Inquiring About Document Status

This chapter provides an overview of document status inquiries and discusses how to view document status.

Understanding Document Status Inquiries

PeopleSoft Purchasing enables you to quickly cross-reference documents within a business process stream using a single known value in the stream.

For example, you may want to see the requisitions, request for quotations (RFQs), return to vendors (RTVs), and receipts associated with a purchase order.

From the menus for these transactions, you can view all of the procure-to-pay documents associated with their respective sources:

Requisitions.
RFQs.
Purchase orders.
Receipts.
RTVs.
Contracts.
Associated vouchers and payments (if you're using PeopleSoft Payables).
Strategic sourcing events (if you're using PeopleSoft Strategic Sourcing).
Workflow routings (if you're using PeopleSoft Workflow).

You can also access the document status inquiry from within each individual transaction.

Common Elements Used in This Chapter

Budget Status	Budget checking status. Values are: Error: Error in budget check. Not Chk’d (not checked): Not budget checked. Valid: Valid budget check.
Carrier ID	Freight Carrier.
Document Type	Requisition, purchase order, RTV, RFQ, or Receipt.
Currency	Currency code.
Bill of Lading	Bill of lading identifier.
DOC ID (document ID)	Click to open a new browser window that displays the inquiry page for the associated document. Inquiry pages that appear include: Requisitions - Req Inquiry page See Viewing Requisition Information. All Vendors inquiry page See Inquiring and Reporting on RFQs and Vendor Responses. Purchase Order - Form inquiry page See Inquiring About Purchase Orders. Receipts (inquiry) page See Inquiring About Receipts. RTV Inquiry page See Inquiring About RTVs. Events Inquiry page See Drilling Down to the General Ledger to View Entry Event Journal Entries. If you are using PeopleSoft Inventory, click the DOC ID for a MSR or interunit receipt to access the Stock Requests Inquiry page for the associated document. See Reviewing the Status of a Particular Order. If you are using PeopleSoft Payables, click the DOC ID to access the Voucher Inquiry page or the Payment Inquiry page for the associated document. See Viewing Voucher Summary Information. If you are using PeopleSoft Strategic Sourcing, click the DOC ID to access the Strategic Sourcing Inquiry page for the associated document. See Using the Sourcing Document Status Inquiry.
Document Type	Document type for the associated document: requisition, PO, RTV, RFQ, receipt, or contract. If you are using PeopleSoft Inventory, MSR or Inter Unit Receipt may appear. If you are using PeopleSoft Payables, Voucher or Payment may appear. If you are using PeopleSoft Strategic Sourcing, Work Order may appear.
Status	Status of the associated document.
Location	Vendor location.
	Click the Go To Document Status Inquiry button to open a new browser window that displays the document status inquiry for the associated document.
Match Manager	Click the link in this column to access the Match Manager query page for the associated voucher. This column appears only if you are using PeopleSoft Payables and there is an associated voucher that requires matching. This column appears only if Voucher is the document type for at least one row.
Accounting Entries	Click the link in this column to access the accounting entries for the associated document where it is a requisition, purchase order, payment, or voucher. If the associated document is a payment, you can access the accounting entries for the voucher associated with the payment. This link appears only if the associated document has been posted, and if accounting entries exist for at least one of the associated documents that appear. If the document is posted and then unposted, the link does not appear.

Viewing Document Status

This section discusses how to:

View requisition document status.
View RFQ document status.
View purchase order document status.
View receipt document status.
View RTV document status.
View contract document status.

Pages Used to View Document Status

Page Name	Object Name	Navigation	Usage
Req DOC Status	PRCR_DOCSTAT_INQ	Purchasing, Requisitions, Review Requisition Information, Document Status, Req DOC Status Click the Document Status link on the Maintain Requisitions - Requisition page.	Access and review information about procurement documents associated with a requisition.
RFQ DOC Status	PRCR_DOCSTAT_INQ	Purchasing, Request for Quotes, Review RFQ Information, Document Status, RFQ DOC Status Purchasing, Request for Quotes, Add/Update RFQs, Request Quotes Select 4 - Document Status in the More field on the Request Quotes page.	Access and review information about procurement documents associated with an RFQ.
PO Document Status	PRCR_DOCSTAT_INQ	Purchasing, Purchase Orders, Review PO Information, Document Status, PO Document Status Click the Document Status link on the Maintain Purchase Order - Purchase Order page.	Access and review information about procurement documents associated with a purchase order.
Receipt DOC Status	PRCR_DOCSTAT_INQ	Purchasing, Receipts, Review Receipt Information, Document Status, Receipt DOC Status Click the Document Status link on the Maintain Receipts - Receiving page.	Access and review information about procurement documents associated with a receipt.
RTV DOC Status	PRCR_DOCSTAT_INQ	Purchasing, Return to Vendor, Document Status, RTV DOC Status Click the Document Status link on the RTV page.	Access and review information about procurement documents associated with a vendor return.
Contract Doc Status	PRCR_DOCSTAT_INQ	Purchasing, Procurement Contracts, Review Contract Information, Document Status, Contract Doc Status	Access and review information about procurement documents associated with a contract.

Viewing Requisition Document Status

Access the Req DOC Status page.

Req ID (requisition ID)

Click the link to open a new browser window that displays the Requisitions - Req Inquiry page for the requisition.

Status

Requisition status. Values are:

Approved: Requisition has been approved.

Complete: Requisition has been processed through to completion.

Open: This status appears by default from the requester setup. The requisition is not eligible to enter the approval process until an authorized user changes its status to Pending Approval.

Pending approval: Requisition is eligible to enter the approval process.

Canceled: Requisition has been canceled.

Viewing RFQ Document Status

Access the RFQ DOC Status page.

RFQ ID (request for quote ID)

Click the link to open a new browser window that displays the Vendors By Quote - All Vendors inquiry page.

Status

RFQ status. Values are:

Approved: RFQ is ready to be sent to vendors.

Closed: RFQ is no longer open.

On hold: RFQ is pending.

Canceled: RFQ is rejected.

Open: RFQ is not ready to be sent to vendors.

Viewing Purchase Order Document Status

Access the PO Document Status page.

PO ID

Click the link to open a new browser window that displays the Purchase Order Inquiry - Purchase Order page.

Status

PO status. Values are:

Approved: Purchase order is ready to be sent to vendors.

Closed: Purchase order is no longer open.

On hold: Purchase order is pending.

Canceled: Purchase Order is canceled.

Open: Purchase order is not ready to be sent to vendors.

Dispatched: Purchase order has been dispatched to the vendors.

Doc ID (document ID)

Click this link to access associated documents that are related to this inquiry.

For example, suppose that you have a strategic sourcing event ID that is associated with this purchase order inquiry, click this link to access the strategic sourcing event.

Viewing Receipt Document Status

Access the Receipt DOC Status page.

Receiver ID

Click the link to open a new browser window that displays the Receipts inquiry page where you can view detailed receipt information.

Status

Receipt status. Values are:

Open: Not all of the edits have passed. One or more receipt lines are in an Open status.

Received: All of the edits have passed. All of the lines are in a Received or Canceled status.

Hold: Receipt is on hold until released by user.

Moved: Item has been interfaced to PeopleSoft Asset Management, PeopleSoft Inventory, or PeopleSoft Manufacturing.

Closed: All of the receipt lines have been moved and matched (when required). All of the interface requirements have been fulfilled and no further processing is required.

Canceled: All of the lines are canceled. Canceling cannot be reversed.

Viewing RTV Document Status

Access the RTV DOC Status page.

RTV ID

Click to open a new browser window that displays the RTV Inquiry page where you can view detailed RTV information.

Status

Values are:

Closed: The line has been closed.

Open: Appears by default when the vendor return is initiated.

Shipped: The line has been shipped. A line is considered shipped when the line's shipped quantity equals the returned quantity.

Canceled: The line has been canceled.

Viewing Contract Document Status

Access the Contract Doc Status page.

Contract

Click this link to open a new browser window that displays the Events Inquiry page.

Doc ID

Click this link to access associated documents that are related to this inquiry.

For example, suppose that you have a strategic sourcing event ID that is associated with this contract inquiry, click this link to access the strategic sourcing event.