-
Need help? email: [email protected] How to guide
... 0006
1
uBASE User Guide for Purchasing
How to identify & trouble shoot purchase invoice
problems
Contents
Topic Page
Purchasing Blocked Purchase Invoices 2
Price Block 2
Quantity Block 3
Blocked Invoice Reporting MRBR report 4
Explaining the fields on the MRBR report 6
What the report shows 7
Resolving Blocked Purchase Invoice Items Due to a Price Block
8
Resolving Blocked Purchase Invoice Items Due to Quantity Block
9
Identifying Quantity Blocks Missing Goods Receipts 10
Identifying Quantity Blocks More Items Have Been Invoiced Than
Goods Receipted 11
Identifying Quantity Blocks More Items Have Been Invoiced Than
Ordered 13
Identifying Quantity Blocks Goods Receipt Cancelled 15
Identifying Quantity Blocks Returned Items 17
Identifying Quantity Blocks Goods Receipt in Blocked Stock
19
Purchase Order History 21
What does each column mean? 22
View the status of an invoice 23
mailto:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
2
Purchasing Blocked Purchase Invoices When purchase invoices are
processed and input into uBASE, the purchase order is automatically
checked to certify whether the invoice should be paid. These checks
ensure the University is not paying for items that havent been
received, and is not paying excessively more than approved and
committed on the purchase order. When the checks highlight an
issue, the purchase invoice is processed to record that it has been
received and processed, but it is then blocked for payment. uBASE
automatically places a block against the purchase invoice. Purchase
invoices, which are blocked for payment, cannot be picked up on a
pay run and are not paid to vendors. If a single item is blocked on
a purchase invoice containing multiple lines, the whole purchase
invoice is blocked for payment.
Two types of block automatically appear against a purchase
invoice to prevent it from being paid:
1. A Price Block
2. A Quantity Block
A Price Block goes against a purchase invoice when:
1. The purchase invoice price per item is greater than the
purchase order price per item and outside permitted tolerances
A Price Block is only placed against a purchase invoice when the
item exceeds the price difference tolerances specified within
uBASE.
Two tolerance levels exist for checking and the system will
always use the lower value as the blocking limit.
The first tolerance checks whether the invoice item price is
more than 5 over the purchase order item price
The second tolerance checks whether the invoice item price is
more than 5% greater than the purchase order item price
Where the invoice item cost is less than that approved or
committed, no block is applied and the purchase invoice is
paid.
mailto:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
3
A Quantity Block is placed against a purchase invoice when:
1. No goods receipt is entered against an item
2. The goods receipt quantity is less than the quantity invoiced
for an item This can include when an item has been goods receipted
and then
returned, or when a vendor has invoiced twice for the same
item
3. An item has been goods receipted into blocked stock and not
released
A purchase invoice can contain both a Quantity and a Price
Block
When this happens, both blocks must be resolved before an
invoice can be paid
Blocked invoices cannot be paid until the reason for the block
is resolved Assistance from departments is always required in
unblocking invoices. The Payments Office cannot unblock a purchase
invoice without the ordering department being involved It is vital
to resolve any blocked invoices as soon as possible to prevent any
delays in paying the vendor Failure to resolve blocked invoices,
and therefore pay vendors, can lead to other departments being
prevented from purchasing from a vendor
mailto:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
4
Blocked Invoice Reporting MRBR report The Blocked Invoices
Report allows departments to monitor their own blocked invoices,
without notification from the Payments Office. It allows
departments to keep the list manageable and act upon blocked
invoices proactively, and in a timely fashion, without relying
solely upon weekly updates from the Payments Office. However, the
Payments Office will continue to notify departments on a weekly
basis. The report is interactive and incorporates drill through
functionality to allow access to the original purchase order and
purchase invoice screens directly, which aids the resolution of any
blocks that exist.
To check for blocked purchase invoice items:
1. Use transaction MRBR Blocked Invoices Report
All uBASE users have access to MRBR Blocked Invoices Report.
This report is under the Purchasing General Reporting folder in the
Main Menu within the Purchase Invoice Reporting folder.
Two different screen variants are available for departments to
use.
1. Standard MRBR Layout
This layout displays all the standard required information to
help resolve why a purchase invoice has blocked
2. Goods Receipt and Long Text MRBR Layout
This layout displays the standard required information, plus
additional information including whether texts exist in the
purchase order header and goods receipt information that may be of
use in resolving why a purchase invoice has blocked
mailto:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
5
To run the Blocked Invoices Report with the Goods Receipt and
Long Text layout, open Transaction MRBR. On the first screen: Enter
the Purchasing Group Code into the Purchasing Group field
Check that the Release Manually option is selected
Check that the Display Option variant says / ZDEPTREPPT
Click on the Execute button to run the report If there are no
blocked purchase invoices the message There are no blocked invoices
that match your selection will appear and no further action is
required If blocked invoices exist, the following screen will
open:
Invoices that appear in this screen CANNOT be paid until action
is taken by a department Therefore, it is vital that all items that
appear on this list MUST be checked
mailto:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
6
Explaining the fields on the MRBR report Goods Receipt and Long
Text Layout The Blocked Invoice Report contains an indication as to
why a purchase invoice may be blocked. The following explains the
purpose of each column in the report.
Column Heading Description
Purchasing Group
Identifies which purchasing group the blocked purchase invoice
relates to.
Purchasing Document
Shows which purchase order the block relates to. By clicking on
this number, the original details of the purchase order will be
shown on the screen.
Item
Shows the line item on the purchase order which is blocked.
There may be more than one item on a purchase order that is
blocked. All items are shown separately, as different reasons may
exist for the block.
Invoicing Party & Name
Displays the uBASE vendor number and the vendor name.
Amount
Shows the value of the item on the purchase invoice.
Currency
Displays the currency in which the purchase invoice has been
entered.
Blocking Reason Price
Identifies if the purchase invoice item is blocked due to a
difference in price.
Difference value
Displays the difference between the value of the delivered
quantity and the value of the invoiced quantity.
Blocking Reason Qty
Identifies if the purchase invoice item is blocked due to a
difference in quantity.
Difference Quantity
Displays the difference between the quantity delivered and the
quantity invoiced.
NO GR
Shows that no goods receipt documents have been entered against
the purchase order item.
GR < INV
Displays where goods receipt documents have been entered, but
the receipted quantity is less than the quantity invoiced.
GR No Rel
Displays where a Blocked Stock goods receipt has been entered,
but a Release Blocked Stock goods receipt has not.
Header Text
Shows if any text has been entered into the Purchase Order
Header. This will be shown if there is text against ANY of the
header texts.
Invoice Document Number
Shows which purchase invoice is blocked. By clicking on this
number, the invoice input screen is displayed.
Posting Date
Displays the date the invoice was processed.
mailto:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
7
What the report shows The report shows information about blocked
purchase invoices in real time. When a Price Block is released, it
will automatically disappear from the list the next time the report
runs. It is removed from the list as soon as the Payments Office
remove the block, and will be picked up on the next appropriate
payment run. If any Quantity Blocks are released due to a goods
receipt being entered, the item does not disappear from this list
immediately as uBASE, rather than the Payments Office, removes
these blocks automatically. Quantity Blocks that have been resolved
and that are due to be released overnight are shown on the report.
The Blocking Reason Qty indicator is yellow and shows that no
further action is required against this block. The blocked item
will disappear from the report overnight and the invoice will be
picked up on the next appropriate payment run.
mailto:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
8
Resolving Blocked Purchase Invoice Items Due to a Price Block
Items that are blocked due to a price difference will be shown in
the Blocking Reason Price column on the Blocked Invoice Report.
However, it is vital to always check the purchase order to ensure
that this is correct. The Blocking Reason Price column is only an
indicator. To check the purchase order: Click on the Purchasing
Document Number. This will open up the purchase
order screen for you to view
Do NOT change the price on the purchase order
Check to see if the person responsible for the account is
willing to accept
the additional charge.
If the additional charge is acceptable, e-mail the details to
[email protected], who will record that the
additional expenditure has been sanctioned and will remove the
block.
Once the block has been removed, the purchase invoice will be
removed from the Blocked Invoice Report and will be available for
the next appropriate payment run. If the additional charge is not
acceptable, the vendor must be contacted to
discuss the price discrepancy further Use the header text field
on the purchase order to record any information
related to this This will allow staff within your department,
the Payments Office and Finance to view why this item cannot be
unblocked. The Payments Office can provide a copy of the purchase
invoice to further assist if necessary.
mailto:[email protected]:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
9
Resolving Blocked Purchase Invoice Items Due to Quantity Block
Items that are blocked due to a quantity block will be shown in the
Blocking Reason Quantity column on the Blocked Invoice Report.
However, it is vital to always check the purchase order to check
why the quantity block has been placed against the invoice. To
check the purchase order: Click on the Purchasing Document Number.
This will open up the purchase
order screen for you to view Click on the Purchase Order History
tab at the bottom right of the screen The Purchase Order History
tab will display any goods receipts and purchase invoice documents
that have been created against a purchase order item. This
information will assist in establishing the cause of the quantity
block.
ALWAYS check the quantity columns on the purchase order lines
with the quantity columns for goods receipts and purchase invoices
in the Purchase Order History tab There is no need to check the
Amount columns. These have no effect on blocked invoices
The following examples demonstrate the most common reasons for
quantity blocks. However, the list is not exhaustive, so if in
doubt contact the Payments Office who will be able to assist.
mailto:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
10
Identifying Quantity Blocks Missing Goods Receipts Open the
Purchase Order History tab for the blocked invoice item Ensure that
the correct Purchase Order line item is displayed. If not,
click
on the to move the Purchase Order Item Details through to the
correct line item
Check that the Purchase Order History tab includes a GR line
If no GR line exists in the Purchase Order History Tab, no goods
receipt has been entered
The screen will look like this if no GR line exists:
To resolve the block: If no goods receipt has been entered,
check to see if the item has been
received If the item has been received, arrange for a goods
receipt to be entered AS
SOON AS POSSIBLE Once the goods receipt has been entered, the
invoice will be automatically unblocked for payment and will be
available on the next appropriate payment run. There is no need to
contact the Payments Office. If the item has not been received, DO
NOT arrange for a goods receipt to be
entered until the item arrives The block will prevent payment
for an item that has not been received.
mailto:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
11
Identifying Quantity Blocks More Items Have Been Invoiced Than
Goods Receipted Open the Purchase Order History tab for the blocked
invoice item Ensure that the correct Purchase Order line item is
displayed. If not, click
on the to move the Purchase Order Item Details through to the
correct line item
Check that the Purchase Order History tab includes a GR line
If a GR line exists in the Purchase Order History Tab, a goods
receipt has been entered
Check the Quantity columns for the GR and IR-L lines in the
Purchase
Order History tab, and check the Quantity column on the Purchase
Order item line
If more items have been invoiced than goods receipted, the
screen will look like this:
The invoiced quantity matches the purchase order quantity, but
not the goods receipt quantity. To resolve the block: If the item
has been received, arrange for another goods receipt to be
entered
mailto:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
12
Once the goods receipt has been entered, the invoice will be
automatically unblocked for payment and will be available on the
next appropriate payment run. There is no need to contact the
Payments Office. If the item has not been received, DO NOT arrange
for a goods receipt to be
entered until the item arrives The block will prevent payment
for an item that has not been received.
mailto:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
13
Identifying Quantity Blocks More Items Have Been Invoiced Than
Ordered Open the Purchase Order History tab for the blocked invoice
item Ensure that the correct Purchase Order line item is displayed.
If not, click
on the to move the Purchase Order Item Details through to the
correct line item
Check that the Purchase Order History tab includes a GR line
If a GR line exists in the Purchase Order History Tab, a goods
receipt has been entered
Check the Quantity columns for the GR and IR-L lines in the
Purchase
Order History tab, and check the Quantity column on the Purchase
Order item line
If more items have been invoiced than ordered, the screen will
look like this:
The invoiced quantity is greater than both the purchase order
quantity and the goods receipt quantity.
mailto:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
14
To resolve the block: Check to see if an additional item has
been received If an additional item has been received, check to see
if the person
responsible for the account is willing to accept the additional
charge If the additional charge is acceptable, update the purchase
order quantity
and arrange for the goods receipt to be entered AS SOON AS
POSSIBLE Once the goods receipt has been entered, the invoice will
be automatically unblocked for payment and will be available on the
next appropriate payment run. There is no need to contact the
Payments Office. If an additional item has not been received and
the additional charge is not
acceptable, DO NOT update the purchase order quantity or enter a
goods receipt
The Payments Office can provide a copy of the purchase invoice
to further assist if necessary. The vendor must be contacted to
discuss the quantity discrepancy further
and to request a credit note for the additional item The block
will prevent payment for an item that has not been received Use the
header text field on the purchase order to record any
information
related to this This will allow staff within your department,
the Payments Office and Finance to view why this item cannot be
unblocked.
mailto:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
15
Identifying Quantity Blocks Goods Receipt Cancelled Open the
Purchase Order History tab for the blocked invoice item Ensure that
the correct Purchase Order line item is displayed. If not,
click
on the to move the Purchase Order Item Details through to the
correct line item
Check that the Purchase Order History tab includes a GR line
If a GR line exists with Mvt type 102 in the Purchase Order
History Tab, a goods receipt cancellation has been entered
If a goods receipt has been input, but then cancelled prior to
the invoice being received the screen will look like this:
Mvt type 102 identifies a goods receipt cancellation document.
Cancellation documents should be used if a mistake has been made
during input of a goods receipt.
mailto:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
16
To resolve the block: If the item has been received, arrange for
another goods receipt to be
entered AS SOON AS POSSIBLE Once the goods receipt has been
entered, the invoice will be automatically unblocked for payment
and will be available on the next appropriate payment run. There is
no need to contact the Payments Office. If the item has not been
received, DO NOT arrange for a goods receipt to be
entered until the item arrives The block will prevent payment
for an item that has not been received. Use the header text field
on the purchase order to record any information
related to this This will allow staff within your department,
the Payments Office and Finance to view why this item cannot be
unblocked. The Payments Office can provide a copy of the purchase
invoice to further assist if necessary.
mailto:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
17
Identifying Quantity Blocks Returned Items Open the Purchase
Order History tab for the blocked invoice item Ensure that the
correct Purchase Order line item is displayed. If not, click
on the to move the Purchase Order Item Details through to the
correct line item
Check that the Purchase Order History tab includes a GR line
If a GR line exists with Mvt type 122 in the Purchase Order
History Tab, a goods return has been entered
If the goods have been returned and replacements have not been
received prior to the invoice being input the screen will look like
this:
Mvt type 122 identifies a goods receipt returned document and
shows an item has been returned to supplier.
mailto:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
18
To resolve the block: Check to see if a replacement item is
expected If a replacement item has been received, arrange for
another goods receipt
to be entered AS SOON AS POSSIBLE Once the goods receipt has
been entered, the invoice will be automatically unblocked for
payment and will be available on the next appropriate payment run.
There is no need to contact the Payments Office. If a replacement
item is expected, but has not yet been received, DO NOT
arrange for a goods receipt to be entered until the item arrives
The block will prevent payment for an item that has not been
received. If a replacement item is not expected, the vendor must be
contacted to
discuss return and to request a credit note for the returned
item The block will prevent payment for an item that has not been
received. Use the header text field on the purchase order to record
any information
related to this This will allow staff within your department,
the Payments Office and Finance to view why this item cannot be
unblocked. The Payments Office can provide a copy of the purchase
invoice to further assist if necessary.
mailto:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
19
Identifying Quantity Blocks Goods Receipt in Blocked Stock Open
the Purchase Order History tab for the blocked invoice item Ensure
that the correct Purchase Order line item is displayed. If not,
click
on the to move the Purchase Order Item Details through to the
correct line item
If a GR line exists with Mvt type 103 in the Purchase Order
History Tab, a goods receipt into blocked stock has been
entered
If the goods have been entered into blocked stock and not
released, the screen will look like this:
The Mvt type 103 in the Purchase Order History Tab identifies
that a Blocked Stock Goods Receipt has been entered.
mailto:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
20
To resolve the block: Check to see if the item has been checked
If the item is in working order, arrange for a Released Blocked
Stock Goods
Receipt to be entered AS SOON AS POSSIBLE Once the released
blocked stock goods receipt has been entered, the invoice will be
automatically unblocked for payment and will be available on the
next appropriate payment run. There is no need to contact the
Payments Office. If the item has not been checked, DO NOT arrange
for a goods receipt to be
entered until the item arrives The block will prevent payment
for an item that has not been checked. If the item is faulty,
arrange for a goods return to be completed The vendor must be
contacted to discuss the discrepancy further and if
necessary to request a replacement item or a credit note for the
faulty item
The block will prevent payment for an item that has is not in
working order. Use the header text field on the purchase order to
record any information
related to this This will allow staff within your department,
the Payments Office and Finance to view why this item cannot be
unblocked. The Payments Office can provide a copy of the purchase
invoice to further assist if necessary.
mailto:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
21
Purchasing Purchase Order History The Purchase Order History Tab
can be found in the Item Details area of the Purchase Order screen.
It displays all the documents that have been input after a Purchase
Order has been sent and should be used to check why invoices are
blocked for payment.
If this tab doesnt appear in the Purchase Order Item Details, it
means that no documents have been entered!
GR line shows if any goods receipts that have been entered. IR-L
shows if any invoices that have been entered. SD-L these are
Subsequent Invoices or Subsequent Credits. These are invoices that
apply additional charges or credits after initial invoices have
been input. Any lines that display a minus quantity are credits,
cancellations or returns.
The quantity totals of GR and IR-L lines SHOULD BE EQUAL IF
EVERYTHING HAS BEEN PROCESSED SUCCESSFULLY!
Click on the underlined numbers to view the other documents!
Line item 10 will always be displayed first in the Purchase
Order Item Details.
Click on the to move the Purchase Order Item Details through the
other line items
mailto:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
22
What does each column mean? The following table explains the
purpose of each column in the Purchase Order history tab. Column
Heading Description
Text
Identifies the type of document that have been entered against a
purchase order
MvT
Shows the sort of Goods Receipt document that has been entered.
The most common are:
101 Standard Goods Receipt 102 Cancelled Goods Receipt 122
Returned Item 103 Blocked Stock Goods Receipt 105 Released Blocked
Stock Goods Receipt
Material Doc
Shows the Goods Receipt and Invoice document number. By clicking
on this number, the original goods receipt or purchase invoice
details will be shown on the screen as they were input
Item
Displays the related line item number on the goods receipt or
invoice document
Posting Date
Shows the date the document was input
Quantity
Displays the quantity input on the goods receipt or invoice
document
OUn
Displays the unit of measure used
Amount
Shows the value of the goods receipt or invoice including VAT.
However, if an items cost is spread across multiple accounts, this
will be zero for a goods receipt
Currency
Shows the currency in which the document is posted
Reference
Displays the delivery note number
Amt in Loc Cur
Displays the value of the document in GBP
L. Curr
Identifies that the Local currency is GBP
mailto:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
23
View the status of an invoice To show details about the invoice
status for an item double click on the Material
Document number against the line IR-L (always starts 61)
mailto:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
24
A new screen will open showing the details for the Material
Document number created by the invoice input
Click on the button Follow-on documents
mailto:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
25
A new screen will open showing the accounting documents for this
invoice Double click on the Doc. Number at the top of table
starting 51 (to the right of
Accounting Document (If you need to close this screen either at
this stage or after you have viewed the details you will need to do
so using the X in the top right hand corner of the pop up
screen)
mailto:[email protected]
-
Need help? email: [email protected] How to guide
... 0006
26
A new screen will open showing the Data Entry View for this
invoice Double click on the name of the vendor at the top of the
table underneath Description
A new screen will open to Display Document for this line item
The date shown against Clearing shows the date that a request will
be sent to the
University bank account to pay the vendor If the Clearing field
is not shown and there is a letter in the Pmnt block field this
indicates that the invoice has blocked in the system To return
to the main screen click on the back button twice, close the window
showing
List of documents in accounting, then press the back button once
more
mailto:[email protected]
Blocked Purchase InvoicesPurchasing Blocked Purchase
InvoicesBlocked Invoice Reporting MRBR report