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AP Process

What does "Scheduled" mean on the Payments tab information? I thought we were not scheduling ARIBA payments yet.

Currently the UW is not able to schedule the payment date for ARIBA invoices.

The Payments tab does show a status of "Scheduled" which cannot be changed.

To view the payment information for an ARIBA invoice:

  1. Verify the Invoice status is Reconciled and the Reconciliation status is Paying
  2. Click the Reconciliation ID to see the Payments tab
  3. After clicking on the Payment ID, you will be able to view the Transaction Details for the payment information, which will gradually fill in as the payment goes through processing.

See more guidance for the ARIBA Payment Loop on our website: https://finance.uw.edu/ps/how-to-pay/payment-status-terms-timelines-delays

How do I find out the payment status of an invoice or reimbursement?

Payment status is available in Ariba using the Payment Loop feature for BPO, PO and Non-PO invoice payments, as well as Payment to Individual (XP), eReimbursement (XR), and eTravel Expense Report (ER) transactions.

For BPO, PO and Non-PO invoice payments, such as payment dates and payment numbers will show on the Payments tab, which can be reached by clicking through from the Summary tab > Invoices tab >  Invoice ID > Reconciliation tab > Reconciliation ID > Payments tab > Payment ID.

For Payment to Individual (XP), eReimbursement (XR), and eTravel Expense Report (ER) transactions, payment status and details are shown in the Payment Details section on the Summary page of the XP, XR or ER once the transaction has been fully approved and payment has been processed.

See guidance on our website: https://finance.uw.edu/ps/how-to-pay/payment-status-terms-timelines-delays

Please note that wire payment details are not included with the Payment Loop feature.

Once my ARIBA invoice says Reconciled, how long does it take for the Payments tab to show the information?

When Invoice Reconciliation has started in ARIBA (an IR is available on the Reconciliation tab), the Payments tab will show up as well.

  • On the day the invoice status changes from Reconciling to Reconciled, the Approved Amount of the invoice will show on the Payments tab.
  • The following day, more payment information will begin showing up in the ARIBA Payments tab, like the Doc Seq Invoice No. (DSI number) and Invoice Status, followed by the Scheduled Pay Date and the Check Number, and finally with the Check Date, which is the date the payment is issued.
    • Funds availability for ePayables is indicated by receipt of the Remittance Advice document the supplier will receive when funds are available on the card.
    • Funds availability for ACH payments is based on the supplier's bank's posting procedures.
  • The Check Clear Date will show when the information is available, and also depends on processing by the supplier and payment type (paper checks may take 30 days or more to update).

Note: This is the best-case scenario, assuming there are no errors (such as a closed budget number) that would prevent the payment from being processed.

Ariba

What does "Scheduled" mean on the Payments tab information? I thought we were not scheduling ARIBA payments yet.

Currently the UW is not able to schedule the payment date for ARIBA invoices.

The Payments tab does show a status of "Scheduled" which cannot be changed.

To view the payment information for an ARIBA invoice:

  1. Verify the Invoice status is Reconciled and the Reconciliation status is Paying
  2. Click the Reconciliation ID to see the Payments tab
  3. After clicking on the Payment ID, you will be able to view the Transaction Details for the payment information, which will gradually fill in as the payment goes through processing.

See more guidance for the ARIBA Payment Loop on our website: https://finance.uw.edu/ps/how-to-pay/payment-status-terms-timelines-delays

How do I find out the payment status of an invoice or reimbursement?

Payment status is available in Ariba using the Payment Loop feature for BPO, PO and Non-PO invoice payments, as well as Payment to Individual (XP), eReimbursement (XR), and eTravel Expense Report (ER) transactions.

For BPO, PO and Non-PO invoice payments, such as payment dates and payment numbers will show on the Payments tab, which can be reached by clicking through from the Summary tab > Invoices tab >  Invoice ID > Reconciliation tab > Reconciliation ID > Payments tab > Payment ID.

For Payment to Individual (XP), eReimbursement (XR), and eTravel Expense Report (ER) transactions, payment status and details are shown in the Payment Details section on the Summary page of the XP, XR or ER once the transaction has been fully approved and payment has been processed.

See guidance on our website: https://finance.uw.edu/ps/how-to-pay/payment-status-terms-timelines-delays

Please note that wire payment details are not included with the Payment Loop feature.

Once my ARIBA invoice says Reconciled, how long does it take for the Payments tab to show the information?

When Invoice Reconciliation has started in ARIBA (an IR is available on the Reconciliation tab), the Payments tab will show up as well.

  • On the day the invoice status changes from Reconciling to Reconciled, the Approved Amount of the invoice will show on the Payments tab.
  • The following day, more payment information will begin showing up in the ARIBA Payments tab, like the Doc Seq Invoice No. (DSI number) and Invoice Status, followed by the Scheduled Pay Date and the Check Number, and finally with the Check Date, which is the date the payment is issued.
    • Funds availability for ePayables is indicated by receipt of the Remittance Advice document the supplier will receive when funds are available on the card.
    • Funds availability for ACH payments is based on the supplier's bank's posting procedures.
  • The Check Clear Date will show when the information is available, and also depends on processing by the supplier and payment type (paper checks may take 30 days or more to update).

Note: This is the best-case scenario, assuming there are no errors (such as a closed budget number) that would prevent the payment from being processed.

Best Practices

What does "Scheduled" mean on the Payments tab information? I thought we were not scheduling ARIBA payments yet.

Currently the UW is not able to schedule the payment date for ARIBA invoices.

The Payments tab does show a status of "Scheduled" which cannot be changed.

To view the payment information for an ARIBA invoice:

  1. Verify the Invoice status is Reconciled and the Reconciliation status is Paying
  2. Click the Reconciliation ID to see the Payments tab
  3. After clicking on the Payment ID, you will be able to view the Transaction Details for the payment information, which will gradually fill in as the payment goes through processing.

See more guidance for the ARIBA Payment Loop on our website: https://finance.uw.edu/ps/how-to-pay/payment-status-terms-timelines-delays

How do I find out the payment status of an invoice or reimbursement?

Payment status is available in Ariba using the Payment Loop feature for BPO, PO and Non-PO invoice payments, as well as Payment to Individual (XP), eReimbursement (XR), and eTravel Expense Report (ER) transactions.

For BPO, PO and Non-PO invoice payments, such as payment dates and payment numbers will show on the Payments tab, which can be reached by clicking through from the Summary tab > Invoices tab >  Invoice ID > Reconciliation tab > Reconciliation ID > Payments tab > Payment ID.

For Payment to Individual (XP), eReimbursement (XR), and eTravel Expense Report (ER) transactions, payment status and details are shown in the Payment Details section on the Summary page of the XP, XR or ER once the transaction has been fully approved and payment has been processed.

See guidance on our website: https://finance.uw.edu/ps/how-to-pay/payment-status-terms-timelines-delays

Please note that wire payment details are not included with the Payment Loop feature.

Once my ARIBA invoice says Reconciled, how long does it take for the Payments tab to show the information?

When Invoice Reconciliation has started in ARIBA (an IR is available on the Reconciliation tab), the Payments tab will show up as well.

  • On the day the invoice status changes from Reconciling to Reconciled, the Approved Amount of the invoice will show on the Payments tab.
  • The following day, more payment information will begin showing up in the ARIBA Payments tab, like the Doc Seq Invoice No. (DSI number) and Invoice Status, followed by the Scheduled Pay Date and the Check Number, and finally with the Check Date, which is the date the payment is issued.
    • Funds availability for ePayables is indicated by receipt of the Remittance Advice document the supplier will receive when funds are available on the card.
    • Funds availability for ACH payments is based on the supplier's bank's posting procedures.
  • The Check Clear Date will show when the information is available, and also depends on processing by the supplier and payment type (paper checks may take 30 days or more to update).

Note: This is the best-case scenario, assuming there are no errors (such as a closed budget number) that would prevent the payment from being processed.

Invoicing

Once my ARIBA invoice says Reconciled, how long does it take for the Payments tab to show the information?

When Invoice Reconciliation has started in ARIBA (an IR is available on the Reconciliation tab), the Payments tab will show up as well.

  • On the day the invoice status changes from Reconciling to Reconciled, the Approved Amount of the invoice will show on the Payments tab.
  • The following day, more payment information will begin showing up in the ARIBA Payments tab, like the Doc Seq Invoice No. (DSI number) and Invoice Status, followed by the Scheduled Pay Date and the Check Number, and finally with the Check Date, which is the date the payment is issued.
    • Funds availability for ePayables is indicated by receipt of the Remittance Advice document the supplier will receive when funds are available on the card.
    • Funds availability for ACH payments is based on the supplier's bank's posting procedures.
  • The Check Clear Date will show when the information is available, and also depends on processing by the supplier and payment type (paper checks may take 30 days or more to update).

Note: This is the best-case scenario, assuming there are no errors (such as a closed budget number) that would prevent the payment from being processed.

How can I tell if more than one invoice was paid on a check number?

Unfortunately, you cannot tell if more than one invoice was paid on the same check number from the Payments tab. The Payment Loop process does not show all payments that were made under the same Check Number.

Each invoice will show its corresponding payment information on the Payments tab, but the Check Number visible on the Payments tab may include other invoice payments that were issued on the same day to the same supplier.

What does "Scheduled" mean on the Payments tab information? I thought we were not scheduling ARIBA payments yet.

Currently the UW is not able to schedule the payment date for ARIBA invoices.

The Payments tab does show a status of "Scheduled" which cannot be changed.

To view the payment information for an ARIBA invoice:

  1. Verify the Invoice status is Reconciled and the Reconciliation status is Paying
  2. Click the Reconciliation ID to see the Payments tab
  3. After clicking on the Payment ID, you will be able to view the Transaction Details for the payment information, which will gradually fill in as the payment goes through processing.

See more guidance for the ARIBA Payment Loop on our website: https://finance.uw.edu/ps/how-to-pay/payment-status-terms-timelines-delays

How do I find out the payment status of an invoice or reimbursement?

Payment status is available in Ariba using the Payment Loop feature for BPO, PO and Non-PO invoice payments, as well as Payment to Individual (XP), eReimbursement (XR), and eTravel Expense Report (ER) transactions.

For BPO, PO and Non-PO invoice payments, such as payment dates and payment numbers will show on the Payments tab, which can be reached by clicking through from the Summary tab > Invoices tab >  Invoice ID > Reconciliation tab > Reconciliation ID > Payments tab > Payment ID.

For Payment to Individual (XP), eReimbursement (XR), and eTravel Expense Report (ER) transactions, payment status and details are shown in the Payment Details section on the Summary page of the XP, XR or ER once the transaction has been fully approved and payment has been processed.

See guidance on our website: https://finance.uw.edu/ps/how-to-pay/payment-status-terms-timelines-delays

Please note that wire payment details are not included with the Payment Loop feature.

Payment Loop

Once my ARIBA invoice says Reconciled, how long does it take for the Payments tab to show the information?

When Invoice Reconciliation has started in ARIBA (an IR is available on the Reconciliation tab), the Payments tab will show up as well.

  • On the day the invoice status changes from Reconciling to Reconciled, the Approved Amount of the invoice will show on the Payments tab.
  • The following day, more payment information will begin showing up in the ARIBA Payments tab, like the Doc Seq Invoice No. (DSI number) and Invoice Status, followed by the Scheduled Pay Date and the Check Number, and finally with the Check Date, which is the date the payment is issued.
    • Funds availability for ePayables is indicated by receipt of the Remittance Advice document the supplier will receive when funds are available on the card.
    • Funds availability for ACH payments is based on the supplier's bank's posting procedures.
  • The Check Clear Date will show when the information is available, and also depends on processing by the supplier and payment type (paper checks may take 30 days or more to update).

Note: This is the best-case scenario, assuming there are no errors (such as a closed budget number) that would prevent the payment from being processed.

How can I tell if more than one invoice was paid on a check number?

Unfortunately, you cannot tell if more than one invoice was paid on the same check number from the Payments tab. The Payment Loop process does not show all payments that were made under the same Check Number.

Each invoice will show its corresponding payment information on the Payments tab, but the Check Number visible on the Payments tab may include other invoice payments that were issued on the same day to the same supplier.

What does "Scheduled" mean on the Payments tab information? I thought we were not scheduling ARIBA payments yet.

Currently the UW is not able to schedule the payment date for ARIBA invoices.

The Payments tab does show a status of "Scheduled" which cannot be changed.

To view the payment information for an ARIBA invoice:

  1. Verify the Invoice status is Reconciled and the Reconciliation status is Paying
  2. Click the Reconciliation ID to see the Payments tab
  3. After clicking on the Payment ID, you will be able to view the Transaction Details for the payment information, which will gradually fill in as the payment goes through processing.

See more guidance for the ARIBA Payment Loop on our website: https://finance.uw.edu/ps/how-to-pay/payment-status-terms-timelines-delays

How do I find out the payment status of an invoice or reimbursement?

Payment status is available in Ariba using the Payment Loop feature for BPO, PO and Non-PO invoice payments, as well as Payment to Individual (XP), eReimbursement (XR), and eTravel Expense Report (ER) transactions.

For BPO, PO and Non-PO invoice payments, such as payment dates and payment numbers will show on the Payments tab, which can be reached by clicking through from the Summary tab > Invoices tab >  Invoice ID > Reconciliation tab > Reconciliation ID > Payments tab > Payment ID.

For Payment to Individual (XP), eReimbursement (XR), and eTravel Expense Report (ER) transactions, payment status and details are shown in the Payment Details section on the Summary page of the XP, XR or ER once the transaction has been fully approved and payment has been processed.

See guidance on our website: https://finance.uw.edu/ps/how-to-pay/payment-status-terms-timelines-delays

Please note that wire payment details are not included with the Payment Loop feature.