PantherSoft Financials Procure to Pay Process

PantherSoft FinancialsProcure to Pay Process Office of the Controller

Agenda • Procure to Pay Workflow • Creating Requisitions • Purchase Order • Three Way Matching • Creating Receipts • Activity Summary • Unencumbered Payment Requests • Tips & Tools • Website & Links Office of the Controller

Procure to Pay Workflow Office of the Controller

Creating Requisitions - Navigation Office of the Controller

Creating Requisitions Office of the Controller

Creating Requisitions Blanket PO’s must be recreated each fiscal year Office of the Controller

Creating Requisitions – Origin to Change Order Change Orders must include original PO number in “Description” field. A change order is only done to increase the original amount. Office of the Controller

Creating Requisitions – Vendor & Vendor Location First Click Override button Choose Vendor you wish to purchase from. Enter the Vendor number if known or click on the magnifying glass and search. This is a required field.Choose“Purchasing to Select” if you are unsure or need a quote. Office of the Controller

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. Office of the Controller

Creating Requisitions - SpeedCharts Choose a SpeedChart for Distribution by entering a Department or Project ID. This will populate the correct chartfield strings. Office of the Controller

Creating Requisitions - Delivery Instructions Select the Ship To location by clicking the magnifying glass. Whatever location you select, you must give specific delivery instructions in the “Location” section of the ‘Distributions’ line and in the “Comments” section of the ‘Add Comment’ page. Office of the Controller

Creating Requisitions - Delivery Instructions Office of the Controller

Creating Requisitions - Adding Comments Do not add comments in the comment bubble. This area is for Purchasing use only. Office of the Controller

Creating Requisitions – Comments & Attachments Add delivery and special instructions regarding purchase to the comment field. 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. Upload expense quotes or any other attachments. (Cannot be more than 20 characters long.) Do not attach INVOICES to this document. Office of the Controller

Creating Requisitions – Entering Items 20453 – Desktops 20454 – Laptops 20460 - Monitors Description should be what item is: Dell Latitude E-6500 Apple I-pad 2 Office of the Controller

Creating Requisitions – Identifying Items For Blanket PO’s please check “Amount Only” box unless purchasing goods. Office of the Controller

Creating Requisitions – Reviewing Information Never change the account information as this is preset according to the category you choose. Add or Remove additional lines as necessary for additional items to be purchased from this vendor. To review the distribution of individual item, use the “Schedule” icon on the individual lines, located on the this page. Do not add comments in the comment bubble. This area is for Purchasing only. Schedule Line Defaults 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. Office of the Controller

Creating Requisitions – Reviewing Information Office of the Controller

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. Office of the Controller

Creating Requisitions – Saving Information Office of the Controller

Requisition Status - Navigation Office of the Controller

Requisition Status – Search Results Office of the Controller

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. Office of the Controller

Requisition - Review Information Requisition ID Requisition & Budget Status Open All Columns Document Type indicates where the documents are for this Requisition Document ID allows you to drill to the document. Document Status indicates the status of the document type. Office of the Controller

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. Check Commitment Control and add budget to correct account you are charging. Office of the Controller

Requisition - Review Information Click on Requisition ID to investigate the Requisition Status. Office of the Controller

Requisition - Review Information Unapproved Requisition: Pending status Office of the Controller

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. Office of the Controller

Requisition - Review Information Approved Requisition: Approved status Office of the Controller

Requisition - Review Information Requisition On PO: Complete status Office of the Controller

Purchase Order - Navigation

Purchase Order - Status Office of the Controller

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. Office of the Controller

Three Way Matching PurchaseOrder Invoice Receiving Office of the Controller

Three Way Matching • The PO is always created first from a Requisition. • The merchandise is received in good order either by Central Receiving, Scientific Receiving, or the Department. • The invoice is received and entered into PantherSoft by the Accounts Payable team of the Controller’s Office. Office of the Controller

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. Office of the Controller

Three Way Matching 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. Office of the Controller

CreatingReceipts Office of the Controller

CreatingReceipts - Navigation Office of the Controller

CreatingReceipts - Navigation Delete the information from these fields. Delete the information from these fields. Office of the Controller

CreatingReceipts – Selecting PO Line Office of the Controller

CreatingReceipts - Received Line Office of the Controller

Reviewing the entire process • Requisition is done. • Everything was approved and processed into a PO. • The merchandise was delivered. • A receipt was entered against the PO. • The Invoice came in and It was delivered to the Accounts Payable team in the Controller’s Office. Can I find out the status? Office of the Controller

Activity Summary - Navigation Office of the Controller

PantherSoft Financials Procure to Pay Process