P2P Reporting

Updated 9.30.08

Table of Contents
P2P Reporting Systems, Access and Output Importance of Procurement Dept Codes How to Generate P2P Reports
Run Control ID Inquiry

3 4 5 - 12

P2P Reports and Tools

Top Management Reports
Transaction Summary Requisition Summary PO Expediting Report Pending Approvals Summary Missing Receipts PO Status by Buyer

14 - 20

Change Order Activity Reports

PO Change Order PO Details not Including Liens

21 - 23 24 - 29

Department Activity Reports

Req Status by Requester Req Approval Activity Active Reqs by Requester Receipt Status by Receiver Proxy Approver Activity

Reconciliation Process and Accounting Activity Reports

Voucher Document Status PO Details including Liens PO Accounting Entries Asset Receipts Requisition Accounting Entries Requisition Accounting Summary

30 36

Vendor and Category Reports

Vendor Activity PO by Vendor/Category Voucher Line Spend

37 - 40

Other Tools
Default Approvers and Buyers Receipts without Voucher Active Ship To Addresses PO Print Manual Sourcing Aging Document Status PO Activity Summary Inquiry Print Requisition

41 - 50

P2P Reporting Systems, Access and Output

P2P reports run in two different systems: PeopleSoft Production System
System where P2P transaction activity occurs Includes reports that require up to the minute information Specially designed reporting system for generating large reports and reviewing many months of history without slowing down PeopleSoft Production System Includes reports with a historical focus Updated nightly from PeopleSoft Production System Same PeopleSoft User IDs and passwords as PeopleSoft Production System

PeopleSoft Reporting System

Access: Report access is based on a users P2P role(s). See reporting matrices to determine access by role. Output: Dates: Reports with date parameters are limited to 3-month or 1-year periods at this time so users may need to run multiple reports to capture all data. Export: Reports can be exported into Excel for further review and analysis or into PDF for onscreen viewing or printing.

Importance of Procurement Dept Codes

Procurement Dept Code is the driver for a majority of P2P reports. Users should become familiar with assigned Dept Codes prior to generating P2P reports. Procurement Dept Code is Assigned by the Department to every Requester during user set-up
In most cases the Procurement Dept Code represents the Requesters home HR Department Code but there may be exceptions.

Attached to a transaction for its entire lifecycle

A Requesters Procurement Dept Code is attached to every Requisition they enter in P2P, and can not be edited on a transaction basis. Once attached to a Requisition, the Procurement Dept Code follows the Requisition through its lifecycle from Requisition to Purchase Order, Receipt, and Voucher.

Used in reporting on Department activity

Procurement Dept Code is passed into WebLinks and appears on the GL Transaction Detail to quickly identify P2P transactions. Procurement Dept Code is used for P2P Reports.

How To Generate P2P Reports

P2P reports are generated in one of two ways, depending on the report itself
I. Run Control ID II. Inquiry

Although reports appear differently, the main elements are the same. You tell the system the criteria (e.g., Dept Code) and the format (e.g., Excel, PDF) for the information you need.

How to Generate P2P Reports I. Run Control ID

Step A: Create or Find existing Run Control ID Step B: Build Report Step C: Generate Standard Report

I. Run Control ID Step A: Create or Find existing Run Control ID

A Run Control is simply a stored search that you name and save.
Create a new Run Control ID:
1 2 3 2 1

Find an existing Run Control ID:

1. 2. 3.

Select Add a New Value tab. Type a name of your choosing in Run Control ID. Click [Add] to add Run Control ID and open Report Request Parameters page.

1. 2. 3.

Select Find an Existing Value tab. Click [Search] to display all previously created Run Control IDs. Select specific Run Control ID from Search Results list to open Report Request Parameters page.

I. Run Control ID Step B: Build Report

From the Report Request Parameters page within your selected report
3 2

1. 2. 3.

Enter report criteria in select fields. Asterisk (*) indicates required fields; all other fields are optional. Select Output Type as Standard, Window (PDF) or Excel. NOTE: If Standard is selected, see Step C. Click [Run] to build report. Processing message flashes in upper right corner of page. Report opens in new window.

Important: Report may not open if popup blocker is installed. Configure popup blocker to allow files from PeopleSoft or use 8 the Standard Output Type illustrated in Step C.

I. Run Control ID Step C: Generate Standard Report (Tasks 1-2 of 5)

Use Standard Output Type if system popups are not allowed or when Output Type option is not offered for a particular report.
After you click [Run] to build reportand report opens in new window:

2 1. 2. Click the checkbox as shown. Click OK.

I. Run Control ID Step C: Generate Standard Report (Tasks 3-4 of 5)

3.

Click Report Manager link. 3

4.

Click Administration tab.

10

I. Run Control ID Step C: Generate Standard Report (Task 5 of 5)

5.

Locate your report on Report List, and click hyperlink to view. Important: When two reports with similar names are listed together, select the report prefaced with Z. Example above, select ZPO ACTREQS Active Reqs by Requester. When using the Standard output type, saved reports can be found under Reporting Tools > Report Manager.

11

How to Generate P2P Reports II. Inquiry (Tasks 1-3)

An Inquiry is typically the method for searching for a single transaction.

1. 2. 3. Enter search criteria. Click Search. Results are displayed. Locate your transaction in Search Results, and click hyperlink to view. 1

12

P2P Reports and Tools

Top Management Reports Top recommended reports for Department Managers to run on a regular basis Change Order Activity Reports Reports run by Department Buyers to review Change Order Activity Department Activity Reports Reports run by Managers to monitor workflow, workload and Department business processes Reconciliation Process and Accounting Activity Reports Reports run by Reconcilers/Financial Analysts to verify and reconcile purchases Vendor and Category Reports Reports to analyze spending by vendor and categories Other Tools Tools to review individual transactions, print and prepare for shipments
13

Top Management Reports

Purpose: Top recommended reports for Department Managers to run on a regular basis.
Report = Report name Navigation = Path to find report in P2P Type = Run Control (see Pages 5 12) or Inquiry Description = Report content Example Use = Reasons for generating report System = X indicates if report is available in PeopleSoft Production System or PeopleSoft Reporting System (see Page 3) User Access to Report = X indicates which roles have access to report; P indicates the user has access to the report only in 14 PeopleSoft Production System though report is available in both systems

Transaction Summary

Output Notes: Totals will not equal each other across transactions for a given time period. (Multiple POs can be generated for a single Requisition. Receipts may not be recorded in the same time period.)

15

Requisition Summary

Output Notes: Report is generated at Requisition Line level. Requisition Name convention is key for this report. On PO = Y means Requisition has been converted into a PO. N means Requisition is not yet a PO.

16

PO Expediting Report

Output Notes: Data is sorted by Requisition approval date. Dispatched = PO dispatched to Vendor; Dept contacts Vendor to check on shipment status. Partially Recv = Receipt has been recorded for some items on PO; Dept follows-up with Receiver and Vendor for remaining items. Pnd Appv = PO awaiting CPBC approval; Dept follows-up with CPBC. Sourcing = PO awaiting manual sourcing in CPBC; Dept follows-up with CPBC.

17

Pending Approvals Summary

Output Notes: Click icon next to Approvers Name to view pending approvals for a specific Approver. This opens the Pending Approvals Details listing. Drill down into the Req Inquiry page to find the Requisition Line Details.

18

Missing Receipts
09/22/2008 UCSF 123456 Department (including Child Dept Codes) 00300007523-FISHER SCIENTIFIC

SFABCTM

Mack, Toby

123456 Department

SFABCPAG

SF660952

Duncan, Troy

123456 Department

SFABCPAG

SFABCPKW

Wimberly, Karen 123456 Department

SFABCPAG

SFABCPAH

Hunter, Anthony 123456 Department

SFABCPJB

SFABCTM

Mack, Toby

123456 Department

SFABCPAG

SFABCPA1

Donovan, Andrea 123456 Department

SFABCPJB

SFABCTM

Mack, Toby

123456 Department

SFABCPAG

SFABCPKW

Wimberly, Karen 123456 Department

SFABCPAG

Output Notes: Lists POs with Voucher entered against them not yet received in P2P. Data is sorted by age from oldest to newest based on Voucher Entered Date. Receipts required for Vouchers with Invoices sent by Vendors electronically (i.e. EDI) do not appear on this report for 5 days after processing to give Departments reasonable time to enter Receipts. Exception Owner = Requester who entered original Requisition; Dept follow-up with Requester to determine if goods have been received.

19

PO Status by Buyer

Output Notes: Department Buyers and CPBC Buyers appear on this report. Open = PO created but not sourced. Pend = PO sourced but not approved by CPBC. Apprvd = PO approved but not dispatched to Vendor. Disp = PO dispatched to Vendor. Canc = PO cancelled. Closed = PO has been matched and closed. Change Ord = Number of change order processed by Buyer.

20

Change Order Activity Reports

Purpose: Reports run by Department Buyers to review Change Order Activity.

Report = Report name Navigation = Path to find report in P2P Type = Run Control (see Pages 5 12) or Inquiry Description = Report content Example Use = Reasons for generating report System = X indicates if report is available in PeopleSoft Production System or PeopleSoft Reporting System (see Page 3) User Access to Report = X indicates which roles have access to report; P indicates the user has access to the report only in PeopleSoft Production System though report is available in both systems

21

PO Change Order

Output Notes: Changes to a PO are displayed from oldest to newest. Change Order # = The number of the Change Order. 0 is used to represent the value on the original, non-changed PO. For example, Change Order 1 is the first Change Order, 2 the second and so on. Change Made By = Person who entered the change in P2P. Field = Field that has been updated. Note that Amount = total dollar amount of line while Price = unit price. Change Value = Value of changed field after change. When Change Order # = 0 this represents the original value.

22

PO Details not Including Liens

Output Notes: Data is at the chartfield level. If a given PO line is split into multiple funds it will appear more than once on this report. However, the QTY will represent how much is being paid for with each fund and will sum to the total of the line. PO Status = Open = PO created but not sourced. Pending = PO sourced but not approved by CPBC. Approved = PO approved but not dispatched to Vendor. Dispatched = PO dispatched to Vendor. Cancelled = PO cancelled. Closed = PO has been matched and closed. Distribution Line Status Closed = Specific distribution line (i.e. chartfield level) has been matched and closed. Open = PO is still an active document. Cancelled = Specific distribution line has been cancelled. Select Include Change Orders in search criteria to list POs that have been updated during selected date range. 23 Select Include New Purchases in search criteria to list new POs that have been created during selected date range.

Department Activity Reports

Purpose: Reports run by Managers to monitor workflow, workload and Department business processes.
Report = Report name Navigation = Path to find report in P2P Type = Run Control (see Pages 5 12) or Inquiry Description = Report content Example Use = Reasons for generating report System = X indicates if report is available in PeopleSoft Production System or PeopleSoft Reporting System (see Page 3) User Access to Report = X indicates which roles have access to report; P indicates the user has access to the report only in PeopleSoft Production System though report is available in both systems 24

Req Status by Requester

Output Notes: Dollar amounts refer to Approved Requisitions only. App = Requisition approved. Open = Requisition not yet submitted for approval. Pend = Requisition awaiting approval by one or more Approvers. Den = Requisition denied by Approver. Canc = Requisition cancelled by Requester.

25

Req Approval Activity

Output Notes: Shows all Approvers by type for the selected time period. Self Apprv = Self Approving Requesters Dept = Default Approvers Ad-Hoc = Ad Hoc Approvers Cntrl Sub = Controlled Substance Approvers Proxy = Proxy Approvers

26

Active Reqs by Requester

Output Notes: Open = Requisitions have been saved but not submitted for approval. Best practice is to cancel open requisitions if they are not moving forward for approval.

27

Receipt Status by Receiver

Output Notes: Closed receipts cannot be updated in P2P. A receipt is closed only when the related PO is Matched.

28

Proxy Approver Activity

Output Notes: Report shows who should have approved the Requisition and who actually approved. Look for trends where either (1) approval times are short or (2) dollar amount is high. This may indicate an abuse of the Proxy Approver business process.

29

Reconciliation Process and Accounting Activity Reports

Purpose: Reports run by Reconcilers/Financial Analysts to verify and reconcile purchases. Report = Report name Navigation = Path to find report in P2P Type = Run Control (see Pages 5 12) or Inquiry Description = Report content Example Use = Reasons for generating report System = X indicates if report is available in PeopleSoft Production System or PeopleSoft Reporting System (see Page 3) User Access to Report = X indicates which roles have access to report; P indicates the user has access to the report only in PeopleSoft Production System though report is available in both systems For more details on reconciling see: Verifying in P2P job aid: http://cpbc.ucsf.edu/files/Verifying_Job_Aid_Final.pdf WebLinks GL Transaction Detail Rollup Template: http://acctg.ucsf.edu/OLFS/trainingarchives/jobaids.htm

30

Voucher Document Status

Output Notes: Click Doc ID next to associated Document Type to view related PO, Receipt, Requisition, etc.

31

PO Details including Liens

Output Notes: On search page, Remaining Amount = remaining amount of lien; search results will include all POs with liens equal to and greater than the Remaining Amount value specified. Liquidated Lien Amt is how much of original lien has been expensed. Data is at the chartfield level. If a given PO line is split into multiple funds it will appear more than once on this report. However, the QTY will represent how much is being paid for with each fund and will sum to the total of the line. PO Status = Open = PO created but not sourced. Pending = PO sourced but not approved by CPBC. Approved = PO approved but not dispatched to Vendor. Dispatched = PO dispatched to Vendor. Cancelled = PO cancelled. Closed = PO has been matched and closed. Distribution Line Status Closed = Specific distribution line (i.e. chartfield level) has been matched and closed. Open = PO is still an active document. 32 Cancelled = Specific distribution line has been cancelled.

PO Accounting Entries

Output Notes: Under Trans Type column: PO_POENC = creation of lien; REVERSAL = liquidation of lien (Voucher ID listed in far right column) Information matches data in GL

33

Asset Receipts

Output Notes: Asset details may not be fully populated if the Asset has not been processed by Capital Assets Management (CAM).

34

Requisition Accounting Entries

Output Notes: Under Trans Type column: REQ_PREENC = pre-encumbrance accounting entry for the Requisition lien; REVERSAL = liquidation of the pre-encumbrance when the PO is created (PO ID listed in far right column) Information presented here is for reference only and does not create accounting entries that are visible on the GL

35

Requisition Accounting Summary

Output Notes: Data is at the chartfield level. If a given Requisition line is split into multiple funds it will appear more than once on this report. However, the QTY will represent how much is being paid for with each fund and will sum to the total of the line. Requisition Status = Open = Requisition not yet submiited for approval Pending = Pending Approval. Approved = Requisition approved but not dispatched to Vendor. Cancelled = Requisition cancelled. Closed = Related PO has been matched and closed or cancelled. Distribution Line Status Closed = Specific distribution line (i.e. chartfield level) has been matched and closed. Open = Requisition is still an active document. Cancelled = Specific distribution line has been cancelled. Sourcing Status Available = Requisition is ready to be source to PO. Complete = Requisition has been sourced to PO. In-Progress = Requisition is in process of being sourced to PO. 36 Error = Requisition has encountered errors in being source to PO.

Vendor and Category Reports

Purpose: Reports to analyze spending by vendor and categories.

Report = Report name Navigation = Path to find report in P2P Type = Run Control (see Pages 5 12) or Inquiry Description = Report content Example Use = Reasons for generating report System = X indicates if report is available in PeopleSoft Production System or PeopleSoft Reporting System (see Page 3) User Access to Report = X indicates which roles have access to report; P indicates the user has access to the report only in PeopleSoft Production System though report is available in both systems

37

Vendor Activity

Output Notes: Non- Catalog refers to P2P orders placed via Special Requests.

38

PO by Vendor/Category

Output Notes: CPBC column = P2P purchasing activity that required CPBC approval or sourcing (non fast-tracked POs).

39

Voucher Line Spend

Output Notes: Report can be run in Summary (see example above) or in Detail (which shows Voucher level totals).

40

Other Tools

Purpose: Tools to review individual transactions, print and prepare for shipments.
Report = Report name Navigation = Path to find report in P2P Type = Run Control (see Pages 5 12) or Inquiry Description = Report content Example Use = Reasons for generating report System = X indicates if report is available in PeopleSoft Production System or PeopleSoft Reporting System (see Page 3) User Access to Report = X indicates which roles have access to report; P indicates the user has access to the report only in PeopleSoft Production System though report is available in both systems

41

Default Approvers and Buyers

Output Notes: Search Results can be viewed by Requesters or by Ship To Addresses.

42

Receipts without Voucher

Output Notes: Report is sorted by Age: how many days have passed since Receipt was recorded. For POs listed on report, it may be necessary to research to determine if Invoice has been paid but was not paid against correct PO, or follow-up with Vendor to find out why Invoice has not been received. Recv Qty and Acpt Qty always equal.

43

Active Ship To Addresses

Output Notes: Addresses detail displayed is what is sent to Vendor on Purchase Order Use to develop cheat sheet of Ship To codes for ship to overrides (i.e. a Requester places a Requisition for an address other than their default).

44

PO Print

Output Notes: See Inquiry for details on generating printout.

45

Manual Sourcing Aging

Output Notes: Click icon next to Buyer Name to view Requisition sourcing details. Focus on the Non-Sourced aging details (i.e. Requisition not yet converted into PO) that appear in the three columns to the left of Not Sourced. Contact CPBC if sourcing is taking an excessive amount of time.

46

Document Status

Output Notes: Example shown is Requisition Document Status. Click Doc ID next to associated Document Type to view related PO, Receipt, Voucher, etc.

47

PO Activity Summary

Output Notes: Click on the report icon to view related details for a specific PO line item. Click on Receipt, Invoice or Matched tabs to view details related to the PO.

48

Inquiry

Output Notes: Example shown is Purchase Order inquiry Click View Printable Version to create printable, unauthorized (i.e. not intended to be sent to Vendor) copy of PO. See I. Run Control ID Step C: Generate Standard Report (Task 5 of 5) for more details.

49

Print Requisition

Output Notes: See I. Run Control ID Step C: Generate Standard Report for details on generating printout.

50