Reconciling Requisitions

This chapter provides an overview of the requisition reconciliation and discusses how to:

Click to jump to top of pageClick to jump to parent topicUnderstanding Requisition Reconciliation

Use the Requisition Reconciliation process (PO_REQRCON) to close requisitions that are fully canceled or fully sourced and no longer need to be modified. When you run the Requisition Reconciliation process, it reconciles requisition-related settings and statuses to change the status of applicable requisitions to C (completed).

The benefit of this status change is that completed requisitions no longer show up in your list of available requisitions when you access requisition pages in update or display mode. These completed requisitions are also removed from the view in many other situations in which the available options have been set to exclude completed or canceled requisitions. Removing these requisitions from these prompts improves system performance and decreases the time required to find requisitions that you need to modify.

If commitment control is enabled, the Requisition Reconciliation process also sets the budget header and line statuses, the KK_CLOSE_FLAG option, and PROCESS_MANUAL_CLOSE option accordingly so that the Commitment Control Budget Processor process (FSPKBDP3) can liquidate pre-encumbrance budget amounts for outstanding requisitions.

Although the Requisition Reconciliation process is optional and you can run it at any time, you should run the process at the end of each month to help improve the efficiency of your requisitioning process. Schedule the Requisition Reconciliation process using PeopleSoft Process Scheduler or run it manually using the Reconcile Requisitions page.

To understand the Requisition Reconciliation process, it is important to know where the process fits in the PeopleSoft Purchasing transaction life cycle. This diagram illustrates the transaction flow leading to the Requisition Reconciliation process:

Transaction flow leading to the Requisition Reconciliation process

When you initiate the Requisition Reconciliation process from the Close Requisitions page, you have three processing options on the Process Scheduler Request page:

If necessary, you can run the Requisition Reopen process (PO_REQREOPN) to undo the changes made by the Requisition Reconciliation process.

See Also

Running the Requisition Reconciliation Application Engine Process

Running the Comm. Cntrl. Budget Processor COBOL Process in PeopleSoft Purchasing

PeopleSoft PeopleTools PeopleBook: Process Scheduler, "Submitting and Scheduling Process Request," Scheduling a Process Request

Click to jump to top of pageClick to jump to parent topicDescribing Requisition Reconciliation Criteria

To understand how the Requisition Reconciliation process functions, you must know the criteria that the process uses to close a requisition. The process references the settings and statuses of several criteria to determine that a requisition is ready to be closed and that it does not need to be accessed for modifications in the future.

The following table details the business-related criteria referenced by the Requisition Reconciliation process and the settings and statuses that must be met to qualify for closure. Each of the criteria discussed must be met for the Requisition Reconciliation process to close a requisition.

The settings and statuses referenced by the Requisition Reconciliation process include a sourcing requirement that requires all lines on a requisition to be accounted for on a purchase order (PO) to qualify for closure. Sourcing requirements can also be met if the requisition lines are fulfilled using the inventory demand functionality or a combination of the two sourcing options.

General Criteria

Qualifying Setting or Status

Close Days

The Close Days field on the Purchasing Definition - Business Unit Definition page specifies the number of days beyond a requisition last activity date during which a requisition cannot be closed. The value for the Close Days field creates a grace period during which you can make changes to a requisition after the requisition qualifies to be closed, but before the requisition closes. If you leave the Close Days field blank, the system uses zero close days.

The Requisition Reconciliation process verifies that the number of close days defined for the requisition Purchasing business unit have elapsed. The system adds the Close Days value to the last activity date to determine whether the required number of grace period days have passed.

For example, for a Requisition Reconciliation process run date of 08/31/2000, suppose that the last activity date for the requisition is 08/25/2000, and the close days is set to five days. In this example, the process would close the requisition.

Cancel Days

The Cancel Days field on the Purchasing Definition - Business Unit Definition page specifies the number of days beyond a requisition's last activity date during which the canceled requisition cannot be closed. The value for the Cancel Days field creates a grace period during which a canceled requisition cannot be closed. If you leave the Cancel Days field blank, the system uses zero cancel days. Cancel days is a business unit attribute; therefore, the system omits the cancel days calculation when the Reconcile Requisitions page specifies a specific requisition ID.

The value for the Cancel Days field works in the same way as the value for the Close Days field, but for canceled requisitions. The Requisition Reconciliation process verifies that the number of cancel days defined for the requisition’s PeopleSoft Purchasing business unit has elapsed. The system adds the value for the Cancel Days field to the last activity date to determine whether the required number of grace period days have passed.

Note. The Requisition Reconciliation process does not change the line status from Canceled to Complete. However, it does change the header status to Complete. The requisition line status remains Canceled, so that you can distinguish canceled lines from closed lines.

This table lists the record-level criteria that must be met for a requisition to qualify for closure.

Record-Level Criteria

Qualifying Setting/Status

PO Status

The Requisition Reconciliation process verifies that the POs to which the requisition lines are sourced have a Completed status.

Activity Date

The system updates this date on the requisition when you save your requisition.

The Requisition Reconciliation process adds criteria such as close days and cancel days to the last modified date and time on the requisition Activity Log page. Then, the process compares the resulting date to the Requisition Reconciliation process run date (current date) to determine whether it can close the requisition.

You can view activity date values by writing an SQL statement against the PS_REQ_HDR record and looking at the ACTIVITY_DATE field.

Distribution Line Status

The Requisition Reconciliation process verifies that the requisition distribution line status is set to X (canceled) or P (processed). A requisition has a status of P after it is sourced to a PO or copied to a request for quote.

Entry Event Status

If commitment control is enabled, the Requisition Reconciliation process verifies that you have Entry Event checked the row.

Using these criteria, the Requisition Reconciliation process closes a requisition if any one of the following is true:

You can view requisition header information (PS_REQ_HDR) and requisition distribution information (PS_REQ_LN_DISTRIB) by accessing the requisition online or by writing an SQL statement against the mentioned tables as necessary.

See Also

Creating PeopleSoft Purchasing Business Units

Click to jump to top of pageClick to jump to parent topicDescribing Requisition Reconciliation Changes to Requisition Statuses

A requisition’s distribution lines, schedules, lines, and header can be closed in intervals by the Requisition Reconciliation process. Distribution lines close first, followed by the schedules, lines, and the header. Therefore, it is possible to have a distribution line close before the rest of the requisition.

For example, suppose that a requisition contains 20 lines each with two schedules. When the necessary distributions close, the schedule qualifies for closure. Once the two schedules close for a line, the line closes. When the 20 lines close, the requisition closes.

When you run the Requisition Reconciliation process, it changes the status of all requisitions that meet reconciliation criteria as shown in the following tables:

Requisition Distribution Line

Updated Status

DISTRIB_LN_STATUS

C (completed) unless the distribution line was canceled, in which case the status remains X

PROCESS_MANUAL_CLOSE

Y (yes)

PC_DISTRIB_STATUS

N (none)

BUDGET_LINE_STATUS (If commitment control is used.)

N (not checked)

KK_CLOSE_FLAG (If commitment control is used.)

Y (yes)

KK_TRAN_OVER_FLAG (If commitment control is used.)

N (no)

 

Requisition Schedule Line

Updated Status

CURR_STATUS

C (closed) unless the schedule was canceled, in which case the status remains X

 

Requisition Line

Updated Status

CURR_STATUS

C (closed) unless the line was canceled, in which case the status remains X

 

Requisition Header

Updated Status

REQ_STATUS

C (completed)

ACTIVITY_DATE

Run Date

BUDGET_HDR_STATUS (If commitment control is used.)

N (not checked)

IN_PROCESS_FLG

N (no)

See Also

Reconciling Purchase Orders

Commitment Control and PeopleSoft Purchasing Reconciliation Processes

Click to jump to top of pageClick to jump to parent topicUsing Requisition Reconciliation

This section discusses how to run the Requisition Reconciliation Application Engine Process.

You can use the Requisition Reconciliation Workbench to preview the results of the Requisition Reconciliation process on selected transactions. Once you confirm that the process will produce your desired results, you can run the Requisition Reconciliation process from the Requisition Reconciliation Workbench.

See Also

Using the Requisition Reconciliation WorkBench

Click to jump to top of pageClick to jump to parent topicPage Used to Reconcile Requisitions

Page Name

Object Name

Navigation

Usage

Close Requisitions

RUN_REQRECON

Purchasing, Requisitions, Reconcile Requisitions, Close Requisitions

Run the Requisition Reconciliation process and produce the Requisition Reconciliation report (PORQ009).

Click to jump to top of pageClick to jump to parent topicRunning the Requisition Reconciliation Application Engine Process

Access the Close Requisitions page.

Process Requests Parameters

Requisition Run Option

Determines which requisitions are selected for the Requisition Reconciliation process. Values are:

1 Bus Unit (one business unit): Reconciles all of the requisitions for a single business unit. If you select this value, you may enter business unit and ChartField criteria.

1 Document: Reconciles a single requisition within a single business unit. If you select this value, you may enter business unit, requisition ID, and ChartField criteria.

All Bus (all business units): Reconciles all of the requisitions for all of your business units. If you select this value, all of the other fields on the page are unavailable for entry.

ChartField Criteria

Use the ChartField Criteria group box to select requisitions for processing based on ChartField values. This option is useful if you are using commitment control and want to process requisitions based on ChartField values.

Accounting Date for Action

This date 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 date with this date for the requisitions that are closed by the Requisition Reconciliation process.

Update Budget Date Equal to Accounting Date

Select to make your budget date the same as the accounting date.

See Also

Defining and Using ChartFields

Click to jump to top of pageClick to jump to parent topicReversing Requisition Reconciliation

This section lists the page used to reverse requisition reconciliation.

PeopleSoft Purchasing provides the Requisition Reopen process to undo changes made by the Requisition Reconciliation process. The process reverses the effects of the Requisition Reconciliation process on the most recently processed group of requisitions.

Running this process returns each requisition status to its status prior to the last run of the Requisition Reconciliation process. This does not mean that running this process reopens each requisition. If a requisition’s status prior to being closed by the last run of the Requisition Reconciliation process was canceled, running the Requisition Reopen process on the requisition returns its status to canceled. If a requisition’s status was open prior to the Requisition Reconciliation process, running the Requisition Reopen process returns its status to open.

See Also

Running the Comm. Cntrl. Budget Processor COBOL Process in PeopleSoft Purchasing

Click to jump to top of pageClick to jump to parent topicPage Used to Reverse Requisition Reconciliation

Page Name

Object Name

Navigation

Usage

Reopen Closed Reqs (reopen closed requisitions)

RUN_PO_REQREOPEN

Purchasing, Requisitions, Reconcile Requisition, Reopen Requisitions, Reopen Closed Reqs

Run the Requisition Reopen process.