Do you have work study students who help your department do data entry on Purchase Requisition or Travel & Expenses? With proper authorization from the department manager, you can apply student access to PeopleSoft. Please email the request to ServiceDesk@chapman.edu. Mandatory training for Purchase Requisition before system access can be granted applies to student workers as well. For up to date training schedules, please refer to https://webfarm.chapman.edu/PeopleSoftScheduler/
Reports available this week - Two new reports are available in PeopleSoft to aid end users when initiating Purchase Requisitions.
· Supplier Look Up: this report can help users look up Supplier’s address information (if there are multiple addresses for the Supplier). Navigation: Main Menu →Chapman Customizations→ Reports → Supplier→ Supplier Lookup.
· Location Table Query: this report can help user look up the “Ship To” location code and address information. Navigation: Main Menu →Chapman Customizations→ Reports → Purchasing→ Location Table Query.
Training classes for reports will be posted @ https://webfarm.chapman.edu/PeopleSoftScheduler/.
Report Balance – The balance between Budget to Actual with Encumbrances and GL Transaction Details may be different due to timing. Budget to Actual with Encumbrances gives us the most up to date activity and balance that is budget checked, including transactions that are pending and en route for approvals. The GL Transaction Details report shows what has been posted to the general ledger. They will only be in sync once all transactions for that month have posted (i.e., fully approved and posted). There may always be a time delay but we’re working on shortening the time between posting and transaction being held up pending approval. Approvers to promptly review their Worklist and approve transaction will help sync the balance between the two reports.
Worklist – In our 6/26’s communication, we mentioned prompt attention to your Worklist will help move subsequent processes in PeopleSoft. We can’t emphasize enough the importance of “clearing out” your pending items in the Worklist timely to get people paid promptly or to get business orders processed timely. If you are an approver and will be out of the office, please set up your Out Of Office Delegation to ensure business continuity (see our July 7th communication). Do not let unknown or uncertainty hold you up in the workflow process. If you have any questions or think certain transaction in your Worklist should not go to you for approval, instead of waiting, please contact IS&T Service Desk (firstname.lastname@example.org) to get immediate assistance.
Match Exception Email Notification – Purchase Orders must be received in PeopleSoft in order for Accounts Payable to process payment. To facilitate the necessary receiving, PeopleSoft will generate an email notification every time a match exception occurs when the PO has not been received in the system. For a sample of the match exception email notification and a step-by-step instruction on how to receive the PO, please visit PS Live! – Financials, under “Documentation.”
Please direct your PeopleSoft inquiries or comments to IS&T Service Desk (email@example.com) or (714) 997- 6600.
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