The Division of Finance and Administration is preparing a major advancement in procurement and accounts payable operations that will bring increased efficiency, transparency, and collaboration to UC Merced’s supplier relationships. Starting July 8, 2024, UC Merced will begin onboarding suppliers onto Transcepta, an online platform that will streamline and automate invoice submittals to support consistent and timely invoice processing for the Accounts Payable, Tax and Payment Services team.
What Transcepta Does for Suppliers
- Seamless Invoice Submission: Suppliers can submit invoices through the Transcepta portal, eliminating manual entry and paperwork.
- Real-Time Invoice Tracking: Suppliers gain immediate insight into the status of their invoices, reducing payment-related inquiries and delays.
- Error Mitigation: Transcepta's validation checks help suppliers identify and correct errors in their invoices, ensuring smooth processing.
- Faster Payments: The platform streamlines invoice approval workflows, expediting payment processing for our suppliers.
- Enhanced Communication: Suppliers can communicate directly through Transcepta, simplifying issue resolution and fostering collaboration.
What Transcepta Does for UC Merced
- Efficient Invoice Processing: Transcepta automates invoice data capture and extraction, minimizing manual work and errors.
- Improved Accuracy: Advanced data validation and matching capabilities reduce invoice discrepancies and holds, resulting in increased timely and accurate payments.
- Real-Time Visibility: The platform provides real-time insight into the entire P2P process, enabling better decision-making and forecasting.
- Simplified Vendor Management: Centralized vendor data and communication tools simplify supplier management.
- Impact on Users: Users should not anticipate any disruptions when submitting invoices for payment processing.
UC Merced will join several other UC campuses in using Transcepta for invoice processing. This project represents DFA’s commitment to strengthen supplier partnerships, enhance operational efficiency and elevate the procure-to-pay experience for all stakeholders.
Questions? Please reach out to accountspayable@ucmerced.edu
Frequently Asked Questions
What is Transcepta?
- Transcepta is UC Merced's electronic invoicing solution
- Suppliers submit invoices and credits to Transcepta through a variety of methods, including email, web portal entry, and file upload.
How does UC Merced benefit from using Transcepta?
- Faster processing of invoices
- Reduced costs for suppliers sending invoices
- Supports the university’s sustainability initiatives by eliminating paper invoices
Is there a fee for using Transcepta?
No. There are no fees for suppliers using Transcepta
Is Transcepta required?
Yes, the Transcepta team will help with the initial onboarding of existing UC Merced suppliers onto the platform in a phased approach. Afterward, suppliers who receive purchase orders (POs) will need to submit their invoices through Transcepta.
Why do suppliers need to register with Transcepta?
Suppliers must establish an account to submit their invoices.
How can I support onboarding suppliers to Transcepta?
You can reinforce the supplier communication that was emailed in January 2024.
- Pilot – July 8 through August 31
- Phase 1 - October 7 through November 4
- Phase 2 - November 4 through December 7
- All remaining suppliers - January 6 through February 7
Do you have a list of suppliers who are onboarded with Transcepta?
- Yes, we have completed the pilot phase and started onboarding suppliers in phase 1. A full listing can be found here.
How will a supplier submit an invoice after they are onboarded with Transcepta?
Web Portal
- Default submission method
- Suppliers enter invoices into
- Transcepta website
- Email invoices directly to Transcepta
- Requires setup with Transcepta
Virtual Printer
- Uses standard document printing methods to send invoices
Electronic Data Interchange (EDI)
- Electronic communication method for exchanging data
- Requires Transcepta and supplier IT coordination to setup submission channels
Do I need to change my practice of submitting invoices on behalf of suppliers?
Yes. Once the supplier is onboarded with Transcepta, the supplier will need to submit invoices themselves using one of the available options.
Who can I talk to about a specific supplier I work with?
Any questions can be directed to accountspayable@ucmerced.edu or charvey5@ucmerced.edu.
I need help with a Transcepta issue, where do I go?
Aside from providing suppliers with a valid purchase order or assisting with any purchase order discrepancies, departments should not need to engage with invoice submission. Departments cannot submit invoices on behalf of suppliers. Transcepta provides direct supplier support for registration, document submission, and account administration. Transcepta also provides suppliers with written guidance along with step-by-step training videos. If your supplier needs help with submitting an invoice to Transcepta, please refer them to the Transcepta Help Desk or Transcepta system support via email or phone:
- Email: support@transcepta.com
- Phone number: (949) 382-2841 – use only if there is a delay or no response via email.
