panthersoft financials procure to pay. agenda procure to pay workflow creating a requisition change...

PantherSoft FinancialsProcure to Pay

AgendaProcure to Pay Workflow

Creating a Requisition 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

• Three Way Matching

• Reviewing PO Information

• Unencumbered Payment Form

• Useful Queries

Procure to Pay Workflow

Creating Requisitions


POCO 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.


Required

100.000 110401000 01 431 51 1104100005

Amount is for Services paid over time or when paying a dollar amount

Quantity is for Goods received over time or receiving a good

If a Supplier is not in Panthersoft, the Supplier 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 Suppliers.

The location listed will be the default location from the requestor. If you do not

wish the items to be shipped to this location, please use the magnifying glass to

look up and change the location.


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.

To include allSend To SupplierShow at VoucherShow at ReceiptApproval Justification

Creating RequisitionsConfirm that all lines or a single line will apply changes from

the defaults


000014558100001455

81

Pending


If Budget Check Status is returned as of “Error”, it will be enabled as a link that routes you to view the Requisition

Exceptions.

The Requestor will now be able to Budget Check after the Requisition has been submitted. If they don’t Budget Check, the Approver will able to do so, if not the automated system will pick it up.(12 noon & 7pm)

How to look up a Requisition

This is only available after you have the saved the requisition, but has not yet been submitted.

Creating Requisitions – Change Orders

Change Orders MUST include original PO# in the Description field

A Change Order is only done to increase

from the original amount

If a PO needs to be reduced from the original amount, contact the buyer on 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.

Pending - This status appears after the requisition is 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

Requ

isiti

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- A

ctivi

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Requ

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- Pr

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Requisition Workflow Status Description

Pending

Approved

Deny

Hold

Requisition is approved. Approver and Requester will be unable to make any further changes and the request is ready to be selected for Purchase Order processing. Final Approval triggers an email notification to RequesterIf Approver denies the Requisition, the Requester will receive an email with comments, Requester can make 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

FIU Requisition Approval Workflow

The Project Manager must approve the requisition if they are the same as the Requester

System has initiated the approval routing process and requisition is waiting approval action and requires Budget Checking. Approver(s) receive email notification to Approve

OSRA Approval is only for Office of Sponsored Research Projects (FSR01)

Expense Manager

Project Manager

SupplementalApprover

(OSRA) - If any Distribution line

is over $10K

InformationTechnology for all Audio Visual, Data Processing

& Network

Information Technology for all

Audio Visual, Data Processing

& Network

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 StatusValid – 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


If a Requisition has been cancelled, it can only be reviewed thru the “Requisition Inquiry page”.

Main Menu>Purchasing>Requisitions>Review Requisition Information>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


PO InformationReceipt InformationVoucher Information


Requisition in Pending Status

Cancelling a Requisition

This action can only be done if the Requisition is still Open, Pending status or it has been Denied by the approvers.

If the Requisition has been already approved, you must contact Purchasing Department in order to have it cancelled.

If the Requisition has been denied, it needs to be cancelled by the Requester in order to release the pre-encumbrance.

Cancelling 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 ReceiptsChange 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

Receiving

Invoice

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 supplier without the supplier 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 MatchingInvoices:

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 Suppliers 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 process1. 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

Purchase Order StatusApproved – 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 RequestsUnencumbered 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: 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 RequestsUniversity 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 ?

panthersoft financials procure to pay. agenda procure to pay workflow creating a requisition change...

Documents

workflow slide

pending slide

requisitions blanket

defaults slide

pm slide

requisition exceptions

requisition approval

requisition header status