How to Resolve Incorrect Vendor Names on Purchase Orders

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.

When you see the hold reason code "PF" or the message "P.O. (Purchase Order) is created for another vendor" on the Hold & Incomplete (H & I) invoice status report in BruinBuy, review the invoice information on the INV Screen and determine the appropriate solution as indicated below. You will need the vendor number and the invoice number to access information on the INV Screen in BruinBuy.

NOTE: This article assumes a working knowledge of BruinBuy. Please see Chapter 15 of the BruinBuy User Guide for additional information on how to access the INV screen and an explanation of the information presented on this screen.

Issue	Solution
The vendor referenced the P.O. number incorrectly on the invoice(s) and a different, correct P.O. number exists.	Identify the correct P.O. number. Contact the Accounts Payable (AP) representative who placed the invoice on "I" (incomplete) status, and provide the correct P.O. number.
The P.O. number referenced is for a different vendor and a different, correct number does not exist.	Create a new P.O. for the invoice that is on "I" status. Contact the AP representative who placed the invoice into "I" status, and provide the new P.O. number.
The vendor merged with another company or otherwise changed names.	Locate the correct vendor name in the Vendor File in BruinBuy. Create a new P.O. using the correct vendor name. Contact the AP representative who placed the invoice into "I" status, and provide the new P.O. number.