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Welcome to ePro Complete Maria Whalen Sr. Training Specialist

Welcome to ePro Complete Maria Whalen Sr. Training Specialist. Introduction. Name Department you work How many years, months, weeks, days with the University? What will you be using Peoplesoft for. 2. 2. Housekeeping. Logistics Restrooms Cafe Breaks 1 morning Parking Lot items

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Welcome to ePro Complete Maria Whalen Sr. Training Specialist

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  1. 1 Welcome to ePro Complete Maria Whalen Sr. Training Specialist

  2. Introduction • Name • Department you work • How many years, months, weeks, days with the University? • What will you be using Peoplesoft for 2 2

  3. Housekeeping • Logistics • Restrooms • Cafe • Breaks • 1 morning • Parking Lot items • Handouts 3

  4. Class Structure • Demonstrate • Try it together • Practice

  5. Course Objectives By the end of the session, participants will be able to: • Explain the steps in the Requisition Life Cycle • Explain the two different types of Requisitions • Create a Description Only Requisition • Create a Blanket Requisition • Create a Split Distribution Requisition • Modify the Requisition • Cancel a Requisition • Find the status of your Requisition • Find the status of your Purchase Order • Print a Requisition • Explain the process for changing a PO once the status is PO Dispatched

  6. Class Outline • Lesson 1 Overview • Lesson 2 Creating Requisitions • Lesson 3 Managing Requisitions • Lesson 4 Purchase Order Inquiry • Lesson 5 Printing Self Evaluation Checklist at the end of each lesson

  7. Lesson 1 By the end of the lesson, participants will be able to: • Navigate to Purchasing intranet site and access the Purchasing Policies • Navigate to the Financial Services intranet site and access the PeopleSoft Job aides • Describe the differences between the Chartfield and Charfield String/Chartfield Key Type • Explain the Requisition Workflow • Login to PeopleSoft Training Database

  8. What is PeopleSoft • PeopleSoft is an application used all of the campuses at UMASS for HR and Finance. • PeopleSoft Financials houses all financial data from several integrated applications (Purchasing, Accounts Payable, and General Ledger). • These applications support the core financial functions of the University which include Budget, Purchasing, Accounts Payable, General and Grant Accounting. • Two different PeopleSoft environments: • Finance Production v8.9 is used for transaction based processing (such as entering or approving Purchase Orders) • Finance Reporting v8.9 Production is used for running reports and queries and for on-line inquiries.

  9. Purchasing General Policies Expense items can be placed by enduser Capital Equipment placed by Purchasing 5k-25k -3 quotes or bought off existing bid contract or sole sourced (except contract for services) >25 k –RFP/RFI, bought off existing bid contract or sole source

  10. PeopleSoft End users create requisitons Facilitates workflow approvals Batch process – runs budget checks Encumbers funds and checks budget Produces PO Ability to create reports

  11. Requisition Workflow

  12. Purchasing Policies Purchasing Policies and Job aids can be located on the Purchasing Website.

  13. Commonly Used Account Codes Commonly Used Accounts Codes provides a listing of the most frequently used Account Codes. Full list of account codes – just added to site!

  14. PeopleSoft Security Each login has certain security levels Contact your Department Security Administratorif you do not have to correct security

  15. Chartfield of Account The Chart of Accounts (COA) is the foundation of any accounting system. Uses Chartfields to define Business Unit, Fund, Department, Program, Project/Grant, and Class which make Chartfield String. 7 Main Characters Speedtypes are shortcut to enter Chartfield strings Chartfield Lookup allows you to look up speedtype based on Dept ID

  16. Procard Procard carries UMMS liability, with no personal credit risk Targeted at low dollar purchases Payments are made directly to merchants by the bank for Procard purchases, usually post within 72 hours.

  17. Use of Procard Simplify and decentralize the procurement process for targeted transactions Enhance the purchasing options offered to departments; Reduce the need for petty cash; Expedite delivery for goods and services; Reduce payment processing time and expense; Improve vendor relationships by providing more timely payments.

  18. Data Entry Key Chartfield Key 103436 109978 Category and Account 734200 Office Supplies 767550 Copier Lease 741970 Non Capital Equipment/Computers less than $5000 757150 Lecturer 757030 IT Consulting Services

  19. How do I get Security Access Email Cynthia.Burr@umassmed.edu – after you have completed the class

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