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Ariba

I was just added as a Central Receiver for ARIBA in ASTRA. When will I be able to receive invoices?

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.

What is an "Exception Item?"

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

Who is put on the approval graph for Non-Catalog Orders or BPOs?

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. 

How do I set up a default budget number or default delivery address in ARIBA?

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.
How do I change my email notification preferences for ARIBA?

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

What if I find an Open Balance that should not be on my budget?

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.  

I need help with a subaward Blanket Purchase Order (BPO).

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

How do I change the budget number for my Catalog and Non-Catalog PO in ARIBA?

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.

Can I search for invoices that have been rejected?

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.

Ariba Network

How does a supplier attach a document or .pdf copy to an invoice in their ARIBA Network account?

The supplier can attach a copy of the invoice, or any other necessary documents, to the ARIBA network invoice when creating the invoice, before the invoice is submitted.

The instructions for where to correctly attach the .pdf copy to the Network invoice are on the ARIBA Network Supplier BPO Invoicing Reference Guide Document, beginning on page 5, which is posted here: https://f2.washington.edu/fm/ps/AribaBlanketPurchaseOrders/bporeceivingsuppliers

 

Here are the steps:

 

1. Click the Add to Header button and then click on the link for Attachment from the drop-down menu.

 

 

2. The Attachment section will appear above the line items on the BPO. The supplier will click Browse to locate the document, select the file and then click the Add Attachment button.

 

 

3. After the document is attached at the Header, the attachment will be visible at the very bottom of the invoice screen, under the Tax Summary and Invoice Summary.

What is the ARIBA Network?

The ARIBA Network is a network of over 1 million suppliers that provides a connection point for buyers and suppliers through ARIBA. Suppliers register on the Network, configure their accounts, and store product and service content there
Through the ARIBA Network, suppliers can electronically receive Purchase Orders from their customers and send customers invoices for those POs.

For UW suppliers, first a supplier has to register with the University by completing the Supplier Registration Form: http://f2.washington.edu/fm/ps/supplier-information/registration

Once registered, Vendor Control will work with the supplier to enable the supplier on the ARIBA Network and transact electronically with the University.

More comprehensive information on what suppliers need is on the Procurement Services website on the ARIBA Network webpage: http://f2.washington.edu/fm/ps/supplier-information/ariba-network

Can a supplier send an ARIBA invoice that includes a discount?

Yes! Suppliers can apply discounts on an ARIBA PO or BPO invoice.

The supplier must include the discount amount on the invoice as part of the Header Charges. The header charge area is used for discounts, tax, shipping and handling. ARIBA Network Suppliers can find this area when they are submitting the invoice by clicking the Add to Header option and selecting Discount.

Note: A discount may not be invoiced as the only charge on the invoice. The supplier must apply the discount when invoicing for line items on the purchase order. If a supplier attempts to apply a discount on an invoice and no line items are included on the invoice, the payment will fail when the system attempts to process it and the department will not see the savings applied to their order.

Is it mandatory to become part of the ARIBA Network to submit POs and invoices to the University of Washington, or may we opt out?

With a vision to make the procurement process as paperless and efficient as possible, the University of Washington has transitioned to the ARIBA eCommerce platform for its procurement transactions. We would like to continue our relationships with our valued UW suppliers, and need their cooperation and willingness to accept this new procure-to-pay process by responding to all requested steps from ARIBA in a timely manner.

What does "Supplier Enablement" or "ARIBA Enablement" mean?

"Supplier Enablement" or "ARIBA Enablement" are Procurement Services terms encompassing the process of getting UW suppliers transacting on the ARIBA Network. The process involves Procurement Services buyers, the ARIBA team and Vendor Control at different stages of the process.

The ARIBA Network is an eCommerce network for suppliers to receive UW purchase orders, create and transmit invoices electronically to the University and discover other customer opportunities. For more information about the ARIBA Network, see: http://f2.washington.edu/fm/ps/supplier-information/ariba-network

What do I do if my supplier is not registered on the ARIBA network?

Please submit information about the supplier to us using the ARIBA Network Registration Request webform located at http://f2.washington.edu/fm/ps/supplier-information/ariba-network

ASTRA

How do I get access to ARIBA?

The person in your department who is set up with "authorizer" access can create access in ASTRA for any potential user. Information about how to setup access is available on the Astra - Authorizations.

Best Practices

What do I do when I find a duplicate payment?

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.

Can my department purchase (XYZ) from eBay using our Procard?

Procurement Services discourages purchases from eBay. When considering an eBay purchase, it is important to remember that you have no recourse if the item is received damaged or not in working condition, except eBay’s moderation between you and the seller. There is no guarantee in such a case that your money will ever be refunded. Also, many times these items come as is with no warranty. If the item breaks or stops working, your department is either out the money you paid or now looking for someone to fix it for an additional cost.

Departments should heavily consider the risks prior to making such purchases. One additional thought to consider is whether an item is applicable for M&E tax exemption and equipment tagging. If so, you would not be able to claim the M&E tax exemption if purchased through eBay.

eBay does not accept purchase orders. This is because when you buy on eBay, you buy from individual sellers, not from eBay. The individual sellers will invoice you and payment will be made via credit card, in most cases prior to the item being delivered.

My supplier's quote included a discount. How do I set up my BPO?

If a supplier includes a discount on your quote, this does not change the Maximum Amount of your BPO. The BPO must be set up for the pre-discount amount. Make sure to set the Maximum for the line item and the Maximim Limit on the Summary of the BPO for the pre-discounted (full price) amount.

The supplier must include the discount amount on the invoice as part of the Header Charges when the invoice is submitted. The header charge area is used for discounts, tax, shipping and handling. When receiving, you must receive for the full amount of the line item price as well. The header discount will be applied and the payment will be issued for the amount minus the discount.

If a rush (overnight) shipment is required from an ARIBA vendor, what is the procedure?

Telephone the vendor contacts listed to confirm the product can be rushed. The vendor will be able to process the order in ARIBA or the department might have to use their ProCard for the rush order.

How can I turn on enhanced accessibility in ARIBA for users that are visually impaired?

You may authorize the user to have enhanced accessibility. This role provides two links on the top left corner that help navigation and a scroll on lists rather than pages.

If you have the enhanced accessibility role:

  • There will be page numbers in the upper right hand corner of the content areas (i.e., My Documents, To Do, etc.) and Search Results so that you can easily navigate through long lists by selecting specific page numbers.
  • When creating ARIBA transactions  that require multiple steps (Blanket Purchase Orders, Non-PO Invoices, Payments to Individuals, and eReimbursements), the numbered hyperlinks in the the left hand navigation panel are disabled and you will need to use the ARIBA PREV and NEXT buttons to navigate through the steps.

To authorize the user to have enhanced accessibility:

  1. Log onto ASTRA
  2. Choose ARIBA Admin as the application
  3. Select enhanced accessibility under role
  4. Click ok proceed to cart
How do I get a ProCard?

Please review the information for How to Apply on the Procard webpage. Note that your administrator will be contacted to substantiate the validity of the applicant and provide information on the purchasing coordinator for your department. Once approved, you will be contacted to pick up your card. 

What is the preferred method for purchasing goods or services?

The chart below highlights the top recommended buying methods.  Click on any of these titles to be redirected to a webpage that provides more information about these methods.

  1. ARIBA Catalog Orders
  2. ARIBA Non-Catalog Orders
  3. ARIBA NonPO Invoice
  4. ProCurement Card
When is an invoice voucher required?

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

I can't find a good match for a commodity code? What should I do?

As best practice, we recommend that you do not try to get too detailed. For example, the Commodity Code of Computer Equipment and Accessories is sufficient for ordering items such as a keyboard or a mouse. You don't have to find the exact code for a keyboard. Please visit the Commodity Code page for further information: Commodity Codes. If you are still having difficulty in finding a commodity code, then email pcshelp@uw.edu for assistance.