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AP Process

The ARIBA Payments tab will always show "Check" on the Transaction Details, even though our preferred method of payment is the ePayables bank card.

The "Check Number" includes a letter at the beginning which identifies the actual payment method which is typically an electronic method instead of a check. In addition, a supplier's system may take our payment number (the "Check Number") and convert it to a transaction number where the letter is replaced by a corresponding number and the remaining digits stay the same. Here is what the different Check Numbers on the Payments tab mean:

UW Check Number Letter Supplier Transaction Number Payment Type
R (Example: R094266) 52 (Example: 52094266) ePayables Card
T (Example: T163242) 51 (Example: 51163242) ACH
A (Example: A499859) 10 (Example: 10499859) Paper Check

* Note: Paper checks are printed featuring the Check Number beginning with "A." Depending on a supplier's deposit process, their bank processing may convert this to the Transaction Number where the "A" is converted to "10" as shown in the matrix above. 

 

In general, invoices will be processed for payment Net 30 days from the date a properly completed invoice with a valid purchase order number is received in UW Accounts Payable.

Invoices will not be processed for payment until all items invoiced have been received.

Please also see our General Terms and Conditions.

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.

In this case, do not use eReimbursement to reimburse the UW employee.  Process the reimbursement through Travel by creating an expense report (ER) in Ariba.  Make sure to provide a Tax ID or published advertisement if a commercial lodging facility is other than a hotel.  For further questions, please contact Travel directly.  Note: For information on lease payments, please contact Real Estate.

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.

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.

Payment status is available in Ariba using the Payment Loop feature for BPO, PO and Non-PO invoice payments, as well as Payment to Individual (XP), eReimbursement (XR), and eTravel Expense Report (ER) transactions.

For BPO, PO and Non-PO invoice payments, such as payment dates and payment numbers will show on the Payments tab, which can be reached by clicking through from the Summary tab > Invoices tab >  Invoice ID > Reconciliation tab > Reconciliation ID > Payments tab > Payment ID.

For Payment to Individual (XP), eReimbursement (XR), and eTravel Expense Report (ER) transactions, payment status and details are shown in the Payment Details section on the Summary page of the XP, XR or ER once the transaction has been fully approved and payment has been processed.

See guidance on our website: https://finance.uw.edu/ps/how-to-pay/payment-status-terms-timelines-delays

Please note that wire payment details are not included with the Payment Loop feature.

Currently the UW is not able to schedule the payment date for ARIBA invoices.

The Payments tab does show a status of "Scheduled" which cannot be changed.

To view the payment information for an ARIBA invoice:

  1. Verify the Invoice status is Reconciled and the Reconciliation status is Paying
  2. Click the Reconciliation ID to see the Payments tab
  3. After clicking on the Payment ID, you will be able to view the Transaction Details for the payment information, which will gradually fill in as the payment goes through processing.

See more guidance for the ARIBA Payment Loop on our website: https://finance.uw.edu/ps/how-to-pay/payment-status-terms-timelines-delays

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.

  • Catalog Ordering: The supplier should submit the invoice electronically through ARIBA
  • Non-Catalog Ordering:
    • Enabled supplier orders- The supplier must submit the invoice electronically through ARIBA
    • Manual orders- The supplier should submit the invoice by email to epay@uw.edu
  • For BPOs: The supplier must submit the invoice electronically through ARIBA
  • Non-PO Invoice: The department should submit a Non-PO Invoice form and attach the supplier's invoice copy

    Invoice vouchers are required for the following circumstances:

    • Invoices over $10,000 submitted by a department for payment

    • To communicate special check handling instructions

    • To communicate wire transfer instructions

    • When an invoice is in a foreign language

    Set up the purchase order for the approximate US dollar amount which can be found on a currency exchange website. The wire payment will be converted into the current day’s exchange rate when it is sent, so the encumbered amount and the paid amount will not match exactly. This will also be the case with foreign currency wires in Non-PO Invoice See Wire Payments.

    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 the refund check is sent directly to your department, simply fill out a reverse expenditure form and send it with the refund check to Accounts Payable at box 351130.

    If it is a refund check for a Procard purchase, please send the reverse expenditure form and refund check to box 351120 Procard to deposit.

    If the refund check was sent directly to Accounts Payable from the supplier, AP will deposit the check and process a journal voucher to move the funds back to your budget. In the even the money does not show up in your budget transactions, please contact Procurement Customer Service at 206-543-4500 or email them at pcshelp@uw.edu. Please provide the check information if you have it, or the refund amount, PO number, and supplier. We will assist in refunding the credit back to your budget.

    Approval

    This Non-PO InvoiceAdministrator role is added to the approval graph for one of two reasons. Either 1) the budget you are using does not have a Non-PO Funding Approver set up in ASTRA, or 2) the Non-PO Invoice you have created is over the direct buy limit. Please contact PCSHelp@uw.edu for additional information.

    1. Have the Budget or Org code Approver log in to ASTRA
    2. Click Log in now to manage authorizations
    3. Click the Create New Authorizations tab
    4. Enter the user’s name, UW NetID or Employee ID, then click Find & Verify
    5. If needed, find the user on the list and click Select
    6. In the Application drop down menu, select eProc (eProcurement)
    7. In the Role drop down menu, select the role you want the user to have
    8. In the Limit drop down box, select either Budget or Organization
    9. Enter your budget or org code in the box and click Find & Verify
    10. Click OK, add another (to add more than one person to the role) and OK, proceed to cart when finished
    11. Click Checkout Now
    1. Log in to ASTRA
    2. Click Log in now to manage authorizations
    3. Click the Search & Edit Authorizations tab
    4. Enter the user’s name, UW NetID or Employee ID, then click Find & Verify
    5. Click Show Advanced Search Options
    6. In the Application drop down box, select eProc (eProcurement)
    7. In the Role drop down box, select Non-PO Funding Approver
    8. Click Search For Authorizations Now
    9. Check the box next to the Users name
    10. Click the Delete button
    11. Click on the Cart/Checkout tab
    12. Click Checkout Now
    1. Log in to ASTRA
    2. Click Log in now to manage authorizations
    3. Click the Search & Edit Authorizations tab
    4. Click Show Advanced Search Options found just below the Yellow Search for Authorizations Now button
    5. Click Astra Role of User in the second column near the top of Advanced Search Options page
    6. In the Application drop down box, select eProc (eProcurement)
    7. In the Role drop down box, select Non-PO Funding Approver
    8. In the Limit drop down box, select either Budget or Organization
    9. Enter your budget or org code in the box and click Find & Verify
    10. Click Show authorizations which are WITHIN AUTHORITY (subordinate) of selected limit value(s)
    11. Click Search For Authorizations Now
    12. In the search results, look for a person who has User listed under their name and Non-PO Funding Approver/Approve in the second column. Note: A person with Authorizor under their name is the person who can make changes to the Non-PO Funding Approver, or add in additional roles.
    13. Note the Org Code or Budget Number underneath the role and the Owner name under the User name
    14. If the person identified as the Non-PO Funding Approver is incorrect, have the Owner remove the Non-PO Funding Approver role from that person and add the new Non-PO Funding Approver

    Because a Non-PO invoice transaction is a payment going directly to the supplier without Central Office review, additional approval is needed to verify that there are no typos in the amount and that the payment is appropriate. Approvers should be diligently reviewing for 1) appropriateness, 2) correct amount and 3) correct vendor selected. This is especially important as it is sometimes difficult to get money back from a supplier once it is paid out.

    If you have someone who needs to approve a one-time P2I, eReimbursement, non-PO Invoice, non-Catalog order, or BPO, adding an ad hoc approver or watcher will add the appropriate person. On the third step, click on the Approval Flow tab in the middle of the screen next to the Summary tab.

    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. 

    Ariba

    To cancel an ARIBA purchase order, the preparer who placed the order must contact the supplier. Best practice is to add a Comment to the EI purchase order stating the order is canceled, detailing to whom you spoke, and any other pertinent information.

    After canceling the order with the supplier, you must close the purchase order (PO) and remove the open balance from the budget.  To close Catalog and Non-Catalog POs, use the Change/Close Order Request Form.  For Blanket Purchase Orders (BPO), visit the Closing or Changing Blanket Purchase Orders page and follow the step-by-step instructions on how to close a BPO.  

    There is a 4 MB per document limitation and an overall 10MB per CR or BPO.  You can have multiple attachments as long as you don’t go over 10MB.  Once you hit this limit the system will not send the attachment over the network.  When scanning a document to attach to a BPO, be mindful of the image resolution and document size you use.

    The valid file types are: txt, csv, xls, xlsx, doc, docx, dotx, potx, ppt, pptx, ppsx, sldx, xltx, pdf, ps, rtf, htm, html, xml, jpeg, jpg, bmp, gif, png, zip .

    The error that shows on a requisition as "The line item contains one or more invalid flields" is most likely due to the Description of the line item. If the Description on a line item is more than 240 characters, it will trigger an error to the preparer, but many times the preparer can't figure out why.

     

    To resolve: Click on the Approval Flow tab. Instead of the normal approval flow, you will see an error that says "The approval flow cannot be displayed because the Ariba system found the following error or missing fields." Below that, the line item with the description causing the error will be listed, along with a better description of the error. Here is an example: "Line Item 1, Description: Full Description can be no longer than 240 characters." The preparer must edit the description down to 240 characters or less in order to submit the request.

    Review the order in ARIBA. If the balance should not be open, you must close the purchase order (PO), which will remove the open balance from the budget.  To close Catalog and Non-Catalog POs, use the Change/Close Order Request Form.  For Blanket Purchase Orders (BPO), visit the Closing or Changing Blanket Purchase Orders page and follow the step-by-step instructions on how to close a BPO.