Dear Colleagues,

Business and Financial Services is pleased to announce enhancements to the UCR Department Report for AP Invoices report. Department users will receive direct email notifications related to specific Invoice Holds as part of the report update. This enhancement aims to streamline communication and provide a comprehensive listing of invoices requiring user action to issue payments.

Key Changes:

• Automated Notifications: Email notifications will provide department users with detailed information about invoices on hold, reducing the volume of UCR AP Communications and highlighting invoices that require action for Accounts Payable (AP) to complete payments to suppliers.
   
• Excel Attachment: Notifications will include an Excel file that groups invoices and outlines the necessary actions based on the role and type of hold. Department Receivers listed on the requisition will receive emails for holds related to the received quantity, while Department Transactors will be notified about issues such as cannot execute allocation, maximum ordered or schedule amount, ordered quantity, or price. Department Fiscal Approvers will be copied on all notifications.
   
• Email Schedule: Notifications will be sent automatically on Mondays, Wednesdays, and Fridays. To further assist users, they will include a link to the Invoice Holds and Resolutions guide to help address holds.

Below is a sample notification to give an idea of what to expect. 

We appreciate your prompt attention to resolving invoice holds. If you have any inquiries regarding invoice holds, please contact the appropriate AP processor listed in the Contact Tree.

Sincerely,

Asirra Suguitan
Associate Vice Chancellor and Campus Controller
Business and Financial Services (BFS)
http://bfs.ucr.edu/