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There are three different types of Purchase Orders: 

1. Punchout Requests

Punchouts are an integrated version of the supplier's website that has Harvard-specific pricing. You are redirected to a supplier’s website to shop when used but are later returned to B2P to finish your order. PO’s are automatically distributed via the system.

Quick Reference Guide

• View the Quick Reference Guide to learn how to add a Punchout item to a cart in B2P.

Things to remember:

• Punchout orders are sent to the supplier electronically after approval
• Punchout items should never be copied or saved to personal favorites in B2P. Always get a new version of the item from the punchout to assure the pricing and availability of the item.
  
  
   

2. Catalog Requests

Catalogs include commonly used product & services from certain suppliers that are uploaded and searchable in the B2P shopping section. PO’s are automatically distributed via the system.

Quick Reference Guide

Things to remember:

• Catalog Requests are automatically transmitted electronically to the supplier after approval and invoices are received centrally
• You can search or browse by Supplier or Category, compare goods or services between multiple suppliers, and conduct a chemical structure search
• Catalog Requests are most used for lab supplies and associated items
  
  
   

3. Non-Catalog Requests

Quick Reference Guide

Things to remember:

• Review the PO distribution setup (i.e. how the PO will be sent to the supplier) - See step 4 of the Non-Catalog Quick Reference Guide.
  • If preferred defaults are not included in the supplier profile then the distribution will default to Manual. However, the shopper/requestor can edit this so that the email can be automatically sent via the system to the vendor. - Please note by selecting “manual” distribution, the system will not send the PO to the supplier, this must be then done by the Shopper/Requestor to place the order.
• Ensure quotation product descriptions and costs match to the PO.
• Exclude shipping costs from the PO

Checkout Process

• For Shoppers

  • For Shoppers, it will allow them to enter further details in their cart, such as Chart of Accounts, Requisition Description or Business Purpose, and Standing Amount Based PO checkbox. They will then be prompted to Assign Cart, which routes the cart to a Requestor.

• For Requestors

  • For Requestors, it allows them to enter all required details and then submit the request into the approval workflow.

Post PO Creation

After a PO is created there are some additional actions required by the Shopper/Requestor:

• Receiving - All POs created for $2,500 or greater, must be received against in B2P by the Shopper or Requestor when invoiced - See the tab below on how to Receive items in B2P.
• Clearing Invoice Holds and Match Exceptions - Holds occur when one or more of three scenarios apply. Shoppers and requesters should take action in B2P to resolve all Holds - See the tab below on how to Identify and Clear Holds and Match Exceptions in B2P.

SEAS Specific Aids

Payment Request (PR) forms are a way to initiate invoice payments and process specific nonstandard transactions that cannot be handled through the standard Purchase Order process. Common examples are requests for payment of awards, honoraria, and fellowships.

Quick Reference Guide

This Quick Reference Guide outlines the steps for creating a Payment Request in B2P.  

Things to remember before submitting:

• Ensure all necessary forms are completed:
  • Vendor Justification Form (Federal Purchases > $50K)
  • Debarment Form (Federal Contracts ≥ $35K)
  • As relevant - Approved Independent Contractor documents (ICQ Exception Attestation form or Independent Contractor Questionnaire (ICQ)  – prior authorization to be obtained from HR, signed contract
  • Wire Authorization Transfer Form (if needed)
• Ensure Invoice is attached and Invoice Number and Date match to B2P entry
• Verify Supplier Information is Correct
  • Ensure Remittance Address is correct
• Authenticate Coding
• Ensure complete and accurate Business Purpose (including 5 w’s) is in the Item Description field
• Ensure any Special Handling Requests are properly made

Wire Transfer Process

1. Determine if wire payment is needed based on guidance from the vendor or if indicated on the invoice –wires are required for most foreign vendors, as many do not have the ability to accept checks in USD
2. Prepare your Wire Transfer Authorization Form
   • For PRs and NRs –PR/NR# and Tub Approver signatures are NOT required on the wire authorization forms. This is because all the signoffs and approvals are within B2P.
   • For POs –PO# and Tub Approver signatures ARE required on the wire authorization forms. This is because the documentation is being emailed to AP outside of B2P.
   • USD Wires must be sent internationally. Domestic wires are NOT allowed.
   • Link to forms:
     • Wire Transfer Authorization Form - U.S. Currency
     • Foreign Currency Wire Authorization Form
3. Add item to cart in B2P
   • Write “WIRE TRANSFER” at the beginning of the business purpose
   • Note: For Foreign Currency Wires, add a 10% buffer to the amount of requisition. Do not add 10% if sending USD equivalent.
     • If paying an invoice that is in a foreign currency, we need to convert to USD and pay with a buffer.
     • If paying an invoice that is in USD but needs to be paid in a foreign currency, we just put the USD amount.
4. Click Proceed to Checkout.
5. On the Summary tab, scroll down to the Special Handling & AP section and click the pencil icon to edit.
6. Select FX Wires or US Dollar Wires in the Wire Transfer Request field and click Save Changes.
   • Note: If you are creating a Purchase Order, indicating “Wire” on the Special Handling & AP section will impact all future payments against this PO. You cannot change this designation later, even with a change order.

The next steps differ depending on the requisition type.

Wire Transfer Process –Final Steps for PRs/NRs

1. On the Summary tab, scroll down to the Internal Notes & Attachments section and click Add. Select the fillable .pdf form that you completed in step 1, label it “Wire Form” and attach it.
   • Note: Do not send any copies separately to AP or OTM (Cash Management).
   • Reminder: Your supplier invoice (or support documentation) would have been attached during step 3 above.
2. When you have completed all other updates, click Submit Request. (Note: If you are a Shopper, click Assign Cart and identify your preferred Requestor who will submit the request on your behalf.)
   • Note: If the requisition is under $2,500 you will need to add a FinOps approver as an ad hoc approver

Wire Transfer Process –Final Steps for POs

1. When you have completed all other updates, click Submit Request. (Note: If you are a Shopper, click Assign Cart and identify your preferred Requestor who will submit the request on your behalf.)
   • Note: If the requisition is under $2,500 you will need to add a FinOps approver as an ad hoc approver
2. Submit the following in an email to AP_Invoices@Harvard.edu:
   • Completed Wire Transfer Authorization Form (from step 1 above)
   • Supplier invoice (or support documentation)
     • Ensure required payment details are included, such as: Supplier Name on invoice that matches B2P, Purchase Order Number, Payment Amount, Location of Activity, Currency, etc.
   • *** The email MUST include the subject line: “WIRE Invoice”. ***

Wire Transfer Process Things to Remember

Requesting a Wire Quick Reference Guide

A Non-Employee Reimbursement Request (NR) is a request for payment of valid University business expenses that were incurred by non-employees and Harvard individuals in certain payroll  categories. The categories of people who can be reimbursed are:

• Non-employees
• Temps
• Less-than-half-time (LHTs)
• Harvard Students
• External Postdocs
• Harvard Teaching Fellows

The types of reimbursements often include out-of-pocket and travel expenses.

NER REFERENCE MATERIALS:

NER Expense Workbook (Excel) 
Tool that enables travelers and preparers to detail and organize all required information in one form; in advance of entering the requests into Buy2Pay. 

SEAS NER Guidance for Preparers
Provides guidance on how to track and organize expense and receipt documentation, translate documentation into the NER excel tool and NER form, and complete requisition steps within the Buy2Pay system.

SEAS NER Overview Session Slide Deck
Slide deck that was presented during NER Overview Training Session on March 7, 2024.

SEAS NER Scenario 1 - Simple Reimbursement
Supporting documentation for sample reimbursement presented during NER Overview Training Session on March 7, 2024.

SEAS NER Scenario 2 - Complex International Reimbursement
Supporting documentation for sample reimbursement presented during NER Overview Training Session on March 7, 2024.

The Supplier Portal provides self-service capabilities for companies and individuals to upload and maintain their supplier information including contacts, addresses, tax documentation, service offerings, diversity status and more. The portal offers transparent workflow to make supplier management easier.

Please reach out to procurementhelp@seas.harvard.edu for any of the following supplier portal requests:

• Add a new Supplier
  • To Request a new supplier, the subject header of the email should read: New Supplier Request – “Supplier Name”
  • The Request should include the following information:

    • Supplier Name

    • Supplier Contact name and email address

    • Is this a company or individual?

    • Is this a foreign or domestic supplier?

    • What type of payment do you need to make?

      • Purchase of goods only

      • Purchase of services

      • Reimbursement only

      • Other taxable payment to Individual

• Add/Remove an Address
  • Subject Header of Request should read:  New Site Add – “Supplier Name” or Remove Site – “Supplier Name”
  • The email should include the name of the company/individual needing the new site, along with the address that needs to be added/removed.
• Reactivate a Supplier
  • Subject Header of Request should read:  Reactivate Supplier Request – “Supplier Name”
  • The email should include the name of the company/individual needing to be reactivated, along with a contact person’s name and email.
• Other
  • For any other requests such a need to change the supplier name or update their payment information, please reach out to procurementhelp@seas.harvard.edu with the subject header “Supplier Portal Request – Supplier Name”
  • In the email indicate what assistance is needed and include the name of the company/individual, along with a contact person’s name and email.

Tips & Tricks:

Search for a supplier before you send a request to add a new supplier – your supplier may already be in the portal. Click here for a reference guide dedicated to Supplier Search.

Status Updates and Notifications:

• To check the status of an Invite, search for the supplier in the Supplier Search. From here, you can view the registration status (in progress, completed) and the last updated date.
• Registration status of “Complete” means the supplier has completed their registration, but it does not mean it is an active supplier in B2P just yet.
• You can see everything that has been done to the supplier record by clicking “View History”.
• You will see a green check in the “Active for Shopping” field in the supplier’s profile when they are available to process payment to in B2P.
• FinOps will send a follow-up email when the supplier request has been completed.

If you encounter any additional supplier concerns or questions, please reach out to procurementhelp@seas.harvard.edu.

Once a requisition is submitted by a Requestor, the request must be reviewed and approved by one or more Approvers before it can be processed. Approvers are responsible for evaluating submitted orders for compliance, accuracy, completion, appropriateness, and consistency with University and TUB‐specific policies and guidelines.

Approver Basics

Approver Notifications

• Approvers will receive an email and/or system notification when it is time to approve a request
• Users will need to log in to Buy-to-Pay to approve the request

Accessing Pending and Prior Approvals

There are multiple ways to access the approval queue:

1. Option 1
   Click Orders → Approvals; Select from the menu at right to view pending or prior approvals
    
2. Option 2
   Click the Action Items icon (flag), and select My Assigned Approvals or Unassigned Approvals
    
3. Option 3
   In the Action Items section of the dashboard, click the links under My Assigned Approvals or Unassigned Approvals

Tips & Tricks for Managing Approval Queues

Refer to the following blog post for Tips and Tricks for Managing Approval Folders. This includes information on how to filter your approval queues for easier identification of items requiring your attention.

Additionally, this helpful video tutorial demonstrates how to filter your approval queue.

Reviewing a Request

Under My Assigned Approvals, click the Requisitions to Approve folder to view details of requisitions assigned to you. You can also click the other approval folders to access unassigned requisitions that reside in your department queue. Refer to the Approving Requisitions Quick Reference Guide for more detail. 

Additionally, you can also access this video tutorial on using Document Search to save a filtered view of requisitions pending approval

Approval Actions

Approvers access and take action on requisitions from a shared queue by:

• Assigning a requisition to themselves from the shared queue
• Approving a requisition, moving it through workflow

Approvers have several options for actions that can be taken when reviewing a document:

• Adding comments to clarify, provide context, or otherwise weigh in on a requisition
• Returning a requisition for edits
• Canceling a requisition
• Marking a requisition on hold while waiting for further information or follow up
• Adding another approver when required
• Forwarding to a different approver when required

Check out this video tutorial, which shows how to assign, review, approve, return, add comments, reject, forward, add an ad hoc Approver, and place on hold.

Quick Reference Guide Links

Click the Quick Reference Guide Links (QRG) to access associate quick reference guides. Visit the B2P website for more quick reference guides and training resources.

• Approver Quick Start Guide
• Checkout Process
• Setting up a Substitute Approver
• Returning and Rejecting Requisitions
• Rejecting Line Items on Requisitions
• Amount-Based and Standing Order Guidance
• Creating a Change Order
• Receiving and Returning/Adjusting
• Viewing Invoice and Payment Information
• Managing Notifications
• Creating Chart of Account Favorites

All POs created for $2,500 or greater, must be received against in B2P by the Shopper or Requestor. Receipts can be entered as soon as goods have been delivered or services provided. The Requestor and Shopper will receive a notification in B2P when a receipt is required.

All roles can initiate a receipt.  A shopper can only receive against orders they participated in (or were invoked in as the Prepared For).  Requesters and Approvers have access to all University activity.

General Considerations When Receiving

• You are not required to record receipt on orders of goods or services under $2,500 (Please note this is based on PO total, not invoice total).
• You cannot receive against a closed PO.

Check out this Quick Reference Guide and helpful video tutorial on the process steps for receiving an item in B2P.

Invoice Holds occur when one or more of three scenarios below apply. Shoppers and requesters should take action in B2P to resolve all Invoice Holds and Match Exceptions.

Change Request

For assistance in processing a Change Request, utilize this Quick Reference Guide or helpful video tutorial.

Notification of Hold

Shoppers/Requesters will receive an email notifying them that an invoice is on Hold for Match against a PO that they created. Users should follow the link in the email to go to the invoice, research the issue, and resolve the Hold using the instructions above.

Invoice Holds Report

Users can also research all invoices that may be in any Hold for Match status by using the Invoice Holds report in the Manage Searches > B2P Reports section of Document Search - utilize this guidance for how to run an Invoice Holds Report.

Match Exceptions

A Match Exception occurs when a shopper/requester does not take action to resolve a Hold for Match before six days prior to the due date of the invoice (based on supplier payment terms).  The hold is escalated via the Match Exception process to notify the Level 4 or 5 approver that action needs to be taken to resolve. While the approver is notified of the escalation, it is still the Shopper/Requestor's responsibility to clear the exception based on the suggested actions above.