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Process Non-PO Invoices

This guide will cover:

  • Create a non-PO invoice.
  • Validate a non-PO invoice. 
  • Create accounting and post a non-PO invoice to the General Ledger.

Step One

Sign into WyoCloud Financial Management as the Department Accountant or an Accounts Payable employee and Navigate to Invoices.

  • Click on the Navigator bar in the top left corner.  The Navigator is where you can find links directing you to all the modules and pages that you have security access for. 
  • Click on Navigator > Payables > Invoices.      

 

Step Two

Navigate to the Create Invoice page and enter information in the required fields.

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

  • On the Create Invoice page, enter the following required values in the Invoice Header:
    • Identifying PO: This can be left blank.
    • Business Unit: Enter UWYO.
    • Supplier: Enter the name of the supplier.
    • Supplier Site: Enter the site of the supplier.
    • 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 buisness purpose for the invoice.
    • Date: Date on invoice.
    • Payment Terms: Autopopulates 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 using the + sign.

 

  • On the Create Invoice page, enter the following information in the Lines section:
    • 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.

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.

  • Scroll to the top of the Create Invoice page and click Save and Close.

 

Step Three

Search for the Invoice to validate it and then approve it.  There are multiple ways to search for and locate the invoice to start this process.

  • Option A: Click on the Bell icon on the WyoCloud Financial Management home page to view the invoice through Notifications.

 

  • In the Notifications drop-down, click More Details > Financials.

 

NOTE: The Requestor will see the pending invoice in their Notifications and receive an email notification with the Invoice Information to approve or reject the invoice.

 

 

  • In the BPM Worklist pop-up, find your invoice pending approval in the list and click on the invoice Title to review and approve it.

 

 

Invoice lines do not have a Distribution Combination or Distribution Set assigned, so you must select one or enter the Distribution Combination when reviewing the Invoice information.  For expense accounts, the Distribution Combination you enter should have a budget amount assigned.

 

  • Option B: Click on Navigator > Payables > Invoices.

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

 

  • On the Manage Invoices page in the Search: Invoice section, enter one of the following search criteria and click Search:
    • 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.

 

  • In the Manage Invoices Search Results, double click the Invoice Number in the left-hand column.

  • Review the Invoice Details.

 

 

Step Four

Validate the invoice. Invoice Status and Invoice Amount should reflect information entered in the previous steps. Validation Status will change from Never Validated to Validated.

  • On the Invoice Details page, click the Actions drop-down > Validate.

 

Step Five

Once validated, initiate approval of the invoice.

  • On the Invoice Details page, click the Actions drop-down > Approval > Initiate.

You have now completed the steps of Process Non-PO Invoices as Department Accountant or Accounts Payable.

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Tue 6/27/17 8:35 PM
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7/22/2017 2:38:43 PM