Procure to Pay Manual - Introduction

The procurement process includes not only the ordering of goods and services and the receipt of ordered products, but extends to invoice processing and payment, involving many people and departments. Department Requesters and Initiators enter requisition information into the on-line Purchase Requisition Application (PReqs). After all departmental and Purchasing Department on-line approvals are obtained in the Workflow system, the Requisition is uploaded into our Purchasing and Payables System. This is the software system from which orders are dispatched to the vendors and which Purchasing Agents use to process Purchase Orders. Purchasing Agents also work directly with vendors to negotiate fair and reasonable contracts for quality goods and services. Accounts Payable teams process invoices and e-vouchers, generate checks for payment to vendors, and work with departments and vendors to resolve discrepancies and disputes.

Departmental Requesters fill a key role in the purchasing and payment processes. They are the liaisons between the ordering departments and the Purchasing and Accounts Payable departments. Since Requesters’ names and phone numbers appear on Purchase Orders, Requesters are in many cases the first contacts between The University and the vendors. Depending on their department’s organization, Requesters may be responsible for the completion and tracking of Requisitions, accounting, and receiving goods and services. Voucher report e-mails are sent directly to Requesters (or their Designee), as their names and addresses appear as the person responsible, to take appropriate action for their department. In short, The University relies on their valuable skills and expertise.
The Procure to Pay Training Manual is written for Requesters and other individuals with departmental responsibility and authority in The University’s purchasing and payables processes. This guide contains references to the State Code of Iowa, Regents, and University policies, which govern the purchasing and payables processes. The Purchasing and Accounts Payable departments welcome any questions that may arise regarding these policies and procedures. Names, telephone numbers and areas of responsibility of Purchasing and Accounts Payable staff members are included. Faxes, voice mail and e-mail promote timely responses to your inquiries.

Methods for procuring goods and services that do not involve the issuance of a Purchase Order, including Low Dollar Transactions, E-vouchers, and Purchasing Cards, are also described in this guide. All individuals acting on behalf of The University in authorizing purchases have the responsibility to ensure compliance with the applicable Federal and State statutes and Regents’ guidelines.

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