Non-PO Invoice Enhancements Coming December 9, 2016! Webcast 12/6/2016

Why Are We Making These Changes? Non-PO Invoice was first introduced in 2012 as a tool to use for payments to suppliers during our transition from PAS to Ariba. Over the past four years, Procurement Services worked together with our campus partners to streamline certain purchases and improve compliance of Non-PO Invoice payments. We have implemented standard controls to monitor purchases, to reduce risk to your department and the University while offering some new enhancements.

What is changing?

Foreign Suppliers Foreign suppliers will be available to pay through Non-PO Invoice! This is exciting news for those departments who process payments below the direct buy limit for foreign suppliers. Suppliers will need to be registered and reviewed for compliance to be available for payment.

Foreign Vendor Questions The same Foreign Vendor Questions included in the Non-Catalog and BPO modules will appear here if paying a Foreign vendor Choosing Yes or No will prompt other Foreign Vendor related questions in this section Link to the Procurement Services Foreign Vendor webpage

Streamlined Approval Process The Non-PO Invoice approval process will now be streamlined for limited types of expenses that can exceed the direct buy limit. These limited expense types include: Memberships to professional organizations, Subscriptions to publications and certain Utility companies.

Expense types drop-down list

Paying Individuals in Non-PO Invoice Form 1632 – Independent contractor verification form will no longer be required to be kept on file at the department if the supplier being paid is an individual. The verification information will now be part of submitting the Non-PO Invoice, similar to the Payment to Individuals module.

Questions When Paying Individuals If you choose Yes to the Payment to an individual question here, other questions will appear below Verification questions to ensure that the payment is not to a University employee Questions from the 1632 form are now part of the Non PO Invoice module

Enhanced Reporting Functionality Improved reporting in Ariba to track and manage Non-PO Invoice spend at the department level. Report fields can be filtered by specific org codes, budgets, preparers and more.

Ariba Non PO Invoice Report After New Enhancements Basic tab view The Ariba Non PO Invoice report now allows you to search by Supplier, Invoice Date, Preparer, Budget Number and Organization Code

Ariba Non PO Invoice Report (Advanced) Advanced tab view After New Enhancements Additional report options available to provide more detailed results

What Action Do You Need To Take? Please attempt to have all Non-PO Invoices fully approved by 5:00 PM 12/08, before the changes are live. If your Non-PO Invoice is in Composing status on or after the launch day, please be sure to select the Edit button and answer any new questions that have been added with the enhancements.  Then, you can Submit the Non-PO Invoice for approval. If your Non-PO Invoice is in Submitted status on or after the launch day, approvers will not be able to approve. Approvers can select the Deny button to return the Non-PO Invoice to the preparer to edit.