27 11 / 2012
23 10 / 2012
Ever since the beginning of PS, we’ve experienced a regular (as well as sporadic) batch process failure in relation to the approval of Pending Purchase Requisitions.
I use terms such as regular and sporadic because this failure has been happening ever since PS go-live but might occur anywhere from 3 times in one day to only once a week, etc. To sum, I can’t really predict it.
Delightfully, a theory has been suggested by my brilliantly technical colleague, as to why this failure happens. I’ve done some field work to confirm this theory, and it appears everything jives.
Revelation: This batch process failure happens when a Requestor submits their purchase requisition exactly on the hour (ie. 9am, 10am, 11am, 12pm, etc.), which happens to be the exact moment the batch process is scheduled to run (every hour on the hour).
These two events (submitting the Req and approving the Req) cannot seem to co-exist peacefully, so in order to ensure smooth waters within the Requisitioning process it looks like we’ll want to avoid contact between them.
Ie. If you are ready to submit your Purchase Requisition try waiting until the hour change has passed (ex. 10:01).
Another mystery solved… I feel like I should request detective badges for our team.
17 10 / 2012
Are you looking to buy small quantities of chemicals, solvents and lab supplies at competitive prices through a convenient location here at Queen’s? Look no further than Science Stores in Chernoff Hall or the DBMS Biobar/Microstore in Botterell Hall!
They will hook.you.up.
12 10 / 2012
12 10 / 2012
Even though this week has been a short one (coming off the long Thanksgiving weekend), it has been filled with challenge and entertainment!
There’s been one burning question I’ve been presented with on several occasions this week:
"Why do we need to submit a Purchase Requisition (PO)?"
I went on a slight rant about this topic in a previous post (Cheque Requisitions vs. Purchase Requisitions), but I think it deserves a second chat.
At Queen’s, we are fervently attempting to eliminate Cheque Requisitions for purchases of goods and services. In the efforts to acheive that lofty goal there are other options Queen’s departments have (and are recommended to utilize) in order to still acquire and pay for their departmental purchases:
Visa Procurement Card or Purchase Order
There are loads of benefits within each option (i.e. Visa Procurement Card purchases are typically instantaneous in the sense that you order the product and “pay” for it right away; PO’s are completed online as opposed to printing and having to obtain signatures on a form, and are considered a “contract/agreement” in a sense between Queen’s and the vendor).
In both scenarios, paying with personal cash/dealing with reimbursement is not something to worry about. What’s not to love about that?
I spent a couple mornings over at Botterell Hall this week, giving condensed training sessions on Purchase Requisition entry. The goal was to present another option to the attendants, for dealing with the purchasing of goods/services.
My hope is to have the above ramblings answer the question posed in this post.
If I haven’t, as always give me a shout - email@example.com.
12 9 / 2012
I have Requisition Email Notification news. Do we want to hear the positive or the not-so positive news first?
I tend to request the not-so positive news first, so the information-unloading can end on a somewhat uplifting note. Hope I’m not alone in this train of thought.
Not-so positive news:
Lately, PeopleSoft has been testing my patience. The email notification process has decided to take a little stay-cation, if you will.
This issue is still somewhat mysterious to us – but we do have a few answers. One aspect seems to be that of unmatched email addresses between PeopleSoft databases (FIN, HR, etc). If the email addresses were unmatched, an email notification related to Requisition matters would not send.
When I say Requisition matters, I’m referring to:
- Your Requisition being sourced into a Purchase Order
- A Requisition requiring Amount Approval
This issue seems to also have a few more layers to it however, so we’re still attempting to decipher all the factors.
I haven’t pulled all my hair out.
That’s not it, don’t worry.
As always, you can still find out your Purchase Order ID w/o waiting for that email notification to come through. Look your Requisition back up in PS, once open click on the Document Status link you will find on the page of the order. This will open a new window, which will contain details of all the documents that correspond with your Requisition (ie. Purchase Order, Vouchers, Payments, etc.).
My dedication to you guys is to continue to work with the highly intelligent technical people on our team and clear this up.
Stay with me.
16 7 / 2012
I’m going to go out on a limb here and assume most of you have received at least one warning message when attempting to save your Requisition in PS… true?
Let’s cease the confusion and wonderment, and decipher some of these warning messages here and now!
Ever had this one?:
"Warning: Invalid chartfields combination on line number:1, schedule number:1, distribution line number:1…" etc.
This message pops up when you don’t have enough chartfield (account) information on one of the (or the only) line level distribution(s). You will want to review the line level distributions and ensure you fill in the blank fields. Could be happening because you forgot to click override in the Requisition Defaults section, or utilize the Req Defaults section all together!
What about this foreign-language message?:
"Ship-from Country is Required…" etc.
This one used to puzzle me, up until recently! Two reasons you might get this message: 1) The vendor location code (the vendor address) is missing from a field. This really shouldn’t happen too often, as this code is supposed to default into the appropriate fields once you select the vendor. If you get this warning message you’ll want to navigate to the “vendor information” tab at the line level of the Req main page, and ensure every product line (if multiples) has a vendor location code. If one doesn’t, you’ll want to fill it in. 2) Something’s missing from the vendor profile - let me know the vendor details, and I’ll review the profile for the missing link.
How about this friendly pop-up?:
"Requisition message for line number 1: Requisition amount is >= $10,000, ensure 3 quotes are attached…." etc.
This one is actually a fairly friendly message. We thought it might be helpful to have this pop up whenever you’re submitting a Purchase Requisition with a line amount >$10,000… just to remind you to attach competitive quotes you may have obtained, or the Sole Source form you’ve possibly spent time completing. You can still submit the Req w/o these documents, there just might be a delay in your PO approval once the Buyers review the order.
You might see this guy:
"Requestor Item required…" etc.
There’s more to this message, but the specifics escape me at the moment. If you see a similar message appear, it can be deciphered as the system thinks you should enter an Item ID.
At Queen’s we’re not actually using the Item function in PS, so there’s no need to enter a number here. You want to actually customize your Requisition main page to hide that ITEM field, so you’re not tempted to enter something in (even if the vendor has quoted you a specific Item ID - we are just utilizing the Description field on the Requisition main page, so this is where you should enter in all your product/service information).
Click on the yellow “Customize” link found in the dark blue line above the Req line level - find Item on the list of functions to customize, select it, then click “Hidden” in the middle of the screen. Scroll down and find that OK button - click it!
Once back on the Req main page, you’ll notice that the pesky Item field is now hidden. This will be the only time you have to customize this, as your updates will be saved for every future Req you submit.
I’ve seen this next message several times:
"Page inconsistent with database…" etc.
If you’re attempting to make a change to your Req, or even just save it for the first time and you do so right over a new hour change (ie. 10am, 11am, 12pm - etc.), the system might be trying to work with your Req as well. You’ll get the above hefty message if this is the case.
Just ensure you wait a few minutes if you have any updating/saving to do on your Requisition and are approaching a new hour.
Trying to make a change to an existing Open Requisition?:
"The Accounting Date xxx is not open. The open period for QUNIV is from xxx to xxx".
Sounds like you’ve had your Req on hold for a while! Long enough to pass through into a new accounting period in PeopleSoft. You’ll need to update the Accounting Date to be current (usually just choosing the current date is sufficient), in order for your Requisition to budget check the right period.
These are the major ones I’ve run into… If more happen to haunt my dreams, I won’t keep them to myself!
As always, let me know if you have questions on any of the above information.
01 6 / 2012
29 5 / 2012
We haven’t closed every door or written the final page of this year-end’s chapter just yet, but the big hurdles are done!
Congratulations are due for every team member involved - there were hour-long phone calls, SO many emails and some head-scratching meetings…. but we came out on the other side with positive results and a few high fives. Who could ask for more?
Lessons were learned and a new & improved process manual will come from this year-end’s run through, which is currently underway.
Next year will be seamless right?
I will probably look this post up next April and read it everyday… :)