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Approval

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

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. 

The Clean Up button is used to remove items from your To Do in ARIBA list if you have been removed from an ASTRA approval role. The Clean Up button is at the upper right corner when you:

  • Select Manage > My To Do.

If you have been removed from an ASTRA approval role, clicking on the Clean Up button will remove those items that no longer require your attention.

Most Exception Items may now be ordered through ARIBA. For more information, see the Exception Item list.

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:

  • Date Attached – UW Customization
  • Date Created – ARIBA 9r2 Enhancement

In a future release of the ARIBA system, we will be removing the Date Attached customized field and keeping the ARIBA Date Created field.

Comments and attachments can be deleted while the document (requisition, Non-PO, etc.) is in Composing status. This applies to Requisitions, Expense Reports, Reimbursements, Payments to Individuals (P2I) and Non-PO Invoices. When a document is withdrawn after being submitted, the status returns to Composing, and the attachments can then be deleted. Attachments cannot be deleted if the document is in a status other than Composing.

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.  

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.  

ARIBA calculates the tax rate based on the ship-to address. If the ship-to address is in Seattle, WA, it will match the tax on the invoice to that rate.

Yes, you can use ARIBA BPO for M&E orders

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.

Yes, BPO and Non-Catalog Ordering allow users to place orders with foreign suppliers.

Standing Orders can be based on a quantity or on a dollar amount. You specify quantity or amount when you create the CR (Contract Request). BPO is the only ARIBA module designed to easily handle standing orders. It offers the ability to set start and expiration dates, variable dollar amounts (for orders based on Amount) and the ability to increase or decrease Quantity or Amount over time. Best Practice is to use BPOs for standing orders or recurring purchases.

Search for Contracts, and enter the BPO reference number (BPOxxx) in the Contract ID field.
 
For Contract Requests (BPOs that have not yet been approved), search for Contract Requests and enter the CR reference number. in the Contract Request ID field.

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.

Approximated tax and freight are included in the Tolerances field.  Make sure to account for tax and freight when calculating the Maximum Amount you want to spend with a supplier.

Please visit the Office of Sponsored Programs (OSP) webpage about outgoing subawards, which contains guidance on initiating subaward BPOs. 

No, there is only one Preparer on an ARIBA order (including catalog or non-catalog POs and BPOs). Only the person submitting the request is the Preparer.

If you need to change your budget number, budget distribution, or PCA codes on a current ARIBA Catalog or Non-Catalog order, you can do so by filling out the Change/Close Order Request form.

No, there is only one Requester on an ARIBA order (including catalog or non-catalog POs and BPOs). For POs, the person listed in the "On Behalf Of" field is the Requester. For BPOs, the person listed in the "Contact" field is the Requester.

For all OSP BPOs, the default codes cannot be anything other than 03-62 (subcontract).

If you need to change your budget number, budget distribution, or PCA codes on a current ARIBA Catalog or Non-Catalog order, you can do so by filling out the Change/Close Order Request form.  If you need to change information on a current Blanket Purchase Order, visit the Changing or Closing Blanket Purchase Orders (BPO) page for instructions.

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. 

Non-PO Invoices are subject to the direct buy limit with exceptions including utilities and membership/subscriptions.