Knowledgebase/FAQ : UTShare/PeopleSoft

QUESTION: Who should receive training to understand how Rowdy Exchange works? ANSWER: Everyone involved in the purchasing process at UTSA, including shoppers, requestors and approvers.
QUESTION: Who do I contact if I have an issue with a catalog order? ANSWER: Report the issues by opening a SPOC [http://hrsupport.utsa.edu/support/index.php?/SPOC/Tickets/Submit] ticket
QUESTION: What is the difference between an internal and external comment, and how do I know when to use each? ANSWER: An internal comment does not get printed on the PO. Internal comments are used for communication within departments or with individual...
QUESTION: As we get closer to year-end (end of fiscal year), can I create a PO for a purchase that will use funds in the new fiscal year? ANSWER: Yes. There is a "Next Fiscal Year" flag that you can check, and the funds will not be encumbered until the ...
QUESTION: Can documents in my worklist be removed or deleted? ANSWER: If the "Worklist" is used to review/approve/terminate documents, they will be removed from the Worklist upon an action. If an action is taken from the EMAIL notification then this wil...
QUESTION: How can I modify a "withdrawn" requisition in Rowdy Exchange? Ex: If I need to update a commodity code. ANSWER: You can copy it to a new cart and modify.
QUESTION: Am I able to approve requisitions without an approval code? ANSWER: Yes, you can still approve requisitions, but when the approval code is set up through your user profile, you can approve directly from the email.
QUESTION: Will I get notification from the e-invoice catalog vendor? ANSWER: Punch-out Catalog vendors will provide an order confirmation to the end user once the order is received and begins processing.
QUESTION: Can comments be deleted? ANSWER: No, comments cannot be deleted. Comments are used for communicating with UTSA users only. All supplier/vendor comments must go in the External Notes and Attachments section.
QUESTION: How do I login to Rowdy Exchange? ANSWER: Login to UTShare/PeopleSoft. Once logged into UTShare/PeopleSoft you will see the Rowdy Exchange link under the UTSA Business Solutions Center pagelet.
QUESTION: When my PO was created on a Non-catalog order I realized that my vendor had the wrong address. What do I need to do? ANSWER: The Purchase Order can still be submitted to the vendor because you are manually sending them the PO either by fax or ...
QUESTION: Principal Investigator (PI) is the only approver on most grants, can he/she approve their own cart? ANSWER: Approvers cannot approve their own cart so PI's will need to have the requester in their area create a cart so that they can approve th...
QUESTION: Who do I contact if I have an issue with a non-catalog order? ANSWER: Contact the supplier directly or submit a "Supplier/Vendor Dispute" form to DTS.
QUESTION: Who do I contact if I have an issue with a catalog order? ANSWER: Report the issues by opening a SPOC ticket
QUESTION: How do we gain access to Rowdy Exchange? Will my security access be automatically converted over from PeopleSoft or do I have to fill out a form? ANSWER: Everyone that has access to PeopleSoft is a shopper. End users who are currently requesto...
QUESTION: When will my order be shipped? Could it be a few hours or days? ANSWER: Actual order shipment depends on the supplier. Orders are typically sent to the vendor immediately upon completion of the PO. Once the order is received, processing times ...
QUESTION: How does the Smart buy process work in Rowdy Exchange? ANSWER: Smartbuy orders will work the same as they do in PeopleSoft. A non-catalog order will be used to create a requisition, and Purchasing will need to complete the SmartBuy PO in the s...
QUESTION: Will we still enter requisitions in UTShare/PeopleSoft? ANSWER: Requisitions will be entered only in Rowdy Exchange beginning July 10, 2017.
QUESTION: What action is required after the PO is created? ANSWER: * No action is required for catalog orders * If it is a non-catalog order, the requestor will need to print and either fax or email the copy of the PO.
QUESTION: A vendor previously used is listed in PeopleSoft but not in Rowdy Exchange. What is the process to add the vendor? ANSWER: * If the vendor was in UTShare/PeopleSoft and they are "open for ordering" status is outside the 18 month timeframe ...
QUESTION: When do I need to create a receipt? ANSWER: * When orders are more than $4,999.99 (excluding Amount Only) * When using state or federal funds * When purchasing capital or controlled assets
QUESTION: Can we use Procards to order from the 17 (showcase) vendors? ANSWER: Procards are not allowed in Rowdy Exchange. Even though you are strongly encouraged to use Rowdy Exchange instead of Procard transactions, vendors who accept Procards offer a...
QUESTION: Will the vendors submit invoices directly to DTS? ANSWER: Yes, but only for Showcase Vendors or specific vendors that have been configured for e-invoicing functionality.
QUESTION: Can I enter chartfield information at the line level if I did not enter it ahead of time? ANSWER: Yes.
QUESTION: When are the funds pre-encumbered? ANSWER: There will be no "pre-encumbrances" for Rowdy Exchange orders. Funds will be encumbered when the requisition is assigned a PO in Rowdy Exchange and recorded in PeopleSoft.
QUESTION: Are the vendors set up for tax exempt status? ANSWER: Maintenance of the vendor file has not changed. PeopleSoft is the system of record. Vendors are not set up for exempt status. All vendors and transactions are reviewed at calendar year-end ...
QUESTION: Will I enter the chartfield string or will it already default from my profile? ANSWER: Chartfield information can be entered ahead of time in your default settings before creating a requisition to simplify the selection of chartfield informati...
QUESTION: Can I use a different chartfield string or split the cost? ANSWER: Yes. Within the chartfield line, there is a link called "Add split." This will add another line so you can use a different source of funding.
QUESTION: What does PR Validation check? ANSWER: PR validation will check to make sure funds are available and that the chartfield information is correct.
QUESTION: Where do I enter my chartfield string? ANSWER: "Defaults" can be set up in "User Settings" to make chartfield selection easier. However, chartfield strings are populated in the "Accounting Codes" section of the requisition. Only the "Speedchar...
QUESTION: What is the value of shopping in Rowdy Exchange as opposed to actually going out to physically shop? ANSWER: Rowdy Exchange orders will be encumbered, have appropriate approvals and receive contracted pricing for enabled vendors. By shopping a...
QUESTION: Is there a receiving query by department? ANSWER: Yes. Departments may search for receipts by PO number, requisition number or by receipt number.
QUESTION: What if a vendor I want to use is not a showcase vendor? ANSWER: * Orders can be placed with non-showcase vendors by processing a non-catalog item request. * Showcase vendors are vendors who were selected due to having an existing contra...
QUESTION: Where can I find the HUB vendors? ANSWER: After clicking on the "Non-Catalog" link you can leave the search criteria blank and all the HUB vendors will be listed alphabetically on the first few pages.
QUESTION: Can I work/update a requisition if someone else created it? ANSWER: No. Modifications can only be done by the requester who created the requisition. Other requestors can only receive the items.
QUESTION: Can I receive items on behalf of someone in my department? ANSWER: Yes.
QUESTION: How do I create a Receiving Report? ANSWER: Learn how to receive in Rowdy Exchange by watching the training video available when you log in to PeopleSoft under the UTSA Business Solutions Center site or on the Rowdy Exchange website under "Res...
QUESTION: Can I see the workflow process? ANSWER: Yes. The complete workflow can be viewed by clicking the "PR Approvals" link in the requisition. Additional workflow can be seen on the PO in the "PO Approvals" link if the PO contains capital or control...
QUESTION: How does the POC (Purchase Order Correction) work in Rowdy Exchange? ANSWER: The POC form is housed within Rowdy Exchange. You will fill out the form electronically and when submitted, it will route to the Purchasing Office for processing.
QUESTION: What is the process if I make a mistake on a requisition? ANSWER: You can edit and/or delete the requisition as long as it has not been approved and sourced to a PO.
QUESTION: What are Non-Catalog orders, Hosted and Punch-out Catalogs? ANSWER: * Non-Catalog order - the process of placing an order with a supplier when the goods and services are not available in either the Hosted or Punch-out catalog. * Hosted C...
QUESTION: Will the vendor receive the PO information directly? ANSWER: * If it is a catalog order, yes. * If it is a non-catalog order, then no. The manual process still remains the same. You will print out the PO and either fax or email it to the...
QUESTION: I noticed that General Stores is in the showcase catalog listing. Will I still have to send them an email or fax to get my supplies? ANSWER: The PO will go directly to General Stores. You will receive your items and see the charge in your budg...
QUESTION: How will I know if the PO has been dispatched? ANSWER: The PO status can be reference within the PO itself by checking the "Document Status" and looking at the "Distribution" information. Additional information is available by expanding the vi...
QUESTION: Is everyone a shopper? ANSWER: Yes. If an end user has access to PeopleSoft, they will be able to shop. Shoppers can only shop and are required to "assign" their cart to the department requester for processing.
QUESTION: I have students who work in a lab. Can we categorized them as "shoppers"? ANSWER: If an employee has an assignment in PeopleSoft, they will be able to shop.
QUESTION: Who can approve requisitions? ANSWER: Rowdy Exchange does not specify whether or not you are an approver. If you are already approving requisitions in PeopleSoft, the same security will be migrated over and you will receive the approval emails...
QUESTION: Will my approver receive an email to approve the requisition? ANSWER: Yes. Approvers will receive a detailed email from Rowdy Exchange about the purchase,and they will be able to "Take an Action" from that email. Approvers who have created a...
QUESTION: How does an approver return/reject a requisition? ANSWER: Approvers will have the option to return the requisition to the requestor for modification or to reject the requisition, which means that the requisition will no longer be accessible. ...
QUESTION: Is shipping included in the price? ANSWER: For catalog items, shipping is included. For non-catalog items, shipping is not included.
QUESTION: Should I update my profile? ANSWER: You may view and update your profile by clicking on your name from the banner the top right side. The dropdown will provide the "View my Profile" link. This will minimize data entry on the following: *...
QUESTION: Why did we adopt Rowdy Exchange? ANSWER: Rowdy Exchange provides current technology for the procurement of goods and services so UTSA departments can speed processes and reduce costs. It provides improved reporting and encourages spending with...
QUESTION: There is an overview and requestor training. Do I need to attend both? ANSWER: The overview is recommended for shoppers and approvers. The requestor training is required for requestors. Requestors are also required to take AM0580 Purchasing Ru...
QUESTION: What is Rowdy Exchange? ANSWER: An e-procurement marketplace offering "one stop shop" for many business processes, including sourcing (bids), shopping, contracts, etc., and is designed to make day-to-day purchasing easier for all goods and ser...
QUESTION: I keep getting a blue ORACLE PeopleSoft screen and does not let me login to PeopleSoft. What steps can I take to get back into PeopleSoft? ANSWER: This is a browser issue. Clear the history in the browser, CLOSE out the browser completely then...
QUESTION: Can an MFR be run for a Grant/Project? ANSWER: An MFR can be run on an "Active" Grant/Project only. If information is needed on Inactive Grants/Projects you will need to contact the RSC that is responsible for the Grant/Project. http://resea...
QUESTION : Our department has two positions that will not be filled. One that is presently vacant and one that will not be filled once the employee retires in June. We were told that we needed to de-fund these positions in order to release the budgeted am...
QUESTION: My supervisor is trying to approve a travel authorization but the travel dates have passed. It does not let her approve. What can I do? ANSWER: PeopleSoft does not let you approve travel documents after the travel dates have passed. A TAF will...
QUESTION: When I open a document it does not give me the option or buttons to approve the document. What should I do? ANSWER: This may be a browser issue. Here are the instructions on how to clear your history, depending on which browser you are using. ...
QUESTION: I have a documents stuck in workflow because the supervisor or the budget authority signer is not available to approve. How can I move the document forward? ANSWER: PSSC can reassign the document to another "approver" in that area. Create a ...
QUESTION: The Department Manager retired and need access iNsight for the Department ID's that fell under my previous supervisor. How do I gain the access? ANSWER: iNsight information gets pulled from PeopleSoft. If the exiting Department Manager still s...
QUESTION: I have an Approved Travel Authorization and the traveler is not going to take the trip. What needs to be done? ANSWER: An Expense Report will still need to be created, the employee will certify and only the Budget Authority signer will have th...
QUESTION: I deleted the email to approve a document in PeopleSoft. Where can I find the document? ANSWER: When logging in to PeopleSoft there is a "Worklist" link at the top right side of the page. Click on the link and it will take you to all documents...
QUESTION: If there is an approved Travel Authorization with funds encumbered and a Expense Report is needed to disencumber the funds but the traveler is no longer with UTSA how do I proceed? ANSWER: The Travel & Expense module only allows payments to be...
QUESTION: A UTShare Departmental User Access form was sent in to add the Budget Authority signer. Is this the correct form to submit? ANSWER: The UTShare Departmental User Access form is the correct form to add cost center Budget Authority Signers. If...
QUESTION: I did not receive the emails to approve a document and I do not see it in the Worklist. What could be wrong? ANSWER: Check or try the following: 1) This sounds like a browser issue. The following link contains instructions on how to clear th...
QUESTION: Can attachments be added or deleted on documents in PeopleSoft? ANSWER: On Travel and Expense modules attachments cannot be added at any time. The document will need to be sent back to the creator to modify. On Accounts Payable documents attac...
QUESTION: Can all documents be seen in the Worklist no matter what status of the document? ANSWER: No, once they are in workflow they should not remain in your Worklist. If there are documents currently in your "Worklist" PSSC has a change request with ...
QUESTION: After creating a document the workflow routing displays Cynthia Orth, Dennis Layman, or Araceli Pacheco, why are they listed instead of the Budget Authority signers? ANSWER: This means that the cost center being used only has one Budget Author...
QUESTION: When I budget check a document it gives me a "Error in Budget Check" and it asks me to click on the "Budget Options" link. It then shows me under the Exception column that "Ref'd Doc has been Finalized". What action should be taken? ANSWER: Cl...
QUESTION: I am not able to view certain fields or access certain areas I used to within PeopleSoft. ANSWER: This may be a browser issue. The link provided contains instructions on how to clear the history/cache in whichever browser you are using. Be sur...
QUESTION: I did not receive or cannot find an email for a document in PeopleSoft that needs to be approved. What can I do? ANSWER: When documents are created in PeopleSoft the Approver will receive an email to approve the document. There are two optio...
QUESTION: When creating a Requisition the "Category Code" just keeps spinning and nothing comes up. What's wrong? ANSWER: You will need to clear the history, close out the browser and reopen. Navigate to create a requisition through the Main Menu and ch...
QUESTION: When creating a Requisition Request, is there a way for the creator to indicate that the Receiving Report is required before payment can be made. Most of our line items on Purchase Orders automatically have "Optional" for the Receiving Report. T...
QUESTION: When I create a new cost center for my department what forms need to be submitted and where? ANSWER: 1) CREATE COST CENTER - Chart of Account Maintenance [http://www.utsa.edu/financialaffairs/accounting/forms.cfm] form - Accounting Office ...
QUESTION: How do I update my building and room number on the online directory? ANSWER: Employees are encouraged to visit the Employee Directory Update System [https://employeedirectoryupdate.utsa.edu/Account/Login.aspx] to validate and/or update their b...
QUESTION: I am new to the university and I'm not sure what some the acronyms stand for. ANSWER(S): * PSSC - PeopleSoft Support & Sustainment Center * SPOC - Single Point of Contact * IWS - Interim Workflow Solutions (housed in SharePoint) * HC...
QUESTION: I am unable to upload an excel spreadsheet from PeopleSoft. ANSWER:  UT Shared Services upgraded PeopleSoft with PeopleTool 8.55 over the July 30 - July 31, 2016 weekend and as a result of this upgrade, some users may be affected due to the to...
QUESTION: What forms need to be filled out when there is a Department Manager transition? ANSWER: 1) CHANGE DEPARTMENT MANAGER IN PEOPLESOFT - Chart of Account Maintenance [http://www.utsa.edu/financialaffairs/accounting/forms.cfm] form - Accounting O...
QUESTION:  When I enter the query name in the "begins with" field it doesn't pull up the query name. ANSWER: Two possible resolutions - 1) You may not have the proper security roles. Contact 458-7762 and they can determine if the UTShare Departmental ...
QUESTION: Can I add an Ad Hoc Approver or Reviewer to my PeopleSoft document? ANSWER: On REQUISITIONS, the Creator can insert an Ad Hoc Approver or Reviewer at the Cost Center Level On VOUCHERS, ONLY the Approver can add an Ad Hoc Approver or Reviewer...
QUESTION: A Faculty member is on Academic Development Leave and I cannot create a Travel Authorization in PeopleSoft. ANSWER: A TAF-Travel Authorization Form will need to be submitted to the Disbursements and Travel Services office for processing. http:...
QUESTION: What is the maximum upload size of an attachment that be uploaded to any Interim Workflow Solutions document? (eg. Travel Authorization, Non-PO Voucher, Expense Report) ANSWER: The maximum upload size is 50 MB.
QUESTION: Can I view my state service in PeopleSoft? ANSWER: Currently end users are not able to view their state service in PeopleSoft. The Timekeeper in each department has access to run the UTZ_HA_VAC_SICK_LEAVE_BALANCE query, which provides stat...
Required receiving will be used and set for all PO's unless otherwise directed. A small percentage of PO's would be modified to "DO NOT Require"; this is determined by type of service. Otherwise a receipt is required on all orders.
The override button is used to ensure that all lines of a PO are updated regardless of future modifications.
The current anticipatory date is January 2015, but this has not been finalized.
When workflow is turned on, all approvals will be done electronically, no paper documentation will be necessary.
Yes, a POC request can be sent to Purchasing post receipt. Note that changes made to a PO to match an invoice are considered Non-Compliant and will require Dean or AVP approval befor Purchasing will make the corrections.
Yes, changing a funding source on a PO will reverse the funds tied to the original funding source.
No, the change request icon in Manage Requisitions is specific to changes made on a requisition, which is not currently configured.
When accounting changes are requested for either post payment or remaining balances, changes will need to be made by Purchasing.
Yes, a favorite and a template can be deleted.
Yes, you can change cost centers or project ID without authority to use the new funding source. Controls are not in place at this time.
There are no examples of how warrant holds effect Purchasing, as the decision regarding state finncial holds only effect payment. These could be seen on a report.
Errors regarding chartfield information are only seen when the document is budget checked.
No. Templates are user specific.
No. Templates can only be created while in requisition creation.
This is taking some time as the process to release funds is not simplistic for cross FY documents. Currently Purchasing is working with both Budget and Accounting to release double encumbrances as Purchasing closing POs. This effort is ongoing and requ...
Yes. If there are multiple people within an office that needs cross functionality, please send an email to Purchasing Office (purchasing@utsa.edu [1]) and include EMPLID of those who need to be modified. Links: ------ [1] mailto:purchasing@utsa.edu
Not at this time, as this form replaced the Vendor W-9 and direct deposit form.
Question: Can the Interim Workflow Solutions form be devised to only need one approval from supervisor? Why are multiple approvals needed from the same person, i.e., supervisor? Answer: Once the PeopleSoft workflow is deployed, the FMS forms will go...
As of August 1, 2014, PeopleSoft workflow is targeted to be deployed in early 2016 for only Requisitions and Non PO vouchers. Interim Workflow Solutions documents will be phased out in stages. Final testing by campus staffs and development/delivery of tra...
There is nothing to stop a person from having both the Interim Workflow Solutions form and PeopleSoft open at the same time. In some instances, a person may want to have PeopleSoft open initially to look up a vendor (to see if they are in the system). ...
The EMPLID is located in the Employee Self Service pagelet by selecting the "My Time Summary" link. (See attachment for screen shots)
Question: I was wondering when we will be able to process purchase requests for next fiscal year? We have a LARGE number of renewals each year and some of the associated contracts take quite a long time to process. Before the contracts can be worked...
QUESTION: I had a voucher denied due to corrections that needed to be made and now the voucher shows "Not Chk'd" on my Budget Status has no errors. Why will it no longer let me budget check? ANSWER: When a voucher is Denied and returned to the creator f...
Employee Self Service, or ESS, is a web-based menu in PeopleSoft that has been created to enable employees to monitor and update their own records effectively. ESS allows employees to perform a range of functions, including the ability to report time, acc...