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Ariba

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.

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.

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.

 

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.

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.

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

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.

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

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.

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.

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.  

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.

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. 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. 

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.  

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

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. 

Ariba Network

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.

"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

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

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.

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

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.