The following communication was sent on October 11 to all BruinBuy Plus users, CAOs, and CFOs.
Key Takeaways
- Irregular invoices require department or vendor action before they can be processed.
- Effective today, October 11, units have full visibility into all irregular invoice categories.
- The new Irregular Invoice Dashboard provides a holistic view of your unit’s irregular invoice volume. Invoice-specific details can be accessed via custom BruinBuy Plus searches.
- Comprehensive resolution instructions can be found on the Irregular Invoice Resolution web page.
- Irregular invoices should be actioned on a daily basis.
We're launching an enhanced irregular invoice process that will make invoice resolution more transparent!
Overview
As a reminder, irregular invoices are the BruinBuy Plus equivalent of hold & incomplete (H&I) invoices. They require department or vendor action before they can be processed.
Irregular invoices are broken into three (3) categories:
- Matching Exceptions: automatic hold(s) applied to invoices with purchase order price / quantity discrepancies
- Hold for Receiving: automatic hold applied to invoices pending receiving
- Other Holds: manual holds for invoice irregularities not captured by another category
NOTE: A complete list of irregular invoice holds can be found on the Irregular Invoice Resolution web page.
New BruinBuy Plus ‘Hold Reason’ Field
Previously, only the first two (2) irregular invoice categories were reportable. As of today, October 11, a Hold Reason field has been added to BruinBuy Plus, allowing invoices in the Other Holds category to also be identified and tracked in the system.
Irregular Invoice Resources
Reporting
The new Irregular Invoice Dashboard provides a holistic view of your unit’s irregular invoice volume. You can filter and visualize the data based on vendor, hold category or reason, and more! CAOs and CFOs automatically have access to this tool, and other users can receive access through our request form.
Additionally, invoice-specific details can be viewed through custom BruinBuy Plus searches. Review the Irregular Invoice Reporting web page for additional information and reporting how-to guides.
Step-by-Step Resolution Instructions
Clear and comprehensive training materials are critical to resolving invoice irregularities. Our Irregular Invoice Resolution web page has been fully updated and expanded to support your resolution activities. Invoices should be reviewed and actioned on a daily basis.
Office Hours
We know office hours were key to the success of our previous H&I Resolution Initiative, and they’ll continue to be offered for irregular invoices! Bring your questions to our weekly Accounts Payable sessions.
Future Enhancements & Feedback
We’re dedicated to creating an efficient, user-friendly, and sustainable irregular invoice resolution process. Stay tuned for future enhancements. Want to help shape the future irregular invoice experience? Submit your thoughts through our feedback form.
