This document answers frequently asked questions about after-the-fact purchase orders across campus.
1. Why were not all POs transferred to Oracle?
a. Reasons include FAS account subaccount/control on the legacy (Buysite) PO was unmapped to an Oracle COA/POETAF, the supplier on PO was not converted or was converted incorrectly, or the Requestor on the legacy (Buysite) PO is not an active Oracle user.
2. If we still have POs that were not converted with the move to Oracle, should we still create an ATF PO to pay our supplier?
a. If you have received an invoice and do not expect further invoicing from the same supplier, submit an After the Fact requisition in Oracle. If you have not yet received an invoice against a non-converted PO, create a PO via the Non-Catalog requisition in Oracle.
1. How is the ATF PO process different from a Payment Request?
a. An ATF PO is initiated after the goods and services have been rendered and an invoice has been received from the supplier.
2. Do I need to provide an invoice to the UChicago approver, and to the supplier for an ATF PO?
a. No, you only need to provide the invoice to approver.
3. Are we no longer required to submit invoices as attachments to suppliers?
a. No, you only need to provide the invoice to approver.
4. Since invoices are submitted with ATF PO requests, does the invoice need to be (re)submitted once the PO is created? Is the supplier responsible for this? Does the supplier automatically get a copy of the PO with instructions to submit to invoices@uchicago.edu?
Currently UChicago Procurement will submit the invoice on your behalf. Stay tuned, in the future we will be requesting that the supplier submit the invoice once the ATF PO is created.
5. How do I have my ATF PO sent back to me to correct an error?
a. If the requisition is still in the Approval Workflow, you can withdraw your requisition, make corrections and resubmit. If the AFT PO Invoice is already paid, you need to request a cost correction through the Cost Correction Form.
6. Is the requestor notified if there are any errors holding up the process in the system?
a. Requesters are notified if action is required by the requester. Invoices already in Oracle that are on hold are searchable in the Invoice Holds and Closed Orbit Dashboard. Currently, there are no notifications or reports available for invoices on hold in Easy Access.
7. Once I submit ATF POs in Oracle, where can I go to view them and see where they are in the process?
a. Requesters can look up the Requisition in Oracle by searching for the invoice and selecting "view lifecycle." If an invoice is unavailable in Oracle and is stuck in Easy Access, contact the Shared Services Support Center for assistance.
More details about the status can be found in reports in the Orbit Procurement Dashboard:
8. While ATF PO should be avoided, aren't they the only method we can use to pay monthly invoices for goods/services purchased that vary from month to month?
a. We still recommended taking the cost estimate of the quote to create a standing order. If needed, you can update the cost of the standing order to either reduce the amount to close out any encumbered funds that will not be used or increase the amount to avoid invoice holds and encumber additional funds.
9. How can we pay a supplier who bills by the hour or usage of a service monthly, for example an outside consultant, and we only know the amount owed after the service is provided and there is no way of creating a requisition and PO beforehand?
a. We recommend looking at your average annual cost for this type of work the supplier provides and create a Standing Order. Standing Orders can be adjusted through the Change Order Process.
1. Will the net 45 terms be shortened in the future?
a. Net 45 is the standard payment term. Suppliers agree to these payment terms during supplier setup. If the supplier can accept a credit card, we recommend you have them request to be setup with a Single Use Account (SUA) through our partnership with Chase. This can reduce net terms down to 10 days.
2. What if a supplier doesn't, or refuses to, send a quote and just sends and just generates an invoice? Should I submit the invoice when sending the requisition/PO request, or should I insist on receiving a quote for every order?
a. You should be completing the quote process to ensure you are keeping with the consistency of pricing. By agreeing to be a supplier with UChicago, your suppliers agreed to accept a Purchase Order prior to initiating work.
3. Is it okay if we are submitting invoices to invoices@uchicago.edu on behalf of the supplier?
a. As a best practice, suppliers should be instructed to submit their invoices to invoices@uchicago.edu directly.
4. Do PO vendors receive an email from the system, informing them of how and where to submit their invoice (invoices@uchicago.edu)?
a. Currently they do not. Once we require the supplier to send the invoice to invoices@uchicago.edu the supplier will get a message with the PO# that says do not fulfill and asks the supplier to send an invoice with the PO number.
5. How can I see if my supplier has been paid?
a. Suppliers currently do not have visibility to look up the status of their payment. They can reach out to the Support Center to get the status of their payment.
1. If we use a standing PO for a service that legitimately exceeded the estimated costs before the term of the PO ended, would an AFT PO be appropriate to pay the remaining portion of the charges?
a. No, once you know the cost will exceed the Standing PO amount you should complete a change order before the invoice is received. Otherwise, you will need to approve the invoice to pay the increased amount.
2. How do I appropriately pay contractors or vendors that are infrequent, and the cost is unpredictable? These individuals used to be processed with e-payments and don’t usually have a formal documentation to request a PO.
a. When initiating the order with the supplier, inform them that you will need to submit a PO to engage with goods/services. You can manage unpredictable costs by completing a change order when you know the final price.
3. What if I go to a storeroom and get supplies, would this be an ATF PO or a payment request?
a. You should work with the storeroom to determine the appropriate way to initiate this process. The established storerooms have a process to recoup the cost of the items.
4. I am not sure what goods/services a PI is going to purchase, but I am responsible for paying the invoices. Because I want to avoid ATF POs, how should such cases be handled?
a. You should engage with the PI and discuss that the appropriate way to purchase these items. Remind the PI they need to create a requisition before you can submit the invoice. If the PI is deferring that job, you can work with the PI to establish an ordering process that works for your unique needs.
5. I've seen the ATF POs used for invoices where the existing standing order is past the "good through" date. Renewal was taking a long time to establish, and the service was rendered already. Is it appropriate to use an ATF PO for the invoices in this scenario?
a. With the new change order process, this should not take as long as it did prior to Oracle. You can update the date on your own. By taking this step, you won't need to create an ATF PO
1. Is there a guide for the preferred purchasing methods at the University?
a. Yes, you can view the preferred purchasing guide here: https://intranet.uchicago.edu/tools-and-resources/financial-resources/i-want-to-buy-something/preferred-purchasing-methods
2. What Orbit report provides payment information?
a. The Orbit Payables Payment Register provide payment information.
3. Where can I learn more about Procurement Processes in Oracle?
a. Register for procurement courses in Workday Learning:
Procure-to-Pay Fundamentals: Oracle
https://wd5.myworkday.com/uchicago/email-universal/inst/17815$453/rel-task/2997$10951.htmld
Applying the Procurement Process
https://wd5.myworkday.com/uchicago/email-universal/inst/17815$466/rel-task/2997$10951.htmld