Below are links to the available independent study, how-to-guides, classroom training materials and step-by-step instructions for ARIBA Receiving.

Receiving a Blanket Purchase Order (BPO) in ARIBA Video Demonstration

Description: This video (embedded above) demonstrates how to receive against an ARIBA Blanket Purchase Order (an order with a prefix of BPO). It is intended for UW department personnel who need to receive against a BPO to release funds to pay invoices. This presentation runs approximately 17 Minutes.

BPO Receiving Reference Guide - General

Description: Click the link above for a detailed, step-by-step guide on how departments receive against a BPO so that an invoice can be processed. This guide describes the same steps that are demonstrated in the video and provides you with are hard copy for reference when you are navigating through the process in ARIBA. Important: If you are receiving for Xerox BPOs, then use the Xerox version of the reference guide, which is available below.

BPO Receiving from Daily Email

Description: Click the link above for a detailed, step-by-step guide on how departments receive against a BPO using the daily email. This guide describes the same steps users should take when using the ARIBA Daily email to receive their BPOs.

Xerox - BPO Receiving Reference Guide

Description: Click the link above for a detailed, step-by-step guide on how departments receive against a Xerox BPO so that an invoice can be processed.

Receiving Exceptions Report

Description: Click the link above for a detailed, step-by-step guide to run a report within ARIBA which provides a list of purchase orders that need receiving before allowing invoices to be paid. You can filter the report by budget or organization code. Note: Best practice is to run the report weekly to ensure you have not missed anything as a result from email or network outages. 

Rejecting a BPO invoice

To reject a BPO invoice, use the BPO Invoice Reject Request webform.
  • Once you have submitted your request, it will be processed within 2 business days.
  • DO NOT receive any additional invoices until you receive confirmation that the invoice has been rejected.
  • DO NOT use ARIBA to attempt to reject the invoice. For detailed instructions see the BPO Receiving Reference Guide (above).

To check the status of a rejected invoice on a BPO, see the FAQ: How do I find the status of my invoice in ARIBA?


How To Correct a Receipt Made in Error

What do I do if I created a duplicate receipt?

If you submitted a duplicate receipt in ARIBA that you do not want to keep, you can submit a new receipt to reverse it.

First, have the Approver approve the receipt submitted in error.

Second, you will create another receipt-

  • If you created the first receipt by amount, create the second receipt as a negative amount
  • If you created the first receipt by quantity, create the second receipt as a negative quantity

Have this receipt approved as well. Doing so will zero out the amount of the first receipt submitted in error.

What do I do if I received the entire amount of the BPO?

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  1 cent ($0.01) to the existing amount on 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.

What to do if I have over-received on my BPO?

If you received more on your Blanket Purchase Order (BPO) than is needed and you do want to correct it, you can submit a new receipt to reverse it.

Create a negative receipt to reverse the amount or quantity that has been over received.

  • If you created the first receipt by amount, create the second receipt as a negative amount
  • If you created the first receipt by quantity, create the second receipt as a negative quantity

Have this receipt approved as well. Doing so will reduce the amount or quantity that was over received for on the previous receipts.