Purchasing Module Overview

 

The Purchasing module provides the user with the ability to track expenditures across grants, to view the status of purchase orders, check requests and other payments, to run reports on utilization of vendors and to track expenses for reconciliation with the official systems of record.  The three main components of the module are reporting, expense entry and reconciliation.  These areas are described below.

 

Purchasing Sub Modules

 

Under the Purchasing module, there are a number of different pages or sub-modules that assist the user in reporting on information more specifically.  The module is divided into two main groupings:

 

 

Summary Pages

Caption

Type

Description

PO/AP Summary

Tab

The entry point for the Purchasing Module is a PO/AP summary table, which displays the Purchasing and Accounts Payable data within the user’s portfolio.

User Order Summary

Tab

The User Order Summary screen is a listing of all transactions recorded by the user as entered within Insight.  Entries can be logged and tracked for Purchase Orders, Check Requests, Journal Entries, Travel Vouchers and Petty Cash.  The page returns entries from within the Purchasing Module of Insight, not those coming from PeopleSoft.

Reconcile

Tab

The screen provides an automatic reconciliation of expenses that the user has logged against those same transactions coming through the various feeds.   This allows the user to track three main areas of their grants:  charges posted, charges not yet posted and charges posted that the manager might not know about.

 

The users can view the matched as well as unmatched data/records relating to Purchase Orders, Vouchers, Petty Cash, Check Requests and Journal Entries.

 

 

Detail Pages

Caption

Type

Description

User Order Details

Tab

The page returns entries from within the Purchasing Module of Insight

PO Details

Tab

The PO Details page provides the aggregated list of all the purchase order details specific to one order on a fund.  The data is received nightly at the close of business for all transactions entered during the business day within the PeopleSoft systems.  All online purchases made with preferred vendors are reflected as an accounts payable transaction and are also updated nightly.