What’s New in Purchasing

Version 1.0 | October 14, 2019

Overview
The “What’s New in Purchasing” session at the 2019 PeopleSoft Conference will present new features,
processes, tips and tricks using the PeopleSoft Purchasing module. This session will cover methods on how to
be more efficient as a Purchasing user.

 Buyer WorkCenter
 Other Ways to Auto Source POs
 Buyer Workbench – Other uses

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WorkCenter

Overview
WorkCenters are a set of conveniently clustered job-based links and alerts related to a PeopleSoft module.
They can contain information about your specific work activity, alert you to tasks that may need to be performed,
and provide access to the most commonly used screens, queries, and reports.

Advantages:
 One-stop shop for performing routine and/or daily tasks.
 Streamlines training.
 Improves customer efficiency (less clicks and navigation), reducing the need for Favorites.
 Overall simplification of customer experience in PeopleSoft.

All WorkCenters are designed and organized to function in the same way. If you have access to several
modules that have WorkCenters, the way they are used is the same.

Finance Module WorkCenters

Finance WorkCenter Name Navigation (NavBar)

Accounts Payable Accounts Payable WorkCenter Accounts Payable > Accounts Payable
WorkCenter

Asset Management Asset Management WorkCenter

Asset Management > Asset Management
WorkCenter

Purchasing Buyer WorkCenter Purchasing > Buyer WorkCenter

General Ledger General Ledger WorkCenter

General Ledger > General Ledger
WorkCenter

Travel and Expenses Travel & Expenses WorkCenter Travel and Expenses > Travel & Expenses
WorkCenter

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WorkCenter Navigation
Navigation in the WorkCenter is performed through “live” links. If a link is not active, then there is nothing to
view, and clicking will not produce any information or open any screens.

Click the Field Name to open the screen to the right within the WorkCenter. Click the New Window icon to the
left of the name to open the screen in a new tab.

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WorkCenter Structure
There are four sections to each WorkCenter, divided into two tabs, Main and Queries/Reports. Your access in
the WorkCenter will depend on the security roles you have been assigned by your district.

Main Tab Queries/Reports

The Main tab contains My Work and Links.

The Queries/Reports tab contains links to common
In the top half of the pane, view details of your work. In Queries and Reports/Processes.
the bottom half of the pane, select links to screens
used to do common tasks. When you click any link, In the top half of the pane, run queries which you can
information appears on the right side of the screen. view as HTML or export to Excel for filtering. In the
bottom half of the pane, run reports or processes
using your own run controls.

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Buyer WorkCenter Navigation and Description
Here is the list of the screens available from the Buyer WorkCenter. This table lists the navigation and brief
description on what the page is used for.

My Work Navigation (NavBar) Brief Description

Pending Approvals eProcurement > Manage This page displays any pending requisitions
Requisition Approvals in your queue.
Requisitions

Pending Approvals Purchasing > Purchase Orders > This page displays any pending Purchase
Approve POs Orders in your queue if you are setup as a
Purchase Orders Purchase Order Approver

Requisitions to be Purchasing > Purchase Order > Use this page to check or stage requisitions
Sourced Stage/Source Requests > that have been approved and with valid
Requisition Selection status.

PO Sourcing Errors Purchasing > Purchase Order > Use this page to reset any requisitions in
Stage/Source Requests > Sourcing error during the sourcing process.
Workbench

Purchase Orders On Purchasing > Purchase Order > Purchase Orders where in the “Hold for
Hold Add/Update POs Further Processing” is selected

Link Navigation (NavBar) Brief Description

Add/Update POs Purchasing > Purchase Orders > Use this page to create and modify
Add/Update POs Purchase Orders

Document Status Purchasing > Purchase Orders > To review any document associated with the
Review PO Information > Document PO such as requisition, receipts, vouchers
Status and payments whichever is applicable.

Activity Summary Purchasing > Purchase Orders > Use this page to view the receiving,
Review PO Information > Activity invoicing, matching and returning activities
Summary that have been performed on the purchase
order to date

Buyer’s Workbench Purchasing > Purchase Orders > This is the only page where you can force
Buyer’s Workbench close a PO.

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 Purchase Orders Purchasing > Purchase Orders >
Inquiry Review PO Information > Purchase
Orders
Review Change Purchasing > Purchase Orders >
Orders Manage Change Orders > Review
Change Orders
PO Auto Sourcing Purchasing > Purchase Order >
Stage/Source Requests > PO Auto
Sourcing
Add/Update Purchasing > Requisitions >
Requisitions Add/Update Requisitions
Requester’s Purchasing > Requisitions >
Workbench Requester’s Workbench
Requisition Inquiry Purchasing > Requisitions >
Review Requisitions Information>
Requisitions
Manage Requisitions eProcurement > Manage
Requisitions
Requisitions eProcurement > Requisitions
Add/Update Receipts Purchasing > Receipts >
Add/Update Receipts
Receipts Inquiry Purchasing > Receipts > Review
Receipts Information
Close Receipts Purchasing > Receipts > Close
Receipts
Suppliers Suppliers > Supplier Information >
Add/Update > Suppliers
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This is an inquiry version of Add/Update
POs page where you can view all Purchase
Orders with all the statuses. This is the only
page where you can access Canceled and
Completed POs.
Use this page to review any change orders
processed against a PO.
Use this page run the PO Auto Source
process.
Use this page to create and modify
Requisitions
Use this page to force close Requisitions
This is an inquiry version of the Maintain
Requisitions where you can view all
Requisitions with all the statuses. This is the
only page where you can access Canceled
and Completed Requisitions.
Use this page to modify requisitions
Use this page to create requisitions
Use this page to create and modify receipts
This is an inquiry version of the Maintain
Receipts. This is where you can view all
canceled and completed Receipts.
Only use for closing item ID related receipts
Use this page to add and modify your
Supplier records
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 Reports/Processes Navigation (NavBar) Brief Description

Details Listings Purchasing > Purchase Orders > This report provides detailed purchase order
Reports > Details Listings information which can be run by PO Date,
Supplier or Buyer.

Req and Budgetary Purchasing > Purchase Orders > This report provides budgetary amount
Activity Reports > Req and PO Budgetary information for purchase orders according to
Activity report request parameters

Requisition/PO XRef Purchasing > Purchase Orders > This report provides cross-reference between
Reports > Requisition/PO XRef requisitions and the purchase orders created
from those requisitions

Dispatch POs Purchasing > Purchase Orders > Use this page to mass dispatch POs and re-
Dispatch POs dispatch POs.

Budget Check – POs Purchasing > Purchase Orders > Run this process to mass budget check POs.
Budget Check Recommended if closing multiple POs
greater than 5.

Budget Check – Reqs Purchasing > Requisitions > Run this process to mass budget check
Budget Check Requisitions. This runs against requisitions
that are in Not Checked and Error statuses.

Print POs Purchasing > Purchase Orders > Use this page to print POs with unauthorized
Print POs signature

Reopen Requisitions Purchasing > Requisitions > Run this process to reopen requisitions.
Reconcile Requisitions > Reopen Canceled requisitions cannot be reopened.
Requisitions

Close Requisitions Purchasing > Requisitions > Run this process to close qualified
Reconcile Requisitions > Close requisitions
Requisitions

Reopen POs Purchasing > Purchase Orders > Run this process to reopen POs except for
Reconcile POs > Reopen POs canceled POs.

Close POs Purchasing > Purchase Orders > Run this process to close qualified Purchase
Reconcile POs > Close Purchase Orders
Orders

Process Monitor PeopleTools > Process Scheduler Use this page to check and review processes
> Process Monitor

Report Manager Reporting Tools > Report Use this page to review process and reports
Manager that were ran

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Auto Sourcing PO by 06700 Valley Center
Here are the main steps that 06700 Valley Center district take to do their PO Auto Sourcing.

 Review and modify Requisitions

 Check for Requisitions to Source
 Run PO Auto Sourcing process
 Edit POs as needed.
 Run Mass PO Budget Check

Review and Modify Requisitions

 Buyer is the first Requisition approver.
 Reviews from the Worklist page. Reviews, edits and places the requisition on hold when necessary.
 All revisions happen at this level.

Check for Requisitions to Source

NavBar > FSCM > Purchasing > Buyer WorkCenter

 Check to see if there are requisitions to convert into Purchase Orders.

 This is when the requisition has passed the workflow process. All Requisitions that show up on the
Requisitions to Source have been approved and with valid budget status.

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Run PO Auto Sourcing process
Navigate from NavBar: FSCM > Purchasing > Purchase Orders > Stage/Source Requests > PO Auto Sourcing

 This is to convert requisitions into POs.

 Run this process. Create a run control ID if running for the first time.
 Select Approved Requisitions.

 In the Options tab, do these steps the first time you create the run control ID.
o In the Requisition Selection Criteria section, fill in your Business Unit where it is appropriate.
o In the Purchase Order Options, leave the default as is. The following are selected by default:
Pre-Approve Supplier, Build POs as Approved, Allow Dispatch When Appr
o In the Additional Processing Options, select Run Budget Check.

 Click Run.
 Click OK.
 Click on Process Monitor to check if process has completed successfully.

Edit POs, as needed.

Navigate from NavBar: FSCM > Purchasing > Purchase Orders > Add/Update POs

 Filter out the Approved POs.

 Make any necessary modifications to them such as related to tax, amount only, descriptions, receiving
is not required. Checking the attachments or comments.

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Run Mass PO Budget Check
Navigate from NavBar: FSCM > Purchasing > Purchase Orders > Budget Check

 Find or add a run control ID.

 Select Always as Process Frequency, fill in the Description field, and select your Business Unit with the
value option.
 Click Run. Click OK. Click on Process Monitor to check if process has completed successfully.

Run Mass Dispatch POs

Navigate from NavBar: FSCM > Purchasing > Purchase Orders > Dispatch POs

 Find or add a run control ID. Fill in your Business Unit and To fields.
 Check Approved status. Select your preferred Dispatch method.
 Click Run. Click OK. Click on Process Monitor to check if process has completed successfully.

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Auto Sourcing POs by 09900 SDCOE
Here are the main steps that 09900 SDCOE district take to do their PO Auto Sourcing.

 Identify, review and select Requisitions

 Modify Staged Requisitions
 Run PO Auto Sourcing process
 Edit POs, as needed
 Dispatch POs from Add/Update PO page or mass dispatch POs

Identify, Review and Select Requisitions

Navigate from NavBar: FSCM > Purchasing > Buyer WorkCenter

 In the My Work section, go to Pending Activities and click on Requisitions to be Sourced link
 In the Requisition Selection Search Criteria, check how many lines in the selection Requisition Lines
grid. Change max rows from 100 to 200, if necessary. Select All line from Req checkbox. Click Search.

 Review the Requisition to source. In the Select Requisition Lines, click on the Requisition ID link to
review the requisition data. To check if this is my requisition to resource. By Object 4300000, check
comments. Check object. Email separately for any issues.

 Note: If there are 5 requisitions for one Supplier. Choose one supplier with one requisition at a time.

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  Fill in Supplier ID if other requisition lines were left blank. Hit enter. System will stop you from selecting a
line with blank supplier.

 In the Include column, click checkbox for Requisition to source.

 Staging Information link will be activated. Click on this link.

Modify Staged Requisition

 In the Staging Information page, change PO date, if necessary.
 Fill in or replace User ID with your own. We never change ChartString at this point.
 Check Ship To Location. Verify that it is the same Ship To for one requisition with multiple lines.
 Category Code – Computers tied to a Buyer
 Due Date – no need to change
 Click Save.

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Run PO Auto Sourcing process
Navigate from NavBar: FSCM > Purchasing > Purchase Orders > Stage/Source Requests > PO Auto Sourcing

 Find or Add Run Control ID.

 Check that Staged Requisitions is selected.
 Go to Options tab. Fill in the Business Unit and To Business Unit fields with your district number.
 Default options: Pre-Approve Supplier, Build POs as Approved, Allow Dispatch When Appr.
 Select Run Budget Check.
 Click Run. Click OK.

Edit POs as needed

Navigate from NavBar: FSCM > Purchasing > Purchase Orders > Add/Update POs

 View Comments for any freight charges. Add any freight charges.
 Review Attachments. Check if the Email checkbox is selected. If the attachment should also be sent to
the supplier. This applies when you are dispatching via email.
 For control districts, although the requisition has a valid budget. When sourcing it into a PO, the sales
tax and freight charge may result to a budget exception if it was not originally considered for the budget.

Dispatch from Add/Update PO page or Mass Dispatch POs

 Navigate from NavBar: FSCM > Purchasing > Purchase Orders > Dispatch POs
 Navigate from NavBar: FSCM > Purchasing > Purchase Orders > Add/Update POs

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Buyer’s Workbench – Other Uses
 Dispatch multiple POs. To select specific POs to dispatch as oppose to excluding them from a PDF file.
 Cancel multiple POs.
 Dispatch Pending Cancel POs.

Dispatch Multiple POs

Set up a run control ID via the Dispatch PO page. Example: PO_Dispatch_Board_Report.

1. Navigate from NavBar: FSCM > Purchasing > Purchase Orders > Dispatch POs.
2. Add a run control ID.
3. Enter your parameters: Business Unit, To, Select the Dispatched status, Select Print dispatch method,
Select Print BU comments and PO Item Description.
4. Save your parameters.

Go to the Buyer’s Workbench.

1. Navigate from NavBar: FSCM > Purchasing > Buyer Workbench.
2. Enter your search criteria for your POs. Click Search.
3. Select the POs that you want to dispatch.
4. Click on Process Request Options link, select the run control ID you setup. Select WEB as the output
destination name and PDF as the destination format. Click OK.
5. Click Dispatch.
6. On the Processing Results, POs display on the Qualified table.
7. Click YES on this message: “Continue to Dispatch POs.” (10224, 41).
8. It takes you back to the Selection page.
9. On the Buyer’s Workbench page, click on the Process Monitor link to access the PDF.
10. On the Process monitor, click on the process name PODISP link. Click on POPO005 link. Click on the View
Log/Trace link. Click on the PDF to view the POs.

Cancel Multiple POs

Set up a run control ID via the Dispatch PO page. Example: PO_Cancel

1. Navigate from NavBar: FSCM > Purchasing > Purchase Orders > Dispatch POs.
2. Add a run control ID.
3. Enter your parameters: Fill in Business Unit and To, select the Pending Cancel status, select your dispatch
method, check Print BU comments and PO Item Description.
4. Save your parameters.

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Go to the Buyer’s Workbench
1. Navigate from NavBar: FSCM > Purchasing > Buyer Workbench.
2. Enter your search criteria for your POs. Click Search.
3. Select the POs that you want to cancel.
4. Click Cancel.
5. On the Processing Results page, the POs you selected will display in the Qualified table.
6. Select the Re-Source Requisition?, if applicable.
7. Click on Yes to proceed. Click Yes on “Continue to Cancel POs.” (10224, 11).
8. It takes you back to the Select POs for Further Processing. The PO status changes to Pending Cancel and
Not Chk’d budget status.
9. Click Budget Check.
10. Click Yes to proceed. Click Yes on “Continue to Budget Check POs.” (10224, 69).
11. Back to the previous page, keep the POs selected.
12. Click on Process Request Options link, select the Run control ID you setup for this step. Select WEB as
the output destination name and PDF as the destination format. Click OK.
13. Click Dispatch.
14. On the Processing Results, POs display in the Qualified table.
15. Click Yes on this message: “Continue to Dispatch POs.” (10224, 41).
16. It takes you back to the Selection page.
17. On the Buyer’s Workbench page, click on the Process Monitor link to access the PDF.
18. On the Process monitor, click on the process name PODISP link. Click on POPO005 link. Click on the View
Log/Trace link. Click on the PDF to view the POs.

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