Non-PO Invoice Processing

This guide covers what items are allowable on a Non-PO invoice that do not require to be procured through the purchase requisition process and how to create and submit a Non-PO invoice to pay for those goods/services.

This guide will cover:

• General Information

• Non-PO Invoice Exceptions

• Navigating to the Invoice page

• Creating an Invoice

• Validating and Submitting an Invoice for Approval

• Checking the Status of a Non-PO Invoice

If you have already created a Non-PO Invoice, please reference Non-PO Invoice Editing and Resubmission

General 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, but do need to meet the requirements of the Quote and Bid threshold policy. 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. Non-PO invoices that exceed $9,999.99 must also have the required Quote and Bid Threshold documentation attached. 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.

 

Non-PO Invoice Exceptions

There are two different exceptions to the $5,000 threshold when processing Non-PO invoices.

1. Expenses that cannot be processed on a Non-PO Invoice, regardless of amount. These expenses must be processed through a purchase requisition.

2. Expenses that are not governed by the $5,000 threshold and can be processed for any amount on a Non-PO Invoice.

 

Regardless of any exceptions or dollar amounts, any purchase for goods/services can be processed through a purchase requisition instead of a Non-PO invoice if the department deems necessary. All expenses, unless outlined below, that are $5,000 or more must be processed through the Non-Catalog Purchase Requisition process if they are not purchased through the procurement catalogs.

 

1. Expenses falling into the below requisition categories are not allowable to be processed on a Non-PO invoice regardless of the amount:

Not Allowable on Non-PO Invoices
Natural Account	Requisition Category	Natural Account	Requisition Category
12314	CONSTRUCTION.CONSTRUCTION	20304	INSURANCE.STUDENTHEALTH-DOMESTIC
12318	EQUIPMENT.DORM-BUILT	20305	INSURANCE.STUDENTHEALTH-INTERNATIONAL
12318	EQUIPMENT.ED-BUILT	62001	PROFESSIONAL SERVICE.COURT
12318	EQUIPMENT.FARM-BUILT	62001	PROFESSIONAL SERVICE.ED-INST
12318	EQUIPMENT.FOODSVS-BUILT	62003	PROFESSIONAL SERVICE.ATTORNEY
12318	EQUIPMENT.LAB-BUILT	62005	INSURANCE.BONDS
12318	EQUIPMENT.LAW-BUILT	62007	PROFESSIONAL.SERVICE.INCENTIVE & OTHER
12318	EQUIPMENT.OFFICE-BUILT	62011	PROFESSIONAL.SERVICE.FOOD
12318	EQUIPMENT.SHOP-BUILT	64008	OFFICE.TECHNOLOGY-SOFTWARE
12318	EQUIPMENT.VEHICLE-BUILT	65501	RENTAL.LAND
12318	EQUIPMENT-IT.COMPUTER-BUILT	65501	RENTAL.RESPROP
12318	EQUIPMENT-IT.TELECOM-BUILT	65504	RENTAL.EASEMENT
12501	EQUIPMENT.OFFICE-CAP	66001	JUDGMENT.NONRPTPERINJ
12502	EQUIPMENT-IT.COMPUTER-CAP	66001	JUDGMENT.PROPDMG-CLAIM
12502	EQUIPMENT-IT.TELECOM-CAP	66001	JUDGMENT.PROPDMG-OTHER
12503	EQUIPMENT.VEHICLE-CAP (DEPT.)	66002	JUDGMENT.RPTPERINJ
12503	EQUIPMENT.VEHICLE-FLEET-CAP	66003	JUDGMENT.ATTORNEYFEES
12504	EQUIPMENT.FOODSVS-CAP	66504	AWARD.MONETARY
12505	EQUIPMENT.LAB-CAP	66505	AWARD.NONMONETARY
12506	EQUIPMENT.ED-REC-CAP	66508	ASSESS.ASSESS-OTHER
12507	EQUIPMENT.DORM-CAP	66508	ASSESS.ASSESS-REALPROP
12508	EQUIPMENT.FARM-CAP	66508	ASSESS.IRRIGATION
12509	EQUIPMENT.SHOP-CAP	67001	SUBCON.RSCHDEV<25
12510	EQUIPMENT.LAW-CAP	67003	SUBCON.RSCHDEV>25
12513	BUILDING.RESIDENTIAL

 

2. Expenses following into the below expense types can be processed on a Non-PO invoice regardless of amount (i.e., over $5,000 is okay):

Allowable Purchases in any Dollar Amount

Registrations

Subscriptions

Memberships

Utilities (including telephone and internet connection charges)

Postage and freight (outgoing freight must go through Shipping and Receiving)

Refunds (Cheyenne/Casper medical facilities, Sponsored Programs Customers, key refunds from Cashiers, etc.)

Financial Aid (with proper approval from Student Financial Aid Office)

Permits and filing fees

Inventory items for resale

Non-employee travel reimbursement (If the individual is also paid an honorarium, that honorarium amount plus any reimbursable expenses must use the requisition process, all classified as professional services.)

 

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

Creating an Invoice for Payment

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

• On the Create Invoice page, enter the following required values in the Invoice Header:

  • Identifying PO: Non-PO Invoices will not have an associated purchase order.

  • Business Unit: Enter UWYO.

  • Supplier: Enter the name of the supplier.

  • Supplier Site: Enter the site of the supplier. This site should contain the Remit-To- Address as shown on the invoice.

  • Number: Enter the invoice number from the paper invoice.

  • Amount: Enter the total amount to be paid from the paper invoice.

  • Type: Enter the invoice type (Standard or Credit Memo).

  • Description: Enter a detailed business purpose for the invoice (required).

  • Date: Date on the invoice.

  • Payment Terms: Auto populates to 45 days from date of entry, update based upon invoice terms.

  • Terms Date: Verify this matches the invoice date.

  • Attachments: Attach a copy of the invoice and any required Quote and Bid Threshold Policy documentationusing the + sign (required).

 

Once you’ve enter in the invoice header description, it is recommended you DO NOT save at this point. If you click save, you will need to click the plus sign under the lines to add lines. If you do not click save, the lines section will look similar to the following screen shot.

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

• Enter the following required information in the Lines section:

  • Amount: Enter the invoice amount.

  • Distribution Combination: Chart string. Please note that Distribution Combination is required, even when charging to a project. If project information is entered, it will override the Distribution Combination.

  • 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.

 

You may use multiple lines to split an invoice between various accounts.  However, clicking on additional lines without entering full information will result in the error: Must provide a value for the attribute amount. If you encounter this error, highlight each extra line (those without account info) and delete using the X at the top of the lines section.

• Click Save. This should remove any additional lines that are not populated.

 

Step Three

Validating the Invoice and Submitting for Approval

Once an invoice is validated, account or project information cannot be changed. Be sure to verify the account information is correct before validating. If you have to change the account information after validation please visit the Non-PO Invoice Editing and Resubmission QRG.

• At the top of the screen, select the Invoice Actions drop-down then 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.

• Once validated, click on the Invoice Actions drop down then Approval and Initiate. This action initiates approval workflow, starting with the Cost Center Approver.

• Click Save and Close.

 

Step Four

Locating a Submitted Invoice and Reviewing its Status

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

• Open the Task menu on the right side of the page, click on Task List then click Manage Invoices.

• On the Manage Invoices page you must enter at least one of the follow fields marked with a ** to search for the invoice.

  • Invoice Number: Enter the invoice number from the paper invoice.

  • Invoice Date: Enter invoice date in the in MM/DD/YY format or click the Calendar icon and choose a date on the pop-up calendar.

  • Supplier or Party: Enter the supplier or party. You may also Search for a supplier or party.

  • Supplier Number: Enter the supplier number.

• Once the invoice is located, several pieces of information can be obtained from this screen without clicking into the invoice.

  • Invoice Date

  • Creation Date

  • Supplier or Party

  • Supplier Site

  • Unpaid Amount

  • Invoice Amount

  • Applied Prepayments

  • Invoice Type

  • Notes

  • Validation Status

  • Approval Status

  • Holds

  • Details *Note - Does not provide any detail

• Two items (Invoice and Validation) can be clicked on to display more information without opening the invoice.

• OR you can click the Invoice Number to open the invoice.

• Once the invoice opens, you can click on Invoice Amount or Validated or click on the tabs in the middle for additional information: Lines, Holds & Approvals, Payments or Installments.

 

You have now completed the steps of Processing a Non-PO Invoices.