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Blanket POs

Use Commodity Code 12142204 - Radioactive.

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.

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...

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.

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.

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

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.

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.

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 .

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.

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:

 

 

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

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

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.

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. 

 

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.

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 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.

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.