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PantherExpress System

The PantherExpress System is the cloud-based purchasing tool and preferred procurement and payment mechanism for most goods and services purchased at the University.

A PantherExpress Purchase Order is the preferred method for purchasing most goods and services (excepting travel) and provides the best contractual terms and conditions to protect your department. It also helps to simplify accounting and purchase record-keeping and feeds data to the University Oracle systems used for budgeting.

Any items that can be purchased from a University-wide Contracted Supplier should be purchased using the payment method defined on their supplier page.

Access and Training

Visit this page to learn more about obtaining access to the PantherExpress System, as well as training resources.

Making Purchases

The purchaser should use the proper punchout, hosted catalog, standard form, or specialty form to create a purchase order. The appropriate purchasing method is specified for all University-wide Contracted Suppliers on this page.

Once the purchase order is complete, but before submission, the purchaser should always review the information to verify it is accurate. It is especially important that purchasers check the fulfillment and distribution information.

After the purchase order is submitted and has gone through all required approvals, invoices can be charged to the purchase order.

Auto-closure of Purchase Orders

It is best practice that fully-invoiced purchase orders are closed to reduce risk. The PantherExpress System automatically closes all fully-invoiced purchase orders seven days after being fully-invoiced.

A purchase order is considered fully-invoiced when the quantity and item(s) on the order match to the quantity and item(s) on the invoice. A purchase order may close if the total price on the invoice is less than the total price for the purchase order but not if the invoiced price is greater than the purchase order. For other scenarios and more information, please review the Quick Reference Guide.

Invoicing

Once a supplier has submitted an invoice for the purchase order it becomes fully- or partially- invoiced, depending on the situation. After an invoice has been applied to a purchase order, you may no longer make changes to the account number for that purchase. To redistribute the charges you will have to submit a Journal Entry.

Payments from PantherExpress

Standard Terms

The University’s standard payment terms are Net 30. Unless you have worked with Purchasing Services and/or Payment Processing, the University will pay invoices on the 30th day following the invoiced date.

The University’s preferred method of payment is a US dollar check. Most companies and individuals accept a US dollar check and a wire would not be necessary.

Wire Payments and Foreign Currency Transactions

A wire transfer is required when a payment is in foreign currency. When a wire check is required, the University can accommodate this request. A bank fee of $35 for each transaction will be charged to your department's account and will appear on your level report.

  • The University’s preferred method of payment in USD is via check.
  • If a wire transfer is requested for a Domestic/US Supplier, Payment Processing approval is required. Determination will be made by the Operations Supervisor once a request is made via PantherExpress on a case by case basis.
  • If a foreign supplier is willing to accept a USD check, the invoice should be submitted to Payment Processing via mailto: UPitt.invoices@edmgroup.com with a valid PO number or through a specialty form in PEX.
  • If the foreign supplier requires payment via wire transfer, use the process below.
Wire Payments Process
  • Request a wire transfer payment using any of the Specialty Forms EXCEPT FOR: Other Payment Request, Refunds and Dues, Professional Memberships, Registrations and Subscriptions Forms. These forms SHOULD NOT be used for wire payment.
  • Purchase orders must be submitted in US dollars. Payments MAY be made in foreign currency.
    • If payment is desired in foreign currency, calculate a currency conversion, to estimate for enough available funds to budget for the foreign currency requested, then submit your requisition in that amount.
    • Payments may also be converted to foreign currency using a set amount of USD.
  • Choose your form, complete it and submit. A purchase order must be created and approved in the PantherExpress system before a payment can be made.
  • For all wire transfers, follow these instructions:
    • Attach the following required documentation (via the internal attachment function) in the PantherExpress System.
      • An invoice from the supplier OR approved document stating why the supplier is being paid and the form of currency that will be wired along with:
        • Supplier Name.
        • Bank Information including:
          • Bank name and address.
          • SWIFT/BIC code.
          • Bank account number and/or IBAN (IBAN is preferred for most foreign transfers).
          • ABA/Routing number (preferred for domestic wire transfers).
          • A W9, W8-BEN or W8-BENE.
          • A completed wire transfer request form.
          • **PLEASE NOTE** the wire transfer form is for internal use only and is not to be filled out by third parties as noted on the top of the form. Do NOT send the form to the supplier to complete. It is to be completed by the department using the information provided by the supplier
  • **VERY IMPORTANT** AN EMAIL COMMENT MUST BE ADDED TO THE PURCHASE ORDER IN PANTHEREXPRESS FOR PAYMENT PROCESSING TO RECEIVE YOUR REQUEST.
    • To do this, click on Add Comment and choose the email recipient by typing “PPC” in the FIRST NAME field and then click select:screenshot from PantherExpress System
    • In the text of the comment enter: Wire Transfer Request
  • The last step is to CLOSE the purchase order to ensure that a payment request/invoice is not generated, and a check is not cut.
    • Locate the PO in the PantherExpress system.
    • From the available actions drop down box, select “Close PO”, then click the “Go” button.
    • The system will allow the buyer to place a note stating why the purchase order was closed (i.e. because it is a request for a wire transfer).
    • The document status for the purchase order will show “Closed”.
    • You will receive a comment from Payment Processing stating that your request was received and will be audited for payment.

OK to Pay

University policy stipulates that departments must approve the release of payment for all purchase orders over $5,000. The “$5,000 OK to Pay” feature in PantherExpress requires that every department must have at least one designated “$5,000 OK to Pay” Approver. When an order over $5,000 is placed, the designated Approver(s) will receive an e-mail informing them that there is a “$5,000 OK to Pay” order pending their payment approval. The Approver can click on the link in the e-mail to access the order in PantherExpress, or they can also go to the Review Area of the PantherExpress Home Page and locate the $5,000.01 - * folder. When the product arrives, the person who placed the order should inform the designated Approver(s) who can release the funds for payment in PantherExpress.

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