Submitting Invoices: Supplier Edition

Summary

This video guide explains the process of submitting invoices through Payment Compass at UC San Diego. It outlines the responsibilities of both the department purchasing goods and the supplier, including the importance of a purchase order (PO) before goods or services are received. The guide details how to navigate Payment Compass, input invoice information, and upload files for submission. It also provides instructions on how to handle incorrect submissions, including canceling invoices. After submission, invoices are processed according to the payment terms outlined in the PO.

Takeaways

• 😀 The department purchasing goods or services is responsible for creating a purchase order (PO) before fulfillment.
• 😀 The purchase order (PO) is a contractual agreement between UC San Diego and the supplier, ensuring protection for all parties involved.
• 😀 Suppliers should not fulfill orders until the PO is provided to them.
• 😀 Suppliers must submit invoices to UC San Diego's accounts payable team for processing.
• 😀 If you have registered with Transepta, do not submit invoices through Payment Compass. Instead, email invoices to the provided email address.
• 😀 To access Payment Compass, visit paymentcompass.ucsd.edu. If you don’t have access, email your department contact or disbursements.ucsd.edu for an invitation.
• 😀 After logging into Payment Compass, click the 'Submit Invoice' link at the top right of your profile page to start the submission process.
• 😀 When submitting an invoice, provide the unique invoice number, the UC San Diego PO number, and the total invoice amount (without dollar signs or commas).
• 😀 After filling in the required fields, upload the invoice file (preferably PDF) either by browsing or dragging and dropping the file into the system.
• 😀 Verify that the correct file is uploaded before submitting your invoice, as this action completes the submission process. You can cancel if needed before final submission.
• 😀 Once submitted, a preview of the invoice document will appear, and the status will update in the Payment Compass account within the hour. Payment will occur according to the PO’s payment terms.

Q & A

What is the main responsibility of the department when submitting invoices?

The department is responsible for creating a purchase order (PO) before goods or services are received. The PO is a contractual agreement between UC San Diego and the supplier.

What should a supplier do if they are registered with Transcepta?

If a supplier is registered with Transcepta, they should not submit invoices through Payment Compass. Instead, they should email their invoices to the specified email address and contact support at Transcepta for assistance.

How can a user access Payment Compass if they do not have access?

If a user does not have access to Payment Compass, they should contact their department or email disbursements.ucsd.edu for an invitation.

What are the three fields required to submit an invoice in Payment Compass?

The three required fields are: the unique invoice number, the UC San Diego PO number, and the invoice total (excluding dollar signs and commas).

What should a supplier do if they do not have a PO number?

If a supplier does not have a PO number, they should reach out to their department contact for assistance in obtaining one.

What file types can be uploaded for an invoice in Payment Compass?

PDF documents are preferred, but other file formats are also accepted for uploading invoices in Payment Compass.

What happens if a supplier uploads the wrong invoice file?

If the wrong document is uploaded, the supplier can cancel the invoice submission or request a cancellation. A confirmation will be sent once the invoice is successfully canceled.

Where can a supplier track the status of their invoice after submission?

The supplier can track the status of their invoice in the Payment Status section of their Payment Compass account within an hour of submission.

How will the invoice be paid after submission?

The invoice will be paid according to the payment terms listed on the purchase order (PO).

What should a supplier do if they have questions about the invoicing process?

Suppliers can contact the disbursements team by emailing [email protected] or by calling 858-534-9494 for further assistance.