Data Warehouse Accounts Payable Invoice Inquiry
There are three ways to look for invoice payment information in EZ Access in the Accounts Payable section.
View "Data Warehouse Accounts Payable Invoice Inquiry" instructions.
There are three ways to look for invoice payment information in EZ Access in the Accounts Payable section.
View "Data Warehouse Accounts Payable Invoice Inquiry" instructions.
The UC Accounting Manual for Disbursements (D-371-16) governs the level of approval, and method of procurement for non-payroll transactions, including consultants, honoraria, memberships, and moving expenses, among other things.
If your supplier needs pre-payment or a deposit on a purchase order, ask for an invoice from the supplier that you can submit to Accounting.
For Accounting's ability to expedite payment, the invoice should reflect the percentage of the discount on all line items, rather than one bulk sum so that the pre-payment or discount amounts line up to specific line items on your purchase order.
When you have the invoice, submit it to InvoicesOnly@bfs.ucsb.edu and ensure that it references your full "GW" purchase order number.
Make sure to also cost receive on your purchase order for the amount of the pre-payment/deposit invoice's grand total, so that you are approving payment to be released against your invoice.
The Invoice Tolerances are as follows:
First, make sure that your Gateway Purchase Order Number is written clearly on the invoice.
Send your invoice to invoicesonly@bfs.ucsb.edu.
Please note that this email address is strictly for the receiving of invoices. There will not be any correspondence regarding invoice status.
View directions with screen prints on how to use Gateway for looking up payment status. Alternatively, here's a quick list:
Pull up your Purchase Order in Gateway.
Click on the “Invoices” tab.
Click on the invoice in question.
Now that you’re viewing your invoice in Gateway, look for “Pay Status in “AP Information” on the right side of the screen.
If the status is Payable: This means AP has marked the invoice as “ok to pay”. PeopleSoft has queued up the invoice to send out a check.
If the status is In Process: Click on the “Approvals” tab, to see where in the process your invoice is. You will see which step the invoice is in, by looking for the word “Active”.
Liens are not captured in this system; departments will continue to use the Data Warehouse, shadow systems, or your own accounting to track liens.
Match Exceptions will be done by AP. Accounts Payable has the responsibility to contact the appropriate department(s).