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Blanket POs

It is important to fix this as soon as possible, because the BPO is now fully received and subsequent invoices will not release to be paid.

To correct this, you must:

  1. Change the BPO and add a 1 cent ($0.01) to BOTH:
    1. The Maximum Limit in the Limits section, and
    2. The Maximum Limit on the Line Item in the Pricing Terms section.
    3. See example below.
  2. Submit the changes.
  3. The CR will need to be fully approved again by all of the original approvers.
  4. When the new version of the BPO is available in the Open status:
    1. Create another receipt for negative amount that is equal to the Maximum BPO amount MINUS the amount you over-received.
    2. See example below.

Example: My BPO is for a Maximum Limit of $1,000.00. An invoice with a line item dollar amount of $100.00 came in for my BPO. When I did the receiving, I received all $1,000.00 instead of the $100.  The invoice that had the $100.00 line item amount was paid, which is OK. However, the Receive button is no longer visible on the BPO. I need to get the Receive button back and fix my BPO so it still has $900.00 left on it.

  1. If you received full amount for a BPO with a Maximum Limit of $1,000.00, you would change the Maximum Limit on the BPO and Line Item to $1,000.01.
  2. Submit the changes and allow all approvers to re-approve.
  3. When the new version of the BPO is available in the Open status, create your negative receipt for the amount you over-received. In this example, you would receive -$900.00.

For a detailed, step-by-step guide and examples, refer to the Troubleshooting section of the Receiving webpage.

It is important to correct this as soon as possible, because the BPO is now Closed and subsequent invoices will not release to be paid.

To correct this, you must:

  1. Change the BPO and add a 1 cent ($0.01) to BOTH:
    1. The Maximum Limit in the Limits section, and
    2. The Maximum Limit on the Line Item in the Pricing Terms section.
    3. In this example, you would change the Maximum Limits to on the BPO and Line Item to $1000.01
  2. Submit the changes.
  3. The CR will need to be fully approved again by all of the original approvers.
  4. When the new version of the BPO is available in the Open status
    1. Create another receipt for negative amount that is equal to the Maximum BPO amount MINUS the amount that has already been received. (In the example below, you would receive -$900.00.)

Example: My BPO is for a Maximum Limit of $1,000.00. An invoice with a line item dollar amount of $100.00 came in for my BPO. When I did the receiving, I received all $1,000.00 instead of the $100.  The invoice that had the $100.00 line item amount was paid, which is OK. However, the Receive button is no longer visible on the BPO. I need to get the Receive button back and fix my BPO so it still has $900.00 left on it.

  1. If you received full amount for a BPO with a Maximum Limit of $1,000.00, you would change the Maximum Limit on the BPO and Line Item to $1,000.01.
  2. Submit the changes and allow all approvers to re-approve.
  3. When the new version of the BPO is available in the Open status, create your negative receipt for the amount you over-received. In this example, you would receive -$900.00.

For a detailed, step-by-step guide and examples, refer to the Troubleshooting section of the Receiving webpage.

Discounts

If a supplier includes a discount on an invoice, this does not change the amount you receive. The steps to determine the amount to receive remain the same:

1. Review the invoice to verify that the goods or services have been received.

2. Enter the line item amount invoiced into the Amt. Accepted field.

3. Do not change the amount accepted for the line item based on the discounted amount. Receive for the full amount of the line item as it was invoiced.

4. Enter any Comments or Attachments as needed, and click Submit.

Note: Since you must receive for the full amount of the line item price, the BPO must also be set up for the pre-discount amount as well. Make sure to set the Maximum for the line item and the Maximim Limit on the Summary of the BPO for the pre-discounted (full price) amount.

Invoicing

If a supplier includes a discount on an invoice, this does not change the amount you receive. The steps to determine the amount to receive remain the same:

1. Review the invoice to verify that the goods or services have been received.

2. Enter the line item amount invoiced into the Amt. Accepted field.

3. Do not change the amount accepted for the line item based on the discounted amount. Receive for the full amount of the line item as it was invoiced.

4. Enter any Comments or Attachments as needed, and click Submit.

Note: Since you must receive for the full amount of the line item price, the BPO must also be set up for the pre-discount amount as well. Make sure to set the Maximum for the line item and the Maximim Limit on the Summary of the BPO for the pre-discounted (full price) amount.

Receiving

It is important to fix this as soon as possible, because the BPO is now fully received and subsequent invoices will not release to be paid.

To correct this, you must:

  1. Change the BPO and add a 1 cent ($0.01) to BOTH:
    1. The Maximum Limit in the Limits section, and
    2. The Maximum Limit on the Line Item in the Pricing Terms section.
    3. See example below.
  2. Submit the changes.
  3. The CR will need to be fully approved again by all of the original approvers.
  4. When the new version of the BPO is available in the Open status:
    1. Create another receipt for negative amount that is equal to the Maximum BPO amount MINUS the amount you over-received.
    2. See example below.

Example: My BPO is for a Maximum Limit of $1,000.00. An invoice with a line item dollar amount of $100.00 came in for my BPO. When I did the receiving, I received all $1,000.00 instead of the $100.  The invoice that had the $100.00 line item amount was paid, which is OK. However, the Receive button is no longer visible on the BPO. I need to get the Receive button back and fix my BPO so it still has $900.00 left on it.

  1. If you received full amount for a BPO with a Maximum Limit of $1,000.00, you would change the Maximum Limit on the BPO and Line Item to $1,000.01.
  2. Submit the changes and allow all approvers to re-approve.
  3. When the new version of the BPO is available in the Open status, create your negative receipt for the amount you over-received. In this example, you would receive -$900.00.

For a detailed, step-by-step guide and examples, refer to the Troubleshooting section of the Receiving webpage.

It is important to correct this as soon as possible, because the BPO is now Closed and subsequent invoices will not release to be paid.

To correct this, you must:

  1. Change the BPO and add a 1 cent ($0.01) to BOTH:
    1. The Maximum Limit in the Limits section, and
    2. The Maximum Limit on the Line Item in the Pricing Terms section.
    3. In this example, you would change the Maximum Limits to on the BPO and Line Item to $1000.01
  2. Submit the changes.
  3. The CR will need to be fully approved again by all of the original approvers.
  4. When the new version of the BPO is available in the Open status
    1. Create another receipt for negative amount that is equal to the Maximum BPO amount MINUS the amount that has already been received. (In the example below, you would receive -$900.00.)

Example: My BPO is for a Maximum Limit of $1,000.00. An invoice with a line item dollar amount of $100.00 came in for my BPO. When I did the receiving, I received all $1,000.00 instead of the $100.  The invoice that had the $100.00 line item amount was paid, which is OK. However, the Receive button is no longer visible on the BPO. I need to get the Receive button back and fix my BPO so it still has $900.00 left on it.

  1. If you received full amount for a BPO with a Maximum Limit of $1,000.00, you would change the Maximum Limit on the BPO and Line Item to $1,000.01.
  2. Submit the changes and allow all approvers to re-approve.
  3. When the new version of the BPO is available in the Open status, create your negative receipt for the amount you over-received. In this example, you would receive -$900.00.

For a detailed, step-by-step guide and examples, refer to the Troubleshooting section of the Receiving webpage.

To ensure that funds are released appropriately when mulitple invoices are in the Reconciling status, it is important to follow the steps outlined below:

IMPORTANT: If there are multiple invoices in the Reconciling status, sort the invoices from OLDEST to NEWEST by the Date/Time Created column. If there is an "Up Arrow" to the right of the Date/Time Created column title, then the invoices are sorted correctly. If an "Up Arrow" is not visible or if you see a "Down Arrow" instead, click on the column title until it appears as below:

Before receiving, you should:

  1. Review the details of each specific invoice for the BPO.
  2. If there are any incorrect invoices, then you need to submit the BPO Invoice Reject Request (http://f2.washington.edu/fm/ps/bpo-rejects) form for each incorrect invoice. (Note: DO NOT reject the correct invoices).

    a.  If you have submitted a BPO Invoice Reject Request, you must wait to hear back from
        Procurement Services that the rejection has completed for the BPO before you do any
        receiving for the BPO. 

    b.  After all invoice rejections for the BPO are complete, you can proceed to receive the
         appropriate dollar amounts for each of the correct invoices, oldest to newest.

  3. If all invoices are correct and should be reconciled and paid, proceed to receive the appropriate dollar amounts for each of the correct invoices, oldest to newest.

If a supplier includes a discount on an invoice, this does not change the amount you receive. The steps to determine the amount to receive remain the same:

1. Review the invoice to verify that the goods or services have been received.

2. Enter the line item amount invoiced into the Amt. Accepted field.

3. Do not change the amount accepted for the line item based on the discounted amount. Receive for the full amount of the line item as it was invoiced.

4. Enter any Comments or Attachments as needed, and click Submit.

Note: Since you must receive for the full amount of the line item price, the BPO must also be set up for the pre-discount amount as well. Make sure to set the Maximum for the line item and the Maximim Limit on the Summary of the BPO for the pre-discounted (full price) amount.

The daily receiving email notifications are generated when an invoice is still in Reconciling status. For an invoice to move to Reconciled status, it must be fully received and approved by your department, and, if needed, AP reconciliation must also be completed to resolve any invoice exceptions. 

Receiving based on the daily reminder email could potentially create duplicate receipts. Best practice is to instead use the Receiving Exception Report in Ariba.

The Receiving Exception Report will list invoices that are waiting to be received by your department, but will not list invoices that have already been received but are still in Reconciling status awaiting AP reconciliation. Once an invoice has been received and the RC is Approved it will no longer appear on the report. Note: If the Preparer has received and the RC is awaiting approval by the Receipt Approver, it will still appear on the report.

Running the report once or twice a week is recommended.

To find the Receiving Exception Report, start at Manage>Reports>select Receiving as the category>select Receiving Exception Report. If you are not familiar with the reports in Ariba, you might find the step-by-step How-To Guide on "How to run the Receiving Exception Report" on the Tutorials page helpful.