Click on a question below to view the answer. Limit the results by entering a search term.

Approval

Because a Non-PO invoice transaction is a payment going directly to the supplier without Central Office review, additional approval is needed to verify that there are no typos in the amount and that the payment is appropriate. Approvers should be diligently reviewing for 1) appropriateness, 2) correct amount and 3) correct vendor selected. This is especially important as it is sometimes difficult to get money back from a supplier once it is paid out.

This Non-PO InvoiceAdministrator role is added to the approval graph for one of two reasons. Either 1) the budget you are using does not have a Non-PO Funding Approver set up in ASTRA, or 2) the Non-PO Invoice you have created is over the direct buy limit. Please contact PCSHelp@uw.edu for additional information.

  1. Have the Budget or Org code Approver log in to ASTRA
  2. Click Log in now to manage authorizations
  3. Click the Create New Authorizations tab
  4. Enter the user’s name, UW NetID or Employee ID, then click Find & Verify
  5. If needed, find the user on the list and click Select
  6. In the Application drop down menu, select eProc (eProcurement)
  7. In the Role drop down menu, select the role you want the user to have
  8. In the Limit drop down box, select either Budget or Organization
  9. Enter your budget or org code in the box and click Find & Verify
  10. Click OK, add another (to add more than one person to the role) and OK, proceed to cart when finished
  11. Click Checkout Now
  1. Log in to ASTRA
  2. Click Log in now to manage authorizations
  3. Click the Search & Edit Authorizations tab
  4. Enter the user’s name, UW NetID or Employee ID, then click Find & Verify
  5. Click Show Advanced Search Options
  6. In the Application drop down box, select eProc (eProcurement)
  7. In the Role drop down box, select Non-PO Funding Approver
  8. Click Search For Authorizations Now
  9. Check the box next to the Users name
  10. Click the Delete button
  11. Click on the Cart/Checkout tab
  12. Click Checkout Now
  1. Log in to ASTRA
  2. Click Log in now to manage authorizations
  3. Click the Search & Edit Authorizations tab
  4. Click Show Advanced Search Options found just below the Yellow Search for Authorizations Now button
  5. Click Astra Role of User in the second column near the top of Advanced Search Options page
  6. In the Application drop down box, select eProc (eProcurement)
  7. In the Role drop down box, select Non-PO Funding Approver
  8. In the Limit drop down box, select either Budget or Organization
  9. Enter your budget or org code in the box and click Find & Verify
  10. Click Show authorizations which are WITHIN AUTHORITY (subordinate) of selected limit value(s)
  11. Click Search For Authorizations Now
  12. In the search results, look for a person who has User listed under their name and Non-PO Funding Approver/Approve in the second column. Note: A person with Authorizor under their name is the person who can make changes to the Non-PO Funding Approver, or add in additional roles.
  13. Note the Org Code or Budget Number underneath the role and the Owner name under the User name
  14. If the person identified as the Non-PO Funding Approver is incorrect, have the Owner remove the Non-PO Funding Approver role from that person and add the new Non-PO Funding Approver

Best Practices

No. When we send payment to the supplier for your Non-PO Invoice, the information they are provided from your Non-PO is the invoice number, dollar amount and any remittance notes you have added. Because the invoice number field only allows for 15 characters, there is generally not enough room to enter multiple invoice numbers in the space. Also, without the proper invoice number, the supplier will not know where to apply your payment.

Non-PO Invoice

If you are paying an invoice that includes an object/account code that is reviewed by EIO, your Non-PO Invoice will be routed to the EIO Office for approval. EIO will not approve the Non-PO Invoice unless a copy of Vendor’s invoice is attached.

Please see EIO webpage: https://f2.washington.edu/fm/eio/e-procurement

For information on attaching invoices please see: http://f2.washington.edu/fm/ps/nonpo/attachments

Because a Non-PO invoice transaction is a payment going directly to the supplier without Central Office review, additional approval is needed to verify that there are no typos in the amount and that the payment is appropriate. Approvers should be diligently reviewing for 1) appropriateness, 2) correct amount and 3) correct vendor selected. This is especially important as it is sometimes difficult to get money back from a supplier once it is paid out.

This Non-PO InvoiceAdministrator role is added to the approval graph for one of two reasons. Either 1) the budget you are using does not have a Non-PO Funding Approver set up in ASTRA, or 2) the Non-PO Invoice you have created is over the direct buy limit. Please contact PCSHelp@uw.edu for additional information.

  1. Have the Budget or Org code Approver log in to ASTRA
  2. Click Log in now to manage authorizations
  3. Click the Create New Authorizations tab
  4. Enter the user’s name, UW NetID or Employee ID, then click Find & Verify
  5. If needed, find the user on the list and click Select
  6. In the Application drop down menu, select eProc (eProcurement)
  7. In the Role drop down menu, select the role you want the user to have
  8. In the Limit drop down box, select either Budget or Organization
  9. Enter your budget or org code in the box and click Find & Verify
  10. Click OK, add another (to add more than one person to the role) and OK, proceed to cart when finished
  11. Click Checkout Now
  1. Log in to ASTRA
  2. Click Log in now to manage authorizations
  3. Click the Search & Edit Authorizations tab
  4. Enter the user’s name, UW NetID or Employee ID, then click Find & Verify
  5. Click Show Advanced Search Options
  6. In the Application drop down box, select eProc (eProcurement)
  7. In the Role drop down box, select Non-PO Funding Approver
  8. Click Search For Authorizations Now
  9. Check the box next to the Users name
  10. Click the Delete button
  11. Click on the Cart/Checkout tab
  12. Click Checkout Now
  1. Log in to ASTRA
  2. Click Log in now to manage authorizations
  3. Click the Search & Edit Authorizations tab
  4. Click Show Advanced Search Options found just below the Yellow Search for Authorizations Now button
  5. Click Astra Role of User in the second column near the top of Advanced Search Options page
  6. In the Application drop down box, select eProc (eProcurement)
  7. In the Role drop down box, select Non-PO Funding Approver
  8. In the Limit drop down box, select either Budget or Organization
  9. Enter your budget or org code in the box and click Find & Verify
  10. Click Show authorizations which are WITHIN AUTHORITY (subordinate) of selected limit value(s)
  11. Click Search For Authorizations Now
  12. In the search results, look for a person who has User listed under their name and Non-PO Funding Approver/Approve in the second column. Note: A person with Authorizor under their name is the person who can make changes to the Non-PO Funding Approver, or add in additional roles.
  13. Note the Org Code or Budget Number underneath the role and the Owner name under the User name
  14. If the person identified as the Non-PO Funding Approver is incorrect, have the Owner remove the Non-PO Funding Approver role from that person and add the new Non-PO Funding Approver

Review the status of your invoice in the My Documents section under the Invoicing tab. Refer to the chart below and the "Recommended Actions."

STATUS Definition RECOMMENDED ACTION
Composing An invoice currently being entered into ARIBA Non-PO, but not yet Submitted Review the entered information for accuracy, then click the Submit button on the Summary page.
Submitted An invoice submitted for payment and in review with the Approver or Central Office Check the Approval Flow to see which box is Active. Contact that person or group to process the approval.
Reconciling An invoice in review with Central Office for an inconsistency (i.e. a tax variance) Contact Procurement Customer Service at pcshelp@uw.edu and provide the Non-PO Invoice number.
Reconciled An invoice Central Office reviewed and approved. (Changes may have been made to the total invoice amount, depending on the variance Nothing. Invoice has been sent.
Paying Invoice is paid within 2 business days Check Ariba for payment status.

Simply enter the credit memo in as a new Non-PO Invoice with negative dollar amounts. The credit will appear on your budget once the credit is matched with an invoice of the same or higher dollar amount.

No. When we send payment to the supplier for your Non-PO Invoice, the information they are provided from your Non-PO is the invoice number, dollar amount and any remittance notes you have added. Because the invoice number field only allows for 15 characters, there is generally not enough room to enter multiple invoice numbers in the space. Also, without the proper invoice number, the supplier will not know where to apply your payment.

No. The other campus or department should bill your budget directly using a CTI (Cost Transfer Invoice) or ISD (Internal Sales Document). For more information, visit the Banking & Accounting Operations web pages for CTIs: f2.washington.edu/fm/bao/CTI or ISDs: f2.washington.edu/fm/bao/ISD.

Yes, but only if the remit address for the supplier is set up for check payments. When you select the remit address, a line will appear directly below asking if you want to "Send Check to UW Campus Box." When you select Yes, you are prompted to enter a UW Box Number and Department Contact name.

If, when you select the remit address, the Send Check to UW Campus Box field does not appear, then the supplier is paid electronically, and receiving a check at your campus box is not an option.

When you reconcile your budget in MyFinancial.Desktop (MyFD), you may notice that the transaction dollar amount is blue; linking you to a copy of the Non-PO Invoice in Ariba. You can then review the charges and mark them as reconciled in MyFD.

Add the amount listed on the invoice.

ARIBA will automatically calculate the correct tax rate, based on the delivery address you entered on the first page, and charge the appropriate tax to your budget.

If the supplier billed less than the current tax rate, they will receive payment for the amount of tax that they invoiced. The remaining amount will be paid to the State of Washington as Use Tax.

If the supplier billed more tax, ARIBA will short-pay the invoice to the correct tax rate and only that amount will be paid to the supplier.

Reconciliation

When you reconcile your budget in MyFinancial.Desktop (MyFD), you may notice that the transaction dollar amount is blue; linking you to a copy of the Non-PO Invoice in Ariba. You can then review the charges and mark them as reconciled in MyFD.