We are excited to announce that we are incorporating the processing of invoices on purchase orders (PO) into the Concur Travel and Expense System. This will lead to efficiencies for both campus and Procurement Services.
This new process will impact any invoices on POs submitted after May 3.
What will change for campus users?
The biggest change for campus users is that you will no longer complete receiving on goods and services in buyBama. This step will now be completed in Concur as described in the training materials below.
How will I submit my vendor invoices on purchase orders?
You will use Concur’s Invoice Capture service and email your invoice to UAPO_invoicecapture@concursolutions.com. The invoice will be reviewed through an OCR process and will be routed to an AP invoice clerk.
If your invoice does not include a typed PO number, please locate the PO number and write it on the document and then email the invoice to acctspay@ua.edu.
How do I complete receiving?
A video demonstration and step by step instructions are avalble on the PO Invoices in Concur webpage.
What is the approval flow for invoices on POs?
All Concur items route to a supervisor for review and approval. Invoices on POs will complete this approval step. Following this step, if all information matches the PO, the invoice will route to Accounts Payable for final processing. In the case that the invoice exceeds the dollar amount approved as part of the PO review and approval process, the invoice will route to the appropriate buyer and then to the budgetary approver(s) on the org(s) affected.
What other differences should I expect?
Email Notifications – You will now receive email notifications regarding the status of your PO invoices as they progress through the Concur workflow and processes and transmit to Banner for payment.
Invoices that are Sent Back – In the case that an invoice needs to be sent back by the buyer to accommodate a change order in buyBama, you will simply have to “Unassign” the invoice from your queue and Accounts Payable will make all necessary adjustments. When complete, Accounts Payable will assign the invoice to you and you will be able to re-submit through the process.
Do you have any questions?
If you have any questions, please feel free to contact Accounts Payable at 205-348-7377 or acctspay@ua.edu.