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Ariba

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.

If you cannot select or find your preferred supplier, please visit the ARIBA Buying Portal. There are links to common questions and requests in its Help section.

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.

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.

 

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.

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

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 .

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.

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.

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.

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

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

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 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.

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

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

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.

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.

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

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

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

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.