Purchase Orders and Invoice Transaction Reports

Departments and schools should run their Open Encumbrance Report and Match Exception Report to confirm whether there are any active orders or if there are any orders that may have errors. These reports should be run regularly throughout the year to help manage orders submitted through NUFinancials.

Purchase Order guides in Knowledge Base

Open Encumbrance Report

This report, entitled SC016–Open Encumbrance Report in Cognos, lists all active Purchase Orders or all active lines from a PO and provides the details of each order. The following are some reasons why a Purchase Order or line(s) from a PO will appear on your Open Encumbrance Report:

• No Invoice: If a PO has been issued and you have received the product or service but have yet to be invoiced by the vendor, reach out to the supplier to request the invoice and forward it to Accounts Payable once it is received.
• Items Unavailable: If you received notice from a supplier that an item on a particular order (either iBuyNU or non-catalog) is unavailable and will not ship, and it is still showing on your Open Encumbrance Report, you must submit a Purchase Order Change request to have the PO closed.

Match Exception Report

This report is titled SC027–Match Exception Report by Department in Cognos. The following are a couple of reasons why a Purchase Order or line(s) from a PO will appear on your Match Exception Report:

• Invoice Not Within Tolerances: If an invoice has been entered that does not fall within tolerance, a payment will not be processed. Tolerance issues can be caused when the price listed on the invoice is 25% or more than the price listed on the Purchase Order. Discrepancies in quantity and unit of measure can also cause orders to appear on your Match Exception Report.
  • If the price listed on the invoice is incorrect, contact the vendor to request a corrected invoice.
  • If the invoice price is correct but does not match the price on the PO, submit a Purchase Order Change request to Procurement to have the price adjusted.
• Open Receipts (for non-catalog orders only): It is important that you enter receipts once your order has been received. If you have any open Purchase Orders on your Match Exception Report, confirm whether a receipt needs to be entered. If so, enter the receipt, and if there are no other issues with the PO, it will automatically be removed from your Open Encumbrance Report within 15 days.

Job aid: Finding Match Exceptions in NUFinancials in Knowledge Base

Job aid: Match Exception Rules for NUFinancials in Knowledge Base

Changes to Purchase Orders

Changes that need to be made to Purchase Orders that have already been dispatched to the supplier can be made directly to the Purchase Order via NUFinancials and then routed for the appropriate approval. Requests to close or cancel a Purchase Order should be made via the Change Order Form found in the Forms tile on the NUFS Employee Self-Service screen.

Purchase Orders that do not exactly match the invoice but are within tolerance will automatically close during normal batch processing. Therefore, a change order is not necessary.

Job aid: Change, Cancel or Close a Purchase Order in Knowledge Base