Frequently Asked Questions

  • Purchasing
    General Requisition and PO Information

    When is a Purchase Order (PO) required?

    A PO is not required for goods purchases under $500. Requisitions (request for purchase order) are still be required for all services, regardless of dollar level.

    How fast can I get a Purchase Order with ARC?

    Once approvals and budget checking are completed, a purchase order will be created in a batch process in the system every few hours and will be available for viewing and printing once it is generated. The dispatching of purchase orders--via email, fax or US mail--will occur on a nightly basis.

    How do I submit and view documents submitted to procurement for purchase orders and change orders?

    Users can index and upload documents from the EDM web page. In ARC, you are able to view uploaded documents directly from the requisition and change order pages via a link to the EDM system.

    When a PO is issued, who will the confirmation email go to?

     There will not be any confirmations.  Requestors will have the ability to monitor requisitions to determine when the PO has been created.  Departments will have the ability to view the PO information according to their security access.

    Can I process a change order on a PO that was converted from FFE?

    You can only liquidate a converted PO; you are not able to process a change order as only the remaining balance of the PO was converted, not the full balance.  You can only do change orders on PO’s that have been created in ARC.   If you want to change a converted PO, you will need to close out (liquidate) the converted PO and create a new ARC PO. The conversion was simply to bring forward into ARC the encumbrances to allow invoices to be paid

    How do I find prior year open commitment PO’s in ARC?

    The prior year open commitment PO’s have been flagged with the Prefix “Conv.”  You will see “Conv” at the beginning of these POs as a flag to alert you that they are open commitments from prior years.

    What is the policy regarding PO’s on expired accounts that we’re still trying to pay invoices for, i.e. final component of a service agreement or subcontract?

     If an account is expired, you have a specified period of time to reconcile (e.g. 90 days)

    What happened to my old POs in FFE?

    Anything encumbered and affirmed should have been converted into ARC. Note: All converted POs will have a prefix of “conv” plus the original PO number.

    It seems like some of my old PO’s were converted incorrectly. The total amount is correct, but multiple line items have become one single line item

    For the PO conversion we rolled up multiple line items on a legacy PO into one ARC PO line item. The main reason for doing this is because the legacy distribution is at the header level while the ARC distribution is at the line item.  There was no way to determine how to distribute the remaining encumbrance to the appropriate line item. The purpose of the converted PO was to allow users to pay invoices but that the original legacy PO would still be the PO of record for the vendor. This is also why by policy we do not allow change orders on converted POs. If changes are necessary, the user must create a new ARC PO.

    How and when does the Matching process run for vouchers associated with a Purchase Order?

    There are two ways that Matching is run: automatically or manually. Matching is run automatically for all vouchers associated with a Purchase Order every two hours. As you will not be able to submit a voucher associated with a Purchase Order until it has been successfully Matched, it is sometimes more efficient to run Matching manually once you have created and saved the voucher (allowing Matching to be completed instantaneously). You can run Matching manually only after you have successfully saved a voucher and associated it to a Purchase Order. Once you have saved the voucher, you should look at the “Action” drop down menu on the top right of your screen. Select “Matching” from the list of available options and click the “Run” button just below the “Action” drop down menu. (Note: If you do not see the Action drop down menu, please log an incident in Service Now so your user preferences can be corrected). The system will ask if you would like to wait for the Matching process, and you should click “Yes” (Matching normally only takes about 10 seconds). When the Matching process is complete, the “Preview and Submit for Approval” button will appear so that you can submit the voucher into workflow. In addition, you can verify the voucher has been successfully Matched by clicking on the “Summary” tab on the top of the page. The Match Status will have been changed to “Matched.”

    How can I make certain information on a requisition is available to be seen by the vendor?

    When adding comments on line items or from the Review & Submit page, you can check the “Show to Vendor” box to ensure these comments are shown to the vendor on the PO. This is the appropriate place to be a quote number, etc. There is also a Change Request to show all ChartString information on the PO.

    Why does my Account code change when submitting a requisition?

    We heard from some users that their Account code changed when submitting a requisition.  It’s important to note that in ARC, the Account code automatically defaults based on the Category Code entered on the requisition line item.  We have provided additional guidance as to how the Account field populates when creating and submitting a requisition, as well as information about the importance of reviewing the Account code on transactions prior to submission.  This information can be found in the “Requisitions and Natural Accounts” job aid – click here to review this job aid.

    How do I change a vendor’s address on a Requisition?

    In ARC, a requisition displays the vendor’s default address and it is not possible to select another address for a vendor.  If you believe the default address is incorrect, please submit a modification using the Online Vendor Questionnaire.

    Can I see a list of all the vouchers/requisitions I have created to date?

    Yes, for vouchers you can search by User ID (UNI) to return a list of all vouchers created.  The navigation for this is: Accounts Payable > Review Accounts Payable Info > Voucher > Vouchers.  For Requisitions, you can search by requester from the Manage Requisitions page.  The navigation is: eProcurement>Manage Requisitions.  Enter your UNI in the Requester field and click ‘search.’

    Can I see a list of all requisitions by approver?

    Based on your ChartField security, you are able to search for Requisitions initiated by others.  You can do this through the Manage Requisitions page (eProcurement > Manage Requisitions) and enter the initiator’s UNI in the Requestor field.

    Receiving

    What does receiving mean?

    Receiving is an administrative step in the procurement cycle which involves checking the quantity, quality and condition of incoming goods received from purchase orders.  Departments will create a receipt transaction in ARC to notify that the goods have been accepted from the vendor.  Receiving will only be required for hazardous/radioactive materials and capital.  Departments have the option to receive and goods or services if they choose, however, it will not be enforced by the system.

    How is the receiving of goods tracked, and who can do tracking?

    Receiving is tracked by commodity code during voucher processing.  A voucher requiring a Purchase Order (PO) and Receipt will not be allowed to be completed if there is not a Receipt recorded in the Maintain Receipts page.  Departments can track receipts through direct access to the inquiry and reporting functionality.

    Does the ARC receiving module have inventory management capabilities? For example, if I buy Apple Macs, will I be able to enter and track serial numbers in the 'receiving' module?

    The Receiving module in ARC does not have the ability to function as an inventory management system.  However, there is a comments field on the Managing Receipts page, where a serial number could be recorded, but there is no inquiry functionality for that field.

    Who has access to the receiving module in ARC? What happens if a receiver is at a different location than the processor?

    A variety of departmental roles are be set up to act as Receivers in ARC, in recognition of the variety of receiving arrangements at the University. Department users that have the Requestor or Requisitioner role have the ability to create a Receipt in ARC. There is also a Receiver Only role available for departmental staff who will not need to transact in ARC beyond receiving.

    Can you upload documents to back-up receiving information i.e. packing slips?

     Receiving documents can be scanned and uploaded as a unique document type in the PO module.  There is no EDM integration with the Managing Receipts page in ARC.

    How does ARC work with partial payments when nothing is received?

    In a case where, for example, a deposit is required for a component system that will not be received until it is fully manufactured, a Requisitioner can create a line item for the deposit and then record a "receipt" of the deposit, in effect recording a partial receipt and thus allowing the partial payment of the deposit to go through in the voucher module. ARC will allow a voucher to be partially paid. If the PO has multiple quantities, the voucher can be entered to only pay for a partial quantity of the PO. The same is true for a blanket (amount only) PO. A voucher can be entered to only pay for a partial amount of the PO. The remaining quantity can be vouchered at a later time.

    Will a Purchase Order remain open until all items associated with that PO have been received?

     A PO will remain open until payments liquidate the remaining value, or the term expires (plus 90 days in most cases.)  Receipt of goods against a PO will not determine whether the PO remains open. Voucher payments following receipt will primarily drive liquidation activity.  A PO against which there has only been a partial receipt of goods can be liquidated, via a change order, if the department decided it did not need the balance of the goods and it was appropriate to close the PO.

    For receiving, is there a dollar threshold or definition for "equipment"?

    Receiving is required for hazardous/radioactive materials and capital.  Departments have the option to receive and goods or services if they choose, however, it will not be enforced by the system.

    How do I scan delivery slips and record received items in ARC?

    Departments have the ability to scan receiving documents and associate them to the PO transaction folder in EDM (OnBase).  Users can view the scanned documents from the PO page in ARC.

  • Accounts Payable
    Accounts Payable General

    Why is a non-PO voucher that has been approved at the department level not yet been released for payment?

    There are three main reasons why a non-PO voucher that has been approved at the department level has not yet been released for payment:

    - Budget Check Error

    - Missing Supporting Documentation

    - Waiting in Current Queue for Central AP Audit and Review

    We are in the process of developing an e-mail that will be sent to initiators alerting them if a non-PO voucher falls into either of the first two categories so that action can be taken to address the issue(s).  We are targeting to begin sending these communications late October.

    In the meantime, if you have a non-PO voucher that is awaiting approval by central Accounts Payable or has not yet been released for payment, please check that it does not have a budget check error or is missing supporting documentation by following these steps:

     

    Budget Check Error

    If a voucher has a budget check error, it will not be released for payment, even if it has been approved by central Accounts Payable.  ARC will “hold” the voucher until it passes budget check.

    Use the “How to Review Budget Check Errors” job aid to provide guidance http://finance.columbia.edu/content/how-review-budget-check-errors

     

    Missing Supporting Documentation

    Central Accounts Payable will not approve vouchers without all of the appropriate supporting documentation.  Please use the following job aids to provide guidance:

    Procurement Workflow – includes information about Supplemental Approval and required back-up documentation http://finance.columbia.edu/content/procurement-workflow-job-aid-0

    Uploading Documents into OnBase http://finance.columbia.edu/content/uploading-documents-onbase

    To verify that supporting documents have been successfully submitted to Accounts Payable, use the View Documents button in ARC on the Voucher Regular Entry Invoice Information tab.  Note: to view documents using the View Documents button, the voucher must first be submitted into workflow.  If you do not see your documents, please ensure that the voucher has been submitted for approvals.

     

    Waiting in Current Queue for Central AP Audit and Review

    If you want to know which vouchers Accounts Payable is currently auditing, this information can be found at http://finance.columbia.edu/content/ap-now-auditing

    How can I close a voucher that has accounting entries and is associated with a PO (thus preventing it from being closed)?

    You must first disassociate the voucher from the PO. If there is a voucher with an incorrect PO or if the PO needs to be disassociated from the voucher, then the voucher first needs to be unmatched from the PO by following this job aid. If match exceptions exist, then the exceptions need to be overridden. Since only Central can override match exceptions, you will need to log an incident to request that central do this. You will then need to match the voucher again to register that the exceptions have been overridden and then unmatch the voucher to completely disassociate the voucher from the PO. This will bring the status of the voucher to “Ready for match”. At this point, open the voucher, go to the voucher attributes tab and change the match action to “Not Applicable”. Save the voucher and hit OK on any warnings.

    You must then insert new ChartString information on the invoice information tab. First, delete all voucher lines (copy ChartString information before deleting so you can copy this information into a new voucher line). Insert new lines with the same ChartString information and amount (basically creating replacement lines, but without PO information), and save the voucher.

    You can now take the appropriate steps of getting central to close the voucher by first placing the voucher on Payment hold by going to the payments tab and checking the “Hold Payment” box. Submit the voucher for approval. Once the voucher has been approved, you should log an incident in service now to request that central close the voucher.

    What are the best practices for monitoring transactions after they have been submitted for approval?

    Please reference this job aid to provide guidance on how to use the custom approval pages in ARC to search for pending approvals by common categories such as: Origin (Originating Department), Vendor, and Dollar Amount.  Click here to review the “Monitoring and Approving ARC Transactions” job aid.

    How do I process a cash or travel advance in ARC?

    Processing cash and travel advances in ARC differs from how they were processed in AP/CAR: advances in ARC are created as prepaid vouchers.  To assist you in understanding the differences and how to process a cash and/or travel advance in ARC, we have created a “Creating Vouchers for Cash and Travel Advances” job aid.  The first part of this job aid walks you through the business process for generating cash and travel advances, while the rest of the document is a step-by-step procedural guide with screen shots of how to create a prepaid voucher in ARC.  Click here to review the “Creating Vouchers for Cash and Travel Advances” job aid.  In addition, we have updated the Travel and Business Expense Reimbursement (TBER) form to include additional guidance on which account to use for advances.  Click here to review the updated TBER form.  We have also created a new Travel Advance web form that can be found at http://procurement.columbia.edu/accounts-payable/request-form/travel

    What has changed about the Check Pick-Up process?

    The main change is manual Check Pick-Up now requires Senior Business Officer submission for approval by Central Accounts Payable.  Reference the Check Pick-Up Policies and Procedures Job Aid located here for other changes to the process.

    Can I enter procurement transactions in a foreign currency?

    As in the legacy system, all Procurement transactions must be entered into ARC using US dollars only.

    AP/CAR Legacy Use

    What is AP/CAR?

    “AP/CAR”, an acronym for “Accounts Payable/Controlled Analytical Review”, is the University’s automated invoice processing system. It provides a user-friendly, real-time environment for departmental users to electronically submit invoices to the AP Department, improving their ability to control and track the processing of invoices.  Currently, AP/CAR is READ ONLY, which means you can access it (with proper authority) but will only be able to view transactional data pre-July 2012.  Current AP Transactions will need to be performed in ARC.

    How does AP/CAR work?

    When a vendor submited an invoice to a department, and the department determined that it should be paid, the departmental user (or “processor”) enters the invoice data into the AP/CAR system. Now in electronic form, the invoice proceeded through a series of “states”, each monitored by the departmental processor. It stayed in the “working” state until payment approval is obtained. Once approved, either electronically or manually, the invoice was “accepted” and assigned a system-generated voucher.

    The invoice is then audited in Central AP before payment is approved or rejected.

    Who do I contact if I have a problem with AP/CAR?

    Contact the CUIT Help Desk at 212-854-1919.

    What is an “error recycle” or “working” number?

    An “error recycle” number, also known as a “working” number, is a system-assigned number that is specific to the invoice being processed. When an error recycle number is assigned, the AP/CAR system is indicating that something needs to be resolved before the electronic data can be accepted for audit and review by the AP Department.

    What is an “accepted” voucher number?

    An “accepted” voucher number is a system-assigned number that indicates that the electronic data entered is error-free, has all required payment approvals, and has been accepted by the system for audit and review by the AP Department. 

    What are the hours that AP/CAR is available?

    Monday through Wednesday, 7 a.m. - 8 p.m.; Thursday and Friday 7 a.m. - 7 p.m.; Saturday, 7 a.m. - 6 p.m.  AP/CAR is not available on Sunday.

    How do I flag a payment as direct deposit?

    In the Vendor Location field on the transaction, you can click the magnifying glass and select the appropriate ACH location.

    Is submitting a “check request” the same as creating a voucher?

    Yes.

    How do I correct errors on a voucher without deleting it and starting over?

    Use Navigation AP>Vouchers>Add/Update>Regular Entry.  Find an existing voucher and proceed to edit it on the same page you used to enter it and then save the changes. You will need to resubmit the edited voucher back into workflow after your edits are complete.

    My project has reached its end date but I need to continue to process transactions in ARC past the end date, what are my limitations?

    Consult the Project Status and ARC transaction guidelines job aid for clarification on what transactions can be submitted based on the project’s status.

    Prior to 8/8/12, users were unable to reconcile P-Card transactions that had exceeded the project’s end date.  The ARC team implemented a fix on 8/8/12 to allow users to reconcile P-Card transactions as applicable within the 90-day grace period.

    How do we enter wire transfer information in ARC?

    You do not initiate a request for wire transfer payments in ARC.  It is a separate process from payments by check and/or direct deposit and follows a different set of procedural steps.  It is important to note that payments by wire transfer are restricted to a limited set of circumstances and the ability for a vendor/payee to receive payments via wire transfer must be approved by Vendor Management in Procurement Services.  Click here for more information about the wire transfer process as well as to access the Wire Request form.

    Direct Deposit

    General Direct Deposit

    WHO CAN USE DIRECT DEPOSIT?

    University employees desiring travel and business expense disbursements directly into their bank account and vendors for their invoice payments.

    HOW DO I READ MY BANK INFORMATION FROM MY CHECK?

    WHAT FORM SHOULD I USE TO APPLY FOR DIRECT DEPOSIT?

    ARC Vendor/Payee Request Web Form.

     

    See the following Direct Deposit link for more info.

  • Workflow
    Workflow / Approvals

    I used to be able to both initiate and approve the same travel and/or business expense voucher if the dollar amount was less than $500. I can no longer do this. Why?

    We have made a change to the travel approval segregation of duties requirements to be consistent with Procurement policy.  This means that for all travel and business expenses, regardless of dollar amount, i.e. even if under $500, segregation of duties is now required.  A user will no longer be able to initiate and approve the same travel and/or business expense voucher, even if that user has the Segregation of Duties bypass role.

    How can I view vendor information for transactions from my worklist?

    You will not be able to see detailed vendor information for transactions from your worklist, but you can see this information when you search for the transaction using the approval search pages as opposed to the worklist.

    Why do transactions that I’ve already approved still appear in my worklist?

    Unfortunately, this is one of the limitations of worklist currently. You can click the “Mark Worked” button, however, to indicate to yourself that you have already approved a transaction. There is a change request in place at the moment to enhance this feature of the worklist. 

    Where can I get guidance on how workflow and the approvals process works for Procurement transactions?

    We have created a “Procurement Workflow” job aid which gives detailed information and step-by-step guidance on the routing of transactions, as well as adhoc approvals, including supplemental approval and how to include the required supporting documentation as part of the transaction.  Click here to review the “Procurement Workflow” job aid.

    Where should I insert a supplemental approver for my TBER?

    If you have a TBER that needs supplemental approver, you should add the supplemental approver(s) in the ad hoc path.

    How does inserting approvers impact workflow?

    If you insert an ad hoc approver, even if the approver does not have departmental or dollar threshold level authority, the approver is not restricted from approving the transaction.

    I am an approver with multiple dollar thresholds. Is there a way I can limit the transactions I see in my worklist?

    You can organize and filter your worklist to customize your view.  It is recommended that you discuss the appropriate approach for your School/Admin Unit on protocols for managing worklist items where there are multiple approvers.  Since a transaction can route to multiple approvers, it can be hard to determine which transactions you need to approve from a business process standpoint.  The best way to determine transactions pending your approval is to use ARC’s custom approval pages.  Use the following navigations to access these custom approval search pages which allow users to search for pending approvals by common categories such as: Origin (Originating Department), Vendor, and Dollar Amount.

    Requisition: eProcurement > Manage Requisition Approval

    Change Order: Purchasing > Purchase Order > Approve POs

    Voucher: Accounts Payable > Vouchers > Approve > Approval Framework – Vouchers

    General Ledger: Columbia Specific > General Ledger > Workflow > Journal Approval Search

    When approving requisitions, why can’t I see the Requestor or the Bill To / Ship To address

    The “Ship to” address can be found on the ‘View Line Details’ link on the Requisition Approval page. The “Bill to” field is not a standard field included in ARC’s eProcurement module where approvals take place, and that is why it is not included on the Requisition Approval page.  This can be done by navigating to the requisition itself in the Purchasing module (Purchasing > Requisitions > Add/Update) and viewing the details of the requisition. 

    How does the approval process work for Petty Cash vouchers

    Petty cash vouchers route for department approval to the users that have the appropriate department approver role, department authority, and dollar threshold authority. When creating the voucher, the user should select the Voucher Type “Petty Cash.”

    What does the acronym “SOD” mean in relation to approvals workflow?

    “SOD” stands for Segregation of Duties and relates to whether or not the initiator can be the same as the approver on a particular transaction. If the initiator needs to be a different user than the approver, one would say that Segregation of Duties is required.

    In ARC, is it possible to designate someone as either the supplemental approver or both the supplemental approver and DAF approver for a travel reimbursement

    In ARC, approvals are hierarchal and based on your security roles.  If you are added as an Ad Hoc approver prior to the Travel Approval stage and have the authorization for both supplemental and travel, then your approval will apply to both.  If there is a scenario where you should not be the Travel Approver, then the initiator should enter the Ad Hoc approval after the Travel Approval stage.  This way the transaction will route to all authorized Travel approvers first – once the Travel Approval is given, then the transaction will route to the Ad Hoc approver.

    Does ARC track and display approvals?

    ARC offers a greater visibility into the workflow of a transaction including automatic, rule-based routing to pre-determined users based on criteria such as role, department, commodity, account and dollar amount.  Workflow will track and display the dates of approvals, as well as transaction details and processing status.

    If requisitions need additional approvals, will there be a drop down list of names to choose from? Will the requisition be sent electronically to that individual?

    Standard approval requirements will be systematically captured in workflow rules, which will automatically route a requisition to additional approvers based on criteria such as dollar threshold, commodity and funding source.  There is also a functionality to insert an additional ad hoc approver, for non-standard approvals that may arise.

    If there is a problem with a Purchase Order, can the Department Administrator also receive the email notification?

     Department users can be assigned roles that will enable them to track the progress of a transaction. Through Workflow processes, the user who enters a transaction will receive notification of the transaction being denied approval or failing budget check.

  • Vendors
    Vendor Management

    There used to be multiple vendor numbers in AP/ CAR for the same vendor, due to changes to TINs, addresses, etc. Are these occurrences consolidated in ARC under one, for the most up to date vendor information?

    Yes, multiple profiles for the same TIN are consolidated into a single profile, with multiple addresses associated with the profile. 

    Who will be responsible for modifying vendor profiles?

     Modifications to a profile of a goods or services vendor should be initiated by the vendor. The modification request will be received and validated by Vendor Management.  VM will also do the actual updating of validated information in ARC.

    I have created a vendor and obtained a valid Certificate of Insurance (COI), will this information be available to others who to engage the vendor?

     No.  Vendor documents, such as COIs, will be scanned into OnBase but departments will not have view access to these documents.  If the vendor exists in ARC, departments may contact Vendor Management to validate if the required documentation already exists for the vendor.

    Can administrative staff search through the CU vendor database?

     Administrative staff can search through the vendor database, however, they will have access to specific information only.

    Do we still have to set up vendors in the system for goods under $500?

     Yes.  A vendor is required on all procurement transactions.

    What if you have a vendor who does not have online access?

    The Vendor Management group will contact vendors with limited access and input their information into the system

    When is the vendor information needed --at the time of budgeting or if the proposal is awarded?

     To ensure we have the proper controls in place, all vendor information must be entered centrally into ARC prior to transaction initiation.

    The temporary password/user ID sent to the vendor to complete their portion of the vendor questionnaire has expired. How can I have the information be re-sent to them?

    Contact the Vendor Management Team by creating an Incident through Service Now . Please include the relevant request ID/vendor name.

    How do I change the classification of a vendor (i.e. changing a vendor from “supplier” to “employee reimbursement”)?

     Contact the Vendor Management team through Service Now. Please include the details of the change that needs to occur as well as the relevant vendor ID/request ID.

    What is the payment Location and how do I select the correct vendor address and payment Location?

    The location on the Vendor profile in ARC represents the method of payment: check, automatic clearing house (ACH), or wire.  All vendors in ARC will have at least the check location, with some vendors also having ACH and/or wire.  Note: You may occasionally see a Location called ‘ACH Debit’ which should not be confused with paying a vendor via ACH.  Departments should not choose a Location of ‘ACH-Debit’ to pay an invoice.  This Location is defined on specific vendors that debit funds directly from a Columbia bank account.  There are specific central Departments that create vouchers to record the payment via the ACH Debit payment method.

    The vendor Location will default automatically on transactions depending on the preferences indicated by the vendor.  It is very important to select the appropriate Remit To address for the vendor as well as appropriate Location which represents the vendor’s payment method.  If the defaulted vendor address and Location is incorrect for the invoice that you are paying, it is imperative that you confirm and change the Location from the defaulted value as applicable.  This is particularly important for those vendors with multiple addresses to ensure that payments are not erroneously sent to the wrong address for that particular voucher payment.  If you know that your vendor should be paid via ACH for a particular invoice, ensure you are choosing ACH Location for that particular voucher.  Please also refer to the “Searching for and Reviewing Vendor Information” job aid for additional guidance.

    How can vendors find their ARC vendor ID to be able to look up their payment status via the Finance Gateway?

    Converted vendors should contact the Vendor Management Team for this information.  New vendors will receive their ARC Vendor ID once they have been setup in the system.  Additionally, the Service Center has the ability to provide vendors this information.

    How can I add/update a foreign vendor who does not have access to the internet or e-mail?

    In these circumstances, the vendor’s portion of the add/update form can be printed and mailed to the vendor for completion.  For additional questions related to these foreign vendors, contact the Vendor Management Team through Service Now

    How do I find vendors in ARC when initiating a Procurement transaction?

    Before you initiate a transaction, first go to the “Review Vendors” page in ARC to locate the vendor ID.  When searching for a vendor, we recommend that you search for the vendor’s name using both the Name 1 field and the DBA Name field. If you are not sure of the precise vendor name, specify the appropriate search criteria (i.e. “Contains”, “Begins With”) in the drop down field to the right of the Name 1 and DBA Name field.     Note: The ARC Vendor DBA (Doing Business As) Name field represents the assumed name that a vendor has provided for business purposes. When using the Review Vendors inquiry page, please start your search by looking up the Vendor name in the DBA Name field.  For vendors that were converted from AP/CAR, the AP/CAR vendor name will be searchable from the DBA Name field.  Once you have found the vendor you are looking for, copy the vendor ID from this page so that you can paste it directly into your transaction.  This will ensure that the appropriate vendor is selected.  Please see the Searching and Reviewing Vendors Job Aid which can be found here for additional information and examples. 

    I need to submit a vendor modification request, and I received an e-mail from Vendor Maintenance asking me to click the link provided but there was no link in the e-mail. How can I receive this link?

    Contact the Vendor Management Team through Service Now

    What types of notification will I receive from the Vendor Management team during the process when I submit a request to create/modify a vendor?

    The person initiating a vendor add/update will receive a notification once the Vendor Management team has approved the vendor. 

    What forms of notification do vendor’s receive during the add/update process?

    Vendor Management will send an email to the Vendor requesting their completion of the Vendor section of Create/Modify Vendor form.

    How do I know that I am selecting a UWPA Vendor in ARC?

    On the Review Vendors page in ARC, you will see a checkmark in the ‘preferred vendor’ box.  This means that this is a UWPA Vendor.

    Can the Vendor Name, Invoice number, and amount be included on the Voucher Cover Sheet in EDM?

    You should be able to see Vendor Name, Invoice Number, and Amount on the Voucher Cover Sheet.

    Why is a vendor I’ve used in the past not showing up in my list?

    If the vendor you are looking for is in “Unapproved” status or not “Open for Ordering,” you will not be able to see or select the vendor. One main reason why these vendors are not marked “Open for Ordering” is because they have not yet submitted a W9.  Another reason could be the vendor was not converted to ARC because there was no activity within the last 2 years.  The Service Center has a list of the Vendors who fall into one of the above categories.  If you are not seeing your vendor and want to check on their status, you may contact the Finance Service Center.  Additionally, all ARC users with the Procurement Inquiry role can run the following public query to determine the status of vendors: CU_AP_VENDOR_STATUS

    What should I do if some vendor information is missing (e.g. e-mail address)?

    In a situation where vendor information is missing, either you or the vendor should request a vendor modification using the Online Vendor Questionnaire.

    How do I find the remittance address for a vendor who has multiple addresses?

    Whether in a transaction or on the Review Vendor page, click the vendor address field.  If multiple addresses exist, you will see them all listed and can then select the specific address you are looking for.  If the address you are looking for is not listed, either the wrong vendor was selected or you will need to submit a vendor modification request using the Vendor/Payee Request web form so that the new address can be included.

  • EDM
    Electronic Data Management

    Can I use the “Add Attachments” function in ARC to upload documents?

    When attaching back-up documentation for Requisitions, Change Orders and Vouchers, please only do so by uploading documents into OnBase (see “Uploading Documents into OnBase” job aid for guidance).  Please do not use the “Add Attachments” function within the “Comments” section when creating Requisition, Change Order and Voucher transactions.  To avoid confusion, we will be disabling the ability to use the “Add Attachments” functionality on the Requisition, Change Order and Voucher creation pages.  However, please note that for P-Card transactions, the attachment function in the “Comments” section should continue to be used to attach supporting documentation.

    When in the process of entering a transaction should supporting documents be uploaded to EDM?

    Documents should be uploaded after the transaction has been submitted into workflow. This will ensure that EDM recognizes the transaction and can properly associate the documents with this transaction. After submitting a transaction into workflow, click the Procurement EDM link associated with that transaction to upload the supporting documents.

    Can I still upload TIF files into EDM or do I now have to use PDF files?

    EDM will continue to support the uploading of documents in various formats (including previously supported formats such as TIF).  PDF is an acceptable format, but it is not the only required file format, for document upload into EDM.

    Can I continue to scan multiple vouchers into EDM at once like we did in AP/CAR?

    Yes, you can still use the barcode coversheet to scan and then upload multiple voucher documents together into EDM. When you click on the Procurement EDM button in ARC, there is a link at the bottom of the page that takes you to the barcode coversheet for that voucher. Or if you click on the Accounts Payable tab, you can also create barcode cover sheets by manually entering vouchers.

    Why can’t I upload and/or view my documents in OnBase?

    For general guidance on Uploading/Viewing documentation in OnBase, please refer to the Uploading Documents into OnBase job aid which can be found here.  

    If you encounter a problem, please contact the Finance Service Center.  If you are a Mac user, please note the following:

    - OnBase only works with Firefox on a Mac.  Please note: legacy systems, i.e. AP/CAR, did not work with Macs at all.

    - When viewing PDF’s in OnBase on a Mac, you have to first download a PDF plug-in.  To download, go to http://www.schubert-it.com/pluginpdf/

    Users attempting to view PDF documents may experience issues if they have both Adobe Reader and Adobe Acrobat installed.  In a case where you have both Adobe Acrobat Professional and Adobe Reader installed, you should upgrade your version of Adobe Reader to version X  (http://get.abdobe.com/reader).

    In a case where you think you are having issues but have only Adobe Acrobat Professional or Adobe Reader installed, you should verify the following:

    1) In Reader or Acrobat, right-click the document window, and select ‘Page Display Preference.’

    2) From the list at left, select ‘Internet’

    3) Deselect ‘Display PDF in Browser,’ and then click ‘OK.’

    4) Choose Edit > Preferences > Internet, select ‘Display PDF in Browser,’ and then click ‘OK.’

  • P-Card
    Procurement Cards

    Where can I see the P-Card balance for the remaining period?

    You would see this exactly like you would before ARC by logging into WORKS.

    What is the process for obtaining a SpeedChart for my P-Card?

    P-Cards need to be assigned speed charts in order for them to appear when reconciling transactions in ARC.  The functionality required to assign P-Card speed charts is only available to the P-Card team.  We are working on a longer term approach for addressing this type of service request but in the short term you will need to log incidents for the P-Card team to receive a SpeedChart.  Should you have SpeedCharts which need to be set up in P-Card, please include the following information with your incident:

    - Cardholder’s name

    - Cardholder’s last 4 digits on account

    - SpeedChart Key 

    Note: Please allow 3 to 5 days for set up, once you have submitted the request.”

    The P-Card team has added an open text field to the application form for requesting Speedcharts. This will capture new users’ requests for SpeedCharts moving forward.  But, current users who still need SpeedCharts for existing cards will need to log an incident in Service Now.

    If a P-Card holder and reconciler are two different individuals, who is authorized to contact Bank of America re: disputes (if cardholder cannot review corrections / credits in ARC)?

    Only the cardholder is authorized to contact BOA for a dispute. Only the cardholder is authorized to use the card and should be aware of purchases. If you are a cardholder who is not able to review transactions in ARC, you can either request reviewer access in ARC, view transactions in WORKs, or work with your assigned reconciler to review transactions in ARC.

    WORKS used to send out notification e-mails to P-Card holders reminding them to review and sign-off on their transactions. Is this still the case?

    No.  Users will be required to log into ARC to review and reconcile transactions.