Inquiring About Document Status

This chapter provides an overview of document status inquiries and discusses how to view document status.

Click to jump to parent topicUnderstanding Document Status Inquiries

PeopleSoft Purchasing enables you to quickly cross-reference documents within a business process stream using a single known value in the stream.

For example, you may want to see the requisitions, request for quotations (RFQs), return to vendors (RTVs), and receipts associated with a purchase order.

From the menus for these transactions, you can view all of the procure-to-pay documents associated with their respective sources:

You can also access the document status inquiry from within each individual transaction.

Click to jump to parent topicCommon Elements Used in This Chapter

Budget Status

Budget checking status. Values are:

Error: Error in budget check.

Not Chk'd (not checked): Not budget checked.

Valid: Valid budget check.

Carrier ID

Freight Carrier.

Document Type

Displays the type of document. Values include: Requisition, Purchase Order, RTV, RFQ, Receipt, Work Order, MSR, and Contract.

Currency

Currency code.

Bill of Lading

Bill of lading identifier.

DOC ID (document ID)

Click to open a new browser window that displays the inquiry page for the associated document.

Inquiry pages that appear include:

Document Type

Document type for the associated document: requisition, PO, RTV, RFQ, receipt, or contract.

If you are using PeopleSoft Inventory, MSR or Inter Unit Receipt may appear.

If you are using PeopleSoft Payables, Voucher or Payment may appear.

If you are using PeopleSoft Strategic Sourcing, Sourcing Event may appear.

If you are using PeopleSoft Services Procurement, Work Order may appear.

Status

Status of the associated document.

Location

Vendor location.

Click the Go To Document Status Inquiry button to open a new browser window that displays the document status inquiry for the associated document.

Match Manager

Click the link in this column to access the Match Manager query page for the associated voucher. This column appears only if you are using PeopleSoft Payables and there is an associated voucher that requires matching. This column appears only if Voucher is the document type for at least one row.

Accounting Entries

Click the link in this column to access the accounting entries for the associated document where it is a requisition, purchase order, payment, or voucher. If the associated document is a payment, you can access the accounting entries for the voucher associated with the payment. This link appears only if the associated document has been posted, and if accounting entries exist for at least one of the associated documents that appear. If the document is posted and then unposted, the link does not appear.

Click to jump to parent topicViewing Document Status

This section discusses how to:

Click to jump to top of pageClick to jump to parent topicPages Used to View Document Status

Page Name

Definition Name

Navigation

Usage

Document Status

PRCR_DOCSTAT_INQ

  • Purchasing, Requisitions, Review Requisition Information, Document Status

  • Click the Document Status link on the Maintain Requisitions - Requisition page.

View requisition document status.

Document Status

PRCR_DOCSTAT_INQ

  • Purchasing, Request for Quotes, Review RFQ Information, Document Status

  • Purchasing, Request for Quotes, Add/Update RFQs, Request Quotes

    Select 4 - Document Status in the More field on the Request Quotes page.

View RFQ document status.

Document Status

PRCR_DOCSTAT_INQ

  • Purchasing, Purchase Orders, Review PO Information, Document Status

  • Click the Document Status link on the Maintain Purchase Order - Purchase Order page.

View purchase order document status.

Document Status

PRCR_DOCSTAT_INQ

  • Purchasing, Receipts, Review Receipt Information, Document Status

  • Click the Document Status link on the Maintain Receipts - Receiving page.

View receipt document status.

Document Status

PRCR_DOCSTAT_INQ

  • Purchasing, Return to Vendor, Document Status

  • Click the Document Status link on the RTV page.

View RTV document status.

Document Status

PRCR_DOCSTAT_INQ

Procurement Contracts, Review Contract Information, Document Status

View contract document status.

Click to jump to top of pageClick to jump to parent topicViewing Requisition Document Status

Access the Document Status page for requisitions (Purchasing, Requisitions, Review Requisition Information, Document Status).

Req ID (requisition ID)

Click to open a new browser window that displays the Requisitions - Req Inquiry page for the requisition.

Status

Requisition status. Values are:

Approved: Requisition has been approved.

Complete: Requisition has been processed through to completion.

Open: This status appears by default from the requester setup. The requisition is not eligible to enter the approval process until an authorized user changes its status to Pending Approval.

Pending approval: Requisition is eligible to enter the approval process.

Canceled: Requisition has been canceled.

Click to jump to top of pageClick to jump to parent topicViewing RFQ Document Status

Access the Document Status page for request for quotes (Purchasing, Request for Quotes, Review RFQ Information, Document Status).

RFQ ID (request for quote ID)

Click the link to open a new browser window that displays the Vendors By Quote - All Vendors inquiry page.

Status

RFQ status. Values are:

Approved: RFQ is ready to be sent to vendors.

Closed: RFQ is no longer open.

On hold: RFQ is pending.

Canceled: RFQ is rejected.

Open: RFQ is not ready to be sent to vendors.

Click to jump to top of pageClick to jump to parent topicViewing Purchase Order Document Status

Access the Document Status page for purchase orders (Purchasing, Purchase Orders, Review PO Information, Document Status).

PO ID

Click the link to open a new browser window that displays the Purchase Order Inquiry - Purchase Order page.

Status

PO status. Values are:

Approved: Purchase order is ready to be sent to vendors.

Closed: Purchase order is no longer open.

On hold: Purchase order is pending.

Canceled: Purchase Order is canceled.

Open: Purchase order is not ready to be sent to vendors.

Dispatched: Purchase order has been dispatched to the vendors.

 

Doc ID (document ID)

Click this link to access associated documents that are related to this inquiry.

For example, suppose that you have a strategic sourcing event ID that is associated with this purchase order inquiry, click this link to access the strategic sourcing event.

Click to jump to top of pageClick to jump to parent topicViewing Receipt Document Status

Access the Document Status page for receipts (Purchasing, Receipts, Review Receipt Information, Document Status).

Receiver ID

Click the link to open a new browser window that displays the Receipts inquiry page where you can view detailed receipt information.

Status

Receipt status. Values are:

Open: Not all of the edits have passed. One or more receipt lines are in an Open status.

Received: All of the edits have passed. All of the lines are in a Received or Canceled status.

Hold: Receipt is on hold until released by user.

Moved: Item has been interfaced to PeopleSoft Asset Management, PeopleSoft Inventory, or PeopleSoft Manufacturing.

Closed: All of the receipt lines have been moved and matched (when required). All of the interface requirements have been fulfilled and no further processing is required.

Canceled: All of the lines are canceled. Canceling cannot be reversed.

Click to jump to top of pageClick to jump to parent topicViewing RTV Document Status

Access the Document Status page for return to vendor (Purchasing, Return to Vendor, Document Status).

RTV ID

Click to open a new browser window that displays the RTV Inquiry page where you can view detailed RTV information.

Status

Values are:

Closed: The line has been closed.

Open: Appears by default when the vendor return is initiated.

Shipped: The line has been shipped. A line is considered shipped when the line's shipped quantity equals the returned quantity.

Canceled: The line has been canceled.

Click to jump to top of pageClick to jump to parent topicViewing Contract Document Status

Access the Document Status page for procurement contracts ( Procurement Contracts, Review Contract Information, Document Status).

Contract

Click this link to open a new browser window that displays the Events Inquiry page.

 

Doc ID

Click to access associated documents that are related to this inquiry.

For example, suppose that you have a strategic sourcing event ID that is associated with this contract inquiry, click this link to access the strategic sourcing event.