Frequently Asked Questions

Basic Questions

1.1 - I need to have access to PeopleSoft?
1.2 - I forgot my ID/Password?

Competitive Solicitations

2.1 - What is the purpose of doing a Competitive Solicitation?
2.2 - What is the bid threshold amount?
2.3 - I would like to obtain a copy of a Competitive Solicitation?
2.4 - Explain what an ITN, ITB, RFP, RFQ are?
2.5 - I need information on when and where a bid opening is taking place?

Pro-Card

3.1 - What is a Pro-Card?
3.2 - When is the next Pro-Card training?
3.3 - What if my Pro-Card gets stolen?
3.4 - How do I increase the maximum purchase limit on the card?
3.5 - What can I purchase with the Pro-Card?

Requisitions

4.1 - I entered a requisition and I would like to know its status?
4.2 - How do I delete a requisition?
4.3 - Where can I find the PeopleSoft's requisition manual?
4.4 - I sent a requisition for an item with quantity of 5; I actually need 6. What is the procedure to pay for the difference?
4.5 - I already attended the Requisition training and need individual help. Are there any one-on-one trainings available?
4.6 - I need assistance with security access on a requisition. Who should I contact?
4.7 - I am getting a budget check error on my requisition. Who do I contact?

Purchase Orders

5.1 - Who is the Buyer / Agent in charge of my PO?
5.2 - I need to cancel a PO or release the funds back to the account?
5.3 - What is the navigation/instruction to do the receiving on a PO?
5.4 - I have an open PO and would like to find out if the vendor got paid already?
5.5 - What are all the FOB terms and what do they mean?

Vendors

6.1 - Where can I find the vendor application form?
6.2 - I need to add a vendor to the system. What steps should I take?
6.3 - How long does it take to put a vendor in the system?
6.4 - Are there special instructions for foreign vendors?
6.5 - I need to update/delete/add information to a vendor that is on file?
6.6 - Do all Vendors in the system require a W-9 Form be submitted when there is a change of address?
6.7 - Do I need to type the Vendor Application?
6.8 - How do I change an address on a Vendor Application?

Miscellaneous Questions

7.1 - Who handles ID (Inter-Departmental) Transfers?
7.2 - I received an invoice for a PO that I did, what should I do with it?
7.3 - I need to know the status of my payment?
7.4 - I have a technical issue with my system, do I call Purchasing for help?

BASIC QUESTIONS

• Q. I need to have access to PeopleSoft?
  

  A. In order to start using PantherSoft, you must first get access and attend the appropriate trainings. Please visit the PantherSoft site for additional information.



• Q. I forgot my ID/Password?
  

  A. On the PantherSoft login screen you will find links to retrieving your Panther ID and also your password. Should you still require more information, contact the UTS main help line at 305-348-2284.

COMPETITIVE SOLICITATION

• Q. What is the purpose of doing a Competitive Solicitations?
  

  A. To find the most competitive prices for the University.



• Q. What is the bid threshold amount?
  

  A. The bid threshold amount is $50,000.00.



• Q. I would like to obtain a copy of a Competitive Solicitation?
  

  A. You should then contact the Purchasing Services, Bid Clerk: Doreatha Belton PH: 305-348-2574



• Q. Explain what an ITN, ITB, RFP, RFQ are?
  

  A.
      ITN - Invitation to Negotiate.
      ITB - Invitation to Bid.
      RFP - Request for Proposals.
      RFQ - Request for Quotation.



• Q. I need information on when and where a bid opening is taking place?
  

  A. Go to the Purchasing Website and click on “Competitive Solicitations” and then on “Competitive Solicitations Currently Available.” Then to proceed to link to either “Invitation to Bid” for ITBs, or “Request for Proposals”, for RFPs.

PRO-CARD

• Q. What is a Pro-Card?
  

  A. Pro Card is a University issued credit card used by the cardholder for purchases of small dollars items and University travel related expenses.



• Q. When is the next Pro-Card training?
  

  A. Our Purchasing Web site lists our Pro Card Training Sessions. The 1 hour training sessions are given once a month for Cardholders and for Cardholder Approvers.



• Q. What if my Pro-Card gets stolen?
  

  A. Call Bank of America immediately. The Customer Service Number is 1-888-449-2273.



• Q. How do I increase the maximum purchase limit on the card?
  

  A. The Dean, Director or Chairperson of the Cardholder requests the increase via email to the Program Administrator.



• Q. What can I purchase with the Pro-Card?
  

  A. Is used to purchase small commodities (unit cost under 1,000.00 dollars) and for business related travel expenses.

REQUISITIONS

• Q. I entered a requisition and I would like to know its status?
  

  A. Visit the following navigation. "Purchasing" -> "Requisitions" -> "Review Requisition Information" -> "Document Status". Put in the requisition number and press the "Search" button.



• Q. How do I delete a requisition?
  

  A. If the requisition hasn't been approved, you may cancel it from the "Maintain Requisitions" screen. Press the red X to delete the requisition.



• Q. Where can I find the PeopleSoft's requisition manual or any other PantherSoft Financial's related manuals?
  

  A. Visit the PeopleSoft training page.



• Q. I submitted a requisition for an item with quantity of 5; I actually need 6. What is the procedure to pay for the difference?
  

  A. Treat as a new request and use either the Pro-Card or submit a PantherSoft Change order.



• Q. I already attended the Requisition training and need individual help. Are there any one-on-one trainings available?
  

  A. The PeopleSoft Open Lab should be able to help you. The Lab is open every Friday from 9:00 AM to 11:00 AM at the PantherSoft Trailers W10C-119. There is no need of registration to attend the lab and they should be able to answer your questions regarding the PeopleSoft Financials system.



• Q. I need assistance with security access on a requisition. Who do I contact?
  

  A. Please contact Hector Pagan, Controller’s Office at 305-348-3079



• Q. I am getting a budget check error on my requisition. Who do I contact?
  

  A. Contact your department's Budget Manager.

PURCHASE ORDERS

• Q. Who is the Buyer / Agent in charge of my PO?
  

  A. To find the agent that is handling your PO follow this navigation: "Purchasing" -> "Purchase Orders" -> "Review PO Information" -> "Purchase Orders." After entering the PO number and pressing the search button, the name of the buyer will appear on the top right section of the screen.



• Q. I need to cancel a PO or release the funds back to the account. Who do I contact?
  

  A. You must use the "Notify" option or email the purchasing agent directly so that he/she can cancel the order.



• Q. What is the navigation/instruction to do the receiving on a PO?
  

  A. "Purchasing" -> "Shipments" -> "Maintain Receipts." Press the "Add" Button. On the following screen where it says order put in the PO number without the leading zeros and then press the "Search" button. Make sure to select the lines that you will be receiving and press the "Ok" button. Modify the quantity/amount you are receiving, leave as it is if you are receiving the entire PO. Finally, just press the "Save" button and a receipt number would show up on the top of the screen. A PO hasn't been received until a receipt number is obtained.



• Q. I have an open PO and would like to find out if the vendor got paid already?
  

  A. To view the receiving/payment activity you can look at the "Activity Summary" screen. Follow this navigation: "Purchasing" -> "Purchase orders" -> "Review PO Information" -> "Activity Summary". After entering the PO number, you will see your PO with all the lines entered. Select the line in question on the left side by clicking on the check box and notice the changes in the 3 bottom boxes. The left box shows the receiving that has occurred in the PO. The middle box shows the invoices that the Controller's department has received. The right box shows if controller's has paid the invoice already.



• Q. What are all the FOB terms and what do they mean?
  

  A.
  
  

  Freight Term	Ownership	Payment Term
  Shipping Point	Ownership passes to FIU when product is signed for by the carrier at the vendor's shipping point. (FIU owns product in transit)	FIU is billed by and pays vendor for freight charges.
  Destination / Add	Ownership passes to FIU when the carrier delivers the product to the delivery point specified by FIU. (Vendor owns product in transit)	FIU is billed by and pays vendor for freight charges.
  Destination	Ownership passes to FIU when the carrier delivers the product to the delivery point specified by FIU. (Vendor owns product in transit)
  F.O.B. Origin / Freight Prepaid & Allowed	Ownership passes to FIU when product is signed for by the carrier at the vendor's shipping point. (FIU owns product in transit)	University is not billed. Vendor pays the freight charges.
  F.O.B. Origin / Freight Collect	Ownership passes to FIU when product is signed for by the carrier at the vendor's shipping point. (FIU owns product in transit)	Upon delivery, FIU is billed by or pays the carrier for freight charges.
  FIU is not billed. Vendor pays freight charges.
  F.O.B. Destination / Freight Collect	Ownership passes to FIU when the carrier delivers the product to the delivery point specified by FIU. (Vendor owns product in transit)	Upon delivery, FIU is billed by or pays the carrier for freight charges.

VENDORS

• Q. Where can I find the vendor application form?
  

  A. Visit this link to find the vendor application form and other instructions.



• Q. I need to add a vendor to the system. What steps should I take?
  

  A. Visit this link to find the vendor application form and other instructions.



• Q. How long does it take to put a vendor in the system?
  

  A. All vendor applications are entered before the end of the day. Provided that the vendor filled all the information required.



• Q. Are there special instructions for foreign vendors?
  

  A. Besides completing the vendor application, foreign vendors are required to complete the IRS Form W-8BEN



• Q. I need to update/delete/add information to a vendor that is on file?
  

  A. If the vendor is an individual we require them to complete a new W-9 form. If it is a company, we need a letter from them stating the changes that need to be reflected.



• Q. Do all Vendors in the system require a W-9 Form be submitted when there is a change of address?
  

  A. No, only Individuals are required to submit a W-9 Form with the new address. Company's should send a memo showing the new address that needs to be updated in the system.



• Q. Do I need to type the Vendor Application?
  

  A. Yes, only typed Vendor Applications, using our interactive forms, are accepted. They may be faxed to 305-348-3600 or emailed to vendor@fiu.edu for processing.



• Q. How do I change an address on a Vendor Application?
  

  You will need to complete a new W-9 Form and fax it to 305-348-3600 or email it to vendor@fiu.edu

MISCELLANEOUS QUESTIONS

• Q. Who handles ID (Inter-Departmental) Transfers?
  

  A. ID transfers are processed in the Controller's Department. The contact person is: Alicia Sagastume (Accountant) 305-348-2550. For more information visit the University Controller’s Website at http://finance.fiu.edu/controller



• Q. I received an invoice for a PO that I did, what should I do with it?
  

  A. Invoices are supposed to be sent directly to the Controller's Office by the vendor. If you received an invoice and it needs to be paid, you must first issue a receipt on the system. After you receive the order, you must send the invoice to the Controller's Office. Make sure to write the receipt number on the invoice and keep a copy for your records.



• Q. I need to know the status of my payment?
  

  A. You must contact the Controller's Office at 305-348-2131. Be ready to provide the PO number and/or Vendor name.



• Q. I have a technical issue with my system, do I call Purchasing for help?
  

  A. No, technical issues such as computer related problems are handle by the UTS department 305-348-2284.