News and Announcements

June 6, 2017

RU Marketplace Invoice Automation Launch

University Procurement Services is pleased to announce the launch of a RU Marketplace functionality that will streamline invoice processing, and decrease the time between receipt of the invoice by Accounts Payable (AP) and when it is viewable to schools and units in RU Marketplace.  

There are two key steps in paying invoices: validation and processing. Invoice validation occurs after an invoice has been received and includes capturing three key pieces of information: supplier invoice date, supplier invoice number, and associated purchase order number. Invoice processing consists of entering complete invoice details into RU Marketplace, including item information, quantities, price, etc.

What’s New
Effective today, you can view invoices that have been validated and are awaiting processing. This preview of “in process” invoices means you do not need to wait until AP completes both the validation and processing steps.

Since “in process” invoices have not been fully processed by AP staff, invoice totals reflected in RU Marketplace will not match what has been provided by the supplier. This timing issue will primarily impact schools or units that utilize blanket orders.

The attached job aide  provides additional information about how to view validated invoices and determine if AP staff have fully processed the invoice. 

If you have any questions about this new functionality, please contact the University Procurement Services Help Desk at procurement_helpcenter@finance.rutgers.edu or (848) 932-4375.

 

April 27, 2017

PSPA & IT PSPA

Attention Rutgers Community:  Effective today, April 27, 2017, an updated version of the Professional Service Provider Agreement (PSPA) and the IT Professional Service Provider Agreement (ITPSPA) are available on our Procurement website.  After June 1, 2017, the old version of the PSPA/ITPSPA agreement will no longer be accepted.  Please remove the outdated version of the agreement from your desktop.

 

February 27, 2017

Invoice Processing

As we work to improve efficiency in processing invoices and making timely payments to vendors, please be sure to follow University policy.

  • Complete a purchase order before you receive goods or services from a vendor.
  • Advise the vendor to reference a valid purchase order number on the invoice and send to accountspayable@finance.rutgers.edu, or send to the following mailing address: Accounts Payable, PO Box 2686, New Brunswick, NJ 08903.  Accounts Payable will not be able to process invoices without a valid purchase order number.
  • Do not attach an invoice to the purchase order or requisition; this will delay processing and payment to the vendor.

Check Request Invoice Numbering Tips

What you should include in the “Supplier Inv # field:

  • In the “Supplier Inv #” field, make sure you create a supplier invoice number that is unique.The system will not allow the usage of the exact same invoice number for the same vendor more than once.
  • In the “Supplier Inv #” field, enter a something that enables the person receiving the check to be able to identify what the check is for.Therefore, never use N/A, registration, payment, etc., as the “”Supplier Invoice #” as the vendor will have no idea what the check is for.
  • If paying dues, use examples such as :
    • Timothy Miller – 2017
    • ID########-2017
    • Invoice 289405
  • If paying Utility Bills:
    • use the account number followed by month/year, for example:30214922-01/17
    • use invoice number if available
  • If paying honoraria/person who for interview reimbursement:
    • Use invoice number if available
    • Use date of service, for example 12/08/2016
  • USCIS
    • Name of person who the check is applicable for.For example, William Moore.(Last name is more important than the first)

Double Payments

If a vendor you partner with has received a duplicate payment or overpayment, please contact Gary Kucsan at kucsangm@finance.rutgers.edu

Professional Service Provide Agreement Extensions (impacted by purchase order conversion issues)

If a contract needs to be extended to provide the supplier with sufficient time to complete the contract deliverables without an increase in the dollar amount of the contract, regardless if the contract is a Professional Service Provider Agreement (PSPA) or a supplier agreement, an amendment will have to be executed between the supplier and Rutgers to extend the contract.

If a contract, PSPA or supplier agreement, needs to be extended with an increase in the dollar amount of the contract, a contract amendment will have to be executed between the supplier and Rutgers.    

 

December 23, 2016

Emergency Payment Process for Vendors and Expense Reimbursements

The updated emergency payment process for vendors and expense reimbursements is below. While we are working to stabilize the system, this transitional process will ensure payments are expedited and more transparent to you, double payments are mitigated, and accurate reconciliations in the finance system.

To request an emergency payment

  • Complete and submit an emergency payment request form in RU Marketplace
    • Go to the “ Shared Forms” section
    • Select the “Emergency Check Request” form
    • Provide the required information and attachments, and submit the completed form

Submit one request per vendor. You may include multiple invoices for the vendor on one emergency payment request form.

If you are contacted by a vendor who is requesting immediate payment, please advise that we have an emergency process in place, and your unit will submit a request for expedited payment.

If you have any questions regarding the updated emergency payment process please contact Procurement Services

 

December 12, 2016

Requisition approval hierarchy is incorrect, incomplete or missing (Updated)

The initial step to correct the approval loop that delayed supplier payments is complete. ACH payments to suppliers are being made. An emergency payment process has been established for supplier payments. Employees should coordinate requests for emergency payments with their unit’s business manager. All requests must include the required approvals and backup documentation.

Failed purchase orders due to approver actions

When a requisition is submitted, it is processed in RU Marketplace (SciQuest) and goes to the financial management system (Oracle) for validation. After the requisition is validated, it goes in to the approval work flow. If an approver changes the general ledger or project value at this stage, then the purchase order will fail in Oracle because it was validated in Oracle, but critical values have changed.

To avoid having POs fail for this reason, the approver must return the requisition to the preparer to make necessary changes and re-submit the requisition.

In the History tab of a requisition, you can see if an approver changed the general ledger or project value.

If you have questions, please contact the Procurement help desk at (848) 932-4375.

 

December 8, 2016

UPDATED: Process and Action Needed for Purchase Orders, Invoices and Suppliers

 

December 1, 2016

Procurement Update: Process and Action Needed for Purchase Orders, Invoices and Suppliers

As we work through post-go live issues, we appreciate your patience and support. Nearly 42,000 purchase orders successfully migrated from the legacy systems. Almost 25,000 new POs have been processed through RU Marketplace since October 3. Approximately 27,000 invoices have been processed and paid since October 10.

However, we are continuing to manually enter and manage issues with purchase orders, invoices and supplier records that were converted incorrectly or not converted at all. Please visit the Cornerstone website to get an overview of the PO conversion process and actions you may need to take to correct issues with POs, invoices and supplier records.

 

December 1, 2016

Splitting accounting codes (Updated)

You can split a requisition between multiple general ledger strings or multiple Project strings. You CANNOT split a requisition between general ledger and Project strings.

Read this job aid for instructions on how to split a requisition between accounting codes.

 

November 10, 2016

Server Maintenance Announcement

RU MarketPlace upgrade – Friday, November 11 at 9 p.m. through Sunday, November 13 at 12 p.m.

The RU MarketPlace will be undergoing an upgrade that is scheduled to take place between 9:00 p.m. on Friday, November 11 through 12:00 p.m. on Sunday, November 13. During this  time the RU MarketPlace will be unavailable for use.

RU Marketplace Release Notes - November 2016 [PDF]
 

November 7, 2016

SYSTEMS UPDATES & RESOLUTIONS

RU MARKETPLACE

Requisitions That Are Automatically Rejected

There are four primary reasons a requisition will be automatically rejected:

  • The financial management system rejected the selected general ledger/Project strings
  • There is no requisition approval hierarchy associated with the selected general ledger/Project string (see "Primary/Secondary Approval Issues" below)
  • An "Ad-Hoc Ship To" address has been selected with an enabled supplier (see "Using a one-time ‘Ship To” address for requisitions” above)
  • The financial management system rejects a requisition due to invalid supplier information or a selected string. If this occurs, contact the Financial Management help desk at (848) 445-2100.

Requisition Approval Hierarchy Is Incorrect, Incomplete or Missing

The initial step to correct the approval loop that delayed supplier payments is complete. ACH payments to suppliers are being made. An emergency payment process has been established for supplier payments. Employees should coordinate requests for emergency payments with their unit’s business manager. All requests must include the required approvals and backup documentation.

Purchase Order Conversion

We are continuing to validate converted POs from RIAS and Banner. The team expects to complete validation by November 15. Payments are being made on converted POs. If you do not see a PO in the system, please contact the Procurement and Expense Management help desk.

Emergency Payment Process for Expense Reimbursements and Supplier Payments

We are correcting the approval loop that delayed reimbursements and supplier payments. An emergency payment process has been established for expense reimbursements and supplier payments. ACH payments to suppliers and for expense reimbursements are being made.

Please contact your unit's business manager to prioritize emergency payment requests for submission to University Procurement Services. Please be sure all required approvals and backup documentation are complete before submitting an emergency payment request.

If a help desk ticket is already open for this request, please include the ticket number in the request. If you do not have an open ticket, a new ticket will be created. The reply to your request will include an estimated time for resolution of payment.

Notice of Paid Invoices Now Online

You can now find out if an invoice has been paid by checking online in RU Marketplace. The check number for a paid invoice can be found in the invoice summary tab; scrolling down to the bottom of the screen will indicate the amount paid. This new functionality should end much of the frustration and delay around invoice payments that has occurred between inquiring departments and Accounts Payable.

To access the information in RU Marketplace:

  • Query the Purchase Order number
  • Click the Invoice tab
  • Under the Invoicing Summary section, view which invoices have been processed for what amounts
  • Click on the invoice number link; it will bring you to the invoice detail showing the check number

Split Charging Instructions for Requisitions

There are several ways to handle splitting the charging instructions for requisitions:

  • Split between two general ledger strings in one line
  • Split between two project strings in one line
  • Split between a general ledger string and a project string on separate lines

Some Quick Order Suppliers Now Require Check Requests

Some suppliers that were processed as Quick Orders (such as UPS, FedEx and Verizon) now require check requests. Please refer to the check request matrix to determine if a check is needed.

Failed Purchase Orders Due to Missing or Incorrect Supplier Information

Missing or incorrect supplier information is causing some POs to fail. If a supplier you transact with is not in RU Marketplace or does not contain the correct address and contact information, you will need to add the supplier or modify the supplier record.

To add a supplier:

  • Access the “Supplier Management” module in RU Marketplace
  • Complete the “Request New Supplier” form
  • Provide the supplier’s information, address and email or fax number
  • Attach a W9 form (no older than December 2014) for all US based suppliers and payees, or a W8BEN-E form for foreign suppliers and payees

To modify an existing supplier:

  • Complete the RU Marketplace “Supplier Maintenance” form

Please wait at least 24 hours after the supplier is notified or the update request has been processed before submitting a requisition for that supplier

Suppliers Not Receiving Purchase Orders Due to Incorrect Contact Information

Some suppliers are not receiving purchase orders due to incorrect fax and/or email addresses. RU Marketplace attempts to distribute purchase orders via fax or email, depending on the preferred method established in the supplier's system record. If a fax number or email address is incorrect or missing, Procurement Services is notified and will attempt to obtain valid contact information in order to send the purchase order.

When valid contact information is obtained, the supplier's system record is updated accordingly. Procurement Services may seek assistance from schools and units to obtain valid contact information.

Expense Management

Correcting the Approval Loop that Delayed Reimbursements and Supplier Payments

The initial step to correct the approval loop that delayed supplier payments is complete. ACH payments to suppliers are being made. An emergency payment process has been established for supplier payments. Employees should coordinate requests for emergency payments with their unit’s business manager. All requests must include the required approvals and backup documentation.

Setting Up Cash Advances Without a Project String

A cash advance can be set up if there is no project string attached to it. The advance will be charged to a clearing account that will reverse when the expense report is created. The employee will need to attach the project string to each expense type in the report.

Processing an Expense Report Without an Approver

If an expense report does not have an approver, withdraw and re-submit the expense report. To withdraw:

  • Go to the home page, and click on “In Approval” in the Expense Report box
  • The expense reportwill appear
  • Click on the area below the RBU so that the section highlights
  • Just above the report number is “Actions” with a down arrow
  • Click on the arrow, select “Withdraw,” then Submit

 

October 31, 2016

SYSTEMS UPDATES & RESOLUTIONS

RU MARKETPLACE

One-time "Ship To" Address

As of Monday, October 31st, RU MarketPlace will provide schools/units a mechanism to have goods shipped to an address that is not available in the list of pre-defined addresses in the system.  The “one-time address” feature will allow you to manually enter a shipping location in order to have goods delivered to faculty or staff working in non-Rutgers facilities.  A Job aide detailing the steps required to utilize a one-time address is available.

Please note: due to how RU MarketPlace interacts with our suppliers’ eCommerce applications, you will be prevented from using a one-time address with a requisition containing one or more line items added from a punchout or hosted catalog.  If a one-time address is used along with punchout/hosted catalog line items, the requisition will be automatically returned by the RU MarketPlace to the requisitioner.  Should you need to have goods shipped from an enabled supplier shipped to a one-time address, please utilize either the Quick Order or Goods Request form.

Failed Purchase Orders (missing supplier or fulfillment center)

When selecting a supplier to create a requisition, you must use a supplier with a mailing address. Selecting a supplier without an address will cause the PO to fail. The requisition will be processed, but the PO will fail.

When selecting a fulfillment center to create a requisition, you must select a fulfillment center with a valid mailing address. Do not select “Fulfillment Center 1.” Selecting “Fulfillment Center 1” will cause the PO to fail. The requisition will be processed, but the PO will fail. 

When completing your requisition, if the supplier you selected does not have a fax number or email address, please email that information to janetgr@finance.rutgers.edu. The supplier record will be updated, which will help ensure timely delivery of POs to the supplier. All other supplier updates must be submitted through the forms in RU Marketplace.

Purchase Order Conversion

Procurement is continuing to validate converted POs from RIAS and Banner. The team expects to complete validation by November 7. Payments are being made on converted POs. If you have POs that are not visible in the system, please contact the procurement_helpcenter@finance.rutgers.edu">Procurement and Expense Management help desk.

Converted Purchase Order Invoicing

Procurement Services is developing a business process to notify departments about pending payments, and to seek approval as required.

If you have questions purchase orders, please contact the procurement_helpcenter@finance.rutgers.edu">Procurement and Expense Management Help Desk at (848) 932-4375 (Monday-Friday, 8:00 a.m.-6:00 p.m. Eastern).

Emergency Payment Process: Expense reimbursements and supplier payments

ACH payments to suppliers and for expense reimbursements are being made.

To request an emergency payment, please contact your unit’s business manager to report and prioritize your request for submission to University Procurement Services. Please be sure all required approvals and backup documentation are complete before submitting an emergency payment request.

If you already have an open help desk ticket regarding this request, please include the ticket number in your email request. If you do not have an open ticket, a new ticket will be created. The reply to your request will include an estimated time for resolution of payment.

expense management

 

Approval Routing: Correcting loop that delayed reimbursements and supplier payments

Financial transactions were caught in a loop due to named preparers and approvers. This delayed processing expense reimbursements and check requests. We are working through solution, which will need to be validated. In the meantime, emergency payments may be requested (See “Emergency payment process” above).

 

October 21, 2016

SYSTEMS UPDATES & RESOLUTIONS

RU MARKETPLACE

Supplier Conversion

We would like to make you aware that the supplier conversion process did not bring over all records from RIAS and Banner. If you find that a supplier you transact with is either not in RU Marketplace or does not contain the required address, you will need to add the supplier or modify the information for the existing supplier.

To initiate the process to add a supplier, you must access the “Supplier Management” module in RU Marketplace and complete the “Request New Supplier” Form. You MUST provide the supplier’s information, address and email or fax number.

You MUST also attach a W9 form (not older than a Dec 2014 version) for all US based suppliers and payees, or the W8BEN-E form for foreign suppliers and payees. 

To initiate the process to modify an existing supplier (e.g. New Location, Address Change), you must complete the RU Marketplace “Supplier Maintenance” Form.

When you have been informed that your new supplier or update request has been processed, you need to wait 24 hours until you put a requisition through to that supplier

Purchase Order Conversion

Nearly 90 percent of all purchase orders (PO) from RIAS have been converted to RU Marketplace.  The team is continuing to validate converted POs. If you have POs that are not visible in the system, please contact the Procurement Help Desk at (848) 932-4375 or procurement_helpcenter@finance.rutgers.edu.

One-time "Ship To" Address

This functionality will be available shortly. One-time ship to addresses, also known as "Ad-Hoc Ship To" addresses, may be added to a requisition. These addresses are not permanently added to the list of available "Ship To" addresses, and may not be used when submitting a requisition containing an enabled supplier.   

Requisitions Automatically Rejected

There are three primary reasons a requisition will be automatically rejected.

  1. The financial management system rejected the selected general ledger/Project strings
  2. There is no requisition approval hierarchy associated with the selected general ledger/Project string (see "Primary/Secondary Approval Issues")
  3. An "Ad-Hoc Ship To" address has been selected with an enabled supplier

If the financial management system rejects a selected string, contact the Financial Management Help Desk at (848) 445-2100.

Primary and Secondary Approvals (Requisition Approval Hierarchy)

We are working with schools and units to stabilize approval hierarchies for general ledger strings and Project strings. If an approval hierarchy needs to be created and/or modified, please contact the Procurement Help Desk at (848) 932-4375 and request the "Access Request Form".

Purchase Order Distribution (Supplier not receiving purchase order)

RU Marketplace attempts to distribute purchase orders via fax or email, depending on the preferred method established in the supplier's system record. If a fax number or email address is incorrect or missing, please notify us and we will attempt to obtain valid contact information in order to send the purchase order.

When valid contact information is obtained, the supplier's system record is updated accordingly. We may need your assistance in obtaining valid contact information.

Expense Management

Expense Management Approval Update

We are aware that some school and units are receiving an approval rule error message when submitting an expense report, therefore are unable to successfully submit. We have identified an approval mapping issue as the primary cause for this error message, and are working diligently to resolve this issue. We look to have a resolution soon.

If you have any other issues regarding Expense Management, please contact the Procurement Help Desk at (848) 932-4375.

 

October 11, 2016

RU Marketplace Is Now Open!

RU Marketplace, the University's new procurement system, is live!

RU Marketplace makes it easier than ever to buy goods and services and pay our suppliers and vendors. Managing all procurement transactions for academic, clinical, and business needs can now be done through a single online system. The new streamlined RU Marketplace helps requestors and approvers track the progress of requisitions, open purchase orders, and invoice approvals and payments.

Partnering with preferred suppliers and making purchases at prices that are consistent across the University will lead to better shopping experiences for faculty and staff, cost savings, and better payment terms with our suppliers.

Visit RU Marketplace to see what's new with Procurement!

  • Log in to myRutgers portal (my.rutgers.edu), using your NetID and password.
  • Click the Cornerstone tab.
  • Open the RU Marketplace (SciQuest) app.

UPDATED ITEMS IN BOLD

Beginning October 3, you can:

  • Open new general ledger purchase orders, and
  • Open new non-sponsored purchase orders.

Beginning, October 5, you can:

  • Submit requisitions against sponsored projects, and
  • Open non-project purchase orders from fiscal year 2015 through current that were converted from Banner.

Beginning October 12, you can:

  • Open project-related purchase orders that were converted from Banner.

Beginning October 14, you can:

  • Open general ledger and project-related purchase orders that were converted from RIAS.

If you have an open purchase order that needs to be paid before October 7, please contact Procurement Services at the help desk phone number and email below.

Dedicated teams are in place to support the University’s purchasing needs for business services, information technology, facilities, and research and science. You can chat with an RU Marketplace expert who will help answer your questions and resolve issues with accessing and using the new procurement system. The Procurement Help Desk staff is available to help you with your questions.

Procurement Help Desk
Monday-Friday, 8:00 a.m.-6:00 p.m. Eastern
Phone: (848) 932-4375
Email: procurement_helpcenter@finance.rutgers.edu

 

October 11, 2016

Goodbye, TABER Reports. Hello, Online Expense Management!

Our new expense management system is best-in-class, streamlined, and supported by consistent universitywide policies. The system is integrated with the general ledger, project accounting, grant contract accounting, and accounts payable. This makes submissions, approvals, reporting, and reimbursements more efficient and timely.

Important Notes

Mobile app: A user-friendly mobile application is planned for early 2017.

Direct deposit: To ensure direct deposit for reimbursements, users will need to enter their banking information manually into the application one time.

To access the system,

  • Log in to the myRutgers portal
  • Click the Cornerstone tab
  • Open the Expense Management app under the Finance section

Contact the Help Desk to learn more about the new system.

 

October 6, 2016

Avoid Duplicate Deliveries - No Invoice Before Purchase Order
 

To all RU Marketplace users, all purchase orders generated through RU Marketplace shall be automatically distributed to the suppliers. The RU Marketplace purchase order distribution feature will not be reconfigured or turned off to prohibit distribution to suppliers. If a department violates procurement policy and receives an invoice before the issuance of the purchase order, it will be incumbent on the department to contact the supplier directly to prevent a duplicate shipment of the ordered goods and/or services.

 

October 6, 2016

Requisition's Accounting Codes - Just GL or Project, NOT Both

To the attention of all requisitioners and approvers in RU Marketplace: Please be advised that adding both a GL String and a Project String to the header level of a requisition will cause the requisition to fail. You can use either a GL String or a Project String, but not both at the same time on the requisition. If you have any questions, please contact the Procurement Help Desk at (848) 932-4375.

 

October 3, 2016

Introducing RU Marketplace

After a tremendous amount of work, we are pleased to unveil RU Marketplace, the University's new online system that covers all stages of the procurement-to-payment (P2P) process.

This approach provides us with comprehensive data to measure the effectiveness of contracts, transaction approval cycle times, and use of automated invoice processing.

P2P includes:

  • Management of purchases through a paperless process
  • Customized contract pricing and tracking to manage supplier compliance
  • Lower invoice processing costs
  • eSourcing and bidding solutions to achieve significant process efficiencies and cost savings
  • Consolidated web-based repository of supplier information

What This Means for You

  • A single, unified system for all Rutgers schools, departments, and units
  • Easier-to-navigate systems with improved transparency for transactions 
  • Comprehensive reporting functions for departments
  • Best practices that streamline workflows and  save costs

To familiarize you with this system, classroom and online training sessions are available. To register for a class, contact the Cornerstone Training team.

October 3, 2016

Fisher Scientific Punch-out offers all catalog Affymetrix e-Bioscience and USB Products.
Effective October 3, 2016, all catalog Affymetrix e-Bioscience and USB Products (over 12,000 products) are now available through Fisher Scientific punch out. All Affymetrix and USB products are available through Fisher Scientific at the Rutgers contracted pricing.