Non-PO Invoice

Topics Covered Below



What is a Non-PO Invoice?

Non-PO Invoice is an online tool in eProcurement used to make a payment to a supplier when a PO is not required and the invoice is under the Direct Buy Limit. Non-PO Invoice provides users a convenient means of making quick payments as an alternative to ProCard while providing the same visibility users have come to enjoy with eProcurement.

Some benefits to using this payment method include:

  • Faster payment to the supplier
  • Greater transparency of the invoice payment process
  • Increased budget flexibility

Access to Non-PO Invoice

Access to Non-PO Invoice is granted upon completion of the following two steps. Procurement Services will authorize the Non-PO Preparer role in ASTRA within two business days.

  • Review the Non-PO web pages, including Best Practices
  • Review the training materials
  • Pass a knowledge assessment with 80% or higher (15 of 18 questions correctly answered)

Non-PO Invoice versus Other eProcurement Purchasing/Payment Methods

(Click the picture to view)

(click the picture to view)

Before Initiating a Non-PO Invoice

  • Familiarize yourself with the Exception items that cannot be paid with Non-PO Invoice
  • Review the Best Practices page for valuable information
  • Familiarize yourself with Commodity Codes
  • Ensure proper documentation is available for food purchases (form 1798) and payments to individuals (form 1632) link to forms
  • Have the invoice sent directly to your department.  Note that quotes, statements, proforma invoices and packing slips cannot be used to make payment
  • If the invoice you received is incorrect, request a corrected invoice from the supplier.
  • Obtain access: Review the training materials AND pass the assessment with a score of 80% or better.

Initiating a Non-PO Invoice

Access must be granted prior to initiating a Non-PO Invoice payment. Hint: For optimal performance, DO NOT use your browser back button. Doing so can produce inconsistent and often undesirable results in Ariba and is not recommended.

  1. Log into eProcurement: Click on the "eProcurement Login" image in the quick links box (right-hand side of the browser window)
  2. Click on Invoice Tab
  3. Click the Create Non-PO Invoice link in the Common Actions area of the page
  4. Enter the data exactly as it appears on the supplier invoice, subscription notice, or membership form
  5. If you have a manufacturer’s part number listed on the invoice, please enter it in the designated box on the Add Items screen. This allows the University to determine which items are purchased from multiple suppliers and create contracts for the best rates
  6. Be sure to add tax in the Header. If there is no tax on the invoice, add a header tax amount of zero ($0.00), and Use tax will be added for you
  7. Click Submit, read and acknowledge the Statement of Consent, click OK
  8. Record eProcurement-assigned invoice number on the hard copy of the invoice for easy reference
Click here for complete, step by step instructions!
 

Attaching Documents to Non-PO Invoice Payments

Documents required to support Non-PO Invoices should be attached electronically within the application. The attachments will be the official record for the Non-PO Invoice transactions. The attachments will be maintained in accordance with the UW approved records retention policy. The benefit of this using this feature is that in most cases you no longer need to retain the hard copies of the documents in department files, provided that you adhere to the University Scanning Policy.

For Non-PO Invoices you should attach:

  1. Vendor invoice/membership voucher/subscription voucher/registration documents, etc.
  2. Any supporting documents for proof of delivery, i.e., packing slips.
  3. Forms such as 1798 (for food orders from non-food approved budgets) or 1632 payment to individual (DO NOT FILL OUT Social Security information because vendor control already has that on file).

DO: Attach the invoice to the Summary page of your Non-PO Invoice.

DO NOT: attach it to the line item page, as this will make it hard to find the invoice in the future.

DO NOT: include scans of any information that includes bank account numbers, credit card numbers, or social security numbers.

For destruction of invoices/proof of goods received/receipts/records, each department must create a scanning policy that is in compliance with Records Management. For more information regarding the University Scanning Policy, please visit:http://f2.washington.edu/fm/ps/tools-for-reconciling/scanning/ariba.

Approving a Non-PO Invoice

  1. Log into eProcurement: Click on the "eProcurement Login" image in the quick links box (right-hand side of the browser window)
  2. Click on the Invoice Tab
  3. Click on Non-PO Invoice link under To Do
  4. Review and click Approve or Deny
  5. Provide comment and click OK

Supplier Requirements

Suppliers must be registered with the UW, active in the PAS Vendor database, and enrolled to receive electronic payments to be paid through Non-PO Invoice. If you are using a new supplier, please direct the supplier to the Supplier Registration Form and have the supplier register as a UW supplier. For more information, see the Supplier Information page and the supplier section of FAQs.

Review Non-PO Invoice Status

STATUS Definition RECOMMENDED ACTION
Composing An invoice currently being entered into Ariba Non-PO, but not yet Submitted Review the entered information for accuracy, then click the Submit button on the Summary page.
Submitted An invoice submitted for payment and in review with the Approver or Central Office Check the Approval Flow to see which box is Active. Contact that person or group to process the approval.
Reconciling An invoice in review with Central Office for an inconsistency (i.e. a tax variance) Contact Procurement Customer Service at pcshelp@uw.edu and provide the Non-PO Invoice number.
Reconciled An invoice Central Office reviewed and approved. (Changes may have been made to the total invoice amount, depending on the variance Nothing. Invoice has been sent to PAS for payment.
Paying Invoice is paid within 2 business days Check the Non-PO Payments report in Procurement Desktop Reports (PDR) for payment details.

 

Need Help?

Review our Non-PO FAQs.

We are happy to assist you with any questions and can be reached by email or phone:

 

 

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