If the order is sent manually to a supplier who is not Ariba Enabled, there are instructions on the EI that is sent to the supplier that instructs them to email a PDF of the invoice to epay@uw.edu and to reference the EI number somewhere on the invoice. When AP manually enters the invoice, they use the EI number to match to the PO so that that items are automatically added to the invoice. AP attached the PDF of the invoice to the one they enter into Aribe for document retention purposes.

Currently, Non-Catalog Ordering is designed to support orders that are less than 10K, for a one time purchase and one invoice. While it can accommodate more than a single invoice, this will cause invoice exceptions and result in addtional processing for Accounts Payable. Best practice is to create the order to match how the supplier will be invoicing for the items.

Technically they cannot change the eProcurement order prefix. Therefore, suppliers must accept and use eProcurement EI. Enabled suppliers send invoices electronically over the Ariba Network. The EI sent to other suppliers for manual orders specifies to email a PDF of the invoice to ePay@uw.edu. AP will continue to push-back on suppliers who send paper invoices.

Yes. Soft communication will be going out in Mid March. Hard rejects are scheduled for August, after Biennium close.

This is an enhancement. Adding a Need by Date is potential solution. However, this will be difficult to enforce on the supplier side, especially if you are ordering from suppliers without UW contracts.

This can an potentially be handled by scheduling payments or approvals on invoices for the over 10K. For now, for under 10K, campus will need to work with the supplier and request a credit invoice.

A LEAN project was launched in January 2013 to scope out how to address this. The 90-day report out will take place in April.

If an invoice comes in and the freight exceeds $100, then the system throws an exception. If freight is over $1000, then AP contacts the department to resolve.