How to Submit an Exception to Send PO invoices Outside of Transcepta


Overview

Oracle’s Intelligent Document Recognition (IDR) is a fully integrated invoice recognition solution. It extracts invoice information from the emailed documents to create invoices and imports them into Oracle. It is available only to approved suppliers who cannot use Transcepta for invoicing. 

If a supplier meets Transcepta's requirements but has a legitimate reason for not using it, this article will walk you through the steps on how to use Oracle’s Intelligent Document Recognition (IDR) to send PO invoices outside of Transcepta.

Essential Information

Who is eligible to submit PO invoices through Transcepta?

Suppliers who are billing against a UC San Diego campus PO number and are paid by either ACH, credit card or check, and receiving all payments to a single remit to address (for checks) or bank account (for ACH/ credit card).  Campus PO numbers begin with “PUR” and is followed by eight digits.

Alternative Invoicing Options

Not all suppliers will be eligible to use Transcepta for invoicing. In these cases, alternative systems will be used. The following scenarios require alternative invoicing methods:

  1. Foreign Wire Payments: Suppliers paid by wire payments to a foreign bank account will have their invoices submitted through the foreign wire payment request form by a campus user.
  2. Multiple Remit-to Addresses: Suppliers billing against campus PO numbers that receive check payments issued to multiple remit-to addresses (e.g., Rady Children's Hospital, City of San Diego, other universities) will have their invoices submitted through the Oracle IDR portal by a campus user.
  3. Exceptions: Suppliers who meet Transcepta requirements but are not eligible for other reasons will submit invoices through the Oracle IDR portal, either directly or by a campus user.

Important Guidelines and Restrictions

Next Steps

Once you have read and understand the guidelines and restrictions above, follow these steps:

  1. Generate a Services and Support ticket to request a supplier review for IDR submission approval as follows: 

 

          2. Provide the supplier name, supplier number in Oracle, and a detailed explanation why the supplier cannot use Transcepta even though they meet the requirements.

          3. Accounts Payable will review the case and either deny the request (The supplier will be directed to register for Transcepta) or approve the request and add the requested campus user email address to the IDR system.

         4. If an exception is granted, you will be given the IDR email address and be provided invoicing instructions

Using Oracle IDR

If your supplier is granted an exception from using Transcepta:

  1. Accounts Payable will confirm the campus user's email address was added to the IDR system.
  2. You will be provided with the IDR email address for submitting invoices.
  3. Review the invoice requirements - The supplier invoice must include:
    1. Invoice number
    2. Invoice date
    3. Purchase order number
    4. Remit to address
    5. Line item descriptions with quantity, unit price and line total
    6. Shipping/handling charges/freight (if applicable)
    7. Taxes (if applicable)
    8. Invoice total
  4. If an invoice is missing any of the required information, it will be rejected by IDR. You will need to request a revised invoice from the supplier.
  5. Email the completed invoice to the Oracle IDR email address.

Invoice submission Guidelines and Restrictions

Questions?

If you need any additional assistance, please Submit a Ticket