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AP Process

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.

When Invoice Reconciliation has started in ARIBA (an IR is available on the Reconciliation tab), the Payments tab will show up as well.

  • On the day the invoice status changes from Reconciling to Reconciled, the Approved Amount of the invoice will show on the Payments tab.
  • The following day, more payment information will begin showing up in the ARIBA Payments tab, like the Doc Seq Invoice No. (DSI number) and Invoice Status, followed by the Scheduled Pay Date and the Check Number, and finally with the Check Date, which is the date the payment is issued.
    • Funds availability for ePayables is indicated by receipt of the Remittance Advice document the supplier will receive when funds are available on the card.
    • Funds availability for ACH payments is based on the supplier's bank's posting procedures.
  • The Check Clear Date will show when the information is available, and also depends on processing by the supplier and payment type (paper checks may take 30 days or more to update).

Note: This is the best-case scenario, assuming there are no errors (such as a closed budget number) that would prevent the payment from being processed.

Approval

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. 

Ariba

When Invoice Reconciliation has started in ARIBA (an IR is available on the Reconciliation tab), the Payments tab will show up as well.

  • On the day the invoice status changes from Reconciling to Reconciled, the Approved Amount of the invoice will show on the Payments tab.
  • The following day, more payment information will begin showing up in the ARIBA Payments tab, like the Doc Seq Invoice No. (DSI number) and Invoice Status, followed by the Scheduled Pay Date and the Check Number, and finally with the Check Date, which is the date the payment is issued.
    • Funds availability for ePayables is indicated by receipt of the Remittance Advice document the supplier will receive when funds are available on the card.
    • Funds availability for ACH payments is based on the supplier's bank's posting procedures.
  • The Check Clear Date will show when the information is available, and also depends on processing by the supplier and payment type (paper checks may take 30 days or more to update).

Note: This is the best-case scenario, assuming there are no errors (such as a closed budget number) that would prevent the payment from being processed.

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. 

The denial in Ariba will be accompanied by a comment giving instructions on how to move forward. Once you have completed those steps outlined in the comment, Edit the requisition and Submit. 

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

Yes, you can use ARIBA BPO for M&E orders

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.

Search for Contracts, and enter the BPO reference number (BPOxxx) in the Contract ID field.
 
For Contract Requests (BPOs that have not yet been approved), search for Contract Requests and enter the CR reference number. in the Contract Request ID field.

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.

For all OSP BPOs, the default codes cannot be anything other than 03-62 (subcontract).

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

If you cannot select or find your preferred supplier, please visit the ARIBA Buying Portal. There are links to common questions and requests in its Help section.

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.

Visit the Receiving section of the Blanket Purchase Orders page, for guidance.

To learn more about the Receiving functionality in ARIBA, visit the receiving page.

 

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.

Occasionally users will attempt to log into ARIBA too many times with incorrect information. When this happens, you will see the screenshot below, which includes the message "Maximum login attempts exceeded. Account for user [UWNetID] has been disabled. Contact your administrator for assistance."

To have your account unlocked:

  1. Take a screenshot of the lockout page
  2. In an email, attach the screenshot and request for your account to be unlocked.  Include your Name and UW NetID
  3. Subject Line of the email must be:  ARIBA Lockout
  4. Send the email to: PCSHelp@uw.edu

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

If you submitted a duplicate receipt in ARIBA that you do not want to keep, you can submit a new receipt to reverse it.

First, have the Approver approve the receipt submitted in error.

Second, you will create another receipt-

  • If you created the first receipt by amount, create the second receipt as a negative amount
  • If you created the first receipt by quantity, create the second receipt as a negative quantity

Have this receipt approved as well. Doing so will zero out the amount of the first receipt submitted in error.

Questions? Contact PCS Help at pcshelp@uw.edu or 206-543-4500.

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.  

If you are a Watcher or another person has approved an order or invoice, you can remove the item from your To Do list by archiving the item. To archive approval requests:

  1. On the bottom right corner of the To Do box, click View More
  2. On the Approval Requests page that comes up, select the Approval Request(s) that you want to remove
  3. Click Archive to Label. You can archive to the default label of Archive Items, or you can assign a different label

In some cases, your To Do content might contain documents that you are no longer responsible for. (For example, if a document was assigned to you based on your org code and you are no longer with that department) The document might remain in your To Do column. You can clean up the To Do content item to remove these documents. To clean up: 

  1. On the bottom right corner of the To Do box, click View More
  2. On the Approval Requests page that comes up, click Clean Up