Pending Transaction Clean-up

Quarterly Review Process of Pending Procurement Transactions in ARC

To ensure that open procurement transactions that have been in pending status for an extended period of time are removed from the system in a timely manner (either through processing or cancellation), a quarterly review process is undertaken by the Procurement team. This process helps improve overall system functionality by reducing the number of abandoned, stale transactions that are included in system queries and batch processes. 

 

How does this process work?

On a quarterly basis, the Procurement team reviews all procurement transactions that have been in a pending status for more than 90 days.  ARC users in schools and departments will need to review any transactions they have initiated but are still in a pending status that are more than 90 days old, and resolve any transaction they still want to complete.  Transactions that are not resolved by the communicated deadlines will be closed and cancelled and no longer available for any actions by ARC users.  An ARC user will need to re-initiate any transaction that still needs to be completed once the stale transaction has been closed or cancelled.   See below for guidance on how to identify pending transactions.

 

What do I need to do?

Please review  procurement transactions that meet any of the following criteria and follow the “Resolution Action” guidance given if the transaction needs to be completed:

 

Transaction Type

Resolution Action if Needed

Vouchers that were initiated, but never submitted to workflow

Submit to workflow, provide department approval, upload supporting documentation

Vouchers in a Recycle status that were never resubmitted to workflow

Resolve Recycle error, submit to workflow, provide department approval, upload supporting documentation

Vouchers that are pending department approval, so have not routed to Accounts Payable

Provide department approval, make sure supporting documentation is uploaded

Vouchers awaiting supporting documentation, so have not routed to Accounts Payable

Upload supporting documentation, make sure department approval has been provided

Vouchers that have been placed On Hold by Accounts Payable which have not been responded to , so remain in Hold status

Respond to and resolve Hold issue

Vouchers that been Denied, either by a Department Approver or by Accounts Payable, and have not been resubmitted to workflow

Correct issue that led to Denial and resubmit to workflow

Vouchers that have failed Budget Check, so have neither posted to the General Ledger nor have been paid

Correct the issue in the Budget Tool that led to Budget Check error

P.O. Vouchers with Match Exceptions that have not been resolved, so have neither posted to the General Ledger nor been paid

Correct the Match Exception issue

Requisitions that were initiated, but never submitted to workflow

Submit to workflow, provide department approval, upload supporting documentation

Requisitions that have been Denied, either by a Department Approver or by Central Purchasing, and not resubmitted to workflow

Correct issue that led to Denial and resubmit to workflow

 

How do I identify pending transactions as outlined above?

There are several options for identifying pending transactions:

  1. Vouchers and Requisitions requiring resolution are identified in a weekly email to the Voucher/Requisition Initiator.  Initiators should review the information on the Excel worksheet attached to the email.
  2. In ARC, use the Voucher Inquiry Page to identify vouchers with the following statuses:   matching error, recycle error, not submitted to workflow (open status), denied.
  3. In ARC, use the Manage Requisitions Page to identify requisitions with the following statuses: budget check error, pending, not submitted to workflow (open status), denied.
  4. The following queries in ARC can also be used to determine if requisitions or vouchers have any budget check errors:
    • CU_PO_REQ_BUD_CHK_ERR
    • CU_AP_BUDGET_CHECK_ERROR_VOUCH
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