Clean Up Pending Procurement Transactions
Learn how to remove open procurement transactions that have been in pending status for an extended period of time.
Details
Quarterly Review Process of Pending Procurement Transactions
To ensure that open procurement transactions that have been in pending status for an extended period of time are removed from the system in a timely manner (either through processing or cancellation), a quarterly review process is undertaken by the procurement team.
This process helps improve overall system functionality by reducing the number of abandoned, stale transactions that are included in system queries and batch processes.
How does this process work?
On a quarterly basis, the procurement team reviews all procurement transactions that have been in a pending status for more than 90 days.
ARC users in schools and departments will need to review any transactions they have initiated that are still in pending status, and more than 90 days old. ARC users should resolve any transaction they still want to complete.
Transactions that are not resolved by the communicated deadlines will be closed and canceled and no longer available for any actions by ARC users.
An ARC user will need to re-initiate any transaction that still needs to be completed once the stale transaction has been closed or canceled. See below for guidance on how to identify pending transactions.
What do I need to do?
Please review procurement transactions that meet any of the following criteria and follow the “Resolution Action” guidance given if the transaction needs to be completed:
Transaction Type
- Vouchers that were initiated, but never submitted to workflow
Resolution Action if Needed
- Submit to workflow, provide department approval, upload supporting documentation
Transaction Type
- Vouchers in a recycle status that were never resubmitted to workflow
Resolution Action if Needed
- Resolve recycle error, submit to workflow, provide department approval, upload supporting documentation
Transaction Type
- Vouchers that are pending department approval, so have not routed to Accounts Payable
Resolution Action if Needed
- Provide department approval, make sure supporting documentation is uploaded
Transaction Type
- Vouchers awaiting supporting documentation, so have not routed to Accounts Payable
Resolution Action if Needed
- Upload supporting documentation, make sure department approval has been provided
Transaction Type
- Vouchers that have been placed on hold by Accounts Payable, that have not been responded to, so remain in hold status
Resolution Action if Needed
- Respond to and resolve hold issue
Transaction Type
- Vouchers that been denied, either by a department approver or by Accounts Payable, and have not been resubmitted to workflow
Resolution Action if Needed
- Correct issue that led to denial and resubmit to workflow
Transaction Type
- Vouchers that have failed budget check, so have neither posted to the general ledger nor have been paid
Resolution Action if Needed
- Correct the issue in the budget tool that led to budget check error
Transaction Type
- P.O. Vouchers with match exceptions that have not been resolved, so have neither posted to the general ledger nor been paid
Resolution Action if Needed
- Correct the match exception issue
Transaction Type
- Requisitions that were initiated, but never submitted to workflow
Resolution Action if Needed
- Submit to workflow, provide department approval, upload supporting documentation
Transaction Type
- Requisitions that have been denied, either by a department approver or by central purchasing, and not resubmitted to workflow
Resolution Action if Needed
- Correct issue that led to denial and resubmit to workflow
How do I identify pending transactions as outlined above?
There are several options for identifying pending transactions:
- Vouchers and requisitions requiring resolution are identified in a weekly email to the Voucher/Requisition Initiator. Initiators should review the information on the Excel worksheet attached to the email.
- In ARC, use the voucher inquiry page to identify vouchers with the following statuses: matching error, recycle error, not submitted to the workflow (open status), denied.
- In ARC, use the manage requisitions page to identify requisitions with the following statuses: budget check error, pending, not submitted to the workflow (open status), denied.
- The following queries in ARC can also be used to determine if requisitions or vouchers have any budget check errors:
- CU_PO_REQ_BUD_CHK_ERR
- CU_AP_BUDGET_CHECK_ERROR_VOUCH
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