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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.  

Once you click on Split Accounting, a new page will appear allowing you to add a second budget. To the right of the Add Items tab, you’ll see a drop down menu that says "Split By:" where you can choose percentage, amount or quantity.

To ensure successful submission of a new or revised Contract Request (CR) when you encounter the "Limit Type Conflict" error message, please follow the instructions below.

Error Message:

You have encountered a 'Limit Type Conflict' while submitting your Contract Request.  Please contact Procurement Customer Service for assistance.

Solution:

  1. Go to the CR's Pricing Terms section.
  2. Edit the first line item listed under Materials and Services.
  3. Under the Limits section, in the Set Item Limits dropdown menu, choose the limit type you do not want submitted:
    1. Choose Quantity, if your current choice is set to Amount.
    2.  Choose Amount, if your current choice is set to Quantity.
  4. In the Maximum Quantity or Maximum Amount field, enter 0 (zero).
  5. At the lower right-hand corner of the page, click OK.  You will receive an error message.
  6. Return to the Limits section.
  7. In the Set Item Limits dropdown menu, choose the limit type you want submitted.  Or:
    1. Choose Amount, if you chose Quantity in step 3.
    2. Choose Quantity, if you chose Amount in step 3.
  8. In the Maximum Quantity or Maximum Amount field, type the amount or quantity you'd originally entered.
  9. Click OK.
  10. Repeat steps 1 – 9, if you have multiple line items.
  11. Return to the CR's Summary section.
  12. On the upper right-hand corner of the Summary section, click the Submit button.

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.

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.

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.  

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

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

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

For visual instructions and guidance, please visit the Changing Preferences in ARIBA eLearning on our Independent Study section. 

 

  1. Select Preferences from the command bar.
  2. Select Change your profile from the options provided.
  3. Click on the link for Step 2 Account/Ship in the left panel.
  4. To set a default Budget Number, click the down arrow to the right of the Budget Number field and select “Search for more…”.
  5. Enter the Budget Number (with no dashes) in the search field and click Search. (Alternatively, you can click the down arrow on the field to select Name if you prefer to search by the name of the budget.)
  6. Click the Select button to choose the default Budget Number.
  7. To set a default Ship To, click the down arrow to the right of the Ship To field and select “Search for more…”.
  8. Enter part of the address (e.g., street name or address number) into the search field and click Search.
  9. Click the Select button for the address you wish to set as your default shipping location.
  10. Click Next.
  11. Type in an option internal comment.
  12. Click Next.
  13. Click Next.
  14. Click Submit to submit the change. Note: There is no approval required for this change.
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.

The denial in Ariba will be accompanied by a comment giving instructions on how to move forward. Once you have completed those steps outlined in the comment, Edit the requisition and Submit. 

For visual instructions and guidance, please visit the Changing Preferences in Ariba eLearning on our Independent Study section. 

 

To set-up frequency of email notifications:

  1. Login to ARIBA
  2. Select Preferences from the command bar.
  3. Select Change email notification preferences from the options provided.
  4. Click on the drop down arrow to the right of the Edit preferences for: field and select the document type.
  5. Under Notification method, you can choose the method based upon being an approver or watcher. Select the option you prefer. You have a choice of Send email immediately or Send email summary. Your choice specifies whether to receive each request as it is generated or receive all requests at once in a daily bath email, respectively.
  6. Under Notification frequency, set the following:

 

7.   When you are finished making your selections, make sure to click Save to save your changes

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.

If a Central Receiver is added to the organization in ASTRA, they will begin receiving notifications when a receipt is created and be able to receive on a BPO the day after the role assignment in ASTRA.

When a BPO is created, the first receipt (RCxxxxxx) is also created at that time, and the receipt is thus able to be accessed for receiving only by those that have receiving ability when that receipt was created. Since only the Preparer and Contact (Requester) have the receiving ability automatically for BPOs, these are the people who will receive on the BPO.

If a BPO is created, and later a Central Receiver is assigned in ASTRA, the Central Receiver will not have access to receipts prior to their activation date. They will only have the receiving ability for receipts created the day after the role is assigned in ASTRA.

To search for rejected invoices:

  1. Click Search in the blue command bar.
  2. Select Invoice from the drop-down.
  3. Ensure the Status field is visible in the Search Filter window. If it is not, click the Search Options link in the upper right-hand corner, and select Status.
  4. Click on the drop-down arrow for the Status field and select Rejected.
  5. Optionally, you can add other search filters such as Supplier and Invoice Date.
  6. Click Search.
  7. Rejected invoices meeting the Search filter criteria should appear in the Search Results.

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

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

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 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.

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. 

You will see a status of Rejected on the Invoices Tab of the BPO. If the status of the Invoice is Reconciled, that means that the invoice has been released for payment.

To determine the status of the BPO Invoice for invoices paid or rejected prior to the 9r2 deployment:

  1. Navigate to the invoice detail by clicking on the Invoice ID
  2. Click on the Reconciliation Tab of the invoice to see if the status is Rejected or Paying.

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.

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.