Accounts Payable Find Purchase Orders–

Use when there is a Purchase Requisition, Purchase Order, Receipt – 3 Way Match

1

Your screens and processes may vary from those described here.

Access the Find Purchase Orders task

1. Enter details in the Find Purchase Orders section:

a. Company - Type Florida Atlantic University (or Research Corporation or Finance Corporation)

b. Supplier - Vendor Name

c. Document Date On or After - Defaults to one month previous from today’s date. d. Click OK

Accounts Payable Find Purchase Orders–

Use when there is a Purchase Requisition, Purchase Order, Receipt – 3 Way Match

2

Your screens and processes may vary from those described here.

2. All purchase orders from the “Document Date On or After” will appear. Look at Purchase Orders:

a. Under Number, look for the PO number you want to use. Make sure to select the one pertaining to the Invoice.

b. Under Purchase Order, hover over the “Magnifying Glass” with the mouse.

c. An orange Related Actions icon will appear.

Accounts Payable Find Purchase Orders–

Use when there is a Purchase Requisition, Purchase Order, Receipt – 3 Way Match

3

Your screens and processes may vary from those described here.

3. When the orange Related Actions icon appears, click the Related Actions icon.

a. A Purchase Order box will appear.

b. Go to Available Actions on the left side.

c. Hover over Supplier Invoice with the mouse.

d. Click Create

Accounts Payable Find Purchase Orders–

Use when there is a Purchase Requisition, Purchase Order, Receipt – 3 Way Match

4

Your screens and processes may vary from those described here.

4. Under Create Supplier Invoice from Purchase Order, all information for that Purchase Order will appear.

Note: Review and complete all Red Asterisks (*)

a. Under Invoice Information section:

i. Invoice Date: Defaults to current date. Use stamp of when received.

b. Under Terms and Taxes section:

i. Payment Terms = Net 40 if not specified.

c. Under Invoice Reference Information section:

i. Supplier Document Received: Click the box for the Checkmark

ii. Supplier Reference Number: Invoice Number

iii. Do NOT put External PO Number

Accounts Payable Find Purchase Orders–

Use when there is a Purchase Requisition, Purchase Order, Receipt – 3 Way Match

5

Your screens and processes may vary from those described here.

5. Under the Invoice Lines tab, review the information. This includes the Spend Category, Unit Cost, Invoice Line Quantity, Invoice Line Amount,

SmartTag, Cost Center, Fund, Grant, Project, and Additional Worktags. Make changes, if necessary.

Note: All asterisks (*) are required.

Accounts Payable Find Purchase Orders–

Use when there is a Purchase Requisition, Purchase Order, Receipt – 3 Way Match

6

Your screens and processes may vary from those described here.

Accounts Payable Find Purchase Orders–

Use when there is a Purchase Requisition, Purchase Order, Receipt – 3 Way Match

7

Your screens and processes may vary from those described here.

6. If there is a “Split,” the following will appear. The SmartTag, Cost Center, Fund, and Additional Worktags are blank.

Accounts Payable Find Purchase Orders–

Use when there is a Purchase Requisition, Purchase Order, Receipt – 3 Way Match

8

Your screens and processes may vary from those described here.

7. To review a split, look under Splits and click the number.

8. Review the information. Make changes, if necessary. Click Done when complete. (Duplicate images are included on the next page. If needed,

zoom in to view).

Accounts Payable Find Purchase Orders–

Use when there is a Purchase Requisition, Purchase Order, Receipt – 3 Way Match

9

Your screens and processes may vary from those described here.

Accounts Payable Find Purchase Orders–

Use when there is a Purchase Requisition, Purchase Order, Receipt – 3 Way Match

1

0

Your screens and processes may vary from those described here.

Note: Please do NOT hit Submit until you have properly attached all corresponding documents (i.e., invoice, contracts, other).

9. Click the Attachments tab to attach the invoice document(s) that support the transaction.

10. Click the paperclip to attach the document(s).

11. After attaching, the document(s) cannot be viewed.

12. Once all is input, please click Submit for final invoice approval processing.

Accounts Payable Find Purchase Orders–

Use when there is a Purchase Requisition, Purchase Order, Receipt – 3 Way Match

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1

Your screens and processes may vary from those described here.

13. You can check the status of the approval process by going under the Details and Process section and clicking the arrow or the words Details

and Process.

14. Click the Process tab to check the status. 15. Under Process, in the Person column, your name will appear as the initiator. 16. You can also click Remaining Process if desired. If Remaining Process is clicked, click the Supplier Invoice link at the top of the screen. Do

NOT click the back button. 17. Hit “Done” when complete. 18. If Remaining Process box is clicked, “Done” does not need to be clicked.

19. To go back to the home page, click the “Home” Icon or the “Workday” Icon.