converting pending po invoices to non-po · converting pending po invoices to non-po: in...

Converting Pending PO Invoices to Non-PO:

In Production, there are currently 562 (2015) Invoices pending in workflow .

Upon cut-over these Invoices cannot be exported to Banner due to:

o No Banner Account Codes on the Document version they are tied to.

o The referenced PO “E######” does not exist in Banner

The only way to get these to export to banner after cut-over is to manually convert these to Non-PO:

o Copy the existing Invoice to a “new” Invoice.

o Add a Non-PO line to the Invoice for each corresponding PO Line.

o Delete the PO Lines.

o Fill in the new Banner Account Codes

o Verify/Convert “Campus Code”

o Verify “Remit To” Address is Valid

o Submit the new Invoice

o Cancel/Reject the original.

Converting Legacy PO Invoices to Non-PO:

After cut-over, Invoice will come in for “Legacy” PO’s that have not been fully Invoiced.

These Invoices will be stopped in the new “Legacy Account Code Crosswalk” workflow step

These Invoices cannot be exported to Banner due to:

o No Banner Account Codes on the Document version they are tied to.

o The referenced PO “E######” does not exist in Banner

The only way to get these to export to banner after cut-over is to manually convert these to Non-PO:

o Copy the existing Invoice to a “new” Invoice.

o Add a Non-PO line to the Invoice for each corresponding PO Line.

o Delete the PO Lines.

o Fill in the new Banner Account Codes

o Verify/Convert “Campus Code”

o Verify “Remit To” Address is Valid

o Submit the new Invoice

o Cancel/Reject the original.

Converting an Invoice to Non-PO:

1) In Production, search for all Invoices and filter by “Workflow Status” = Pending.

2) Select the first Invoice to be converted to Non-PO.

3) From within the Invoice:

o Edit the Supplier Invoice Number (since duplicates are not allowed)

Original Invoice must eventually be Cancelled/Rejected. This can be done at this point or after creating

the replacement Non-PO Invoice.

o Select “Copy to New Invoice”

On the resulting manual draft invoice:

Select “Simple Manual Entry” View

1) Enter the original Supplier Invoice Number

2) Save the draft

3) Select “Add Non-PO Item”

Create a corresponding Non-PO Item for each corresponding PO Line Item on the Invoice.

(If an individual line is not needed for each PO Line Item, you can create one Summarized Line for the entire Invoice Total)

Select “Save and Close” when done (or “Save and Add Another” to enter multiple lines)

When finished adding all the Non-PO Lines:

1) Delete any PO Lines

2) Save the Draft Invoice

Navigate to the “Buyer Invoice -> Codes” tab

Note: Banner Code Fields as well as any Legacy Codes are displayed.

Populate the corresponding Banner Codes at either the Header or by line.

Remove/Delete any “Legacy” Accounting Codes

Navigate to the “Buyer Invoice” tab

1. Select a valid “Campus Code”

2. Select a valid “Remit To” Address

Complete/Submit the new Invoice

Original PO Invoice should be cancelled:

Navigate back to original PO Invoice

Assign Invoice (to myself)

Reject Cancel with Note