Process Credit Memos - Catalog & Non-Catalog Requisitions

This guide will cover:

• Processing credit memos on catalog and non-catalog requisitions
• This process will be completed by requesters for credit memos associated with Purchase Orders. Credit memos should or need to be submitted and processed with Payment Services first. You may need to confirm with Payment Services before completing these steps.  

Step One

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.  The Navigator bar is where you can find links directing you to all of the modules and pages for which you have access. 

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

 

Step Two

Navigate to the Manage Receipts page and locate the receipt to be edited

• On the My Receipts page, click on My Receipts (located on the bottom left-hand side)
• Enter the receipt number in the search bar. There are various filter options under the search bar or in search bar suggestions to narrow down selection. If you do not have the receipt number, you can also search by Purchase Order number.

• Boxes for receipts will appear after searching, click the desired receipt box to expand the receipt.

 

Step Three

Correct the quantity of goods or services on the selected receipt

• Within the opened-up receipt page, click on the pencil icon next to received amount/quantity text. *(Do not use the return option shown, this feature does not currently work within our business processes)

• Enter the correct Quantity or Amount of goods or service and click Update in the bottom right-hand corner.

• After updating, a notification at the bottom of the screen will appear notifying you that the amount has been updated.

Step Four

Navigating to the Procurement area of WyoCloud from WyoWeb

• From the WyoCloud homepage, click on the Navigator button in the top left corner.  The Navigator bar is where you can find links directing you to all of the modules and pages for which you have access. 

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

• The Purchase Requisitions page will display:

 

Step Five

Locating the Purchase Order that Needs Changed

• To locate the purchase order needing changed, click on the My Requisitions tab located at the bottom of the page.

• You can search for the Requisition needing a change order by using the search bar at the top, there are various filter options available to narrow down the results.
• NOTE: Click on the Requisitions button to see full requisitions rather than just lines.

• Once you locate the desired requisition, you will find details of the requisition including associated purchase order number. Click on the Requisition number to open the requisition.

• This will open the Requisition page for the Requisition you selected:
• To edit the order, click Edit in the top right corner.

• An Edit order window will appear. Enter the change description and hit edit.

• From the Change Order page, you will be able to edit the line items and change their price and/or quantity.
• You will see the line(s) for the goods/services that were purchased at the bottom of the new page.
• Highlight the line that you wish to make changes to and click either on the Cancel option next to the plus (+) Sign or on the Pencil icon to the far right under the action column.
• Any changes that are made, click save after each change/update to ensure the system applies those changes.

• The above page shows the fields that may be available to change depending on whether the Purchase Order is for Goods or Services:
  • Price and or Quantity
  • Add Change Reason

• Once you have made your changes, click Update to return to the Change Order page. 
• Select the Submit button in the top right corner of the page:

• After you have submitted the revised order, you will be taken back to the requisition page. Under the line description, the purchase order will also have a “change order pending approval” text.