Overview
PRISM Payables is a centralized application used for processing invoices, creating payments and maintaining University supplier information. Access to the Payables application is limited to Payment Processing and the Accounts Payable areas for each of the regional campuses.
Detail
Invoice Processing
Invoices can be received in the Payables areas either electronically from other systems or in paper format. When an invoice is received, processed and validated in Payables, the charges are accounted for in the General Ledger every evening. This does not necessarily mean that the invoice has been paid. Payments are made based on the terms selected at the time of processing which could range from Immediate or Net 45 (45 days from invoice date).
Supplier Management
Payables is also the source of suppliers for both purchasing and payment. In order to have a new supplier added for Purchasing or Other Payment Requests, a Supplier Verification Form must be completed and submitted via the PantherExpress system as a New Supplier. Any question on the New Supplier process can be directed to Purchase, Pay & Travel Customer Service.
In order to reimburse a non-employee, a supplier record must also be created. This reimbursement can be processed in the Concur Travel & Expense system through the Pitt Guest Policy. A W-9 or W8-BEN must be submitted with the expense in Concur to have the supplier created. The form does not need submitted separately. For more information on the Concur Travel & Expense system, please visit the Purchase, Pay & Travel Website.
Invoice and Payment Inquiries
When invoices have been accounted for in the Payables application, you can drill into the details from the Account Inquiry function of the General Ledger application which is available to departmental users. Please see the General Ledger application information for more details.
If you cannot find invoice or payment information via the General Ledger, an inquiry can be submitted to Purchase, Pay & Travel Customer Service.
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