Non-PO Best Practices

General Requirements
Preparing Payment in eProcurement
Administrators / Approvers
Checklist for Approving Payments
Before You Begin
Remittance Notes

 

General Requirements

  • It is the responsibility of the Preparer and Approver to ensure that transactions they submit are correct and compliant; read all warnings and errors for each transaction before submitting.
  • Ensure that payments are allowable, acceptable, and accurate and the original supplier payment request is on file within the department. Neither Procurement Services nor eProcurement will validate the reason for the payment.
  • Be aware that Procurement Services performs spot audits on Non-PO Invoices to ensure transactions are compliant (i.e., items are not on the exceptions list).

 

Administrators/Approvers:

  • Develop a written procedure for paying Non-PO Invoices within your department. Include approval levels, documentation needs (such as where to store documents and how the Approver receives them for review), and any additional retention period needs.
  • Determine who will be responsible for creating Non-PO Invoice payments and assist them with training and obtaining ASTRA access.
  • At least one backup Preparer and Approver are recommended in the event someone is on leave.

 

Before You Begin:

  • When contacting the suppliers to place an order:
    • Provide a unique number to provide to the supplier as a "PO #", such as a Purchase Path number or a sequence number created and maintained in your department to track Non-PO Invoice.  (Suggestion: begin your sequence with NPO and add a number value after)
    • Have the supplier send the invoice directly to your department instead of Accounts Payable
    • Provide the supplier with a contact person for your order, including first and last name and telephone number.
  • Determine within each department the workflow between Preparers and Approvers for Non-PO Invoice payments.
  • Familiarize yourself with the types of restricted payments as some payments cannot be processed in eProcurement. Please review the Exceptions List.
  • Only invoices and subscription or membership vouchers may be used to make payment within the eProcurement Non-PO Invoice module. Quotes, statements, proforma invoices, and packing slips cannot be used to make payment.
  • If an invoice is incorrect as billed, request a new invoice with changes from the supplier instead of short-paying the invoice through eProcurement.
  • Only pay invoices for items or services that have been received by your department. (Exceptions: Subscriptions or memberships)

 

Preparing Payment in eProcurement:

  • Enter as much information as is listed on the invoice. Note that not all fields are required. If you do not have information for a non-required field, you may leave it blank.
  • Select the remit-to address that matches what is listed on the invoice
  • If requesting a check be sent to your UW Campus Box, enter the 6-digit box number and the first and last name of the person who it should be sent to.
  • Enter each item as a separate line on the Non-PO Invoice.
  • Enter shipping, handling, discounts and tax exactly as listed on the invoice.
    • If there is no tax listed on the invoice, enter $0 in the sales tax line.  eProcurement has built-in functionality to check for use tax.  DO NOT calculate use tax and enter it in the sales tax line.  Doing so will pay the sales tax directly to the supplier, who did not invoice for it.
    • When entering a credit with sales tax, enter the tax amount as $0.00. When the system returns to the Summary page, change the tax to the negative amount listed on the credit memo.
  • Document the Non-PO Invoice number generated in eProcurement to the supplier’s invoice.
  • Scan in the invoice and supporting documentation (i.e. packing slips) for review or follow departmental protocol.
    • Note: When scanning in a 1632, blank out the person's social security number.
  • You do not need to print information contained in eProcurement.  Invoice information and all scanned documents will be kept for the full records retention period of six years.
  • Check Pickup/Special Check Handling is not available using the Non-PO Invoice module.  When you need to send paperwork to the vendor along with the payment, we recommend sending the documents with the date of payment and payment number (i.e. check number or ACH reference number).

 

Checklist for Approving Payments

  • Review each item as compared to the original invoice.
    • Is the selected supplier correct based on the invoice?
      • Hint: Click on the Supplier and Remit To address links in Ariba and compare to the invoice. Many supplier names look the same. It is the department's responsibility to verify that the payment is being initiated to the correct supplier. Errors will result in payment being made to the wrong supplier and the department will have to request a refund, then re-submit the Non-PO invoice to the correct supplier.
    • Were the items added exactly as listed on the invoice?
    • Were the items entered and coded correctly?
    • Are there any restricted items included in the payment?
  • If food or beverages was purchased, does the budget have food approval?
    • If not, is a 1798 food approval form for the specific event on file?
  • If this is payment to an individual, is a 1632 for this person on file?
    • Is the person a current UW employee?
  • Is there confirmation that the goods were received, where appropriate?

 

Remittance Notes

Remittance Notes are notes added to the payment details sent to a supplier when a payment is made to help the supplier identify the payment. It allows the supplier to easily connect the payment to their invoice. Current payment details include the invoice number, invoice date and dollar amount.

Preparers now have the option of adding Remittance Notes to their Non-PO Invoice payment. This field is limited to fifty (50) characters.

DO Use Remittance Notes For:

  • Last names of conference attendees
  • Customer/account numbers
  • Project numbers or Job name
  • Membership numbers

DO NOT Use Remittance Notes For:

  • Attention To names
  • Comments (i.e. Thanks! You're the Best!)
  • Item descriptions from invoice
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