PeopleSoft 8.4 Purchasing Module Demo March 26, 2003

1. PeopleSoft 8.4Purchasing Module DemoMarch 26, 2003

2. Agenda High Level Project Overview Purchasing Fit Gap Team New 8.4 Look and Feel Functional Overview Helpful Information Questions and Answers

3. FIS 8.4 Upgrade Complete Jan 2002 July 2003 Jun 2003 Apr 2003 May 2003 Jan 2003 Oct 2002 Sept 2002 Mar 2003 Mar 2002 Project Gemini Focus Group Initial 8.4 Testing in Pleasanton Project Overview Project Milestones Documentation/Retrofitting Modifications – Ongoing Fit/Gap Analysis Sessions System Testing Sessions Integration Testing Sessions Integration Testing Sessions FIS 8.4 Upgrade Planning

4. Project Overview Purchasing Fit/Gap Team

5. New 8.4 Look and Feel 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

6. New 8.4 Look and Feel Password now case sensitive

7. New 8.4 Look and Feel Search Box Navigate through the Portal

8. New 8.4 Look and Feel Larger List Box with the ability to sort data

9. New 8.4 Look and Feel Opens new browser session Hyperlinks to access additional pages

10. New 8.4 Look and Feel Panel scroll bars are replaced with Toggle buttons

11. New 8.4 Look and Feel Adding/Deleting Rows

12. Functional Overview 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.

13. Functional Overview Requisitions – Change Highlights • 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

14. Requisitions – Pages Reduced to 2 Pages Panels/Sub-panels are now hyperlinks

15. Requisitions – Requesters Requesters are store by Operator ID

16. Requisitions – Retrofit Changes Add a New Line

17. Requisitions – Retrofit Changes Retrofit Changes from Header Defaults page

18. Requisitions – Retrofit Changes Select the fields to Retrofit to the lines/distrib lines

19. Requisitions – Accounting Lines Only see Expense BCM process posts the Req Acctg Lines to the Ledger KK tables Journal ID = Trans ID

20. Requisitions – Recon Workbench Select Requisition and Click on the Action

21. Requisitions – Recon Workbench View the Exception by clicking on the Log

22. Requisitions – Recon Workbench The Log provides an explanation why the Req was not Qualified.

23. Requisitions – Recon Workbench

24. Requisitions – Recon Workbench Status is Updated

25. Requisitions – Reopening Reqs Process sets the Req back to the status it was prior to running the Recon Process

26. Requisitions – Reopening Reqs Status is Reset back to Approved

27. Functional Overview 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

28. Functional Overview Purchase Orders – Change Highlights • 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

29. Functional Overview Purchase Orders – Change Highlights • 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

30. Purchase Orders – Pages Reduced to 2 Pages Buyers are stored by Operator ID

31. Purchase Orders – Copying Reqs Vendor ID is Required to Copy A Requisition onto a PO

32. Purchase Orders – Copying Reqs

33. Purchase Orders – Copying Reqs Buyer ID does not copy over

34. Purchase Orders – PO Calc PO Calculations process prepares a Purchase Order for creation

35. Purchase Orders – PO Create PO Create process builds the PO using rows in the staging table that have been processed by PO Calculate

36. Purchase Orders – Retrofit Changes Retrofit feature for Purchase Orders is the same functionality as Requisitions

37. Purchase Orders – Accounting Entries Only see Expense BCM process posts the PO Acctg Lines to the Ledger KK tables Journal ID = Trans ID

38. Purchase Orders – Finalization Simplified Process 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

39. Purchase Orders – Finalization Finalize Document icon appears when Finalization is applicable

40. Purchase Orders – Finalization Requisition Acctg Entries prior to Finalization

41. Purchase Orders – Finalization Requisition Acctg Entries after Finalization

42. Purchase Orders – Undo Finalization

43. Purchase Orders – Undo Finalization Requisition Acctg Entries after undoing the Finalization

44. Purchase Orders – Recon Workbench Same functionality as Req Recon Workbench

45. Purchase Orders – Recon Workbench Displays Additional Statuses Takes you back to the PO

46. Purchase Orders – Reopening POs Process sets the PO back to the status it was prior to running the Recon Process

47. Purchase Orders – Reserving POs Can Reserve a Block on Purchase Order Numbers

48. Functional Overview 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.

49. Receiving – By Amount “Amount Only” checkbox must be selected on the PO

50. Receiving – By Amount Qty is set to 1, and unavailable for entry