Understanding the Requester's WorkbenchThis chapter provides an overview of the Requester's Workbench, lists prerequisites, and discusses how to use the Requester's Workbench.
Understanding the Requester's WorkbenchYou can use the Requester's Workbench to retrieve, review, and modify multiple requisitions for the purpose of performing these functions:
Updating a requisition.
Resetting the approval status of a requisition.
Approving a requisition.
Canceling a requisition.
Closing a requisition.
Inquiring about a requisition.
See Also
Creating Requisition Header Information
Entering Distribution Information
PrerequisitesYou must have the authority to perform the actions that you specify against the requisitions that you retrieve and select. Set up this authority on the User Preferences: Procurement - Requisition Authorizations page.
See Also
Defining Requisition User Authorizations
Using the Requester's WorkbenchThis section discusses how to:
Select requisitions.
Use the Requester's Workbench.
View requisition lines.
View requisition schedules.
View processing results.
Pages Used to Use the Requester's Workbench|
Page Name |
Definition Name |
Navigation |
Usage |
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REQ_RC_WB_SRCH |
Purchasing, Requisitions, Requester's Workbench, Requester's Workbench - Filter Options |
Search for requisitions. |
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REQ_RC_WB |
Click the Search button on the Requester's Workbench - Filter Options page. |
Use the Requester's Workbench to analyze, approve, unapprove, cancel, and close requisitions. |
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REQ_INQ_LOOKUP |
Click the Requisition ID link on the Requester's Workbench page. |
View the information associated with the requisition. |
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REQ DOC Status |
PRCR_DOCSTAT_INQ |
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View the requisition document status inquiry. |
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REQ_RC_WB_LN |
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View requisition lines that are associated with the selected requisition. |
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REQ_RC_WB_SCHD |
Click a Line number link on the Requester's Workbench - Lines page. |
View requisition schedules that are associated with the selected requisition. |
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REQ_RC_WB_DISTRIB |
Click a Schedule number link on the Requester's Workbench - Schedules page. |
View the distribution associated with the selected requisition. |
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REQ_RC_WB_RSLT |
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View processing results returned when you take an action on selected requisitions. |
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REQ_RC_WB_MSG |
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View the message text stating why a requisition was not qualified for processing. |
Searching for Requisitions
Access the Requester's Workbench - Filter Options page (Purchasing, Requisitions, Requester's Workbench, Requester's Workbench - Filter Options).
You use this page to define the criteria that you want to use to retrieve requisitions. To save time and resources, consider entering selection criteria to reduce the number of records retrieved. This is especially useful in a high-volume environment. In addition, keep in mind that the workbench can be saved and the saved criteria is reusable.
Search Criteria
You can search for a specific requisition or use additional fields in this section to limit requisition filter values such to a specific item or date ranges.
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Requester |
Select the requester that created the requisitions. After you select the requester and if the requester uses procurement cards the Card Number field becomes available. |
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Card Number |
Select the procurement card number associated with the requisitions. |
Status
Click the check boxes that correspond to statuses that you want the system to retrieve during the search. The check boxes limit the number of retrieved requisitions to only those you select. If you do not select a status, the system retrieve requisitions in all statuses that also meet other search criteria that you enter.
Sourcing
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Partially or Fully Sourced |
Select this check box to view requisitions were one or more lines on a requisition have been sourced to a purchase order. |
Encumbrance
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Open Pre-encumbrances |
If you are using commitment control, the Open Pre-encumbrances check box appears as a search parameter. This check box enables you to search for requisitions that are tied to purchase orders with an open balance. When you use commitment control, the system deducts each type of financial obligation from the budget and tracks it according to obligation type. When you generate a requisition, a pre-encumbrance is created in your budget records by the budget-checking process. When a requisition is sourced to a purchase order, commitment control liquidates the pre-encumbrance from the requisition and establishes an encumbrance for the purchase order. |
ChartFields
You can enter multiple ChartField combinations as search criteria. For example, you can search for requisitions in GL Unit US001 and Account 50000, as well as US005 and Account 1200.
Click Search to retrieve the selected information and have it appear on the Requester's Workbench page.
See Also
Understanding PeopleSoft ChartFields
Using the Requester's Workbench
Access the Requester's Workbench page (click the Search button on the Requester's Workbench - Filter Options page).
You use the Requester's Workbench to maintain requisitions that were returned using the search criteria that you entered. You can select a single or multiple requisitions to maintain. After selecting the requisition, click an action to start processing the requisitions. The system displays the Processing Results page where you can select to proceed with the action.
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Description |
Enter a description for the workbench. The first time in the workbench you must enter a description before you can save the workbench. |
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Requisition ID |
Click a linked requisition ID to access the corresponding Requisitions inquiry page. |
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Click the Doc Status button for the selected requisition to access the Requisition Document Status inquiry page for the requisition. |
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Change Order |
Displays the change order batch number. Change order numbers identify the batches of changes that you make to a requisition. Select the Y value to access the Change History - Batch page. Using this page you can view the change request or change order history for the requisition. |
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Click the Lines button for the selected requisition to access the Requester's Workbench - Requisition Lines page. |
Click one of the following buttons to perform actions on the requisitions that you have selected for processing:
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Approve |
Click to change the status of the selected requisitions to Approved. |
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Unapprove |
Click to change the status of the selected requisitions to Open. |
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Cancel |
Click to cancel the selected requisitions and all lines. |
Note. When canceling requisitions, the system does not create change orders. If change order tracking is required for canceled requisitions you must cancel requisitions individually through the Add/Update Requisitions component.
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Close |
Click to close the selected requisitions from further processing. To override requisitions that are not qualified and make them available for closing, select the requisition IDs and click the Override button. To give a user the authority to override non-qualified requisitions, click the Override Non-Qualified Requisitions for Close check box on the User Preferences - Procurement: Requisition Authorizations page. Requisitions that are associated with purchase orders which have not yet been closed will not be qualified for override. If you are using commitment control, you will not be able to close requisitions that are associated to purchase orders unless the purchase orders are closed and have successfully been budget checked. |
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Save |
Click to save the selected requisitions. |
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Budget Check |
Click to initiate the Commitment Control Budget Processor process for the selected requisitions. This button is available if commitment control is enabled for PeopleSoft Purchasing. When you click the Budget Check button, the Processing Results page appears where you can review the selected requisitions and select to proceed with processing for the requisitions. |
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Budget Pre-Check |
Click to check the budget only. This button enables you to check whether a budget exists for a requisition before the amount is committed to the pre-encumbrance or encumbrance and makes it possible to validate documents in work-in-progress mode without affecting budget balances. When performing budget pre-check only processing, the Budget Processor performs all of its budget checking and edits, but does so without committing changes to the ledger or other records. The statuses of Provisionally Valid or Error on the transaction pages indicate whether a budget is available. If you click the button and if the budget check is valid, then the system sets the budget header status for the requisition to Prov Valid. If the budget check is not valid, then the system sets the budget header status to Error with a link to the Exception page. The button is visible only if the Purchasing check box is selected in the Enable Commitment Control section on the Installation Options - Products page and the Purchasing check box is selected in the Enable Budget Pre-check section on Installation Options - Commitment Control page. The button is not visible if the budget status is Valid. |
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Set Filter Options |
Click this link to access the Requester's Workbench - Filter Options page, where you can enter selection criteria for a new subset of requisitions to review, modify, or act upon. |
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View Processing Results |
Click this link to access the Requester's Workbench - Processing Results page, where you can view the results of the actions that you have performed. |
See Also
Creating Requisition Header Information
Inquiring About Document Status
Viewing Requisition Lines
Access the Requester's Workbench - Requisition Lines page (click the Lines button for a requisition on the Requester's Workbench page).
Use this page to select or clear requisition lines. You can also click Select All or Clear All to make updates. Click Return to Requester's Workbench to include the selected requisition lines in further processing.
List of Requisition Lines
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Line |
Click the Line Number link to access the schedule for the line. |
Viewing Requisition Schedules
Access the Requester's Workbench - Requisition Schedules page (click a Line number link on the Requester's Workbench - Lines page).
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Sched Num (schedule number) |
Click a schedule line number to access the associated distribution. |
Viewing Processing Results
Access the Requester's Workbench - Processing Results page (click the View Processing Results link on the Requester's Workbench).
The system reviews the documents for the action taken on the Requester's Workbench page and determines whether the requisitions are qualified for that action.
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Click the Override button to move not qualified requisitions in the Not Qualified group box to be qualified for the action in the Qualified group box. When closing the requisition, the system displays this button that you can click to override the edits on selected lines that are not qualified if you have the authority to do so. This makes the lines available for closing and moves the lines to the qualified side. To give a user authority to override non-qualified requisitions, click the Override Non-Qualified Requisitions for Close check box on the User Preferences - Procurement: Requisition Authorizations page. Note. This button will only be available if the user has the authority to override non-qualified purchase orders for close. |
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Accounting Date for Action and Update Budget Date Equal to Accounting Date |
Displays the accounting date for action, which is used to determine the open period or allowable open date range for budget checking a requisition when you are using commitment control. The system updates the accounting dates with this date for the requisitions being closed or canceled by using the Requester's Workbench. |
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Click the Log button to access the Requester's Workbench - Processing Log page. This page is a log for the selected nonqualified requisition that states why the requisition was not qualified for the previous processing action. |
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Yes |
Click this button to proceed with the processing of the qualified requisitions. The system prompts you to confirm this selection. |
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Delete |
Click this button to cancel the processing. |
See Also
Understanding the Close Requisitions Process
Click the Doc Status (document status)
button on the Requester's Workbench page.
Click the Lines button for a requisition
on the Requester's Workbench page.
Click the Log button for a not qualified
requisition on the Requester's Workbench - Processing Results page.
