PaymentWorks Preview and Process Overview
PaymentWorks provides a digital supplier onboarding software for secure, compliant, and optimized business payments. It streamlines vendor registration processes, offers benefits such as faster setup, visibility, and reduced data entry time. The system handles PEDACKN processes, invoice tracking, and ensures university indemnification against fraud. Learn about the supplier dashboard, approval processes, and integration details within PaymentWorks
Download Presentation
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author.If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
You are allowed to download the files provided on this website for personal or commercial use, subject to the condition that they are used lawfully. All files are the property of their respective owners.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author.
E N D
Presentation Transcript
1 PaymentWorks Preview
2 Agenda PaymentWorks (PW) background PW Process Overview Review of detailed invitation Process Vendor Registration Forms
3 What Is PaymentWorks? PaymentWorks is: A digital supplier onboarding software for secure, compliant and optimized business payments PaymentWorks is NOT: A replacement for the University s procurement process An invoice submission platform
4 What vendors will not be processed through PaymentWorks Students Employees Refunds
5 Benefits of PaymentWorks Can setup Suppliers whenever you know you'll be doing business No longer in "middle" of onboarding process (acquiring supplier forms) Faster turnaround on setup Visibility of where we are in process Greatly reduces the banking verification process (very time consuming) Trade-off: reduces data entry time, BUT requires review to determine how to interface changes Handles the PEDACKN process Campus AP University Supplier No longer complete SPIF or W-9 forms If already in PW, do not need to repeat basic data. Can maintain changes once for all users. Ability to check status of invoices or payments through portal Indemnification for university against fraud--reviews all ACH payments Constant checking of sanction lists Insurance certificate tracking Tax compliance setup with Payroll
6 How will it Work? Dept Reviews Supplier Dashboard Only invites suppliers that are not in University system Inactive suppliers may just need to update their profile in PaymentWorks Invitation Initiated by Dept Reviewed and Approved by AP to ensure not a duplicate request. Supplier receives Invitation Registers on PW site PaymentWorks Approval Process Tax ID & Address Banking info Sanctions checking OU Approval Process Conflict of Interest (if any) Sanctions (if any) Foreign Tax review (if applicable) Insurance review (if applicable) Routing approval (ALL) Supplier integrated to eBiz Suppliers providing service or product will integrate to BCB
7 Supplier Dashboard A dashboard has been created for campus to see all suppliers, not only in BCB but also Oracle suppliers Active status = good for shopping Supplier Types BCB Catalog BCB Employee Oracle Only Student Tax Authority Masked Addresses FERPA HIPAA IRB Protocols Peace Officers Address Drilldown by clicking on Supplier Number
8 PaymentWorks System Access Provisioned to all BCB Users Sign in using SSO OHIO credentials Role Initiator Can invite supplier and review invitation status Vendor Master Updates is where all onboarding information is stored
9 Onboarding Tracker Onboarding Tracker Features 1. Filtered Search This allows users to filter by supplier, registration status, or specific initiator 2. Vendor Registration Status 3. Send Invitation Button 1 2 3
10 Supplier Invitation Department collects: Company Name and Email to send invitation Initiator information is person inviting supplier or other individual to be notified of progress Reason for inviting the supplier Personalized Message Strongly encouraged to fill this out as it gives suppliers specifics as to why they are getting invitation from PaymentWorks Example: Please complete this registration through PaymentWorks to be set up as a supplier in Ohio University s system to perform guest speaking arrangement with the Fine Arts department. Once initiator sends invitation, it will flow to Supplier Entry to approve before sending to supplier Ensuring supplier isn t in our system under a different name
11 Invitation Statuses on Onboarding Tracker Six Steps on Tracker Invitation Initiation Invitation Approval Invitation Receipt Registration Submission Registration Approval Onboarding Completion https://www.ohio.edu/finance/accounts- payable/supplier-management/paymentworks- onboarding-tracker-steps-statuses
12 Review Invite Status Able to click the hyperlink on each step to see more details
13 Initiator Notifications Notifications default to enabled. We strongly encourage initiators to receive all notifications.
14 Questions?
15 What does the Supplier See?
16 Supplier Emails Supplier invitation email. Highlighted section is the personalized message. Email verification sent after the supplier has created an account with PaymentWorks. Supplier must verify within 72 hours!
17 New Vendor Registration (NVR) NVR is broken down into four tabs Welcome Message displayed to the right Tax Information Addresses Additional Information This section has OHIO specific questions https://www.paymentworks.c om/df/new-vendor-setup/nvr/
18 Resources PaymentWorks Link - https://paymentworks.com/login/saml/?idp=ohio Supplier Management Website - https://www.ohio.edu/finance/accounts- payable/supplier-management Ohio University NVR - https://www.paymentworks.com/df/new-vendor- setup/nvr/ (you must be logged in to PaymentWorks to review Ohio University s NVR)
