Financials is also referred to as PeopleSoft Financials or ERP Financials by faculty and staff. The Financial system is the university administrative system used for General Ledger, Purchasing, and Accounts Payable. Employees use the system to record financial journal entries, create and approve purchasing requisitions (including the SmartCART system), and enter payment requests. The system also supports additional back-end processing for Grants Accounting, Miscellaneous Billing and Receivables.

Access to the system is a multiple-step process, which includes completion of the online Financials security form with approval from your management center and completion of the appropriate training courses. The CWRU Administrative Professional Series (CAPS) offers these courses as well as other optional classes related to finances at CWRU.

Step 1: Complete Online Security Form

An individual from your department who already has access to the system must log in to PeopleSoft Financials and complete the Online Security Form on your behalf. A series of electronic approvals will begin. Details for completing this process are available by reviewing the ‌Instructions for Completing the PeopleSoft Financials Online Security Form.

Step 2: Complete Online Training

Then, complete the online training that corresponds with the appropriate modules of PeopleSoft Financials.

• eProcurement: Purchasing at CWRU from A to Z
• Accounts Payable: Purchasing at CWRU from A to Z
• General Ledger: Financials Journals

Upon successful completion of both the online training and the security form, access to the requested module(s) of PeopleSoft Financials will be granted. Questions regarding this process may be directed to erptraining@case.edu.

Access to PeopleSoft Financials Reporting

To gain access to the reporting system of PeopleSoft Financials, an individual from your department, who already has access to the system, must log in to PeopleSoft Financials and complete the "Reporting Access" tab on the Online Security Form. Further details are available by reviewing the Online Security Form Instructions.

Access to SmartCART

SmartCART is accessible if you have access to eProcurement in PeopleSoft Financials. Review the manual for more information.

Window Shoppers are individuals who do not have access to PeopleSoft Financials but can still shop and create carts in SmartCART. A user with access to PeopleSoft Financials then approves the orders.

To become a SmartCART Window Shopper:

1. Fill out the Window Shopper access form.
2. Complete the SmartCART Window Shopper online training.
   1. Navigate to canvas.case.edu.
   2. Log in with your CWRU Network ID and password.
   3. Self-enroll in the CAPS Online Course site.
   4. Complete the training at your own pace.
   5. Pass the test with a score of 80% or higher.
3. You will receive an email from Procurement and Distribution Services when your access has been processed.

Changing your access to PeopleSoft Financials

Individuals may update their access to PeopleSoft Financials at any time. To complete this process:

1. Log in to PeopleSoft Financials
2. Open the Online Security Form
3. Select "New Security Requests"
4. Enter your CWRU Network ID and click "Change User Profile"

For assistance with any technology product or service at Case Western Reserve, such as PeopleSoft Financials, contact the UTech Service Desk at 216.368.HELP (4357) or help@case.edu.