Accounts Payable

Final Close Request Form

Instructions

Instructions for Submitting the Form

This form is used to close out Purchase Orders after the final invoice has been received and paid by Accounts Payable. By submitting the form, notifications are automatically sent to Cathy Garcia, Manager of Contract and Procurement Management. For assistance, please contact Contract and Procurement Management or call ext. 4-4722.

Important: before submitting a request to final-close a purchase order line-item, you must confirm that all expected invoices have been matched to the purchase order and are paid.

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Instructions for Searching Invoices in Oracle

To check an invoice status in Oracle —

Navigation Path: <Invoices> | <Inquiry> | <Invoices>

To find a single, specific invoice —

Enter the invoice number in the <Invoice Number> field, then select <Find>

To find multiple invoices by supplier, or to find all unpaid invoices by supplier —

Enter the supplier name in the <Supplier Name> field, then select <Find>

Tips for Improving your Search

• Do not query by Purchase Order number, because this will only return invoices that have already been matched to the PO. Unpaid invoices will not be displayed in this case.
• Use wild-cards, the percent sign (%), to query by invoice number; i.e., set “invoice number” equal to “%1234%” to find records where the “invoice number” contains the numeric-string, “1234”.
• Use the <Date> fields to narrow your query to a specific time-period.
• Use the <Amount> fields to filter-out canceled invoices (by using a .01 — 1,000,000 range).
• Set the <Invoice Status> field equal to “Unpaid” to limit your query to select only unpaid invoices, filtering out all paid invoices.

Interpreting Search Results

• If invoices have been paid, you’ll see the payment amount displayed in the <Amount Paid> field.
• If the <Distribution Total> field displays with all red zeros (0.00), the invoice was not matched to a PO, and hasn’t been paid.
• If the <Distribution Total> field displays a dollar amount equal to the <invoice amount>, it’s been matched to a PO.
• If a payment has been issued, the <Amount Paid> field displays the actual payment amount.

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Last updated September 18, 2006
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