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Irregular Invoice Resolution

Overview

If you’re familiar with the legacy BruinBuy system, irregular invoices are the BruinBuy Plus equivalent of hold & incomplete (H&I) invoices. Irregular invoices have been placed on hold and/or matching exception and require department or vendor action before they can be processed.

TIP: Learn how to easily identify matching exceptions and hold for receiving invoices with our training guides: How to Create a Matching Exceptions Report and How to Create, Run, & Save a Hold for Receiving Report.

2024 Fiscal Close Instructions 

Complete the following steps by end of day Friday, June 14:

  1. Access your organization’s personalized Irregular Invoice Backlog Inventory. This custom inventory link was included in our June 3 communication to irregular invoice points of contact (POCs), CAOs, and CFOs. If you did not receive this communication and need access, submit a ticket through our Irregular Invoice General Questions & Requests form.
  2. To resolve an invoice, follow the relevant instructions in the below how-to sections.
  3. Review the Fiscal Close web page for other important fiscal year-end deadlines.

If the appropriate actions are not taken by the June 14 deadline, impacted invoices may be 1) rejected OR 2) not paid this fiscal year. Additional information can be found in each how-to section.

NOTE: Irregular invoices should be actioned on an ongoing basis; however, the listed fiscal close deadlines are solely for invoices submitted on or before April 3. Accounts Payable (AP) cannot guarantee that irregular invoices from April 4 or later will be fully resolved and processed by the end of June. We will continue to provide irregular invoice guidance during the next fiscal year. 

How-To Resources

Easily jump to your hold or matching exception by using the buttons below. We're actively developing and adding new resources to this page, so check back often!

Insufficient PO Funds

Hold for Receiving 

Matching Exception: Invoice Over Price

Matching Exception: Invoice Over Quantity

Invalid PO

Under Further Review by AP

FAQs

Insufficient PO Funds

FISCAL CLOSE WARNING: If the necessary action is not taken by end of day June 14, the following will occur:  

Invoices under $10,000 will be rejected.

Invoices greater than or equal to $10,000 will be escalated to campus leadership and will not be paid this fiscal year. 

This deadline only applies to invoices submitted on or before April 3. See the 2024 Fiscal Close Instructions section for additional information.

The invoice’s PO does not have enough funds to pay the invoice.  

PO Scenario Resolution steps
PO was migrated from legacy BruinBuy
  1. Create a new PO and override the distribution to prevent it from being emailed to the vendor.  
     
    NOTE: If this is a PO that will have future invoices applied to it, ensure you send the new PO number to the vendor. 
  2. Submit the Irregular Invoice Resolution Form, notifying AP of the new PO number and that the necessary action has been taken.

    AP will alert you when the invoice has been successfully processed and then close your resolution ticket.
  3. Create a Service Desk ticket to close the old PO.  
     
    NOTE: The timing of Step 3 is at the discretion of your department – the old PO does not need to be closed by the June 14 deadline. 
PO was created in BruinBuy Plus
  1. Submit a change request to add more funds to the PO. 
     
    NOTE: If the desired FAU does not have enough funds, work with your fund manager to add more.
  2. Submit the Irregular Invoice Resolution Form, notifying AP of the new PO number and that the necessary action has been taken. 

    AP will alert you when the invoice has been successfully processed and then close your resolution ticket.

 

Hold for Receiving

FISCAL CLOSE WARNING: If the necessary action is not taken by end of day June 14, the following will occur:  

Invoices under $10,000 will be rejected.

Invoices greater than or equal to $10,000 will be escalated to campus leadership and will not be paid this fiscal year. 

This deadline only applies to invoices submitted on or before April 3. See the 2024 Fiscal Close Instructions section for additional information.

The invoice cannot be paid because receiving has not been completed.  

Complete receiving against the PO.

Matching Exception: Invoice Over Price

FISCAL CLOSE WARNING: If the necessary action is not taken by end of day June 14, these invoices will not be paid this fiscal year. This deadline only applies to invoices submitted on or before April 3. See the 2024 Fiscal Close Instructions section for additional information.

The invoice’s pricing is higher than the pricing on the associated PO and there are not enough funds to pay it.   

PO Scenario Invoice scenario resolution steps
PO was migrated from legacy BruinBuy and is incorrect Invoice is assigned to an AP representative

To determine if an invoice is assigned to an AP representative, review our quick reference guide.  
  1. Create a new PO and override the distribution to prevent it from being emailed to the vendor. 

    If this is a PO that will have future invoices applied to it, ensure you send the new PO number to the vendor.  
  2. Add the new PO number as a comment on the invoice so that AP can manually route it to the next workflow step.  
     
    REMINDER: When adding a comment, select the assigned AP representative from the “Email Notification(s)” checkboxes – this ensures they are notified of your update.  
  3. Create a Service Desk ticket to close the old PO.
     
    NOTE: The timing of Step 3 is at the discretion of your department – the old PO does not need to be closed by the June 14 deadline. 
PO was created in BruinBuy Plus and is incorrect Invoice is assigned to an AP representative

To determine if an invoice is assigned to an AP representative, review our quick reference guide.  
  1. Submit a change request to match the PO to the invoice.   
  2. Once the PO reflects the update, add a comment to the invoice so that AP can manually route it to the next workflow step.  
     
    REMINDER: When adding a comment, select the assigned AP representative from the “Email Notification(s)” checkboxes – this ensures they are notified of your update.  
PO was migrated from legacy BruinBuy and is incorrect Invoice is NOT assigned to an AP representative

To determine if an invoice is assigned to an AP representative, review our quick reference guide.  		 Submit a support ticket for directions. Change orders cannot be completed against migrated POs. 
PO was created in BruinBuy Plus and is incorrect Invoice is NOT assigned to an AP representative

To determine if an invoice is assigned to an AP representative, review our quick reference guide.  
  1. Submit a change request to match the PO to the invoice.  
  2. The invoice will automatically route to the next workflow step.  
PO is correct  N/A

Work with the vendor to submit a credit memo or new invoice. 

To submit a credit memo:

  1. Add the following comment to the BruinBuy Plus invoice: “Hold for processing – vendor is submitting a corresponding credit memo”. 
  2. Submit the credit memo through the standard electronic invoicing process. Ensure the memo clearly lists the PO number and original invoice number.   
  3. Create a support ticket alerting AP that steps 1 and 2 have been completed.   

To submit an updated invoice: 

  1. Add the following comment to the BruinBuy Plus invoice: “Please reject – vendor is resubmitting an updated invoice”. 
  2. Submit a support ticket alerting AP that Step 1 has been completed.  
  3. Wait for AP to tell you that the previous invoice has been rejected.   
  4. Have the vendor submit the updated invoice through the standard electronic invoicing process. 
IMPORTANT: Step 3 must be followed to avoid the new invoice from being auto-rejected as a duplicate.  

 

Matching Exception: Invoice Over Quantity

FISCAL CLOSE WARNING: If the necessary action is not taken by end of day June 14, these invoices will not be paid this fiscal year. This deadline only applies to invoices submitted on or before April 3. See the 2024 Fiscal Close Instructions section for additional information.

The invoice’s quantity is higher than the quantity on the associated PO and there are not enough funds to pay it.   

NOTE: This matching exception frequently occurs when the PO was supposed to be a declining balance. Review the Declining Balance guide for additional information. 
PO Scenario Invoice scenario resolution steps
PO was migrated from legacy BruinBuy and is incorrect Invoice is assigned to an AP representative

To determine if an invoice is assigned to an AP representative, review our quick reference guide.  
  1. Create a new PO and override the distribution to prevent it from being emailed to the vendor. 

    If this is a PO that will have future invoices applied to it, ensure you send the new PO number to the vendor.  
  2. Add the new PO number as a comment on the invoice so that AP can manually route it to the next workflow step.  
     
    REMINDER: When adding a comment, select the assigned AP representative from the “Email Notification(s)” checkboxes – this ensures they are notified of your update.  
  3. Create a Service Desk ticket to close the old PO.
     
    NOTE: The timing of Step 3 is at the discretion of your department – the old PO does not need to be closed by the June 14 deadline. 
PO was created in BruinBuy Plus and is incorrect Invoice is assigned to an AP representative

To determine if an invoice is assigned to an AP representative, review our quick reference guide.  
  1. Submit a change request to match it to the invoice.   
  2. Once the PO reflects the update, add a comment to the invoice so that AP can manually route it to the next workflow step.  
     
    REMINDER: When adding a comment, select the assigned AP representative from the “Email Notification(s)” checkboxes – this ensures they are notified of your update.  
PO was migrated from legacy BruinBuy and is incorrect Invoice is NOT assigned to an AP representative

To determine if an invoice is assigned to an AP representative, review our quick reference guide.  		 Submit a support ticket for directions. Change orders cannot be completed against migrated POs. 
PO was created in BruinBuy Plus and is incorrect Invoice is NOT assigned to an AP representative

To determine if an invoice is assigned to an AP representative, review our quick reference guide.  
  1. Submit a change request to match the PO to the invoice.  
  2. The invoice will automatically route to the next workflow step.  
PO is correct  N/A

Work with the vendor to submit a credit memo or new invoice. 

To submit a credit memo:

  1. Add the following comment to the BruinBuy Plus invoice: “Hold for processing – vendor is submitting a corresponding credit memo”. 
  2. Submit the credit memo through the standard electronic invoicing process. Ensure the memo clearly lists the PO number and original invoice number.   
  3. Create a support ticket alerting AP that steps 1 and 2 have been completed.   

To submit an updated invoice: 

  1. Add the following comment to the BruinBuy Plus invoice: “Please reject – vendor is resubmitting an updated invoice”. 
  2. Submit a support ticket alerting AP that Step 1 has been completed.  
  3. Wait for AP to tell you that the previous invoice has been rejected.   
  4. Have the vendor submit the updated invoice through the standard electronic invoicing process. 
IMPORTANT: Step 3 must be followed to avoid the new invoice from being auto-rejected as a duplicate.  

 

Invalid PO

The invoice does not include a PO number, the listed PO does not exist, or the listed PO is closed.

AP is rejecting these invoices and will instruct the vendor to resubmit with the proper information. To identify impacted invoices, review the How to Identify Invoices Rejected Due to an Invalid PO guide.

NOTE: An invalid PO prevents the associated invoice(s) from being linked to a department. In order to view these irregular invoices in BruinBuy Plus, you must have the vendor's invoice number.

 

Invoice Scenario Next Steps
PO number is missing from invoice The vendor needs to add the PO to the new invoice and resubmit.
Listed PO number does not exist The vendor needs to add a valid PO number to the invoice and resubmit.
Listed PO is closed
  1. Create a new PO and override the distribution to prevent it from being emailed to the vendor and causing duplicate goods/services.
  2. Provide the new PO number to the vendor to add to their invoice(s).
  3. Have the vendor resubmit the updated invoice. 
TIP: Review the Electronic Invoicing web page for invoice submission requirements. 

Under Further Review by AP

AP is further investigating this invoice’s irregularities. 

No department or vendor action is required at this time. If support is needed to resolve the invoice, AP will notify the PO or invoice owner via a BruinBuy Plus invoice comment. 

FAQs 

Your organization does not have any pending irregular invoice actions associated with this effort. As a reminder, irregular invoices should be actioned on an ongoing basis; however, this campaign is solely for invoices submitted on or before April 3.

Create a Matching Exceptions report and Hold for Receiving report to identify and address invoices that were submitted after April 3. AP cannot guarantee that irregular invoices from April 4 or later will be fully resolved and processed by the end of June. We will continue to provide irregular invoice guidance during the next fiscal year.

NOTE: These reports will not capture every hold type – we are actively working on providing this insight to campus.   

Your department does not have any pending irregular invoice actions associated with this effort. As a reminder, irregular invoices should be actioned on an ongoing basis; however, this campaign is solely for invoices submitted on or before April 3.

Create a Matching Exceptions report and Hold for Receiving report to identify and address invoices that were submitted after April 3. AP cannot guarantee that irregular invoices from April 4 or later will be fully resolved and processed by the end of June. We will continue to provide irregular invoice guidance during the next fiscal year.

NOTE: These reports will not capture every hold type – we are actively working on providing this insight to campus.   

Irregular invoices should be actioned on an ongoing basis; however, this campaign and its inventories are solely for invoices submitted on or before April 3.

Create a Matching Exceptions report and Hold for Receiving report to identify and address irregular invoices that were submitted after April 3. AP cannot guarantee that irregular invoices from April 4 or later will be fully resolved and processed by the end of June. We will continue to provide irregular invoice guidance during the next fiscal year.

NOTE: These reports will not capture every hold type – we are actively working on providing this insight to campus.   

Please attend irregular invoice office hours or complete the Irregular Invoice General Questions & Requests form.

We are actively updating this web page with additional content. In the interim, please attend irregular invoice office hours or complete the Irregular Invoice General Questions & Requests form.

We’d be happy to add you! Simply submit your request through the Irregular Invoice General Questions & Requests form.

Send us a message through the Irregular Invoice General Questions & Requests form.

Create a Matching Exceptions report and Hold for Receiving report. AP cannot guarantee that irregular invoices from April 4 or later will be fully resolved and processed by the end of June. We will continue to provide irregular invoice guidance during the next fiscal year.

NOTE: These reports will not capture every hold type – we are actively working on providing this insight to campus.