Reviewing Payments and Purchase Order Balance

Search for the Purchase Order, then click on the PO number that you wish to view.

After opening the Purchase Order, click on the "vouchers" tab.  This will bring up all vouchers and invoices against this Purchase Order (Figure 1).  

The status "In process" indicates Accounts Payable has input the voucher and usually waiting for a receiver.

The status "Payable" indicates that it has exported to the SUNY system on the way to NYS SFS for State funded payments or it has exported to Oracle for Research funded payments.

The status "Paid" indicates that it has been paid by NYS either as an ACH or Check payment or by Research as an ACH or Check payment (Figure 2).  For UBF, check has been processed and mailed to the vendor.

Click on the individual voucher number you wish to view (Figure 3). This will open the selected voucher. Then scroll down the page and toward the right-hand side of the voucher is the "Payment Status Information" section. This will list the payment information, if available. 

Note:  The payment will always indicate check number and check date, even when it is issued via ACH (Figure 4).

The invoice should be attached to the voucher under the "Attachments" tab (Figure 5).  If it is an electronic voucher, there will not be a separate invoice as the voucher is the invoice created by the vendor.

Search for the Purchase Order, then click on the PO number that you wish to view.

After opening the Purchase Order, click on the "vouchers" tab. This will bring up all vouchers and invoices paid against this Purchase Order (Figure 6).

If there are multiple vouchers you will see them listed under the "Records found" section. Under the "Line Details" section toward the right-hand side is the "Net Invoiced" and the "Open" amount. If there is a balance remaining on the Purchase Order this will be reflected in the "Open" status (Figure 7).

Note: Please be aware of this balance for any Change Orders or new Purchase Orders that may need to be created.