Non-PO Invoice Editing and Resubmission

This guide will cover:

• Information

• Navigating to the Invoice Page

• Editing a Non-PO invoice

• Cancelling a Non-PO Invoice

 

Information

A Non-PO invoice is a payment method to pay for goods/services that do not require to be procured and approved through the purchase requisition/purchase order process. Once a Non-PO invoice is submitted for approval, it will route through the approval workflow (typically starting with the cost center approver and/or Principal Investigator), and once approved the payment will be initiated to the supplier.

All Non-PO invoices must have an invoice attached when processing through the WyoCloud Financial Management System. For specific goods such as office supplies, lab supplies, and computers, it is still preferred to purchase these items via the procurement catalogs.

 

IMPORTANT: Not all expenses/services can be processed on a Non-PO invoice.  Invoices must be under $5,000 with a few other exceptions outlined in the below table. Expenses that are $5,000 and more must be processed through a purchase requisition.

 

Step One

Navigating to the Invoices page in WyoCloud

• First, sign in to WyoCloud Financial Management & HCM

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

• First click on Payables to expand, then click on Invoices.

 

Step Two

Editing an Invoice for Payment

• On the Invoices page, click on Task List (gray tab with the rectangle icon, on the right-hand side) > Invoices > Manage Invoice.

• On the Manage Invoice page, search by at least one the following required (**) parameters to find the invoice to edit

• Click on the invoice number of the invoice that you would like to edit. Once the invoice opens, click on actions, and then edit on the right hand side

 

If the invoice has entered the approval process, it must be withdrawn to edit it.

• To withdraw an invoice in approval, navigate to invoice actions, approval, then click withdraw.

• On the Invoice page, click on the arrow to the left of Lines. This will open the Lines section.

• Find the distribution line that you would like to be changed, click on it and then select Cancel Line.

• Next, add a new line with the corrected funding information. Enter the following distribution or project information:

  • Amount: Enter the invoice amount.

  • Distribution Combination: Chart string.

  • Description: Enter a description for the invoice line.

  • Project Number: Enter project number if the invoice is paid from an award.

    • Task Number: Enter task number of the project.

    • Expenditure Type: Enter the project expense type.

    • Expenditure Organization: Enter the project expenditure organization.

 

Before you save this changed line, the invoice header will also be available to make changes, such as your supplier or supplier site.

 

 

 

• Click on the invoice header tab to open it. 

 

• Once the corrected line has been added, and any additional information in the invoice header has been changed click save.

 

• Once the invoice has been saved, navigate to invoice actions, then click validate.

• Once validation is complete, you can confirm it’s been validated next to the invoice action drop down. Click on validated to view the invoice summary.

• After the invoice has been resubmitted for approval, click save and close.

• Once you click save and close, you will return to the search results screen. Here you will want to highlight the line that you would like to submit, click the drop down arrow next to approval, then click resubmit.

 

You must click resubmit rather than Initiate for the Invoice to re-enter the approval workflow

 

Step Three

Cancelling an Invoice

 

Cancelling a submitted invoice should only be done if the necessary changes cannot be completed through editing the invoice.

• On the Invoices page, click on Task List (gray tab with the rectangle icon, on the right-hand side) > Invoices > Manage Invoice.

• On the Manage Invoice page, search by at least one the following required (**) parameters to find the invoice to edit:

• Click on the invoice number of the invoice that you would like to edit, then click on actions, then edit.

• Before the invoice is cancelled, add an underscore and the word “Cancel” after the invoice number in the number box. This will allow that invoice number to be used for future Non-Po invoices.

• Once the invoice number has been changed, navigate to actions, then cancel invoice.

• Click Ok to continue

• Confirm the invoice has been cancelled and select save and close.

 

You have now completed the steps of Editing and Resubmitting a Non-PO Invoice.