Guided Buying QRG: Invoice Payment Holds Process
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Invoice Payment Holds
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Invoice Payment Hold
Invoice Payment Holds
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Requisitioners approve all invoices over $5,000 and Contract
BPO Non-Release invoices
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Approvers are required to act in the system and approve the
invoice to generate payment.
When approval is required, the invoice will hold
for the approver
to perform certain actions such as:
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Validate the invoice
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Perform modifications to the invoice such as
“Manage Accounting”
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Add another Ariba user as a watchers or approver in
the approval flow tab for colleagues to review an
invoice.
Payment is generated when all approvers in the “Approval Flow”
tab on the invoice has completed approval.
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Requisitioners will be added as a watcher for invoices under
$5,000.
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After three days, invoices under $5,000 will auto-release payment
unless placed on hold by the requisitioner in BUworks.
When the requisitioner requires the invoice payment to be held
longer than three days, the requisitioner can place a hold on the
invoice payment in BUworks.
The requisitioner will contact Accounts Payable when ready to
complete one of the two actions below:
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Release Invoice Payment
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Reverse Invoice Payment
Submit a ticket to Accounts Payable via
the
Financial Affairs
Customer Service Portal
.
*
Applies to Contract BPO Non-Release Invoices as well.
Invoice Payment Hold Process in BUworks
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Invoice Payment Hold Process in BUworks
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Additional Resources: Guides, FAQ, and Assistance
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Ordering Information: Submit a ticket to Sourcing &
Procurement via the
Financial Affairs Customer Service
Portal
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Invoice & Payment Information: Submit a ticket to
Accounts Payable via the
Financial Affairs Customer
Service Portal
.
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F
A
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How to Place Orders
FAQs
Invoice Guides and FAQ
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This quick reference guide explains how the Guided Buying process manages invoices, especially in cases of discrepancies or incomplete deliveries. Requisitioners can place invoices on hold, with different processes for invoices over and under $5,000. Approvals, validations, and holds are crucial steps in ensuring smooth payment processes. Learn more about invoice payment hold processes in BUworks.
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Presentation Transcript
Guided BUying QRG Quick Reference Guide Invoice Payment Holds
Invoice Payment Holds How does the Guided BUying process stop invoices? The requisitioner is responsible for validating all invoices. Requisitioners will be able to view invoices in the system and place them on hold if there is a discrepancy on the invoice or services/orders delivery is not complete. Invoice over $5,000* Invoice under $5,000 Requisitioners will be added as a watcher for invoices under $5,000. Requisitioners approve all invoices over $5,000 and Contract BPO Non-Release invoices Watchers are notified via email to validate the invoice and the invoice will be available in the To Watch list in Guided BUying. Approvers are notified via email and the invoice will be available in the To Approve list in Guided BUying. After three days, invoices under $5,000 will auto-release payment unless placed on hold by the requisitioner in BUworks. Approvers are required to act in the system and approve the invoice to generate payment. Hold Process Hold Process When approval is required, the invoice will hold for the approver to perform certain actions such as: Validate the invoice Perform modifications to the invoice such as Manage Accounting Add another Ariba user as a watchers or approver in the approval flow tab for colleagues to review an invoice. Payment is generated when all approvers in the Approval Flow tab on the invoice has completed approval. When the requisitioner requires the invoice payment to be held longer than three days, the requisitioner can place a hold on the invoice payment in BUworks. The requisitioner will contact Accounts Payable when ready to complete one of the two actions below: Release Invoice Payment Reverse Invoice Payment Submit a ticket to Accounts Payable via the Financial Affairs Customer Service Portal. *Applies to Contract BPO Non-Release Invoices as well. 3
Additional Resources: Guides, FAQ, and Assistance Guides & FAQs How to Place Orders FAQs Invoice Guides and FAQ Contact Us Ordering Information: Submit a ticket to Sourcing & Procurement via the Financial Affairs Customer Service Portal. Invoice & Payment Information: Submit a ticket to Accounts Payable via the Financial Affairs Customer Service Portal. 6
