Searching for Finance Transactions

This guide will cover how to search for the following finance-related items in the system:

• Expense Reports

• Purchase Requisitions and Purchase Orders

• IDTs (Interdepartmental Transfer)

• Payroll Account Breakdown

• Invoices (To View Check or Payments)

• Contracts

 

Information

Financial transactions can be looked up in various methods. Depending on the nature of the transaction and the status of it (i.e., paid vs. pending approval), will determine where a user may need to go to look the transaction up. This guide will cover the different areas that information can be looked up in and what may be the difference in why a user will need to access one location versus another.

 

Expense Reports

Looking up Expense Reports for Personal Reimbursements or Reconciled P-Card Transactions

Expense reports are used to reconcile p-cards and for university employees to be reimbursed for personally-paid business expenses. Therefore, an expense report is tied to an individuals personal profile. Only the individual or a delegate of the individual can access the actual expense report; however, there are other methods for accessing information on an expense report for any employee that has been submitted.

1. Accessing Expense Reports as Individual or Delegate

   1. As the individual or a delegate, expense reports can be accessed through the Expenses app on the Travel and Expenses screen. Older expense reports move to the advanced search screen. See the screenshot below:

2. Expense Report Information Report – Quick Reference Guide Link

   1. The Expense Report Information report located on the Financial Reporting Table of Contents dashboard can be used to look up an expense report (whether personally paid or p-card related lines) for any employee/organization.

   2. Expense Report Information such as: expense report number, employee name, submission date, status of the report, and payment date if applicable.

   3. Expense Line Information such as: and the pertinent information for the line such as: expense type, corporate card item or not, expense location, merchant name, line description, account string or project number, and amount.

3. Manage Invoices

   1. When an expense report is paid/reconciled, it is converted into an invoice. This option will only work after an expense report has been paid.

 

Steps for Accessing the Invoices Area

• Open the Navigation tab

•   Click on Payables to expand

• Then click Invoices

• The Invoices screen will appear. On the right side of the screen, click on the Tasks Icon and select Manage Invoices.             

      

• On the Manage Invoices screen, put in the expense report number in the Invoice Number search prompt. Click Search.

• The expense report will appear. Blue hyperlinked text/values can be clicked on to drill into more detail.  For example, you can click on the Expense Report number to view the expense report details.

 

Purchase Requisitions and Purchase Orders (POs)

Overview

Purchase Requisitions/Purchase Orders are the method used when procuring goods/services for departments on campus. A Purchase Requisition is the request for approval to order the goods/services. After all approvals the Purchase Requisition is converted to a Purchase Order that is then dispatched to the supplier to request the goods/services from them.

There are a couple ways to navigate to view the statuses of these and the details of the current outstanding Requisitions/POs.

1. Procure to Pay report on Transactional Reporting Table of Contents.

   1. The Procure to Pay report will show all requisitions that have been submitted for each department and will update based on the life cycle of the requisition once it’s dispatched to the supplier as a Purchase Order.

   2. This report is critical to managing a lot orders and ensuring each order reaches a closed status once fully received/completed.

   3. Procure to Pay Report Quick Reference Guide will provide the instructions on accessing, using, and understanding the report.

2. Manage Requisitions or Manage Purchase Orders

 

Steps for Accessing the Manage Requisitions

• From the Navigation icon, click on Procurement to expand. Then click on Purchase Requisitions.

• Once on the Purchase Requisition screen, click Manage Requisitions in the upper right corner of the screen.

• Next, use the search prompts to look up submitted requisitions and their status.

• Click Search once you’ve entered at least one prompt that is marked required with two asterisk (**).

• After searching you will get a display of items such as below (in this example, we searched by whom the requisitions were entered by. This provided a list of all requisitions entered by this person).

• The blue hyperlinked areas will allow you to view the specific details of each requisition individually. To view the requisition itself, including attachments, click on the Requisition number hyperlink.

• You can also view the purchase order on the far right of the entry after they have been approved

 

Steps for Accessing the Manage Purchase Orders

• From the navigator, upon expanding the Procurement section, click on Purchase Orders

• There are two options to search for Purchase Orders 1) Task Icon > Manage Orders or 2) Search Icon > Orders

 

Manage Orders

• Click on the Task Icon on the right, then select Manage Orders.

 

• On the Manage Orders screen, enter at least one of the required prompts denoted with two aterisk (**).

• IMPORTANT! Buyer prompt defaults to individual searching, unless you are a procurement buyer within the Procurement Services department, you must remove the name and leave this prompt BLANK.

• Tip! If you are searching for a purchase order that has reached a closed status, you must change the “Include Closed Documents” prompt to Yes.

• After entering a prompt, click Search. The search results will display. You can select any of the blue hyperlinks to access more information about the purchase order.

 

Search Icon

• Users can click on the search icon below the task icon on the far right.

• The top drop-down will default to requisitions (which you could use to search by the requisition number). Change the drop down to Orders to search by the Purchase Order number (or any other keyword like supplier name) in the keyword search bar.

 

• By selecting an option returned from the keyword search, the Purchase Order screen will display. Here you can access all the details related to the purchase order.

• To access receipts, invoices, and payments for the purchase order, click on the View Details under the Order Life Cycle chart on the right.

• If the items have been received in WyoCloud, the receipt number will appear under Receipts.

• If the items have had an invoiced matched against the PO, the invoice will appear under Invoices.

• Additionally, if payment has been made to the supplier, you can click on any of the invoice hyperlinks that show an amount in the Paid column to view the payment itself. On the Invoice screen, click on the Payment tab next to Lines to view the payment information.

 

IDTs

Overview

Interdepartmental Transfers (IDTs) provide a way for UW departments to purchase goods and/or services from other departments on campus. This process initiates a journal entry transaction that transfers funds between budget account strings within the WyoCloud Financial Management System.

1. General Accounting to Journals

• From Navigation select General Accounting then the journals tab from the drop down

 

• On the Journals screen, click the Task Icon on the right, then click Manage Journals

• In the Manage Journals page, search for desired IDT

• *Journal – this field contains the name assigned when the IDT form was saved. You can select from the dropdown how you wish to search (e.g., Starts With, Contains, etc.). This entry can be shortened, e.g., 1120Auto will display ALL IDT’s for Auto Shop and you can select the one with the proper extension, e.g., 1120Auto004IDT.

• Journal Batch – for IDT’s, this field is the same as the journal. This field can be left blank.

• Accounting Period – because IDT’s may be posted in months other than their name, leaving this field blank works well. If this field is used by itself, ALL journal batch information will be displayed and includes IDT’s, integrations, assets, etc., and is a lengthy list.

• Batch Status – if this field is used by itself or with a date, the list is lengthy and includes IDT’s integrations, assets, etc.  This field can be left blank.

• Click Search when finished.

• Locate your desired IDT from the search results and click on the blue Journal name to open details of the IDT.

• On this screen, you can review all the details of the IDT including account information (Journal Lines), Accounting Period, Status, etc.

 

Payroll Details for Department Funding Review

Overview

There are two reports that can be utilized to view details for payroll as a department for anticipated changes to funding and to ensure employees are charged to the correct funding.

1. Payroll Expenditures without Fringe report

   1. Provides a listing of all employees and what account/project their payroll WAS charged to AFTER the payroll period.  Use this report to validate all employees are correctly charged to the correct accounts/projects appropriately within the organization.  This report can be used to supplement the Account Analysis report by viewing the details on the payroll transactions at the close of each month.  This report should be run after the month is closed. If there are employees who were incorrectly charged to an account, then an expenditure correction must be done.

   2. Quick Reference Guide for navigating to the report and understanding the report can be found here: Payroll Expenditures without Fringe Report

2. Payroll Funding – Salaries and Element Entries

   1. This report provides a listing of all employees and what account/project their payroll WILL be charged to BEFORE the payroll period (this is their current funding). Use this report to validate that all employees will be charged to the correct accounts/projects prior to the payroll cycle. This report will help identify if new hires have correct funding or if any payroll funding changes have been processed and are correct/completed prior to the pay cycle.

   2. Users should run this report one week before each payroll deadline if they are expecting any changes to ensure charge account information is correct.

   3. Quick Reference Guide for navigating to the report and understanding the report can be found here: Payroll Funding - Salaries and Element Entries Report

 

Invoices to View Check or Payments

Overview

Individuals can view submitted invoices that have been paid through the Invoices tab in the Financial Management System.

1. Manage Invoices

   • From the navigation click on the Payables dropdown and then select Invoices.

• Click on the Task icon on the right side of the screen and click Manage Invoices

• On the Manage Invoices screen, enter at least one of the required prompts marked with two asterisk (**). Once you’ve entered at least one prompt, click Search.

 

Contracts

Overview

To look up contracts submitted on behalf of departments across campus, users have two options:

1. The contract status report will aid in identifying the status of a contract within an organization. This report can be run to view a specific contract or to view all contracts within a department.

   1. The Contract Status Report Quick Reference Guide provides the instructions on how to access and utilize the report.

2. Looking up a contract via the contract module (note: users must have access to the contracts module. To obtain access, users must complete training. Training can be found on the training website within System Access)

   1. Upon accessing the contract module, employees can look up contracts by using any of the search prompts (for example, by party name).

   2. Once the search results are displayed, users can view the contract by selecting on the hyperlink.

 

 

This completes all the Searching for Items in WyoCloud Financial Management.