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Biennium Close

  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) 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.

General Payment Information for the 2013-2015 Biennium

The PAS system processes vendor payments every night except for 7/7/2015, which is the FAS biennium crossover. The PAS system cannot issue payments for new-biennium invoices before the FAS biennium crossover

Please Note: PAS vendor payments include printed vendor checks as well as ACH and bankcard payments

DATES OF PAS VENDOR PAYMENTS  (July 2015)

July 1st - 6th Vendor payments dated July 1st - 6th are only for the PRIOR biennium (2013-2015)
 
July 7th

PAS system will be down and unavailable from about 6pm on the evening on July 7th

(FAS biennium crossover occurs)

July 8th

No vendor payments issued today. No special payment requests can be accepted or processed.

The new Biennium is now set as 2013-2015

July 9th
 
First date for posting new-biennium PAS transactions to FAS
 
July 27th
until the next
FAS biennium crossover
in July 2017
PAS vendor payments only available for NEW biennium (2015-2017)

 

Invoice payment status can be found on the Requisition Inquiry screen. Email pcshelp@u.washington.edu for assistance. 

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.

It is the department's responsibility to determine whether there actually are pending charges on the requisition and to take appropriate action. If there are pending charges on the requisition, it should remain open for those postings. If there are no charges coming through, the department should request liquidation of the encumbrance.

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.

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.

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

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.

To determine the status of your ARIBA order (Catalog, Non-Catalog, or BPO), go through the following steps:

  1. Find your order in ARIBA
  2. Click on the Invoices tab
  3. Click on the linked Invoice ID number
  4. Click on the Reconciliation tab
  5. Next to the IR number, review the Status

Available status list:

Status Information
Reconciling Invoice requires review before payment can be made
Reconciled Invoice reviewed and ready for payment
Rejected Invoice has been rejected
Paying Invoice approved for payment and uploaded to payment fil

6. To view more information, click on the linked Reconciliation ID number

  • View Comments and any Exceptions

 

If you are the Contact, the Preparer, or have Edit Access on a BPO, you can change the Contact by following these steps:

  1. Go into each BPO and click the Change button.
  2. On the Summary section (#8 on the left menu), click the drop down menu for Contact
  3. Select Search for More, then look up the name of the person you wish to be the Contact
  4. Click Select by the person's name
  5. When you return to the Summary page, you should see the person listed as the Contact. Click Submit

Be aware that this change will require the order to go back through the Approval Flow and will add a new version to the end of the Contract Request and BPO. (Ex: BPO50 will become BPO50-v2)

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

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. 

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.

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.

If you receive the "404 - File or directory not found" notice when attempting to open the attached invoice copy on a BPO invoice, view the name of the file you are trying to open. If there are any special characters in the name, such as the plus sign in "NIH Option B+ Invoice", the system will be unable to open the document. Contact your supplier to request a new document and ask that they do not include any special characters when naming invoice files for ARIBA.

It is important to correct this as soon as possible, because the BPO is now Closed and subsequent invoices will not release to be paid.

To correct this, you must:

  1. Change the BPO and add a 1 cent ($0.01) to BOTH:
    1. The Maximum Limit in the Limits section, and
    2. The Maximum Limit on the Line Item in the Pricing Terms section.
    3. In this example, you would change the Maximum Limits to on the BPO and Line Item to $1000.01
  2. Submit the changes.
  3. The CR will need to be fully approved again by all of the original approvers.
  4. When the new version of the BPO is available in the Open status
    1. Create another receipt for negative amount that is equal to the Maximum BPO amount MINUS the amount that has already been received. (In the example below, you would receive -$900.00.)

Example: My BPO is for a Maximum Limit of $1,000.00. An invoice with a line item dollar amount of $100.00 came in for my BPO. When I did the receiving, I received all $1,000.00 instead of the $100.  The invoice that had the $100.00 line item amount was paid, which is OK. However, the Receive button is no longer visible on the BPO. I need to get the Receive button back and fix my BPO so it still has $900.00 left on it.

  1. If you received full amount for a BPO with a Maximum Limit of $1,000.00, you would change the Maximum Limit on the BPO and Line Item to $1,000.01.
  2. Submit the changes and allow all approvers to re-approve.
  3. When the new version of the BPO is available in the Open status, create your negative receipt for the amount you over-received. In this example, you would receive -$900.00.

For a detailed, step-by-step guide and examples, refer to the Troubleshooting section of the Receiving webpage.

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 .

Once suppliers submit their invoices, they cannot attach documents to them. If an eInvoice is received against a BPO and a PDF is not attached, you can request a copy of the PDF from the supplier and attach it to the eInvoice. Link to receiving instructions: http://f2.washington.edu/fm/ps/AribaBlanketPurchaseOrders/bporeceivingde...