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 [email protected]. 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: [email protected] 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 ?
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