Purchasing & Accounts Payable

ACTION NEEDED: Irregular Invoice Resolution

With fiscal close fast approaching, we need your help addressing the remaining irregular invoices. The following steps must be completed 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 on the Irregular Invoice Resolution web page.
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.

BruinBuy Plus Reminders

Purchase Orders Not Migrated to BruinBuy Plus

Earlier this year, the Ascend 2.0 program team migrated the last of the eligible POs to BruinBuy Plus. POs that did not meet the migration criteria were programmatically closed and the associated encumbrances released.

As previously communicated, you should take the following actions to avoid vendor payment delays:

• For POs that were not eligible for migration, a new PO must be created in BruinBuy Plus
  • Create a new BruinBuy Plus PO for the remaining value of the BruinBuy PO (BruinBuy original PO amount minus total value of invoices paid).
• Communicate to vendors the new BruinBuy Plus PO number and direct vendors to cancel/void the legacy BruinBuy PO number to prevent duplication of goods or services.
• To further ensure POs are not duplicated, 1) insert a comment on the newly created BruinBuy Plus PO explaining it is replacing a legacy PO and 2) override the distribution so the PO isn’t resent to the vendor.

To determine which POs did or did not migrate to BruinBuy Plus, review the PO Migration list. For questions related to creating new POs in BruinBuy Plus, check out the BruinBuy Plus hub. For issues, contact help@it.ucla.edu.

UCLA Invoice Submission

As a reminder, invoices associated with a UCLA purchase order (PO) must be emailed to noreply@invoices.ucla.edu. This inbox is exclusively for invoice submissions and not monitored for other messages. Please continue to remind the vendors that you work with to submit invoices via this email address to ensure their invoices are processed. Vendors can also visit the Electronic Invoicing web page for additional guidance regarding invoice submissions.

Weekly Recap Mailing List

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