Oracle Procure-to-Pay FAQ
Last Updated: February 25, 2026 12:01:46 PM PST
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Expand section General
How can you check an individual's level of purchasing authority?
The User Roles Report in Oracle can be used to query for the roles of any UC San Diego employee. Access to the Reports & Analytics module (UCSD BI Consumer JR role) will be required to run this report. Refer to the video guide on requesting standard roles and the KBA on how to access the User Roles Report.
Who determines the purchasing authority for PO Requisitioners?
The default level of purchasing authority is $0. You can request a higher purchasing authority at any time although the request will need to be approved by your department approvers. View the Oracle & Concur Role Requests Blink page for more information.
How do you know whether or not a supplier is active in Oracle?
To view our systems' most up-to-date list of suppliers, please refer to the Supplier Inquiry Report within the Procure-to-Pay Panorama (view the Supplier Inquiry Report KBA for more info).
How can supplier's update their registration (e.g. add a remittance address)?
If your payee needs to change any of their information (tax information, addresses, payment method), then they need to do so via PaymentWorks. If they are not on our platform yet, they will need to be invited to PaymentWorks and register.
What do the different statuses and funds statuses mean?
Our Oracle Procurement Glossary defines all statuses and funds statuses for requisitions and purchase orders.
Can we upload packing slips into Oracle?
Packing slips cannot be uploaded or tracked in Oracle Procurement. If your department requires you to track packing slips, then you will need to do so outside of Oracle.
Expand section Shopping & Checkout
Can you have multiple deliver-to addresses defaulted in the profile?
No, only one deliver-to address can be defaulted in your profile. If you commonly work with several deliver-to addresses, you can either update your profile before starting a new shopping cart or update the deliver-to location during checkout.
Is Trade Street still the preferred address?
Yes, Trade Street is still the preferred address. When selecting a deliver-to address, you should select the address that lists your location followed by "-preferred". Do not search for "Trade Street" or select the generic "UCSD" deliver-to location.
Can a home address be indicated as a deliver-to?
Yes, you can add your home address to Oracle Procurement. You may refer to our How to Ship to a Personal Address KBA for instructions on how to do so.
How do you add freight charges to a requisition?
Freight charges should not be added to a requisition as freight is not invoiced against requisition lines. The supplier should ensure they include the freight charges on their invoice and they will be paid accordingly. Refer to our How to Reference Shipping Charges on a Requisition KBA for more information.
Will the system tell the PO Requisitioner when to complete the SSPR form?
The Source Selection and Price Reasonableness (SSPR) form is required when the order is $10,000 or more if federal funds are being used, and when the order is $100,000 or more if non-federal funds are being used.
How do we know which purchasing category to use?
The Purchasing Categories Blink page offers a list of all purchasing categories as well as their associated account values, their taxability and examples of when to use each one. Use this page as a guide when deciding which purchasing category to use.
Which attachment type should I choose?
Use the "To Supplier" attachment type to send your attachment to the supplier and make it visible to UC San Diego. Use the "Miscellaneous" attachment type to make the attachment visible to UC San Diego only. Do not use the other attachment types. More instruction on adding comments and attachments can be found in our How to Add Comments and Attachments to Requisitions in Oracle Procurement KBA.
Can we reassign carts to someone else to submit?
Yes, and you can refer to our How to Assign a Shopping Cart KBA for instructions on how to do so.
Can you edit the billing information for multiple lines at a time during checkout?
Yes, and you can refer to our How to edit the billing information on multiple requisition lines KBA for instructions on how to do so.
How do we know which expenditure type to use?
A full listing of Expenditure Types is available in the Business Analytics Hub.
Which expenditure organization do we use?
Is there a limit to how many charge accounts you can split between on a requisition?
No, there is no limit of charge accounts you can split amongst.
Expand section Approvals & Revisions
Does editing a requisition as an approver change the approval workflow?
If the changes you make trigger an approval workflow rule (e.g. updating to a high risk purchasing category or increasing the dollar amount to over $10,000), then the workflow will update when you submit your changes.
Why can’t I approve requisitions or invoices via email?
If your Outlook email is associated with a non-UCPath email such as those ending in @eng.ucsd.edu, those ending in @health.ucsd.edu or any other custom email, then you will not be able to approve your requisitions or invoices via Outlook.
As a workaround, you can instead associate your official UC San Diego email with your Gmail. Refer to our How to approve invoices and requisitions from a non-UCPath email KBA for instructions on how to do so.
How do you cancel a PO?
The person who submitted the requisition can cancel the PO by first navigating to the requisition in Oracle Procurement. From there, click on the Actions menu at the top right and select Edit Order. You will want to cancel each line on the order by going to the Lines tab, and selecting Cancel Line from the Actions menu just above the lines.
A walkthrough of this process can be found in the How to Cancel a Purchase Order in Oracle Procurement KBA.
Expand section Invoices & Payments
What are the different invoice approvals, and when are they required?
Financial unit approval indicates the dollar amount of the invoice is okay to pay according to budget and what was ordered. This approval is required for all invoices $10,000 and above.
Requester approval indicates the goods or services being invoiced were received or fulfilled. This approval is required for all inventorial equipment invoices $5,000 and above, and all other invoices $10,000 and above.
Do I need to do something if the full amount/quantity of the PO isn’t invoiced?
Quantity-based POs will close when the full quantity has been invoiced regardless of the amount which has been invoiced. Conversely, amount-based POs will close when the full amount has been invoiced. If the full quantity/amount will not be invoiced, then you will need to process a change order to close the PO. Do not close the PO without confirming with the supplier that there will be no further invoices submitted.
Refer to our How to Lift PO Commitments in OFC KBA for instructions.
How can we tell if a supplier is registered with Transcepta?
Refer to the How to View Oracle Procurement Supplier Flags KBA for instructions on querying supplier flags. If the supplier with whom you are working has an ELECTRONIC_INVOICE_SUPPLIER flag, then the supplier is registered to submit their invoices through Transcepta.
What do you do if you receive invoices against a PO that has closed?
Invoices cannot be processed against a purchase order that has a status of Closed, Finally Closed, or Canceled. A new PO will need to be created to process any extra invoices.
Do refund checks come back to a general department account or the specific project and task that they were taken from?
When refund checks issued by the supplier are processed, the funds are returned to the specific project and task from which they were taken.
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