Receiving Goods & Services

This guide will cover:

• Steps 1- 4:  Receiving a Single Line of goods or services 

• Step 5: Review Receipt Numbers if needed

• Step 6: Emailing the Invoice to Payment Services

The Receiving Goods & Services Process is completed when a Good has been delivered to/verified by the department and an invoice is received; or when a Service Contract has been fully executed and the invoice for the services is received. The process initiates payment to the supplier.

Step One - Receiving a Single Line of Goods and Services

Navigate to the Procurement area of WyoCloud from WyoWeb

• From the WyoCloud homepage, click on the Navigator (three horizontal lines) in the upper left corner.

• First click Procurement to expand (you may have to scroll down within the navigator), then click My Receipts.

Step Two

Search for a Requisition or Purchase order, then receive the Requisition or Purchase Order

• Type in the search bar a requisition, item, or supplier

• Click on one of the items to open it.

• Once in add any information that is needed, such as files, notes, tracking number and packing slip (If applicable).

Step Three

Enter the quantity of goods received

• On the New Receipt page, the Transaction Date will automatically populate.  This date should not be changed (it is not tied to the purchase date).

Step Four

Enter the number of items you have actually received and submit the request to receive

• On the New Receipt page, enter the following information and click Submit:
  • Quantity – Enter the quantity of items actually received.
  • When entering for services received, you will enter the dollar amount of the service in the Quantity field.
  • UOM – Auto-populates based on the Requisition detail.

• When you have finished putting in all the information click Create in the upper right corner to create the Receipt.

• Take note of the Receipt Number and click X on the Confirmation pop-up.

Step Five

To review Receipt Numbers if needed

• Navigate to the Procurement area / My Receipts of WyoCloud from WyoWeb.
  1. Click the My Receipts in the bottom of the screen

• In the My Receipts window
  1. Enter Receipt Number (one number at a time)
  2. Click on Search

Example for Receipt #168612 which included a computer screen. A partial receipt from an order with more on it.

Step Six

After you’ve received the goods/services, you must email the invoice and any special handling or instructions for payment to Payment Services.  

• Procurement Catalog Suppliers (CDW-G, Office Depot and Fastenal Company) auto-upload invoices to the WyoCloud Financial System for catalog orders. In this instance, it is not necessary to email the invoice to Payment Services. Purchase Order Requestors need to receive the item as detailed in prior steps and should also check the Purchase Order Life Cycle on the Purchase Order Main page to confirm that invoices are uploaded as expected (Invoiced).  Invoices for all other suppliers must be emailed.

• On the invoice notate the Purchase Order number to ensure that Payment Services knows what Purchase Order number to match the invoice to.

• After Payment Services enters, reviews and matches the invoice to the corresponding Purchase Order, payment to the supplier will be initiated based on the supplier’s preference for payment (i.e., check and ACH).

  • If the invoice is to be paid by foreign wire transfer, please refer to the Foreign Wire QRG.

• After the fully encumbered amount on the Purchase Order for all goods/services have been received and paid in the system, the Purchase Order will be closed.