Transition to Infor: What to Know About the Procure-to-Pay Process

April 22, 2021

 

Transition to Infor: What to Know About the Procure-to-Pay Process

 

With the change to Infor Supply Chain Management (SCM), we know you may have some questions about the Procure-to-Pay (P2P) and check request processes. Here is what you need to know.

What is the Procure-to-Pay process?

The P2P process is a three-step process used by all UMMS member organizations. Its goal is to facilitate the timely acquisition of goods and services meeting the needs of UMMS at a competitive price and justifying the supplier selection and pricing to meet UMMS policies. 

With the transition to Infor SCM, the new structured environment will:

• Build consistency and standardization
• Improve vendor relations
• Create consistency and transparency in vendor payments

 

How does the new P2P process affect me?

All UMMS team members are responsible for following established guidelines when ordering goods and services. For most requests, UM Urgent Care will continue to primarily use Henry Schein when ordering goods. The process of procuring those goods will now change to the UMMS P2P standards. Starting April 19:

• Purchase Order Numbers must be obtained prior to the acquiring of goods or servicesVendors must now send invoices to the Accounts Payable Check Processing email address: UMMSInvoices@onlinecapture.com

• Vendors must now send invoices to the Accounts Payable Check Processing email address: UMMSInvoices@onlinecapture.com

• Invoices that are sent directly to employees at UM Urgent Care instead of the AP Processing center must be forwarded by UMMS to the internal AP email: APinvoices@onlinecapturecenter.com

• Vendors who submit invoices without a purchase order number (PO#) will have their invoice returned with an explanation to correct their invoice and resubmit to UMMS.

 

What is Symbeo and how does it fit into the P2P process?

The Symbeo system is used to receive and process invoices submitted by vendors. There are three types of Purchase Orders whose invoices require a secondary approval in Symbeo:  all Capital Purchase Orders (CAP/CE), all one-time Service Purchase Orders (SRV) greater than $500, and all Service Agreements (SVC).  The automated system will route the invoices within Symbeo to the Requester of the PO. The requester then reviews the invoice in Symbeo and either Approves or Denies for payment.

• Invoices sent to Symbeo can be retrieved and forward copies to other individuals

• All invoices housed in Symbeo will be archived in the system for future review

Service Agreements are services requested on an ongoing basis, such as lawn care or equipment cleaning contracts. You may have invoices for Infor Service Agreements in your Symbeo queue. Here’s what to do:

• If the invoice is approved to pay, change the invoice status in Symbeo to “Approved.”

• Save.

How do I get a Check Request?

The check request is to be used only for purchases where payment is required; however, an invoice is not expected or necessary for items such as fire permits, taxes/licenses, membership fees and magazine subscriptions. Check requests cannot be used for goods and services that require a purchase order.  (Please refer to FSS003 Check Request Policy, posted on the UMMS Insider.)

Now use the Infor check request form. You can find this form on UMMSConnect. When filling out the Infor check request form, you will need to know:

• Your Infor Company Number and Accounting Unit (formerly known as Cost Center)

• Expense Account

• A signature is still required, aligned with the UMMS Authority to Commit. To submit your check request, submit your signed, scanned form via email to UMMSAP@umm.edu with “Check Request” in the subject line.

 

Questions

Have questions? Talk with your manager.

For questions on Accounts Payable, email the ticketed help desk at UMMSAP@umm.edu.