Logging Into WorkPlace:
- From your browser enter your WorkPlace web address: https://workplace.stlartmuseum.org/workplace/central/login.aspx
(alternatively, the program is accessible from the Intranet Menu.
- If necessary, enter your network user ID (generally, first initial + last name) and password into the authentication pop-up window as required.
- If prompted to save your password, click yes.
- Click the Login button as shown below.
To Quit WorkPlace:
1. Save your work in the session you are currently working in.
2. From the System Toolbar, choose Logout.
Transaction Entry
Create or Edit Requisition
The WorkPlace Requisition processing flow begins with the employee or ’Requester’ who enters requisition line items and submits the requisition. Once submitted, this triggers an eMail notification (dependent on system settings) which is sent to the Approver. A requisition is entered for the purpose of obtaining approvals prior to the purchase of goods and/or services. Requisitions for the full year can be entered in January for services that are provided monthly.
Create or Edit Check Request
The WorkPlace Check Request processing flow begins with the employee or ’Requester’ who enters invoice line items and submits the Check Request. Once submitted, this triggers an eMail notification (dependent on system settings) which is sent to the Approver. A check request is submitted if goods, services and/or an invoice have already been received.
Approval
The Approver logs into the application and loads submitted Requisition/Check Request line items into an approval session and approves or disapproves at the header or line levels based on the approval requirements. Once processed, this triggers an eMail notification (dependent on system settings) which is sent to the transaction originator notifying them of the approval status. If items are disapproved, they are returned to the requester for correction or deletion. This triggers an eMail notification (dependent on system settings) which is sent to the transaction originator notifying them of the disapproval, including the reason comment. Approved lines will flow to next applicable Approver or to the review stage.
Review
Once Requisition/Check Request lines have been fully approved, they will be available to review by Finance.
Review Session
The Reviewer loads approved Requisition/Check Request lines into a review session where line items are checked for accuracy and the decision is made to order the item(s) (issue the Purchase Order), leave the item(s) on hold or disapprove the line(s). The session is then processed and an email alert is sent to the requester (dependent on system settings) notifying them of the status of their request. Line items flagged for order will generate the associated transaction based on the Requisition Type (i.e. Requisitions will generate Purchase Orders, Check Requests will Receipt/Match Invoices, etc.). Items left on hold remain available for review and load into subsequent sessions until flagged for order and processed. They may be returned to the requester for correction or deletion via the system (and email notification) and/or an email from Finance to the requestor for questions or correction.
Creating a new requisition is the first step in the Requisition Workflow. You can also edit existing requisitions by selecting any Requisition line under the Outstanding Transactions heading on the Dashboard. Open Requisitions(s) are those that have already been created but have not yet been submitted for approval.
Entry/Edit Toolbar
Fields
Requester
This field is available to select a WorkPlace user that the Requisition is being entered on behalf of and will default to the user logged into WorkPlace. Only users setup as Alternates in Security will be available for the user to select from. Once the Requisition has been saved, this value cannot be changed. Upon submission, the approval workflow will be determined based on the Requester assigned to the Requisition.
Created By
Name of the user who is logged in and creating the requisition.
Created
System generated date identifying when the requisition was created.
Date
Defaults to current date, should not be dated past tomorrow.
Department
Home or default department for the user
Total
The total Requisition amount in functional currency will calculate automatically once the lines are entered and saved with Qty and Price values.
Name
Name – give your request a name. Naming convention is a personal preference. We recommend using text that is specific to the Vendor, Project, and Year of request. Keeping it general will allow for ease of reuse.
Delete Line Checkbox
To delete the highlighted requisition line, click in the Delete Checkbox and press the Save button on the Entry Toolbar.
Item
Type in a valid item or part number or you may leave blank if not applicable. This will print on the Purchase Order and will provide the Vendor with specifics. Do not enter lines with negative amounts for credits or rebates, enter the net amount.
Item Description
Enter the appropriate description for the line item. This is a required field and is the description that will appear on the Purchase Order sent to the vendor.
Quantity
Type in the quantity of the item needed. See Price below for additional comments.
U/M
Type or Select from the Zoom Window the requested Unit of Measure; such as each, box, etc.
Price
Type in the unit Price of the requested item. Users can switch quantity and price if PO will be received in increments and rounding past 2 digits might be a problem later. For example, a requisition is for 3 hours at $10.33, extended amount $30.99. The first invoice will be for 1.5 hours, amount $15.49, the second invoice is for 1.5 hours, amount $15.50. Users can enter quantity of 30.99 and a price of 1. After the first 1.5 hours is complete, you receive quantity 15.49. The second receipt quantity is 15.50.
Currency
Currency- USD is default. WP is not set up for foreign currency payments.
Amount Extended
Total for the line item.
GENERAL TAB
Location
Select a valid Fund number for the requisition. Click magnifying glass to select from list and use drop down to choose a fund number (first two digits of account number)
G/L Account
Type in or select from the Zoom window a valid General Ledger Account (please note that only budget numbers for the value in the Department field will be presented to choose).
Project
Select a valid Project ID from the zoom window. Select from Drop down - Default code is 0000.( This field is required)
Department
This Department field is directly related to the General Ledger Code for the line item. This field will be populated with the user’s default department but can be changed to accommodate other budget numbers. Department- use drop down and select department for which the purchases are being made.
Vendor
Will be auto-selected after choosing Vendor Address.
Vendor Address
Click the Zoom button to search for Vendor across multiple name fields (VendorName, CheckName, Alias). The lock symbol saves search selections. The Maximum Records can be expanded to more than 100 if you need to search more records.
Date Required
Type in the date the item posts to the ledger/budget. Should be one day past the header date. This is not the order delivery date.
Shipping Method
Shipping method – defaults to standard
Payment Terms
This field is defaulted from the Vendor record and does not need to be changed.
PO Number
This field is read-only and will be populated with the PO number, if applicable.
COMMENT TAB
Vendor Comment
Use this field to enter Attn: line for delivery recipient. This comment stays within Requisition and also flows over to Purchase Order. Users can add “include the PO# on the invoice” or “no substitutions” or other comments for the vendor.
Internal Comment
Used for detailed information about the Requisition that is viewable by approvers and/or Finance team. Users can include the vendor mailing address for the check if it is not included on an attached conference registration form, information about vendor selection such as the lowest priced quote, or preferred vendor due to quality.
The Attachments pane will preview the full document uploaded to the Requisition. Clicking the attachment icon to the left of the Filename will open the document into a new tab and larger view. If multiple files are available to view, they can be selected using the drop down field which will display the description and file name for the attachment. Only supported file formats (i.e. PDF, BMP, GIF, EXIF, JPG, PNG and TIFF) are able to be displayed in the Attachments viewer.
*All requisitions require a quote, proposal, or contract for submission. Requisitions must be saved before the attachments can be added to the requisition. If all attachments are included and the requisition is ready for approval, click on submit so it can be placed in the approval process. The Purchasing Policy located on the SLAM intranet is available for additional information.
CREATE OR EDIT CHECK REQUEST
Creating a new Check Request is the first step in the Check Request Workflow. You can also edit existing Check Requests you’ve created by selecting any Check Request listed under the Outstanding Transactions heading on the Dashboard. Open Check Request(s) are those that have already been created but have not yet been submitted for approval.
FIELDS
Name
Name – give your request a name. Naming convention is a personal preference. We recommend using text that is specific to the Vendor, Project, and Year of request. Keeping it general will allow for ease of reuse.
Vendor
Will be auto-selected after choosing Vendor Address.
Vendor Address
Click the Zoom button to search for Vendor across multiple name fields (VendorName, CheckName, Alias).
Currency
Currency- USD is default. WP is not setup for foreign currency payments.
Requester
This field is available to select a WorkPlace user that the Check Request is being entered on behalf of and will default to the user logged into WorkPlace. Only users setup as Alternates in Security will be available for the user to select from. Once the Check Request has been saved, this value cannot be changed. Upon submission, the approval workflow will be determined based on the Requester assigned to the Check Request.
Created
This is a read only field that will display the system generated date identifying when the Check Request was created and the WorkPlace user that created it.
Document Date
Defaults to current date, should be changed to reflect the date of the invoice for the Check Request. The document date will be used to calculate the due date based on the Payment Term selected.
Posting Date
The Posting date should be the same as the date of the invoice, unless it is a previous closed month, then should reflect the first day of the current open month.
Department
This field will be populated with the Home or default department for the user based on User Security and/or the User Defined Field Template which also determines whether the field is read-only or the user can select from the department list.
Vendor Doc. No.
Enter the vendor invoice number. If no invoice please use the date(s) associated with the request.
Delegate
When a member of Finance creates the Check Request on behalf of another department, the delegate field is used to assign 1st level confirmation of data to the person or department representative referenced on the invoice.
Reason
This field can be filled in by the delegator so that the delegatee will know why it was delegated to them. This will also be transmitted in the email to the delegatee. On the reverse side if the delegatee cancels the delegated Check Request then the delegatee can fill in the reason why and this will sent back to the delegator in the email message.
Detail Fields
LINES TAB
Delete Line Checkbox
To delete the highlighted Check Request line, click in the Delete Checkbox and press the Save button on the Entry Toolbar.
Item
Type in a valid item or part number or you may leave blank if not applicable. This will print on the Purchase Order and will provide the Vendor with specifics. Do not enter lines with negative amounts for credits or rebates, enter the net amount.
Item Description
Enter the appropriate description for the line item. This is a required field and is the description that will appear on the Purchase Order sent to the vendor.
Quantity
Type in the quantity of the item needed.
U/M
Type or Select from the Zoom Window the requested Unit of Measure; such as each, box, etc.
Price
Type in the unit Price of the requested item.
Currency
Currency- USD is default. . Workplace is not set up for foreign currency payments.
Amount Extended
Total for the line item.
GENERAL TAB
Location
Select a valid Fund number for the requisition. Click magnifying glass to select from list. Choose the first two digits of the fund of the G/L code used to gain approval of the expense.
G/L Account
Type in or select from the Zoom window a valid General Ledger Account (please note that only budget numbers for the value in the Department field will be presented to choose).
Project
Select a valid Project ID from the zoom window. Select from Drop down - Default code is 0000.(This field is required)
Department
This Department field is directly related to the General Ledger Code for the line item. This field will be populated with the user’s default department but can be changed to accommodate other budget numbers. Department- use drop down and select department for which the purchases are being made.
COMMENTS TAB
Vendor Comment
Leave blank on Check Requests.
Internal Comment
This comment stays within Check Request and is used for detailed information about the Request that is viewable by approvers and/or Finance team such as an overage on a PO.
Footer Section
Payment Terms
This field is defaulted from the Vendor record and does not need to be changed.
Comment
This section prints on the check and should include the vendor’s customer number for SLAM, date covered by payment and be a succinct description of the purchase to assist the vendor in matching SLAM’s payment with the invoice.
Subtotal
The Check Request subtotal amount will calculate automatically once the lines are entered and saved with Qty and Price values to reflect the total cost.
The Attachments pane will preview the full document uploaded to the Requisition. Clicking the attachment icon to the left of the Filename will open the document into a new tab and larger view. If multiple files are available to view, they can be selected using the drop down field which will display the description and file name for the attachment. Only supported file formats (i.e. PDF, BMP, GIF, EXIF, JPG, PNG and TIFF) are able to be displayed in the Attachments viewer.
*All check requests require an invoice for submission. Check Requests must be saved before the attachments can be added to the check request. If all attachments are included and the check request is ready for approval, click on submit so it can be placed in the approval process.
Once a Requisition or Check Request has been submitted, it will be routed to an Approval session. The system automatically displays item(s) pending approval or open approval sessions on the Dashboard. An Approval Session can also be started by selecting the link in an eMail notification sent by the system to the selected approver.
To begin a new Approval Session, select the "Approve Pending Requisitions/Check Requests" link on the Dashboard, under the To Do heading. You will then be directed to the Load Options page to create a new session.
If a session has been loaded previously, but not processed, that open session will be listed as an Outstanding Transaction. When an Open Session is resumed, the Load Options page is bypassed and no additional "Pending Requisitions/Check Requests" will be added to that Open Session.
The field descriptions are the same as those on the Requisition/Check Request Entry.
Header Toolbar
Requisitions/Check Requests can be approved, disapproved, or placed on hold by two methods; all documents loaded to the Approval Session by selecting the desired status from the Toolbar (Approve All, Disapprove All, Awaiting All), or by individual line item by selecting the desired status from the line command buttons. Once the selection is made, click process to move to next approver or final review before Purchase Order issue or Invoice is Processed.
Fields
Approval Session #
The system assigned Approval Session tracking number.
Req/Chk
Requisition/Check Request number.
Requester
The user who entered the Requisition/Check Request will show here.
Name
Name given to Requisition/Check Request at time of entry (Name of this field may vary based upon system setting).
Date
Date entered at time of Requisition/Check Request entry.
Created
The system date at time of Requisition/Check Request entry.
Total
The total Requisition/Check Request amount in USD currency.
Approval List
This field is displayed in open Approval Sessions to indicate the specific Approver associated to the approval requirement.
Status
This read-only field is updated when a command button is selected which changes the disposition of the line item Status.
The Attachments pane will preview the full document uploaded to the Requisition. Clicking the attachment icon to the left of the Filename will open the document into a new tab and larger view. If multiple files are available to view, they can be selected using the drop down field which will display the description and file name for the attachment. Only supported file formats (i.e. PDF, BMP, GIF, EXIF, JPG, PNG and TIFF) are able to be displayed in the Attachments viewer.
ALTERNATE APPROVERS
Approvers should plan ahead when unavailable to approve requisitions. Alternate approvers can be enabled in the User Preferences section of the Home page.
The Alternate Approver option is toggled on/off at the top of the page. In the Approver Options section, predefined Alternate(s) are displayed by selecting Display My Alternate Approvers
Select Schedule Approver to enter out of office dates; the ones covered by the alternate approver. This is not required but failure to do so will require manually toggling the Alternate Approver option to Off upon returning to the office.
Select the Save & Close button to exit the Alternate Schedule. The system adjusts to the schedule entered.
RECEIVING A PURCHASE ORDER
On the home page, select Receive / Match Invoice. Select Receiving Wizard.
The PO Number field is now required to receive a PO. Enter the PO number or click the Zoom button to load a list of purchase orders. Select the PO from the list, then click the Load button in the upper right corner of the screen.
Once the PO is displayed, check the box on the line you wish to receive or quantity cancel. Select the date of receipt (required). Enter the quantity received and/or canceled. Select Process. The upgrade allows only one PO per receiving session.
