Procure to Pay Panoramas
The Procure to Pay Panorama provides insights to all campus reporting needs related to Requisitions, Purchase Orders, and Invoices. This panorama offers high-level dashboard views and detailed inquiry reports for campus use.
The Procure to Pay Panorama is available from the Business Analytics Hub (bah.ucsd.edu) under the Budget & Financial Management tab.
Report Demo
You can find the Procure to Pay Panorama Report Demo on the UCSD Budget & Finance YouTube channel, BI & Financial Reporting playlist.
Access
Access has been provisioned to anyone with standard inquiry and reporting access. Staff who do not have access should complete the Oracle and Concur Role Requests Form. Access failure typically appears as an inability to load prompt values.
- Navigate to bah.ucsd.edu.
- Select Budget & Finance.
- If using the List View, look for Procure to Pay Panorama in the list or use the search bar at the top right and click the dashboard name
- If using the Card View, click the Budget & Financial Management tab and click Launch on the Procure to Pay Panorama tile
- Use your Active Directory credentials to sign in, if prompted.
Procure to Pay Action Items
Required Oracle Roles
Roles needed to view data:- PO Reporting Inquiry JR
- AP Reporting Inquiry JR
Business Scenarios
How you can use these reports & business questions these reports answer:
- What Requisitions that have been submitted are still pending?
- What Purchase Orders that are not closed still have Commitment amount pending to be Invoiced?
- How long have non-paid Invoices been aging?
- What Invoices are currently on hold within OFC?
Data Selection and View Options
- Use these parameters to filter for the data you want to see
- These filters can be used in combination or individually to produce desired results
Report Views
- Results display in a default table with the ability to export the result set into a file
- Additional columns are available for users to add to the report
- Refer to the Data Glossary under Get Started on the main BI & Financial Reporting Blink menu for searchable data descriptions and usage rules
Procure to Pay Transaction Inquiry
Required Oracle Roles
Roles needed to view data:- PO Reporting Inquiry JR
- AP Reporting Inquiry JR
Business Scenarios
- How you can use these reports & business questions these reports answer:
- I want to know all the transactions for the entire P2P process that are associated to a specific transaction
Data Selection and View Options
- Use these parameters to filter for the data you want to see
- These filters can be used in combination or individually to produce desired results
Report Views
- Results display in a default table with the ability to export the result set into a file
- Additional columns are available for users to add to the report
- Refer to the Data Glossary under Get Started on the main BI & Financial Reporting Blink menu for searchable data descriptions and usage rules
Requisition Summary
Required Oracle Roles
Roles needed to view data:- PO Reporting Inquiry JR
Business Scenarios
-
How you can use these reports & business questions these reports answer:
- What Requisitions that have been submitted are still pending?
- How many Requisitions are being submitted per month by each requestor? by preparer?
- What is the total number of Requisitions that have been placed for a given time period?
- What is the average processing time for my Requisitions by Vendor? by Account Code?
Data Selection and View Options
- Use these parameters to filter for the data you want to see
- These filters can be used in combination or individually to produce desired results
Report Views
- Results display in numerical form and as bar graphs, pie charts, and tables
- Refer to the Data Glossary under Get Started on the main BI & Financial Reporting Blink menu for searchable data descriptions and usage rules
Requisition Inquiry
Required Oracle Roles
Roles needed to view data:- PO Reporting Inquiry JR
Business Scenarios
-
How you can use these reports & business questions these reports answer:
- What is the approval history of my Requisition?
- What does this Requisition look like within Oracle UI?
- What items were placed on a Requisition?
- What CCOA used on a Requisition?
Data Selection and View Options
- Use these parameters to filter for the data you want to see
- These filters can be used in combination or individually to produce desired results
Report Views
- Results display in a default table with the ability to export the result set into a file
- Additional columns are available for users to add to the report
- Refer to the Data Glossary under Get Started on the main BI & Financial Reporting Blink menu for searchable data descriptions and usage rules
Purchase Order Summary
Required Oracle Roles
Roles needed to view data:- PO Reporting Inquiry JR
Business Scenarios
-
How you can use these reports & business questions these reports answer:
- What is my PO Commitment over time?
- What is the volume of POs that have been placed over time?
- What Suppliers are we using within my department?
- What types of commodities are we utilizing for our POs?
Data Selection and View Options
- Use these parameters to filter for the data you want to see
- These filters can be used in combination or individually to produce desired results
Report Views
- Results display in numerical form and as bar graphs, and tables
- Refer to the Data Glossary under Get Started on the main BI & Financial Reporting Blink menu for searchable data descriptions and usage rules
PO Inquiry
Required Oracle Roles
Roles needed to view data:- PO Reporting Inquiry JR
Business Scenarios
-
How you can use these reports & business questions these reports answer:
- What are the items placed on a PO?
- What is the CCOA or POETAF string used on a PO?
- What is the revision history on a PO?
Data Selection and View Options
- Use these parameters to filter for the data you want to see
- These filters can be used in combination or individually to produce desired results
Report Views
- Results display in numerical form and as bar graphs, and tables
- Refer to the Data Glossary under Get Started on the main BI & Financial Reporting Blink menu for searchable data descriptions and usage rules
Purchase Order Commitments
Required Oracle Roles
Roles needed to view data:- PO Reporting Inquiry JR
Business Scenarios
-
How you can use these reports & business questions these reports answer:
- What PO have open Commitment amounts that need to be Invoiced?
Data Selection and View Options
- Use these parameters to filter for the data you want to see
- These filters can be used in combination or individually to produce desired results
Report Views
- Results display in numerical form and as bar graphs, and tables
- Refer to the Data Glossary under Get Started on the main BI & Financial Reporting Blink menu for searchable data descriptions and usage rules
Invoice Summary
Required Oracle Roles
Roles needed to view data:- AP Reporting Inquiry JR
Business Scenarios
How you can use these reports & business questions these reports answer:
- What are all of the Suppliers Invoices and payments during a period of time?
- How much as been paid to each Supplier and with what payment methods?
- What received Invoices are unpaid and how long have they been unpaid and why are they unpaid?
- What is the number of Invoices that are being paid by Invoice source? (OFC, Transcepta, External, etc.)
- What payment methods are Invoices being paid with?
Data Selection and View Options
- Use these parameters to filter for the data you want to see
- These filters can be used in combination or individually to produce desired results
Report Views
- Results display in numerical form and as bar graphs, and tables
- Refer to the Data Glossary under Get Started on the main BI & Financial Reporting Blink menu for searchable data descriptions and usage rules
Invoice Inquiry
Required Oracle Roles
Roles needed to view data:- AP Reporting Inquiry JR
Business Scenarios
How you can use these reports & business questions these reports answer:
- What is the approval history of an Invoice?
- What is the current status of an Invoice?
- What items were placed on an Invoice?
- What CCOA or POETAF were used on an Invoice?
Data Selection and View Options
- Use these parameters to filter for the data you want to see
- These filters can be used in combination or individually to produce desired results
Report Views
- Results display in numerical form and as bar graphs, and tables
- Refer to the Data Glossary under Get Started on the main BI & Financial Reporting Blink menu for searchable data descriptions and usage rules
Supplier Inquiry
Required Oracle Roles
Roles needed to view data:- PO Reporting JR
Business Scenarios
How you can use these reports & business questions these reports answer:
- What Payees can I use in OFC, Concur, or a Payment Request Form?
- What Payees need to re-register in PaymentWorks?
- What are all the business classifications for a Payee?
- What kind of payment option is set up for the Payee?
Data Selection and View Options
- Use these parameters to filter for the data you want to see
- These filters can be used in combination or individually to produce desired results
Report Views
- Results display in numerical form and as bar graphs, and tables
- Refer to the Data Glossary under Get Started on the main BI & Financial Reporting Blink menu for searchable data descriptions and usage rules
- Check out the new improvements made to the report in our Webinar!
- Supplier Inquiry Reporting Webinar - August 8th, 2023
Understanding the columns
| Column | Options | Description |
|---|---|---|
| Supplier Number | This number (also known as the payee number or vendor number) is unique to each supplier | |
| Supplier Name | Payee's name | |
| Alternate Name | Any DBA (doing business as) name that the payee may be operating under | |
| Supplier Type |
Employee Guest Traveler Conflict of Interest - EVRD Electronic Supplier - cXML Sponsored Affiliate T/E Supplier Tax Authority Blank |
Electronic Supplier - cXML DOES NOT mean that the supplier submits their invoices via Transcepta - please refer to the Business Classification column below Conflict of Interest - EVRD indicates that any invoices for this payee will go through an extra layer of review |
| System Availability |
Concur/Payment Request (for non-PO payees or Guest Travelers) Oracle (for PO payees) Empty (for employees) |
Employees need to be reimbursed on their own Concur account - they cannot be selected as a Non-Employee Payee in Concur or the Payment Request form |
| Supplier Profile Status |
Active: payee is currently available to be paid Inactive: payee unavailable to be paid/ordered from |
If the payee needs to be re-activated, then the payee needs to be re-registered in the system via an invitation from PaymentWorks |
| Inactive Date |
|
When the payee was inactivated if inactivated |
| Employee Status |
Active: their UCPath employee status is currently active Inactive: their UCPath employee status is currently inactive NULL: never have been an UC San Diego employee |
|
| Site |
PO ADDR shows the address that will appear on any Purchase Orders sent tot he supplier PAYMT CK indicates the remittance is via check PAYMT ACH indicates the remittance is via Direct Deposit PAYMT PSUA indicates the remittance is via Payment Plus/Virtual Card PAYMT WIRE indicates the remittance is via Wire MC ACH indicates the remittance is via Direct Deposit |
Please note that PO payees will have a PO address and a remittance address linked together as a sub-row |
| Payment Method |
Electronic Check Wire Payment Plus |
|
| Address |
Full address: for PO sites Partial address: for payees for checks Blank address: payee type not applicable |
For PO sites, the full address will display For PAYMT CK sites, the partial address will display For any other sites, the address will not display, as it is not applicable |
| Phone Number |
The phone number for contacting the payee |
Only available for PO payees |
|
The email for contacting the payee |
Only available for PO payees |
|
| Supplier Site Status |
ACTIVE: The site is active and available for use for payment |
|
| Business Classification |
A list of all business classifications that apply or have applied to the payee |
|
| Business Classification Status |
Current: the Business Classification has not expired yet Expired: the Business Classification no longer applies and the payee must renew or update their information with us via PaymentWorks |
Electronic Invoice Submission Business Classification indicates payees that are set up to send invoices via Transcepta |
| Business Classification Start Date |
The official date the Business Classification began |
This value will be blank for business classifications that never expire |
| Business Classification End Date |
The official date the Business Classification expired |
This value will be blank for business classifications that never expire |
AP Payment Status
Summary
Business Scenarios
Data Selection and View Options
Uncleared Concur AP Credit Memos
Business Scenarios
This report displays Credit Memo details from Oracle Financials Cloud (OFC), created by Concur Expense Reports with a net amount owed by the employee as a result of Personal/Non-Reimbursable Card Charges, Cash Advance Returns or Travel Card Per Diem Offset.
Notes:
- A Credit Memo is generated if two conditions are met: (1) the Concur expense report must be approved and have the final status of “Sent for Payment”, and (2) the “Total Owed by Employee” amount is greater than $0.00 from the Concur expense report, as displayed in Report Totals under Report Details.
- Concur will automatically net any reimbursements owed to the employee within the same expense report with an amount greater than that of any Personal/Non-Reimbursable Card Charges, Cash Advance Returns or Travel Card Per Diem Offset, and pay the employee the difference. In this instance, the Total Owed by Employee would be $0.00 and a Credit Memo would not be generated.
- OFC will automatically net reimbursements from separate invoices/expense reports where the amount of one or more of the invoices/expense reports is greater than the uncleared Credit Memo. This will result in paying the difference between those transactions. In this instance, a Credit Memo will automatically be cleared and the employee will not need to deposit a check.
- OFC will not net reimbursements from separate invoices/expense reports where the total amount of the invoices/expense reports is less than the uncleared Credit Memo. The sum total of the invoices must be greater than the Credit Memo in order for OFC to offset the transactions.
- Credit Memos created as a result of Cash Advance Returns are listed under Financial Unit 5000051. Run this Financial Unit to identify individuals who have outstanding Cash Advance Returns. An enhancement request has been submitted to change the Financial Unit code.
- Note that an alternative solution is being explored to improve this process in the long term.
Data Selection and View Options
- Use these parameters to filter for the data you want to see
- These filters can be used in combination or individually to produce desired results
Report Views
- Results display in a default table with the ability to export the result set into a file
What to Do
- To clear an outstanding Credit Memo, the employee would need to submit a check to the Cashier’s office and fill out a Cashier’s Deposit Form through Services & Support. Include the employee name and the Invoice (Credit Memo) Number or Concur Report ID in the comments. Follow this KBA to use the correct chart string (see Step C) for the deposit
- Do not submit a check if there is another expense report where the employee is owed funds greater than the Credit Memo amount (without the negative sign). OFC will automatically net the reimbursement with the Credit Memo and pay the employee the difference.