University of Wisconsin System SFS Business Process PO.2.05 Mass PO Close Via File Upload
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1 Contents Mass PO Close via File Upload Process Overview... 1 Process Detail... 2 I. Identify the List of Qualified POs to Close... 2 II. Create PO Close Upload File... 9 III. Creating the Text File IV. Run PO Mass Close Job V. Verify PO(s) Closure VI. Check for PO Closure Issues VII. Budget Check Closed POs VIII. Close Requisitions (Applicable if eprocurement Institution) Mass PO Close via File Upload Process Overview The PO Mass Close via file upload functionality is a custom process developed by UW to streamline the overall PO mass close process most often used during year end and monthly cleanup. This document also includes instructions on Closing Requisitions. Closing requisitions is a required year end and monthly cleanup activity only for eprocurement Institutions. The Requester s Workbench is used to close requisitions because it will only list the requisitions qualified to be closed. Requisitions are closed using the (PO_REQRCON) process, which closes requisitions that are fully canceled or fully sourced and no longer need to be modified. When you run the Requisition Reconciliation process, it reconciles requisition-related settings and statuses to change the status of applicable requisitions to C (completed). Closing requisitions improves system performance, because completed requisitions are not displayed when accessing requisition pages in update or display mode. Process Frequency Dependencies Assumptions Responsible Parties This process can be run as needed, but is most often run at Fiscal Year- End. Campuses should run this process monthly, to reduce the volume of required PO closures at Fiscal Year-End. PO Approval Workflow, PO Budget Check, PO Dispatch, PO Cancel It is assumed: The user has access to run the PO Mass Close process, which requires the role PO_RECON or BU_ADMIN, as well as the proper User Preferences. The user has knowledge of Excel (sort, concatenate, copy and paste). Campus Purchasing Staff and UWSA Support PO.2.05_Mass PO Close Via File UploadPage 1 of 28
2 Process Detail I. Identify the List of Qualified POs to Close The process to identify POs to close can vary. The PO ID and Business Unit are the only data points needed to complete the mass close process. Any process to pull this data is acceptable, as long as it gives the desired output, a list of qualified purchase orders. Qualified purchase orders are POs that have been fully spent and are not tied to open vouchers. Please note the maximum number of POs to close at one time is 150. If you have more than 150 to close, divide them into batches of less than 150. Also, please note POs tied to open vouchers cannot be closed. One of the most common methods to identify POs to close, is the POADJBAL report. Campus Purchasing Staff, will run the POADJBAL nvision report to identify POs that are ready to be closed. Go to the Buyer WorkCenter, Reports/Queries tab to select the report to run. You can also access the POADJBAL report using the below navigation. Navigator: Reporting Tools > PS/nVision > Define Report Request 1. Enter Business Unit in Business Unit field, and Enter PO in the Report ID field 2. Click Search and the report for the selected Business Unit will be in the Search Results 3. Click the link to go to the nvision Request page to run the selected report PO.2.05_Mass PO Close Via File UploadPage 2 of 28
3 If not using navigation, select the report from the Buyer WorkCenter, Reports Queries tab. 4. Click the report hyperlink you want to run. PO.2.05_Mass PO Close Via File UploadPage 3 of 28
4 5. Once the report is selected, the nvision Report Request will be displayed. 6. Make sure to select Today s Date and Web for Type. 7. Click at the bottom of the page. PO.2.05_Mass PO Close Via File UploadPage 4 of 28
5 8. The Process Scheduler page will be displayed. 9. Use the drop down to select Server Name is SFSNT Click 11. The Request page will appear. PO.2.05_Mass PO Close Via File UploadPage 5 of 28
6 12. Click the Process Monitor hyperlink to view status of report. Access Process Monitor from this page or through navigation. Navigator: PeopleTools > Process Scheduler > Process Monitor 13. This process may take some time to complete. Periodically click to monitor the process status. PO.2.05_Mass PO Close Via File UploadPage 6 of 28
7 14. Once the Run and Distribution Status are Success and Posted, go to Report Manager, Administrative tab, to review the report results. Access the Report Manger from the nvision Report Request page or through navigation. Navigator: Reporting Tools > Report Manager PO.2.05_Mass PO Close Via File UploadPage 7 of 28
8 15. The next page, provides a screen shot of the report. 16. Identify the POs you want to close. Again, no more than 150 can be closed at one time. Note: The following steps are slightly more technical in nature, so if you prefer you can forward the list of POs to close to UW Problem Solvers and they will complete the remaining steps. PO.2.05_Mass PO Close Via File UploadPage 8 of 28
9 II. Create PO Close Upload File 1. Add a new tab to the POADJBAL spreadsheet. 2. Copy and paste the PO numbers into Column D of the new sheet. In Cell A1 Enter your Business Unit, Cell B1 is C for Closed. Cell C1 is the date to close the PO. It could be today s date. It must be in the below this format (YYYYMMDD) See the following example below: 3. Concatenate this information into a string of characters for the PO Mass Close process. With your cursor in column E, row Click the icon 5. Enter concatenate in the Search for a function field. 6. Select CONCATENATE PO.2.05_Mass PO Close Via File UploadPage 9 of 28
10 7. Click 8. Enter A$1 in Text1 9. Enter B$1 in Text2 10. Enter C$1 in Text3 11. Enter D1 in Text4 No dollar sign. 12. Click. The concatenated string is now in Cell E In Column E, Drag the formula down the entire list of POs to be closed. This is the list to be copied into Notepad for the PO Mass Close process. 14. Verify the number of POs to be submitted for closure. PO.2.05_Mass PO Close Via File UploadPage 10 of 28
11 III. Creating the Text File Open a Notepad. If Notepad is not on your toolbar use the below steps to open Notepad. 1. Click the Start Menu. (Notepad may be listed, if not proceed with below steps) 2. Click All Programs. 3. Click Accessories. 4. Open Notepad. 5. Copy the contents from your Excel worksheet Column E and paste into the new Notepad file. 6. Save the Notepad file. PO.2.05_Mass PO Close Via File UploadPage 11 of 28
12 IV. Run PO Mass Close Job Use navigation to access the Mass Close POs file Navigator: Purchasing > Purchase Orders > Reconcile POs > Mass Close POs File 1. To use an existing Run Control ID, click tab. 2. Click to return existing run controls, select one, and skip to step If creating a new Run Control, click tab. 4. Enter Run Control ID: PO_MASS_CLOSE or any alphanumeric string excluding spaces or special characters up to 30 in length. 5. Click 6. The UW PO Close Page will be displayed PO.2.05_Mass PO Close Via File UploadPage 12 of 28
13 7. Click 8. Click to search for Notepad file you saved. 9. Select Notepad file. 10. Click 11. Click 12. Select Server Name PSUNX PO.2.05_Mass PO Close Via File UploadPage 13 of 28
14 13. Click 14. Click Process Monitor link. 15. Click until Run Status and Distribution Status change to Success and Posted. 16. Click on the Details hyperlink PO.2.05_Mass PO Close Via File UploadPage 14 of 28
15 17. Click on the Message Log. PO.2.05_Mass PO Close Via File UploadPage 15 of 28
16 18. Verify the number of POs that have been closed. It should match the count in your Excel list. 19. Click to go back to the Process Detail page. PO.2.05_Mass PO Close Via File UploadPage 16 of 28
17 V. Verify PO(s) Closure Navigation: PeopleTools > Integration Broker > Service Operations Monitor > Monitoring > Asynchronous Services 1. For the Queue Name UW_PO_RECON_2, Click the hyperlink under the Done column on the number. Note: The Done result simply means the IB message was processed, not that all POs were successfully closed. PO.2.05_Mass PO Close Via File UploadPage 17 of 28
18 2. Click the Details hyperlink for the last Transaction ID in your list from the.trc file and verify it has a Status of Done. PO.2.05_Mass PO Close Via File UploadPage 18 of 28
19 VI. Check for PO Closure Issues Go to query manager from the Buyer WorkCenter or through navigation to run a query to check for PO closure issues. Navigation: Reporting Tools > Query > Query Manager 1. Enter Query Name: UW_PO_NOT_CLOSED_ACCTG_DT 2. Click 3. Click the Excel link in the Run to Excel column. 4. Enter the Business Unit UW*** 5. Click 6. If no results appear, you are ready to go to the Budget Check Process. 7. If you do get results, open the file using the below steps. 8. Click and the file should open in Excel. PO.2.05_Mass PO Close Via File UploadPage 19 of 28
20 7. If any POs are returned for your campus, send an to: UWSA Problem Solvers VII. Budget Check Closed POs Budget Check must be done to liquidate any remaining encumbrance. Failure to budget check will cause encumbrance balance issues. Access Budget Check from the Buyer WorkCenter or through Navigation. Navigation: Purchasing > Purchase Order > Budget Check The below will appear for both options. PO.2.05_Mass PO Close Via File UploadPage 20 of 28
21 1. Select Process Frequency Always 2. Populate Description as desired if creating a new Run Control 3. Enter Business Unit UW*** 4. Change the PO Status: dropdown to Some and Check Complete 5. Click PO.2.05_Mass PO Close Via File UploadPage 21 of 28
22 6. Select Server Name PSUNX 7. Click 8. Click until the process completes and the Distribution Status is Posted 9. The POs that were closed should have a status of Completed and valid. If this does not happen, contact UWProblemsolvers. PO.2.05_Mass PO Close Via File UploadPage 22 of 28
23 10. Please Note: Closed POs can only be viewed on the Purchase Order Inquiry Page. You can access this page from the Buyer WorkCenter or through the below navigation. Navigation: Purchasing > Purchase Orders > Review PO Information > Purchase Orders 11. Verify the PO Status is now Compl and the Budget Status is Valid for each PO. 12. You are done if you are campus is not an eprocurement Institution. If an eprocurement Institution, go to section VIII of this document for requisition closing instructions. PO.2.05_Mass PO Close Via File UploadPage 23 of 28
24 VIII. Close Requisitions (Applicable if eprocurement Institution) 1. For eprocurement Institutions, closing requisitions is a process that should be completed monthly and at year end. 2. Requisitions should be closed from the Requester s Workbench. Navigate to the Requester s Workbench. Navigator: Purchasing > Requisitions > Requester s Workbench 3. The below page will appear 4. Click 5. Select Business Unit and a Enter WorkBench ID 6. Click PO.2.05_Mass PO Close Via File UploadPage 24 of 28
25 7. The Filter Options page will appear. 8. Enter a requisition ID or keep the search open. 9. Select Business Unit at the bottom of the page 10. Click PO.2.05_Mass PO Close Via File UploadPage 25 of 28
26 11. The Requester s Workbench will be displayed. If this is a new Run Control, enter a description. Otherwise, the description will already be filled in. 12. Check the Select All box at the bottom of the page or select the requisition(s) you want to close. 13. Click the PO.2.05_Mass PO Close Via File UploadPage 26 of 28
27 14. The Processing Results page will appear. It will list the Qualified and Not Qualified Requisitions. The Qualified requisitions have met all the criteria to be closed and will be closed. Not Qualified will not close at this time. This is not an issue. Keep moving with the process. 15. Click 16. Click again. 17. The Requester s Workbench will be displayed. PO.2.05_Mass PO Close Via File UploadPage 27 of 28
28 18. Click to budget check the requisition(s) you just closed. The Processing Results page will be displayed. Click and Yes again to the below message. 19. The Requester s Workbench page will be displayed. The Qualified requisitions should now be closed and budgeted checked, 20. The process is complete. Revision History Author Version Date Description of Change Martha Mendoza /28/2012 Initial Draft Spencer Kelsay /02/2013 Updated Screenshots and Content Mark Flemington /18/2013 Additional Updates Susan Kincanon /01/2013 Finalize and publish to website Susan Kincanon /16/2013 Republished after nvision style sheet update to page 2 Denise Mcdonald /9/ Upgrade PO.2.05_Mass PO Close Via File UploadPage 28 of 28
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