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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. 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

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. 

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.

Commodity Codes

Exception Ordering in Ariba

Non-Catalog

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

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 there are several and you access them using the Manage drop-down from the command bar:
Non-Catalog Order Summary Report

  • Manage => Reports
  • Select Category => Orders
  • Click Next
  • Select Non-Catalog Summary
  • Click Next
  • We recommend you specify one or more suppliers and one of the date options or a custom date range.
  • Before you click Run specify whether or not you want HTML, Excel or CSV format for the output

Requisition Detail

  • Manage => Reports
  • Select Category =>Requisition
  • Click Next
  • Select Requisition Detail (about the 5th from the top)
  • Click Next
  • There is an option to specify whether or not you want to include Non-Catalog Orders. The default option is “Either” to report both catalog and non-catalog requisitions. If you select “Yes”, then only Non-Catalog requisitions will be returned.
  • You can optionally set specific suppliers or a custom date range or choose one of the available date options.
  • Before you click Run specify whether or not you want HTML, Excel or CSV format for the output

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. 

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.

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. 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 to the supplier by Procurement Services.

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.