Faculty and Staff

Vendor Invoices: Marketplace

Last updated October 7, 2009 1:32:52 PM PDT
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Find important information about Marketplace invoice settlement.

The invoice process

When your department buys goods or services on Marketplace, the site automatically creates and sends a purchase order (P.O. number always starts with "9") to the vendor.

The vendor then submits an invoice to UCSD for payment using one of 2 methods:

  1. Electronically through Marketplace (preferred method)
  2. Manually to Disbursements

Disbursements ensures prompt payment to vendors, but departments are responsible for verifying the charges on their ledger and contacting the vendor in case of discrepancies.

Departments can use these methods to monitor the invoice process:

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Check the invoice payment status.

Go to FinancialLink, log on using your Single Sign-on ID, then:

  1. Click Reports in the left tool bar.
  2. Click Purchase Order under the "Purchase Order Reports" heading.
    • This offers you a variety of search criteria. The easiest way to search is with the P.O. number.
    • Once you input the criteria, click Submit.
  3. Scroll down to the Ledger Transaction History section, and click on a document number starting with "8."
    • This takes you to the Invoice Summary, which provides detailed payment information.

    Note: Several Marketplace suppliers accept a supplier specific procurement card. There is no payment history listed on the P.O. or invoice summary for these transactions.

Adjust a paid vendor invoice.

Contact the vendor to request that a credit memo to be sent to Disbursements, Mail Code 0955.

View an invoice template.

Vendor invoice copies are not available for Marketplace invoices. To view a template of the invoice data, log onto Marketplace, then:

  1. From the top tool bar on the far right next to "Search for," use the drop down box to select the P.O. number.
  2. In the blank text box next to "Search for" criteria, type the P.O. number (starts with "9" and is 8 digits long).
  3. Click Go.
  4. The top of the screen should display "Status – P.O." (the P.O. number).
  5. Click on the Invoices tab.
  6. Click on the 8-digit Document number, starting with an 8.
    • The top of the screen will display "Summary – Document" (Doc #).

Review and certify invoices in Marketplace.

Business unit approvers are responsible for reviewing and certifying invoices of $10,000 or more and reviewing notifications of invoices of less than $10,000.

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For more information, contact Susan Maciel, (858) 534-6535, or Ellen Sanders, (858) 534-0993.