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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

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.

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 .

To ensure successful submission of a new or revised Contract Request (CR) when you encounter the "Limit Type Conflict" error message, please follow the instructions below.

Error Message:

You have encountered a 'Limit Type Conflict' while submitting your Contract Request.  Please contact Procurement Customer Service for assistance.

Solution:

  1. Go to the CR's Pricing Terms section.
  2. Edit the first line item listed under Materials and Services.
  3. Under the Limits section, in the Set Item Limits dropdown menu, choose the limit type you do not want submitted:
    1. Choose Quantity, if your current choice is set to Amount.
    2.  Choose Amount, if your current choice is set to Quantity.
  4. In the Maximum Quantity or Maximum Amount field, enter 0 (zero).
  5. At the lower right-hand corner of the page, click OK.  You will receive an error message.
  6. Return to the Limits section.
  7. In the Set Item Limits dropdown menu, choose the limit type you want submitted.  Or:
    1. Choose Amount, if you chose Quantity in step 3.
    2. Choose Quantity, if you chose Amount in step 3.
  8. In the Maximum Quantity or Maximum Amount field, type the amount or quantity you'd originally entered.
  9. Click OK.
  10. Repeat steps 1 – 9, if you have multiple line items.
  11. Return to the CR's Summary section.
  12. On the upper right-hand corner of the Summary section, click the Submit button.

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. 

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.

Best Practices

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.

Use Commodity Code 12142204 - Radioactive.

Blanket POs

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.

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.

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.

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 .

To ensure successful submission of a new or revised Contract Request (CR) when you encounter the "Limit Type Conflict" error message, please follow the instructions below.

Error Message:

You have encountered a 'Limit Type Conflict' while submitting your Contract Request.  Please contact Procurement Customer Service for assistance.

Solution:

  1. Go to the CR's Pricing Terms section.
  2. Edit the first line item listed under Materials and Services.
  3. Under the Limits section, in the Set Item Limits dropdown menu, choose the limit type you do not want submitted:
    1. Choose Quantity, if your current choice is set to Amount.
    2.  Choose Amount, if your current choice is set to Quantity.
  4. In the Maximum Quantity or Maximum Amount field, enter 0 (zero).
  5. At the lower right-hand corner of the page, click OK.  You will receive an error message.
  6. Return to the Limits section.
  7. In the Set Item Limits dropdown menu, choose the limit type you want submitted.  Or:
    1. Choose Amount, if you chose Quantity in step 3.
    2. Choose Quantity, if you chose Amount in step 3.
  8. In the Maximum Quantity or Maximum Amount field, type the amount or quantity you'd originally entered.
  9. Click OK.
  10. Repeat steps 1 – 9, if you have multiple line items.
  11. Return to the CR's Summary section.
  12. On the upper right-hand corner of the Summary section, click the Submit button.

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.

Use Commodity Code 12142204 - Radioactive.

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.

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.

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.

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.

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. 

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:

 

 

If you click the Change button on a BPO and then

  • Exit and Save without finishing the changes, or
  • Close the browser window without exiting or logging off (not recommended)

the new version of the CR is saved in the Composing status. The system removes the Change button from the BPO because a new version of the CR already exists. The Change button will not reappear on the CR or the BPO until

  • The changes are completed, submitted and approved so that there is a new version of the BPO as well. Or,
  • The new version is deleted if you did not intend to make the changes.

To finish making the changes and submit them for approval:

  • Search for the new version of the CR by using the eProcurement Search.  Be sure to search for the Contract Request (CR), not the Contract (BPO).
  • When you locate the new version that is in the Composing status, click on the CR ID or the Title to open it up.
  • Click the Edit button.
  • Finish making your changes.
  • Click Submit.
  • The changes will need to be fully approved through the eProcurement system approval process
  • Once the changes are fully approved, the updated version of the BPO is sent to the supplier and the Change button will be visible again.

To delete the new version:

  • Search for the new version of the CR by using the eProcurement Search.  Be sure to search for the Contract Request (CR), not the Contract (BPO).
  • When you locate the new version that is in the Composing status, click on the CR ID or the Title to open it up.
  • Click the Undo Change button.
  • After you undo the changes, the Change button should be visible again. When you click the Back link in eProcurement, the old Search Results will still have the Composing version. Click the Search button again, and the new results will only display the current (unchanged) version.
  • For a step-by-step guide that includes screen captures on how to do this, refer to: /fm/ps/sites/default/files/training-and-events/how-to-guides/LostChangeButton.pdf