Job Aids, Speed Keys, & Purchasing Codes

• Account Codes, Category Codes, and ShipTo Codes
  • Account Codes—Sorted by Alphabet/Description
  • Account Codes—Sorted by Number/Account Code
  • KSU's most used Category/NIGP Codes. If you can't find your item/service, try searching the full list of DOAS Category/NIGP Codes.
  • ShipTo Codes - Please search here for ShipTo code information. 
• Approver and Business Manager Information
  • How to Approve a Requisition - How to approve or deny requisitions awaiting your approval.
  • Budget/Project Manager Setup Changes - Contact budget@kennesaw.edu for changes to budget owners and project managers.
  • Business Manager Setup Changes - Contact service@kennesaw.edu for changes to business managers.
  • Can't Log In - If you are an approver and can no longer log in, you likely did not resubmit for PeopleSoft Access. This is done annually, please fill out the access form to gain access again.
  • Reviewing Open Purchase Orders - Business Managers should review open purchase orders monthly, and alert service.kennesaw.edu/ofs as to which ones need to be closed (typically those with hanging encumberances).
  • Requisition/PO Status - If you'd like to know the status of your requisition or purchase order, here's how you can search for it in PeopleSoft.
  • Signature Delegation Authority Form (Alternate Approver) - If you will be out of office for an extended period of time, please fill out a delegation form to set another approver in your place (they must already have an approver role in PeopleSoft Fianancials).
• Chart of Accounts (Speed Keys)

  Financial speed keys are available via a SAS report at the following link:

  Budget - Speed Keys Report

  Select the "View Report" button (bottom right of screen) to see the Speed Keys Report.

  Definition:

  • speed key: a short-cut alpha-character notation for entering a full chart string number consisting of department ID, fund, program, class, and/or project ID, which is used as part of an accounting entry. In PeopleSoft, it's called speedchart or speedtype, or an account code in ADP.
• Creating Requisitions
  • How to Purchase Items via the GeorgiaFIRST Marketplace
  • How to Create a Special (Request) Requestion
  • How to Request Dell Computers and Related Items
  • How to Request Computers and Technology Related Items
  • How to Split Distributions and Allocations
• Payment Request in PeopleSoft
  • Voucher Adjustment
  • Payment Status (in PeopleSoft)
  • InterCompany Payments
  • Kennesaw State University Allowable Cost Matrix
  • How to Complete the PeopleSoft Financials Access Form
  • PeopleSoft Financial Payment Request Manual
  • How to Monitor/Add Additional Workflow for a Requestor Video
  • How to Add a Payment Request Tile to the Employee Self Service Page (Coming Soon)
  • How to Enter a Payment Request
  • How to Enter a Payment Request Video
  • How to Approve a Payment Request Video
  • How to Add an Approver to the Workflow
  • How to Access Worklist
• Purchasing Card (P-Card)
  • Requesting a P-Card and/or Access to Works® (Job Aid PC1)
  • Sign-Off Approvals and Reallocations in Works® for Cardholders (Job Aid PC2)
  • Processing the Monthly Statement Detail Report in Works® (Job Aid PC3)
  • Sign-Off Approvals and Reallocations in Works® for Approving Officials (Job Aid PC4)
  • Annual Works® Recertification Process (Job Aid PC5)
  • Completing the DOAS Special Approval Request Form (Job Aid PC6)
  • Submitting a P-Card Prior Approval Request (Job Aid PC7)
  • Approving a P-Card Prior Approval Request (Job Aid PC8)
• Receiving Items for Purchase Orders (POs)
  • Receiving Assets - If the item you are receiving is catergorized as an asset, use this job aid.
  • Receiving via Purchasing (as the original Requester) - This is the normal way a requester who submitted an order will receive the item(s)/service(s). 
  • Receiving as a Non-Requester - If you need to receive an item that you did not submit the request (requisition) for, use this job aid.
  • Undo Received Status - If you need to undo the receiving status of a requisition, or to update an existing receipt to the correct quantity or price, follow these steps.
• Requester Information
  • Accounting Date Error - Please contact your Buyer Partner or email service.kennesaw.edu/ofs to have the accounting date updated so you can make edits to your requisition. 
  • Adding Lines to a Requisition - If you've submitted a requisition and realize you need to add additional lines, use these steps to do so.
  • Budget/Project Manager Setup Changes - Contact budget@kennesaw.edu for changes to budget owners and project managers.
  • Budget Reference Error - If you receive a budget error message, it means you have submitted the incorrect fiscal year.
  • Business Manager Setup Changes - Contact service@kennesaw.edu for changes to business managers.
  • Cancelling a Requisition - If you need to cancel a requisition due to no longer needing it or accidentally creating a duplicate, these steps show you how.
  • Can't Log In - If you are an approver and can no longer log in, you likely did not resubmit for PeopleSoft Access. This is done annually, please fill out the access form to gain access again.
  • Changing Ship To Location: If you need to change the Ship To location on a requisition, follow these steps.
  • Editing a Requisition - If you've submitted a requisition and need to make changes to it, follow these steps (or, if your requisition has been denied: Edit a Denied Requisition)
  • GeorgiaFirst Marketplace Error - If you are trying to issue a requisition through the GFM and receive an error, follow these instructions to make sure you followed the correct path. 
  • Item Unavailable When Adding to Cart - If you receive this error when creating a Special Request requisition, follow these steps to clear it.
  • Requisition/PO Status - If you'd like to know the status of your requisition or purchase order, here's how you can search for it in PeopleSoft.
  • Search for a Requisition - If you need to review a requisition you submitted, these are the steps on how to find it.