Monitoring the Procure-to-Pay Process within WyoCloud (Requisition/PO Status)

This guide will cover:

 

• Information

• Navigating to the Procurement /Purchase Requisitions Areas of WyoCloud

• Exploring and Reviewing Requisitions within Manage Requisitions

• Tracking the Transaction’s Life Cycle from Requisition Submission through Purchase Order then Payment

   

Information

The Procure- to-Pay process allows users to check on the life cycle status of Requisitions and Purchase Orders within WyoCloud.

The Procure to Pay Report for Requisitions and Purchase Orders QRG provides detailed instructions on how to run the report that aids in reviewing the life cycle/status of Purchase Requisitions and Purchase Orders. The Procure to Pay Report for Requisitions and Purchase Orders should be reviewed periodically and is a helpful tool for monitoring the status of requisitions and purchase orders.

 

 

Step One

Navigating to the Procurement area of WyoCloud

• 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 Purchase Requisitions.

• You will be brought to the Purchase Requisitions home page. Select Manage Requisitions from the lower left corner of the screen.

 

Step Two

Search for and explore your requisitions

• From the My Requisitions page you can view all requisitions currently in WyoCloud. The My Requisitions page is formatted into two sections: Search for requisitions (top) and Search Results (Middle Page). The page will default to displaying all requisitions you have access to viewing in the Search Results section. You may use the Search bar or the More Filters icon to narrow the requisitions that display.

 

• Within the Search Results section, you will note that there are several column headers. These headers provide detailed information regarding the requisitions. Columns may be hidden via Format.

Column Header	Description
Requisition	Displays the requisition number.
Description	A brief description of the item(s) contained within the requisition.
Entered By	Displays the user who entered and submitted the requisition.
Creation Date	The date on which the requisition was submitted.
Approval Amount	Total cost of the requisition.
Status	Displays the current status of the requisition in the approval process.   This includes: Approved, Canceled, Incomplete, Pending Approval, Rejected, Returned, and Withdrawn.
Fund Status	Describes the status of the funds that are being charged for the requisition.   Not Reserved – Funds are not reserved as the requisition is still pending approval. Reserved – The requisition has been approved, awaiting PO creation. Liquidated – The requisition has passed approvals and has become a PO.
Order Status	Describes the status of the order. May be Open or Closed.
Order	Will display the purchase order number, provided the requisition has passed approval and has a Liquidated fund status.

 

Step Three

Requisitions engaged in the approval process will display a status of Pending Approval. You can view where the requisition is by clicking the three dots icon to the right of the date and select view Approvers.

• Under the Status column header, click on Pending Approval:

• By selecting this option, you will be routed to the Approval page. Scroll to the bottom of the page to view the diagram and identify where the requisition is in the approval process and which individual it is currently awaiting approval from.

 

Step Four

After a requisition has passed its requisite approvals, you can use the Manage Requisitions page to locate the Purchase Order (“PO”) with which it is associated

• From the My Requisitions page, locate the approved requisition. Select the three-dots icon, then choose “View Details.” This will open the page where the fund status and associated Purchase Order is displayed.

• Click the three-dots icon next to the purchase order and select “View Line Details” to see pertinent order information.

 

• In the Line Details section, you can find information such as Supplier, Deliver-to Address, and other important order details.

• Select “Notes and Attachments” to the right of “Line Details” to view additional information and any attached sections related to the purchase order.

 

• You can also find a summary chart of the Order Lifecycle by returning to the original Requisition page, clicking the three-dots icon, and selecting “View Order.”

 

• Selecting the “Order Life Cycle” icon next to “Schedules” will display a graphical representation of the ordered, received, delivered, and invoiced quantities.

 

Step Five

Locating the invoice number

• To ensure your purchase order has been fully paid, you can locate the invoice number in WyoCloud. To begin, click on the Navigator, then under Procurement, select Purchase Requisitions, then proceed to the “My Requisitions” page. (See Step 1-2)
• Find the appropriate Purchase Order and click the three dots icon to the right of the blue hyperlinked text. Select “View Life Cyle”.

 

•  You will be brought to the Requisition Life cycle page shown below

• Click on the hyperlinked Invoice Number within the Line Description.

• Once clicking on the hyperlinked Invoice number, you will be brought to the page displayed below. From here you can view detailed information surrounding the invoice including an attached image of the invoice.

 

• After selecting the invoice select the Payments tab next to the Lines Tab. The check number is located under the Number column.