PeopleSoft System Support Team

 

The PeopleSoft Financial System services over 130 School Districts, Community Colleges, Charter Schools and Other Agencies in Los Angeles County. Our team is dedicated to helping each educational agency utilize the PeopleSoft system successfully.

FAQs - General
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To log into PeopleSoft, open your web browser (PC Users can only use Internet Explorer or Mozilla Firefox. Mac users can only use Mozilla Firefox) and type quartz.lacoe.edu into the web address section.  Users will be transferred to the Citrix login webpage where you will enter your Citrix credentials.  After logging in, click the PeopleSoft_763 icon.  The PeopleSoft Signon screen will appear for you to enter your PeopleSoft credentials.  Click OK after entering your Operator ID and Password.

For detailed instructions, please refer to the Module 6 of the requisition training manual.  Here is the link to the manual for your reference: PeopleSoft Requisitions Training Manual.

Check your Citrix File Security.  It must be set to "Full Access" for PC users and Read/Write options for MAC users to "Always".  To validate your settings you must be logged into PeopleSoft first. 

For PC users, open the Citrix Connection Center or Program Neighborhood Connection Center in the notification area of your task bar.  Go to the Session Security section for the Citrix Connection Center and under Files, change the level to "Full Access".  For the Program Neighborhood Connection Center, click the File Security button and change the Access Level to "Full Access" and "Never ask me again".

For MAC users, find the Citrix online plug-in on the menu bar.  Click the Citrix online plug-in and choose Preferences.  In the preferences screen, click the Devices tab.  Change the Read/Write option for "/Users/Computer Name (C:)" to Always.

Please refer to Module 6 (PeopleSoft Citrix File Security) of the requisition manual for detailed instructions.  Here is the link of the manual for your reference: PeopleSoft Requisitions Training Manual.

This may either be a connection issue or a PeopleSoft account set-up issue. Please call the LACOE HelpDesk at (562) 922-6646.

FAQs - Requisitions
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To cancel a requisition line, open the requisition in the Standard Requisition panels.

Here is the navigation: Go - Administer Procurement - Requisition Items - Use - Requisitions - Requisition Form - Update/Display

From the Requisition Form tab, click on the Line Details button of the line you wish to cancel.  Click the red X in the right hand corner to cancel the requisition line.  Repeat these steps for any other lines that need canceling. When you’re finished, make sure to save the changes and re-process the requisition.

A requisition can only be canceled if it has successfully passed budget check and no lines have been sourced into a purchase order.

Here is the navigation: Go - Administer Procurement - Requisition Items - Use - Requisitions - Requisition Form - Update/Display

From the Requisition Form tab of the Standard Requisition panel group, click on the Status drop down and change the status to Canceled.  Once the status is changed to Canceled, a message will appear ask you to confirm.  Click “Yes”.

A requisition that has been successfully budget checked can only be changed via the Standard Requisition panel group.  It cannot be updated from the Express Requisition panel group.  Here are the steps in changing the account string after it has been budget checked:

1. Open up the requisition you intend to change.  Here is the navigation: Go - Administer Procurement - Requisition Items - Use - Requisitions - Requisition Form - Update/Display
2. Enter the Requisition ID of the requisition in the search box and click "OK".
3. Navigate to the Requisition Schedule tab (For changing multiple requisition lines, use the scroll bar on the far right to scroll to the other requisition lines).
4. Click the Distribute button to access the requisition schedule details. 
5. With the mouse, right click on the Status field to bring up the “Cancel Distribution Line” box, then left click the “Cancel Distribution Line” box. 
6. Click “Yes” to continue, or “No” to cancel.
7. If there are no open distribution lines, a message will populate after clicking “Yes.”  Click “OK.” 
8. Now press the F7 function on your keyboard to insert a new row and enter the new account string information.
9. When you’re finished entering the new account string information, click "OK". This will bring you back to the Requisition Schedule panel.
10. Save the changes, and make sure to re-run the edit and budget check processes before sending it for approval.

For detailed instructions, please refer to the Module 3 (Changing an Account String) of the requisition training manual.  Here is the link to the manual for your reference: PeopleSoft Requisitions Training Manual.
A requisition that has been successfully budget checked can only be changed via the Standard Requisition panel group.  It cannot be updated from the Express Requisition panel group.  The Buyer information is stored on each and every line of a requisition. Therefore, if you’ve entered the wrong buyer incorrectly while building the requisition, you will need to make the change on the buyer field on every line of the requisition.

Here are the steps in changing the buyer after it has been budget checked:

1. Open up the requisition you intend to change.  Here is the navigation: Go - Administer Procurement - Requisition Items - Use - Requisitions - Requisition Form - Update/Display
2. Enter the Requisition ID of the requisition in the search box and click "OK".
3. From the Requisition Form tab, click on the Line Details button. This is where the buyer field is on each line.
4. Click the blue checkmark in the top right corner of the screen to open the field for changing.
5. After clicking the blue checkmark, PeopleSoft will take you back to the Requisition Form tab. Click on the Line Details button again and when the panel comes up, the buyer field will be open for changing.
6. Click on the drop down arrow to change the buyer. 
7. Highlight the desired buyer and click "OK".
8. Repeat these steps for each line of the requisition.
9. After changing all of the lines, save, re-process, and send the requisition for approval.

For detailed instructions, please refer to the Module 3 (Changing the Vendor or Buyer) of the requisition training manual.  Here is the link to the manual for your reference: PeopleSoft Requisitions Training Manual.
A requisition that has been successfully budget checked can only be changed via the Standard Requisition panel group.  It cannot be updated from the Express Requisition panel group. 

Here are the steps in changing the Requester Site after it has been budget checked:

1. Open up the requisition you intend to change.  Here is the navigation: Go - Administer Procurement - Requisition Items - Use - Requisitions - Header Comments - Update/Display
2. Enter the Requisition ID of the requisition in the search box and click "OK".
3. Click the Create Header Change button to open up the Requester Site field for changing.
4. Now click on the Requisition Form tab and the Requester field will be available to change.
5. Click on the drop down arrow to change the Requester.
6. A message will appear.  Click "Yes" to continue.
7. Save the requisition and re-send it for approval.

NOTE:  Only some users will have access to multiple Requester Sites.

For detailed instructions, please refer to the Module 3 (Changing the Requester Site) of the requisition training manual.  Here is the link to the manual for your reference: PeopleSoft Requisitions Training Manual.
A requisition that has been successfully budget checked can only be changed via the Standard Requisition panel group.  It cannot be updated from the Express Requisition panel group.

Here are the steps in changing the requisition line information after it has been budget checked:

1. Open up the requisition you intend to change.  Here is the navigation: Go - Administer Procurement - Requisition Items - Use - Requisitions - Requisition Form - Update/Display
2. Enter the Requisition ID of the requisition in the search box and click "OK".
3. From the Requisition Form tab, click on the Line Details button on the line you wish to update.
4. Click the blue checkmark in the right hand corner.  This will take you back to the Requisition Form tab where you can now change the Quantity, Unit of Measure, or Price fields.
5. Repeat these steps for any other lines that need changing.
6. Save the changes, and make sure to re-run the edit and budget check processes before sending it for approval.

For detailed instructions, please refer to the Module 3 (Changing Requisition Line Information) of the requisition training manual.  Here is the link to the manual for your reference: PeopleSoft Requisitions Training Manual.

A requisition that has been successfully budget checked can only be changed via the Standard Requisition panel group.  It cannot be updated from the Express Requisition panel group.  The Vendor information is stored on each and every line of a requisition. Therefore, if you’ve entered the wrong vendor incorrectly while building the requisition, you will need to make the change on the vendor field on every line of the requisition.

Here are the steps in changing the vendor after it has been budget checked:

1. Open up the requisition you intend to change.  Here is the navigation: Go - Administer Procurement - Requisition Items - Use - Requisitions - Requisition Form - Update/Display
2. Enter the Requisition ID of the requisition in the search box and click "OK".
3. From the Requisition Form tab, click on the Line Details button. This is where the Vendor field is on each line.
4. Click the blue checkmark in the top right corner of the screen to open the field for changing.
5. After clicking the blue checkmark, PeopleSoft will take you back to the Requisition Form tab. Click on the Line Details button again and when the panel comes up, the vendor field will be open for changing.
6. Click on the drop down arrow to change the vendor.  Clicking the vendor drop down arrow allows you to search for a new vendor. You can only search by Vendor ID or by Short Vendor Name.
7. Type in the first several letters of the vendor name in ALL CAPS and click search.
8. Highlight the desired vendor and click "OK".
9. Repeat these steps for each line of the requisition.
10. After changing all of the lines, save, re-process, and send the requisition for approval.

For detailed instructions, please refer to the Module 3 (Changing the Vendor or Buyer) of the requisition training manual.  Here is the link to the manual for your reference: PeopleSoft Requisitions Training Manual.

A requisition can only be deleted before a valid budget check, or if there is a budget check error. After the requisition has passed budget check, it can only be canceled.

To delete a requisition, press the Trash Can button on the Header Comments tab on the Standard Requisition panel group or on the Express Requisitions tab on the Express Requisition panel group.

Here are the navigation:
Standard Req Panel: Go - Administer Procurement - Requisition Items - Use - Requisitions - Requisition Form - Update/Display
Express Req Panel: Go - Administer Procurement - Requisition Items - Use - Express Requisitions - Express Requisition

After clicking the trash can icon, a message will appear.  Click “Yes” to confirm the deletion of the requisition.

Since the requisition has not been budget checked, changes can be made using the Express Requisition panel. 

To make changes, navigate to: Go - Administer Procurement - Requisition Items - Use - Express Requisitions - Express Requisition - Update/Display.

Type in the requisition number in the search screen and click "OK".  This will take you to the Express Requisition panel so that you can make changes to the requisition.  All of the fields will be available for changes.

NOTE:  Make sure to change the account string on the Details panel instead in the defaults section. Changing the default area account string will not affect previously built requisition lines.

The status of a requisition has to change from Canceled to Complete for the pre-encumbrance to be released. This occurs through the Requisition Reconciliation process which runs on weekends for canceled requisitions. If the pre-encumbrance must be released for emergency purposes, please contact the SFS Purchasing team at SFSPurchasing@lacoe.edu.

A requisition that has passed budget check at any point in time cannot be pulled up using the Express Requisition panel. These would include requisitions that may currently be in budget check error but have previously passed budget check. The user would have to pull up the requisition via the Standard Requisition panel.

FAQs - Purchase Orders
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Vendor address information changes are made by utilizing the effective dating function in PeopleSoft.

Navigation to add a new vendor address: Go - Administer Procurement - Maintain Vendors - Use - Vendor Information - Address - Update/Display All (Type in the Vendor ID, or search by Vendor Name and click "OK")

To add a new address, click in the Description field and press F7 or click the Insert Row button to add an additional address.  Enter the description of the new address, backdate the effective date (e.g., 07/01/20xx), type in the Country code, and press the tab key on your keyboard to open the other fields. Enter the new address information in the address lines. 

Click the Telephone button to bring up the Phone Information sub-panel.  Enter the telephone information and click "OK".

If an alternate address needs to be entered, click the Alternate Name button to change the Alternate Payee Name.  When finished, click "OK".

Make sure to save.

Vendor address information changes are made by utilizing the effective dating function in PeopleSoft.

Navigation to change the vendor address: Go - Administer Procurement - Maintain Vendors - Use - Vendor Information - Address - Update/Display All (Type in the Vendor ID, or search by Vendor Name and click "OK")

To make changes to an existing address, scroll to the address you wish to change using the outer scroll bar.  Then, click in the Effective Date field and press F7 or click the Insert Row button to add a new address record.  Make sure to backdate the Effective Date field on the new record.

Users can now modify the address information for the new address record. The old address information is still retained and users can scroll down on the inner scroll bar to view the old information.

An alternate name is used if users want to override the vendor name that would normally appear on the warrant. Users can add or change the alternate name on a vendor.

Navigation to add or change the vendor alternate name: Go - Administer Procurement - Maintain Vendors - Use - Vendor Information - Address - Update/Display All (Type in the Vendor ID, or search by Vendor Name and click "OK")

Click the Alternate Name button to change the Alternate Payee Name for the address (usually the REMIT address).  Add the alternate name in the Alternate Name 1 field.  The Alternate Name 2 field is used for any name extensions and will also print on the warrant if filled.

When finished, click "OK"


A requisition will only appear in the PO sourcing pool when it is in ‘Approved’ and posted status.  A requisition that has undergone a Change Order will automatically revert into ‘Pending Approval’ status.  Thus preventing it from being sourced.  To check the status of the requisition, you must go to the “Requisition Form” tab.

Navigation to pull up a requisition to check the status:  Go - Administer Procurement - Requisition Items - Inquire - District Requisition Details - Requisition Form

If the status of the requisition shows "Pending Approval", the requisition must be re-sent for approval.  If the status shows "Approved", check the Post status of the requisition by clicking the Header Comments.  The Post Status must be "Distributed" in order to source the requisition.  If not set to "Distributed", email SFSPurchasing@lacoe.edu.  The requisition will be posted manually.


Canceling a PO is done using the PO Workbench. The PO must be posted before it can be canceled, therefore a user can’t enter a PO and cancel it on the same day.

Navigation to cancel a PO: Go - Administer Procurement - Manage Purchase Orders - Use - PO WorkBench

Click on the "Select" button. On the sub-panel, type in the PO ID and click "OK".  PO information is displayed on WorkBench panel. Select the PO by clicking the checkbox, then click the cancel button (red X on the top right hand side). A confirmation message will appear. Click "Yes" to continue.


If the PO has never been budget checked, Account Distribution field is still open and available for users to change. Once the PO has been budget checked, you must follow the steps below to change the Account Distribution on the PO.

Navigation to pull up a PO to change the Account Distribution on a PO:  Go - Administer Procurement - Manage Purchase Orders - Use - Purchase Order - Lines - Update/Display

If the PO lines are not displayed on the Lines tab, click Sparky to fetch the PO Lines.  From there click the Schedule tab.  If the Schedule line is not displayed, click Sparky to fetch the line.  Click the Schedule Details button to populate the Schedule Details sub-panel.  In the Schedule Details sub-panel, click on the original account distribution and press F7 function key on your keyboard to insert a new row.  Enter the new account distribution and the Quantity or Amount.  Scroll all the way to the right of the panel, and click the Magnifying Glass of the original account that will be canceled.  The Distribution Details screen will appear and click on the red X to cancel the account distribution.  After the cancel button is clicked, the system will take you back to the Schedule tab. However, the status on that account distribution changes from Open to Canceled.

If there are multiple lines on the PO and the account strings must be changed, follow the same steps above.  Make sure to use the outer scroll bar from the Schedule panel to go to the next line.

When finished, save and re-process the PO.

Note:  Changes to POs that are ONLY account string changes will NOT generate a Change Order in PeopleSoft. This is because accounting changes are irrelevant to the vendor.

If the PO has been sourced from a requisition, changing the account distribution will break the link between the PO and the requisition.  The requisition and the pre-encumbrance amounts will re-open and the requisition will re-appear within the sourcing pool, at which point the requisition or the requisition line must be canceled. 

For detailed instructions, please refer to the Module 3 (Changing the Account Distribution) of the purchase orders training manual.  Here is the link to the manual for your reference:  PeopleSoft PO Training Manual.

If the PO has never been budget checked, the Accounting Date, PO Reference, or Buyer Name is still open and available for users to change. Once the PO has been budget checked, you must follow the steps below to change the Accounting Date, PO Reference, or Buyer Name on the PO.

Navigation to pull up a PO to change the Accounting Date, PO Reference, or Buyer Name:  Go - Administer Procurement - Manage Purchase Orders - Use - Purchase Order - Header - Update/Display

Click the Create Header Change button. This will open up the Accounting Date and PO Reference on the Header tab for you to make the changes.  For the Buyer Name, click the Lines tab and the Buyer field will be available to change.

After making the change(s), save and re-process the PO.  You will notice that the change on the PO will be recognized as a change order and is indicated by a “Change Order’ number.

To change the category code on a PO, go to the Lines tab of the PO and click on the Line Details button of the line you want to change.

Navigation to pull up a PO to change the Category code on a PO:  Go - Administer Procurement - Manage Purchase Orders - Use - Purchase Order - Lines - Update/Display

If the PO lines are not displayed, click Sparky to fetch the PO Lines then click the Line Details button of the line you want to change.  The Line Details sub-panel will appear.  Look for the Category field.  If the PO has not passed budget check, the Category field will un-grayed and available to change.  If grayed out, the PO has passed budget check and a change order is required to un-gray the field.  To do this, in the Line Details sub-panel, click the blue checkmark on the top right hand corner of the screen.  The system will automatically take you back to Lines tab.  Click the Line Details button again and the Category field will be un-grayed.  Change the Category and click "OK".

Save and re-process the PO.

If the PO has never been budget checked, the Due Date field is still open and available for users to change. Once the PO has been budget checked, you must follow the steps below to change the Due Date, Ship-To-Location, or Unit Price on the PO. The change will be marked as a “Change Order” to tell the vendor that you’ve made a change to the PO.

Navigation to pull up a PO to change the Due Date, Ship-To-Location, or Unit Price:  Go - Administer Procurement - Manage Purchase Orders - Use - Purchase Order - Lines - Update/Display

If the PO lines are not displayed on the Lines tab, click Sparky to fetch the PO Lines.  From there click the Schedule tab.  If the Schedule line is not displayed, click Sparky to fetch the line.  Initially, the fields are grayed out. To un-gray the fields, click the Schedule Details button to populate the Schedule Details sub-panel.  When pulled up, click the blue checkmark on the top right hand corner of the panel.  The system will automatically take you back to the Schedule tab but with the Due Date, Ship-To-Location, and Unit Price now available to be changed.  Change the Due Date, Ship-To-Location, or Unit Price. 

If there are multiple lines on the PO, use the outer scroll bar and scroll to the remaining lines to update and repeat the steps above.  After you have finished making the changes, save and re-process the PO.

Note:
  You will notice that the change on the PO will be recognized as a change order and is indicated by a “Change Order’ number.

If the PO has never been budget checked, the Item Description and Unit of Measure field are still open and available for users to change. Once the PO has been budget checked, you must follow the steps below to change the Item Description or Unit of Measure on the PO. The change will be marked as a “Change Order” to tell the vendor that you’ve made a change to the PO.

Navigation to pull up a PO to change the Item Description or Unit of Measure: Go - Administer Procurement - Manage Purchase Orders - Use - Purchase Order - Lines - Update/Display

If the PO lines are not displayed on the Lines tab, click Sparky to fetch the PO Lines.  Then, click Line Details button of the line you want to change.  The Line Details sub-panel will appear. Click the blue checkmark on the top right hand corner.  The system will automatically take you back to the Line tab but with the Item Description and Unit of Measure fields now available to be changed.  Change the Item Description or Unit of Measure. 

Save and re-process the PO.  You will notice that the change on the PO will be recognized as a change order and is indicated by a “Change Order’ number.

Regardless if the PO has been budget checked and dispatched or not, the quantity field will be open and available for users to change. The change will be marked as a “Change Order” though if the PO has been budget checked and dispatched to tell the vendor that you’ve made a change to the PO.

Navigation to pull up a PO to change: Go - Administer Procurement - Manage Purchase Orders - Use - Purchase Order - Lines - Update/Display

If the PO lines are not displayed on the Lines tab, click Sparky to fetch the PO Lines.  From there, update the PO Quantity field for the lines you wish to update.  If the PO has been budget checked and dispatched, a message will appear indicating that the action will create a change order.  Click "Yes".  Save and re-process the PO.

Vendor telephone information changes are made by utilizing the effective dating function in PeopleSoft.

Navigation to change the vendor telephone information: Go - Administer Procurement - Maintain Vendors - Use - Vendor Information - Address - Update/Display All (Type in the Vendor ID, or search by Vendor Name and click "OK")

To make changes to the telephone information, scroll to the address you wish to change using the outer scroll bar.  Then, click in the Effective Date field and press F7 or click the Insert Row button to add a new address record.  Make sure to backdate the Effective Date field on the new record.

After changing the Effecting Date, click the Telephone button to bring up the Phone Information sub-panel. Change the telephone information if needed.  Press F7 to add a new line or F8 to delete a line.

Vendors cannot be changed on PO’s that have been dispatched. User should cancel the dispatched PO if it has the wrong vendor. Vendors can be changed if the PO has never been dispatched.

Navigation to change the vendor: Go - Administer Procurement - Manage Purchase Orders - Use - Purchase Order - Lines - Update/Display

User can do any of the following to change the vendor on a PO:

1. Click the drop down arrow on the Vendor field and select the vendor

2. Click the green flashlight to launch the vendor search sub-panel and search for the vendor

3. Click the drop down arrow on the ID field and select the vendor

After making the change, save and process the PO.


If the PO has never been budget checked, users can delete the PO line.  Users can only delete a PO line if there are multiple lines.  If there is only one line on a PO, the PO must be deleted instead.

Navigation to pull up a PO to delete a line: Go - Administer Procurement - Manage Purchase Orders - Use - Purchase Order - Lines - Update/Display

If the PO lines are not displayed on the Lines tab, click Sparky to fetch the PO Lines.  From there, click on the line you wish to delete and press the F8 function key on your keyboard or click the Delete Row icon.  A message will appear asking you if you want to delete the row, click "Yes".  If there is an associated requisition tied to the PO line, another message will appear indicating that it will re-open the requisition quantity or amount.  Click "OK".  Repeat the steps for the remaining lines, and then save and process the PO.

PeopleSoft allows the deletion of POs ONLY if the PO has never been successfully budget checked.

Navigation to pull up a PO to delete: Go - Administer Procurement - Manage Purchase Orders - Use - Purchase Order - Header - Update/Display

Click the Delete Document (trash can) button on the Header tab. A message will appear confirming of the deletion.  Click "Yes".  Another message will appear, click "OK". 

When a PO is deleted, the PO ID can be re-used because the PO is completely erased from the system

There are two scenarios that will cause a pre-encumbrance to remain after a requisition has been sourced into a PO:

1. The PO created is less than the full amount ordered on the requisition - the buyer should finalize the remaining requisition amount/quantity so that no pre-encumbrance is remaining in the system for the unused dollar amount. Requisitions are finalized from the purchase order panel.

2. The account distribution on the PO was changed -- If a PO has been sourced from a requisition, changing the account distribution on the PO will break the link between the PO and the requisition causing the pre-encumbrance amounts to re-open.  The requisition or the requisition line(s) must be canceled.


Go to the Lines tab of the PO and click on the Line Details button of the line you want to change.

Navigation to pull up a PO to change the Category code on a PO:  Go - Administer Procurement - Manage Purchase Orders - Use - Purchase Order - Lines - Update/Display

If the PO lines are not displayed, click Sparky to fetch the PO Lines then click the Line Details button of the line you want to change.  The Line Details sub-panel will appear.  Uncheck Receiving Required and click "OK".

Save and re-process the PO.

The lines on a PO that’s never been successfully budget checked can still be deleted while the lines on a PO that’s been successfully budget checked can only be canceled.

A PO that’s never been successfully budget checked can still be deleted while a PO that’s been successfully budget checked can only be canceled.

FAQs - Inventory
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An MSR can be deleted after it has been successfully saved and before it has been reserved.  After it is saved, the “Delete” button will be displayed and activated at the Header section.

Navigation Steps to delete an MSR: Go - Control Inventory - Fulfill Stock Orders - Use 2 - Material Stock Request - EZ Issue - Update/Display (Enter the Order No and click "OK")

Click on the “Trash Can” icon to initiate the deletion process. A message will display. Click “Yes” to delete the MSR.

NOTE:
   Deleting an MSR will remove all data entered. Deleted MSR's cannot be accessed/inquired on anymore.

To view the pending orders for a certain item, the user must go to the Item Availability panel.  This panel will show all orders (PO’s or MSR’s) that are pending for a particular item.  Please note: this panel is only available for Inventory Managers.

Navigation Steps to view pending orders for a specific item: Go - Control Inventory - Maintain Inventory - Inquire - Item Availability

Enter the item number in the Item ID field.  Click the "Get Availability" button.  This will retrieve pending orders (PO’s or MSR’s) and list them in the availability section.  Source of “IN” are MSR orders and “PO” are PO orders.

Canceling an MSR is available only to Inventory Managers.

Navigation Steps to cancel/put on hold an MSR: Go - Control Inventory - Fulfill Stock Orders - Use 2 - Stock Request Cancel/Hold

To cancel or hold by order number, follow the steps below: 

  1. Enter the Order Number in the Order No field. 
  2. Click the "Search" button icon (green flashlight).  The stock order will populate in the Cancel/Hold section.
  3. Click the Cancel or Hold checkbox.
  4. Save the panel.

To cancel or hold by multiple order numbers, follow the steps below:

  1. Enter the Sched Ship Date Range by clicking the drop down arrow or entering the date manually.  The From and To fields must be selected. 
  2. Click the "Search" button (green flashlight).  The stock orders will populate in the Cancel/Hold section.
  3. Click the Cancel or Hold checkbox to the stock orders to be cancelled or held.
  4. Save the panel.

The status of an MSR can be viewed on the Stock Request panel.

Navigation Steps to check MSR status: Go - Control Inventory - Fulfill Stock Orders - Inquire Stock Requests

Enter the Order Number and click the "View Order Fulfillment" button to retrieve the order details.  Use the scroll bar to view the details and the status of each line.

The printing problem may be a communication or a printer issue. The Inventory Picking Plan Report (LAIN013S) can be downloaded from RAD as an option. Please contact SFS Inventory group if you need assistance in downloading the report at SFSInventory@lacoe.edu.

FAQs - Workflow
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When a document is Denied/Reset, an e-mail notification is sent to the original Initiator confirming the Denial/Resetting. However, just as Approvers need to go to their Worklist to process a document (Approve or Deny), Initiators also need to go to their Worklist to acknowledge the Denial/Resetting. If the Denial/Resetting is NOT acknowledged, the Initiator will continue to receive e-mail notifications about the Denial/Resetting for that document until it is acknowledged.

Navigation to acknowledge a Denial/Resetting of a requisition, PO, or MSR:
Go - Administer Procurement - LACOE Workflow/Chartfield Sec - Use - Worklist - Requisition, Purchase Order, or MSR's

The Worklist panel will appear listing all of the requisitions, PO's, or MSR's that have been Denied/Reset but have not yet been acknowledged.  Check the Worked checkbox and save the panel.  This will acknowledge the document(s) and email notifications will now stop.

A requisition/PO/MSR goes into workflow as soon as it is sent for approval. Any document has to be taken out of workflow before any changes can be made onto it. The requisition/PO/MSR can be pulled out of workflow via the Approval History panel.

Navigation to take a requisition, PO, or MSR out of workflow:
Go - Administer Procurement - Requisition Items - Inquire - Requisition Approval - Req Approval History - Update/Display
Go - Administer Procurement - Manage Purchase Orders - Inquire - Purchase Order - Approval History
Go - Control Inventory - Fulfill Stock Orders - Inquire - MSR Approval - Approval History - Update/Display

In the Approval History panel, click the "WF Reset" button.  A message will appear, click "Yes".  This will take the requisition, PO, or MSR out of workflow. 

There may be various reasons why workflow would bypass an approver. Possible reasons include:

- Role assignment wasn’t set up correctly
- There’s currently an alternate approver
- Approval rule wasn’t set up correctly
- There’s another approver assigned to the role and the document has gone through the approval level already