AP/PO Inquiry: View Invoices

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Leona Sharp
7 years ago
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AP/PO Inquiry: View Invoices PURPOSE T RIGGER AS SIS T AN CE Use this procedure to view information about an invoice. Perform this procedure when you want to view the status of an invoice.

1 AP/PO Inquiry: View Invoices PURPOSE T RIGGER AS SIS T AN CE Use this procedure to view information about an invoice. Perform this procedure when you want to view the status of an invoice. If you need assistance, please report your issue to the ITS Service Desk: Locating the Invoice P R OC EDURE 1. From the MAP E-Business Suite Home Page menu, click on the WVU AP/PO Inquiry folder. 2. Click on the View Invoices link. The Find Invoices screen will open in a new window. 1

3. Use one or more of the following fields to search for your invoice (see numbered markers): ❶ Name Enter the name of the Trading Partner the invoice was to be paid to.

2 3. Use one or more of the following fields to search for your invoice (see numbered markers): ❶ Name Enter the name of the Trading Partner the invoice was to be paid to. Examples: name of a supplier, employee being reimbursed for travel, bank that processes PCard transactions ❷ PO Num Enter the Purchase Order number. It will begin with 5. Enter the invoice number as it was entered in MAP. There are a number of different invoice types. Examples: number from the supplier s invoice for a purchase, IU number on a transfer, dates of travel on an employee reimbursement MAP: Viewing Invoices ❸ Invoice Number ❹ Dates PCard transactions have an invoice number identifying: Whether the PCard is State or Research Corporationfunded ST or RC Date the transaction was imported to MAP mmddyyyy format Seven digits assigned by MAP Examples: STPCARD RCPCARD Limit the number of invoices retrieved by date range. Viewing the Invoice Payment Details Account Number Details 2

3 4. Review the following fields on the invoice workbench. ❶ Voucher Number This is a unique number assigned to the invoice for State-funded purchases. The portion highlighted (above in pink) is the date the invoice was processed at WVU (in this example, 08/18/2014). ❷ Invoice Date The date on the supplier s invoice. ❸ Invoice Number The invoice number; if the supplier does not supply a numbered invoice, WVU will create one. ❹ Descriptive Flexfield (DFF) Opens a screen displaying fields pertaining to state-funded payments ❺ Amount Paid The amount paid on this invoice. When this field contains an actual amount, the payment has been processed. When this field contains 0 (and the Summary area contains an actual payment amount), the payment has not been processed. For Intra-University transfers, this field will always contain 0, even after processing has completed. Updated as the invoice is processed. The following statuses may appear: Never Validated: The invoice validation processing at WVU has not yet been run. (The invoice may have been created today.) Validated: o State-funded purchases: Invoice validation processing at WVU has completed successfully. The invoice has been forwarded to Charleston for check processing (or has already been processed). ❻ Status o Research Corporation-funded purchases: Invoice validation processing at WVU has completed successfully and invoice is ready for payment processing at WVU (or has already been processed). Needs Re-Validation: The invoice failed one or more audits and has been placed on hold. Cancelled: The invoice has been cancelled. Selected for Payment: The payment confirmation is being processed. 3

4 5. Now you can see the details about this invoice. To determine whether the check has been cut and sent to the supplier, select one of the following options. Click the links to move to that part of the instructions. Has the Check Been Cut? If YES, on what day? *Amount Paid field contains an amount* If NO, when will a State-funded check be cut? *Amount Paid field does not contain an amount* If NO, when will a Research Corporation check be cut? *Amount Paid field does not contain an amount* Lookup Other Information View Intra-University Transfers View PCard Transactions How to Determine the Check Date 2. View Payment Details (step 6) on the View Payments tab, see the Payment Date field. Click the View Payments tab 3. If the Payment Date is populated, the check was cut on that date. 2. Open the Descriptive Flexfield Click the DFF (item 4 in the screenshot above) 3. View the date in the Transmittal File Date field. The check will probably be cut 3-5 days after this date. 2. Click the All Distributions button at the bottom right corner 3. View the GL Date field. The check will be cut on the following Tuesday Special Invoice Types 2. Review the amounts on the IU invoice 3. Click the All Distributions button to see the transfer details. 2. Click the Lines tab on the Workbench to see individual transactions on the PCard invoice. 3. Query for a specific transaction. View Payment Details 6. Review the following fields on the View Payments tab to determine the processing dates for this payment. ❶ Document Number Research Corporation-Funded payment: The number on the check State-Funded Payment: Not the actual check number. The actual check number is in the DFF in the Warrant field. ❷ Payment Date The date the check was cut ❸ Payment Amount The amount paid to the supplier 4

5 Invoice Descriptive Flexfield (DFF) NOTE: The information below applies only to State-funded invoices processed after July 1, Review the following fields on the DFF screen to determine if the check has been cut. ❶ Payment Interface Status This field indicates whether a State-funded invoice has been paid. I: the invoice has been interfaced (approved at WVU and sent to the State) A: the invoice was successfully received and processed (approved at WVU, sent to the State, and received confirmation that the payment is in processing) P: the State-funded invoice has been paid E: the State has received the invoice for check processing, but noted an error R: WVU adjusted an invoice with an error and will resubmit the invoice to the State ❷ Warrant Number The number on the State-funded check (check number) ❸ Warrant Date The date the check was cut and mailed from Charleston Format: yyyymmdd State-funded check has been cut! ❹ Transmittal File Name The date the invoice information was sent from WVU to the State Format: yyyymmdd If State-funded check has not been cut, it will be 3-5 days after this date. 5

6 Viewing Distributions 8. After clicking the All Distributions button, review the following fields on the Distributions screen. ❶ Amount The amount paid to the supplier ❷ GL Date The date the invoice was approved in MAP ❸ Account The account paying for the purchase For a RC-funded payment, the check will be cut the following Tuesday. General Ledger Funded Example POETA Funded Example 6

7 Special Invoices Intra-University Transfers 9. Review the following information about an IU invoice: Summary Total and Amount Paid Both the Total field in the Summary section, and the Amount Paid in the center of the General information tab will always display Click the All Distributions button to see the amount transferred from one account to another. a. The account with a positive value in the Amount field is being charged for the purchase. b. The account with a negative value in the Amount field is being credited. 7

8 PCard Payments 11. Note the invoice number. All purchases during a given time period at WVU from a State or Research Corporation PCard are imported into MAP under the same invoice number (one invoice, many lines) in the following format: STPCARD-mmddyyyy-xxxxxxx where x = system generated number RCPCARD-mmddyyyy-xxxxxxx where x = system generated number 12. To see individual lines on the PCard invoice, click the Lines tab. 13. To search for a specific transaction: a. On the menu bar, click View Query by Example Enter (or press F11 on your keyboard). b. Enter the amount of the transaction in the Amount field. c. On the menu bar, click View Query by Example Run (or press Ctrl+F11 on your keyboard). d. The individual transaction will be retrieved. 8

Viewing Purchase Orders

Viewing Purchase Orders PURPOSE Use this procedure to view details about a purchase order, including whether it has been sent to the vendor, whether items have been received, and how much has been paid