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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

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.

No. The preparers/requesters of the order should verify that pricing is correct before submitting the order and that the Non-Catalog Order is compliant with the intended use, i.e. no items from the exceptions list, etc. Procurement Services is just performing the task of acting as a "substitute" for electronic ordering that is performed automatically for Ariba Enabled suppliers. There is a separate, internal spot-audit process in place that monitors Non-Catalog Orders to determine if there are violations of UW Procurement Policies, such as ordering items that are on the Exceptions list.

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. 

Best Practices

Use Commodity Code 12142204 - Radioactive.

Blanket POs

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. 

Use Commodity Code 12142204 - Radioactive.

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.

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.

Commodity Codes

Use Commodity Code 12142204 - Radioactive.

Exception Ordering in Ariba

Use Commodity Code 12142204 - Radioactive.

Non-Catalog

  • If you have questions regarding changes to a current order, please contact pcshelp@uw.edu.
  • If the supplier requires an amended purchase order with the correct pricing, then you must:
    • Use the Copy feature of eprocurement to make a new copy of the requisition.
    • Include the new pricing on the new requisition.
    • Include a Visible to Supplier comment on the new requisition indicating this is a replacement order (reference the original EI number).
    • On the original incorrect EI purchase order, add a note in the Comments - Entire Direct Order area stating that this order is superseded by the new requisition.

Use Commodity Code 12142204 - Radioactive.

Yes. As long as the supplier is a UW-registered supplier, use whichever method you prefer.

You need to contact the vendor and arrange for returning the item. If a payment has already been made, you need request a refund. Often times the vendor will issue a RMA (Return Merchandise Authorization) or RGA (Return Goods Authorization) number to indicate their approval of the return.  User should request this number from the vendor if it is part of Vendor’s return policy, and reference this number on the shipping label and other related correspondence.

As of November 10, 2014, Non-Catalog Ordering does not require that a user pass an online knowledge assessment.

Check the Supplier Search Report in the BI Portal to determine if the supplier is registered in the vendor database. 

Currently, ARIBA does not have a cancelation feature. Therefore, you need to contract the vendor and request that the order be canceled. Then use the Add Comment button on the order to note that you contacted the vendor and confirmed cancelation.

Using Mass Edit with a Catalog Purchase order (both punch-out and hosted), and a Non-Catalog Purchase Order, the system defaults to percentage when you use the split accounting function.  You can edit each individual line item by Amount, Percentage or Quantity.

 

The supplier must be a UW-registered supplier and available in ARIBA. Optionally, you can contact pcshelp@uw.edu to determine their status. Suppliers must also sign up for an electronic payment method to receive payment from the UW.

If they are not registered, then contact the supplier to let them know they need to fill out the supplier registration form. Typically, it will take 3 to 5 business days  to process. For more information on supplier registration, please visit the Supplier Registration Portal

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. 

The Send PO to field appears if the supplier is NOT Ariba Enabled. Ariba Enabled suppliers are already set up to receive orders electronically. If the supplier is not Ariba Enabled, then you need to provide an EMAIL (preferred) or a fax number for the supplier that specifies where the order should be sent. The Send PO to field is where you enter this information. It is very important that the information be valid. A bad email address or fax number can cause delays in processing your order.

Yes. Click the Add Attachment button (scroll down to the bottom of the "Summary" screen to locate it), use the Browse button to locate the quote file, and select the Visible to Supplier option. Add attachments just once on the "Summary" screen. Do not add attachments on the "Line Items Details" screen.