How to Locate the Correct Accounts Payable Representative

If you determine that an invoice has been placed on incomplete (I) status, you must contact the Accounts Payable (AP) representative who placed the invoice on "I" to resolve the matter. There are several ways in BruinBuy to determine whom to contact in Accounts Payable to resolve your "I" invoice:

Web Reports
INV Screen
ORD Screen

Note:  Please see Chapter 12 (Queue Processing) and Chapter 15 (Information Access) of the BruinBuy User Guide for additional information on sending messages through the queue and on the aforementioned screens.

 

Web Reports

Web reports are available through BruinBuy to assist departments with the current status of orders/invoices and to analyze expenditures for the campus or spend information for vendors. To access AP preparer information through Web Reports, follow the procedure below.

  1. Log on to BruinBuy.
  2. Under the "Queries & Reports" box, click on "Web Reports."
  3. Click on "H&I Invoice Status."
  4. Enter the criteria required to retrieve the H&I data for the invoice (such as the departmental financial system or FS code). Be sure to select "Web Report" as the output type.
  5. The "AP Representative Logon" column provides the OASIS logon ID of the AP representative.  
  6. You may send a queue message using the logon ID or double click on the OASIS User ID to obtain the representative's email address. 
     
    Note: 
  • You can confirm if the representative is still working at AP by double-clicking on the user ID under the status column. An active employee is listed with an "A" and an inactive employee is listed with an "I."  If the AP representative who placed the invoice on "I" status is no longer active, please contact the general AP email address listed in the contact information below.
  • User IDs that start with "AP1EDI**" are not linked to a live person; they are proxy Electronic Data Interface (EDI) user IDs. Do not send a queue message to these IDs, as the message will be lost. Purchasing will resolve mismatches for BruinBuy catalog orders with the vendor. No action is required by department users. 

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INV Screen

The BruinBuy Invoice Detail Inquiry (INV) screen provides a list of invoices for each vendor by invoice number or date range. Have the vendor control number (VCK) and the invoice number ready when using this screen. You can find the invoice number and the vendor number by looking at your H&I report in BruinBuy.

  1. Log on to BruinBuy.
  2. Go to Queries.
  3. Select the INV screen.
  4. Type in the vendor number and invoice number. Then, click Submit.
  5. The name of the AP representative who placed the invoice on "I" status can be found on the Invoice Header under "Prepared By."
  6. Send a queue message to the AP representative to provide them with information on how to resolve the "I" status.

 

ORD Screen

The Order Detail Inquiry (ORD) screen provides details of each order, including any applicable payment information. You will need the Purchase Order (P.O.) number when using this screen to search for an invoice. You can find the P.O. number by looking at your H&I report in BruinBuy.

  1. Log on to BruinBuy.
  2. Go to Queries.
  3. Select the ORD screen.
  4. Type in the P.O. number and click Submit.
  5. Click on Order Invoice Summary.
  6. Click on the invoice number for which you wish to view more information.
  7. The name of the AP representative who placed the invoice on "I" status can be found on the Invoice Header under "Prepared By."
  8. Send a queue message to the AP representative identifying the information the representative needs.

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