Procure to Pay Report for Requisitions and Purchase Orders

This guide will cover:

 

Information

The Procure to Pay report will aid in reviewing the life cycle of purchase requisitions submitted on behalf of departments. After a purchase requisition is submitted and approved it is dispatched to the supplier as a purchase order (PO). Each purchase order needs to be receipted in WyoCloud Financial Management System through the receipt process. And invoices need to be received by Payment Services to match against the purchase order. Both the receipt and invoice need to match in order for payment to the supplier to be initiated. If either the receipt or invoice is missing, the purchase order will remain open.

All purchase orders that do not have any outstanding goods/services to be rendered should reach a status of closed or finally closed. This report will help aid departments and the Procurement Service Office on what purchase orders remain open.

It is recommended to review this report periodically and more frequent towards the end of the fiscal year. It is best to close out purchase orders for goods/services that have been received prior to June 30th

If you have questions regarding a purchase order, please contact Procurement Services.

Step One

Navigating to the Transactional Table of Contents

Step Two

Locating the Report on the Table of Contents

  • Under the Procurement and Accounts Payable heading on the Table of Contents, select Procure to Pay.

  • The report will begin to display.

 

Step Three

Narrowing down and Running the Procure to Pay report with Prompts

  • You may use any of the following prompts at the top of the screen to narrow the report to show data that is relevant to your needs.
  • Note: in most cases, you can leave a prompt blank or leave the default in any prompts.
    • Requisition – the requisition’s associated number
    • Purchase Order Number – the purchase order’s associated number
    • Requester – individual listed at the requester on the requisition
    • Organization Number – chart of account segment code for the organization
    • Organization Name – title of the organization
    • PO Status – where the purchase order is at in the approvals process
    • Funds Status – status of funds allocation
    • Supplier Name – individual or company that supplies the good or service
    • Project Number – project number if applicable
    • Requisition Date Between – range of dates the requisition was submitted within
  • When finished, click Continue.

 

Step Four

Interpreting the report

  • The report will generate within the page.

  • Only a limited amount of rows will display. To view more rows, scroll to the bottom of the report and click the arrows to show more columns or follow Step Five to export the report.


  • Below is a list of each column and a description of its entry:
    • Requisition – number associated with the requisition
    • Requisition Date – date and time the requisition was submitted
    • Requisition Status – where the requisition currently is in the approval process
      • Approved ­– requisition fully approved and has or will have PO number issued
      • Canceled – requisition has been canceled and goods/services will not be ordered
      • Incomplete – requisition has been created but not submitted by requester
      • Pending approval – requisition has been submitted and is in the workflow approval process
      • Rejected – requisition is rejected by an approver to the requester for correction or cancellation
      • Withdrawn – requester recalled requisition before being fully approved and turned into a PO
    • Requester – name of individual who requested the requisition
    • Requisition Line – identifies the specific line of the requisition
    • Purchase Order Number – unique number that identifies PO number associated with the requisition
    • Purchase Order Status – refers to the current status of the purchase order
      • Canceled – PO is canceled and goods/services not ordered
      • Closed – PO encumbrance, receipt and invoice match and PO is closed
      • Closed for Invoicing ­– invoice has been input in the system but goods/services need to be received by the requester
      • Closed for Receiving ­– goods/services have been received but not all invoices have been received or input in the system
      • Finally Closed – PO permanently closed and no additional transactions can be done
      • Incomplete – PO created but not dispatched due to an error
      • On Hold – PO on hold for additional information and not dispatched to the supplier
      • Open – goods/services ordered but not fully received and/or invoiced
    • Purchase Order Date – date the purchase order was dispatched to the supplier
    • Organization Number – the chart of accounts segment for the organization
    • Organization Name – title of the organization for the cost center
    • Project Number – number of associated project (if applicable)
    • Project Name – name of associated project (if applicable)
    • Supplier Name – name of supplier who goods/services are ordered from
    • Category Name – group name of expenditure item for goods/services ordered
    • Line Description – description of the goods/services being ordered
    • Funds Status – status of the funds that are being charged for the requisition/purchase order
      • Failed – funds have failed budget check. Not enough funds available to make the purchase.
      • Liquidated – funds no longer encumbered to the requisition or PO
      • Not Applicable ­– N/A
      • Partially Liquidated – partial payment has been made and there is a remaining encumbrance
      • Passed ­– funds passed budget check
      • Reserved – funds have been reserved for PO
      • Warning ­– funds check has a warning of insufficient funds but the PO will be dispatched to the supplier
    • PO Charge Account – chart of account segments the PO is charged to
    • Req Line Quantity – quantity of each requisition line ordered (note: this will be blank when ordering services or fixed amount items)
    • Requisition Line Unit Price – unit price per each item ordered
    • Requisition Line Total – total amount per requisition line ordered (Req Line Quantity multiplied by Requisition Line Unit Price)
    • PO Amount – total amount for all lines on a PO
    • Received Amount – amount or quantity delivered or received by PO line
    • Invoiced Amount – total dollar amount invoiced by supplier on the PO
    • Cancelled Amount – amount that was canceled on the PO line
    • Open Order Amount – amount of PO minus matched invoice amount

Step Five

Exporting the data to Excel

  • The options to export and/or print are located at the bottom of the report. Scroll to the bottom of the report.
    • It is recommended to export in Excel or a CSV file: Export >Excel 2007 + or Export> Data > CSV Format
    • Exporting to excel includes formatting from the report and will merge cells together sometimes prohibiting easy filter options.
    • Exporting to csv will allow the user to filter or find transactions in any of the columns without any extra formatting to the workbook.

 

 

This completes all of the steps for running the Procure to Pay report.  

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Details

Article ID: 105640
Created
Fri 4/17/20 11:05 AM
Modified
Tue 5/12/20 11:44 AM