Invoice Status Report

This guide will cover:

  • How to navigate and run the Invoice Status Report to show the status of invoices.

Step One

Upon accessing WyoCloud from WyoWeb, navigate to Reports and Analytics.

  • Click on the Navigator (three horizontal lines) in the upper left corner of the homepage.

  • First click on Tools to expand (you may need to scroll within the navigator), then click Reports and Analytics.

  • The Reports and Analytics page is displayed.

Step Two

Navigate to the Transactional Reporting Table of Contents, where the Invoice Status Report is located.

  • Select the small double arrow above the search.

  • From the drop down, select Shared Folders.

  • All Shared Folders you currently have security access for will display.  To locate the Transactional Table of Contents, begin by clicking on the Custom folder (you may need to scroll to locate it).

  • Click Dashboards.

  • Click Table of Contents.

  • To open the Table of Contents, click on the title

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Note: You can set the Table of Contents as a favorite for easier navigation in the future.  For directions see this Quick Reference Guide.

Step Three

Running the Invoice Status Report

  • Under the Procurement and Accounts Payable heading on the Table of Contents, click on Invoice Status Report. The report will open in a new browser tab.

  • The report will begin to automatically run a list of data for all invoices. **Wait until the report has produced a list of data before using any of the prompts

Example – Report automatically running a set of data to display

Example – Report completed with full list of data

Step Four

Narrowing down the Invoice Status Report

  • You may use the following prompts to narrow the report to only display invoices relevant to your needs. Note, in most cases you can leave the defaulted “Select Value” in any or all prompts. 
    • Org Code – Organization Number of Cost Center in Chart of Accounts
    • Invoice Number – Invoice number entered
    • Supplier Name – Name of supplier invoice is for
    • Project Number– Project/Grant number if applicable
    • Purchase Order – For PO invoices only, select the purchase order number
    • Payment Status Name – Status of payment for invoice: Paid, Partially Paid, Not Paid
    • Funds Status – Status of funds for the account string allocated to the expense: Failed, Reserved, Reserved with warning, In process, etc.
    • Invoice Date Between – Narrow results by selecting a date range for the invoice date
  • After selecting desired prompts, click Apply.

Step Five

Exporting the data to Excel

  • The options to export and/or print are located at the bottom of the report.
    • It is recommended to export in a CSV file: Export > Data > CSV Format
    • Exporting to csv will allow the user to filter or find expense reports in any of the following columns

  • The following columns are included:
    • Org Code – Organization number for the Cost Center in the Chart of Accounts
    • Supplier Number – Number assigned in the system for Supplier
    • Supplier Name – Name of Supplier for invoice
    • Invoice Number – Invoice number entered on Non-PO invoices, expense report number,
    • Invoice Line Description – Description entered in the system on the line
    • Invoice Line # – Line number associated with the transaction (there may be multiple lines for an invoice)
    • Distribution Line Number – Invoice line number associated with the invoice  distribution
    • Invoice Distribution Amount – Amount per transaction line
    • Validation Status – Available, Validated, Needs Revalidation, Canceled
    • Payment Status Name – Status of Payment: Paid, Partially Paid or Not Paid
    • Payment Method – Check, EFT, Wire
    • Invoice Date – Date of the invoice
    • Invoice Distribution Accounting Date – Accounting date for invoice line. Used for defaulting to distributions
    • Payment Terms Name – The payment terms assigned during the initial creation of the invoice. Default is Net 45 unless changed.
    • Concatenated Segments – Chart of accounts segment invoice is charged to
    • Purchase Order – For PO invoices only, the PO number is provided
    • Funds Status – Status of funds for the account string allocated to the expense: Failed, Reserved, Reserved with Warning, In Process, etc.

Tips & Tricks

Below are some tips and tricks on using the Invoice Status Report

  • Typing in the Cost Center number or PO number in the prompt will work much faster than using the drop down and searching
  • You can move the columns around within the report to fit your view preference
  • Expense Reports go through invoices when they are ready to pay. You will see expense reports for both personal reimbursements and p-card transactions. P-card transactions will have a payment status of Not Paid since they technically are not paying the bank when they post to the general ledger.

 

You have now navigated to and ran the Invoice Status Report.

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Details

Article ID: 72243
Created
Tue 2/19/19 11:34 AM
Modified
Fri 6/21/19 8:08 AM

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