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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

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. 

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. 

Best Practices

Use Commodity Code 12142204 - Radioactive.

Blanket POs

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.

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. 

Commodity Codes

Use Commodity Code 12142204 - Radioactive.

Exception Ordering in Ariba

Use Commodity Code 12142204 - Radioactive.

Non-Catalog

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

A Manual Order is a Non-Catalog Order that must be manually emailed or faxed to a supplier by Procurement Services because the supplier is not ARIBA Enabled.

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.

 

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. 

Once the requisition is fully approved, the manual order will be sent within 1 to 2 business days.

An Ariba Enabled Supplier is set up for orders to be electronically transmitted as soon as the order is fully approved in eProcurement.  If a supplier is not Ariba Enabled, then the EI order must be "manually" EMAILED or faxed to the supplier by Procurement Services.

The Send PO to field appears for the line item as you are adding if the supplier you select is NOT Ariba Enabled. You will need to enter an EMAIL (preferred) or a fax number into the Send PO To field for the supplier that specifies where the order should be sent. This is called a Manual Order. Procurement Services will email a PDF of the EI order and any attachments that have been marked as Visible to Supplier to the email address you provide. You (the preparer) and the requester (if you submit this on behalf of someone else) will be copied on the EMAIL from Procurement Services. It is very important that the EMAIL/fax information in the Send PO To field be valid. A bad email address or fax number can cause delays in processing your order.

You will only notice a change if you have been placing “manual” Non-Catalog orders in eProcurement to a supplier who becomes Ariba Enabled. If you primarily place orders using eProcurement catalog suppliers (either Punchout or Hosted), nothing will change because these suppliers have always been Ariba-Enabled.

When a supplier with whom you have placed manual Non-Catalog Orders becomes enabled, you will notice:

  • The Send PO To field will no longer appear.
  • Once fully approved, the order will be sent electronically to the supplier to be filled.
  • PS will no longer email the order to the supplier.
  • To see the status of the order, you can view the History tab of your order in eProcurement.

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. For Non-Catalog Orders to Ariba Enabled Suppliers unless you are also attaching a quote, we recommend that you discontinue the use of “comments visible to supplier” to request a confirmation for the order. The reason is that any comments marked “visible” for Ariba Enabled suppliers will result in the order being put into an exception queue and could result in a delay.

If using email, you can take the copy of the message you received from eProcure@uw.edu when the order was sent to the supplier and forward it to the correct email address. In eProcurement, add a comment to the EI stating that you sent the order again and include email address of where you resent it. If the order was faxed, search for the EI using the eProcurement search feature. Open the EI and click the Print button to get an HTML version of the order. Print the order and fax it along with any quotes to the correct address. Add a comment to the EI stating that you sent the order again and include the corrected fax number.