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Blanket POs

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

 

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.

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 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.

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.

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 .

Budgets

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. 

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.

Check Requests

To inquire about the status of your check, please contact Procurement Customer Services at 206-543-4500 or email them at pcshelp@uw.edu.

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

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.

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.

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. 

 

To inquire about the status of your check, please contact Procurement Customer Services at 206-543-4500 or email them at pcshelp@uw.edu.

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.

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. 

Contract Compliance

No.

If the supplier is listed in the grant, the solicitation process is not needed. When creating the requisition or contract request in Ariba, select "supplier named in grant (non-federal)" or "supplier named in federal grant" when answering how the supplier was selected. Then attach the grant page that reference the supplier's name.

Contract Management

The University of Washington's General Terms and Conditions may be found under the Suppliers tab under "Terms & Conditions". 

Please see your UW contract for specific billing and payment terms and additional information.

Contracts

Visit our Contracts page for guidance on how to get Contracts reviewed by Purchasing.