Rolie Precioso

PAYMENT REQUEST AUTOMATION PROJECT DULA ORGANIZATIONAL TRANSFORMATION CONTENTS 1 Objective and Scope 2 Overall Timeline 3 What’s New? 4 New Process Flow Support and Maintenance 5 6 Next Step Objective and Scope We intend to consolidate all payments processing into one portal. Standardizing, streamlining and automating the payments request made by contractors, contributors, vendors, and freelancers on their services for SMG. What’s New? 85% of the process steps will be automated Dashboard to manage request Automated validations against the new budget control database Automated notifications Automated E-Signature Routing NEW PROCESS FLOW Contributor/contractor to request item for payment POC initiates batch request for payment (RFP) Needs input (amount, project) from POC Register Contributor/contractor to register once. Needs approval from admin and finance. Request for Payment Item Approve by Requestor Contributor/contractor to request approve SAF via email POC Create Batch Request Approve and Processed by Admin Admin reviews and approve RFP. Process for series of approval and send payment request to finance. GUIDELINES [For Contributor/Contractor] How to register for new service payment account? A one-time registration is required for an account. 2 Accomplish all fields for personal information. Then click “Next” to proceed on the next page. 1 If “Yes” is selected, requestor will be asked to filled out the Payment Waiver form. GUIDELINES [For Contributor/Contractor] How to register for new service payment account? 4 Accomplish all fields for Payment Waiver and Bank Information. Then click “Next” to proceed on the next page. 3 Finally, click “Submit” to finalize registration. SMG Admin and Finance will approve or reject the requested account registration. Requestor will receive an email confirmation once approved by Admin and Finance GUIDELINES [For Contributor/Contractor] How to request for service payment? Please make sure that your Summit Media point of contact has already approved your registration prior this request. 2 Accomplish all fields for Personal Information and Work Details. Then click “Next” to proceed on the next page. Finally, click “Submit” to finalize request. Requestor will receive a confirmation email and SMG POC will receive the service payment request . 1 GUIDELINES [For SMG POC] How to approve a new registration requestor? SMG POC will receive this request as message from Power Automate in MS Teams Click to expand payment details of the requestor. 1 2 3 Click the “Approve” button to approve the registration request, otherwise click “Reject”. Requestor will receive an email confirmation once approved by SMG POC. GUIDELINES [For SMG POC] How to approve a change for PIN? SMG POC will receive this request as message from Power Automate in MS Teams 1 2 Click the “Approve” button to approve the change PIN request, otherwise click “Reject”. Requestor will receive an email confirmation once approved by SMG POC. GUIDELINES [For SMG POC] How to approve a payment request item? SMG POC will receive this request as message from Power Automate in MS Teams 1 If this is valid payment request, click “Approve”. 4 2 Click to expand payment details of the requestor. 3 Click to access the “SMG – Payments Central” app. GUIDELINES [For SMG POC] How to approve a payment request item? Enter the currency and amount to be paid. 5 6 If details are final, click “Confirm”. SMG POC will receive a confirmation message from Power Automate in MS Teams. GUIDELINES [For SMG POC] How to tag payment request item to a project? In Power Automate message in MS Teams, select the right project to tag under the payment request Click “Tag” to expand for project selection. 1 Note: If your project is not existing or available in the option, please contact Admin for assistance. 2 If tagged project is final, click “Select”. GUIDELINES [For SMG POC] How to tag payment request item to a project? A message will be posted in “SMG Bots” teams group with the SAF link. 3 Click “Open” to view the generated SAF form (PDF format) and download for uploading in Hello Sign. GUIDELINES [For SMG POC] How to create a batch payment request? Open the “SMG – Payments Central” app in MS Teams. Using checkbox, select items will be included for batch payment request. 1 2 3 Finally, click to finalize the request. Admin will receive a message in “SMG Bots” teams group for the batch payment request . This will display the total amount of select items GUIDELINES [For Admin] How to approve a batch payment request? Admin will received this request as message in “SMG Bots” teams group If this is valid payment request, click “Approve”. 1 4 2 Click to expand batch item details of the requestor. 3 Click to access the “SMG – Payments Central” app. GUIDELINES [For Admin] How to approve a batch payment request? Enter the pipeline details. 5 6 If details are final, click “Confirm”. GUIDELINES [For Admin] How to approve a batch payment request? A message will be posted in “SMG Bots” teams group with the RFP link. 7 Click “Open” to view the generated RFP form (PDF format) and download for uploading in Hello Sign. Requestor will receive an email confirmation once approved by admin. Frequently Asked Questions How to reset PIN? Accomplish all fields for personal information. Then click “Next” to proceed on the next page. 1 2 Finally, click “Submit” to finalize request. Frequently Asked Questions How to install SMG – Payments Central app in MS Teams? 1. In Microsoft Teams, click the “Apps” icon located at the lower left side to open the Apps page. 3. Click “SMG-Payments Central” to open the applications 2. Under the Apps page, click on “Built with Power Platform” to open the Power Apps applications. 4. A pop-up window will open, click “Add” to add the app on your MS Teams applications. Once, added, it will be available on your MS Teams in Admin Teams Channel