ElectronicinvoicingisUCSF’s preferred method of billing. Suppliers who receive a UCSF campus purchase order through BearBuy are required to submit invoices and credits through Transcepta,our electronic invoice solution.
Invoices must be submitted by the supplier directly to Transcepta. UCSF employees cannot submit invoices to Transcepta on behalf of the supplier. For this reason, please encourage your supplier to register for Transcepta.
Here are a few reasons suppliers should use Transcepta:
- Registration is simple
- Suppliers pay no fees to participate
- There are four methods available for submitting invoices
- Faster processing of invoices
- Increased productivity and reduced costs for supplier
- Supporting the University green initiatives by eliminating paper invoices
We have outlined below how suppliers can register and theUCSF Transcepta sitehas video instructions and a link to a registration form.Some suppliers have been automatically registered with Transcepta and others will need to self-register. See our to learn how to check if a supplier is registered.Keep in mind that suppliersmust first have a UCSF supplier profile to supply goods or services to the University and thatTranscepta electronic invoicingdoes not applyto UCSF Health (Medical Center) invoices.
For more information, please refer suppliers to our Supplier Guide to Transcepta andDoing Business with UCSFpages.
Overview of steps
- Supplier registers for Transcepta(if they do not have an account).
- UCSF issues purchase order to place an order to buy goods or services.
- Supplier submits invoices to Transcepta. Invoice must reference UCSF purchase order.
- Transcepta prescreens invoices for accuracy and supplier resolves any issues/errors with invoice submission.Upon successful screening,Transcepta automatically converts invoices into an electronic format that is sent directly to BearBuy (on average, one to two business days). If BearBuy validation fails, the invoice is routed to exception queue for manual fix and resubmission.
- UCSF reviews and approves invoices for payment in Bear Buy.
- Supplier receives payment and remittance documentation from UCSF.
Invoices in BearBuy
- Viewing invoices: Copies ofinvoices are available at the top of the BearBuy voucher, next to the “Invoice Image” label. Click on the Invoice link to open a PDF copy of the supplier invoice. See the Payment Status pagefor additional guidance.
- Access: You do not need special accessto view invoices in BearBuy.If you are able to view the BearBuy voucher, you are able to view the invoice.
- Voucher Approvals: There is no change to the voucher approvals in BearBuy. Vouchers that are greater than $5,000 need to be approved by your department’s BearBuy Voucher Approver. Vouchers in match exception also need to be approved by your department’s BearBuy Match Exception Handler.
- Notifications: Purchase order owners can receive a BearBuy notification whenever an invoice is applied to any purchase orders a person owns. The person must be listed as the “PO Owner” on a purchase order to receive this notification.
To turn on this notification, go to user profile and navigate to Notification PreferencesAccounts Payable. Turn on the “Invoice submitted into Workflow” notification. More instructions are available in the BearBuy Profile Guide.
Transcepta Exclusions
The following types of invoices are not sent through Transcepta:
Purchase Order Invoices
- Facility Rentals invoices
- Facility Rental supplemental forms
- Invoices from other universities
- Foreign suppliers that bill in foreign currencyor foreign suppliers who are not able to understand how to submit invoices through Transcepta
- Suppliers who have accessibility needs and may not be able to submit invoices through Transcepta
- BearBuy catalog/punch-out suppliers sending invoices directly into BearBuy
- Cell phone bills – submit through the BearBuy Payment Request Form
Non-Purchase Order Invoices
- Check request forms (ex. research subjects)
- Relocation travel expense vouchers
- Signature cards
- Subcontract invoices
- BearBuy Payment Request Forms including:
- Utilities (Ex: landline phone bills)
- Postage/small-package courier
- Journal publications
- BearBuy After the Fact Forms
- BearBuy Meeting & Entertainment Payment Request Forms
Common Delays
- No/incorrect UCSF purchase order number referenced on invoice
- Supplier should contact UCSF department for purchase order number
- Supplier checks records for UCSF purchase order sent to them
- Invoiced amount exceeds the amount of UCSF purchase order issued to supplier (requires additional approval)
- UCSF department works with supplier to increase purchase order amount or creates a new purchase order.
- Errors with invoices in Transcepta
- Supplier reviews errors in Transcepta and takes action to correct errors.
- If a BearBuy PO is closed, the Transcepta invoice will not be sent to BearBuy
- Do not close POs if you expect additional invoices
- Ensure that POs have sufficient funds
- Mathematicalerrors
Supporting Use of Transcepta
Departments can assist Supply Chain Management in supporting the use of Transcepta in these ways:
- Inform suppliers that Transcepta is the electronic invoicing standard at UCSF for suppliers that receive BearBuy POs
- Ask suppliers to submit your invoices through Transcepta
- Do not send invoices to Supply Chain Management Accounts Payable on behalf of the supplier
- Purchase from suppliers that submit invoices through Transcepta
If a supplier refuses to use Transceptahere are some strategies:
- Ask them to use Transcepta, the method UCSF invoices must be submitted
- Contact the Supply Chain Management Response Team for assistance. See right hand side of the page to create and submit a ticket.
- If the supplier still refuses, consider alternatives:
- Use BearBuy catalog suppliers ()
- Select another supplier and place orders using BearBuy forms
- Obtain and use Procurement Card for low-risk/low-cost purchases (see our Card Programs page)
- Do not use personal funds to make purchases
Frequently Asked Questions
Q. How do I prevent paying an invoice that I have an issue with the order? What can be done? What can I do?
A. If the invoice is pending BearBuy Voucher Approval or Match Exception approval, the voucher will not be paid until the voucher is approved.If the supplier provides a new revised invoice with a new invoice number, you can reject the invoice and have the supplier resubmit a new invoice through Transcepta.
If the invoice does not need approval or has been paid, dispute the invoice with the supplier and request a credit for the incorrect charges. Credits can be sent by the supplier through Transcepta.
Q.Inormally write the BearBuy purchase order number on my invoice before submitting the invoice for payment. With Transcepta, how do I do that?
A.The supplier invoice must list the correct BearBuy purchase order on their invoices in order to be accepted by Transcepta and be paid. Invoicing standard can be found here.
Need help?
If your supplier needs help with submitting an invoice to Transcepta, please refer them to the followingresources:
Transcepta Help Desk
Covers assistance with registration, document submission, account administration through written guidance along with step-by-step training videos.
Transcepta system support via email or phone
- Email:[emailprotected]
- Phone number: (949) 382-2842 – use only if there is a delay or no response via email.
- For more details regarding scope of support please see theContacting Transcepta page.
Supply Chain Management (SCM) Response Team
Provides broad support upon successful submission of invoices through Transcepta.See right hand side of the page to create and submit a ticket.
Reminders:
- Unsuccessful invoice submission inquiries should be directed to Transcepta.
- Suppliers should contact to SCM directly.
