Procurement to Pay: Single-Use Accounts for P-Card payment through Financial Gateway at BGSUSession #29796March 29, 2011

Maureen IrelandBowling Green State UniversityPurchasing

Dan WhiteSmart ERP Solutions Procure to Pay Specialist

About Bowling Green State UniversityWhy SUA at BGSU?About Smart ERP SolutionsSUA Business FlowPeopleSoft Setup

Vendors, Bank AccountsProcessing

Accounts PayableFinancial GatewaySmart SUA

Questions?

Education worth celebrating!

20,000+ students from 49 states and 79 nations

McDonald Dining

Northwest Hall

South Central Hall

Not shown: Commons Dining

Wolfe Center for the Arts

Stroh Center

I

Comprised of the best former developers, architects and executives from PeopleSoft/OracleProviding cost-effective, robust and repeatable “Smart Solutions” for PeopleSoft applicationsUnique best practices and expertise in PeopleSoft strategic planning, Smart implementation and upgrade services

Single-Use Accounts make payment processing more efficient through automation and integration. Clients that use J.P. Morgan’s SUA product streamline payment processing, earn rebates and increase float on their accounts payable spend.

Single-Use Accounts (SUA) is an electronic payment tool that provides customers with the flexibility, float and rebate of a purchase card while delivering powerful security, antifraud and reconciliation features. Unlike most card solutions, SUA assigns a Visa® or MasterCard® account number to each individual transaction. SUA is then able to automatically match merchant transactions to unique identifiers such as PO or invoice number in a client’s ERP system. Additionally, SUA builds on the security and fraud prevention of the commercial card industry and shortens reconciliation periods, while at the same time improving accuracy.

Business FlowHow SUA Works

Place Holder for SUAUsed Wire Payment Method instead of CustomizingSettle by Financial GatewayNew Custom Layout developed

JP Morgan assisted in obtaining Vendor agreementSet SUA and Wire as defaultsMust enter ‘dummy’ account information if no customizationVendor given first 7 digits of SUA as part of the agreementX Vendors to date

Vouchers entered with new Bank Account and Payment Method of ‘Wire’.Vouchers have same functionality as any other AP payment method.Expense posts to the GL at time of voucher posting rather than monthly with bank download.

Add SUA Bank Account to existing Pay Cycle or create new Pay CycleSet Payment Method to ‘Wire’Created new process to Automatically email Advices to Vendors

XML PublisherLast 9 numbers of Credit Card only

Dispatch Payments and automatically send to JP Morgan.Works like any other Layout that Financial Gateway supports.Financial Gateway is part of the Cash Management module (Formerly the Treasury module.)Possible to implement SUA without Financial Gateway

Encrypted file sent to JP Morgan with payment details.JP Morgan issues Single Use MasterCard numbers for each paymentEncrypted file transmitted back to BGSU with credit card numbers

Cards are for the exact amountCards are good for a limited period of time

Remittance AdvicesJP Morgan can automatically send the MasterCard numbers to the Vendors, however, they cannot send the payment details.

Expiration DateHow long do you want to give the Vendors to use the card?

Transmission TypeSFTP (preferred)FTP/SSL and AS2 (optional).

Financial Gateway Payment LayoutOption of AP fin2025 process

JPM File UploadSUA Payment InquiryAutomated email remittance).

Financial Gateway Payment LayoutOption of AP fin2025 process).

JPM File Upload

SUA Payment InquiryInvestigate paymentsResend remittance adviceReview errors

Automated email remittanceSend remittance to VendorSend errors to internal resolution teamEmploys delivered User List functionality

Automated email remittanceRemittance is XML Publisher attached to emailNeed to setup up ‘SUA’ contact on Vendor

Dan WhiteVP Product StrategySmart ERP SolutionsE-mail: dan.w@smarterp.com

Maureen IrelandPurchasingBowling Green State UniversityE-mail: mirelan@bgsu.edu

This presentation and all Alliance 2011 presentations are available for download from the Conference site at

www. heug.orgwww.psugonline.org

www.federalusersnetwork.comPresentations from previous meetings are also available