.
PO#14378 Doc Status: Complete, PO encumbrances should = $0.00
Related Doc will reference the Requisition # or the PO #.
AP voucher rows reflects the expense and the encumbrance liquidation (negative).
Purchasing and Distribution Services

37. PO’s carry forward to the new Fiscal Year
PO’s that remain open at the end of the fiscal year will have their (positive) encumbrances carry forward to the new fiscal year.
When PO’s are liquidated, the encumbrance liquidation (negative) will be displayed in the previous fiscal year MFR even though the fiscal year has been closed.
PO encumbrance should zero ($0.00) when the two (2) MFR fiscal year reports are added together.
See example on next slide
Purchasing and Distribution Services

38. Print Screen Prior FY & Current FY - Requisition, PO, AP Voucher
Transactions in current fiscal year & prior fiscal year.
Current FY 2016
MFR is run from inception to reconcile the Doc Id# 3994 Requisition
Prior FY 2015
MFR is run for FY15 to reconcile the Related Doc# 3994 Requisition (PO# 3984)
Pre-encumbrance will zero ($0.00) when adding the two (2) fiscal years.
Run MFR cumulatively – not one month at a time (i.e. Period 1 – X) when reconciling encumbrances. The MFR will need to be run for two (2) fiscal years on open Purchase Orders that carry forward to the new current fiscal year.
Purchasing and Distribution Services

39. Resources and Contracts
Purchasing and Distribution Services

40. Purchasing and Distribution Services
PeopleSoft Support and Sustainment Center Contact Us – Reaching the PSSC
Your Single Point of Contact (SPOC)
The PSSC is ready for your PeopleSoft questions! 2 ways to contact us:
Telephone: SPOC ( )
Go to UTShare Website: link to the SPOC icon for the PeopleSoft ticketing system
Questions raised now through post-go live helps PSSC establish a comprehensive knowledge base and appropriate Service Levels!
Purchasing and Distribution Services

41. Purchasing and Distribution Services
Training Resources
PeopleSoft Sustainment Center
UPK’s – ePro/Purchasing
Business Process Guides
Face-to-Face Classes
Purchasing Office
“How To” Instructional Guides
Online reference material
Purchasing and Distribution Services

42. Purchasing and Distribution Services
Contacts
Purchasing Office
Call:
Purpose: answer questions related to requisition business processes
Central Receiving
Call: (Main Campus)
(DT or ITC Campus)
Purpose: answer questions related to receiving business processes
Purchasing and Distribution Services

43. Your partner for successful solutions
Office of Financial Affairs