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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.

Best Practices

UW Procurement Services strongly recommends inside delivery for equipment weighing more than 100 pounds. Inside delivery includes uncrating, setting up the equipment at its intended location and removal of packaging debris. Inside delivery eliminates liability risks and is well worth the minor cost.
Here’s why:

  • It’s never a good idea to leave expensive equipment on an unsecured loading dock awaiting its final destination.
  • Employee safety: when employees try to install heavy equipment even with correct equipment, departments put themselves at risk for potential injuries to staff and L&I claims.
  • Internal delivery gives departments the ability to inspect equipment for hidden damages prior to signing the delivery receipt.
  • Inside delivery ensures the proper transfer of “chain of ownership” that makes it clear who is responsible for damage during the shipping or installation process.

This is generally discouraged, however during the pandemic certain accomodations were made for shipping. Please refer to your administrator for current protocol. 

Blanket POs

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

Freight

UW Procurement Services strongly recommends inside delivery for equipment weighing more than 100 pounds. Inside delivery includes uncrating, setting up the equipment at its intended location and removal of packaging debris. Inside delivery eliminates liability risks and is well worth the minor cost.
Here’s why:

  • It’s never a good idea to leave expensive equipment on an unsecured loading dock awaiting its final destination.
  • Employee safety: when employees try to install heavy equipment even with correct equipment, departments put themselves at risk for potential injuries to staff and L&I claims.
  • Internal delivery gives departments the ability to inspect equipment for hidden damages prior to signing the delivery receipt.
  • Inside delivery ensures the proper transfer of “chain of ownership” that makes it clear who is responsible for damage during the shipping or installation process.

This is generally discouraged, however during the pandemic certain accomodations were made for shipping. Please refer to your administrator for current protocol. 

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:
    • Create a new 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. Then request to have it closed. 

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.

Multiple orders (EIs) will be created if the requisition contains multiple items and the items have:

  • Different suppliers (not recommended)
  • The same supplier but:
    • Different “Ship to” addresses
    • M&E Account codes for some items but not others
    • Different “Send PO To” values (happens only for Non-Catalog Orders)

NEVER sign a contract. If the supplier wants a contract signed, then you must:

  • Add the contract as an attachment to the requisition or contract request
  • Select the Visible to Supplier option for the attachment
  • If the requisition or contract request is under the direct buy limit, click the option for "Under Direct Buy Limit Contract Review."

Exception: Charters under the Direct Buy Limit. See Charters for more information.

Ordering

  • 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:
    • Create a new 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. Then request to have it closed. 

UW Procurement Services strongly recommends inside delivery for equipment weighing more than 100 pounds. Inside delivery includes uncrating, setting up the equipment at its intended location and removal of packaging debris. Inside delivery eliminates liability risks and is well worth the minor cost.
Here’s why:

  • It’s never a good idea to leave expensive equipment on an unsecured loading dock awaiting its final destination.
  • Employee safety: when employees try to install heavy equipment even with correct equipment, departments put themselves at risk for potential injuries to staff and L&I claims.
  • Internal delivery gives departments the ability to inspect equipment for hidden damages prior to signing the delivery receipt.
  • Inside delivery ensures the proper transfer of “chain of ownership” that makes it clear who is responsible for damage during the shipping or installation process.

This is generally discouraged, however during the pandemic certain accomodations were made for shipping. Please refer to your administrator for current protocol. 

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.

Scroll down to the bottom of the order on the Summary tab and locate the section labeled as COMMENTS ENTIRE REQUISITION. Enter your comment and be sure to click the checkbox labeled Visible to Supplier. NOTE: Before using this feature, it is important that you first review the best practices for using the Visible to Supplier option for comments.

Multiple orders (EIs) will be created if the requisition contains multiple items and the items have:

  • Different suppliers (not recommended)
  • The same supplier but:
    • Different “Ship to” addresses
    • M&E Account codes for some items but not others
    • Different “Send PO To” values (happens only for Non-Catalog Orders)

NEVER sign a contract. If the supplier wants a contract signed, then you must:

  • Add the contract as an attachment to the requisition or contract request
  • Select the Visible to Supplier option for the attachment
  • If the requisition or contract request is under the direct buy limit, click the option for "Under Direct Buy Limit Contract Review."

Exception: Charters under the Direct Buy Limit. See Charters for more information.

Purchasing

UW Procurement Services strongly recommends inside delivery for equipment weighing more than 100 pounds. Inside delivery includes uncrating, setting up the equipment at its intended location and removal of packaging debris. Inside delivery eliminates liability risks and is well worth the minor cost.
Here’s why:

  • It’s never a good idea to leave expensive equipment on an unsecured loading dock awaiting its final destination.
  • Employee safety: when employees try to install heavy equipment even with correct equipment, departments put themselves at risk for potential injuries to staff and L&I claims.
  • Internal delivery gives departments the ability to inspect equipment for hidden damages prior to signing the delivery receipt.
  • Inside delivery ensures the proper transfer of “chain of ownership” that makes it clear who is responsible for damage during the shipping or installation process.