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Ariba

Visit the Receiving section of the Blanket Purchase Orders page, for guidance.

To learn more about the Receiving functionality in ARIBA, visit the receiving page.

 

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.

Occasionally users will attempt to log into ARIBA too many times with incorrect information. When this happens, you will see the screenshot below, which includes the message "Maximum login attempts exceeded. Account for user [UWNetID] has been disabled. Contact your administrator for assistance."

To have your account unlocked:

  1. Take a screenshot of the lockout page
  2. In an email, attach the screenshot and request for your account to be unlocked.  Include your Name and UW NetID
  3. Subject Line of the email must be:  ARIBA Lockout
  4. Send the email to: PCSHelp@uw.edu

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.

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 .

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.

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.

If you submitted a duplicate receipt in ARIBA that you do not want to keep, you can submit a new receipt to reverse it.

First, have the Approver approve the receipt submitted in error.

Second, you will create another receipt-

  • If you created the first receipt by amount, create the second receipt as a negative amount
  • If you created the first receipt by quantity, create the second receipt as a negative quantity

Have this receipt approved as well. Doing so will zero out the amount of the first receipt submitted in error.

Questions? Contact PCS Help at pcshelp@uw.edu or 206-543-4500.

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 are a Watcher or another person has approved an order or invoice, you can remove the item from your To Do list by archiving the item. To archive approval requests:

  1. On the bottom right corner of the To Do box, click View More
  2. On the Approval Requests page that comes up, select the Approval Request(s) that you want to remove
  3. Click Archive to Label. You can archive to the default label of Archive Items, or you can assign a different label

In some cases, your To Do content might contain documents that you are no longer responsible for. (For example, if a document was assigned to you based on your org code and you are no longer with that department) The document might remain in your To Do column. You can clean up the To Do content item to remove these documents. To clean up: 

  1. On the bottom right corner of the To Do box, click View More
  2. On the Approval Requests page that comes up, click Clean Up

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.

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.

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.

Central Office has strict rules about what can be verified as appropriate charges on a budget. Because we can’t verify what is and is not allowable on budgets (nor should we since they are not our budgets), we can only make budget changes to and from the same budget type. However, you as the department know what is allowable and can create an expense transfer in MyFD once the invoice posts to change it to whatever budget you deem appropriate. 

The current size limit is 4 MB for attachments in ARIBA (Catalog, Non-Catalog, BPO, Non-PO Invoice, etc.)

The following document types may be attached in ARIBA:

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

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.

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

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.

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.

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.

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.

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.

In ARIBA, the supplier should enter the freight or shipping charges at the Header level and any applicable sales tax. They must then select one of the lines on the PO and either enter a quantity or an amount of 0. This will allow the invoice to process through ARIBA with just shipping.

 

If a supplier is crediting only tax or freight, then the supplier would need to enter the tax or freight as a negative amount.