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Blanket POs

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.

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

 

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 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.

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.

Use Commodity Code 12142204 - Radioactive.

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.

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...

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.

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.

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. 

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.

Budgets

According to the UW General Terms & Conditions (section 28), payment is not considered late if a check, warrant, or electronic transmittal notice has been mailed or issued within the time specified by the contract, or if no terms are specified, within 30 days from the date of receipt of a properly completed invoice, or goods, whichever is later.

Any late payment charges accrued on an invoice will be charged to the budget number listed on the purchase order, and subject to buyer review.

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. 

Check Requests

No. It is Procurement Services mission to reduce the amount of duplicate work and lost or misplaced check requests, increase transparency for processes, and follow the green initiative for the UW. Due to these reasons, all manual check requests that are able to go through the Ariba system should be entered into the Payments to Individuals (P2I) module.

No. Travel expenses should be paid using either eTravel or Payments to Individuals (P2I).

Checks

The ARIBA Payments tab will always show "Check" on the Transaction Details, even though our preferred method of payment is the ePayables bank card.

The "Check Number" includes a letter at the beginning which identifies the actual payment method which is typically an electronic method instead of a check. In addition, a supplier's system may take our payment number (the "Check Number") and convert it to a transaction number where the letter is replaced by a corresponding number and the remaining digits stay the same. Here is what the different Check Numbers on the Payments tab mean:

UW Check Number Letter Supplier Transaction Number Payment Type
R (Example: R094266) 52 (Example: 52094266) ePayables Card
T (Example: T163242) 51 (Example: 51163242) ACH
A (Example: A499859) 10 (Example: 10499859) Paper Check

* Note: Paper checks are printed featuring the Check Number beginning with "A." Depending on a supplier's deposit process, their bank processing may convert this to the Transaction Number where the "A" is converted to "10" as shown in the matrix above. 

 

Checks which are at least 180 days old (6 months) are considered stale. Tellers in banks will sometimes reject a check if the date is over that limit. This does not prevent a check from clearing the bank when deposited through other means than a teller.

For more information, review the Stale date webpage here.

If the refund check is sent directly to your department, simply fill out a reverse expenditure form and send it with the refund check to Accounts Payable at box 351130.

If it is a refund check for a Procard purchase, please send the reverse expenditure form and refund check to box 351120 Procard to deposit.

If the refund check was sent directly to Accounts Payable from the supplier, AP will deposit the check and process a journal voucher to move the funds back to your budget. In the even the money does not show up in your budget transactions, please contact Procurement Customer Service at 206-543-4500 or email them at pcshelp@uw.edu. Please provide the check information if you have it, or the refund amount, PO number, and supplier. We will assist in refunding the credit back to your budget.

If you fear your check has been lost or stolen, please contact Procurement Customer Service at 206-543-4500 or email them at pcshelp@uw.edu. They will review the situation with you and get the process started for reissue.

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.

Commodity Codes

Use Commodity Code 12142204 - Radioactive.

Compliance

Meals are held to the state required per diem rate. If there are any additional charges, they can be charged to a discretionary funding source only when approved by a Dean or Vice President. Keep a record of the number of attendees of the event. If the cost goes over the per diem rate, also keep a justification of why that supplier was chosen.