PS Procurement @ Queen's U

They.just.keep.coming.

Now that we’ve witnessed how much fun customizing Purchase Requisitions can be, we’re tweaking (<-- read that twice) left and right!

The latest enhancement?

Now, when you process a PDF of your Purchase Requisition after submitting it into PS (PeopleSoft), you’ll be able to see the chartfields (Fund, Dept, etc.) detailed right on the print copy.

The PDF will capture single distributions (assigned 100% to one chartfield string), split distributions (chartfields split between program, class or project IDs) and even different distributions per Requisition product line.

It’s designed to grab it all.

Just what is the enhance part of this update?

If you’re used to printing a copy of your Requisition for your files, but then still logging in to PS to recall the chartfields you assigned to the order - your task list just got shorter. And who doesn’t love a shorter task list? This can only mean more time for $5 Friday lunches.

This addition will not be included on the associated Purchase Order, so suppliers won’t be privvy to the detail - we’re just catering to the Queen’s user with this customization.

We’ve been listening.

Taking notes.

Brainstorming ideas.

The time’s come! For some PeopleSoft Purchase Requisition screen customizations, of course. <-- Equally as exciting as the most exciting thing you were probably thinking I meant...

Remember seeing a few in-the-way links and having to click a few extra times to ensure you set the Requisition up correctly?

Fret no more. We’ve hidden the un-neccessaries and helped you out with step 1 of the Requisition information process. YES, FINALLY. Right? :)

Here’s what we’ve done:

- removed unused links such as: Requisition Items, Ultimate Use Code & Speedchart - added a check to the “override” button in the Requisition Defaults section, so you just don’t have to remember to click it anymore... it’s now done for you.

All of these enhancements were done with you in mind. How could we make your Purchase Requisitioning world more pleasant? Cut your stress a wee bit? Decrease the ponder time, increase the power time?

This will hopefully lead to more time spent smiling, less computer-screen-fist-shaking, longer lunch breaks and more efficiency awards.

We’re spiffed. Fancified (it’s a word). New. Fresh. Made-Over. Current. LIVE.

That’s right - Queen’s Procurement’s got a new website!

Come check it out :)

Have you found yourself struggling with the AutoComplete feature, introduced by the recent PeopleSoft upgrade?

Fear not - there are others travelling in the same boat you are...

Symptoms of struggling with this might include, but are not limited to:

- Cursing at your computer screen - Asking out loud, “what just happened?” - Pumping yourself up before typing a value into a field, by repeating “Ok, you’ve got this, just type it REALLY fast” - Feeling like giving up, after 1 failed attempt

The bad news is you’re definitely suffering from Autocompletobia.

The GOOD news is, there’s a cure.

Your golden ticket to the path to recovery, resides in PeopleSoft:

Main Menu > My Personalizations > Personalize Navigation Personalizations > Autocomplete > NO

No more will you need to worry about your cursor flipping back to the beginning of a field when attempting to type your Fund code into the distribution section of your Purchase Requisition, or bead a little sweat when you start to type a Supplier name into a field and the options box pops up causing a major distraction...

If this doesn’t rock your world today, I just don’t know what else would.

I have 2 PeopleSoft Purchase Requisition quick tips for you today!

Did you know:

1) You can enter negative values on Requisition product lines

Example A: You've received a credit note for a product or service provided to your department, and there's no PO in existence the credit note could be applied to

- Create a Requisition describing the credit note in the description field, then assign the unit price as a negative value (whatever the credit note value is before tax) - ie. -5,000.

Example B: A supplier has offered you a discount (educational, bulk ordering, etc.) on a product or service quotation for your department.

- Create a Requisition, adding in the product lines for the items you wish to order, then create a product line for the discount you've been offered. Assign the discount value in the unit price field of that line, placing a - sign infront of the value. - ie. -250.

2) You can create $0 Requisitions

Example: Your department has been offered a demo product, at a cost of $0 but a Purchase Order is still required to act as the "contract" to acquire the demo item.

- Create a Requisition describing the demo product details in the description field, then assign a value of 0 in the unit price field.

In all scenarios mentioned above you still need to assign account information to your Requisition - the order just won't save without it.

Information related to the PeopleSoft e-Requisition system at Queen's University

Five Fun Facts!:

1) Queen's is currently in the midst of a PeopleSoft Finance version upgrade project!

Check out the blog post "We're Upgrading" for further details!

2) New Document Storage Preferred Vendor

Iron Mountain is now Queen's preferred document storage provider

3) It's the middle of October

It really is

4) Procurement was involved in the Isabel Bader Centre coming to fruition!

Have you been to a show there yet? You must!

5) Rideau is renovating!

I'm sure you've been hearing about it in the office lunch room, maybe you've seen email news bulletins or perhaps you even saw that billboard I posted on your commute home from work?

Queen's is upgrading our PeopleSoft Financial module!

When? Next week actually...! Oct.20-24th.

What does the upgrade involve?:

New features for Procurement and Finance PeopleSoft functions

Updated screen layouts

New system terminology

We've been working diligently on this upgrade for the past several months.

Hours of testing, coffee-drinking, decision making, gratitude cookie-buying and even some head-scratching have taken place.

During the final stages of the upgrade, group Purchase Requisition training has been post-poned. Some features are scheduled to update on Requisitions, providing an enhanced ordering experience - why not save training new users on outdated features, so they can learn the ropes on the latest & greatest material? Stay tuned for scheduled classes coming next month!

"But I'm an existing user!", you say? No sweat. Training materials on the enhancements have gone out to you via email - give them a read! Still finding the materials clear as mud? You're in luck - drop-in sessions will be held after the upgrade, where you can chat to a subject matter expert and have any lingerings questions, answered.

So, are you ready? Have your "easy" button handy? Here we go!

I'm so excited to share this new PS Procurement Reporting Tool with you guys! We've created a new report for Queen's Procurement PeopleSoft users. It's called the Open PO Report. This report has been designed to capture and provide results on Requestor's Open POs in PS, the vouchers (invoices) tied to them and the remaining balance left on the PO. Since we're deep into Year-End review, could the timing be more perfect?

It's a New Year! How's it been so far? Good? Bad? Ugly? Queen's Procurement has jumped head first into 2014 and there's no sign of slowing down (unless winter keeps its recent streak up, then we'll all be booking Cuba vacations).

10,000

Hopefully you were able to join us a couple weeks ago at Queen's University's 2nd annual Preferred Supplier Show, here on campus - what an event!

If you didn't make it out, check out the link provided here for a full update on the show.

PLUS, we're hot on putting together next year's show so we'll let you know when to mark your 2014 calendars with those details!

We extend a BIG thank you to all the vendors who participated and provided fun activities & amazing give-aways. How will they top themselves next year?!

Contact our team at any time with questions/comments/suggestions about the event - [email protected].

For the past 4 weeks we've had the University in a Research Purchase Requisition Blackout, in order to process our year-end functions. Yesterday, it lifted. Patience, knowledge & recollections have been put to test. That is the TRUTH... 40 min phone calls, failing processes, constant documentation review/updating and MUCH more vodka consumption. <-- J/K....? It's rewarding when the process completes successfully - the best accomplishments come from the dedicated work you've put into it, right?

"You want a happy ending, but not such a ridiculous happy ending that is doesn't mean anything to anybody" - Paul Feig

Paul knows what's up. Now comes the review/improve stage. From which there is only one direction to move - UP.