What is Transcepta?
Transcepta is a third-party platform that directly interfaces with UC Berkeley's financial system (BearBuy) to deliver invoices and automatically create vouchers. Previous invoicing methods (email or physical mail) require staff members to manually create vouchers and attach invoice images, which can be laborious; when using Transcepta, this happens nearly instantly, reducing the processing time for invoices by weeks. There is no cost for suppliers to use Transcepta, and submitting via Transcepta confers a wide variety of benefits for both suppliers and UC Berkeley.
Benefits of Using Transcepta
- Near-instantaneous vouchering of invoices
- Visibility to invoice submission status in the Transcepta portal
- Reduction of Errors (for example, invoices submitted against closed PO's or an incorrect PO)
- Multiple submission methods for suppliers
- Greatly reduced processing time for invoices and accelerated payment for vendors
Requirements for Using Transcepta
Invoices submitted via Transcepta must contain a valid UC Berkeley PO number (for example, BB00120075) and must be in PDF, CSV, or TXT file format; scanned images, a picture of an invoice, or other formats are not acceptable as Transcepta's software cannot scan and submit the invoice. Invoices must also have unique invoice numbers and contain line items that match the PO. Invoices submitted via Transcepta must be in US Dollars.
Transcepta Exclusions
- Utilities and Phone Carriers (for example: PG&E, AT&T)
- Suppliers who are unable to use Transcepta due to accessibility limitations.
- Catalog or punch-out suppliers who invoices are submitted directly into BearBuy via CXML integration.
- Payment Request and After the fact forms
Supplier Registration
- Suppliers are required to register with Transcepta in order to submit invoices to UC Berkeley
- To register, suppliers should visit the Transcepta - UC Berkeley Registration page
- If the supplier is already registered with Transcepta with another customer, please email disburse@berkeley.edu and request to be connected to UC Berkeley's account
Invoice Submission Options After Registering with Transcepta
Web Portal (Default Submission Method)
- Allows suppliers the ability to log into the Transcepta portal to create and submit invoices
- Instructions can be found on Transcepta's Create an Invoice in Transcepta Supplier Portal page
Email Submission
- Suppliers can email invoices directly to a Berkeley-designated Transcepta email address
- This method requires mapping the invoice document format with Transcepta first
- Instructions can be found on Transcepta's Submitting Sample Documents page
Contact
Transcepta is easy to sign up for and use, but vendors may occasionally run into issues during the registration or invoice submission process. If that happens, please contact us as soon as possible so we can help resolve the issue quickly.
UC Berkeley Accounts Payable
Transcepta Registration Assistance
Phone
888 221 2026 option 2
Transcepta Technical Support
Phone
888 221 2026 option 3