SOP 405.07: PeopleSoft Financials for Purchasing

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:PeopleSoft Financials for Purchasing|Policy Name:PeopleSoft Financials for Purchasing|Policy Name:PeopleSoft Financials for Purchasing|
|Policy Number: 405.07|Effective Date:02/18/2025|Page Number: 1 of 2|
|Authority:
Commissioner
|Originating Division:
Administration and Finance
Division (Purchasing)|Access Listing:
Level I: All Access
|

I. Introduction and Summary:

To provide information for the electronic software system used to create a
Requisition, Request for Quote (RFQ), RFQ Addenda, Purchase Order (PO),
Purchase Order Change Order, Receiving Report, Purchasing Query and Contracts.

II. Authority:

A. O.C.G.A §50-5-1, _et seq._ ;

B. D.O.A.S. Georgia Procurement Manual;

C. Georgia Department of Corrections (GDC) Purchasing Manual;

D. S.A.O. PeopleSoft Financials for Purchasing;

E. GDC Standard Operating Procedures (SOPs): 405.01 GDC Purchasing Manual;

405.06 Open Market Purchases; 405.08 Purchasing Card; 405.11 Restricted
Purchases Requiring Special Approval; and 405.12 Emergency Purchases; and

F. ACA Standard: 4-ACRS-7D-25.

III. Definitions:

As used in this SOP, the term is defined as follows.

A. PeopleSoft - An Enterprise Resource Planning (ERP) system (also referred to as

TeamWorks) providing support for GDC to manage day-to-day operations
including personnel management, payroll, time and attendance, and accounting
(accounts payable, accounts receivable, general ledger, etc.).

IV. Statement of Policy and Applicable Procedures:

A. Employees needing access to the PeopleSoft Financial System for the purpose of

creating purchasing processes must first complete the "PeopleSoft FN Security

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:PeopleSoft Financials for Purchasing|Policy Name:PeopleSoft Financials for Purchasing|Policy Name:PeopleSoft Financials for Purchasing|
|Policy Number: 405.07|Effective Date:02/18/2025|Page Number: 2 of 2|
|Authority:
Commissioner
|Originating Division:
Administration and Finance
Division (Purchasing)|Access Listing:
Level I: All Access
|

Application” form. It is located on the GDC intranet (CAPTIVA). Under
Finance Tab, then click on the link “PeopleSoft Forms”. Next, click on
“PeopleSoft Financial Application Form” and print form. All fields must be
completed including a signature from the employee’s supervisor. Instructions for
submittal are at the bottom of the page. Next, submit the completed form to the
agency’s Security Officer (financialsaccess@gdc.ga.gov) for approval. This form
should also be submitted when staff transfer or terminate employment with the
Department.

B. All Purchase Orders (PO’s), Purchase Order Change Orders, Request for Quotes

(RFQ’s), RFQ Addenda, Notice of Awards (NOA’s), and Receivers must be
processed in PeopleSoft.

C. Detailed instructions for PeopleSoft processes are located in the State

Accounting Office (SAO) Teamworks Financials Online Training located under
the Financials, Purchasing (PO) section.
[(https://fscmupk.teamworks.georgia.gov/upk/data/toc.html](https://fscmupk.teamworks.georgia.gov/upk/data/toc.html) ).

D. For further assistance, contact the Business Processes Unit of GDC. You may

also contact the “HELP” desk of the State Accounting Office at (404) 657-3956
[or (1-888) 896-7771 or email FSCM@sao.ga.gov.](mailto:FSCM@sao.ga.gov)

V. Attachments: None.

VI. Record Retention of Forms Relevant to this Policy: None.