Procurement Services

Gateway Updates July 2017

An Invoice Approver is a new department role that is assigned by your Department Purchasing Administrator (DPA) to an appropriate person(s) in your unit, typically someone with authority to commit campus resources, like a Business Officer, MSO or Chair. Approval by the "Invoice Approver" certifies receipt of goods and services invoiced as well as approval of invoice charges; including charges that not authorized by the Purchase Order.

The Invoice Approver reviews the invoice and either approves it for payment, rejects it or enters a comment to explain why the invoice should be placed on hold. Approval by the "Invoice Approver" certifies receipt of goods and services invoiced as well as approval of invoice charges; including charges that not authorized by the Purchase Order.

New Gateway workflow rules require that departments approve invoices where the amount exceeds $5,000 and/or charges that exceed standard tolerances for invoice line item amounts or shipping. This change was requested by several departments and approved by the Gateway User Group.

The Invoice Approver role can be assigned in the GMC by a DPA. The Gateway Systems Team will contact your DPA to identify Invoice Approvers for this new workflow step. This change gives the appropriate individual(s) in each department the ability to approve, reject or place invoices on hold. An “Invoice Approver Guide” will be posted on our website for your reference.

No. The available actions are: Approve, Reject or Comment.

Invoice Approvers should only reject an invoice if it is incorrect and they are expecting a revised invoice. If the department is working out issues with the vendor, the invoice should be put on hold by entering a comment. If the department is expecting a credit memo, the current invoice should be approved; the credit memo will be processed when it arrives.

Departments have 7 days to complete receipt and invoice approval. If receiving takes up the full seven days, the Invoice Approver will be provided no more than 3 additional days to approve, reject or comment on the invoice before it is processed by the Invoice Settlement team. If no receipt is required, the Invoice Approver has 7 days to approve, reject or comment on an invoice.

The dashboard is available August 1. You will retain your current landing page unless you activate this dashboard in your user profile.

Go to your profile name at the top of the Gateway home page, click the dropdown arrow and select Dashboards from the options. The UCSB Shop dashboard will appear.

The Receiver is responsible for posting receipts in the Gateway system to confirm that the goods or services have been furnished by the supplier; in many cases, receipts are also required before invoices can be paid.

Either by running a report on open invoices or by creating a receipt when a good or service is received or rendered. Receivers can attend a Gateway Receiving Class or review our “Receiving Guide” for additional information.

No: maintaining the required supporting documentation is a departmental responsibility. Departments may choose to attach copies of receipt documentation (i.e., packing slips and other delivery documents) to the order in Gateway, but they may also maintain these records in paper files.

Effective August 1, if departments do not respond within 7 calendar days to a request to enter a receipt, or provide a reason not to pay, an invoice under $5,000 will be approved for payment.

Invoices processed on vendor blankets, walk-in orders, contracts, FedEx, and UPS orders will continue to require a receipt regardless of dollar amount; however, if no receipt or comment to put on hold is entered by the department within 7 calendar days, they will be paid.

The Invoice Settlement Team will no longer send receipt reminders. Receivers can attend a Gateway Receiving Class or review our “Receiving Guide” for additional information.

This change was requested by several departments and approved by the Gateway User Group.

It is the account string (Cost Center-Project Code-Location-Account-Fund) that expenses are posted to when the account string provided on the purchase order is no longer valid.

A default account string can be set up in the GMC by a DPA. Additional details can be found at: “Default Account String Guide.”

You can request changes by submitting a Gateway “VB Revision Form” or “Contract Amendment Form.” Account strings cannot be changed on standard POs. Invoices in process will be charged to the existing account string (or default account string, if the existing one is no longer valid).

Process a Transfer of Expense (TOE) or a financial journal.

If you dispute late fees applied to a pending invoice, please contact the vendor to request a revised invoice. If the invoice is already paid, contact the vendor to request a credit memo. If the vendor is unwilling to waive the late fees, you may contact gatewayhelp@bfs.ucsb.edu to request assistance.