Effective January 2, 2024, UCLA transitioned to its new procure-to-pay system, BruinBuy Plus. This web page is actively being updated; however, it still references the legacy BruinBuy system and processes. Review the BruinBuy Plus hub for additional information and resources.
PE: PO Closed
Review the AP Best Practices - PE deck for additional information on this hold code and its resolution steps!
- PO ran out of funds
- PO was manually closed
- Invoice has the wrong PO number
Verify the invoice status: has the invoice been paid?
| Invoice Status | Resolution Steps |
|---|---|
| Unpaid & Still Outstanding | List a valid PO number in the Department Notes column of your unit's shared sheet and toggle the invoice's Resolution Status to AP Action Needed |
| Unpaid & No Longer Owed |
Upload a credit memo/vendor confirmation to the file drop, add the file name to the Department Notes column of your unit’s shared sheet, and toggle the invoice’s Resolution Status to AP Action Needed |
| Paid & Not Outstanding |
Add the PO number the invoice was paid under to the Department Notes column of your unit’s shared sheet and toggle the Resolution Status to AP Action Needed |
- Confirm PO Funds: Prior to placing an order, confirm the associated PO has enough funds to cover the purchase
- Work with Your Vendors: Work with your vendors to ensure they’re listing the correct PO on their invoices.
PD: Invoice Amount > PO Amount
The PO listed on the vendor's invoice does not have enough available funds to pay the invoice.
Verify the invoice status: has the invoice been paid?
| Invoice Status | Resolution Steps |
|---|---|
| Unpaid & Still Outstanding | Initiate a change order request via BruinBuy. Additional information can be found in the Change Order training guide. NOTE: Include H&I Resolution Initiative in the change order's Detailed Description of Changes field—this will prompt Purchasing to prioritize your request. |
| Unpaid & No Longer Owed | Upload a credit memo/vendor confirmation to the file drop, add the file name to the Department Notes column of your unit’s shared sheet, and toggle the invoice’s Resolution Status to AP Action Needed. |
| Paid & Not Outstanding | Add the PO number the invoice was paid under to the Department Notes column of your unit’s shared sheet and toggle the Resolution Status to AP Action Needed. |
- Confirm PO Funds: Prior to placing an order, confirm the associated PO has enough funds to cover the purchase.
- Work with Your Vendors: Work with your vendors to ensure they’re listing the correct PO on their invoices.
PG: Invoice Lines Do Not Match PO
The PO referenced on the invoice does not have the same item description as the invoice.
Verify the invoice status: has the invoice been paid?
| Invoice Status | Resolution Steps |
|---|---|
| Unpaid & Still Outstanding | Initiate a change order request via BruinBuy. Additional information can be found in the Change Order training guide. NOTE: Include H&I Resolution Initiative in the change order's Detailed Description of Changes field—this will prompt Purchasing to prioritize your request. |
| Unpaid & No Longer Owed | Upload a credit memo/vendor confirmation to the file drop, add the file name to the Department Notes column of your unit’s shared sheet, and toggle the invoice’s Resolution Status to AP Action Needed. |
| Paid & Not Outstanding | Add the PO number the invoice was paid under to the Department Notes column of your unit’s shared sheet and toggle the Resolution Status to AP Action Needed. |
- Verify PO Item Description: Prior to placing an order, ensure the PO is created with the correct item description
- Work with Your Vendors: Work with your vendors to ensure the PO item description matches the invoice's item description.
XX: Multiple Issues
The invoice was unable to be processed due to multiple issues.
Verify the invoice status: has the invoice been paid?
| Invoice Status | Resolution Steps |
|---|---|
| Unpaid & Still Outstanding | Refer to the AP/Processer Notes column of your unit's shared sheet for a more detailed description of the underlying issues. Resolve the issues and then toggle the invoice’s Resolution Status to AP Action Needed. |
| Unpaid & No Longer Owed | Upload a credit memo/vendor confirmation to the file drop, add the file name to the Department Notes column of your unit’s shared sheet, and toggle the invoice’s Resolution Status to AP Action Needed. |
| Paid & Not Outstanding | Add the PO number the invoice was paid under to the Department Notes column of your unit’s shared sheet and toggle the Resolution Status to AP Action Needed. |
- Confirm PO Funds: Prior to placing an order, confirm the associated PO has enough funds to cover the purchase.
- Verify Vendor Profile: Ensure your vendor's profile is correctly set up and includes an up-to-date address.
- Work with Your Vendors: Work with your vendors to ensure they’re listing the correct PO on their invoices.
Payment No Longer Needed
Some invoices are placed on H&I but no longer require payment. In order for AP to remove these invoices from H&I, the department must provide a credit memo or vendor confirmation.
VENDOR INVOICES: Upload a credit memo/vendor confirmation to the file drop, add the file name to the Department Notes column of your unit’s shared sheet, and toggle the invoice’s Resolution Status to AP Action Needed.
DEPARTMENT PAYMENT (e.g., honorarium check request): Post a note to the PO, add the details to the Department Notes column of your unit’s shared sheet, and toggle the invoice’s Resolution Status to AP Action Needed.
DEPARTMENT PAYMENT (e.g., honorarium check request): Post a note to the PO, add the details to the Department Notes column of your unit’s shared sheet, and toggle the invoice’s Resolution Status to AP Action Needed.
Non-Responsive Vendor
Some H&I invoices require vendor support for resolution; however, a vendor may ignore these requests despite numerous follow-ups. With the BruinBuy shutdown fast approaching, we have created a non-response protocol to address this scenario.
If the vendor has been contacted a minimum of three times over a period of three weeks:
- Document all attempted correspondence in a PDF file and upload to the file drop.
- Add the file name to the Department Notes column of your unit’s shared sheet.
- Toggle the invoice's Resolution Status to AP Action Needed.
