Frequently Asked Questions

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Is Transcepta the required form of invoice submission?

Yes, Transcepta is the required method for submitting invoices for UC Berkeley campus purchase orders, with a few exceptions.

Are there any invoices that do not go through Transcepta?

Yes, the following types of invoices are exceptions:

Invoices submitted via CXML Payment Request and After-the-Fact forms Facility rental invoices with supplemental forms Relocation invoices Travel and Entertainment invoices

Where should invoices that cannot be submitted through Transcepta or the Jaggaer Portal be sent?

People with a berkeley.edu domain can send invoices to accounts payable directly. Please send an email to disburse@berkeley.edu for the further instructions.

How can suppliers register with Transcepta?

Suppliers can register by visiting the Transcepta - UC Berkeley Registration page.

What should suppliers do if they are already registered with another organization?

Suppliers should email disburse@berkeley.edu and request to add Berkeley to their existing account.

What is the turnaround time for registering suppliers with Transcepta?

It can take up to 5 business days to complete the supplier registration.

Can UC Berkeley employees submit invoices through Transcepta on behalf of suppliers?

For audit control purposes, suppliers must submit their invoices directly to Transcepta.

How can I identify if an invoice was submitted through Transcepta?

In Bear Buy, the Voucher Source will display as Invoice Import.

How will I know when an invoice is applied to my purchase order?

The purchase order owner can receive a BearBuy notification when an invoice is applied to their purchase orders. To receive this notification, the person must be listed as the "PO Owner" on the purchase order. Otherwise, invoices can be viewed directly from the PO screen in BearBuy.

How do suppliers submit credits?

Supplier credits are submitted in the same manner as supplier invoices.

Can foreign suppliers submit invoices to Transcepta?

As long as the invoices are submitted in US Dollars.

Can suppliers see their purchase orders in Transcepta?

Transcepta validates purchase orders, but suppliers cannot view a list of purchase orders under their profile. Upon invoice submission, validations are performed at the purchase order header level.

Can suppliers check payment status through the Transcepta portal?

Payment status information is available in BearBuy and BFS only.

Where should we direct suppliers who need help with registration?

Please email registration@transcepta.com.

Where should we direct suppliers experiencing technical issues or requiring invoice mapping?

Please email support@transcepta.com.

Is there a character limit for line descriptions?

The PO line description field should not exceed 254 characters.

What are the invoice statuses in Transcepta?

Fixed: The supplier has corrected a failed or rejected document but has not yet resubmitted it. It remains in "Fixed" status until the supplier hits Submit.

Sent: The invoice has been delivered to UC Berkeley.

Failed: The invoice encountered errors. Suppliers can view error messages by clicking on the specific document.

Processing: The document is being processed, which typically takes about 20 minutes.

Canceled: The document has been canceled by the supplier or due to a...