Overview
Irregular invoices are broken into three (3) categories:
- Matching Exceptions: automatic hold(s) applied to invoices with purchase order price / quantity discrepancies.
- Hold for Receiving: automatic hold applied to invoices pending receiving.
- Other Holds: manual holds for invoice irregularities not captured by another category.
You can view your unit’s irregular invoices through 1) the Campus Irregular Invoice Dashboard and 2) custom BruinBuy Plus searches.
NOTE: Access the Irregular Invoice Resolution web page for step-by-step instructions on resolving irregular invoices.
Campus Irregular Invoice Dashboard
The Campus Irregular Invoice Dashboard:
- Provides a holistic view of your unit’s irregular invoice volume
- Allows you to visualize and filter data
- Offers invoice-specific details you can export
- Refreshes at 5 p.m. PT every business day
NOTE: The dashboard reflects data from the previous business day.
CAOs and CFOs should automatically have access to the dashboard. If you aren’t a CAO / CFO but would benefit from this tool, easily request access through the Irregular Invoice Dashboard Access Request form. Access is normally provisioned within five (5) business days of request submission.
Step-by-step by instructions for viewing & sorting irregular invoices by hold date can be found on the Irregular Invoice Resolution Calendar web page.
Custom BruinBuy Plus Searches
BruinBuy Plus’ custom search functionality allows you view a dynamic, real-time inventory of your unit’s specific irregular invoice details. Currently, you're unable to see all three (3) irregular invoice categories in a single BruinBuy Plus search; however, the Irregular Invoice Dashboard's Invoice Details tab offers that functionality.
Follow the steps in the How to View “Matching Exception” Invoices in BruinBuy Plus training guide.
FAQs
Don’t see your question? Create a support ticket or attend Accounts Payable office hours.
Access
Access is normally provisioned within five (5) business days of request submission.
Easily request access through the Irregular Invoice Dashboard Access Request form.
Email psg-news@finance.ucla.edu.
Data
Currently, you are unable to see all three irregular invoice categories in a single BruinBuy Plus search. Utilize the Irregular Invoice Dashboard's Invoice Details tab instead.
The dashboard can only display a single organization's data at a time.
Your department has no outstanding irregular invoices! The dashboard updates every business day, so check back often to see if any irregular invoices have been added.
Irregular invoice data will continue to feed into the dashboard until the invoice has been successfully processed by AP and has a Complete BruinBuy Plus invoice status. To learn more, access the Invoice & Pay Statuses web page.
“Unidentified” is populated when we do not have the CAO's/CFO's name or email on file. If there is an error, please contact psg-news@finance.ucla.edu.
Please contact psg-news@finance.ucla.edu.
You can see the latest Database Refresh Date at the top of the dashboard.
