FAQ

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FAQ

General Buy-to-Pay

What are the benefits of Buy-to-Pay?

Buy-to-Pay benefits:

1. Provide a user-friendly shopping experience by enabling users to buy what they need quickly, securely, and cost-effectively.

2. Optimize the shopping process by replacing manual and inefficient processes with a seamless process from point-of-order to payment.

3. Allow users to make informed business decisions through enhanced analytic and reporting capabilities.

The new solution will feature a combination of platform, policy, and process enhancements to provide a more user-friendly, transparent and efficient buying and paying experience.  For instance, benefits will include a reduction in paper invoices and improved visibility of order status and approval workflows throughout the procurement process.


Specific changes will be communicated through a project representative. The Buy-to-Pay project team includes representatives from a wide range of Tubs and Units, and decisions are being made with the input of the user community across Harvard.  

 

See also: General

What is typical B2P troubleshooting that I can perform on my own?

Most common troubleshooting: Check your browser and be sure to use Chrome or Mozilla, which are recommended by the B2P software provider, Jaggaer. If you are on an Apple computer, Safari security settings can cause issues.

Other troubleshooting:

  • Use a laptop or computer. Phones and tablet versions of browser may cause other issues.
  • Check your browser to make sure it is the most up to date version.
  • You must enable third party cookies in the browser.
  • Disable pop-up blockers.
  • Disable any third-party ad-blockers, anti-malware, or other apps that may affect the supplier portal web pages you are working on.
  • Do not use the "back arrow" in the browser. Only navigate using the links and tabs on the portal pages.
  • Close all other tabs in your browser to make sure you aren't logged into different sessions of B2P or another program is affecting your work.
  • If you change any settings on your browser because of the bullet points above, clear your browser cache to assure the error message isn't saved.

 

 

See also: General

Contract Management

How do I link a child contract to its parent contract?

When a contract contains language that indicates it is incorporated to and governed by the terms and conditions of another contract, it is consider a ‘child’ contract to the ‘parent’ contract it is governed by.  It is important to link the child contract record to the parent contract record.  This can be done from the child via the Parent Contract field on the Contract Header or from the parent via the Link a Child to this Contract feature on the Contract Family.

The easiest way to locate the child or parent is by searching on the 6-digit sequence number at the end...

Read more about How do I link a child contract to its parent contract?

How do I update an existing contract record?

Only a Contract Manager on the contract record can update an existing contract record.

If needed, check out the contract record, under Contract Actions.  Make and save your changes.  If the contract record was checked out, be sure to check it back in under Contract Actions.

Once a contract record is Executed: In Effect or beyond (e.g. Expired), the following fields are no longer updatable: Contract Type, Start Date, an earlier End Date, Contract Parties.  If one of these fields needs to be corrected, select Amend Contract Action, set Use Contract...

Read more about How do I update an existing contract record?

What is the difference between a Contract Template and a Main Document Template?

When creating a contract record, the Contract Manager may have the option to select a Contract Template and/or a Main Document Template.

A Contract Template is applied when creating the contract record and will automatically enter default values in select fields on the contract record.

A Main Document Template can be selected and applied when you create the contract record, when you upload a Main Document, or when you are using the Jaggaer Contract Authorizing for Word app.  Main Document Templates are Harvard templates that have been approved by your...

Read more about What is the difference between a Contract Template and a Main Document Template?

How do I delete a contract record?

Only Draft contract records can be deleted via the Delete Contract under Contract Actions.  If the contract is in a status other than Draft, the Contract Manager will need to take additional action before the record can be deleted.  Some contract records can’t be deleted but they can be archived.

Executed: Future, Pending Approval, Pending Signature, and Out for Signature contract records can be returned to Draft via the Withdraw and Return to Draft Contract Action.  External Review and Internal Review contract records can be returned to Draft by completing or...

Read more about How do I delete a contract record?

What is the process for setting up a new supplier (Second Party)?

Before adding a new supplier, it is important to do a thorough search to ensure the supplier is not currently in the system.  Refer to the Supplier Portal “Supplier Search” Quick Reference Guide for additional information.

If the supplier will be paid, invite them to register.  Immediately after inviting them, the Contract Manager will be able to add them to the contract record as the Second Party.  Refer to the Supplier Portal:...

Read more about What is the process for setting up a new supplier (Second Party)?

What are my options for capturing and managing Certificates of Insurance?

The Contract Manager can upload the Certificate of Insurance (COI) as an Attachment on the contract record for the contract it was obtained for or create a COI dedicated contract record and upload it as the Main Document.

In either case, it is recommended that the Contract Name reflects that there is a COI attached to this contract record to enable reliable searching  To enable reliable searching, consistently use “COI” rather than other ways of referencing (Certificate of Insurance, Insurance Certificate, etc.).

If you elect to upload the COI as an Attachment...

Read more about What are my options for capturing and managing Certificates of Insurance?

What are my options for capturing and completing Independent Contractor Questionnaires and Exception Attestation Forms?

The Contract Manager can upload the Independent Contractor Questionnaire (ICQ) or Exception Attestation Form as an Attachment on the contract record for the contract it was obtained for or create an ICQ dedicated contract record and upload it as the Main Document.

In either case, it is recommended that the Contract Name reflects that there is an ICQ or ICQ Exception attached to this contract record.  To enable reliable searching, consistently use “ICQ” rather than other ways of referencing (Independent Contractor Questionnaire, Independent Contractor Exception Attestation...

Read more about What are my options for capturing and completing Independent Contractor Questionnaires and Exception Attestation Forms?

eProcurement/AP: Approvals

When is the asset approval workflow triggered?

There is an optional Asset Approver role that each TUB can decide to implement or not.  The Asset Approver workflow step will be invoked based on a combination of object code, amount, and role assignment:

The object code must be in the 6800-6821 range
AND
The total requisition amount, not just the amount allocated to those certain object codes, needs to be equal or greater than $10,000
AND
There is an assigned Asset Approver for the TUB

The additional approval step will appear...

Read more about When is the asset approval workflow triggered?

How can I tell what kind of line item is in a cart or requisition (e.g. punchout, non-catalog, catalog, form (PR, NR), etc.)?

Look for these symbols that will tell you what type of line item is in a cart or requisition.

Line Item Symbols

To discern what type of form it is, you can click on the more info link next to the line item, or scroll to the bottom of the requisition or checkout...

Read more about How can I tell what kind of line item is in a cart or requisition (e.g. punchout, non-catalog, catalog, form (PR, NR), etc.)?

When will Approvers be notified of requisitions to approve?

An initial email notification is sent when a requisition first enters the approval folder.  A reminder email is sent after two (2) calendar days, and then sent daily for the next five (5) calendar days. There is no auto escalation to another approver; it will remain in the folder until approved.

 

Who can be an ad hoc approver?

If the ad hoc approver is being added before the requisition is submitted into workflow, then it needs to be a requestor or approver in B2P.

If the ad hoc approver is being added after the requisition is in workflow, then it can be any shopper, requestor, or approver in B2P.

 

eProcurement/AP: Cart Management and Favorites

If an ICQ is attached in the Contract record, does it need to be re-attached in the requisition?

IF the requisition is linked to the Contract, AND the ICQ attachment is in the contract record, then you do not need to re-attach it on the requisition.

The shopper/requestor will need to include a comment to make the Approver aware. Example: "Navigate to the linked contract to view the ICQ."

It is also recommended that if possible, the ICQ should be a separate attachment in the contract record.

The shopper/requestor should still select 'Yes' in the dropdown on the requisition.

...

Read more about If an ICQ is attached in the Contract record, does it need to be re-attached in the requisition?

Should Shipping Costs be added to Non-Catalog PO’s?

For all standard orders shipping should not be added to a non-catalog item. The system will automatically pay standard shipping charges when they come in on an invoice, and it will distribute the charge across all account codes used on the PO accordingly.

A shipping line should only be added to a non-catalog order in RARE circumstances. If a supplier has provided an exact quote, requires the shipping cost to be on the PO, and can guarantee that they will invoice exactly as the PO is created with the shipping line, then shipping can be added as its own non-catalog line item on...

Read more about Should Shipping Costs be added to Non-Catalog PO’s?

How are POs distributed to suppliers?

The distribution method of purchase orders (POs) to suppliers typically depends on the type of requisition it is (e.g. punchout, catalog, non-catalog).  Users (Requestors and/or Shoppers) need to review the distribution method and, if set to “Manual” ONLY, they are responsible for sending the PO to the supplier.

Punchout & Catalog Requests: All B2P Marketplace Orders are automatically distributed via "cXML", as was the process in HCOM.  There is no need for users to forward these POs...

Read more about How are POs distributed to suppliers?

How can I tell what kind of line item is in a cart or requisition (e.g. punchout, non-catalog, catalog, form (PR, NR), etc.)?

Look for these symbols that will tell you what type of line item is in a cart or requisition.

Line Item Symbols

To discern what type of form it is, you can click on the more info link next to the line item, or scroll to the bottom of the requisition or checkout...

Read more about How can I tell what kind of line item is in a cart or requisition (e.g. punchout, non-catalog, catalog, form (PR, NR), etc.)?

What does the ‘Exclude PO from Auto-Close’ checkbox do?

During the checkout process, there is an ‘Exclude PO from Auto-Close’ checkbox in the General section on the Summary tab. Checking this box will prevent the Purchase Order from automatically closing on orders under $2500. This will allow receipts to be entered for POs under $2500. Manual PO close will be required if the box is checked.

Note: Checking this box will not hold up the invoice payment.

Note: This does not apply to PRs, NRs and POs >$2500.

If the 'Exclude PO from Auto-Close' option is...

Read more about What does the ‘Exclude PO from Auto-Close’ checkbox do?

Can a Requestor assign a substitute Requestor?

Yes, a Requestor can assign a substitute Requestor. The person being assigned must already be setup as a Requestor.

Please note: although assigning an Approver as a substitute Requestor is possible, it is not recommended because they won’t be able to submit into workflow.

To assign a substitute Requestor: Navigate to Shop => My Carts and Orders => View Carts => Assigned Carts tab => click Assign Substitute => follow the prompts.

To remove an assigned substitute Requestor: Navigate to Shop => My Carts and Orders => View Carts =...

Read more about Can a Requestor assign a substitute Requestor?

What is the maximum size for an attachment and is there a limit to how many can be attached to one requisition?

The maximum file size per file is 5mb and you can attach a total of 10 internal attachments and 10 external attachments per section (header and line level). if you are having trouble with large files, try compressing your pdf files, instructions from Adobe here. Please note that an excesive amount of attachments could affect performance, so limit your attachments to only those nescessary. Read more about What is the maximum size for an attachment and is there a limit to how many can be attached to one requisition?

How do I pull back/withdraw a cart after it has been assigned?

Shoppers can withdraw a cart that is assigned to a requestor if further action is needed.  Shoppers can navigate to their cart under Shop > My Carts and Orders > View Carts > Assigned Carts.  Under the Actions dropdown, the Unassign option will return the cart back to the Shopper.

Are users able to perform cart consolidation and are there any limitations?

Cart consolidation functionality is available for most suppliers when attempting to consolidate and reduce shipping costs. 
However, a few specific marketplace suppliers cannot support cart consolidation. Users will be guided within B2P with either a warning or an error to stop cart movement and consolidation.

eProcurement/AP: Non-Employee Reimbursement and Payment Requests

How do I process a Deposit in B2P?

Create a Payment Request for the amount you want to pay. This will go through the approval process and pay based on the supplier payment terms.  If the deposit payment needs to be accelerated, then during the checkout process, navigate to Special Handling & AP and edit the check delivery to: Mail to Supplier. By changing this field, AP will be made aware that payment needs special handling.

If the deposit needs to be applied to a PO: Create a PO for the full...

Read more about How do I process a Deposit in B2P?

eProcurement/AP: Purchase Orders

For complex orders, like equipment or large quotes, how should I set up the order?

It is recommended that complex orders are set up as Standing Amount Based purchase orders to make it easier to enter various and/or multiple invoices and receipts. For capital equipment orders, check with your local Procurement or Finance team for schools specific advice. Please see the Standing Amount Based PO quick reference guide. Also... Read more about For complex orders, like equipment or large quotes, how should I set up the order?

How are PO distribution errors (email, fax, electronic, etc.) handled in B2P?

  • Fax
    • The B2P Program Management team receives an email notification typically a few minutes after a fax PO delivery fails.
    • After confirming the number is correct, they will wait 12 to 24 hours to try again in case the fax number was a temporary outage.
    • If the number fails on the second attempt the B2P Program Management group will attempt to manually deliver the order to the supplier via another means (e.g. working directly with a supplier representative or emailing a supplier general email...
Read more about How are PO distribution errors (email, fax, electronic, etc.) handled in B2P?

Who can Open or Close a PO? How do you close a PO?

Closing POs

Shoppers cannot close a PO.
Requestors can close any PO.  To close a PO, navigate to the action menu by the Purchase Order Number, and select ‘Close PO’.

Opening a closed PO

Only Accounts Payable can re-open a PO that has been closed. AP will ask the Level 4 Approver for authorization before re-opening any PO.

Should Shipping Costs be added to Non-Catalog PO’s?

For all standard orders shipping should not be added to a non-catalog item. The system will automatically pay standard shipping charges when they come in on an invoice, and it will distribute the charge across all account codes used on the PO accordingly.

A shipping line should only be added to a non-catalog order in RARE circumstances. If a supplier has provided an exact quote, requires the shipping cost to be on the PO, and can guarantee that they will invoice exactly as the PO is created with the shipping line, then shipping can be added as its own non-catalog line item on...

Read more about Should Shipping Costs be added to Non-Catalog PO’s?

How are POs distributed to suppliers?

The distribution method of purchase orders (POs) to suppliers typically depends on the type of requisition it is (e.g. punchout, catalog, non-catalog).  Users (Requestors and/or Shoppers) need to review the distribution method and, if set to “Manual” ONLY, they are responsible for sending the PO to the supplier.

Punchout & Catalog Requests: All B2P Marketplace Orders are automatically distributed via "cXML", as was the process in HCOM.  There is no need for users to forward these POs...

Read more about How are POs distributed to suppliers?

How do I process a Deposit in B2P?

Create a Payment Request for the amount you want to pay. This will go through the approval process and pay based on the supplier payment terms.  If the deposit payment needs to be accelerated, then during the checkout process, navigate to Special Handling & AP and edit the check delivery to: Mail to Supplier. By changing this field, AP will be made aware that payment needs special handling.

If the deposit needs to be applied to a PO: Create a PO for the full...

Read more about How do I process a Deposit in B2P?

How do I view, print, or create a .pdf copy of the PO?

There are two ways to do this. 

Option 1 - Go to the Attachments tab of your PO in B2P, where a .pdf of your PO is available.

Option 2 - Navigate to your PO document and select View/Print PO from the drop-down menu under 'Purchase Order'.  This will open the PO in a new browser tab.  To print, use your mouse to right-click and select print.  From here, choose your destination, which can be a printer or .pdf.  Tip: Use the print menu settings to hide headers and footers (e.g. url, date,...

Read more about How do I view, print, or create a .pdf copy of the PO?

How do I add additional items to a Purchase Order?

A Change Request can be processed to add an additional Non-Catalog line to an open PO.

However, you cannot add an additional Catalog or Punchout line to an existing PO. New Requisitions must be created in those cases.

To create a Change Request:

  1. From within the PO, select Create Change Request from the actions menu located under Purchase Order.
  2. Add a comment and select recipients to receive a notification of the Change Request.
  3. ...
Read more about How do I add additional items to a Purchase Order?

Where do I email my B2P PO invoice?

End Users should email B2P PO related invoices to: AP_Invoices@harvard.edu 
Make sure the PO number is on the invoice itself, not in the body of the email.

Please note: the pdf file name of the invoice should NOT include special characters, such as the "#" symbol.
Example:

  • Invoice number 12345 PO 8000xxxxxxxx.pdf (CORRECT)
  • Invoice # 12345 PO # 80000xxxxxxxx.pdf (INCORRECT)
Read more about Where do I email my B2P PO invoice?

eProcurement/AP: Invoices

Should Shipping Costs be added to Non-Catalog PO’s?

For all standard orders shipping should not be added to a non-catalog item. The system will automatically pay standard shipping charges when they come in on an invoice, and it will distribute the charge across all account codes used on the PO accordingly.

A shipping line should only be added to a non-catalog order in RARE circumstances. If a supplier has provided an exact quote, requires the shipping cost to be on the PO, and can guarantee that they will invoice exactly as the PO is created with the shipping line, then shipping can be added as its own non-catalog line item on...

Read more about Should Shipping Costs be added to Non-Catalog PO’s?

How are POs distributed to suppliers?

The distribution method of purchase orders (POs) to suppliers typically depends on the type of requisition it is (e.g. punchout, catalog, non-catalog).  Users (Requestors and/or Shoppers) need to review the distribution method and, if set to “Manual” ONLY, they are responsible for sending the PO to the supplier.

Punchout & Catalog Requests: All B2P Marketplace Orders are automatically distributed via "cXML", as was the process in HCOM.  There is no need for users to forward these POs...

Read more about How are POs distributed to suppliers?

What remittance information is included on a check (if a supplier opts to be paid via paper check)?

The following information is included on the check remittance: Invoice#, Invoice Date, Description (pulls from Requisition Description/Business Purpose field in B2P), Discount Amt, Tax Amt, Net Amt, Vendor#, Check#, Check Date, Vendor Name, Total Amt.

The check itself will also display Vendor Name + Mailing Address that the check was set to (aka Vendor Site selected for Remit To on the requisition).

Are "In Lieu Of" forms still necessary in B2P?

No, however: Requistions MUST include all info that the “In Lieu Of” form provides – for example: Business Description (clearly stating the payment/engagement details), Amount of Payment, Name of Individual/Supplier, Reason for Payment, Location of Activity.

  • Examples of appropriate backup documentation include engagement letters or contracts.
  • Please note that processing delays will occur if the appropriate documentation is not attached to the Requisition in B2P.

Although the In Lieu Of ...

Read more about Are "In Lieu Of" forms still necessary in B2P?

How do I handle an invoice that requires Special Handling?

There is a Special Handling section in the requisition checkout process. “Deliver to Department” is an option for departments that prefer to add an enclosure with a check (those are no longer performed by AP).

Note: We strongly urge you to consider the compliance risks of handling checks; best practice is to utilize electronic payment methods wherever possible.

What does a user need to include when emailing an invoice to AP?

B2P-related invoices can be emailed to AP_Invoices@harvard.edu.  Note – be sure to list the PO# on the invoice image itself, not in the body of the email.

Please note: the pdf file name of the invoice should NOT include special characters, such as the "#" symbol.  Example:

  • Invoice number 12345 PO 8000xxxxxxxx.pdf (CORRECT)
  • Invoice # 12345 PO # 80000xxxxxxxx....
Read more about What does a user need to include when emailing an invoice to AP?

Where do I email my B2P PO invoice?

End Users should email B2P PO related invoices to: AP_Invoices@harvard.edu 
Make sure the PO number is on the invoice itself, not in the body of the email.

Please note: the pdf file name of the invoice should NOT include special characters, such as the "#" symbol.
Example:

  • Invoice number 12345 PO 8000xxxxxxxx.pdf (CORRECT)
  • Invoice # 12345 PO # 80000xxxxxxxx.pdf (INCORRECT)
Read more about Where do I email my B2P PO invoice?

eProcurement/AP: Receiving

Who can enter a receipt?

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 University activity.

eProcurement/AP: Change Requests

How do I add additional items to a Purchase Order?

A Change Request can be processed to add an additional Non-Catalog line to an open PO.

However, you cannot add an additional Catalog or Punchout line to an existing PO. New Requisitions must be created in those cases.

To create a Change Request:

  1. From within the PO, select Create Change Request from the actions menu located under Purchase Order.
  2. Add a comment and select recipients to receive a notification of the Change Request.
  3. ...
Read more about How do I add additional items to a Purchase Order?

eProcurement/AP: System, Access, and Troubleshooting

What is the maximum size for an attachment and is there a limit to how many can be attached to one requisition?

The maximum file size per file is 5mb and you can attach a total of 10 internal attachments and 10 external attachments per section (header and line level). if you are having trouble with large files, try compressing your pdf files, instructions from Adobe here. Please note that an excesive amount of attachments could affect performance, so limit your attachments to only those nescessary. Read more about What is the maximum size for an attachment and is there a limit to how many can be attached to one requisition?

How do I adjust my email and notification frequency?

On the upper right corner of the screen,  click the User icon:
1. Click View my Profile
2. Click Notification Preferences
3. Select a category from the list to view notification options for the section
4. Click Edit Section in the upper right 
5. Click Override and choose from the available notification selections
6. Click Save Changes in the lower right when done

Sourcing

What permissions or access do I need to see Events (not Create Events or Edit Events)?

 

You must be listed as a Stakeholder to a work group or a specific event in order to have view only access to events. Stakeholders on a work group have access to view all events associated with the work group. Stakeholders on a specific event have view access for that event only. Only individuals with access to Buy-to-Pay can be added as a stakeholder.

 

Read more about What permissions or access do I need to see Events (not Create Events or Edit Events)?

How do I add someone to evaluate an event in B2P?

Go to the Users section of the event in B2P. There you can search for and select individuals to be added as Event Owners or Stakeholders. Event Owners have the ability to add notes during the evaluation within B2P. Stakeholders have read-only access. If the individual does not have access B2P you can export supplier responses to an Excel file and share the document with them offline.

Supplier Portal: Getting Started

What is a business expense reimbursement (BER) supplier?

If the payment is a business expense reimbursement and the individual has a visa type under which reimbursements may be received, they may be set up as a BER supplier. No honoraria or services may be paid under this type of supplier. This type of payment is considered non-tax-reportable and is only active for 90 days.

What are the differences between address types (fulfillment, remittance, physical)?

A fulfillment and remittance address are required for all suppliers (the same address can be used for both).

Fulfillment Address: This is the tax reporting address. For companies, fulfillment addresses are used for order distribution centers or mailing Purchase Orders. Foreign companies and foreign individuals must supply a foreign address for a fulfillment address.

Remittance Address: This is the address where a payment is sent. 

Physical Address: Do not use.

... Read more about What are the differences between address types (fulfillment, remittance, physical)?

How do I add a non-US payee as a supplier?

Invites/Requests may be sent to non-US payees by choosing the “Individual” supplier type in Supplier Portal. Dynamic questions will be asked of the supplier or their proxy to account for data elements such as Visa information. For further information about Harvard’s process and policies for non-US payees, please visit the https://nratax.oc.finance.harvard.edu/
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Supplier Portal: Inviting Suppliers

How do I send an invitation to an existing supplier?

Before sending an invitation to an existing supplier, please verify that the existing record is the supplier you would like to update by checking unique identifiers, such as email addresses, middle initial, and physical address. If you determine that the supplier record matches, you can send the invitation by going to the supplier’s profile, clicking Supplier Actions, then Invite Supplier.

What if a supplier didn't receive my invitation email?

Prospective suppliers are encouraged to check their spam filters if they have not received a sent invitation. In addition, some email services block certain messages altogether. If this is the case, suppliers can access this Supplier Portal registration link to complete registration. The supplier must use the same email address to which the invitation was originally sent in order for the registration link to work.

Issues involving a Harvard domain email addresses (@harvard.edu...

Read more about What if a supplier didn't receive my invitation email?
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Supplier Portal: Requesting Suppliers

When should a proxy request be used?

On rare exception when a standard invitation is not possible and when an individual is unable to upload their own information and documentation, such as:

  • Persons requiring VIP or “white glove” handling by the University
  • Supplier has limited/no access to internet

What is a maintenance request?

A maintenance request is submitted by a Harvard user to Strategic Procurement to update supplier information. It should be used only in cases when a supplier cannot manage their own updates, such as:

•Complex or large organizations with multiple payment sites (ex. hospitals, universities, hotels, etc.) for which one primary contact is not feasible

•Reactivate, inactivate, or extend a supplier

 

What information is required to request a supplier?

The Harvard representative must collect the following information to submit a supplier request:
•Company or Individual
•Legal Name
•Remit to Address
•Email Address
•Citizenship
Additional information is required depending upon selection of Student, Temporary or BER vendor

 

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Supplier Portal: Supplier Experience

If a supplier is having trouble with their supplier portal registration, what instructions can I give them that might help?

Most common troubleshooting: Check their browser and be sure to use Chrome or Mozilla, which are recommended by the B2P software provider, Jaggaer. If they are on an Apple computer, Safari security settings can cause issues.

Other troubleshooting:

  • Use a laptop or computer. Phones and tablet versions of browser may cause other issues.
  • Check your browser to make sure it is the most up to date version.
  • You...
Read more about If a supplier is having trouble with their supplier portal registration, what instructions can I give them that might help?

If a supplier is already part of JAGGAER’s network do I still need to invite them?

Yes, suppliers still need to register with Harvard even if they are already in JAGGAER’s network.  Inviting a supplier that currently exists in the JAGGAER supplier network will allow for us to collect Harvard-specific information and documents while continuing to give the supplier a single portal experience for all their customers.

What steps do suppliers follow to register in the Supplier Portal?

Suppliers receive an invitation that links to a login page on the portal. They will then be prompted to provide information to complete their registration.
If suppliers are required to provide additional tax information, they will receive a separate login email from Harvard's tax determination system inviting them to complete a profile.

How are suppliers notified of registration status?

When a supplier is approved for the B2P Supplier Portal, they will receive an email confirmation.  

If additional information is required to assess the registration, Strategic Procurement will reach out to the supplier directly.

What information is required for a supplier to complete their registration?

The supplier invitation will gather the following information: Tax ID, Legal Structure, Contacts, Address, Tax Documents and Diversity information.  If the supplier is required to provide additional tax information, they will receive a separate login email from Harvard's tax determination system inviting them to complete a profile.
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Supplier Payment

How do I complete a third party payment?

Third party payments are processed when a party other than Harvard and the supplier is involved in the transaction. Setting up third party payment sites allows Harvard to report the income to the correct entity via 1099 or 1042S form.

Example: Harvard is paying for health insurance on behalf of a fellow. The fellow needs to be set up as a supplier and University Health Services needs to be set up as a third party.

  1. If the supplier is not already in B2P, send them an ...
Read more about How do I complete a third party payment?

How are POs distributed to suppliers?

The distribution method of purchase orders (POs) to suppliers typically depends on the type of requisition it is (e.g. punchout, catalog, non-catalog).  Users (Requestors and/or Shoppers) need to review the distribution method and, if set to “Manual” ONLY, they are responsible for sending the PO to the supplier.

Punchout & Catalog Requests: All B2P Marketplace Orders are automatically distributed via "cXML", as was the process in HCOM.  There is no need for users to forward these POs...

Read more about How are POs distributed to suppliers?

What remittance information is included on a check (if a supplier opts to be paid via paper check)?

The following information is included on the check remittance: Invoice#, Invoice Date, Description (pulls from Requisition Description/Business Purpose field in B2P), Discount Amt, Tax Amt, Net Amt, Vendor#, Check#, Check Date, Vendor Name, Total Amt.

The check itself will also display Vendor Name + Mailing Address that the check was set to (aka Vendor Site selected for Remit To on the requisition).

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Supplier Payment: Paying Via Zelle

What is Zelle?

A digital disbursements option that is available for US-banked individuals. The individual must have a US bank and must provide their bank-related email address at the time of registration in our Supplier Portal.

What happens if I need to void a Zelle payment?

We must wait 14 business days before Zelle transactions are returned by the bank. Returns can occur if an individual misses that initial Zelle registration step (via enroll.zellepay.com), an email address is incorrect, an individual's bank chooses not to accept the transaction. If you think there's been an error with a Zelle-related transaction you initiated, please reach out to: AP_SupplierOnboarding@harvard.edu and we will obtain... Read more about What happens if I need to void a Zelle payment?
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