Specialty Forms Webinar Welcome to PantherExpress Specialty Forms online Learning. In this demo we will look at requesting payment using a Specialty form that is not related to a contract.

Welcome to the PantherExpress Specialty Forms Webinar Please use the phone number provided in your webinar registration to hear the webinar audio. Your phone line has been muted Please submit all of your questions via the Questions section of the GoTo Webinar control panel. The questions will be answered at the end of the presentation. USE TRAINING INSTANCE - There are currently three hundred people on the Webinar. Everyone’s line has been muted. If you have a question during the webinar please use the question field in the GoTo control window. We will answer your questions at the end of the presentation. If you wish to minimize the GoTo control window click on the minimize/maximize icon at the top right hand portion of the screen

Specialty Forms Updates Non-Contract Forms Dues, Memberships, Registrations, & Subscriptions Refunds Other Payment Request The three forms listed above are the only specialty forms being updated. Changes going in place on January 1, 2017 Three of the Specialty forms are not related to contracts. They are the Dues, Professional Memberships, and Registration form, the Refunds form, and the Other Payment Request. None of the remaining 4 specialty forms are being changed. The changes only apply to the three forms listed. The changes will go in place for January 1, 2017

Specialty forms updates Form Completion is Quick & Simple Each form will generate a separate invoice Each invoice will have its own purchase order If there are multiple forms on a requisition, the requisition will have multiple purchase orders. After January 1, 2017 – if you copy an old version of the form and attempt to submit it, the requisition will be returned automatically. Currently – people are able to enter up to 10 invoices per form. After January 1, 2017, you will be able to enter one invoice per form. Each form you create will generate a separate invoice in the PantherExpress system. Each form will have its own purchase order number – if you create a transaction that contains multiple specialty forms in a shopping cart. Each form appears as a separate line in the shopping cart you create. I will demonstrate this process for you shortly NOTE – After January 1, you cannot copy one of your old specialty forms and place it into a shopping cart. The PantherExpress system will know the version of the form being submitted is not current, and it will return the transaction to you.

Specialty Forms updates The changes are being made for the following reasons: To allow departments to better track payments made against individual invoices. To enable departments to find unpaid invoices quickly. To reduce the risk of duplicate payments. To increase visibility of invoice payments on the department level reports. Departments are complaining that multiple invoices were being rolled into one invoice for payment. Suppliers are complaining they cannot determine what outstanding invoices were paid, and what is still outstanding. Also – this will minimize the risk of someone entering in a duplicate invoice. The system will not allow someone to submit a new specialty form for the same invoice for the same supplier. The person entering the specialty form will receive an error message letting him/her know they are trying to resubmit an existing invoice. Each invoice will appear on your level reports. The invoice and the associated PO number will appear on the report. The payments are NO LONGER getting rolled into one invoice number to pay the suppliers.

Specialty forms updates This webinar will demonstrate the following: “Other Payment Request” form to pay only one invoice. “Other Payment Request” form to pay multiple invoices. The process demonstrated on the “Other Payment Request” form is the same process you would follow for the “Dues and Subscription” and “Refund” forms. The process demonstrated also applies to the Dues and Subscriptions form and the Refund form. We are using the Other Payment Request form because this is the most frequently used form.

DEMO 1

Multiple invoices Create the “Other Payment Request” form Fill out a new “Other Payment Request” form for each invoice. For each form completed scroll to the available actions menu and choose: “Add to cart and return.” When you have finished adding forms to your transaction go to the available actions menu and choose: “Add and go to cart.” You will see multiple forms listed in your shopping cart. If you attempt to submit an invoice that has already been paid on a form – the system will stop you from submitting the form. This is to prevent you from paying duplicate invoices. THIS IS THE PROCESS THAT HAS CHANGED – We are going to demo how to create a transaction to pay multiple invoices for a supplier. YOU CANNOT PAY INVOICES TO MUTLI SUPPLIERS THIS WAY YOU CANNOT ADD DIFFERENT TYPES OF FORMS TO ONE SHOPPING CART.

DEMO 2

Multiple invoices When the requisition completes approval multiple purchase order number will be generated. One purchase order number per “Other Payment Request” placed in the cart. Do not attempt to pay multiple invoices by separating invoice numbers with a comma or a special character. Payment Processing will reject your invoice. Revised training material is getting posted to the PantherExpress website for January 1st 2017.

Invoice Payments You can check the payment status of your invoice in PantherExpress If your invoice has a status of “In Process” this means it is still being reviewed by Payment Processing. You can check the invoice workflow to determine where the payment request is at in the process. If your invoice has a status of “Payable” it has been sent to PRISM for payment. Each invoice and the associated purchase order will appear on the department’s level reports. Do a small demo on how to check the payment status for the transactions.