Creating Non-PO Invoices from a Spreadsheet

This guide will cover:

• Accessing the Invoices page in WyoCloud

• How to enter multiple invoices into an Excel Spreadsheet

• Submitting the Invoice for approval

• How to manually enter a copy of the invoice

• Making corrections through the Excel corrections Spreadsheet

 

Information:

Users who have a very long list of non-PO invoices to process or those that have many lines per non-PO invoice can utilize the spreadsheet upload function to create the non-PO invoice in the WyoCloud Financial Management system.

Please note, in order for this process to work, users must have the ADFdi add-on downloaded and/or enabled on their computer. Please follow the steps outlined in the Configure Excel to Allow the ADFdi Add-on for Use with WyoCloud Financials Data Quick Reference Guide to download the ADFdi add-on.

 

Step One:

Navigating to Invoices

• Upon logging into WyoCloud, click on the Navigator in the upper left corner of the homepage.

• First, click on Payables to expand (you may have to scroll within the Navigator), then click on Invoices.

• The invoices page is displayed.

 

Step Two:

Creating Invoices through Spreadsheet

 

Reminder: Prior to entering the invoice information into the Spreadsheet, you must follow the Configure Excel to Allow the ADFdi Add-on for Use with WyoCloud Financials Data Quick Reference Guide or have the add-on previously enabled.

• On the right side of the screen, click on the task menu to expand tasks and click on Create Invoice from Spreadsheet.

• On your screen, a download prompt will appear with the Excel file to create the invoice. Click on this file to continue.

  • If using Chrome, the download will appear at the bottom of the page.

• If using Firefox, a download window will appear. Make sure to open with Excel, then click OK.

• First, click on Enable Editing in the yellow banner in the top of the Spreadsheet.

• A Connect window will appear which will direct you the WyoCloud database. Click Yes to continue.

  • Sign in with your WyoCloud credentials.

• You may encounter a new or updated version of ADF. Follow the screenshots below to install the program if necessary:

• The invoice page will begin to load.

• Within the Spreadsheet, make sure to fill in the necessary information marked with an (*):

  • Invoice Header Identifier – identifying number assigned to an invoice

  • Business Unit – enter UWYO.

  • Invoice Number – number associated with the paper invoice

  • Invoice Currency – set to USD

  • Invoice Amount – enter the total amount to be paid from the paper invoice.

  • Invoice Date – date on invoice

  • Supplier – enter the name of the supplier or search for one.

  • Supplier Number – number associated with the supplier

  • Supplier Site – enter the site of the supplier (this site should contain the Remit-To-Address as shown on the invoice).

  • Type – enter the invoice type (Standard or Credit Memo).

  • Description – this is not marked as a required field but is necessary per department policy.

  • Amount – each line in the invoice must equate to the total set by the Invoice Amount.

  • Distribution Combination – column CP will need to be unhidden and the chart of account string will be entered here.

    • Note: by highlighting the condensed CG through CQ columns, right clicking, and selecting unhide at the bottom of the options, column CP can be unhidden

 

In order to search for any input rather than manually entering the value, click on [..] within the cell to generate a search bar when applicable.

• To create additional lines:

  • A new row must be entered beneath the invoice.

  • The Invoice Header Identifier will remain the same.

  • The Line Column under column BX will identify the subsequent lines that need to be entered.

    • Note: rows that are associated with the initial Invoice will be highlighted in gray, and the required information will remain with the new lines.

• When finished, click Save and Submit Invoice Import under the Create Invoices heading at the top of the workbook. This will enter the spreadsheet into the WyoCloud system.

• You may encounter the prompt below when uploading. Make sure to activate the “On failure, continue to upload subsequent rows” option.

• A Save and Submit Invoice Import window will appear. Enter the Business Unit as UWYO, then click Submit.

• A confirmation window will appear. Click OK.

 

Step Three:

Importing the Invoice into WyoCloud

• Navigate back to the Invoices page covered in step one of this guide.

• Click on the Task Menu on the right-hand side of the screen to expand then select Import Invoices.

• In the Submit Request page, ensure the required fields marked with a (*) are filled in:

  • Ledger – always enter University of Wyo US

  • Source – will always be Spreadsheet

• Click Submit when finished.

• A confirmation window will appear. Click OK to continue.

• Upon returning to the Invoices page, the invoice should appear under Recent. If it can’t be located here, then errors need to be corrected by following step five.

  • Note: it may take a few minutes to generate.

 

Step Four:

Attaching the Invoice Copy

• After the invoice has been imported, a copy of the physical invoice will need to be attached. The quickest way to access the file is to select the Recent tab to generate the invoice in data to display.

• Click the Invoice Number to load the Edit page.

• On the Edit Invoice page, click on the plus sign (+) next to Attachments.

• In the Attachments window, select choose file, then search through your files to locate the copy, then click OK.

• When finished, navigate to the top right of the screen and select Save and Close.

 

Step Five:

Using the Correct Import Errors Spreadsheet

• In order to correct any errors after import, click on the Task Menu in the Invoices page then select Correct Import Errors.

• A download will appear in your browser. Click on the Spreadsheet file to open the new Excel file.

• First, click on the Enable Editing in the yellow banner at the top of the screen.

• A Connect window will appear which will direct you to the WyoCloud database. Click Yes to continue.

  • Sign in with your WyoCloud credentials.

• The Correct Import Errors page will display. In the Import Errors Column under Invoice Headers, information will populate showing the reason for the rejection and Import Errors will give a precise area where information was deemed invalid.

• Note: All current invoices that need to be corrected are available for viewing. You will have to search the invoice(s) that pertains to you from the list.

• When everything has been corrected, click Save and Submit Invoice Import under the Correct Import Errors header at the top of the workbook.

• After saving and submitting, re-import the corrections as outlined in step three.

• If no more corrections are necessary, then the invoice will appear under recent.

• The invoice will route through workflow.

 

This completes all the Creating Invoices from Spreadsheet processes.