Transcript PantherSoft Financials Procure to Pay

PantherSoft Financials
Procure to Pay
Agenda
 Procure to Pay Workflow
•
Three Way Matching
 Creating a Requisition
•
Reviewing PO Information
•
Unencumbered Payment
Form
Useful Queries
 Change Orders
 Blanket PO
 Requisition Header Status
 FIU Requisition Workflow
 Category Code & Accounts
 Budget Status
 Reviewing a Requisition
 Look up your assigned Buyer
 View your Pre-encumbrance
 View Receipt, Voucher, PO Information
 Creating & Receipts
•
Procure to Pay Workflow
Creating Requisitions
Creating Requisitions
Creating Requisitions
PO
CO
BPO
The Requisition Name is a “free form” field that can be used to enter a short
name to identify the requisition. It could later be used as a template.
Creating Requisitions
Amount is for Services
paid over time or when
paying a dollar amount
Required
Quantity is for Goods
received over time or
receiving a good
100.000
110401000
01
431
51
1104100005
The location listed will be the default location
If a Supplier is not in Panthersoft, the Supplier must submit
anthe
electronic
theitems
from
requestor.application
If you do not from
wish the
Purchasing website http://finance.fiu.edu/purchasing
email to
[email protected].
to and
be shipped
this location, please use the
magnifying
glass
to look up and change the
Contact the Tax Compliance Office if using foreign Suppliers.
location.
Creating Requisitions
Creating Requisitions
Creating Requisitions
Creating Requisitions
To include all
 Send To
Supplier
 Show at Voucher
 Show at Receipt
 Approval
Justification
Please attach only grey scale documents.
If the requester chooses to select the Approval Justification checkbox, the other
3 checkboxes are deselected.
Approval Justification is an optional comment that will appear in the Requisition
approval page.
Creating Requisitions
Creating Requisitions
Confirm that all lines or
a single line will apply
changes from the
defaults
Creating Requisitions
Pending
0000145581
0000145581
Creating Requisitions
The Requestor will now be able to Budget Check after the Requisition
has
been submitted.
If they
don’t Budget
Check, it
the
Approver
will as a
If Budget
Check Status
is returned
as of “Error”,
will
be enabled
able to do
if not
the you
automated
will pick Exceptions.
it up.
linkso,
that
routes
to view system
the Requisition
(12 noon & 7pm)
Creating Requisitions – Change Orders
A Change Order is only
done to increase from
the original amount
If a PO
needs Orders
to be reduced
from theoriginal
originalPO#
amount,
the buyer
Change
MUST include
in thecontact
Description
fieldon the PO.
Creating Requisitions – Blanket PO
A Blanket Purchase
Order is done for
Lump Sum amount
Creating Requisitions – Blanket PO
Requisition Header Status
Open – Indicates that the requisition has been saved, so you can continue
working on it at a later time. However, it has not been submitted for approval.
Cancelled - This action was taken by the Requestor based on an e-mail or
directive from the department’s Expense Manager.
Complete –The requisition is marked complete after the requisition is
dispatched on a PO, the goods are received and the vendor is paid.
FIU Requisition Workflow
Requisitions Project #
Requisitions Activity #
FIU Requisition Approval Workflow
Information
Technology for
all Audio Visual,
Data Processing
& Network
Expense
Manager
Project Manager
Supplemental
Approver
(OSRA) - If any
Distribution line
is over $10K
Information
Technology for all
Audio Visual,
Data Processing
& Network
OSRA Approval is only for Office of Sponsored Research Projects (FSR01)
The Project Manager must approve the requisition if they are the same as the Requester
Requisition
Workflow
Status
Description
System has initiated the approval routing process and requisition is waiting approval action and requires Budget
Pending
Checking. Approver(s) receive email notification to Approve
Requisition is approved. Approver and Requester will be unable to make any further changes and the request is
Approved
ready to be selected for Purchase Order processing. Final Approval triggers an email notification to Requester
If Approver denies the Requisition, the Requester will receive an email with comments, Requester can make
Deny
changes to the Requisition and resubmit for approval (if needed)
If Approver puts the requisition on hold, the Requester will receive an email notification with comments
Hold
Category Code & Accounts
 For 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.
Budget Status
Valid – Budget is available and ready.
Not Chk’d – Indicates that it has not been Budget Checked.
Error – No budget available. Contact your Budget Manager. They
should check Commitment Control and add budget to correct account
you are charging.
Exceeds Budget Tolerance and Budget Date out of Bounds are two
common errors associated to Project funding transactions.
Reviewing a Requisition
Reviewing a Requisition
If a Requisition has been cancelled, it can only be reviewed
thru the “Requisition Inquiry page”.
Main Menu>Purchasing>Requisitions>Review Requisition Information>Requisition
Reviewing a Requisition
Reviewing a Requisition
Click on the amount link to view further into the accounting entries.
If the Requisition has not been budget checked, the Pre-Encumbrance Balance
will show 0.00
Reviewing a Requisition
Receipt
Information
Voucher
PO
Information
Reviewing a Requisition
Requisition
in Pending Status
Reviewing a Requisition
Reviewing a Requisition
Creating Receipts
The Receipt Number is a sequence
number automatically assigned by the
system.
Creating Receipts
0000117638
•
•
Select “Ordered Qty”, if receiving completely
Select “PO Remaining Qty”, if receiving partially
Creating Receipts
Receipt Price can be adjusted when receiving partially
Creating Receipts
Change the Receipt
Date to the actual date
the good/service was
received/rendered
Optional
Creating Receipts
Creating Receipts
A Receipt can only be cancelled if there are no vouchers & payments associated to it.
Three Way Matching
Purchase Order
Invoice
Receiving
Three Way Matching
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.
Three Way Matching
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.
Three Way Matching
Invoices:
 Original Invoices must be sent to Accounts Payable.
 A paper invoice by Interoffice Mail or scanned & emailed to
[email protected] 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.
Reviewing the entire process
1. Requisition is done and approved.
2. A PO was dispatched.
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?
Reviewing a Purchase Order
0000129724
Reviewing a Purchase Order
Reviewing a Purchase Order
Reviewing a Purchase Order
Reviewing a Purchase Order
Purchase Order Status
Approved – The PO is approved and awaiting the notification to the Supplier
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
Requestor and Supplier.
Pending – The PO is awaiting further approval.
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 List
The Following is a list of allowable unencumbered purchases:


Service Agreements: Under $75,000(must include
signed Agreement as back up documentation, if over
$5,000 required by either parties)
Petty Cash Reimbursements

Utilities/Telephone

Postage(U.S. Postmaster or University Mail Suppliers)

Memberships

Direct Travel Payments (Car Rental, Conference
Registration, and Hotel Payments)

Non-Employee Travel Reimbursements

Revenue Funds

Fire Marshall Fees

FIU Foundation

Notary Charges

Licenses

Insurance

Legal Services

Other Universities

Financial Aid (Third Parties)

Stipends

Doctor Bills, Medical Co-payments,
Hospital Bills (Athletics)

Other Emergency Expenses for Student
Athletes

Registration Fees (Must include approved
TA #)

FIU One Card

Deposit Payable
Please see the Purchasing Services website at http://finance.fiu.edu/purchasing/2procedures1.html for
the list of Allowable Unencumbered Payment Items
Procedures for Submitting
Unencumbered Payment Requests
University Department 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
 FIU_ALL_OPENENC_PRE - All Open Encumbrances or Reqs
 FIU_REQ_ENTERED _BY - Requisition list by Userid
 FIU_PO_CATEGORY_LIST2 - PO Category List (Eff/Acct)
 FIU_PO_DEPT_PYMNT_VENDOR - Total paid by a dept by Category
 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
Website & Links

Panther Post Newsletter Registration:
 Email: [email protected]

Purchasing Website for Manual & Procedures
 http://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 ?