FAQs Supply Chain

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FAQs Supply Chain

  1. 1. FAQs Supply Chain How can I find out what is my requisition approval limit? Run the report GWU SC Workflow Roles Matrix Report [SC-261] Secured. The approval limit for all users in Supply Chain workflows that you are in, are shown on this report. Do not mistake the workflow level as the approval limit. The approval limit column on the report shows the limit. The workflow level, which may agree to the approval limit, controls the group of approvers to whom a requisition routes for approval. Who are my requisition approvers? Or, how do I know who is in my requisition workflow approval path? Run the report GWU SC Workflow Roles Matrix Report [SC-261] Secured. The workflow level, which may or may not agree to the approval limit of users assigned to that workflow level, controls the group of approvers to whom a requisition routes for approval. What is a Supply Chain Workflow? The Supply Chain (SC) workflow ensures that the SC document is approved before it is routed to the Supply Chain Organization for processing. The workflow system picks up after the document has been saved in the SC system and has been submitted for approval. Security rules and sponsored projects security verifies that the user has distributed the amounts of the requisition only to those general ledger (GL) accounting flexfield or sponsored projects PTA (Project /Task / Award) combinations (sponsored projects) that the user is authorized. Supply Chain workflow processes the SC document in the following sequence of events: 1. Process business rule distribution lines. 2. Process GL-related distribution lines. 3. Process Sponsored Projects-related distribution line. What are Supply Chain business rules and how do they work? Business Rules are designed to comply with University approval policies and with regulatory disclosure requirements. Typically, business rules represent an extra step in the normal approval workflows for requisitions, general ledger journals, cash journals, and budget journals. When a requisition’s distribution is charged to an account that has an associated business rule, the document is routed to those users assigned to the workflow responsibility for that account. The following is a list of accounts with associated SC business rules: Page 1 of 12
  2. 2. FAQs Supply Chain Value Account Description Workflow Business Rule 54215Laboratory Supplies - Animals WF Bus Rule Approv - 54215 54521Laboratory Supplies - Radioactive WF Bus Rule Approv – 54221 54523Laboratory Supplies - DNA WF Bus Rule Approv – 54223 54524Laboratory Supplies - Hazardous WF Bus Rule Approv – 54224 55422Food Service - Contract WF Bus Rule Approv – Food Svc 55423Food Service – Gold Card WF Bus Rule Approv – Food Svc 58513Food Service Equipment over $500 WF Bus Rule Approv – Food Svc 58517Capitalized Food Service Furniture and Fixtures WF Bus Rule Approv – Food Svc The business rule approvers approve or reject the SC document from their notifications form. Rejected documents are returned to the preparer and approved documents will continue to the next step. If multiple accounts with business rules are included on the distribution for the document, then the document routes to the next approver. Once all SC business rules are fulfilled (documents are approved), the document advances to the next workflow process. If the business rule approver does not approve or reject the SC document within 4 days, the SC document will automatically reject back to the preparer. What are “approval groups” and how do they relate to Supply Chain workflow? After fulfillment of the business role approvers, workflow next checks for the existence of GL-related distribution lines. If found, the amount of the requisition is compared to the approval group of the user to determine if the user has the authority to approve the requisition. The approval group of the user is determined by the job assigned to the user. If a user is not allowed to approve any requisitions, the user is assigned to the job called “Default Job” which has an approval limit of 0. If workflow finds requisitions created by users with an approval limit of zero, it determines the next approval level for that particular workflow and routes the document to all users assigned to that workflow level. If the user has an approval limit not equal to 0 and the user approves the document, then workflow compares the amount of the requisition to the approval limit of the user to determine if the document can be routed to the Supply Chain Organization. Additionally, workflow compares the accounts used in the distribution of the document to determine if the user’s approval group can approve the document. All approval groups (regardless of approval limit of the approver) are not allowed to approve the following accounts: 51XXX ALL EMPLOYEE COMPENSATION ACCOUNTS 52411 INTEREST-SHORT TERM 52415 INTEREST-LONG TERM 52416 LOAN MANAGEMENT FEES 52418 NOTE PREPAYMENT PENALTY 52422 UNCOLLECTED RETURNED CHECKS 52431 BANK CHARGE/CREDIT SALES 52432 PETTY CASH REIMBURSEMENT Page 2 of 12
  3. 3. FAQs Supply Chain 52451 SELF INSURANCE 52453 CASUALTY INSURANCE 52471 AMORTIZATION FINANCIAL EXPENSE 52511 MALPRACTICE INSURANCE EXPENSE 52532 CONTRACT EXPENSE - MFA GME 52533 CONTRACT EXPENSE – DHP 52535 CONTRACT EXPENSE - MFA INSTRUCTION 52536 CONTRACT EXPENSE - MFA OTHER INSTRUCTIONAL 52616 LOBBYING EXPENSES 52618 GIFT IN KIND EXPENSE 52619 ENDOWMENT ADMINISTRATIVE EXPENSE 52621 COMMUNITY SERVICES 52631 ROYALTY PAYMENTS 52671 THEFT/LOSS EXPENSE 52692 UNRECONCILED VARIANCES 52693 DEFICIT DIRECTS 52714 GUARANTEES EXPENSE 52802 TELEPHONE CHARGES - UNDISTRIBUTED 52803 POSTAGE CHARGES - UNDISTRIBUTED 52804 WORK ORDER CHARGES - UNDISTRIBUTED 52899 ACCRUED EXPENSE ITEM RECEIVED/NOT INVOICED 52901 BUDGET RESERVE 52902 RESTRICTED RESERVE 52903 SUPPLEMENTAL RESERVE 52913 MERIT POOL RESERVE 53312 LONG DISTANCE LINES EXPENSE 53313 LONG DISTANCE USAGE 53314 CALL CHARGES 53315 EQUIPMENT CHARGES EXPENSE 53316 RECURRING CHARGES 53318 DATA NETWORK CHARGES EXPENSE 53911 BAD DEBT EXPENSE 54153 PRINT SUPPLIES PASS THROUGH 54154 PROCUREMENT CARD PURCHASES 55581 COLLECTION ACCESS 55702 RENTAL PROPERTY EXPENSE 56101 ELECTRIC 56102 GAS 56103 FUEL OIL 56104 WATER 56216 NON-CONTRACT PARKING ADMINISTRATION FEE 56421 REAL ESTATE TAXES 56431 PROPERTY MANAGEMENT COMMISSIONS 56511 DEPRECIATION-BUILDING 56512 DEPRECIATION-EQUIPMENT 56531 AMORTIZATION COMPUTER SOFTWARE 56711 PROPERTY INSURANCE 57111 TUITION-GWU EXPENSE Page 3 of 12
  4. 4. FAQs Supply Chain 57113 SCHOLARSHIPS-FUNDED 57114 SCHOLARSHIPS INSTITUTIONAL EXPENSE 57115 STUDENT STIPENDS 57117 ENDOWED SCHOLARSHIPS EXPENSE 57121 PRIZES AND AWARDS EXPENSE 57122 HONORARIA EXPENSE 57132 GRANTS-IN-AID SUBSISTENCE EXPENSE 57133 GRANTS-IN-AID HOUSING EXPENSE 57141 STUDENT LOANS-CANCELLED 58121 EXTERNAL LOANS 58331 LOAN PLACEMENT FEES 58333 CAPITALIZED INTEREST 58599 DISPOSAL OF FURNITURE AND EQUIPMENT 58713 PERPETUAL TRUST DRAWDOWN 58714 FUNDING FROM TAXABLE DEBT POOL 58716 FUNDING FROM 1999 SERIES A, B & C BONDS 58717 FUNDING FROM 2001 SERIES A BONDS 58911 UNIVERSITY LOAN FUND CONTRIBUTION 58912 ADMINISTRATION EXPENSE REIMBURSEMENT 58914 UNIVERSITY SEOG MATCH TRANSFERS 58921 DEBT SERVICE FUND TRANSFER 58941 ENDOWMENT SUPPORT - INVESTMENT PROPERTIES 58942 PRIOR YEAR ADJUSTMENTS - ENDOWMENTS 58951 TO CURRENT FUNDS 58952 RESIDUAL TRANSFERS TO DEPARTMENTAL FUNDS 58953 MISC TRANSFERS TO ENDOWMENT FUNDS-CONTRIBUTIONS 58955 TO PLANT FUNDS 58956 TO CAPITAL PROJECT-PLANT FUND 58957 ENDOWMENT PAYOUT 58958 ENDOWMENT SUPPLEMENTAL PAYOUT DRAW DOWN OF ENDOWMENT PAYOUT/PERPETUAL TRUSTS HELD BY 3RD 58959 PARTIES 59XXX ALL ASSESSMENTS ACCOUNTS If a user approves a SC document that includes one or more of the accounts not included in the approval group for that user (see above list), the document is rejected back to the requisition preparer after it completes the full cycle of the approval chain (Oracle Applications checks each approval hierarchy group to determine if any of the approval groups can approve accounts that other approval groups cannot). The preparer can modify the account and resubmit the document into workflow, or cancel the document. If the user approves a SC document and the amount of the document is greater than the amount of the users approval limit, then the workflow system determines the next approval level for that particular workflow and routes the document to all users assigned to that workflow level. This procedure repeats until the amount of the document being approved is less than the approval limit of the user approving the SC document. Once the document is approved, it is routed to the Supply Chain Organization for processing. Page 4 of 12
  5. 5. FAQs Supply Chain If more than one user is assigned the responsibility for a workflow level, then the SC document appears on each of the user’s notification form. Once the document is approved by a user, the document is removed from all of the user’s notification forms for this workflow level and is either routed to the Supply Chain Organization for processing (amount of document is less than approver’s limit), on to the next workflow level for approval (amount of document is greater than approver’s limit), or rejected to the preparer of the requisition (examples for automated rejection include the use of an invalid account, invalid PTA, insufficient funds on a PTA, timeout from a business role approval stage, and timeout on a PTA approval stage). If an approver rejects a SC document that has been routed to him /her for approval, the document is returned to the document preparer regardless of the workflow level of the user rejecting the document. If a SC document is not acted upon within 4 days (GL distributions) or 5 days (sponsored projects) after being routed to a workflow level, it is automatically forwarded to the next level in the workflow (with the exception of the business role approval stage and the PTA approval stage both rejecting to the preparer rather than forwarding to another approval level). If a SC documents routes to a workflow level for which no user is assigned (usually due to users leaving the University and the departments not notifying the “security approver” of his/her replacement), a document can get stuck in the workflow system. If this occurs, or if all users at a workflow level are absent and a SC document needs immediate attention, that is, pushed to the next workflow level or rejected back to the preparer, contact the EAS Help Desk at 994-5530, option 4, and identify your need. Alternately, you can send an email to eashelp@gwu.edu. The Help Desk personnel will log your request and notify the Financial Systems Support to assist you. Once a document has been approved and routed to a Supply Chain Organization for processing, the preparer receives a notification that the document has been approved. The preparer does not receive a notification if a document is approved but routed for additional approvals in an approval hierarchy. The preparer of an SC document or any User who has approved or rejected a SC document, can view the Action History of a document via the Notifications form. Shown on the following page is an example of a SC Workflow. In this example, requisitions created by Esther Humphrey route to Howard M. Alford for approval. If the amount of a requisition created by Esther Humphrey is $6,200 and Howard M. Alford approves it, Workflow compares the requisition amount to Howard M. Alford’s approval limit of 5K and routes the document to the next Supply Chain Workflow Level with for approval. Either Pamela Sue Goodnow or Timothy L. Russell can approve this requisition. If Pamela Sue Goodnow approves this requisition created by Esther Humphrey, Workflow compares the requisition amount to Pamela Sue Goodnow’s Page 5 of 12
  6. 6. FAQs Supply Chain approval limit of 500K, approves the document, and routes the document to the Supply Chain Organization for processing. An asterisk following the user’s name indicates the user’s primary workflow (see description of primary workflow in the next FAQ). The amount shown in the column name Approval Limit denotes the approval limit for the user. The approval limit for the user may not necessarily equal the approval level. If a user has more than one workflow, the highest approval level generally coincides with the user’s approval limit. A user may be in multiple approval levels to share in the approval role of documents routed to that approval level. Page 6 of 12
  7. 7. FAQs Supply Chain Run the report GWU SC Workflow Roles Matrix Report [SC-261] Secured to obtain a copy of all Supply Chain workflows that you are in. If you need to validate Supply Chain workflows that you are not in, contact the EAS Help Desk at 994-5530, option 4, and identify your need. Alternately, you can send an email to eashelp@gwu.edu. The Help Desk personnel will log your request and notify the Financial Systems Support to assist you. The Financial Systems Support department will run the report GWU SC Workflow Roles Matrix Report [SC-261] for you and send you the results. Copies will be provided to your department head and to your “security approver” (if you are an academic user). Alternately, this data is provided periodically to the “security approver” for your school (if you are an academic user) and you can contact him or her for this information. If I have multiple workflows, how do I select the appropriate Supply Chain (SC) workflow for my requisition? All users with a GW SC Departmental User responsibility and access to general ledger account combinations (a.k.a. accounting flexfields) are assigned a primary workflow. If a user is only assigned to one workflow, that workflow is designated as the user’s primary workflow and the user cannot select a different workflow for their SC documents. If the user is assigned to more than one workflow, one of the workflows is designated as the user’s primary workflow and all others are designated as Secondary Workflows. When creating a SC document, the user must assign a “Deliver-to Room Number” (descriptive flexfield) to the document. On this same Requisition Distributions form, the user may select a secondary workflow for the document, if the user has multiple workflows. If the user does not select a secondary workflow for the document, the SC document uses the user’s primary workflow for its GL approval process. Since the approval process does not verify the data security of the approver, the SC document requester must select the appropriate workflow, if the SC document requester has multiple workflows. How do Supply Chain workflows work for requisitions charged to Grants? After fulfillment of the business role approvers and GL-related distribution lines, workflow next checks for the existence of sponsored projects-related distribution lines. A distribution line is considered a sponsored projects distribution line if the Page 7 of 12
  8. 8. FAQs Supply Chain Project/Task/Award (PTA) has been filled in. The PTA data is filled in using the Projects region of the Distributions form. For workflow purposes, all distribution lines are grouped by award. workflow routes the SC document to the Notifications box for all users assigned as expenditure approvers for the award. If more than one user is assigned as an expenditure approver for an award, any of the expenditure approvers for the award can approve the SC document. Unlike the GL approval process, there is no approval limit (amount) for sponsored projects distribution lines. If there is no expenditure approver assigned to the award, then the document routes to the award manager for approval. If an expenditure approver or award manager rejects a distribution line, the entire requisition is rejected back to the preparer. If the expenditure approver or award manager does not approve or reject a SC document within 5 days, the SC document automatically is rejected back to the requester. Once the distribution lines (for an award) are approved by an expenditure approver or award manager, workflow checks the SC document for certain expenditure types. If found, the SC document is routed to the research service coordinator (RSC) assigned to the award for approval. Click on the following weblink for a list of sponsored projects expenditure types listed in GL account order: http://eas.gwu.edu/home/support/procedures/accountsortexpendtypeprod.pdf Click on the following weblink for a list of sponsored projects expenditure types listed in expenditure type order: http://eas.gwu.edu/home/support/procedures/expendtypesortprod.pdf If the research service coordinator (RSC) approves the distribution lines, workflow checks the SC document for additional awards associated with the distribution lines for the SC document. If the SC document has additional awards, workflow will repeat the entire GM approval process for each additional group of distribution lines (award). If the RSC does not approve or reject the SC document within 5 days, the SC document automatically rejects back to the preparer. If the “post award manager does not approve or reject the SC document within 5 days, the SC document automatically rejects back to the requester. If any line(s) gets rejected at any point, the whole document is rejected back to the requester. Notification is sent to all users involved with the document. Page 8 of 12
  9. 9. FAQs Supply Chain Once all approvals have been met, the SC document routes to the Supply Chain Organization for processing. The preparer of an SC document or any user who has approved or rejected a SC document, can view the Action History of a document via the Notifications form. What is ‘Quick Pay’? Quick Pay is an Enterprise Accounting System (Oracle) enhancement for processing small-dollar purchases (no greater than $2,500) from suppliers with whom the University has already done business. Quick Pay eliminates the need for a Supply Chain Buyer to be involved in converting a requisition to a purchase order. Once the requisition is approved, an e-mail is generated within fifteen minutes that includes a URL/link to the University Purchase Order in a PDF format. If additional approvals are required, the workflow process will prevail. Your Oracle workflow and your approved dollar limit will remain the same. The following URL/link called 'Quick Pay in a Page' will provide you with all the necessary process information: http://eas.gwu.edu/home/support/procedures/sc/Quick_Pay_in_a_Page_18-Oct-2004.doc If the Quick Pay criterion is not met or you decide not to use it, you may process your purchase via the Procurement Card (P-Card) or a standard requisition. The Invoice payment process remains the same: * Add the Purchase Order Number to the invoice * Provide approval signature on the invoice * Forward the invoice to the Supply Chain Organization Accounts Payable There is an encumbrance balance on my BPR report – how can I determine what makes up this balance? Page 9 of 12
  10. 10. FAQs Supply Chain Run the report Supply Chain Encumbrance Report By GL Flexfield [SC-266] that provides various Supply Chain information depending on your needs: * Totals by encumbrance type (requisitions, purchase orders, invoices) that balances to your current period's latest BPR (run last night); * Totals by encumbrance type (requisitions, purchase orders, invoices) that balances to the Funds Available Inquiry form (current data); * Detailed encumbrance information by line item; * Other Supply Chain data - see various uses of the report described in detail on the website http://eas.gwu.edu/home/support/procedures/supplychain/Other/SC-266.pdf . How can I find the status of an invoice submitted to Account Payable or the check number of a paid invoice? (SC-255 report) Run the report Supply Chain Invoice Inquiry Report [SC-255]. I’m a department manager and the person who created requisitions and purchase orders has left the department. How can I tell what requisitions and purchase orders were created for my department during a specific period of time? Access to Supply Chain (SC) historical data via the Supply Chain forms is controlled by “document” security. What this means is that if you created a requisition, rejected a requisition that was later approved (even if by someone else), or approved the requisition, you can view the document and its related documents (purchase order, invoice, and receiving activity) at a later date. If you did not create, reject (update), or approve the document, you cannot view the historical Supply Chain data via the forms. Various SC reports were developed for which the access is not based on “document” security, but is based on the user’s “Security Profile” data so that users can access needed information. Use the following reports to view this data: Printed Requisitions Report [SC-102] PO Summary Report [SC-262] Requisition Summary Report [SC-264] How can I determine which accounts should be used with Supply Chain activity? It is the responsibilty of each individual preparing an on-line requisition to determine which specific natural account best describes the goods or services being ordered. Although the EAS cannot make the determination as to which account is the most appropriate for a particular transaction, there are certain accounts that cannot be used for on-line requisitions of goods and services under any circumstances. For example, it is Page 10 of 12
  11. 11. FAQs Supply Chain never allowable to use 51xxx accounts (Employee Compensation) for on-line requisitions. EAS workflow systematically prevents approval of requisition/releases charged to restricted accounts. To determine whether or not an account is allowable for departmental purchases of goods and services, visit the website http://eas.gwu.edu/home/support/procedures/accounts.pdf . If you do not see a restriction listed for the account you wish to use, it is allowable. How do I prepare and submit a Travel reimbursement for someone other than myself? 1. Visit the main EAS webpage http://eas.gwu.edu/home/index.cfm . 2. Click on the tab 3. Click on the heading . 4. Click on the form 5. Click on the step 6. Click on the button 7. Complete the form as shown below and click the submit button. I’m unable to extract data on the SC-270 report for my students who are receiving Stipend checks. Why? For Stipend payments to appear on the reports: • Stipend Profile [SC-270] by Accounting Flexfield • Stipend Profile [SC-270] by PTA Page 11 of 12
  12. 12. FAQs Supply Chain the stipend invoice must have an invoice type of “Recurring”. Contact the EAS Help Desk at 994-5530, option 4, and identify your need. Alternately, you can send an email to eashelp@gwu.edu. The Help Desk personnel will log your request and notify the Financial Systems Support to assist you. Why your data is not appearing on this report may be for the aforementioned reason or your data security may restrict you from accessing this information. FSS will research the problem for you. For additional operational FAQs related to Supply Chain activity, visit the SCO website http://www2.gwu.edu/~supchn/scmain.htm . Page 12 of 12

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