Oracle Supplier Invoices
Read this page for important information about processing supplier invoices at UCSD.
If you're looking for information about invoices you send to external customers for services or goods, see Contract and Invoice Creation (Accounts Receivable).
If you're looking for information about invoices you send to students for services or goods your department provides, see How to Process a UCSD Invoice (Student Financial Solutions).
The Invoice Process
When a department buys goods or services through Oracle, the site automatically creates and sends a purchase order to the supplier. UC San Diego Purchase Orders (POs) are ten digits long (e.g. PUR00253150). It is the responsibility of the department to create a PO before goods and services are received.
The supplier then submits an invoice to UCSD electronically through Transcepta to request payment. The supplier's invoice must include the PO number and information about the goods or services, such as remit to address, ship to address (for tax purposes), invoice date, quantity ordered, unit price, total amount due and reflects the predetermined payment terms and conditions. See Invoicing Best Practices.
Billing through Transcepta
Invoice Status
Disbursements processes payment to suppliers by matching the invoices received to the Purchase Order and ensures payments are made within agreed terms. However, departments are responsible for verifying the charges on their ledger and contacting the supplier in case of discrepancies.
Invoice Information In Oracle
Log into Oracle using the Company Single Sign-On to view invoice information. Further guidance can be found through the Knowledge Base Article: How to Search Oracle for Purchase Order Invoice Status.
Invoice Tolerances
- Oracle matches invoice values to purchase order values and places an invoice on hold or advances the invoice to approval workflow or payment based upon the following tolerance parameters:
- 10% of Invoice Line Amount vs. Purchase Order Line Amount
- 10% of Invoice Line Quantity/Price vs. Purchase Order Line Quantity/Price
- Invoices totaling an amount of $100 or less that are on hold for one of the above reasons are released routinely by Disbursements. The university generally owes the amount charged by the supplier, and the overpayment risk is minimal.