Digital Intelligence Systems, LLC PeopleSoft Guide Vendors Version 1.0 July 2016
CONTENTS INTRODUCTION... 3 1.1 Change Password... 3 PROFILE INFORMATION... 5 2.1 Identifying Information... 6 2.2 Address... 8 2.3 Contacts... 10 2.4 Attachments... 12 2.5 Submit... 14 2.6 Liability Insurance... 14 2.7 Resubmission... 15 SYSTEM USAGE... 17 3.1 Timesheets... 17 3.2 Attach Client-Approved Timesheet... 18 VIEW INVOICE... 24 PRINT INVOICE... 27 Page 2 of 29
INTRODUCTION This manual will guide you through the DISYS Enterprise Resource Planning (ERP) System, PeopleSoft. If you have any questions after reviewing the contents of this manual, please contact your HR Representative. If you have not already, you will receive an email from PeopleSoft that includes your User ID and Password. Use this ID and password to log in to the system. From: FIN91PRD@disys.com [mailto:fin91prd@disys.com] Sent: Thursday, March 03, 2016 10:26 PM To: ACCOUNTING@VENDOR.COM Cc: Subject: User ID Notification [VENDOR] DISYS is pleased to notify you that onboarding process for you as a vendor has been initiated. Please download the user guide from the following location http://www.disys.com/peoplesoft/vendor/vendorguide.pdf and complete your profile and submit it to be approved by our contracts department. Please follow the guidelines carefully to ensure a quick onboarding. Should you have any questions please contact your account liaison at DISYS. Userid & Password are case-sensitive. Login Information -------------------------- User ID: VENDOR.DISYSVendor Password: VENDOR.DISYSVendor.46-210305 Kindly click the below link to login: http://vendor.disys.com This e-mail message brought to you by PeopleSoft workflow technology. Thanks, DISYS 1.1 Change Password Upon your first login, DISYS recommends that you change your password. 1. Go to Main Menu Change My Password Page 3 of 29
Figure 1 2. Click Change My Password. Figure 2 3. Enter the Current Password, then enter and confirm your new password. 4. Click Change Password. 5. Click OK. Figure 3: Password Saved Message 6. You can proceed to any PeopleSoft tasks you wish to perform. The next time you sign in be sure to use the new password. Page 4 of 29
PROFILE INFORMATION Once you receive the email from PeopleSoft, you can log in and complete your Vendor profile. Follow the navigation Main Menu Maintain Supplier Information Vendor Information. The screen opens on the Summary tab. Figure 4: Menu Path to Vendor Information Figure 5: Vendor Info Summary Tab The four tabs you will use from this screen most often are: 1. Identifying Information use this tab to indicate to DISYS when you have uploaded new documentation and to review comments from the DISYS contracts team. 2. Address use this tab to enter/modify your address information. 3. Contacts use this tab to enter multiple contacts for your organization, such as AP, Management, Billing, etc. 4. Attachments use this tab to upload your business documentation. Page 5 of 29
The first time you log in Vendor Eligibility will be highlighted in red and show Non-Eligible. Once you upload your business documentation and it is reviewed by DISYS contracts department, the eligibility will change. Click Identifying Information. 2.1 Identifying Information This tab is used to enter general business information and to indicate to your HR representative that you have uploaded new documentation. Figure 6: Vendor Info Identifying Information Tab Use the Contract Vendor Status drop-down list to select Submitted when you have uploaded any documentation. Figure 7 Each of the blue bars with a right-facing triangle in it is expandable. You may be interested in the following sections: 1. Additional ID Numbers (optional) Use this section to enter any other ID numbers you want DISYS to have, such as your DUNS number. 2. Additional Reporting Elements (optional) Use this section to enter additional information about your company, including small business designations. Page 6 of 29
3. Comments Use this section to review comments from DISYS Contracts department regarding your status. Additional ID Numbers This section is used to record your tax identification number, usually an EIN. This information is added to the system for you. DISYS does not require any additional information, but if you would like to keep a record of your company s ID numbers, you can do so. Figure 8 Click on the plus (+) sign to add a blank record. Figure 9 Click on the magnifying glass icon under Type to open the list of ID numbers you can enter. Click on the desired ID type. Figure 10: ID Numbers Page 7 of 29
Enter the ID number in the middle field. Additional Reporting Elements Use this section to enter any additional business information you want DISYS to have. Figure 11 Use the drop down lists to select the information you wish to enter, or use the check boxes at the bottom of the section. Remember that you must upload supporting documentation for any category you enter. Figure 12 When you have finished, click Save at the bottom of the page. 2.2 Address Note: Do not delete any information from this section. When an address becomes invalid, due to relocation, make that address Inactive. Always add records in PeopleSoft, do not delete any. Page 8 of 29
Figure 13 Use this screen to add multiple addresses for your organization; for example, an address for Corporate, AP, Billing, etc. Address ID Sequential ID assigned by the system Description Type of address (Corporate, AP, etc.) To add different address types, click the plus sign (+) shown above. Figure 14 Page 9 of 29
Notice that the Address ID changes sequentially as you add addresses. Enter a description then enter the address details. If you have additional address information for Corp or any other address type, click on the plus sign (+) under the Details header to enter address details only. Effective Date assigned by the system Effective Status Use this drop-down to indicate the status of the address, usually Active. o o Country Active a current contact Inactive an address that is no longer valid Address 1, 2, 3 Enter up to three lines for the street address City County Postal ZIP Code State Email ID enter an email address Phone Information Type use the drop down to select the type of phone (Business, FAX, Home, etc.) Location enter a location, if applicable Prefix enter the prefix, if applicable Telephone enter the phone number Extension enter an extension, if applicable Use the Effective Status drop-down list to mark the address Active. When an address is no longer valid, change this setting to Inactive, do not delete the information. Once you have made any necessary additions/changes, click Save. 2.3 Contacts Note: Do not delete any information from this section. When a contact becomes invalid make that contact Inactive. Always add records in PeopleSoft, do not delete any. Use this screen to maintain the contacts for your company. This information will have been entered for you when your account was created. Modify this page only when you need to change the displayed information. Page 10 of 29
Figure 15 Click on the plus (+) sign to add a blank record. Effective Date Entered by the system when the record is created Effective Status Use this drop-down to indicate the status of the contact, usually Active. o Active a current contact o Inactive someone no longer acting as a contact Type (of Contact) includes, among others o Accounts Payable o Billing Contact o Executive Management o General o Sales Contact Name Title Address use the magnifying glass to select the appropriate Address ID. Page 11 of 29
Internet Enter your Internet address, if applicable Email ID enter your email address Phone Information Type use the drop down to select the type of phone (Business, FAX, Home, etc.) Prefix enter the prefix, if applicable Telephone enter the phone number Extension enter an extension, if applicable Once you have made any necessary additions/changes, click Save. 2.4 Attachments This is the screen you will use the most. This screen is for uploading your business documentation. Figure 16 To upload a new document, click the plus (+) sign at the end of the row. Figure 17 Page 12 of 29
A new row appears. Select the document type as shown in the drop-down list above. The document types, except for SOW, can be used only once. When you upload a document type you have already used, choose MISC from the drop-down list and enter the document description in the description field. Note: Examples of documents you may upload repeatedly are the Insurance Certificate and Subcontractor Agreement. Click Upload. Figure 18 Click Browse to open a file explorer and navigate to the file you wish to upload. Double-click on the filename. Click Upload. Figure 19 Once you have finished uploading documents, click Save. Vendor Documentation The documentation you are required to submit includes the following: 1. Articles of Incorporation on state letterhead /or stamped from the state 2. Valid certificate of Liability Insurance 3. Completed and signed form W-9 4. Signed and initialed Subcontracting Agreement 5. Any documentation supporting a government business classification If you plan to use direct deposit for your payment method, you will also need to fill out and submit an ACH Payment Enrollment form. Copies of DISYS forms are located at http://www.disys.com/vendorforms/. You can also click the link DISYS Forms on the Attachments screen. Page 13 of 29
2.4.1.1 Subcontractor Vendor When the subcontractor and vendor are the same entity, two forms of ID must be submitted to verify work eligibility on the Form I-9. Please refer to the form instructions for a list of acceptable documents. Blank forms and instructions are available at the USCIS website https://www.uscis.gov/i-9. 2.5 Submit Once you have uploaded your documentation, and any time you upload new documents, you must set your Vendor Status to Submitted. To do so, go to the Identifying Information tab. Figure 20 If you are an established vendor, uploading new documentation will reset your Contract Vendor Status to New. Use this drop-down and select Submitted. Click Save. 2.6 Liability Insurance DISYS requires all subcontractors to carry business Liability Insurance. The sample form below shows the types and amounts of minimum coverage required. Page 14 of 29
Figure 21 Two Percent Fee You may be conditionally approved to begin work for DISYS if all your paperwork minus the insurance is approved. If you begin work before providing your own insurance, you will be subject to a two percent fee on all charges you submit. 2.7 Resubmission There are four potential statuses for your application: 1. Approved Subcontractor meets all requirements and is fully approved Page 15 of 29
2. Approved Subject Insurance Fee Subcontractor meets all requirements, except for the Certificate of Insurance. You are Approved in this status; however, you are subject to either a 2% fee (based on the Subcontracting Agreement) of your Work Orders until a compliant Certificate of Insurance has been uploaded 3. Rejected Subcontractor has not met all of the requirements and has been rejected until all requirements are met 4. Banned DISYS has prohibited business with this particular Subcontractor When you have been Rejected, log in to PeopleSoft and go to the Vendor Information screen. Select the Identifying Information tab. Figure 22 Click the small triangle beside Comments to expand that section. The comments box will explain the reason for the Rejection status. Upload any additional required documentation to answer the reasons for rejection. Remember when you upload documents to change your Vendor Status to Submitted and contact your HR representative to let them know you have uploaded new documentation. Page 16 of 29
SYSTEM USAGE Every day your 1099 consultant must enter their time. At the end of the month, the consultant must upload a client-approved timesheet verifying the hours entered in PeopleSoft. Timesheets and client approvals must be uploaded prior to the seventh of each month in order to be paid on the following scheduled pay date. Late entries will be paid the following month. 3.1 Timesheets Navigate to the following: Main Menu Self Service Time Reporting Report Time Timesheet Figure 23 Figure 24 Click on the Job Description to access the timesheet. Page 17 of 29
Figure 25 The timesheet defaults to the current calendar period depending on their Pay Group. In the example above, the calendar period is for one week. Enter hours daily. Once the Consultant begins entering hours, have them select the appropriate Time Reporting Code (TRC). Once the Consultant has selected the TRC and entered hours, click Save for Later. Save the hours daily. Once they have entered all their hours for the pay period, instruct the Consultant to secure a signed timesheet from their client manager. The hours on this client-approved timesheet must match the hours they reported in PeopleSoft. 3.2 Attach Client-Approved Timesheet Figure 26 After entering all the hours for the calendar period and procuring the client-approved timesheet, click Attachment/View. Page 18 of 29
Figure 27 Enter a Description ( Client-approved timesheet ). The T/S Start and T/S End dates are automatically populated. Click on the magnifying glass to open the look-up list of pay periods and select the exact one for which they are entering hours. Note: They must use the look-up list to select the time period. Click on the appropriate period. Click Upload. Figure 28 Figure 29 Page 19 of 29
In the File Attachment box click Browse. Navigate through the computer to find the relevant client-approved timesheet. Click Upload to attach the file to the PeopleSoft timesheet. The uploaded file must be an image (JPEG, TIFF) or a PDF file. Figure 30 Once the Consultant has entered their hours and attached the client-approved timesheet they can submit the hours to DISYS for approval. Click Submit. No Client-Approved Timesheet Available Figure 31 When the Consultant does not have a timesheet to attach, instruct them place a checkmark in the Attach Approved Timesheet Later box and click Save. Note: If the client-approved timesheet is not submitted prior to the seventh of the month the payment will be made one month later. Figure 32 A message indicating that a temporary timesheet is being attached to the record appears. Click OK. When a client-approved timesheet is not submitted, the system sends the following email twice a day until the timesheet is submitted. Page 20 of 29
Hi Consultant, You have attached either an unapproved Timesheet or no timesheet for the Pay Period 2015-09-01 2015-09-15. Please click the below path to attach the Client Approved Timesheet for this Pay period. http://hrportal.disys.com/psp/hcm91prd/employee/hrms/c/role_emplo YEE.TL_MSS_EE_SRCH_PRD.GBL?FolderPath=PORTAL_ROOT_OBJECT.CO_EMPLO YEE_SELF_SERVICE.HC_TIME_REPORTING.HC_RECORD_TIME.HC_TL_SS_JOB_SR CH_EE_GBL&IsFolder=false&IgnoreParamTempl=FolderPath%2cIsFolder Note: This is an auto generated email. Please do not reply to this email. Attaching a Timesheet Later Log in to PeopleSoft and navigate to Timesheet. Figure 33 Click on the job description to access the timesheet. The default timesheet is for the current pay period. Click Previous Period to move back to the pay period for which they have a client-approved timesheet. Page 21 of 29
Figure 34 Click Attachment/View. Figure 35 Click the (+) sign to add a row. Enter your Description, Exact Time Period, and hours. Click Upload. The following message appears. Click OK. Figure 36 Figure 37 Page 22 of 29
Click Choose File and navigate the computer for the client-approved timesheet for this pay period and select it. Click Upload. Figure 38 Click Save. The system renames the timesheet. Click Return to Elapsed Timesheet and resume entering hours for the current pay period or exit the system. Page 23 of 29
VIEW INVOICE Follow the navigation Main Menu Review Payment Information Regular Entry. The Search screen opens. Figure 39 Figure 40 Click Search without entering any data to pull up all your invoices. If you have specific information, you can enter it and pull up only the invoice(s) you need. Page 24 of 29
Figure 41 The search results appear at the bottom of the screen. Click on one of the records to open that invoice. Each invoice is for one contractor. If you are a vendor with multiple contractors, you will need to review an invoice for each of your employees. Figure 42 Page 25 of 29
The screen defaults to the Summary tab. Click Invoice Information. Figure 43 Each invoice will be for one consultant. Click View All to see each day worked for the pay period, usually one month. Click on the Payments tab. Page 26 of 29
Figure 44 This tab shows the Scheduled Date for the check to be issued. If there are any discrepancies, you will have 60 days from the pay date to bring them to DISYS attention. Therefore, it is important to review invoices on a regular basis to ensure the records are valid. Other information on this screen you may be interested in is the Method of payment. In this example a Check (CHK) is being issued for the invoice amount. If you are a vendor with multiple subcontractors, you will receive one check for the total amount due for all subcontractors, and will need to review the invoices to divide the amount between your employees. 4.1 Print Invoice To Print an invoice, go to the Invoice Information tab. Page 27 of 29
Figure 45 Click Print Invoice. A new browser window opens with a dialog box displayed. Page 28 of 29
Figure 46 You can Open the file or save it to your hard drive. From there you can print the invoice. Page 29 of 29