Definition

When buying and paying through BPO, PO, and Non-PO Invoicing in ARIBA, an ‘exception’ (formerly ATA or ‘discrepancy’) may arise. The AP invoice reconciliation team reviews and resolves most of the issues. The department or the buyer may need to resolve specific exceptions. The department will be contacted with either an email sent through ARIBA Network or from eprocure@uw.edu. Once all exceptions are resolved, the invoice will be cleared for payment. 

The Most Common Exceptions

Exceptions are visible on the Exceptions tab of an ARIBA invoice. 

  • Contract Received Line Amount Variance applies to BPOs and relies on the department receiving. Once the department has released funds for payment, ARIBA shows the reconciliation on the Exceptions tab for the invoice under Status: Cleared.
  • Tax appears as UW Under Tax or UW Over Tax if ARIBA believes the invoice is under or over taxed. AP invoice reconciliation team will review the goods or services on the invoice and handle appropriately. Once reviewed, ARIBA shows the reconciliation on the Exceptions tab for the invoice under Status.
    • UW Under Tax: If the Status shows:
      • Accepted: AP invoice reconciliation team accepts the tax amount the vendor charged and will pay that amount.
      • Disputed: AP invoice reconciliation team disputes the tax amount the vendor charged and will add use tax to the invoice. For example, if the vendor did not charge tax but the invoice is for taxable goods, AP invoice reconciliation team adds the use tax.
    • UW Over Tax: If the Status shows:
      • Accepted: AP invoice reconciliation team accepts the tax amount on the invoice.
      • Disputed: AP invoice reconciliation team disputes the tax amount on the invoice. For example, the order is M&E tax exempt but the vendor charged tax. AP invoice reconciliation team will not pay the tax and sends a message to the vendor referencing the M&E tax exemption. 
    • PO Price Variance occurs when a vendor invoices above the PO price. AP invoice reconciliation team follows the Price Discrepancy Thresholds to resolve.

Payment Status

To check where in the payment and invoice reconciliation process an invoice is, do a search in ARIBA.

  • Log into ARIBA.
  • From the Search menu, choose Invoice.
  • Input the Supplier Invoice # in the field labeled Supplier Invoice #.
  • For Date Created, change to No Choice.
  • Click Search.
  • When ARIBA returns with results, review the Status.
    • Composing: Started creating an invoice but not yet submitted for approvals.
    • Submitted: Awaiting budget and compliance approvals.
    • Reconciling: The invoice is in the invoice reconciliation process. It may require the department to receive the invoice.
    • Reconciled: The invoice has been reviewed and reconciliation is complete.
    • Denied: The invoice has been denied by an approver and will require re-entry if appropriate.
    • Rejected: The invoice has been rejected by the AP invoice reconciliation team. In this case, please review the message sent through the ARIBA Network's message reporting the rejection. The AP invoice reconciliation team includes an explanation and instructions for reprocessing. (Note: Invoices predating the release of 9r2 version of ARIBA will not show Rejected in status. See our FAQs for more information.)