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Frequently Asked Questions

General FAQ's

Requester FAQ's

Approver FAQ's

Receiver FAQ's

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General FAQs

Will training be available?

Answer: Yes, online training, QRC’s, recording’s and Instructor Led training for Requesters and Invoice Reconciliation Exception processors. Here’s the Link to Training information.

Will all internet browsers work with Ariba?

Answer: Ariba is compatible with the most browsers such as  Internet Explorer, Chrome, Mozilla Firefox and Safari.

How will we request roles if we currently don’t have any?

Answer: Use the Role Request Application.

How will we log-in into Ariba?

Answer: Users will use their career account and password. A link will be available on the Purdue Employee Portal and the Procurement Services website home page.

How do we edit the email notifications we will get into a summary notification?

Answer: Link to QRC

What is the max # of characters in Comments section?

Answer: There are 2000 characters available.

How do you cancel a PO in Ariba?

Answer: To "cancel" the PO - it's called close PO in Ariba.  First, verify if a receipt has already been processsed.  Follow the appropriate section in the Receiving in Ariba QRC.

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Requester FAQs

Can we use split line on University Stores requisitions?

Answer: No, this is a limitation in the inventory module. May only have one account for the entire requisition, which includes the same single account assignment must be on all lines.

Do all vendors populate in the non-catalog orders no matter what commodity code you choose?

Answer: Yes, all suppliers are searchable on all commodity codes.

Does an added watcher get notification or have it on their dashboard that they have an order to watch and can they make notes like a reviewer in SRM?

Answer: A watcher will get an email notification and it will appear in their to do section. Also, a watcher can add a comment. They need to click submit and not save for it to appear.

Why would a requisition split into multiple PO’s?

Answer:

  1. If there are different ship-to addresses on separate lines.
  2. If there are different vendors on separate lines.

When a PO is created will we still get an e-mail with the PO attached from the Purchasing Workflow group?

Answer: An email will be sent indicating the approval flow has been completed. There is a link in the email to open the requisition.  The PO number is under the orders tab.

When ordering on behalf of another user, who can be selected to order on behalf of?

Answer: Any active employee.  Be mindful, this gives the requester permissions to the person you are ordering on behalf of.  You become the preparer and will not be able to do any actions that the requester can. 

Will vendor numbers change?

Answer: No.

Can you change the GL on a Stores order?

Answer: No, the GL can't be changed. It's a restriction of the Inventory Management module of SAP. The requester should not be able to change it.

Can a negative dollar amount be entered on a line item in a requisition?

Answer: No, a negative dollar amount is not possible. If there is a need for this situation enter the net dollar amount and enter the “original amount” minus “the negative amount” = “net amount”

How do I find the PO# for a requisition?

Answer: Once the email indicating the requisition has been fully approved, then you will be able to find the PO number. Once the requisitions is open click on the Orders tab the PO # will be there.

The cost assignment not finding numbers.

Answer: Clear out the order (or cost center, WBSE) and fund fields enter order (or cost center, WBSE) number and hit enter -- Re-enter starting with the order (or cost center, WBSE) and complete fields in order of appearance.   Once the full number and description appear then click in fund field and enter the fund number tab to next field.

Stores requisition still in ordering status what do I need to do?

Answer: No action is required by the requester. University Stores has received the reservations and will fill it. We are working on the Manual Supplier PO’s that are a higher priority and will mark these reservations ordered soon. This delay in marking the reservation ordered doesn’t stop the reservation from being processed.

Do all vendors populate in the non-catalog orders no matter what commodity code you choose?

Answer: Yes, all suppliers are searchable on all commodity codes.

I have searched for and selected a commodity code, "Chemicals including Bio Chemicals and Gas materials" for example, however the system wants a 4, 6, or 8 digit code. Where do I find such a code?

Answer: Drill down by clicking on the gray arrow to expand the selections and select a commodity code that has 4 or more digits.  

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Approver FAQs

Will the approver receive a notification if they need to approve an item?

Answer: Yes, when a requisition or an invoice exception needs to be approved; the approver will receive an email notification and the item will appear in their To Do section on their dashboard.  If the user has summurized their notifications or turned them off they will no longer recieve individual emails or any emails at all. 

When will a Purchasing Agent be added in the approval flow?

Answer: If there is no supplier added, no supplier part # (if there isn’t a part number available, enter “No PN”) or a non-US supplier (for customs information) a purchasing agent will be added. In addition for non-catalog (NC) items in a requisition $3K or greater the purchasing agent will be added.  Any catalog requisition >$10K will add a purchasing agent.

When there is a parallel approval, can both approvers be in the REQ at the same time?

Answer: Both approvers could potentially approve at the same time. They would not be able to edit the requisition at the same time.

Can I delegate my approval authority to someone else?

Answer: Yes. It is the responsibility of the person delegating to verify the person to whom they delegate has the same or greater authority prior to delegating authority.

Why can't I accept the PO Received Quantity Variance as a Level 1 Fiscal Approver?

Answer: The only way a PO Received Quantity Variance is cleared is when the receipt is processed.

After the PO Received Quantity Variance is cleared does it need to be approved?

Answer: Yes, once the invoice is reconciled the Invoice Reconciler needs to click approve in order to approve the exception. The invoice reconciliation exceptions are two steps the reconciliation and the approval.

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Receiver FAQs

As a receiver

Answer:

What is the auto-receipt feature?

Answer: For PO’s totaling $250 or less a receipt will automatically be posted once the lead time for the item has expired. For catalogs the lead time is set by the supplier and may be different for each item. For non-catalog items the lead time is 0 days.  The auto-receipt will post the next day for non-catalog requisitions.

What if a PO is auto-receipted, but the vendor can’t supply it or there is an issue?

Answer: Once the lead time expires and the receipt is posted, the receiver may process a reversal.  The Receiving in Ariba QRCfor the exact steps to complete the reversal is available on the Ariba page of business@purdue.

Can a receiver enter a quantity that is more than on the PO?

Answer: No, the most the receiver can enter is the quantity on the PO.

Can I confirm an order multiple times?

Answer: Yes, partial receipt can be completed as many times as needed.

How to re-open a PO?

Answer: See the Receiving in Ariba QRC for detailed instructions

What is there’s a difference in the price on an auto-receive item?

Answer: Price differences will create an invoice reconciliation exception and will be reconciler by the invoice reconciler and approved by the 1st level fiscal approver and each level depending on the invoice dollar amount.

How do I get a date received for product?

Answer: This should be indicated on the packing slip (or in an email if used in place of a packing slip) from the person that physically received the item.

What if we don’t physically receive all items

Answer: If the PO was auto-received than process a reversal. See the Receiving in Ariba QRC for specific instructions.

How do I search for orders?

Answer: On the home tab click, Search -> Purchase Order

What does the warning message mean?

Answer: Ariba is applying our approval rules to the receipt. Users just need to click submit.

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