Chief Procurement Office O.T. Wells II sent the following communication to CAOs, CFOs, and BruinBuy Plus users.
Happy New Year! As we step into 2025, I want to thank you for your remarkable year-end irregular invoice resolution efforts – we have greatly reduced the number of aged invoices and are starting the year in a stronger position.
To further facilitate invoice resolution, I am excited to announce UCLA Campus Purchasing & Payables’ new Irregular Invoice Resolution Calendar. By providing clear, pre-determined invoice resolution deadlines, this resource supports our collective responsibility to pay vendors in a timely manner.
REMINDER: Irregular invoices require department or vendor action before they can be paid.
Overview
The Irregular Invoice Resolution Calendar is a significant step towards increasing our operational efficiency and ensuring we meet UCLA’s shared financial obligations. Its implementation:
- Reinforces UCLA’s 30-day standard payment terms
- Prevents aged invoices and potential credit holds
- Strengthens our vendor relationships
The calendar is based on an invoice’s hold date opens a new window, a new BruinBuy Plus field that allows you to see when an invoice was categorized as “irregular”. Each hold date has a corresponding resolution deadline – if the necessary department action(s) is not taken by the deadline, the impacted invoice may be rejected or pushed to payment.
Additional information on how unactioned invoices will be centrally addressed can be found on the Irregular Invoice Resolution Calendar web page.
Next Resolution Deadline
NOTE: On January 16, Chief Procurement Officer O.T. Wells II extended this deadline from January 17 to January 31. Review the campus communication for complete details.
Invoices with a hold date of December 31, 2024, or earlier as well as those with a blank / NULL date* must be actioned by departments no later than end of day Friday, January 17.
* If an invoice has a blank or NULL hold date, it was placed on hold / matching exception prior to the new field being added to the system. BruinBuy Plus hold dates opens a new window appear as MM/YYYY while Irregular Invoice Dashboard hold dates opens a new window appear as MM/DD/YYYY.
Support & Feedback Opportunities
Invoice resolution remains a partnership, and my team is dedicated to creating an efficient, user-friendly, and sustainable process for all departments.
Online Resources
Comprehensive instructions for viewing and addressing irregular invoices are available on the Irregular Invoice Reporting and Irregular Invoice Resolution web pages.
Follow the steps on the Irregular Invoice Resolution Calendar web page to identify the invoices your team is responsible for resolving by each deadline.
NOTE: It is paramount that units also review the Causes listed on the Irregular Invoice Resolution web page – proactively addressing these issues will help prevent future irregular invoices.
Live Support
- Irregular Invoice Working Sessions opens a new window: These meetings are dedicated to irregular invoice questions and resolution.
- Friday, January 10, 11 a.m. - 12 p.m. PT
- Monday, January 13, 2 p.m. - 3 p.m. PT
- Tuesday, January 14, 1 p.m. - 2 p.m. PT
- Friday, January 17, 10:30 a.m. - 12 p.m. PT
- Office Hours opens a new window: Irregular invoice inquiries can also be brought to the Tuesday / Thursday Accounts Payable office hours.
Feedback
At this time, the Irregular Invoice Resolution Calendar is a pilot and only features a mid-January deadline. I encourage you to share your irregular invoice experience via our feedback form opens a new window – data trends as well as your submissions will help us develop future dates.
I am deeply grateful for your collaboration and look forward to the positive impact this new process will have on our campus community.
With appreciation,
O.T. Wells II
Chief Procurement Officer
UCLA Business & Finance Solutions