Setting Up Requisition Changes and Change Requests

Complete the following steps to setup your PeopleSoft eProcurement system to change requisitions and create change requests:

  1. Define reason codes using the reason types of Procurement Change.

  2. Define reason code and comment settings using the Procurement Change Reason Codes page.

  3. Define a change template for requisitions to identify when changes to a requisition should be tracked on the View Requisition Change Tracking History page, when the requisition or requisition line should require re-approval by the approval workflow framework, and when a change request should be created for a sourced requisition. Change templates identify which field changes on a requisition cause the system to generate these actions. To create a change template for requisitions, use the change template type of Requisition.

  4. On the Purchasing Definition component, attach a requisition change template to the purchasing business unit that you use to create eProcurement requisitions. In addition, select a value for the Change Option field for requisitions; this field determines if change tracking should be initiated based on the status of the requisition.

  5. Setup the approval workflow framework to provide the approval workflow for your requisitions. The original requisition and the changed requisition follow the same approval process.

    See Setting Up Approval Framework in PeopleSoft eProcurement.

  6. Select or deselect the Allow Changes to Dispatched POs check box on the eProcurement Business Unit Options page. In some cases, especially with direct connect suppliers, you may not want to change the sourced requisition once the purchase order has been dispatched. Select this check box to enable users to change a requisition line when it has been source to a purchase order and the purchase order has already been dispatched. This value can be overridden by the same option on the linked supplier's Supplier Properties page (ALLOW_PO_CHNG = N).

  7. Enable changes to a requisition that has been sourced to a dispatched purchase order based on the individual direct connect supplier. On the linked supplier's Supplier Properties page, enter the property name, ALLOW_PO_CHNG, and select a value of Y or N. If the supplier allows changes to dispatched purchase orders, then enter the value of Y. If the supplier does not allow changes to dispatched purchase orders, then enter a value of N.

  8. Enable eProcurement role actions to specific user roles using the eProcurement Role Actions page. The following role actions can enable or disable features for changing a requisition:

    • ALLOW_CHANGE_REQUEST: Users are allowed to edit requisitions and create change requests to a line that has been sourced to a purchase order.

    • CANCHANGEALL: Enables a requester to change any field on the requisition without restarting the approval process while the requisition is in a pending status.

    • CANCHANGEDISTRIB: Enables the requester to change any field on the requisition distribution without restarting the approval process while the requisition is in a pending status.

    • CANCHANGEHEADER: Enables the requester to change any field on the requisition header without restarting the approval process while the requisition is in a pending status.

    • CANCHANGELINE: Enables the requester to change any field on the requisition line, with the exception of quantity and price, without restarting the approval process while the requisition is in a pending status.

    • CANCHANGESCHEDULE: Enables the requester to change any field on the requisition schedule without restarting the approval process while the requisition is in a pending status.

Page Name

Definition Name

Usage

Reason Codes Page

REASON_CD

Define reason codes which provide explanations for many occurrences within PeopleSoft. When creating reason codes for changes to a requisition, use the reason types of Procurement Change. Reason codes using the Procurement Change reason type can be selected by users when changing a requisition.

If you have required comment to be entered when a user changes a requisition, then the Description field on the Reason Codes page is used as the default comment on the requisition.

Procurement Change Reason Codes Page

BUS_OPT_PM_REASON

Define settings for reason codes and comments used when changing a requisition in PeopleSoft Purchasing, eProcurement, and Services Procurement. These settings enable you to define default reason codes and determine if reason codes or comments should be required. You can define the default reason code for the reason type of Procurement Change.

Change Template Page

CHNG_ORD_TEMPLATE

Define change templates to identify when changes to a requisition should be tracked on the View Requisition Change Tracking History page, when the requisition or requisition line should require re-approval by the approval workflow framework, and when a change request should be created for a sourced requisition. Change templates identify which field changes on a requisition cause the system to generate these actions. To create a change template for requisitions, use the change template type of Requisition. The following field on the REQ_LINE and REQ_LINE_SHIP records are selected for re-approval by default and it is recommended that you keep the Reapprove check box selected on these fields:

  • MERCHANDISE_AMT

  • PRICE_REQ

  • QTY_REQ

On the Change Template page, if you select the Track Change check box for the SHIPTO_ID field, then the system tracks changes to both the SHIPTO_ID field and the One Time Address fields.

In addition, if you select the Track Change check box for the STATUS field in the REQ_COMMENTS table, then the system enables you to see deleted comments in the change tracking feature (PeopleSoft eProcurement only).

Req Change Options (requisition change options) Page

BUS_UNIT_REQ_APPR

Define the Change Option field, the change template for requisition changes, and approval requirements for each business unit. The Change Option field determines if change tracking should be initiated for changes to a requisition based on the status of the requisition (approved, sourced, and valid budget checked). The Change Template entered on this page is used by PeopleSoft Purchasing, eProcurement, and Services Procurement. Select the Resubmit Workflow for Quantity and Price Decrease check box to require approval of a changed requisition with a decrease in item quantity or price.

eProcurement Business Unit Options Page

PV_BUS_UNIT_PM

Select the Allow Changes to Dispatched PO check box to enable users to create a change request when the requisition line has been source to a purchase order and the purchase order has already been dispatched. Deselect to prevent users from creating a change request when the purchase order has already been dispatched.

Supplier Properties Page

PV_MS_SEC_SUP_NV

Define linked supplier properties for integration to the Oracle Supplier Network, a marketplace, and a direct connect suppliers. If the supplier allows changes to dispatched purchase orders, then enter a value of Y for the property name ALLOW_PO_CHNG. If the supplier does not allow changes to dispatched purchase orders, then enter a value of N.

Assign Role Actions To Roles Page

PV_ACTIONS

Attach role actions to user roles.