BobcatBUY and Invoice Approvals: An Overview

BobcatBUY (BCB) is the University’s e-procurement system. Here you can electronically shop the University’s preferred suppliers for everything from office supplies to scientific supplies and much more! Whether you are new to the University, your role, or have been around for some time, it’s always helpful to understand or be reminded of the workflow rules in BCB. Workflow rules determine what invoices will need approval by the department prior to payment being made to the supplier.

There are two workflow rules in BCB:

• The first rule applies to any invoice over $500 and is generally related to a supplier providing some sort of service to the institution. These invoices need to be pre-approved before payment is made to ensure that the University received the services and the unit receiving the services is satisfied that the supplier has delivered on what was promised.
• The second workflow rule applies to all invoices that exceed $4,999, regardless of whether they are a good or service.

Invoice approvals automatically route in the system to the PO Owner of record.

So, what do you do if you have an issue with an invoice and you either don’t agree with the amount or you feel you have not received what was promised from the vendor? If you have an invoice in your queue that has a discrepancy, please return the invoice back to Accounts Payable with a comment on why we should not pay the invoice. Accounts Payable will work with the department and supplier if necessary to resolve the discrepancy.

For a complete overview of the workflow rules, please visit the BobcatBUY – Invoice Approval Quick Reference Guide.

For questions, please contact financecustomercare@ohio.edu