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Best Practices

The front desk at Mailing Services is where checks can be picked up. People should only come to pick up a check after receiving a call that the check is ready. Please note, suppliers are not allowed to pick up checks. Only University of Washington employees or students working for departments may pick up checks.

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.

UW Procurement Services strongly recommends inside delivery for equipment weighing more than 100 pounds. Inside delivery includes uncrating, setting up the equipment at its intended location and removal of packaging debris. Inside delivery eliminates liability risks and is well worth the minor cost.
Here’s why:

  • It’s never a good idea to leave expensive equipment on an unsecured loading dock awaiting its final destination.
  • Employee safety: when employees try to install heavy equipment even with correct equipment, departments put themselves at risk for potential injuries to staff and L&I claims.
  • Internal delivery gives departments the ability to inspect equipment for hidden damages prior to signing the delivery receipt.
  • Inside delivery ensures the proper transfer of “chain of ownership” that makes it clear who is responsible for damage during the shipping or installation process.

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.

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.

Biennium Close

The Purchasing department has access to change biennium indicator for manual and online orders with service date. AP staff can change biennium indicator for online orders without service date.

The fiscal biennium of the state shall commence on the first day of July in each odd-numbered year and end on the thirtieth day of June of the next succeeding odd-numbered year.” RCW 1.16.020

To comply with Washington State accounting procedures for closing out the current Biennium, the University's books of account will be held open for a limited time during the month of July to record transactions processed after June 30 relating to business of the expiring fiscal period. 

Biennium close affects State (GOF) funds only.

  1. Familiarize yourself with the Biennium Close deadlines
    See the Biennium Close page for more information
     
  2. Ensure your requisitions are not held in a discrepancy status.
     
  3. Run a BPO Receiving Exception report periodically to see if there are any Blanket Purchase Orders needing to be recieved.
    Running the report weekly is a helpful “best practice” to ensure you have not missed anything that could have resulted from email system or network outages.  A reference guide on how to run this report is located at:
    http://f2.washington.edu/fm/ps/sites/default/files/training-and-events/RunningReceivingExceptionReport4BPO.pdf
     
  4. Follow up with vendors to ensure all invoices for the prior biennium period are sent to Accounts Payable for payment and recording in the proper Biennium
     
  5. Monitor your encumbrances and budget(s) on MyFinancial Desktop or the BAR.

Subawards are not subject to Biennium rules; however, invoices should be paid in the correct accounting period regardless of budget type.

Biennium budgets (i.e. GOF / DOF and self-sustaining) will, as long as the budget hasn't been closed, have their end dates automatically updated as the new biennium date starts.

RSTs, RTEs and OSETs can only be processed through the expense transfer.

Learn more at http://f2.washington.edu/fm/ps/bienniumclose-onlinetransfers

Deficit, lump sums, fabrications, end of biennium balances and revenues.

 

See the section on Online Expense Transfers above for more information. Learn more at http://f2.washington.edu/fm/ps/bienniumclose-onlinetransfers

UW’s MyFinancial. Desktop has a robust website with up to date information and frequently asked questions.  See MyFinancial.desktop or contact them at myfdhelp@u.washington.edu.

Blanket POs

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.

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.

To learn more about changing information on a BPO, visit the Changing or Closing Blanket Purchase Orders page.

If you click the Change button on a BPO and then

  • Exit and Save without finishing the changes, or
  • Close the browser window without exiting or logging off (not recommended)

the new version of the CR is saved in the Composing status. The system removes the Change button from the BPO because a new version of the CR already exists. The Change button will not reappear on the CR or the BPO until

  • The changes are completed, submitted and approved so that there is a new version of the BPO as well. Or,
  • The new version is deleted if you did not intend to make the changes.

To finish making the changes and submit them for approval:

  • Search for the new version of the CR by using the eProcurement Search.  Be sure to search for the Contract Request (CR), not the Contract (BPO).
  • When you locate the new version that is in the Composing status, click on the CR ID or the Title to open it up.
  • Click the Edit button.
  • Finish making your changes.
  • Click Submit.
  • The changes will need to be fully approved through the eProcurement system approval process
  • Once the changes are fully approved, the updated version of the BPO is sent to the supplier and the Change button will be visible again.

To delete the new version:

  • Search for the new version of the CR by using the eProcurement Search.  Be sure to search for the Contract Request (CR), not the Contract (BPO).
  • When you locate the new version that is in the Composing status, click on the CR ID or the Title to open it up.
  • Click the Undo Change button.
  • After you undo the changes, the Change button should be visible again. When you click the Back link in eProcurement, the old Search Results will still have the Composing version. Click the Search button again, and the new results will only display the current (unchanged) version.
  • For a step-by-step guide that includes screen captures on how to do this, refer to: /fm/ps/sites/default/files/training-and-events/how-to-guides/LostChangeButton.pdf

The supplier has not invoiced the UW for your order. Central Office does not monitor all open Catalog, Non-Catalog, and BPO orders to see which items are received but not invoiced for. It is the responsibility of the department creating the order to ensure that payment has been processed. Contact your supplier to request that they invoice the UW for your order. If you have questions, contact PCS Help at pcshelp@uw.edu.

For record-keeping purposes, the Preparer role cannot be changed.  If the Preparer of the BPO needs to be someone other than the user who created the original Contact Request (CR), then you need to close the original BPO and have the new Preparer login to eProcurement and create and submit a new CR.

The steps required to do this are:

  1. Contact and let the supplier know that you will close the current and create a new BPO.
  2. Close the current BPO
    • Important: If invoices have already been paid, set the Maximum Limit of the new BPO to the Reconciled Available Amount for the old BPO. The Reconciled Available Amount is on the Summary tab of the old BPO just above the Mimimum Commitment section.  Take note of this amount before you begin the closing process.
  3. Create a new BPO.  Note: The "new" Preparer will need to log into eProcurement and copy the original CR.

See Payment Loop webpage for more information on how to find the status of an invoice in Ariba.