PROCURE TO PAY OVERVIEW
ROLES
INITIAL APPROXIMATE RESOURCES: (ALL)
Initiators
Approvers
Receivers
OVERVIEW
This section outlines the steps in the Procure to Pay process. The remaining sections of
this manual will focus on the details with regards to the Procure to Pay process.
In the FAST PeopleSoft environment, some of the current procurement processes will
become automated.
Departmental Users will use the online requisition functionality in the PeopleSoft
Purchasing module to initiate a request for purchase. The identification of where the
expense should be charged will be done on the requisition and will carry forward
automatically through the Purchase Order (PO) to the Voucher.
Online workflow approval and receiving processes will replace the manual signature
approval. Once the requisition is approved, the system will generate a PO, which is the
official authorization to purchase goods or services. There will be no automatic
notification of the requestor when the POs have been dispatched. The requestor/user will
be responsible for monitoring their requisitions and knowing when a PO has been
generated and purchase authorized.
The vendors will be directed to send invoices directly to the Accounts Payable department
for processing rather than to the requesting departments. Authorization to pay will be
confirmed via online receiving and acceptance of the goods or services by the
departments.
Accounts Payable will enter the invoices from the vendors, as vouchers, into the
PeopleSoft Payables system in the order they are received. PeopleSoft will match the
vouchers to the purchase orders and receipts. Any exceptions to the matching process
(quantity or price variances) over predefined tolerances will be routed via workflow to the
departments for review.
Once the vouchers are successfully matched, the PeopleSoft payables system will
generate payments when due based on payment terms and invoice dates. There will be
no automatic notification of the user/requestor when invoices are entered and paid. The
user/requestor will be responsible for monitoring his/her requisitions and knowing when
invoices are entered and paid.
Updated 5/23/03
Procure to Pay --Overview
Page 1 of 4
Requisition - The online request for goods or services to be acquired from a supplier.
Approval - After a requisition is entered, workflow will direct it through the system to the
appropriate approvers. Once it is approved, it will move through several processes and
be built into a purchase order.
Purchase Order – Authorization to purchase goods or services.
Receiving – Online acknowledgement of receipt and acceptance of goods or services.
Vouchering/Payment – In PeopleSoft Accounts Payable every vendor invoice will be
assigned a unique voucher ID. Payments of the vouchers will be based on Florida
Statutes which dictate that payment be made within 40 days after which interest will be
accrued.
Adjustments (Non-Payroll Expenditure Transfers) – In the PeopleSoft environment, the
non-payroll expenditure transfers will be entered by Accounts Payable as journal entries
directly into the PeopleSoft General Ledger module.
Reporting and Inquiry – PeopleSoft provides many online inquiry pages as well as several
user tools for researching information.
NOTE: The information in this guide is based on certain assumptions:
 Users have previously received training in PeopleSoft 8.4 navigation
 Control tables have been set up with needed values prior to performing the activities
described in the sections to follow.
DOCUMENTS REQUIRED
Payment Request Form
Travel Advance Request Form
Travel Expense Reimbursement Form
Change Order Request Form
Expenditure Transfer Request Form
Updated 5/23/03
Procure to Pay --Overview
Page 2 of 4
Procure to Pay process flow:
PO Batch Processing
PO Sourcing
PO Calc
PO Create
PO Dispatch
Approval
(could be multiple levels
depending on the nature and
amount of the purchase)
Online Requisition
(requisition must have a budget
check status of Valid)
No
Approved?
Order Placed with Vendor
A
Goods/
Services
Yes
Invoice
Record Inspection of Goods in
PS Purchasing
(required for consturction only)
Inspection
Required?
Yes
Record Receipt of Goods in PS
Purchasing
Placed in Service
Goods/
Services
accepted?
Yes
Return to Vendor
(RTV)
No
Matching
(compares invoice to PO, Reciept
and where applicable Inspection)
No
No
Return for
Credit or
Exchange
Return
B
Matched?
Yes
Route for Exception Handling
Available for Payment Processing
Exchang
e
A
General Ledger
Expenditure Transfers
Updated 5/23/03
Invoice Entered into PS Payables
Procure to Pay --Overview
Page 3 of 4
B
Updated 5/23/03
Procure to Pay --Overview
Page 4 of 4