Frequently Asked Questions

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9r2

In addition to ensuring the University of Washington is on the most current release of the Ariba software, the following enhancements are included in the 9r2 release of Ariba:

  • For invoices rejected AFTER the upgrade to 9r2, the Invoices Tab of the BPO will show a status of Rejected instead of Reconciled. For those invoices, you will no longer have to navigate to the Invoice detail and then to the Invoice Reconciliation tab to determine if an invoice has been rejected. For invoices reconciled after the  9r2 implementation, the status of Reconciled, means that the invoice has been released for payment.
  • You can search for invoices with a status of Rejected in the Invoice search interface. Only invoices that were Rejected after the deployment of 9r2 will be displayed.
  • If you are an approver for a budget or organization, you can access all approvable types through Manage -> My To Do from the blue command bar. This provides approvers with the ability to quickly access all To Dos in once place. After selecting this option, you can either view all of your To Dos by scrolling through them, or you can filter the display by Approvable Type (i.e., Card Application, Card Limit Increase, Contract Request, Requisition) and other options such as Title, ID, Date Created, Date Submitted, Preparer, and Requester.

Yes. Release 9r2 of Ariba, implemented in early September, 2015, allows you to search for invoices that have a status of Rejected. IMPORTANT: Only invoices that were Rejected after the deployment of 9r2 will be displayed.

To search for rejected invoices:

  1. Click Search in the blue command bar.
  2. Select Invoice from the drop-down.
  3. Ensure the Status field is visible in the Search Filter window. If it is not, click the Search Options link in the upper right-hand corner, and select Status.
  4. Click on the drop-down arrow for the Status field and select Rejected.
  5. Optionally, you can add other search filters such as Supplier and Invoice Date.
  6. Click Search.
  7. Rejected invoices meeting the Search filter criteria should appear in the Search Results.

Starting with the September 8, 2015 deployment of Ariba 9r2, you will see a status of Rejected on the Invoices Tab of the BPO. If the status of the Invoice is Reconciled, that means that the invoice has been released for payment.

To determine the status of the BPO Invoice for invoices paid or rejected prior to the 9r2 deployment:

  1. Navigate to the invoice detail by clicking on the Invoice ID
  2. Click on the Reconciliation Tab of the invoice to see if the status is Rejected or Paying.

In the latest release of Ariba, 9r2, the Shopping Cart icon behaves the same as clicking the Checkout button. The Summary Page provides you with full edit access to all fields of the request, including the Title, Hold Until, and On Behalf of fields. The Shopping Cart only allowed edits of quantity and line item information.

Release 9r2 of Ariba added two new options under Preferences: Activate Mobile Device and Manage Mobile Device. This feature has not been enabled at this time.

Do not try to use it! If you select Manage Mobile Device, it will hang your Ariba session. If you accidentally do this:

  • Close the Ariba browser.
  • Open a new browser window.
  • Log back in to Ariba.

Ariba has indicated that there is a fix for this issue and we will be evaluating when to implement it.

The Clean Up button is used to remove items from your To Do in Ariba list if you have been removed from an ASTRA approval role. In Ariba release 9r2, the Clean Up button moved from the bottom of the list of approvables to the upper right corner when you:

  • Select Manage > My To Do.

If you have been removed from an ASTRA approval role, clicking on the Clean Up button will remove those items that no longer require your attention.

Several years ago based on campus user requirements, we created a customization to Ariba to include the Date Attached timestamp field because the out-of-the box software did not have a field that recorded when an attachment was added.

In release 9r2, Ariba added the Date Created field for attachments, so currently there are 2 dates for attachments:

  • Date Attached – UW Customization
  • Date Created – Ariba 9r2 Enhancement

The fields are calculated differently and are populated at different times. The new Date Created field appears immediately when the user adds the attachment but has not submitted yet. The Date Attached column is blank before Submit, but then displays when you go back and view the transaction.

In a future release of the eProcurement system, we will be removing the Date Attached customized field and keeping the Ariba Date Created field.

Several years ago based on campus user requirements, we created a customization to Ariba to include the Date Attached timestamp field because the out-of-the box software did not have a field that recorded when an attachment was added.

In release 9r2, Ariba added the Date Created field for attachments, so currently there are 2 dates for attachments:

  • Date Attached – UW Customization
  • Date Created – Ariba 9r2 Enhancement

In a future release of the eProcurement system, we will be removing the Date Attached customized field and keeping the Ariba Date Created field.

Invoices rejected PRIOR to the September 8, 2015 deployment of 9r2 will have a status of Reconciled. However, the status of Rejected is on the associated Invoice Reconciliation, accessed using the Reconciliation tab on the Invoice.

Also, you can use the Search option for Invoice Reconciliation to locate a batch of rejected BPO invoice reconciliations prior to the 9r2 deployment based on various search criteria. From there, you can navigate and locate the associated BPOs and Invoices.

To search for Invoice Reconciliations with a status of Rejected:

  1. Click Search in the blue command bar.
  2. Select Invoice Reconciliation from the drop-down.
  3. Ensure the Status, Contract ID and Rejected Date fields are visible in the Search Filter window. If they are not, click the Search Options link in the upper right-hand corner, and select Status, Contract ID and Rejected Date.
  4. Enter BPO into the Contract ID field to find Invoice Reconciliations for BPOs only.
  5. Select a Custom date range for the Rejected Date field prior to Sept. 8, 2015. For example, August 3, 2015 to September 4, 2015.
  6. Click on the drop-down arrow for the Status field and select Rejected.
  7. Optionally, you can add other search filters such as Requester (BPO Contact) and Supplier.
  8. Click Search.
  9. Invoice Reconciliations with a status of Rejected meeting the Search filter criteria should appear in the Search Results.
  10. Click on the IR ID number to view the details of the Invoice Reconciliation. The BPO and Invoice numbers are in the header Invoice Reconciliation detail. In addition, you can easily navigate to either the Invoice or the BPO by clicking on the Invoice or Contracts tab, respectively.

 

Below is a screen capture of an example search for BPO Invoice Reconciliations with a Status of Rejected:

Account Codes

For the best view of how your department spends money, we recommend using the account code that best fits the purchased good or service.

Please refer to the account code website located at: http://www.washington.edu/admin/finacct/obcodes/

You might also find it helpful to visit the taxability grid at the Tax Office web page, located at: http://f2.washington.edu/fm/tax/taxability

Best practice is for advertising charges to be paid by Procard. Employees should not use their personal funds to pay for this type of service. At this time, account code 03-21 for Advertising will not be added to the eReimbursement portion of eProcurement (Ariba).

AP Process

Departments can purchase gift cards for employee recognition using the Procard. However, the gift must be reported to Payroll because the gift is taxable. See Employee Recognition.
 

In general, invoices will be processed for payment Net 30 days from the date a properly completed invoice with a valid purchase order number  is received in UW Accounts Payable.

  • Invoices will not be processed for payment until all items invoiced have been received.
  • Invoices over $10,000 are not finalized for payment until a department representative communicates the date the materials were received and their approval to pay.
  • If rush payment is needed, please contact the ordering UW department.

Please also see our General Terms and Conditions.

Set up the purchase order for the approximate US dollar amount which can be found on a currency exchange website. The wire payment will be converted into the current day’s exchange rate when it is sent, so the encumbered amount and the paid amount will not match exactly. See Wire Payments.

To inquire about the status of your check, please contact Procurement Customer Services at 206-543-4500 or email them at pcshelp@uw.edu.

No, the University cannot send checks in foreign currency. However, we can send wire transfers in foreign currency. See the Wire Payments page for more information.

If the original charge was processed on an invoice through Accounts Payable or through an Ariba module, please submit your correction through Procurement Desktop Reports (PDR). Go to the "Use Tax History" report and submit your request from there. Typically, taxes can only be added or reversed for the last 3 months.

If the original charge charge was processed through Procard, first review the transaction in PaymentNet. If the month has not yet closed, simply check or uncheck the use tax box by the transaction. If the month has closed already. please submit your correction through Procurement Desktop Reports (PDR).

For questions and inquiries about the Use Tax Report, please contact Procurement Customer Service at 206-543-4500 or email them at pcshelp@uw.edu.

Please send all requests to close PAS purchase orders to saf@uw.edu. Include the PO number, budget number, and account code in your email. Note: By sending an email to saf to liquidate an encumbrance, you are requesting that the PO be closed. Make certain that all product or services have been received and paid for prior to emailing. If the product or services have not been fully received and paid for, and you need to liquidate an amount from a specific budget, please email purentry@uw.edu with an alternate budget to charge the remaining invoice(s) to.

Invoices are submitted by different methods, depending on the order type.

  • Catalog Ordering: The supplier should submit the invoice electronically through Ariba
  • Non-Catalog Ordering:
    • Enabled supplier orders- The supplier must submit the invoice electronically through Ariba
    • Manual orders- The supplier should submit the invoice by email to epay@uw.edu
  • For BPOs: The supplier must submit the invoice electronically through Ariba
  • Non-PO Invoice: The department should submit a Non-PO Invoice form and attach the supplier's invoice copy
  • PAS Purchase Order:
    • Departments can email invoice copies to rip@uw.edu or send by campus mail to box 351130
    • Suppliers can fax invoice copies to 206-685-8018 or mail to: University of Washington, Accounts Payable 351130, 3917 University Way NE, Seattle, WA 98105

All invoices should be in English, or have an official translation on file for audit purposes. Official translations are at the department or vendor expense, depending on the contract. Accounts Payable will accept invoices in foreign languages only when the department includes an approved invoice voucher with the invoice. The currency and amount to be paid should be specified on the invoice voucher. If foreign currency is requested, then wire transfer instructions must also be provided.

Invoice vouchers are required for the following circumstances:

  • Invoices over $10,000 submitted by a department for payment

  • To communicate special check handling instructions

  • To communicate wire transfer instructions

  • When an invoice is in a foreign language

According to the UW General Terms & Conditions (section 28), payment is not considered late if a check, warrant, or electronic transmittal notice has been mailed or issued within the time specified by the contract, or if no terms are specified, within 30 days from the date of receipt of a properly completed invoice, or goods, whichever is later.

Any late payment charges accrued on an invoice will be charged to the budget number listed on the purchase order, and subject to buyer review.

If the refund check is sent directly to your department, simply fill out a reverse expenditure form and send it with the refund check to Accounts Payable at box 351130.

If it is a refund check for a Procard purchase, please send the reverse expenditure form and refund check to box 351120 Procard to deposit.

If the refund check was sent directly to Accounts Payable from the supplier, AP will deposit the check and process a journal voucher to move the funds back to your budget. In the even the money does not show up in your budget transactions, please contact Procurement Customer Service at 206-543-4500 or email them at pcshelp@uw.edu. Please provide the check information if you have it, or the refund amount, PO number, and supplier. We will assist in refunding the credit back to your budget.

If you discover a duplicate payment for an order, contact Procurement Customer Service at pcshelp@uw.edu. Please include the date of the original and duplicate payments, the budget number(s), the PO number(s), and the account code(s) charged. We will assist you in getting a refund for the duplicate payment.

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