See guidance on our website: https://finance.uw.edu/ps/how-to-pay/payment-status-terms-timelines-delays

Please note that wire payment details are not included with the Payment Loop feature.

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.

No. If you wish to receive confirmation from the supplier that they received the order, then add a comment when creating the Non-Catalog requisition and state that you wish to receive confirmation. Include your contact information for where the confirmation should be sent and mark the comment as Visible to Supplier. This step does NOT apply to Non-Catalog orders for Ariba-Enabled suppliers. When an Ariba-Enabled supplier confirms order receipt on the Ariba Network, an email is sent to the preparer. You do not need to request a confirmation. 

Yes, BPO and Non-Catalog Ordering allow users to place orders with foreign suppliers.

See guidance on our website: https://finance.uw.edu/ps/how-to-pay/payment-status-terms-timelines-delays

Please note that wire payment details are not included with the Payment Loop feature.

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-PO Invoices are subject to the direct buy limit with exceptions including utilities and membership/subscriptions.

Once you click on Split Accounting, a new page will appear allowing you to add a second budget. To the right of the Add Items tab, you’ll see a drop down menu that says "Split By:" where you can choose percentage, amount or quantity.

For visual instructions and guidance, please visit the Changing Preferences in ARIBA eLearning on our Independent Study section. 

1. Select Preferences from the command bar.
2. Select Change your profile from the options provided.
3. Click on the link for Step 2 Account/Ship in the left panel.
4. To set a default Budget Number, click the down arrow to the right of the Budget Number field and select “Search for more…”.
5. Enter the Budget Number (with no dashes) in the search field and click Search. (Alternatively, you can click the down arrow on the field to select Name if you prefer to search by the name of the budget.)
6. Click the Select button to choose the default Budget Number.
7. To set a default Ship To, click the down arrow to the right of the Ship To field and select “Search for more…”.
8. Enter part of the address (e.g., street name or address number) into the search field and click Search.
9. Click the Select button for the address you wish to set as your default shipping location.
10. Click Next.
11. Type in an option internal comment.
12. Click Next.
13. Click Next.
14. Click Submit to submit the change. Note: There is no approval required for this change.

For visual instructions and guidance, please visit the Changing Preferences in Ariba eLearning on our Independent Study 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 the document type.
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, set the following:

 

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

To cancel an ARIBA purchase order, the preparer who placed the order must contact the supplier. Best practice is to add a Comment to the EI purchase order stating the order is canceled, detailing to whom you spoke, and any other pertinent information.

After canceling the order with the supplier, you must close the purchase order (PO) and remove the open balance from the budget.  To close Catalog and Non-Catalog POs, use the Change/Close Order Request Form.  For Blanket Purchase Orders (BPO), visit the Closing or Changing Blanket Purchase Orders page and follow the step-by-step instructions on how to close a BPO.