Quick Steps: Check Invoice Payment Status

Who does this?  Staff

When?  Reviewing purchases to ensure suppliers are paid

How?  Using the Internet Procurement module of the Oracle Financials application or in ReportMart3. Accounts Payable requires an approved purchase order AND an original invoice from the supplier before they will pay for a purchase of goods or services.

On this page:

 

Check Invoice Payment Status in iProcurement (8 steps)

step 1

Launch the Internet Procurement module of Stanford's Oracle Financials application:

  1. Enter https://ofweb.stanford.edu/.
  2. Enter your SUNet ID and password as prompted.
  3. Click the link on the Web Authentication page.
step 2

Launch the Requisition and Purchase Orders Query tool:

  1. Click SU Inquiry Tools link in the Navigator section.
  2. Click Requisition and Purchase Orders Query link.
  3. If you know the requisition or purchase order number, go to step 3.
  4. If you need to search for the requisition using other criteria, go to step 4.
step 3

Open the requisition or purchase order display using Quick Search:

  1. Enter the Requisition Number, Purchase Order Number, or Rapid Purchase Order Number (RPO) .
  2. Click the appropriate Find button.
  3. Go to step 5.
step 4

Open the requisition display using other criteria:

  1. Enter the appropriate Criteria from the list below. Enter only the minimum required to identify the requisition.
    • Requisition Number,
    • Project,
    • Task (only if Project is also entered),
    • Award,
    • Expenditure Type,
    • Originator,
    • Requester,
    • Suggested Vendor,
    • Creation Date Range (from/to),
    • Category, and/or
    • Requisition Status
  2. Click Search button.
  3. Click the Requisition Number from the resulting list.
  4. Continue with step 5.
step 5

Open the purchase order display:

  1. Click the PO # in PO Details section.
step 6

Open the invoice display:

  1. Click the Invoice # in Invoice Details section.
step 7

Close Requisition and Purchase Orders Query:

  1. Close the browser window containing the Invoice Details.
step 8

Exit Oracle Financials:

  1. Click the Logout link.
back to top

Check Invoice Payment Status in ReportMart3 (6 steps)

step 1

Launch the ReportMart3 application:

  1. Click https://reportmart3.stanford.edu.
  2. Enter your SUNet ID and password if prompted.
  3. Click the link on the Web Authentication page.
step 2

Open the report prompts:

  1. If you know only information about the invoice, go to step 3.
  2. If you know only information about the purchase order, go to step 4.
  3. If you know only information about the requisition, go to step 5.
step 3

Search for the invoice using the 201, Invoice Detail Report:

  1. Enter 201 in Search field.
  2. Click Search button.
  3. Click the Report Title.
  4. Enter the minimum information to locate the correct invoice from the available search prompts:
    • Invoice Number,
    • Supplier Name,
    • Supplier Number,
    • Supplier Site Name,
    • Invoice Create From Date,
    • Invoice Create To Date,
    • Supplier Invoice From Date, and/or
    • Supplier Invoice To Date.
  5. If more than one invoice is returned, find the correct entry.
  6. Go to step 6.
step 4

Search for the purchase order in the 206, Purchase Order Detail Report:

  1. Enter 206 in Search field.
  2. Click Search button.
  3. Click the Report Title.
  4. Enter the minimum information to locate the correct purchase order from the available search prompts:
    • Supplier Name,
    • Beginning PO Creation Date, and/or
    • Ending PO Creation Date.
  5. If more than one purchase order is returned, find the correct entry.
  6. Go to step 6.
step 5

Search for the requisition in the 207, Requisition Detail Report:

  1. Enter 207 in Search field.
  2. Click Search button.
  3. Click the Report Title.
  4. Enter the minimum information to locate the correct requisition from the available search prompts:
    • Requisition Number,
    • Requisition Description,
    • Originator Name,
    • Requisition Status,
    • Project Number charged,
    • Award Number charged,
    • Expenditure Type used,
    • Project-Task combination,
    • Beginning Requisition Creation Date, and/or
    • Ending Requisition Creation Date.
  5. If more than one requisition is returned, find the correct entry.
  6. Continue with step 6.
step 6

Exit ReportMart3:

  1. Click Logout button.
  2. Click Logout button. (why logout twice?)
back to top

 

What happens next?

  • If the process is not proceeding normally, contact the person or department that currently has control. For example:
    • If the requisition has not been approved, contact the active approver according to the routing list.
    • If the purchase order has not been approved, contact the buyer listed on the purchase order.
    • If the invoice has not been paid, submit a HelpSU ticket. Select Request Category Central Office and Request Type Customer Outreach for Disbursements.
    • If the invoice has been paid, contact the supplier.

Questions?

back to top