Click on a question below to view the answer. Limit the results by entering a search term.
How many deposit bag do you need?
How many deposit bag do you need?
In addition to ensuring the University of Washington is on the most current release of the Ariba software, the following enhancements are included in the 9r2 release of Ariba:
Here is the link on how to deposit a check: http://f2.washington.edu/fm/bao/creating-deposit
Additional UW employees are only added as the Requestor to monitor or reconcile a field advance.
To add additional Requester:
Go to the Cash Transmittal webpage and click on CT Form: https://finance.uw.edu/bao/cash-receivables/cash-transmittals.
You will find instructions on how to fill out CT form there.
Review the status of your invoice in the My Documents section under the Invoicing tab. Refer to the chart below and the "Recommended Actions."
| STATUS | Definition | RECOMMENDED ACTION |
|---|---|---|
| Composing | An invoice currently being entered into ARIBA Non-PO, but not yet Submitted | Review the entered information for accuracy, then click the Submit button on the Summary page. |
| Submitted | An invoice submitted for payment and in review with the Approver or Central Office | Check the Approval Flow to see which box is Active. Contact that person or group to process the approval. |
| Reconciling | An invoice in review with Central Office for an inconsistency (i.e. a tax variance) | Contact Procurement Customer Service at pcshelp@uw.edu and provide the Non-PO Invoice number. |
| Reconciled | An invoice Central Office reviewed and approved. (Changes may have been made to the total invoice amount, depending on the variance | Nothing. Invoice has been sent. |
| Paying | Invoice is paid within 2 business days | Check the Non-PO Payments report in Procurement Desktop Reports (PDR). |
In the latest release of Ariba, 9r2, the Shopping Cart icon behaves the same as clicking the Checkout button. The Summary Page provides you with full edit access to all fields of the request, including the Title, Hold Until, and On Behalf of fields. The Shopping Cart only allowed edits of quantity and line item information.
ACH (Automated Clearing House or Electronic Fund Transfer) – is for domestic transaction sent to UW within the United States. UW use the ACH transaction for more cost efficient.
WIRE – is for international transaction sent to UW outside United States.
The delivery address determines the sales tax rate that is applied to your Non-PO invoice, when applicable. ARIBA will always use the delivery address to cross check the sales tax entered on the invoice. For this reason, always add the address where the goods physically shipped to.
To find out if your computer is running a 32-bit or 64-bit version of Windows in Windows 7 or Windows Vista, do the following:
If your computer is running Windows XP, do the following:
Here is the link for the list of Revenue Code. http://f2.washington.edu/fm/fr/references/revenue-codes
Here is the link for the list of Expense Code. http://f2.washington.edu/fm/fr/references/object-codes
If this is a grants budget please contact gcahelp@uw.edu if not please contact the department budget manager and if the department has not department manager please contact the budget office.
Several years ago based on campus user requirements, we created a customization to ARIBA to include the Date Attached timestamp field because the out-of-the box software did not have a field that recorded when an attachment was added.
In release 9r2, ARIBA added the Date Created field for attachments, so currently there are 2 dates for attachments:
The fields are calculated differently and are populated at different times. The new Date Created field appears immediately when the user adds the attachment but has not submitted yet. The Date Attached column is blank before Submit, but then displays when you go back and view the transaction.
In a future release of the ARIBA system, we will be removing the Date Attached customized field and keeping the ARIBA Date Created field.
Invoices rejected PRIOR to the September 8, 2015 deployment of 9r2 will have a status of Reconciled. However, the status of Rejected is on the associated Invoice Reconciliation, accessed using the Reconciliation tab on the Invoice.
Also, you can use the Search option for Invoice Reconciliation to locate a batch of rejected BPO invoice reconciliations prior to the 9r2 deployment based on various search criteria. From there, you can navigate and locate the associated BPOs and Invoices.
To search for Invoice Reconciliations with a status of Rejected:
Below is a screen capture of an example search for BPO Invoice Reconciliations with a Status of Rejected:
Best practice is for advertising charges to be paid by Procard. Employees should not use their personal funds to pay for this type of service. At this time, account code 03-21 for Advertising will not be added to the eReimbursement portion of ARIBA.
For the best view of how your department spends money, we recommend using the account code that best fits the purchased good or service.
Please refer to the account code website located at: http://www.washington.edu/admin/finacct/obcodes/
You might also find it helpful to visit the taxability grid at the Tax Office web page, located at: http://f2.washington.edu/fm/tax/taxability
Payment by wire transfer must be negotiated with Procurement Services at the time the order is placed. Requests for payment by wire are not honored unless prior arrangements were made at the time the contract or order was initiated.
It can take up to two weeks for the wire to reach its destination, depending on the destination and the process has a fee which is charged to the department. A purchase order number and appropriate banking information is needed. For more information see the Wire Payments web page.
No, the University cannot send checks in foreign currency. However, we can send wire transfers in foreign currency. See the Wire Payments page for more information.
If you discover a duplicate payment for an order, contact Procurement Customer Service at pcshelp@uw.edu. Please include the date of the original and duplicate payments, the budget number(s), the PO number(s), and the account code(s) charged. We will assist you in getting a refund for the duplicate payment.
If the original charge was processed on an invoice through Accounts Payable or through an ARIBA module, please submit your correction through Procurement Desktop Reports (PDR). Go to the "Use Tax History" report and submit your request from there. Typically, taxes can only be added or reversed for the last 3 months.
If the original charge was processed through Procard, first review the transaction in PaymentNet. If the month has not yet closed, simply check or uncheck the use tax box by the transaction. If the month has closed already. please submit your correction through Procurement Desktop Reports (PDR).
For questions and inquiries about the Use Tax Report, please contact Procurement Customer Service at 206-543-4500 or email them at pcshelp@uw.edu.
Invoices are submitted by different methods, depending on the order type.