1. Purchase Requisitions and Receiving
Non Vendor Catalog
Presented by the College of Arts and Sciences Business Center
November 7, 2018

2. Ground Rules
Please put cell phones on vibrate, don’t answer in class. If urgent, please step outside the classroom.
Please do not perform work including while the class is in session.
Feel free to ask questions at any time. Questions may be answered immediately, tabled to be addressed later in class or placed in “Parking Lot” to be researched and answered at a later time.
Schedule/Breaks:
There will be 2 breaks time permitting.
This class is scheduled to run 4 hours.
Bathroom location.
Food, beverage rules or access.

3. Safety
Emergency
Location of exits.
Evacuation procedure for location.

4. Introduction / Overview
Agenda
Introduction / Overview
Introduction/Overview
Creating a New Purchase Requisition
Managing a Purchase Requisition
Creating a Receipt
Summary/Review

5. Class Introductions Who are you? Where do you work?
Name something positive you are anticipating with the transition to People Soft.

6. Our Goals
Our primary goal is to provide you a strong foundation for you to address your operational requirements in the new Connect Carolina environment.
Learn in a safe environment
Observe demonstrations
Practice class exercises
Build Confidence
This is a safe learning environment, so ask questions! If we don’t know the answer we can find someone who does. We can also show you how to find out the information for yourself. Connect Carolina has detailed help documents available online.
We can give you some exposure to what you will be working with in the form of demonstrations and class exercises.
We will try to instill confidence that you will be able to succeed in the next few months and beyond.
We can’t show you how to do your jobs. We can’t just provide examples, demos, or step by step guides that will assure 100% of people they will know everything about a new system. The transition will take work from everyone involved. You are still responsible for your job duties and learning how to adapt to the new financial environment.
Picture: Japanese symbol for strength.

7. What will be different:
Reality Check
What will be different:
Application software
Accounting structure
Terminology
What will stay the same:
Processes
Operations
Things that will be different:
Applications, We will be working with streamlined PeopleSoft applications for most transactions. This application portal will look different than what you are used to working with. But, as you will see, it really just uses the same information!
Accounting Structure, We now have a 12 phrase chartfield string that eclipses the old 6 character FRS number. But all of the extra information we will have to become accustomed to already existed in UNC’s accounting structure! Each PeopleSoft chartfield string field (that is now in the open) were simply in the background of every transaction you ever processed—whether you knew it or not. This is not a reinvention of the wheel, we are just exposing more details about individual transactions.
Terminology, People Soft also changes some of the accounting terminology. For example, object code is now called account ID but they essentially serve the same descriptive purpose. Another example is the PeopleSoft department ID now has 6 digits instead of 4. But the good news is that most of the department names have stayed the same!
Things that will stay the same:
Processes, Financial processes might be called something different in Connect Carolina but you will still process invoice payments, reimbursements, SOP, etc. For example, check requests are now called campus vouchers. But this is still the same form of payment request and it will still serve the same purpose.
Operations, Your day to day operations in your department will not change dramatically. People will still submit receipts for reimbursement and you will still need to accurately and promptly process their request. Faculty will still need to purchase supplies or equipment. The applications used will be different but your responsibility to effectively manage department finances will remain the same.

8. Who we are: Who we are not: Disclaimer We are trainers
We are not programmers
We are not developers/consultants
We are not People Soft experts
We are trainers. We will help you learn how to navigate the new system. We will help you prepare for the transition to PeopleSoft.
We are not programmers, developers, consultants, or People Soft experts. Do not expect us to understand everything about the new system. Do not expect us to be able to answer every one of your questions.
We will do our best to guide you and advise you but our knowledge is limited to what our training has prepared us for!

9. Knowledge Check
To gain the most out of today’s training you should already have an understanding of basic Connect Carolina concepts.
You need to know:
Chartfields
Commitment Control
Budget Exceptions
It is expected that students have already studied these concepts. This training will not spend extra time covering these topics.
If you are not familiar with these topics please let the instructor know now.

10. High Level Process Departmental Requester or Central Receiving
Approvers
Purchasing Agent
Purchasing Director
Inspector
Create a requisition and submit it for approval
The system distributes the requisition via workflow for review, and approval or rejection
Review the requisition and take appropriate action
Create a purchase order (PO) with reference to state/UTC contract
Create a PO with reference to the requisition
Create a bid document and work with the department to evaluate the responses and pick the vendor
Send a noncompetitive bid to a vendor, enter the response and send PO to that vendor
Approve any PO greater than $50,000
Creates a receipt
-If the vendor ships the goods to the warehouse, Central Receiving creates the receipt
-Otherwise, the department creates the receipt
If the goods require inspection, perform the inspection and record the results

11. Training Materials Student Guide Instructor PowerPoint Exercise Guide
Quick Reference Card

12. Creating a New Purchase Requisition
Agenda
Creating a New Purchase Requisition
Introduction/Overview
Managing a Purchase Requisition
Creating a Receipt
Summary/Review

13. Creating a Requisition - Key Details
Create a non vendor catalog requisition in either of these situations:
The total amount of goods or services purchased > $,5000
The total amount of goods or services purchased < $5,000, but the vendor is not in the vendor catalog and requires a purchase order
Requester Defaults

14. Demonstration: Creating a Purchase Requisition
Demonstration and Exercise
Demonstration: Creating a Purchase Requisition
Follow on page 8 of your Student Guide.
Exercise 1a: Creating a Purchase Requisition
Go to page 3 in your Exercise Workbook.
Menu Path
Main Menu> Finance Menu> eProcurement> Create Requisition
Exercise Key for Create a Requisition Exercise 1a (1st do an as an instructor demo, then go back through and complete the exercise again on the screen as the students complete it at the same time)
Use the example from the screenshots in the handout
Add Items and Services Tab
Item: Laser Printer
Price: 2,500
Currency: USD
Quantity: 3
Unit of Measure: EA
Category: (or click the magnifying glass and search by description and type in “laser printer)”
Due Date: (Enter the date 7 days from today’s date)
Vendor ID: Click the magnifying glass, type in “IBM” in the Name field, and click Find then click on the Vendor ID for location 1.
Click Add Item and then create a 2nd item
Item: Printer Cabinet
Price: 1,500
Quantity: 1
Category: (or click the magnifying glass and search by description and type in “printer cabinet”)
Click Add Item
Click the Review and Submit tab.
Fund: 22193; Source: 14001; Account: ; Dept:

15. Exercise 1b Creating a Purchase Requisition
Creating a Purchase Requisition Exercise
Exercise 1b Creating a Purchase Requisition
Go to page 4 of your Exercise Workbook.
Menu Path
Main Menu> Finance Menu> eProcurement> Create Requisition

16. Managing a Purchase Requisition
Agenda
Managing a Purchase Requisition
Introduction/Overview
Creating a New Purchase Requisition
Creating a Receipt
Summary/Review

17. Managing a Requisition Key Details
Use the Manage Requisitions page to search for requisitions that have already been created. Once you have found the requisition you can:
Copy the requisition
Print the requisition
View the reason the requisition was rejected
Modify the requisition
Cancel the requisition

18. Demonstration: Copy a Purchase Requisition
Managing a Req Demo and Exercise
Demonstration: Copy a Purchase Requisition
Follow on page 33 in your Student Guide.
Exercise 2: Copy a Purchase Requisition
Go to page 6 of your Exercise Workbook.
Menu Path
Main Menu> Finance menu> eProcurement> Manage Requisitions

19. Demonstration: Editing a Purchase Requisition
Editing a Req Demo and Exercise
Demonstration: Editing a Purchase Requisition
Follow on page 37 in your Student Guide.
Exercise 3: Editing a Purchase Requisition
Go to page 7 in your Exercise Workbook.
Menu Path
Main Menu> Finance menu> eProcurement> Manage Requisitions

20. Demonstration: Cancelling a Purchase Requisition
Canceling a Req Demo and Exercise
Demonstration: Cancelling a Purchase Requisition
Follow on page 39 in your Student Guide.
Exercise 4: Cancelling a Purchase Requisition
Go to page 8 in your Exercise Workbook.
Menu Path
Main Menu> Finance menu> eProcurement> Manage Requisitions

21. Agenda Creating a Receipt Introduction/Overview
Creating a New Purchase Requisition
Managing a Purchase Requisition
Summary/Review
Take a break! Give the students 10 minutes and run the PO Auto Sourcing Job.
Follow these steps to run the PO Auto Sourcing Process
Go to Main Menu – Finance Menu - Purchasing - Purchase Orders - Stage/ Source_Requests - PO Auto Souring
Go to the Add a New Value Tab
Create a new Run Control ID and give it a unique name and click Add **Note: The next time you need to run the process you can use the Find an Existing Value tab to find a previously created Run Control.
On the Objectives tab, check the box beside “Approved Requisitions” and ensure all the other boxes are unchecked.
Click the magnifying glass next to “Buyer” and select mbhall.
Click the Options tab at the top of the page
Click the Expand All button
Uncheck the Item ID Required box
In the Business Unit field, select the business unit that students used on their requisitions, this will typically be UNCCH.
At the bottom of the page, mark the checkbox next to Run Budget Check and also mark the checkbox next to Run PO Dispatch. Do not change any of the other checkboxes.
Click the Run button at the top of the page
Click the OK button
Click the Results tab at the top of the page
Continue to click the Retrieve tab every few seconds until the Process Run Status is “Success”. The Stage Status for all requisition lines will show as “Complete.”
Note: Each time this process runs, all open requisitions in the training environment are sourced to POs. Another department on campus may have already sourced your student’s requisitions to POs, if they run the process before you do. That will not cause a problem as the only goal of running the PO Auto Sourcing page is to create POs so that your students can practice receiving. Explain that even if a status of a created requisition is changed from Approved to PO Dispatched it will not cause a problem in training. None of the Manage Requisition exercises will be affected because students and instructors won’t run the budget checking process on these requisitions.
Explain that in the real system, buyers will review your requisition and manually turn it in to a purchase order and send it to the vendor. Once the vendor sends the department the goods, they will need to create a receipt in the system (also known as receiving). Note that if the goods are shipped to the warehouse, Central Receiving will create the receipt in the system. Mention that receiving is done for both goods and services.

22. Creating a Receipt Key Details
Create a receipt in the system after the goods arrive
The vendor will not be paid until the receipt is created
Departments do not need to create receipts for goods shipped to the warehouse (central receiving will create the receipt)
Create a receipt for services, in order for the vendor to be paid
Instructors run the PO Auto Sourcing Process in class to turn the requisitions into purchasing orders so students can create receipts

23. Demonstration: Creating a Receipt Exercise 5: Creating a Receipt
Creating a Receipt Demo and Exercise
Demonstration: Creating a Receipt
Follow on page 46 in your Student Guide.
Exercise 5: Creating a Receipt
Go to page 9 in your Exercise Workbook.
Menu Path
Main Menu> Finance menu> eProcurement> Manage Requisitions
Tell the students to imagine that the PO has been created and sent to the vendor and that the vendor just shipped the goods to your department. Tell them to follow these steps to see the Purchase Order.
Go to Main Menu> Finance Menu> eProcurement> Manage Requisitions
Search for the requisition(s) that they completed before the break. They can also search by the Request Status box of PO(s) Created
Click on the triangle to the left of the Requisition line to open up more detail.
Click on the Purchase Orders icon, which is in color.
Write down the Purchase Order number for that particular requisition.
Once they have the PO number, they can refer to the Creating Receipts section of the student guide or follow these steps to receive the items.
Go to Main Menu> Finance Menu> Purchasing> Receipts> Add/Update Receipts
On the Add a New Value tab, make sure the Business Unit is UNCCH, the Receipt Number is NEXT and the PO Receipt box is checked.
Click the Add Button.
Enter the POID in the ID field.
In the Receipt Quantity Options section select Ordered Qty
Click the Search button
Mark the checkbox in the row of the appropriate PO and click OK.
Ensure that the populated quantity is correct or enter the number received (assume that in this example all items were delivered and should be received)
Click the Save button.

24. Agenda Summary/Review Introduction/Overview
Creating a New Purchase Requisition
Managing a Purchase Requisition
Creating a Receipt

25. Summary/Review
Under what circumstances should a non-vendor catalog purchase requisition be created?
When should a department create a receipt in the system?
What happens when you click the back button on your browser while in the PeopleSoft application system?
Under what circumstances should a non-vendor catalog purchase requisition be created? When the total amount of goods or services purchased is greater than $5,000; When the total amount of goods or services purchased is less than $5,000 but the vendor is not in the vendor catalog and requires a purchase order.
When should a department create a receipt in the system? When the shipments from a purchase order arrives at a department address (not when shipped to central warehouse receiving). Do not create a receipt for vendor catalog, voucher, or P-Card transactions.

26. Questions & Answers

27. What Next? Complete the online survey. Project website:
Training environment URL: