eProcurement Frequently Asked Questions
eProcurement is the procurement system for PeopleSoft employees to requisition goods and materials. eProcurement can be used by all PeopleSoft employees. The eProcurement system will allow you to submit a requisition, your manager to approve, hold or deny the requisition and international users to receive assets via desktop receiving.
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Am I allowed to commit company funds such as agreements, proposals, bids, letters of intent, etc.?
What is the difference between a purchase order and a requisition?
How do I cancel my requisition if a purchase order has already been created?
How long does it take for a purchase order number to be created?
What if there are dollars left on a purchase order that I don't need?
For information on hiring a contingent worker (Services Procurement) using eProcurement, see Eureka! document 18145 — Services Procurement Frequently Asked Questions or the list of Eureka documents.
All expenditures for goods and services over $5,000 USD (exclusive of tax and freight) will require a purchase requisition and purchase order. In addition, any purchase of an asset (defined as purchase of a good with a cost of $1,250 or more), contingent worker (temporaries, non Billable contractors, non Billable consultants, etc.) or if the expense needs to be tied to a project ID (regardless of the dollar amount) requires a purchase requisition. For expenditures made pursuant to a contract (i.e. lease payments, OEM agreements, etc.), a purchase requisition should be opened for the aggregate payments to be made under the contract and subsequent payments made under the contract need only to reference the previously approved purchase requisition.
The following exceptions do not require a purchase order:
External audit, finance filing fees, billable 3rd party consulting, property rent/lease, revenue driven royalties, settlements, tax payments, telecom/data usage, freight/courier/shipping, HR benefits, legal fees, utilities, insurance, auto leases, banking fees, travel agency, payroll companies, government.
When using procurement card or T&E card.
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Use your network user name and password to access all secured web applications on the PeopleSoft intranet, such as Planet PeopleSoft, Marketing Connection, and parts of Field Connection.
For more information, see Eureka! document 15270 — How to log in to Planet PeopleSoft.
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Approvals are routed according to the department charged on the requisition. If the category referenced is for hardware, software, networking equipment, or telecom requests, an additional Commodity Approval is required.
| Amount of Purchase Order Currency = USD | Approvals |
| $0 - $9,999 | Department Manager |
| $10,000 - $24,999 | VP |
| $25,000 - $49,999 | Group VP |
| $50,000 - $99,999 | Senior VP |
| $100,000 - $149,999 | Executive VP/CFO |
| $150,000 and up | CEO |
| All Hardware, Software, Networking and Telecom Purchases | CIO |
Each approver will receive an email with a link to approve or deny the purchase requisition. Once the purchase requisition is approved, the next approver will receive an email to approve or deny the request. The approver can also approve or deny the purchase requisition within the eProcurement To Do List found on the eProcurement Home Page.
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Who is authorized to sign an agreement?
VP and above. See Legal for more information.
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Am I allowed to commit company funds such as agreements, proposals, bids, letters of intent, etc.?
The purchase requisition is required to gain approvals in order to commit funds.
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How do I log in to eProcurement?
Requisitions are entered in PeopleSoft's eProcurement module. For more information, see Eureka! document 17201 — How to log into eProcurement.
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How do I check the status of my requisition?
To check the status of your requisition, you will need to access the Manage Requisition section from your eProcurement home page. Once you have found the requisition you would like to check, use the Approval Status icon to check status. For more information, see Eureka! document 17203 — How to manage requisitions using eProcurement.
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How do I edit or cancel my requisition?
The
Edit icon (
) allows you to edit this requisition up until it is fully approved. Until then you can change information, however, workflow will be reinitiated back to the first level approver. This starts the cycle over from the beginning. Once the requisition has been fully approved you will not be allowed to edit it.
The
Cancel icon (
) will cancel this requisition. When you cancel a requisition it will be completely removed from the approval cycle. You have the option to reopen it later. If you need to cancel a requisition which has already been sourced to a purchase order and sent to the vendor, contact your purchasing department.
For more information, see Eureka! document 17203 — How to manage requisitions using eProcurement.
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What is the difference between a purchase order and a requisition?
A requisition is a request for a service or tangible item with the associated funds. Once the request has been submitted for approval and it has been fully reviewed, the purchase order number is created by the buyer who sends a copy of the purchase order to the vendor. Requisition numbers for PSOFT are five-digit numbers beginning with a one or a two. A PSOFT purchase order is a five digit number beginning with a three or a four.
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How do I cancel my requisition if a purchase order has already been created?
Notify the buyer to cancel the purchase order and the requisition. If the requisition is still pending approval, you can cancel your requisition by clicking on the Cancel icon from your Requisition Manager home page. For more information, see Eureka! document 17203 — How to manage requisitions using eProcurement.
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How do I find a purchase order (PO) number?
You can find your purchase order number from the Manage Requisition link in your eProcurement homepage. Once you have selected the Manage Requisition link, enter your requisition number and click Go. If the status is PO Created or PO Dispatched, a purchase order has been created. To find the five digit purchase order number, click on Req. Name, then PO Information.
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How long does it take for a purchase order number to be created?
If the purchase requisition is created for a preferred supplier and all information is included in the original requisition, the purchase order is generally issued in 24 hours. The turn around time may vary if a non-preferred supplier is used, if a contract needs to be negotiated, if pricing needs to be negotiated, if a supplier needs to be identified, if a quote needs to be obtained or if the information is incomplete. This does not included the time it takes for your purchase requisition to route to the managers for their approval. Nor does it include the PrO consulting process.
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How does the vendor receive the purchase order number?
The purchase order will be forwarded to the vendor via fax or email directly from the buyer, unless the buyer has been advised otherwise.
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What is a blanket purchase order?
A blanket purchase order provides funding for purchases of services over a period of time. The cost of those services could vary from invoice to invoice. Setting up a blanket PO will decrease the amount of time you will spend on creating purchase requisitions for the same services with the same supplier. Tangible items are not normally put on blanket POs. Contact Purchasing for additional information.
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How long can a blanket purchase order be in place?
A blanket PO can be in place up to one year.
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How do I know when to create an extension?
It is important that you track the dollars that have been spent against your PO. This will ensure that your supplier is accurately invoicing PeopleSoft. In addition, this will avoid issue where your supplier will be waiting for payment until the extension occurs.
Accounts Payable can provide information on purchase orders and payments to suppliers. An email will be generated when the total purchase order funds have been exceeded, however, the supplier will not be paid until additional funds have been added to the purchase order.
You can be granted access to look up the available funds on a PO by logging a NorthStar ticket and requesting access.
If funds have run out on your purchase order and you need additional goods or services, you can create an extension. You need to complete your extension before goods are received or services performed. You can also enter a new purchase requisition for the additional amount. Please reference the original purchase order number and the original amount in your Justification/Summary and Description field.
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How do I create an extension for goods or services?
The requester needs to complete the extension before goods are received or services performed. You can enter a new Special Request for the additional amount. Be sure to reference the original purchase order number in your Justification/Summary and Description field. Also, the department number on the new requisition must be the same as the department number on the original purchase order to ensure the proper approvers are notified of the extension. Please note that failure to provide the original purchase order number will result in a new purchase order number being created.
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How many extensions can I create per purchase order?
No more than three extension requests can be created for one purchase order.
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What if there are dollars left on a purchase order that I don't need?
If you are sure that all invoices have been submitted and none are still pending payment, you can send an email to the buyer and let them know to close the PO. To check to see that all invoices have been submitted, contact Accounts Payable. To find your contact, see the Finance and Administration Contacts on Planet PeopleSoft and locate the contact for your region/department.
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Created by the PeopleSoft Knowledge Management Team.
Copyright ©
2004
All rights reserved.
Created: jel 01/08/2002
Revised: jw 08/27/2004
Reviewed: 08/27/2004