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Invoicing

Payment Numbers starting with:

T - Invoices paid to the supplier electronically through ACH (Paymode)
R - Invoices paid to the supplier electronically through Bank Card
A - Invoices paid to the supplier by paper check

According to the UW General Terms & Conditions (section 28), payment is not considered late if a check, warrant, or electronic transmittal notice has been mailed or issued within the time specified by the contract, or if no terms are specified, within 30 days from the date of receipt of a properly completed invoice, or goods, whichever is later.

Any late payment charges accrued on an invoice will be charged to the budget number listed on the purchase order, and subject to buyer review.

If a supplier is adding a restocking fee on either the credit or the new invoice, the invoice/credit may fail in ARIBA if the supplier adds the fee as a line item. Have the supplier add the restocking fee in the Header Charges and resubmit the invoice through ARIBA.

When Invoice Reconciliation has started in ARIBA (an IR is available on the Reconciliation tab), the Payments tab will show up as well.

  • On the day the invoice status changes from Reconciling to Reconciled, the Approved Amount of the invoice will show on the Payments tab.
  • The following day, more payment information will begin showing up in the ARIBA Payments tab, like the Doc Seq Invoice No. (DSI number) and Invoice Status, followed by the Scheduled Pay Date and the Check Number, and finally with the Check Date, which is the date the payment is issued.
    • Funds availability for ePayables is indicated by receipt of the Remittance Advice document the supplier will receive when funds are available on the card.
    • Funds availability for ACH payments is based on the supplier's bank's posting procedures.
  • The Check Clear Date will show when the information is available, and also depends on processing by the supplier and payment type (paper checks may take 30 days or more to update).

Note: This is the best-case scenario, assuming there are no errors (such as a closed budget number) that would prevent the payment from being processed.

Non-Catalog

To do so, first add the non-catalog item to the order, then edit the line on the summary tab by selecting the checkbox next to the line item you just added, and then click Edit. Directly above the spot to enter your account code is the question asking if this is an M & E purchase. Select the Yes radio button and a new box will appear for your justification statement. Once you submit, the Equipment Inventory Office (EIO Approver) is added to your approval graph.

Scroll down to the bottom of the order on the Summary tab and locate the section labeled as COMMENTS ENTIRE REQUISITION. Enter your comment and be sure to click the checkbox labeled Visible to Supplier. NOTE: Before using this feature, it is important that you first review the best practices for using the Visible to Supplier option for comments.

Multiple orders (EIs) will be created if the requisition contains multiple items and the items have:

  • Different suppliers (not recommended)
  • The same supplier but:
    • Different “Ship to” addresses
    • M&E Account codes for some items but not others
    • Different “Send PO To” values (happens only for Non-Catalog Orders)

NEVER sign a contract. If the supplier wants a contract signed, then you must:

  • Add the contract as an attachment to the requisitision
  • Select the Visible to Supplier option for the attachment
  • Use the Add Approver button on the Approval Flow tab to add a UW Buyer who can review the contract

Exception: Charters under the Direct Buy Limit. See Charters for more information.

As of November 10, 2014, Non-Catalog Ordering does not require that a user pass an online knowledge assessment.

  • If you have questions regarding changes to a current order, please contact pcshelp@uw.edu.
  • If the supplier requires an amended purchase order with the correct pricing, then you must:
    • Use the Copy feature of eprocurement to make a new copy of the requisition.
    • Include the new pricing on the new requisition.
    • Include a Visible to Supplier comment on the new requisition indicating this is a replacement order (reference the original EI number).
    • On the original incorrect EI purchase order, add a note in the Comments - Entire Direct Order area stating that this order is superseded by the new requisition.

Yes. As long as the supplier is a UW-registered supplier, use whichever method you prefer.

You need to contact the vendor and arrange for returning the item. If a payment has already been made, you need request a refund. Often times the vendor will issue a RMA (Return Merchandise Authorization) or RGA (Return Goods Authorization) number to indicate their approval of the return.  User should request this number from the vendor if it is part of Vendor’s return policy, and reference this number on the shipping label and other related correspondence.

Non-Catalog Orders and BPOs use the same approval process as eProcurement catalog orders. When you assign a budget number to an item, then the Approvers and Watchers will be added based on the eProcurement ASTRA roles that are in effect for the budgets/organizations involved. 

Currently, ARIBA does not have a cancelation feature. Therefore, you need to contract the vendor and request that the order be canceled. Then use the Add Comment button on the order to note that you contacted the vendor and confirmed cancelation.

Yes. Click the Add Attachment button (scroll down to the bottom of the "Summary" screen to locate it), use the Browse button to locate the quote file, and select the Visible to Supplier option. Add attachments just once on the "Summary" screen. Do not add attachments on the "Line Items Details" screen.

The supplier must be a UW-registered supplier and available in ARIBA. Optionally, you can contact pcshelp@uw.edu to determine their status. Suppliers must also sign up for an electronic payment method to receive payment from the UW.

If they are not registered, then contact the supplier to let them know they need to fill out the supplier registration form. Typically, it will take 3 to 5 business days  to process. For more information on supplier registration, please visit the Supplier Registration Portal

The Send PO to field appears if the supplier is NOT Ariba Enabled. Ariba Enabled suppliers are already set up to receive orders electronically. If the supplier is not Ariba Enabled, then you need to provide an EMAIL (preferred) or a fax number for the supplier that specifies where the order should be sent. The Send PO to field is where you enter this information. It is very important that the information be valid. A bad email address or fax number can cause delays in processing your order.

A Manual Order is a Non-Catalog Order that must be manually emailed or faxed to a supplier by Procurement Services because the supplier is not ARIBA Enabled.

Yes there are several and you access them using the Manage drop-down from the command bar:
Non-Catalog Order Summary Report

  • Manage => Reports
  • Select Category => Orders
  • Click Next
  • Select Non-Catalog Summary
  • Click Next
  • We recommend you specify one or more suppliers and one of the date options or a custom date range.
  • Before you click Run specify whether or not you want HTML, Excel or CSV format for the output

Requisition Detail

  • Manage => Reports
  • Select Category =>Requisition
  • Click Next
  • Select Requisition Detail (about the 5th from the top)
  • Click Next
  • There is an option to specify whether or not you want to include Non-Catalog Orders. The default option is “Either” to report both catalog and non-catalog requisitions. If you select “Yes”, then only Non-Catalog requisitions will be returned.
  • You can optionally set specific suppliers or a custom date range or choose one of the available date options.
  • Before you click Run specify whether or not you want HTML, Excel or CSV format for the output

Both the preparer and requester will be copied on the email that is sent to the supplier. The email will include a PDF version of the EI as an attachment. In addition, if you have attached a quote and marked it Visible to Supplier, the quote will also be attached to the email that is sent. Even though we recommend using an email instead of fax number, if you must use a fax number, a copy of the EI and any attachments marked as Visible to Supplier will be faxed.

Use Commodity Code 12142204 - Radioactive.

No. The preparers/requesters of the order should verify that pricing is correct before submitting the order and that the Non-Catalog Order is compliant with the intended use, i.e. no items from the exceptions list, etc. Procurement Services is just performing the task of acting as a "substitute" for electronic ordering that is performed automatically for Ariba Enabled suppliers. There is a separate, internal spot-audit process in place that monitors Non-Catalog Orders to determine if there are violations of UW Procurement Policies, such as ordering items that are on the Exceptions list.

No. If you wish to receive confirmation from the supplier that they received the order, then add a comment when creating the Non-Catalog requisition and state that you wish to receive confirmation. Include your contact information for where the confirmation should be sent and mark the comment as Visible to Supplier. This step does NOT apply to Non-Catalog orders for Ariba-Enabled suppliers. When an Ariba-Enabled supplier confirms order receipt on the Ariba Network, an email is sent to the preparer. You do not need to request a confirmation. 

Once the requisition is fully approved, the manual order will be sent within 1 to 2 business days.