PantherSoft Financials Procure to Pay Process

PantherSoft FinancialsProcure to Pay Process

Agenda

Procure to Pay Workflow Creating Requisitions Purchase Order Three Way Matching Creating Receipts Activity Summary Unencumbered Payment Requests Tips & Tools Website & Links

Procure to Pay Workflow

Requisition Created in PantherSoft

Log into PantherSoft Training for hands-on.

Creating a Requisition

Entering Requisition Change Orders

Viewing Requisition Information

Creating Receipts

Creating Requisitions - Navigation

Creating Requisitions - Navigation

Creating Requisitions - Navigation

Creating Requisitions

Creating Requisitions

Blanket PO’s must be recreated each fiscal year

Creating Requisitions – Origin to Change Order

Change Orders must include original PO

number in Description field (ex. CO00123456).A change order is only done to increase the

original amount.

Creating Requisitions – Override Defaults

First click Override button

Creating Requisitions – Vendor & Vendor Location

Choose Vendor you wish to purchase from. Choose “Purchasing to Select” if you are unsure or need a quote. This is a required field.

Select the Vendor Location that matches the vendor quote. This is a required field.

If a vendor is not in Panthersoft, the vendor must submit an electronic application from the Purchasing website http://finance.fiu.edu/purchasing and email vendors@fiu.edu. Contact the Tax Compliance Office if using foreign vendors.

Creating Requisitions - Amount or Quantity

Choose Distribution types: Amount is for Services paid over time or when paying a dollar amount.Quantity is for Goods received over time or when receiving a good.

Creating Requisitions - SpeedCharts

Choose a SpeedChart for Distribution by entering a Department or Project ID. This will populate the correct chartfield strings.

Creating Requisitions - Delivery Instructions

Unless you are shipping to your Central Receiving Office, leave the Ship To location set to SEE BELOW.Any chemical related products should be shipped to Scientific Receiving

Scroll to the right to enter the Location.

Creating Requisitions - Delivery Instructions

Search by Description to find where you want the items delivered. You will specify delivery instructions in the Comments.

Creating Requisitions

Confirm if all lines or a single line will apply changes from the defaults

Creating Requisitions - Adding Comments

The comment bubble is for Purchasing use only.

Creating Requisitions – Comments

A free-form text field is available for Comments, but you can select a Standard Comment to ensure that all the shipping information is included with your requisition. Click the Copy Standard Comments link

Creating Requisitions – Comments

MMCMMC

For Blanket POs select one of the following standard comments: - BPO – Blanket PO Invoice - BPP – Blanket PO Period

Creating Requisitions – Comments

Creating Requisitions – Comments & Attachments

Upload expense quotes or any other attachments.(Cannot be more than 20 characters long.) Do not attach INVOICES to this document.

Update the delivery and special instructions. Make sure to note if the item will be delivered to a different location from requester’s office or any specific handling instructions. Each should go on a separate box.

Creating Requisitions – Entering Items

Description should be what item is:

Dell Latitude E-6500Apple I-pad 2

Use the Account number that has funding in your department’s budget

Category Code & AccountsFor Non-Project Purchases – The requisition will go

through even if that account has no funds. This may cause a budget issue later for the department.

For Project Purchases – If the account does not have available funds the requisition will go into budget error and will not source over to Purchasing. The requester must arrange for a budget transfer to make sure that there is funding in the account to cover the purchase.

Creating Requisitions – Identifying Items

Check “Amount Only” box when purchasing services or for Blanket POs.

Creating Requisitions – Reviewing Information

Do not add comments in the comment bubble. This area is for Purchasing only.

Line Default

s

Schedule

To review the distribution of individual item, use the “Schedule” icon on the individual lines, located on the this page.

To distribute individual items as needed over 2 or more Departments or Projects, use the “Line Defaults” icon on the individual lines, located on the this page.

Add or Remove additional lines as necessary for additional items to be purchased from this vendor.

Creating Requisitions – Reviewing Information

Creating Requisitions – Reviewing Information

To distribute the requisition over two or more Departments or Projects, Use the “+…” button to add more lines. Remember to split the “Percentage” to reflect the distribution.

Otherwise, you can distribute individual items as needed using the “Line Distribution” icon on the individual lines, located on the main page.

Creating Requisitions – Saving Information

Click Line Details to verify the Category Description and Code

Requisition - Review Information

Requisition & Budget

Status

Open All

Columns

Document ID allows you to drill to the document. If it is blank or says “No Document” contact your Budget Manager.

Requisition Status

Approved – The Requisition is approved and the request has been sent to Purchasing.

Pending – Indicates that the approver must take an action.

Open – Indicates that the requisition has been saved, however the “Check box” has not been checked.

Cancelled - This action was taken by the Requestor based on an e-mail or directive from the department’s Expense Manager.

Complete – The requisition has been paid/received.

Budget Status

Valid – Budget is available and ready.

Not Chk’d – Indicates that it has not been selected by the automated budget checking process.

Error – No budget available. Contact your Budget Manager. They should check Commitment Control and add budget to correct account you are charging.

Requisition - Review Information

Click on Requisition ID to investigate the Requisition Status

Unapproved Requisition: Pending Status

Requisition - Review Information

Unapproved Requisition: Pending Status

If there is no Panther ID in this area, this indicates that the Requisition has not been approved at the Department level.

Requisition - Review Information

Approved Requisition: Approved Status

Requisition - Review Information

Requisition On PO: Complete Status

Requisition - Review Information

Purchase Order - Navigation

Purchase Order - Status

Approved – The PO is approved and awaiting the notification to the Vendor.

Cancelled – The PO has been cancelled via email notification to Purchasing.

Complete – The PO has been paid/received and is closed and no further changes can be made.

Dispatched – The PO is approved and the notification has been sent to the Vendor.

Pending – The PO is awaiting further approval.

Purchase Order - Status

Purchase Order

Receiving

Invoice

1. The PO is always created first from a Requisition.

2. The merchandise is received in good order either by Central Receiving, Scientific Receiving, or the Department.

3. The invoice is received and entered into PantherSoft by the Accounts Payable team of the Controller’s Office.

Will AP pay the vendor without the vendor having provided the service or merchandise?

Absolutely Not! Because of the Three Way Matching rule, until the department enters into the system and receives against the PO, the payment will never leave the University. In effect the department controls when payments are made by controlling the receiving of the merchandise or service.

Invoices:

Original Invoices must be sent to Accounts Payable. A paper invoice or emailed is required for payment.

Some Vendors send the invoice before the merchandise arrives or the service is rendered.

There is a State of Florida Regulation, FS 215.422-3a-c, which allows a vendor to receive additional Interest Payment on all open balances over 40 days from the date of the accepted invoice.

Delete the information from these fields.

Delete the information from these fields.

Reviewing the entire process

1. Requisition is done.

2. Everything was approved and processed into a PO.

3. The merchandise was delivered.

4. A receipt was entered against the PO.

5. The Invoice came in and It was delivered to the Accounts Payable team in the Controller’s Office.

Can I find out the status?

Activity Summary - Navigation

Activity Summary - Navigation

Unencumbered Payment Requests

Unencumbered Disbursement Request - is a request for disbursement on an item when a Requisition and/or PO is not created. The form can be found at http://finance.fiu.edu/controller/Forms.html.

The items purchased must be on the Allowable Unencumbered list.

Should not be used in place of a Requisition and/or Purchase Order.

If an item is purchased before completing a Requisition and/or Purchase Order, a confirming PO must be requested from Purchasing by entering a Requisition with justification.

Items acquired in an emergency situation in which the normal purchasing process was not possible, will also require a Requisition with justification.

Allowable Unencumbered Purchases ListThe following is a list of allowable unencumbered purchases:

Petty cash reimbursements Utilities/Telephone Postage (U.S. Postmaster or University

Mail vendors) Memberships (Membership Dues form

must be on file with the Purchasing Department before payment is made)

Direct travel payments (car rental, conference registrations & hotel payments)

Non‐Employee Travel Reimbursements Revenue Funds Fire Marshall Fee Florida Administrative Weekly (Bid

Posting) FIU Foundation Tax

Notary charges Licenses Insurance Legal Services Other Universities Financial Aid ( Third Party ) Stipends Doctors Bills (Athletics) Medical Co-payments (Athletics) Hospital bills (Athletics) Other emergency expenses for

student athletes (Athletics) FIU One Card Registration Fees Deposit Payable

Procedures for Submitting Unencumbered Payment Requests

University Departments Responsibilities:

The department is responsible for verifying that all information is complete and correct.

All unencumbered requests must be submitted electronically

Attach all supporting documents (i.e. vendor’s invoice). Note: Unencumbered vouchers fail budget checking when there is an insufficient budget for the payment

of the invoice. The budget available for an expense is regulated by the Departmental Budget Manager. The Department is responsible for any interest penalties under FS 115.422-3a-c.

Departmental expenses are reconciled on a monthly basis.

Any discrepancies or errors in charges to the department should be reported to Accounts Payable immediately.

Only FedEX may be used for Overnight Check Delivery, entering the mailing and payment information using the Departmental Commodity Card. This information should be attached to the documents submitted.

Check Pickup must be coordinated thru the Accounts Payable Department. It’s for event vendors or payments requiring submission of confidential information only.

Useful Queries

Query Viewer Description

FIU_ALL_OPENENC_PRE All Open Encumbrances or Reqs

FIU_REQ_ENTERED _BY Requisition list by Userid

REQUISITION_WORKFLOW_ROUTING

Open Reqs within specific date

FIU_REQ_APPROVER_LISTING All Approvers Assoc. To A Req

FIU_REQ_APPROVAL_HIST_BY_DEPT

Req. Appr hist sourced to POs

FIU_PO_CATEGORY_LIST2 PO Category List (Eff/Acct)

FIU_PO_DEPT_PYMNT_VENDOR Total paid by a dept by Catego

FIU_PO_LIST_BY_VENDOR List of PO's Prompt by Vendor

FIU_PO_RECV_BY Receipts Entered By

FIU_PO_TO_VENDOR PO's Issued to a given Vendor

Tips & ToolsUser Productivity Kit (UPK): An on-demand learning tool, which provides learning activities to assist users in becoming familiar with the Campus Solutions environment.

panthersoft.fiu.edu/financials/onlinetraining.htm

Website & Links

Website & Links Panther Post Newsletter Registration:Email: Controller@fiu.edu Purchasing Website for Manual & Procedureshttp://finance.fiu.edu/purchasing/

FSSS PantherSoft Training: http://finance.fiu.edu/controller/FinSysandSup2.html

Policies, Procedures & Manuals: http://finance.fiu.edu/controller/QL_ControllerProceed.html

Forms:http://finance.fiu.edu/controller/Forms.html

Questions ?