Page Comparison

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Summary

This article provides guidance on accessing the Asset Management and Purchasing modules in Peoplesoft? They are not listed in the Main Menu tab options.

Answer:

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, processing receipts, sending assets to surplus, identifying room numbers, and resolving issues when a purchase order (P.O.) is not available for receipt.

Detailed Information

Accessing Asset Management and Purchasing Modules

To access the Asset Management and Purchasing modules in Peoplesoft:

1. Navigate to the Main Menu tabTab.

2. Choose the option: “Financial Supply Chain”Select the "Financial Supply Chain" Option.

   The Asset Management and Purchasing options will be accessible appear in the drop down dropdown menu if your Peoplesoft profile in Peoplesoft has access to these 2 areas.

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1. the appropriate access permissions.

Processing a Receipt and Entering P.O. Information

To process a receipt and enter P.O. information in Peoplesoft in the receiving process? Answer: :

1. Go to the Main Menu

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1. Tab.

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2. Follow these steps

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1. :

   • Select Financial Supply Chain

   • > Purchasing

   • > Receipts

   • > Add/Update Receipts.

2. On the “Select Purchase Order” page, the "Select Purchase Order" Page:

   • Enter the P.O. information

   is entered

   • in the

   “ID” section. In the

   • "ID" section

   , type the capital letters “PO.” After typing the 2 letters, enter 5 zeroes and then

   • .

   • Type "PO" followed by five zeros and the P.O. number

   you are attempting to receive: Ex.: PO00000679.Select the “Search”

   • (e.g., PO00000679).

   • Click the "Search" button to view

   the lines available to receive

   • available lines for receiving the order.

Note: In In Peoplesoft, the purchase order number will always be referenced and begin with the capital letters “PO” and then be numbers always start with "PO," followed by the purchase order numbers.

Question: I have an asset that needs to go to surplus. How is an asset sent to surplus in Peoplesoft?

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Sending an Asset to Surplus

To send an asset to surplus, follow this two-step process:

1. Change the Asset Room Location to a surplus location at

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1. your campus or site.

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2. Identify the Correct Surplus Location from the following options:

The Use the same steps that are used to update as updating room locations for assets in Peoplesoft are used to move an asset to surplus. After an asset Once the room location has been changed to one of the above campus surplus locations, a report can be run in Peoplesoft a surplus location, you can run a report at the campus or at Central Stores to verify that all of the assets in the surplus location are available ready for pick-up.

Question: I have a new asset to receive in Peoplesoft. The room numbers have all changed in Peoplesoft. How can I identify the correct room number in Peoplesoft?

Answer: The old room locations in Asset Track consisted of 4 pickup.

Identifying Correct Room Numbers

When room numbers change in Peoplesoft:

• Old room locations consisted of four components: Site, Center,

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• Building number, and

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• Room number.

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• New Peoplesoft room locations

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Here is an example of an old Asset Track location:

• exclude the "Center" information but retain the Site, Building number, and Room number.

Example Conversion:

• Old Asset Track Location: J 0120 0101 001010

Here is the new Peoplesoft room location for the above listed room.

J101001010

The site remains J for the Admin. Offices.

The building number remains the same: #101.

The last 6 numbers remain the same for the room number.

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• New Peoplesoft Location: J101001010

If converted room numbers have only nine digits, an extra zero was is added to the room location at the end of it.   Every room change may not be exact as the example above shows.A room location search can be done using the “Look-up” option by choosing . Search for a room location using the "Look-up" option by clicking the magnifying glass icon next to the location field. Type in , typing the site letter and building number, and then choose the “contains” option.   Choose the “Select” option next a list of all the available rooms at this site and building will appear to choose from selecting the "contains" option. Then choose from the list of available rooms to update the room location.

Resolving P.O.

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Availability Issues

If a P.O. is not available to receive in Peoplesoft? What are my options to research and resolve this? Answerfor receipt:

1. Adjust Date Filters:

   • On the

   “Select

   • "Select Purchase

   Order”

   • Order" page, in the right column

   of options

   • , delete the default value

   is 30 for “Days

   • of "30" in the "Days +/- Today

   .” If the number 30 is deleted and the calendar dates below in the ‘Start date” and “End date” are also deleted, the P.O. in question may be available for receipt when you search again if the order was issued more than 30 days before the current date.The P.O. can also be checked to view previous receipts. From the “Add/Update receipts” option, choose the “Find an Existing Value” tab

   • " field.

   • Also, clear the "Start Date" and "End Date" calendar fields.

2. Check for Previous Receipts:

   • From "Add/Update Receipts," select "Find an Existing Value" on the Purchasing page.

   Choose

   • Enter the P.O. number in the box

   option and type in the P.O. number. Choose the search button to see any receipts.

   • and click "Search."

   • A list of

   any

   • processed receipts

   for the order

   • will appear at the bottom of the

   search page if any have been processed for the order

   • page if available.

Conclusion

By following these detailed steps, users can effectively access and manage the Asset Management and Purchasing modules, process receipts, handle surplus assets, and resolve P.O. availability issues in Peoplesoft.

Contact Information

If you encounter any issues or need further assistance, please contact the Technical Service Desk by submitting a ticket at help.fscj.edu.