FIN: Local Configuration Guide - Purchasing

This document contains the configuration decisions made and values to be used in deployment of the Purchasing of the Oracle’s PeopleSoft Financials and Supply Chain Management 9.2 application.  As such, all additional documentation must be in agreement with the related items described herein.  Should conflict arise with information contained in another document, the data in this document shall be considered valid and that of the other shall be deemed incorrect.

Any changes to the information in this document should be entered as dated additions.  No information should be deleted once initial configuration has been completed.

The Purchasing Configuration Guide explains necessary tables needed to setup an institution in the PeopleSoft system.  The order of the configuration tables presented in this document adheres to the table setup sequence required to successfully set up all tables.

Business Unit Definition Purchasing Unit Definition (District)

Establish new business units or update existing Purchasing business units.

District Business Units

Business Unit Definition tab

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Business Unit Related > Purchasing > Purchasing Definition

Security: ZC Purchasing Central Config and ZD Purchase Central Cnfig Inq
Menu:  ESTABLISH_BUSINESS_UNITS
Component:  BUS_UNIT_PM
Page:  Business Unit Definition, Business Unit Options, PO Change Options, Req Change Options, Document Numbering
Activity:  A/UD

Purchasing Options

Define purchasing options, enable purchasing group options for transactions, and establish transaction processing criteria for each Purchasing business unit. You can override these options during transaction processing.

Purchasing Options page

Navigation: NavBar > Navigator >  Set Up Financials/Supply Chain > Business Unit Related > Purchasing > Purchasing Options

Security: ZC Purchasing Central Config and ZD Purchase Central Cnfig Inq
Menu:  ESTABLISH_BUSINESS_UNITS
Component:  BUS_UNIT_OPT_PM
Page:  Purchasing Option
Activity:  A/UD/DA/C

Set Up Processing Definitions

Defines an approval definition process. This definition is made up of the stages, paths, steps, and criteria that builds the approval process workflow.

Please see the below files for further details.

Requisition_Approval.xlsx
Purchase_Order_Approval.xlsx
Setup Process Definitions page top half
Setup Process Definitions page bottom half

Navigation: NavBar > Navigator >  Enterprise Components > Approvals > Approvals > Approval Process Setup

Security: ZD Purchasing Local Config
Menu: EOAW_APPROVAL_WORKFLOW
Component: EOAW_PRCS
Page: Setup Process Definitions
Activity: A/UD/DA/C

Define Template

Defines the URL that the notification process places within the email. The user then uses this URL to navigate back into their system to perform the required task.

Define Template tab

Navigation: NavBar > Navigator >  People Tools > Workflow > Notifications > Notification Templates
Security: ZD Purchasing Local Config
Menu: WORKFLOW_ADMINISTRATOR
Component: WL_TEMPLATE
Page: Purchasing Option
Activity: A/UD

Buyer Setup

Establish users as buyers and define purchase order defaults for each buyer.

Buyer Setup tab

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Product Related > Procurement Options > Purchasing > Buyer Setup
Security:

  • ZD Purchasing Local Cnfig Inq
  • ZZ Local Security Admin
  • ZZ Purchasing Local Config

Menu:  STRUCTURE_PROCUREMENT_OPTIONS
Component:  BUYER_TBL
Page:  Buyer Setup
Activity:  A/UD

Requester Setup

Establish default information for requesters.

Requester Setup page

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Product Related > Procurement Options > Purchasing > Requester Setup
Security:

  • ZD Local Security Admin
  • ZD Purchasing Local Cnfig Inq
  • ZZ Local Security Admin
  • ZZ Purchasing Local Config

Menu: STRUCTURE_PROCUREMENT_OPTIONS
Component: REQUESTOR_TBL
Page: Requestor Setup
Activity: A/UD

Define Buyers for a Manager

Define buyers that report to a manager for use by the Manager Spend Analysis pagelets. This provides an aggregated view of spend for all buyers reporting to a manager.

Define Buyers for a Manager page

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Product Related > Procurement Options > Purchasing > Buyer Manager Setup

Security: ZC Financials Common Config
Menu: STRUCTURE_PROCUREMENT_OPTIONS
Component: PO_MANAGER_TBL
Page: Define Buyers for a Manager
Activity: A/UD

Procurement

Define User Preferences.

Defines options and authorizations for procurement users.

Procurement tab

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences > Procurement

Security: ZD Local Security Admin and ZZ Local Security Admin
Menu: DEFINE_GENERAL_OPTIONS
Component: OPR_DEFAULT
Page: OPR_DEF_TABLE_PM1
Activity: UD

Purchase Order Authorizations

Administration.

Define a user's purchase-order processing authority in relation to applicable buyers.

Purchase Order Authorizations page

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences > Procurement > Purchase Order Authorizations

Security: ZD Local Security Admin and ZZ Local Security Admin
Menu: DEFINE_GENERAL_OPTIONS
Component: OPR_DEFAULT
Page: OPR_PO_AUTH
Activity: UD

Requisition Authorizations

Define a user's requisition processing authority in relation to applicable requesters.

Requisition Authorizations page

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences > Procurement > Requisition Authorizations

Security: ZD Local Security Admin and ZZ Local Security Admin
Menu: DEFINE_GENERAL_OPTIONS
Component: OPR_DEFAULT
Page: OPR_REQ_AUTH
Activity: UD

Supplier Processing Authority

Provides high-level details for setting up PeopleSoft Approval Framework specific to supplier approvals.

Supplier Processing Authority page

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences > Procurement > Supplier Processing Authority

Security: ZD Local Security Admin and ZZ Local Security Admin
Menu: DEFINE_GENERAL_OPTIONS
Component: OPR_DEFAULT
Page: OPR_DEF_TABLE_VND1
Activity: UD

Request for Quote Process

Specify the default request for quote (RFQ) status and authorized actions for a user, including the ability to select the vendors to which an RFQ is dispatched.

Request for Quote page

Navigation: NavBar > Navigator >  Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences> Procurement > Request for Quote Process

Security: ZD Local Security Admin and ZZ Local Security Admin
Menu: DEFINE_GENERAL_OPTIONS
Component: OPR_DEFAULT
Page: OPR_DEF_RFQ_SEC
Activity: UD

Receiver/RTV Setup

Define receiver and RTV user preferences.

Receiver Setup page

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences > Procurement > Receiver / RTV Setup

Security: ZD Local Security Admin and ZZ Local Security Admin
Menu: DEFINE_GENERAL_OPTIONS
Component: OPR_DEFAULT
Page: OPR_DEF_RECV_SEC
Activity: UD

Contract Process

Define contract process preferences by specifying the default contract status and authorized actions for a user.

Contract Process page

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences > Procurement > Contract Process

Security: ZD Local Security Admin and ZZ Local Security Admin
Menu: DEFINE_GENERAL_OPTIONS
Component: OPR_DEFAULT
Page: OPR_DEF_CNTRCT_SEC
Activity: UD

Standard Comments

Defines frequently made comments as standard comments, which you can conveniently add to purchasing transactions.

Standard Comments page

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Product Related > Procurement Options > Purchasing > Standard Comments 

Security: ZD Purchasing Local Cnfig Inq and ZZ Purchasing Local Config
Menu: STRUCTURE_PROCUREMENT_OPTIONS
Component: STANDARD_COMMENTS
Page: STD_COMMENTS_PO
Activity: A/UD

Procard Card Issuers

Enter details about procurement/corporate card suppliers and link the details to a supplier ID. The supplier ID controls the bank account and other important supplier attributes for that card provider.

Card Issuer page

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Product Related > Procurement Options > Purchasing > ProCard Card Issuers

Security: ZZ Purchasing Local Config
Menu: STRUCTURE_PROCUREMENT_OPTIONS
Component: CC_CARD_TBL
Page: CC_CARD_TBL
Activity: A/UD

Ship To Locations

Create ship to location IDs that designate existing location IDs as places where you receive goods from suppliers.

Ship To Locations page

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Product Related > Procurement Options > Purchasing > Ship To Locations

Security: ZD Purchasing Local Cnfig Inq and ZZ Purchasing Local Config
Menu: STRUCTURE_PROCUREMENT_OPTIONS
Component: SHIP_TO_CODES
Page: Ship To Locations
Activity: A/UD/DA/C

Set Up Process Definitions

Defines local Purchasing approval process definitions requested by each college.

Setup Process Definitions page

Navigation: NavBar > Navigator > Enterprise Components > Approvals > Approvals > Approval Process Setup

Security: ZD Purchasing Local Config
Menu: EOAW_APPROVAL_WORKFLOW
Component: EOAW_PRCS
Page: Setup Process Definitions
Activity: A/UD/DA/C

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