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Biennium Close

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.

Encumbrances are liquidated by submitting an email request to saf@u.washington.edu.

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.

Blanket POs

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.

In general, the received amounts will result in the oldest invoice being reconciled and paid first. 

Below is a screen capture of the types of time-stamps described above.  Note that all of the invoices arrived around 1:25 PM:

To ensure that funds are released appropriately for all invoices which are created on the same day, it is important to follow the steps outlined below:

Before receiving, you should carefully review the values of under the Date/Time Created column for invoices that have arrived together for a BPO on the same date:

  1. Review the details of each specific invoice for the BPO.

  2. If there are any incorrect invoices, then you need to submit the BPO Invoice Reject Request (http://f2.washington.edu/fm/ps/bpo-rejects) form for each incorrect invoice. (Note: DO NOT reject the correct invoices).

    a.  If you have submitted a BPO Invoice Reject Request, you must wait to hear back from
        Procurement Services that the rejection has completed for the BPO before you do any
        receiving for the BPO. 

    b.  After all invoice rejections for the BPO are complete, you can proceed to receive the
         appropriate dollar amounts for each of the correct invoices, oldest to newest.

  3. If all invoices are correct and should be reconciled and paid, proceed to receive the appropriate dollar amounts for each of the correct invoices, oldest to newest.

To ensure successful submission of a new or revised Contract Request (CR) when you encounter the "Limit Type Conflict" error message, please follow the instructions below.

Error Message:

You have encountered a 'Limit Type Conflict' while submitting your Contract Request.  Please contact Procurement Customer Service for assistance.

Solution:

  1. Go to the CR's Pricing Terms section.
  2. Edit the first line item listed under Materials and Services.
  3. Under the Limits section, in the Set Item Limits dropdown menu, choose the limit type you do not want submitted:
    1. Choose Quantity, if your current choice is set to Amount.
    2.  Choose Amount, if your current choice is set to Quantity.
  4. In the Maximum Quantity or Maximum Amount field, enter 0 (zero).
  5. At the lower right-hand corner of the page, click OK.  You will receive an error message.
  6. Return to the Limits section.
  7. In the Set Item Limits dropdown menu, choose the limit type you want submitted.  Or:
    1. Choose Amount, if you chose Quantity in step 3.
    2. Choose Quantity, if you chose Amount in step 3.
  8. In the Maximum Quantity or Maximum Amount field, type the amount or quantity you'd originally entered.
  9. Click OK.
  10. Repeat steps 1 – 9, if you have multiple line items.
  11. Return to the CR's Summary section.
  12. On the upper right-hand corner of the Summary section, click the Submit button.

This happens if you accidentally click on the Invoice Button instead of the Invoice Tab when you receive, and then you click on Exit, and then click the Save link (instead of Delete). You now have an invoice listed on the BPO Invoices tab with a 0 dollar amount. The screen capture below illustrates how this looks. INV3435 for $0.00 is in the Composing Status:

To remove the $0.00 invoice:

1.  Note the ID of the $0.00 invoice you want to delete.

2.  Click on the Invoicing Tab that is at the top of the page, immediately below the Ariba Spend Management header:

3.  The Invoicing Dashboard will be displayed. Click on the View List link located in the lower right hand corner of My Documents and select Invoice:

4.  Locate the ID of invoice you noted above. Click the checkbox next to it and then click Delete:

 

 

It is important to fix this as soon as possible, because the BPO is now fully received 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. See example below.
  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 you over-received.
    2. See example below.

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.

Use Commodity Code 12142204 - Radioactive.

Select the checkbox next to the Line Item you want to split and click Edit. Once the line item detail is displayed, scroll down and click on Split Accounting. A new page will appear allowing you to add a second budget. Just below the item description and above Add Split and Update buttons, you will see a drop down menu that says Split By. Here you can choose percentage, amount or quantity.

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.

Payment information is available on the Payments tab for invoice payments processed for:

  • BPO
  • PO (both Catalog and Non-Catalog POs)
  • Non-PO Invoice

To find the status of an invoice payment, follow the steps on our webpage regarding Payment Terms, Timelines and Delays.

Some payment information is not available in the Payments tab. Those are payments processed for:

  • eReimbursement
  • Payments to Individuals (P2I)
  • Foreign Suppliers (including wire payments)
  • eTravel

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. 

For visual instructions and guidance, please visit the Changing Preferences in ARIBA eLearning in our Tutorials 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 “Other document types”.
  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, you can set the following:

screen shot of the NonPO Invoice process to set up email notifications

7. When you are finished making your selections, click Save to save your changes.