Webinar: Invoicing UCSF Through Transcepta

What is Transcepta?

• Transcepta is UCSF’s e-invoicing solution
• Suppliers submit invoices and credits to Transcepta
• Transcepta sends invoices electronically to BearBuy
• There is no cost for suppliers to use Transcepta

Transcepta Benefits

• Faster processing of invoices
• Reduced costs for suppliers sending invoices
• Supports University green initiatives by eliminating paper invoices
  • UCSF saved 1,200+ trees with Transcepta electronic invoicing to date

Transcepta Requirements

• Suppliers that receive BearBuy purchase orders (POs) are required to submit invoices through Transcepta
• This information is shared with suppliers at the bottom of BearBuy POs sent to suppliers

Transcepta Exclusions

Purchase Order Invoices

• Facility Rental invoices/supplemental forms
• Invoices from other universities
• Suppliers billing in foreign currency
• Foreign suppliers who do not understand how to submit invoices through Transcepta
• Suppliers that have accessibility needs and cannot submit invoices through Transcepta
• Catalog/punch-out suppliers sending invoices directly into BearBuy
• Cell phone bills

Non-Purchase Order Invoices

• Check request forms (ex. research subjects)
• Relocation travel expense vouchers
• Subcontract invoices
• BearBuy Payment Request Forms including:
  • Utilities (Ex: landline phone bills)
  • Postage/small-package courier
  • Journal publications
• BearBuy After the Fact Forms
• BearBuy Meeting & Entertainment Payment Request Forms

Supplier Registration

• Suppliers need an account to submit invoices
• Suppliers register for an account here.
• If suppliers have previously registered with Transcepta with another client, they need to request Transcepta connects them to UCSF
• Some suppliers have been automatically registered with Transcepta
• 11,000+ UCSF suppliers registered to date

Invoice Submission & Post Submission

Post-Invoice Submission

• Invoices are validated to ensure there are no issues
• Invoices that pass validation are sent to BearBuy on average in one to two business days
• Suppliers can log into the Transcepta Supplier Portal to see invoices that were previously submitted

Common Issues: Transcepta & BearBuy

Common Transcepta Issues

• Issues with the invoice:
  • The supplier will be notified by Transcepta to correct issue
  • The invoice will not be sent to BearBuy
• Common issues include:
  • No/incorrect PO number
  • Mathematical errors
• Suppliers need to review and correct errors in Transcepta
• Suppliers can contact Transcepta for help

Common BearBuy Issues

• If an invoice is sent to Transcepta, but the invoiced amount exceeds the PO amount, the invoice will need extra review and approval
  • Ensure PO always has funds for future invoices
• If a BearBuy PO is closed, the Transcepta invoice will not be sent to BearBuy
  • Do not close POs if you expect additional invoices
  • Ensure that POs have sufficient funds

Supporting Use of Transcepta

Departments can assist Supply Chain Management in supporting the use of Transcepta in these ways:

• Inform suppliers that Transcepta is the electronic invoicing standard at UCSF for suppliers that receive BearBuy POs
• Ask suppliers to submit your invoices through Transcepta
• Do not email invoices to Supply Chain Management Accounts Payable on behalf of the supplier
• Purchase from suppliers that submit invoices through Transcepta

If a supplier refuses to use Transcepta here are some strategies:

• Ask them to use Transcepta, the method UCSF invoices must be submitted
• Contact the Supply Chain Management Response Team for assistance
• If the supplier still refuses, consider alternatives:
  • Use BearBuy catalog suppliers
  • Select another supplier and place orders using BearBuy forms
  • Obtain and use Procurement Card for low-risk/low-cost purchases
  • Do not use personal funds to make purchases