P2P

User Guide
Version 18 (February 9, 2016)
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TABLE OF CONTENTS
1 OVERVIEW .......................................................................................................................................................................... 4
2 REQUEST A NEW VENDOR ................................................................................................................................................... 6
3 CREATING A REQUISITION.................................................................................................................................................... 9
3.1 Define Requisition ................................................................................................................................................... 9
3.2 Add Items And Services........................................................................................................................................ 10
3.2.1 Catalog Overview..................................................................................................................................... 10
3.2.2 Adding Items to Favorites ........................................................................................................................ 16
3.2.3 Creating Groups from Favorites .............................................................................................................. 17
3.2.4 Sharing Favorites ..................................................................................................................................... 18
3.2.5 Creating Item Templates ......................................................................................................................... 19
3.2.6 Sharing Templates ................................................................................................................................... 20
3.2.7 Request A New Catalog Item .................................................................................................................. 23
3.2.8 Request an Update to an Existing Item ................................................................................................... 25
3.2.9 View/ Manage New Item and Item update Requests .............................................................................. 26
3.3 Review & Submit Requisitions .............................................................................................................................. 27
3.3.1 Amount Only Requisitions ....................................................................................................................... 29
3.3.2 Multi FSD, Due Date or RC Requisitions ............................................................................................... 31
4 MANAGING REQUISITIONS ................................................................................................................................................. 33
4.1 Viewing PO Information ........................................................................................................................................ 33
4.2 Viewing POAs ....................................................................................................................................................... 34
4.3 Viewing ASNs ....................................................................................................................................................... 35
5 EDITING A REQUISITION ..................................................................................................................................................... 36
6 PURCHASE ORDERS.......................................................................................................................................................... 37
6.1 Approving / Denying POs ..................................................................................................................................... 37
6.2 PO Approval Routing ............................................................................................................................................ 40
6.3 Out Of Office Approval Management.................................................................................................................... 42
6.4 Viewing PO Approvals .......................................................................................................................................... 42
6.5 Add A Reviewer or Approver ................................................................................................................................ 43
6.6 Printing Purchase Orders ..................................................................................................................................... 44
6.7 Change Orders ..................................................................................................................................................... 45
6.8 PO Activity Summary ............................................................................................................................................ 46
7 RECEIVING MATERIALS IN PEOPLESOFT ............................................................................................................................. 48
7.1 Creating Receipts for Goods Items....................................................................................................................... 49
7.2 Updating A Receipt ............................................................................................................................................... 51
7.3 Attaching Documents to Receipts ......................................................................................................................... 52
7.4 Canceling Receipts ............................................................................................................................................... 54
7.5 Non-Received Material Handling .......................................................................................................................... 55
7.6 PCards .................................................................................................................................................................. 55

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8 VOUCHERS ....................................................................................................................................................................... 56
8.1 Recycle Status Vouchers ...................................................................................................................................... 59
8.2 PO Vouchers ......................................................................................................................................................... 60
8.2.1 Auto-Matching .......................................................................................................................................... 60
8.2.2 2-Way Matching for Services on POs ...................................................................................................... 60
8.3 Journal Vouchers .................................................................................................................................................. 61
8.4 TOLERANCES .......................................................................................................................................................... 62
8.5 MATCH EXCEPTIONS ............................................................................................................................................... 63
8.6 ASSOCIATING A VOUCHER AND PURCHASE ORDER ................................................................................................... 65
8.7 Associate a Voucher ............................................................................................................................................. 67
8.7.1 Short Pay A Voucher ............................................................................................................................... 68
8.8 Coding Non-PO Vouchers .................................................................................................................................... 70
8.9 Add an Additional Voucher Reviewer or Approver ............................................................................................... 71
8.10 Approving or Denying Vouchers ........................................................................................................................... 72
8.10.1 Delete / Deny Voucher Guidelines ........................................................................................................... 74
8.11 AP Customer Service Request Guidelines ........................................................................................................... 74
9 PAYMENT REQUEST FORM ................................................................................................................................................ 75
10 W ORKLISTS ...................................................................................................................................................................... 79
10.1 Accessing Worklists .............................................................................................................................................. 79
10.2 Out Of Office Approval Management.................................................................................................................... 80
10.3 Monitoring Worklists.............................................................................................................................................. 80
10.3.1 View Pending Transactions by User ........................................................................................................ 81
10.3.2 View Pending Transactions by Project/RC .............................................................................................. 85
10.4 Worklist Escalation Process ................................................................................................................................. 88
11 RC ROUTING CHANGES .................................................................................................................................................... 89
12 REPORTS ......................................................................................................................................................................... 90
12.1 PO Receipt and Invoice Report ............................................................................................................................ 90

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1 OVERVIEW
The P2P system was developed to streamline the procurement and payment processes. The platform allows users to
spend time managing the business instead of struggling with vendors, purchase orders and invoices. The system is used
to create requisitions in “real time” based on contract rates; anywhere at any time. Users can see every requisition created
under their log in ID and when the order was placed. Financial approvals for goods are obtained electronically. Goods and
services can be tracked from requisition to payment.
Requisition Lifecycles

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2 REQUEST A NEW VENDOR

In order for materials to be purchased from that supplier through PeopleSoft, the vendor must first be set up in
PeopleSoft. A New Vendor Setup Form will need to be completed.
1. Navigate to Employee Self Service > Forms > Vendor Add/Change Request.

Enter the
vendor’s Enter the reason for requesting the new vendor.
name
and use
select Enter the category for the type of
the goods or service the vendor provides.
request
type
Enter the user ID of the
manager to approve the
Use the request to
drop add/reactivate the
down vendor.
arrow to
select the
Enter the
vendor
vendor’s
type.
payment and
ordering
address. If they
are the same
Enter the Choose yes.
vendor’s
TIN.
Enter the
information for the
vendor’s accounting
and ordering
contacts.

Use the Enter the vendor’s

drop down payment terms and
to select the banking
vendor’s information.
payment
preference.

Enter the details to justify the reason for the request.

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2. A W9 is required with any vendor add or reactivation request. Click on the Attachments tab to add a copy of the
vendor’s w9 and any additional documentation to support the request.
3. If vendor is ACH or Wire:
o Contact the payables contact on the form & request the bank name, account number and the ABA
number. They must give this information to you. You may not provide this information to them.
o Note the name of the vendor contact that confirmed the information for you.
o If the vendor will not provide their account information via phone, they may do so via email.
o Go to http://www.fededirectory.frb.org/.
 Click on Search for Fed ACH or Wire as appropriate. Enter the 9 digit ABA number. This site will
validate whether or not the ABA number is accurate. Print the screen with the validation & attach
to the paperwork.
4. Click the Attach button.
5. Click the Browse button to location the file on your computer. Click Upload to attach the file to the form.

6. Click on the Form tab.

7. Click Save.
8. The form will refresh and the Preview Approvals and Submit buttons will be available. Click Preview Approval to
view the approval workflow. To submit the form for approval, click Submit.

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Once the form is submitted the approval workflow will be displayed.

Supply Chain Management Vendor

If the request is for a vendor to purchase goods or services the form will route to the Strategic Sourcing Manager
responsible for the category selected in the form. Once approved it will route to the AP Vendor Maintenance team to set
up in PeopleSoft.

Non-Supply Chain Management Vendor

The following types of requests do not require Supply Chain Management approval; only DOA approval:
• ROW
• COGs (Contracts Gas)
• Charities/Non-profits
• Interviewee reimbursements (one time only for these vendors)
• Utilities
• Government Entities
• Vendors being paid for damages.

Routing:
The Manager indicated on the form > AP Vendor Maintenance. Once approved it will route to the AP Vendor Maintenance
team to set up in PeopleSoft.

Note: Be sure the Add/Change Vendor Setup Form is complete and submitted with ALL required
documentation. AP will not accept incomplete requests.

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3 CREATING A REQUISITION
3.1 Define Requisition
Overview
Once the need for materials or services has been identified, a requisition will need to be created. Requisitions streamline
the procurement process by converting approved online orders into purchase orders. The Purchase Order(s) are then
dispatched to the vendor(s) for fulfillment. Requisitions are turned into POs every quarter hour (:00, :15, :30 & :45). The
PO will route for approval according to the predefined DOA structure of the RC or AFE. Whenever an AFE is present, it
will supercede the RC for routing.

1. Navigate to eProcurement > Create Requisition.

2. On the 1. Define Requisition tab:
a. In the Requestor field enter the User ID of the employee that is requesting the purchase.
b. In the Requisition Name field enter a name for the requisition. This is a free form field, but is limited to 20
characters.
c. Expand the Line Defaults section:
i. Select the Override option to copy the coding entered on this page to all the lines on the
requisition.
ii. In the Ship To field enter the ship to ID for where the goods will be shipped by the vendor or
where the services will be performed. A copy of the ship to spreadsheet can be found on the
portal, click here.
iii. In the Due Date field enter the date the material/service is being requested.
iv. Enter the RC To, Account, Cost Category, and Process
(1) If Project related, enter Project ID, Activity, Category, and Sub-Category, as required
d. Click Continue.

Select Override
to copy the
coding entered
on this page to
all the lines on
the requisition.
Enter a Due Date if the good/service is needed
within 48 hours. Otherwise leave the field
blank, and PeopleSoft will calculate the due
The FSD should date based on the catalog item’s lead time, or
match the RC & the lead time for the good/service type.
should be the
location where
goods or
services will
actually be used.
Refer to the
Shipto by RC
spreadsheet on

Note: If a Project ID is entered in the distribution lines, the Source Type, Category & Subcategory fields will
auto populate based on the values entered in the Cost Category field. This helps to streamline tracking and
P2P Userreporting
Guide for projects using Cost Control Workbooks. For projects
Version 18 (February using a Cost Control Workbook, refer to the
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Cost Control Guide for additional information.
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3.2 Add Items And Services

3.2.1 Catalog Overview
Catalogs provide an online list of items available for users to purchase. Catalogs are located in DCP’s PeopleSoft
application.
Catalog Search Field Definitions:
• Description (Item) – 60-character description that describes the product using DCP’s naming standards.
• Vendor – The company that sells the product.
• Vendor Part Number – The number which a vendor assigns to a product.
• Manufacturer/Mfg Name – The company that makes the product. Note: the manufacturer and vendor could be
the same in some cases.
• Manufacturer’s Item ID – The part number which a manufacturer assigns to a product.
• Price – The price that has been loaded that will be paid for a product.
• Item ID – A unique PeopleSoft generated ID that is assigned for the life of the product.
• UPN ID – n/a
In General catalogs have several Benefits:
• Easy access to view vendor pricing.
• Control spending by ensuring that all purchases use contractual pricing.
• Track spending across suppliers, regions and categories.
• Streamlined ordering process which reduces cycle time as catalog requisitions will not require buyer approval.
• Buyers do not need to contact the suppliers for the updated pricing.
• Users are not required to enter item details on Special Request items.

3.2.1.1 Search Catalog by Item ID or Description

1. On the 2. Add Items and Services tab click on the Catalog tab.
Enter the Vendor Item ID or use any of the search fields to find the desired item(s). A spreadsheet of all
catalog items can be found on the Supply Chain portal under Do My Job > Supply Chain Management >
Supply Chain 101 – Catalog items.
a. Description – enter key words that describe the item
b. Manufacturer – enter the manufacturer name to find items by manufacturer
c. Manufacturer Item ID – find an item by the id assigned by the manufacturer (may be different from the
Vendor Item ID/part number.
d. Search for items by vendor name
e. Search for an item by the Vendor Item ID or part number
f. Item ID – Search for an item using the DCP Item ID which is unique to every item in the catalog
g. UPN ID – Not used
2. Click the Search button under the Search Catalog section.
3. The items will be listed below the search fields.
4. Click the Add button to add the item(s) to the requisition.

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TIP:
Frequently purchased
items can be added to
the Favorites tab and
grouped for easy
access for future
requisitions.

A * sign can
be entered
in any of the Search results use the FSD to
search fields determine what
to assist with products/vendors are available
finding a for the area. You will only see
particular what is available for the FSD
item(s). entered on the Define
Requisition page. See the note
below for more information.

Note: Regionaliztion will filter the vendors displayed for an item based on the FSD. A regional vendor is
defined as a vendor that has;
1. A vendor that goods or services only in certain regions
2. A vendor with multiple ordering locations to be used by specific regions and there is a need to ensure
POs are dispatched to the correct ordering location.
3. Different pricng in different locations
All other vendors ar considered national because they will provide goods or services in all regions.

Note: Many services are also available in the catalog. A listing of services and their catalog ID numbers are
available on the Catalog Items spreadsheet on the Supply Chain Portal. Cataloged services are added to a
requisition exactly the same way as goods items.

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3.2.1.2 Description Search Hints and Tips

1. Click on the Search Tips link to view options that can help make your search faster & more efficient.
2. Click on any of the Search Options to help make your search faster & more efficient.

The Search Tips

screen will display
options that can
be typed in the
description field to
help you find the
item(s) you are
looking for.

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3.2.1.3 Search Catalog by Item Category

1. On the 2. Add Items and Services tab click on the Catalog tab.
2. Click on the folder icon next to All Items to search for items by category.
3. Click the check box next to the item category to view catalog items for that category.
4. If there is a plus sign in folder icon next to the category description, click the folder to view additional items under
that category.
5. Click the Search button under the Search Catalog section. You must click the Search button under the
catalog section.

Searches can also be

performed using the item
category tree and the
search fields below.

Select any of these

options to help you find
the items you are looking
for.

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6. The additional items will be displayed under the Search Catalog section.
7. Click the Add button to add the item(s) to the requisition.

Quantities can be
update here before
adding the item to
the requisition.

Indicates a preferred vendor. The UOM (Unit Of Measure)

that the vendor will provide.

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3.2.1.4 Additional Item Information

Once items have been searched and located, additional information can be found as follows:

1. Click on the Item IDs tab to view the Vendor’s Item ID (which is the vendor’s part number), the Manufacturer,
and the Manufacturer’s Item ID (which is the part number that the manufacturer has assigned).
2. Click on the Item Description hyperlink view the 254 character description, a larger image or multiple ordering
UOMs.

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3.2.1.5 Viewing Item Pictures

Option 1
1. Search the item in the catalog and a thumbnail image will be displayed, if an
image has been loaded.

Option 2
2. You can also click on the item description hyperlink to view a larger version of the image.

3.2.2 Adding Items to Favorites

2. Search for the item(s). Once located check the box next to the item(s) to be added to Favorites.
3. Click the Add to Favorites button.

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4. A confirmation will appear. Click Close.

5. Click on the Favorites tab. The items added to your favorites list will be displayed.
6. Items in your favorites list can be added to the requisition by checking the box to the left of the item. Quantities
can be updated on this screen or on the 3. Review and Submit screen.

3.2.3 Creating Groups from Favorites

You can share your Favorites list with others. To share your Favorites lists you must first create a Favorites Group.
To create a Favorites Group:
1. On the Favorites tab, select the items you would like to add to a group.
2. Click the Add to Favorites Group(s) button.

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3. Enter a Group Name and Description for your group. Click OK.

4. The items will be displayed under the Favorites tab under the Group Name assigned. Click the triangle to the left
of the group name to view the items and add them to the requisition.

3.2.4 Sharing Favorites

In order to share your Favorites lists, the items must be added to a group first. Refer to section 4.4.1 for instructions on
creating a Favorites Group.
1. Navigate to eProcurement > My Profile.
2. Click on the Manage Favorites Groups link.

3. Enter the Group Name & Description.

4. Check the Allow Sharing box and click on the Sharing Details link.

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5. Check the Share with All Roles and Requesters box to share your Favorites list with all PeopleSoft users.
6. To share your list with only certain roles, use the search function to find the role(s) you wish to share your list with.
7. To share your list with only select employees, under the Requesters section enter the user ID of the employee
you wish to share your list with.
8. Click OK.

Click the plus sign to

add additional
roles/employees with
whom you’d like to share
your Favorites.

3.2.5 Creating Item Templates

Templates can be created so you can easily order items that are repeatedly purchased together. To create a template,
You must first find the items in the catalog & add them to the requisition or to your Favorites. Refer to section 4 Adding
Items to Favorites. Once the items have been searched and added to the requisition:
1. Click on the 3. Review and Supmit tab.
2. Check the box to the left of the items to be added to the template.
3. Click the Add to Template(s) button.

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4. Enter the Template Name and Description under the Add a new template section.
5. Click OK.

3.2.6 Sharing Templates

You can share your Favorites list with others. To share your Favorites lists:
6. Navigate to eProcurement > My Profile.
7. Click on the Manage Personal Templates link.

8. Check the Allow Sharing box and click on the Sharing Details link.

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9. Check the Share with All Roles and Requesters box to share your Favorites list with all PeopleSoft users.
10. To share your list with only certain roles, use the search function to find the role(s) you wish to share your list with.
11. To share your list with only select employees, under the Requesters section enter the user ID of the employee
you wish to share your list with.
12. Click OK.

Click the plus sign to

add additional
roles/employees with
whom you’d like to share
your Favorites.

13. Click OK.

3.2.7 Deleting Templates

1. Navigate to eProcurement > My Profile.
2. Click on the Manage Personal Templates link.

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3. Locate the template to be deleted and click the minus icon to the right of that template.

4. Click OK.

5. Click Save.

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3.2.8 Request A New Catalog Item

If the desired item cannot be found after searching the catalog, you can send a request to add a new item. While on the
catalog search tab in the requisition:
6. Click on the Item Add/Update Request link.

TIP:
You can access this form
outside of the requisition
by navigating to DCP
Customizations > DCP
Enhancements > DCP
Item Add. Click on Add a
New Value.

7. Make sure the Request Type is Add New.

8. Complete all the required fields.
9. Use the search function to find the item category. Only select a goods category if the addition is for a good, and a
service category if the addition is for a service.
10. If the vendor already exists in PeopleSoft enter the vendor information under the Optional Fields section. If the
vendor is not in PeopleSoft the New Vendor Setup process must take place first.
11. Once all entries are complete click Submit.

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12. The request will be sent to the Catalog Maintenance team for review and setup. You will receive an email
notification once the request is approved or denied.
13. Click the link in the email notification to view additional information regarding the request.

DCP Item ID

If the request is denied, comments regarding the denial will be available in the More Information field.

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3.2.9 Request an Update to an Existing Item

1. Click on the Item Add/Update Request link in the catalog, or navigate to DCP Customizations > DCP
Enhancements > DCP Item Add and click the Add New button.
2. Enter the DCP Item ID in the Item field.
3. Change the Request Type to “Update Existing”.
4. Enter the requested update(s) in the appropriate field.
5. In the More Information field, enter any additional information regarding the requested updates.
6. Once all entries are complete click Submit.

14. The request will be sent to the Catalog Maintenance team for review and updating. You will receive an email
notification once the request is approved or denied.

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3.2.10 View/ Manage New Item and Item update Requests

7. Navigate to DCP Customizations > DCP Enhancements > DCP Item Add.
8. Click on the Find an Existing Value tab.
9. Click Search. Your submitted forms will be listed below.
10. Click on the Seq # next to the form you wish to view.

TIP:
Click on the Add a
New Value tab to
access the form to
request a new catalog
item(s).

11. The information on the submitted form will be displayed. The approval status will be displayed at the bottom of the
form. A form cannot be edited once it has been submitted.

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3.3 Review & Submit Requisitions

3. On the 3. Review and Submit tab adjustments can be made to the requisition prior to submittal:
a. Adjust the Quantity if needed.
b. In the Comments field enter details about the requisition for the Approver. Click the Approval
Justification box.
c. To add comments for the vendor or to add attachments click on the More Comments link.

d. Click the plus sign to add a new comment field.

e. Enter comments as needed. Click the box, as appropriate.
f. Click OK.

Click the Add Attachments button to attach

a quote or email.

Note: Add one attachment per audience.

Selecting multiple audiences may result in
the attachments not remaining on the PO,
if the PO is updated.

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g. Click Save & submit to submit the requisition.

4. A confirmation page will appear. There will be a ten digit number in the Requisition ID in order for a PO to be
created. If a Requisition ID number is not present (if it says NEXT), there is information missing. Click the back
button on the browser to go back and correct the requisition.

The requester will receive a system generated email that a requisition has been created on their behalf. The
requisition will automatically create a PO 15 minutes after the hour. Once the PO has been created the
requester will receive an email confirmation with the PO number. The PO will route for Buyer approval if any
items are not on catalog, then DOA Approval.

PO ID is in email
notification

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3.3.1 Amount Only Requisitions

Anyone who can create a requisition can now create an Amount Only requisition, e.g., progress payments, as follows:
1. Prior to submitting a requisition, click the Line Detail icon for the item on the Review and Submit page.

2. Select the Amount Only check box.

3. Click OK.

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4. On the message box, click Yes.

5. The quantity is changed to 1 and the Quantity field is grayed out in the line. Ensure that the price equals the total
amount before you save and submit.

Note: If you forget to select the Amount Only check box in the requisition, contact the
Buyer or m.SupplyChainSupport and ask them to set the PO up as Amount Only.

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3.3.2 Multi FSD, Due Date or RC Requisitions

3.3.2.1 MULTI FSD OR DUE DATE
1. On the Review and Submit page, click the triangle to the left of the line to be split.
2. The default view will show Shipping Line 1. Click the plus sign to add an additional shipping line.

3. There will be a Shipping Line 1 and Shipping Line 2.

4. Update the quantities for each shipping schedule.
5. Update the FSD for each schedule, if different quantities should go to different locations.

Note: The FSD should still be

the location where the good or
service will be used. The
Modify Onetime Address can
be used for each schedule if
goods should be shipped to a
location that differs from the
FSD.

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3.3.2.2 MULTI RC
1. Click the plus sign to open additional schedules.
2. Click the Chartfields tab to view and update the accounting entries. Update the accounting entries as needed.

The split schedule information will transfer to the PO, and also to the voucher.

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4 MANAGING REQUISITIONS
Users have the ability to manage requisitions in PeopleSoft by accessing the Manage Requisitions function under
eProcurement. All requisitions are located in one easy to access electronic list. In managing requisitions Users can:
• View requisition entries.
• View open and completed purchase orders information.
• View POA (Purchase Order Acknowledgement) information.
• View ASN (Advance Ship Notification) information.
• View Change Request information.
• View receipt and invoice information.

4.1 Viewing PO Information

1. Navigate to eProcurement > Manage Requisitions.
2. Change or remove the Business Unit and use one of the search features to locate the requisition to be
managed.
3. Click Search.
4. The results will be listed below. The status of the requisition can be viewed on this screen
5. Statuses:
a. Open – Requisition has been started & saved; not yet submitted.
b. Approved – Requisition has been submitted & awaiting the PO creation process run. This process runs
at the top of every hour, 24 hours a day, 7 days a week.
c. PO(s) Created – PO(s) has been created & routed for approval.
d. PO(s) Dispatched – PO(s) has been approved and dispatched to the vendor. PO’s are dispatched 15
minutes after the hour, 24 hours a day, 7 days a week.
6. Use drop-down arrow next to the requisition ID to view additional information about the PO.
7. Click the Requisition icon to view details entered in the requisition.
8. Click the Purchase Orders icon to view the PO information.

Note: Once a requisition is submitted changes cannot be made to the requisition through Manage
Requisitions. All changes will have to be made by the Buyer via the Add/Update Purchase Orders page.
Approvals can no longer be viewed from the Manage Requisitions page. Approvals can be viewed from the
Review PO information page.

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4.2 Viewing POAs

POAs (Purchase Order Acknowledgements) are a systematic way for suppliers to confirm receipt of a PO, request
changes to a PO and provide prior warning of shipping delays. To view POA information:
1. Navigate to eProcurement > Manage Requisitions.
2. Change or remove the Business Unit and use one of the search features to locate the requisition to be managed.
3. Click Search.
4. Use drop-down arrow next to the requisition ID to view additional information about the PO.
5. Click the POAs icon to view the PO information.

The Manage PO Acknowledgements page will be displayed.

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4.3 Viewing ASNs

ASN are Advanced Shipping Notifications. These notifications provide the Requester with information regarding the
shipping of materials. When a vendor submits an ASN, a receipt is immediately created in PeopleSoft. This auto-created
receipt will match the ASN. Receipts can be updated until they are matched to a voucher. To view ASN information:
1. Navigate to eProcurement > Manage Requisitions.
2. Change or remove the Business Unit and use one of the search features to locate the requisition to be managed.
3. Click Search.
4. The results will be listed below. The status of the requisition can be viewed on this screen
5. Use drop-down arrow next to the requisition ID to view additional information about the PO.
6. Click the ASN icon to view the PO information.

The ASN History page will be displayed and the shipping information can be viewed.

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5 EDITING A REQUISITION
Any PO changes will have to be made directly to the PO from the Add/Update Purchase Orders page. Only Buyers and
Intake Buyers can make changes or updates to a PO. Send requests to update PO’s to m.SupplyChainSupport.

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6 PURCHASE ORDERS
6.1 Approving / Denying POs
1. The Buyer or the first person in the approval routing sequence will receive an email notification that they have a
requisition requiring their approval. Click the link in the email to quickly access the requisition.
a. The Buyer or the first person in the approval routing sequence will receive an email notification that has
been created and requires their approval. Click the link in the email to quickly access the PO Approval
page:

PO ID is in email
notification

a. A worklist entry will also be created to notify those in the approval routing sequence that they have a PO
requiring their approval. Click the link to quickly access the requisition.

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9. To approve the PO, click the Approve button.

10. To have the PO updated or canceled click the Deny button. Comments are required if denying the PO.
11. In the comments field detail the updates to be made to the PO, or indicate that the PO should be canceled and
the reason why.

Note: If the PO should be updated or

canceled, click Deny and enter the
information to be updated or the reason
for the cancelation in the Comments field.

12. Upon Approval or Denial the PO status will be reflected under the Review/Edit Approvers section.
Approved PO

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Denied PO

13. PeopleSoft will also generate an email notification to the Requester that the PO has been approved.

PO ID is in email
notification

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6.2 PO Approval Routing

The following types of requisitions will route to the appropriate Buyer for approval unless created by the Buyer:
• Category is Service or IT.
• Catalog Requisition total is > $50K.
• All Special Request items.
• No vendor is specified.
• Item pricing is not specified for any requisition line.

Detailed PO Approval Process Flow

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6.3 Out Of Office Approval Management

To ensure requisitions are reviewed and approved in a timely manner, Buyers and Approvers should re-route approvals in
the event they will be out of the office. Requisitions will automatically route to the specified buyer or approver during the
period of absence.
To Re-route Approvals:
12. Send an email to m.SupplyChainSupport.
13. Specify the re-routing start and stop dates.
14. Specify the buyer or approver providing supporting during the absence.

PeopleSoft Users can also self-manage Out of office approvals using the following steps:
1. ePro > My Profile
2. Under the Alternate User section in the Alternate User ID field enter the user ID of the employee to whom
notifications should be forwarded.
3. In the Effective Date From field, enter the date on which notifications should begin to be forwarded.
4. In the Effective Date To field, enter the date on which notifications should stop being forwarded.

6.4 Viewing PO Approvals

1. Navigate to Purchasing > Purchase Orders > Review PO Information > Purchase Orders.
2. Change the Business Unit to FSP01.
3. Enter the PO ID, or other search criteria to view the PO. Click Search.

4. Click on the View Approvals link.

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5. The Approver information will be displayed. Click the triangle next to expand the approvals and view the approval
workflow.

6.5 Add A Reviewer or Approver

An Add-hoc Reviewer or Approver can be added when an additional person(s) needs to view the voucher. In order to add
a Reviewer or Approver, the PO must be in Pending Approval status.
1. Navigate to the PO > View Approvals page.
2. Click the plus sign at the point where the the Approver or Reviewer should be entered.

3. Enter the employee’s USER ID or click the magnifying glass to search for the employee.
4. Indicate if the employee should be inserted as an Approver or Reviewer.
5. Click Insert.

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Note: An Ad-hoc Approver does not have DOA on

the voucher, they are acting as a reviewer however
the approval process will not progress until they
approve the voucher.

An Add-hoc Reviewer will receive a notification

however no action is needed for the voucher to
process.

6. Click Apply Approval Changes.

Note: An ad hoc Approver or Reviewer

cannot be inserted before a role if the
PO has already routed to that role.

6.6 Printing Purchase Orders

1. Navigate to Purchasing > Purchase Orders > Review PO Information> Add/Update PO’s.
2. In the Business Unit field enter “FSP01”. In the PO ID enter the PO number or other search criteria. Click
Search.

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3. Click the View Printable Version link.

4. Click Yes.

5. A new Page will load displaying Printable version of PO.

6.7 Change Orders

Any PO changes will have to be made directly to the PO from the Add/Update Purchase Orders page. Only Buyers and
can make changes or updates to a PO. Send requests to update PO’s to m.SupplyChainSupport or the Buyer. Change
requests that are initiated by vendors through the Self-Service Portal go to the Buyer first via a POA. Buyers can accept
or reject the vendor’s requested changes through the POA functionality. If the changes are accepted, the changes will be
made to the PO and a change order will created. All change orders are subject to the approval routing rules listed below:
The PO will reroute for DOA approval when the following fields are changed:
• Status - Cancel

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• Quantity increased
• Price increased

Only Buyers can create change orders. To view the change order approval status refer to section 4.15, Viewing
Approvals.

6.8 PO Activity Summary

The PO Activity Summary provides a means to view receiving, matching and invoicing activity against a PO.
1. Navigate to Purchasing > Purchase Orders > Review PO Information > Activity Summary.
2. Enter “FSP01” in the Business Unit field.
3. Enter the PO number in the PO field.

4. The the header section Activity Summary will provide a summary view of amounts received, matched and
invoiced against a PO.
5. Click on the Invoice tab to more detailed information on invoicing activity.
6. If invoices have been received against the PO, there will be an invoice icon to the right of each line item that has
been invoiced. Click on the icon to view the invoice details.

7. The voucher ID will be displayed. Click on the voucher hyperlink for additional information.

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8. The invoice number along with other voucher informational will be displayed toward the bottom of the screen.

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7 RECEIVING MATERIALS IN PEOPLESOFT

After physically receiving materials or services, the receipt needs to be made in PeopleSoft. Receiving the materials and
services in a timely manner will help ensure timely payment. This will also allow DCP to take advantage of early payment
discounts, thus saving the company a significant amount of money throughout the course of the year. Whomever has the
highest DOA will not be able to create a receipt.

Prior to receiving materials in PeopleSoft

1. Compare the packing slip to contents of the package. Verify items shipped match the packing slip.
2. Validate the PO # referenced on the packing slip.
3. If no packing slip is received verify the invoice against the PO.
4. If not PO is referenced, determine if PO was initiated for this order.
a. If a PO was not initiated, a receipt is not required in PeopleSoft.
b. If a PO was initiated, work with the Vendor to get the PO number.
5. Provide your designated Receiver with the packing slip and documentation (if applicable).
Prior to receiving services in PeopleSoft:
Verify the timesheet has been approved. If it is not approved, contact the manger identified on the timesheet.
Prior to receiving lump sum in PeopleSoft:
Verify that milestone/deliverable was completed and approved. If it is not approved contact the project manager identified
on the document.
Supplier Self-Service ASN Auto Receipts
ASNs that are submitted by vendors through the Self-Service Portal will trigger the immediate creation of a receipt in
PeopleSoft. The receipt Create Date will default to to the arrival date that was entered on the ASN. The receipt can be
modified until it is matched to a voucher. The Receipt information can be viewed under Manage Requisitions:

1. Click on the Receiving icon.

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The Manage Receipts page will be displayed. The receipt information will be displayed as read only. Updates can be
made to a receipt until it is matched to a voucher and PO. If updates need to be made to a receipt, follow the instructions
in section 6.1 of this guide.

7.1 Creating Receipts for Goods Items

1. Navigate to Purchasing > Receipts > Add/Update Receipt.
2. Click Add.

3. In the ID field enter the PO number.

4. Click Search.

5. Select the check box next to the items to be received.

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6. Click OK.

7. The receipt will automatically default to the quantities ordered. Ensure the quantity is correct. To receive a partial
shipment, enter the actual quantity physically received.
8. Click the Save button.

Tip:
To view additional
details click the
icon next to the tabs
under the Receipt
Lines section.

A confirmation of receipt should appear that includes the Receipt ID.

Note: If a PO is flagged “Amount Only”, you can receive partial amounts to progress payments.

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Receiving Document Retention

Receiving documents (proof of delivery, signed delivery tickets, etc.) must be retained and made available for audit
purposes. Receiving documents can be submitted to Xerox and attached to the document or retained at the field offices. If
the receiving documents are not sent to Xerox, the person who creates the receipt in the system is responsible for
providing the necessary documentation when requested.

7.2 Updating A Receipt

1. Navigate to Purchasing > Receipts > Add/Update Receipt.
2. Click on the Find an Existing Value tab.
3. Search for the receipt.

4. Update the receipt quantity, pricing or line information as needed.

5. Click Save.

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7.3 Attaching Documents to Receipts

6. Navigate to Purchasing > Receipts > Add/Update Receipt.
7. Search for the receipt.
8. Click on the Links and Status tab.
9. Click on the Comments icon.

10. The Receipt Line Comments page opens. Click Attach.

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11. Click Browse.

12. When the File Upload dialog box opens, browse to the file and select it.
13. Click Open.
14. Click Upload.

15. Select theShow at Voucher check box.

16. Click OK.

17. Click Save.

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7.4 Canceling Receipts

A receipt can be canceled until it is matched to a voucher. In order to cancel a receipt that has already matched to a
voucher the voucher lines will have to be deleted first, then the receipt can be canceled. To cancel a receipt:
1. Navigate to Purchasing > Receipts > Add/Update Receipts.
2. Click on the Find an Existing Value tab.
3. The Business Unit should default to FSP01. If not enter “FSP01”.
4. Enter the receipt number if known. Click Search.

5. On the receiving page click the red X at the header level to cancel the entire receipt.
6. Click the red X to the left of the line item(s) to cancel specific lines.
7. Click Save.
Click here to cancel the entire receipt.

Click here to
cancel a
receipt line
item.

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7.5 Non-Received Material Handling

In the event that an auto-receipt is created from an ASN, yet the material has not been received, contact the Buyer on the
PO to work with the vendor to get the material delivered. If the material is no longer needed or wanted, send an email
request to m.SupplyChainSupport with the following information:
• The PO number
• Voucher number or the vendors’s invoice number
• Clearly state that a Return for Credit is being requested because the materials have not been received.

The Buyer will initiate the RTV process and and adjustment voucher will be generated by the system to credit the charges
back to the RC or project, and reopen the quantity on the PO.

7.6 PCards
Overview
DCP Midstream implemented Purchasing Cards (PCards) to establish a more efficient and cost-effective method for
purchasing and paying for low cost, low volume goods. The PCard is a tool that reduces transaction costs, facilitates
timely acquisition of goods, automates data flow for accounting purposes, and offers flexible control to help ensure proper
usage. Services should not be put on a PCard. Contact m.SupplyChainSupport with any questions.
PCard usage is restricted to maximum spend limits of $15,000 per month and $2,500 per transaction. If a higher monthly
limit and/or a higher transaction limit are desired, email the request to m.DCPCCAdmin.
It is required at the time of purchase that you receive a receipt showing taxes paid for the purchases, if applicable. If the
purchase is via phone or mail, ask the supplier to include the receipt with the goods when the product is shipped. This
receipt is the only original documentation specifying whether or not sales tax has been paid against the purchase and
must be retained for auditing purposes.
PCard Summary
• Small dollar, low volume transactions
• Less than $2,500 per transaction
• $15,000 maximum per month
• Services should not be put on a PCard
• Vendor must be able to charge sales tax, if applicable
• Not to be used for MRC purchases
Purchase Order (PO)
Sending a PO to a supplier constitutes a legal offer to buy goods or services. A PO should be used when a PCard is not
accepted by a vendor, the purchase is over the pre-set spending limit, or the purchase is restricted by the PCard
guidelines. A PO identifies the items needed, quantities desired, shipping terms, payment terms, delivery dates and all
other obligations and conditions.

PO Summary
• Legal obligation to buy goods or services at an agreed upon price
• Blanket PO can be used for frequent purchases of low dollar transactions
• Use when a vendor cannot charge applicable sales tax on a PCard transaction
• Use for all MRC purchases, unless the purchase is an emergency.

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8 VOUCHERS
Overview
There are two types of vouchers that can be found in PeopleSoft: PO Vouchers and non-PO vouchers. PO Vouchers are
the preferred method of payment because they help ensure that we are not overpaying, paying for goods or services not
received or paying duplicate vouchers. Vouchers are submitted via one of three methods:
• Xerox
• Vendor can email directly at [email protected]
• Fax to 915-775-8117

• Supplier Self-Service Portal

• Internet based portal that allows suppliers to submit invoices if they have registered for eSettlement
functionality.
• MRC
• Direct connect with MRC’s system. Invoices are created in MRC’s system, then transmitted directly to
PeopleSoft
Vendors must include at least one of the following criteria below for any invoice being submitted. If an invoice does not
contain at least one of the criteria below a voucher cannot be created in PeopleSoft:
• RC – Responsibility Code. This tells PeopleSoft who to route the voucher to for review and approval.
• AFE – Approval For Expenditure. These are used for projects. This tells PeopleSoft who to route the
voucher to for review and approval; supersedes RC.
• PO # – Purchase Order. The PeopleSoft voucher will have whatever accounting information was on the
PO. This information is important because it tell PeopleSoft which budget to post the charges to; or who
to route the voucher to if there is an issue (match exception).
. To search a voucher in PeopleSoft navigate to:
1. Accounts Payable > Vouchers> Add/Update > Regular Entry.
2. Click on the Find an Existing Value tab.
3. Enter the business unit
4. Enter the Voucher ID or the Invoice Number and click Search

DCP uses multiple

Business Units (BU). Be
sure you have the
correct BU for your
search, or search all
BU’s at the same time.

Use any of the

search fields to enter
criteria to find a
voucher(s).

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The voucher Summary tab will show:

Voucher ID – PeopleSoft Invoice Date – Vendors

Voucher # invoice date

Invoice No –
Vendors invoice #
Entry Status
Recycle
Postable
Match Status
Ready
Matched Created – Date
No Match voucher was created
Exceptions in PeopleSoft
Override
Approval
Pending
Approved Modified – Date of
Denied the last change made
Post Status to the voucher
Unposted
Posted -
must be this Modified By – User ID
to see in GL of the last person to
make a change to the
voucher

Status Definitions
Entry Status
• Recycle – missing information, usually in accounting string
• Postable – voucher is coded with a complete and valid accounting distribution
Match Status
• Matched – PO Voucher - voucher has been successfully matched to a PO & a receipt
• No Match – voucher has not been matched to a PO &/or a receipt
• Exceptions – PO Voucher - voucher is in match exception because there is an issue with price, quantity, or
receipt
• Override – the matching process has been overriden by the designated Sr. Supply Chain Manager
Approval
• Pending – voucher has routed for approval & is awaiting DOA approval
• Approved – DOA approval has been performed
• Denied – Approver has denied the voucher
Post Status
• Unposted – voucher has not yet posted to the GL
• Posted – voucher accrural has been made. The voucher must be in this status to see in GL

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On the Invoice Information tab you can view the:

• View Invoice Image – for issues with this contact APCS
• Attachments - view and add attachments
• Comments – view and add comments for internal use

Voucher Routing
PO Vouchers
• Will only re-route for approval if information in the distribution lines are changed.
• If the RC or AFE is changed, the voucher will reroute according to the preset structure of RC or AFE DOA.
Non PO Voucher
• Will route according to preset structure of RC or AFE DOA
• If a project number (AFE) is entered, the voucher will route to whomever is the Reviewer &/or Approver for the
project; supersedes RC.

AP System Processes
Hourly
• Voucher Build - this process creates vouchers in PeopleSoft
• Worklist Creation – this process creates the notifications when something requires review (excludes matching
notifications) (runs 2-3 times/hour).
Daily
• AP – These processes will lock the voucher while they are running and vouchers cannot be worked during this
time:
• AP Pay Cycle – generates payments - Sunday through Friday
• Matching – matches vouchers to PO’s & receipts - 5:16 pm MST
• Exception - creates email notifications and worklist entries for vouchers on which an issue was detected
during the matching process - 1 am MST

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• DCP AP Worklist – worklist clean up; removes worklist notifications for vouchers that had an exception corrected,
or have received the required reviews or approvals - 2 am MST

8.1 Recycle Status Vouchers

An Entry Status that says “Recycle” indicates that there is an error on the voucher. The error(s) will need to be corrected
in order for the voucher to process further.
1. Click on the Invoice Information tab to view the error summary.

Note: you can also click

on the Error Summary
tab to view the error(s).

2. Click on the triangle for a summary of the error.

3. Complete the accounting entries and save the voucher.

Note: The yellow triangle can

appear anywhere on the voucher
Invoice information tab. Usually this
status is the result of missing
accounting entries.

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8.2 PO Vouchers
In order to properly close out a purchase order, a voucher must be tied to the purchase order receipt. To determine if the
voucher came from a purchase order, you can either access the invoice image or the voucher line comments to see
whether the supplier references a purchase order number. Once it’s been confirmed that a purchase order was used for
the purchase, a receipt ID will be needed. The receipt ID should be created at the time of receipt.

8.2.1 Auto-Matching
PeopleSoft will auto match vouchers to POs during the daily matching process which runs daily at approximately 5:15
MST. Vouchers that are successfully matched to a PO do not require manipulation of charge amounts. These vouchers
will automatically schedule for payment once matched to a receipt (if for goods) or once the Requester approves the
service charges (services).

8.2.2 2-Way Matching for Services on POs

Receipts will no longer be required for paying service vouchers that are tied to a PO. Instead, the voucher will route to the
PO requester for verification that the services were performed. A system notification for approval on the voucher will be
sent to the PO requester, which will provide better visibility of the charges, the ability to pay vouchers on time and capture
early payment discounts. These immediate benefits will result in a more efficient vendor payment process.

1. The Requester on the requisition should be the person requesting the service:
a. When creating requisition for someone else: Enter the person who needs the service as the
requester or has the ability to sign off that the service has been formed.
b. If you are a supervisor placing an order for your team: Enter the team member who will
oversee the service as the requester on the requisition in order to allow for proper routing and
approval of the voucher
c. If a PO voucher has goods and service lines: The voucher will still require a receipt to be
created for goods and once matched, the voucher will be routed for approval for the service
lines

2. Receipts are no longer required to be processed for services

a. When selecting the Item Category in the requisition: Make sure it matches to what is being
purchased as this drives the functionality of identifying the line as a service item
b. Voucher Approval Routing for PO Services
c. The voucher will route to the PO requester for approval: After the voucher lines have
successfully matched to the PO lines.
d. The voucher will schedule for payment: After the requester approves it

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8.3 Journal Vouchers

1. Click the Add a New Value tab.
2. In the Voucher Style field use the drop down arrow to choose Journal Voucher. Enter the Vendor ID, Vendor
Location, Address Sequence, Invoice Number (original invoice # followed by JV) and Invoice Date
information. Click Add.

Note: Additional steps are required to correct

taxes. Please refer to the Tax Audit document
at Journal Vouchers and Audit Trail.

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3. In the Related Voucher field enter the original voucher number.

4. In the Description field enter a brief reason why the journal voucher is being created.
5. Under the Distribution Lines section click the button to add additional lines.
6. On line 1 enter the correct (new) accounting string information and the positive amount (if original voucher was a
credit, this line will be a negative).
7. On line 2 enter the wrong (original) accounting string information and the negative amount (if the original voucher
was a credit, this line will be a positive).
8. Click Save.

Note: If freight, taxes or miscellaneous charges

were on the original voucher, be sure to enter a
lines to credit those amounts.

Enter the correct (new)

accounting information
and the positive amount (if
original voucher was a
credit, this line will be a
negative).

Enter the wrong (original)

accounting string
information and the negative
amount (if the original
voucher was a credit, this
line will be a positive).

8.4 TOLERANCES
• 10% tolerance on unit price.
• If invoice unit price difference is over $25, an additional match exception will occur.
• 15% extended (total line) pricing and quantity as long as it doesn't go over $2K.

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• Pipe 25% on quantity and extended not to exceed $2K.

8.5 MATCH EXCEPTIONS

Match exceptions can occur for the following reasons:

Cause Who is Notified How is it Fixed

AP Reviewer or designated receiver creates a

Missing Receipt AP Reviewer
receipt in PeopleSoft

Buyer reviews the PO to determine if it should

Invalid PO – PO is closed Buyer
be reopened or if a new PO should be used

• The Buyer can work with the supplier to

educate supplier on invoicing requirements
Invalid UOM - Units of
Buyer • The PO can be adjusted
measure are different
• The voucher can be rejected back to
supplier to correct & resubmit
The Buyer can create a change order or reject
Voucher exceeds quantity Buyer overage by asking the supplier to correct and
resubmit the invoice

The Buyer can create a change order or reject

Voucher exceeds price Buyer overage by asking the supplier to correct and
resubmit the invoice

1. Click on the Exceptions link to view a summary of the issue(s) with the voucher.

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Voucher Pricing is greater

Price is than system
Greater tolerance.
than PO
Price.

No TIP: A Match
Receipt. Exception by Asset
report is run on a
weekly basis and
posted to the portal
under Do My Job >
Procurement > P2P
Reporting. This
report is posted at the
beginning of each
Most match exceptions are due to missing receipts. To fix a missing receipt match exception, simply
week. create a
receipt in PeopleSoft. Refer to section 2.12 of this guide for instructions on creating receipts.

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8.6 ASSOCIATING A VOUCHER AND PURCHASE ORDER

Note: This should only be done if directed to do so by AP Customer Service. Otherwise, vouchers should auto-match to
the PO to avoid any errors or the need for further manuall manipulation.

1. Access the voucher by clicking the link in the email notification or through the Worklist link in PeopleSoft (or
navigate to Accounts Payable > Vouchers > Add/Update > Regular Entry and open the voucher).
2. Click on the Invoice Information tab.
3. Select the Select First line for deletion check box located under the Copy From Source Document section.
4. Click the Select All button.
5. Click the Delete Selected Lines button.

6. On the first confirmation message box (“Are you sure you want to delete selected lines”), click Yes.
7. On the second confirmation message box (“Deletion of selected line would be in effect only once voucher is
saved”), click OK.
8. In the Copy From Option field, use the drop-down arrow to select PO Receipt.
9. Click Go.

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10. Enter the PO Unit and Receipt Number From fields (if known).
11. Click Search.
12. Check the box next to the line(s) to be copied into the voucher.
13. Click the Copy Selected Lines button.

Note: If the Receipt Number is not known, search for the number using PO Number or Receipt Date.

14. On the “No Sales Tax” message, click Yes.

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8.7 Associate a Voucher

1. Access the voucher by clicking the link in the email notification or through the Worklist link in PeopleSoft (or
navigate to Accounts Payable > Vouchers > Add/Update > Regular Entry and open the voucher).
2. Click on the Invoice Information tab.
3. Select the Select First line for deletion check box located under the Copy From Source Document section.
4. Click the Select All button.
5. Click the Delete Selected Lines button.

6. On the first confirmation message box (“Are you sure you want to delete selected lines”), click Yes.
7. On the second confirmation message box (“Deletion of selected line would be in effect only once voucher is
saved”), click OK.
8. In the Copy From Option field, use the drop-down arrow to select PO Receipt.
9. Click Go.

10. Enter the PO Unit and Receipt Number From fields (if known).
11. Click Search.

Note: If the Receipt Number is not known, search for the number using PO Number or Receipt Date.

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12. Select the line in the Select Receiver Lines section.

13. Click the Copy Selected Lines button.

14. Click Calculate. The Difference should equal 0.

15. Scroll down and click Save.
16. On the “No Sales Tax” message, click Yes.

8.7.1 Short Pay A Voucher

1. Delete the voucher lines.
2. Manually associate the receipt.
3. Click Calculate button. The Difference field will show an amount instead of 0.00.
4. Change the Total to the correct amount.

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5. On the Payment tab change the Gross Amount to the correct amount.
6. Click Save.

1. Go back to the Invoice Information tab and change the Review Status to Complete Review. Click Save.

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8.8 Coding Non-PO Vouchers

Search the voucher or click the link in your worklist or email.
1. Click on the Invoice Information tab.
2. Enter the Ship To.
3. Enter the Description.
4. Enter the Merchandise Amount. Code the first line & additional lines if needed.
5. Click Submit for Approval.

If all lines will have the

same coding you can
select all the lines and
use the Copy Coding
function.

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6. After the voucher has been saved, click the Submit for Approval button. If a voucher is not submitted for
approval, but is in a postable status, PeopleSoft will auto submit it during the nightly batch process.

8.9 Add an Additional Voucher Reviewer or Approver

Refer to section 5.5 of this document for details on adding Reviewers or Approvers.

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8.10 Approving or Denying Vouchers

14. Access the voucher through the worklist or email link.
15. Click the Attachments link to view any attachments. There will be a number in the parenthesis if any
attachments exist.
16. Click the View Invoice Image link to view the vendors invoice.

Match Status of
“Matched” indicates Be sure to view the
the voucher is tied to amounts in the Freight
a PO. If a PO or Misc Amt charges
voucher routes for field. If there is a large
approval the Freight amount in the Misc Amt
or Misc Amt charges field you may want to
are greater than 10% ask the AP Reviewer
of the voucher total. why.

17. Click the Charge Information tab to view the line coding. If the coding should be changed deny the voucher
and enter comments that explain the coding needs to be changed.

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18. To approve the voucher click the Approve button. The voucher will schedule for payment after being
approved.
19. To deny the voucher enter comments and click the Deny button. The voucher will route back to the AP
Reviewer or the last person to submit the voucher for approver. The voucher can be corrected and resubmitted
by the Reviewer for approval or it can be deleted.

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8.10.1 Delete / Deny Voucher Guidelines

Vouchers can be rejected by the Approver for the following reasons:
1. Inaccurate coding
2. The product or service was not received
3. Updates should be made to the voucher. Comments should be entered as to what updates are required.

You can email a request to AP Customer Service to delete a voucher for the following reasons. Be sure to include
comments, including one of the following reasons regarding why the voucher should be deleted
• Wrong PO
• PO is closed
• Invoice does not match PO
• Product/Service not received
• Invoice is a duplicate
• Invoice is not for DCP
• Wrong AFE/RC on invoice
• Paid by Credit Card
• Multiple POs on invoice
• Wrong invoice amount
• No backup documents
• PO sent to wrong vendor
• Invoice > 2 years old

8.11 AP Customer Service Request Guidelines

To help ensure that AP Customer Service is able to provide the best and fastest service possible please adhere to the
following guidelines when sending a request:
• Submit your request only once – to the AP Customer Service mailbox. Do not send requests to personal email
boxes unless requested to do so. (Your request will not be handled if sent to a personal email box.) Submit your
request only once.
• For voucher deletion requests, please include Voucher Number, AP Business Unit and detailed reason for
deleting voucher.
• Copy all parties involved in PO related deletion requests (i.e. buyer, project manager), so everyone knows what is
going on.
• Make sure voucher numbers in emails are correct, so we do not delete the incorrect voucher, creating more work
for all involved.
• Do not create a new email from an old one. This causes confusion and unnecessary work for all involved (i.e.
researching issues that have already been addressed elsewhere).
• Don’t carbon copy the APCS box if we aren’t immediately involved. The fewer emails we have to weed through,
the quicker we can get to your request.

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9 PAYMENT REQUEST FORM

The electronic check request form can be found on the Portal at Do My Job > Payment Request Form (Xerox).

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All fields with a red asterisks are required:

All fields with a red asterisks are required:

1. Payment Type - Use the drop down arrow to choose the payment type.
2. Due Date - The calendar icon must be used to select the due date.
3. Special Handling Instructions - Enter whatever special instructions you may have. If the Requester wants check
returned to them those instructions can be entered here & must also be marked in the voucher.
4. Vendor Name - Must be entered exactly as is set up in PeopleSoft. Use the Select Vendor link to find the
vendor.
a. If the check should be sent to a new vendor that is not in PeopleSoft, the NEW VENDOR box must be
checked.
5. Select Vendor link – Click the link to search for the vendor name & remit location.
6. Click the Select link next to desired location.
a. Vendor Name 2 and Vendor ID will auto populate if selected using the Select Vendor link.
7. Invoice Date - The calendar must be used to populate the date.
8. Enter the Description, Quantity , Unit Price, UOM, RC TO and Project # - if applicable for each invoice line.
9. Click Submit.

1
Check this box if the payment is needed the same day.

Must use the calendar to

select the Due Date.

Vendor name must be

entered exactly how it
appears in PeopleSoft.
Use the Select Vendor link
to search for the vendor.

1
Urgent requests:
• Received by 12 pm MST - a voucher will be created the same business day.
• Received after 12 pm MST - a voucher will be created the following business day.

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10. Click OK to save.

11. The page will refresh with a DCN (Doc Control Number) at the top. This confirms that the form has been received
by Xerox.
12. Attachments - Backup documentation must be attached. Attachments can be a .tif or .pdf file and must be less
than 10 Megs. Click the blue Click Here hyperlinks to add attachments according to the file type.

Click here to attach

documents according to
the document type.

13. Use the Browse function to add attachments. The form will allow you to browse and upload multiple attachments
at the same time. Click Upload once all attachments have been located. The screen will refresh with a success
or failure message in red.

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14. Click the Back button to begin a new request. Or click Close to close the form.
15. Once submitted, the form is sent to Xerox for processing. After Xerox has processed the request, it will become a
voucher in PeopleSoft.
16. The voucher for the check request will follow the normal non-PO voucher process; it will route for review & DOA
approval.

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10 WORKLISTS
Overview
Worklists are an integral part of the P2P workflow. Worklists must be managed regularly to ensure the timely approval of
vouchers and invoices, payment of invoices, and remediation of voucher issues. If a Responsibility Code (RC) is shared
with other Reviewers the Worklist entry does not need to be reassigned. The other Reviewers under the RC will be able to
access it without assignment.

10.1 Accessing Worklists

1. Navigate to Worklist > Worklist or click on the Worklist link in the upper right of the window.
2. Use the drop-down arrow in the Work List Filters field to filter the worklist by type of Work Item.
3. Click the Reassign button to assign the worklist item to another user.
4. Click the link for an item in the worklist to open the voucher.

5. Once the voucher has been coded, status updated to “Submitted for Approval”, and saved, it will no longer be in
your Worklist. Refer to the AP User Guide for additional information on vouchers.

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10.2 Out Of Office Approval Management

To ensure requisitions are reviewed and approved in a timely manner, Buyers and Approvers should re-route approvals in
the event they will be out of the office. Requisitions will automatically route to the specified buyer or approver during the
period of absence.
To Re-route Approvals:
6. Send an email to m.SupplyChainSupport.
7. Specify the re-routing start and stop dates.
8. Specify the buyer or approver providing supporting during the absence.

PeopleSoft Users can also self-manage Out of office approvals using the following steps:
5. ePro > My Profile
6. Under the Alternate User section in the Alternate User ID field enter the user ID of the employee to whom
notifications should be forwarded.
7. In the Effective Date From field, enter the date on which notifications should begin to be forwarded.
8. In the Effective Date To field, enter the date on which notifications should stop being forwarded.

10.3 Monitoring Worklists

Worklists in PeopleSoft are an important tool to ensure vouchers & requisitions are worked in a timely manner. Worklists
can be monitored using reports available in PeopleSoft. There are two types of reports that can be run:
• Pending Transactions for User – View all transactions (requisitions and vouchers) by user
• Proj/RC Pending Transactions – View transactions by RC or Project

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10.3.1 View Pending Transactions by User

1. Navigate to DCP Customizations > DCP Reports.
2. Click on Pending Transactions for User report. You will need to set up a Run Control the first time you run this
report. Once the run control is set up, you will just click search to find the run control that was created.
3. To create a new run control:
a. Click on the Add a New Value tab.
b. In the Run Control ID field type “MONITOR_WL_USER”.
c. Click Add.

4. Once a run control exists:

a. Click on the Find an Existing Value Tab.
b. Enter the Run Control ID.
c. Click Search.
5. To run the report:
6. In the User ID field enter the LAN/User ID for the employee Worklist you would like to view.
a. Click Run.

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b. In the Server Name field, use the drop-down arrow to select “PSUNX”.
c. Select the report(s) you would like to view.
d. Click OK.

7. To monitor the job:

a. Click on Process Monitor link.

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b. Click the Refresh button until Run Status = SUCCESS and Distribution Status = POSTED for all selected
reports.
8. To view the report:

a. Click on the Details link next to the report you would like to view.
b. Click on the View Log/Trace link.

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c. Click on the link that ends with CSV.

d. You can view and save the results in Excel.

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10.3.2 View Pending Transactions by Project/RC

1. Navigate to DCP Customizations > DCP Reports.
2. Click on Project/RC Pending Transactions report. You will need to set up a Run Control the first time you run
this report. Once the run control is set up, you will just click search to find the run control that was created.
3. To create a new run control:
a. Click on the Add a New Value tab.
b. In the Run Control ID field enter “WL_RC_PROJ”.
c. Click Add.

4. Once a run control exists:

a. Click on the Find an Existing Value Tab.
b. Enter the Run Control ID.
c. Click Search.
5. You have the ability to view a report by either RC or Project.
a. To search by Project, enter the Business Unit of the Project.
b. To search by RC, enter the RC number in the RC To field.
c. Click Run.

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d. Update the Server Name to “PSUNX”.

e. Check the box next to the report you would like to view. You can view reports by Voucher, Requisition, or
both.
f. Click OK.

6. To monitor the job:

a. Click on the Process Monitor link.

b. Click on the Refresh button until Run Status = SUCCESS and Distribution Status = POSTED.
7. To view the report:

a. Click on the Details link.

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b. Click on the View Log/Trace link.

c. To view results click on the link that ends with CSV.

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d. In the Voucher Review Status column, column C:

• P = Pending Review
• T = Pending Approval
• C= Pending Tax

10.4 Worklist Escalation Process

Voucher Approval Escalations

Vouchers that are pending review do not escalate.

Purchase Order Approvals Escalations
Only email notifications are sent to the manager of the Approver every 9 days.

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11 RC ROUTING CHANGES
1. Verify the existing role mapping to ensure a change request is required. There are tabs to view Approvers &
Reviewers by RC. Verify that the existing Approver and Reviewer are correct. If the RC or Project number is not
found on the report, a change request will be required.
2. Navigate to Employee Self Service > Forms > RC Approver/Reviewer Change.
3. Complete all fields with an asterisk are required.
4. Click Save.

Indicate if the request is to update, add or

remove a user(s) from an RC(s).

Enter the RC Enter the USER ID of the

associated with the employee whose role
change. needs to be updated.

Indicate if the
Use the drop down employee is a
arrow to indicate if Reviewer or
the employee
should be added or
removed from the Use the More Information
RC. field to request more than
one change on a single
form.

5. The Preview Approval and Submit buttons will be available.

6. Click the Submit button to submit the form for approval. Once approved the form will route to AP Customer
Service to make the changes in PeopleSoft.

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12 REPORTS
12.1 PO Receipt and Invoice Report
1. Navigate to DCP Customizations > DCP Reports > PO, Receipt & Invoice Report.
2. The first time you run the report, you will have to set up a Run Control ID. If the run control has already been
established, proceed to step 3.
a. Click on the Add a New Value tab.
b. In the Run Control ID field enter “PO_RECEIPT_INVOICE_REPORT”.
c. Click the Add button.

d. Enter at least one search value such as an RC.

e. Click Save.

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3. To run the job:

a. Click on the Run button.

b. On the Process Scheduler page, use the drop-down arrow to change the Server Name to PSUNX.
c. Click OK. A Process Instance number will be assigned and displayed.

4. To monitor the job:

a. Click on the Process Monitor link.

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b. Click the Refresh button until Run Status = SUCCESS and Distribution Status = POSTED.
5. To view the job:

a. Click on the Details link.

b. Click on the View Log/Trace hyperlink.

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c. Click on the ink with the CSV.

d. Click Open on the File Download dialog box.

e. The report will open in a browser window. You can save the report as an Excel file to your hard drive or other
network drive and reopen in normal Excel. There are several important points to note when using this report:
i. The PO has to be in a Dispatched status.
ii. The report is by PO id, PO Line, and then PO Distribution line, if a line has multiple distributions.
iii. Column Z shows the “Amount to be accrued”. There may be an invoice for a line that has been coded and
matched (column AD) still showing that amount in column Z (Amount to be accrued). This means the
invoice is still pending approval and has not posted to the GL yet.

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6. To run another report with different criteria; while still on the View Log/Trace page:
a. select the Return button.

b. On the Process Detail screen click OK or Cancel.

c. Click on the Go back to PO, Receipt & Invoice Report link.
d. Enter the new search criteria.
7. To run a new report click the Run button and follow steps 3 through 6 above.

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