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. In May 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 an online platform that automates supplier invoice submission to support consistent and timely invoice processing for UC Merced’s Accounts Payable, Tax and Payment Services team.
- 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 need an account to submit their invoices
How can I support onboarding suppliers to Transcepta?
You can let suppliers know that we have partnered with Transcepta to improve our invoice processing. Suppliers should expect to receive communication and registration instructions based on the following outreach schedule.
- Pilot – 23 Suppliers – Nov. 27 through Dec. 31.
- Phase 1 – 107 Suppliers – Jan. 2 through 19.
- Phase 2 – 144 Suppliers – Jan. 22 through Feb. 9.
- Phase 3 – 1,356 Suppliers – Feb. 12 through Mar 8.
Do you have a list of which suppliers are in which phase?
- Yes, the details of each supplier and their respective phase can be found here. The list is subject to change.
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.
