Asset Management & Receiving Functions FAQ's

Asset Management & Receiving Functions FAQ's

KB0010661

Question: How can I access the Asset Management and Purchasing modules in Peoplesoft? They are not listed in the Main Menu tab options.

Answer:

1. Go to the Main Menu tab.

2. Choose the option: “Financial Supply Chain”

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

4. The FSCJ Wiki page and test scripts did not include the Financial Supply Chain step.

Question: I need to process a receipt.Where do I enter the P.O. information in Peoplesoft in the receiving process? 

Answer: Go to the Main Menu tab.Following these steps from the Main Menu:

1) Financial Supply Chain

2) Purchasing,

3) Receipts,

4) Add/Update Receipts.

5) On the “Select Purchase Order” page, 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 the P.O. number you are attempting to receive: Ex.: PO00000679.

6) Select the “Search” button to view the lines available to receive the order.

Note: In Peoplesoft, the purchase order number will always be referenced and begin with the capital letters “PO” and then be 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?

Answer: Assets are sent to surplus in a 2 step process in Peoplesoft. The asset room location must be changed to a surplus location at the respective campus or site. To identify the correct surplus location at your campus, you will need to select it from the list below of 10 possible locations.

The same steps that are used to update room locations for assets in Peoplesoft are used to move an asset to surplus. After an asset room location has been changed to one of the above campus surplus locations, a report can be run in Peoplesoft at the campus or at Central Stores to verify that all of the assets in the surplus location are available 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 components: Site, Center, Bldg. number and room number. The new Peoplesoft room locations do not include the “Center” information. The site, building number and room number are still represented in the new Peoplesoft room locations.

Here is an example of an 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.

All Peoplesoft converted room numbers had to include 10 digits(letters and numbers). If only 9 digits were available from conversion, an extra zero was 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 the magnifying glass icon next to the location field. Type in 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 to update the room location.

Question: I need to process a receipt but the P.O. is not available to receive in Peoplesoft?What are my options to research and resolve this? 

Answer:

1. On the “Select Purchase Order” page in the right column of options, the default value is 30 for “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.

2. The P.O. can also be checked to view previous receipts. From the “Add/Update receipts” option, choose the “Find an Existing Value” tab on the Purchasing page. Choose the P.O. number box option and type in the P.O. number. Choose the search button to see any receipts. A list of any receipts for the order will appear at the bottom of the search page if any have been processed for the order.