View Requisitions, Purchase Orders or Invoices

If you have the requisition number:

1. Enter the 7-digit requisition number in the Requisition Number field (no leading spaces before the number)
2. Select Search
3. If the requisition has been approved, select the PO Number(s) at the bottom of the requisition to view the Purchase Order Details

If you do not have the requisition number:

1. Enter the appropriate Criteria from the list below. Enter only the minimum required to identify the requisition. Review the search tips at the bottom of the screen.        
2. Select Search
   • All requisitions matching the entered criteria will appear
3. Select the Requisition Number or the Purchase Order Number to see details

1. Enter eight-digit purchase order number in the Purchase Order Number field (no leading spaces before the number)
2. Select Search
3. Select the Requisition Number under Requisition Details to view the requisition details This is an unofficial copy of the purchase order and should not be used to place the order with the supplier.

1. Enter the 7-digit requisition number in Requisition Number field (no leading spaces before the number)
2. Select Search
3. When viewing the requisition, the Requisition Approval List will show all departmental approvers on the requisition and the status
4. When all approvers show Approved, the system generates a purchase order
5. To view the Purchase Order, go to the bottom of the page, under PO Details and drill on the PO #.
   To expedite approval, contact the pending approver.

1. Enter the 7-digit requisition number in Requisition Number field (no leading spaces before the number)
2. If the requisition has been approved by the department, it will have an assigned purchase order (PO) number. Select the PO number at the bottom of the requisition page.
3. The Purchase Order view will appear. In the PO Details section, the field PO Authorization shows the purchase order approval status.
   • If it is incomplete, the buyer is still working on it
   • If it is approved, the buyer has approved and placed the order
4. Under PO Details, the assigned buyer's name, phone and email is displayed 

Amazon Business and SmartMart orders do not have a buyer. These orders are placed immediately by the system upon approval.If the Amazon Business or SmartMart order requires a buyer's attention, contact the Financial Support Center.

1. Enter the 7-digit requisition number in Requisition Number field (be sure there are no spaces before the number)
2. Select Search
3. Scroll to the PO Details section
4. Select the PO number link in the PO # column
5. Scroll to the Invoice Payment Details section. All invoices that have been applied against this PO are shown.

EXAMPLE:

 Column Definitions:

• Invoice #: (Interactive link)The number listed on the Invoice (may differ slightly to meet Stanford standards). If the interactive link is selected, a new page titled, Invoice Details appears. 
  • Check section shows check, electronic payment or wire number and paid date
  • Hold section shows any holds on payment and date of hold, and release date if applicable
• Invoice Date: The date listed on the invoice or when not found, the date the invoice is received
• Invoice Amount: The total amount listed on the invoice by the Supplier
• Payment Status: Pending, Paid, Canceled, or Withdrawn
• Hold Status: On Hold or No Hold(s)
• Image: (may be interactive link) If available, a pdf copy of the invoice 
• Payment Terms: The payment terms for this supplier (for example, Net 30 = payment will be made by 30 days after the invoice date on the Invoice). 
• Scheduled Payment Due Date: The date the payment is scheduled to be paid (Invoice date + Terms)
• Payment Date: The date the payment was made
• Payment Cleared Date: If a check, the date it was cashed 
• Payment Method Name:Check, Electronic 

For more information, refer to Resource: Managing Invoice Holds for hold notification details for the most active AP Holds.