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Terms

Terms. Workflow – Automated method for routing of transactions (requisitions, purchase orders, vouchers) for approvals. User – Single person set up in the PeopleSoft system. Location – An address in the system where items can be shipped to or invoiced to.

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Terms

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  1. Terms • Workflow – Automated method for routing of transactions (requisitions, purchase orders, vouchers) for approvals. • User – Single person set up in the PeopleSoft system. • Location – An address in the system where items can be shipped to or invoiced to. • Role – High level definition of permissions assigned to groups of users. A User may have multiple roles. • Routing – Method by which transactions flow through the approval chain.

  2. Terms • Module Business Unit – PeopleSoft method for separating transactions based on business rules for AP, PO and AR. • Origin – Identifies agency’s origination of a transaction (usually a Dept) and is means to route transactions for approvals. • Requester – User who enters requisitions into PeopleSoft. • Buyer – User that will be final approver of requisitions and creates purchase orders. • Approver – User assigned specific approval limits in each module.

  3. RequisitionWorkflow Requester Creates Requisition Online Requisition Amount Approver 2 Requisition Amount Approver 1 Requisition Amount Approver 3 • all transactions • Approve up to $2,500 - all transactions exceeding $2,500 Approve to $10,000 • all transactions exceeding $10K • Approve to $1mm Requisition Amount Approver 4 Requisition Budget Approver Requisition Purchasing Approver Purchase Order Sent to Vendor - all transactions regardless of amount - Validates chartfield information - all transactions regardless of amount - Validates purchase information (General Buyer) Name prints on PO - Automated batch processing creates PO and sends to vendor • all transactions exceeding $1M • Approve over $1mm Alternate Approver can be inserted at any time during the approval process.

  4. Purchase Order Workflow Buyer Creates PO Online PO Amount Approver 2 PO Budget Approver PO Amount Approver 1 • Manual PO Emergency or immediate need • PO created from RFQ • PO created from contract (POS, PSA, ) Right Of Way, Construction, RL, MOU, Grant, Business Unit, Standardization, Master Agreement, General Letter, SCS, UFA - all transactions - all transactions exceeding $10K • - all transactions regardless of amount • Validates chartfield information • Name prints on PO Alternate Approver can not be inserted at any time during the approval process.

  5. Voucher Workflow Voucher Processor Creates Voucher Voucher Approver Alternate Approver - all transactions regardless of amount • Able to manually approve • transactions; will never receive worklist routings (exception based)

  6. Agency Input Required for Workflow Step 1: Add the origins needed to route vouchers that are not in the PO origin list Step 2: Identify a default origin and location for each user who will be a Requester, Buyer or Voucher Processor. Step 3: Map users who will be approvers to appropriate module business units and origins.

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