Procure to Pay Process Four Requisition Types. Procure to Pay Process Four Payment Types

(1)

Order Management

Procure to Pay Process – Four Requisition Types

Payment Plus

ACH Transfer

Check

Requisition for low dollar amount,

item is not on a catalog

Requisition for a low dollar amount,

item is on a catalog

Requisition is for a high dollar

amount, item is not on a catalog.

Requisition is for a high dollar

amount, item is on a catalog.

(2)

Procure to Pay Process

Req is for item is on a catalog $5,000.00 or less Approval workflow process done in SciQuest Req is approved in SciQuest with the

ghost card information

SciQuest issues the approved PO to the supplier and sends the order req/po

information to PeopleSoft US Bank reconciles supplier’s transactions and PeopleSoft data Supplier receives

PO and ships item and processes the

Pcard

Reconciliation done with the US Bank reconciliation

report and receipt export files No receiving done in SciQuest - Automatic Daily upload of transactions to US Bank’s FTP site SciQuest sends receipt export to PeopleSoft

Requisition is a low dollar amount, item is on a catalog

Purchase Req is exported PeopleSoft for Validation Load Requisition into PeopleSoft Holding Table PeopleSoft Validation The req must be

corrected in SciQuest Question – Deleted from PeopleSoft holding table? Denied _Approved

(3)

Procure to Pay Process

Req is item is not on a catalo, $5,000.00 or less Approval workflow process done in SciQuest Req is approved in SciQuest with the ability to input the Purchasing Pcard Information Purchasing obtains quotes Daily upload of transactions to US Bank’s FTP site SciQuest issues the approved PO to the supplier and sends the order req/po

information to PeopleSoft Supplier receives PO and ships item and processes the

Pcard Receiving receives the item in SciQuest SciQuest sends receipt export to PeopleSoft US Bank reconciles supplier’s transactions and PeopleSoft data Reconciliation done with the US Bank reconciliation

report and receipt export files

Requisition is a low dollar amount, item is not on a catalog

Purchase Req is exported PeopleSoft for Validation Load Requisition into PeopleSoft Holding Table

The req must be corrected in SciQuest Question – Deleted from PeopleSoft holding table? PeopleSoft Validation Denied Approved

(4)

Procure to Pay Process

Req is for an item on contract, $5,000.00 or more Approval workflow process done in SciQuest Req is approved in SciQuest PeopleSoft receives the purchase req, encumbers the PO and issues a PO to the supplier with

the same id number Invoice received and processed in Image Now Supplier receives

PO and ships item and sends an invoice AP enters payment into PeopleSoft Receiving receives the item in SciQuest PeopleSoft determines how to pay Data is uploaded to a US Bank FTP site to process payment via Payment Plus Payment is made via ACH Transfer

Payment is made via check The req must be

corrected in SciQuest Question – Deleted from PeopleSoft holding table? Purchase Req is exported PeopleSoft for Validation PeopleSoft Validation Load Requisition into PeopleSoft Holding Table Receipt Export from SciQuest to PeopleSoft PeopleSoft Reconciliation Denied _Approved

Req is for a high dollar amount and is on contract

US Bank sends the transaction data to the supplier Supplier charges the card Supplier charges the card US Bank obtains transaction data from supplier and

reconciles

NWTC obtains the reconciliation file and completes its own reconciliation

(5)

Procure to Pay Process

Req is for an item not on contract, $5,000.00 or more Approval workflow process done in SciQuest Req is approved in SciQuest PeopleSoft receives the purchase req, encumbers the PO and issues a PO to the supplier Invoice received and processed in Image Now Supplier receives

PO and ships item and sends an invoice AP enters payment into PeopleSoft Receiving receives the item in SciQuest PeopleSoft determines how to pay Payment is made via ACH Transfer

Payment is made via check The req must be

corrected in SciQuest Question – Deleted from PeopleSoft holding table? Purchase Req is exported PeopleSoft for Validation PeopleSoft Validation Load Requisition into PeopleSoft Holding Table Receipt Export from SciQuest to PeopleSoft PeopleSoft Reconciliation Denied Purchasing performs RFQ or RFP manually

Req is for a high dollar amount and is not on contract

Data is uploaded to a US Bank FTP site to process payment via Payment Plus US Bank sends the transaction data to the supplier Supplier charges the card Supplier charges the card US Bank obtains transaction data from supplier and

reconciles

NWTC obtains the reconciliation file and completes its own reconciliation Approved

(6)

Procure to Pay Process

Req. is automatically created in SciQuest Account Code Verification is done Invoice received and processed in Image Now Approval Workflow process Req is approved Req contains items on SciQuest, PO is sent to Supplier with Pcard information If not on contract, or does not meet pcard policy the Req is sent to Purchasing RFQ/RFP is completed Supplier received PO and ships item PO is sent to Supplier Supplier sends invoice Supplier charges the pcard Item Received in SciQuest PeopleSoft determines payment method Payment is made via check Payment is made via ACH

Transfer Payment is made via Payment Plus US Bank reconciles data NWTC obtains reconciliation file and completed its own reconciliation Add items to the shopping cart Search for item within SciQuest If item not found order though other means or enter the description into the shopping cart Item found – Yes or No