linear_scale How To

View Requisitions, Purchase Orders or Invoices

This document provides instructions for how to view requisitions, purchase orders and invoices. 

View Requisitions, Purchase Orders or Invoices

Learn the differences between requisition and purchase order numbers:

Every order begins as a requisition when your request is created and submitted for approval. The system assigns the requisition a 7-digit requisition number (displayed in iProcurement and associated email notifications).

Upon approval, the system assigns a unique and unrelated 8-digit purchase order number. There could be more than one purchase order number associated with one requisition number if ordering from more than one supplier.

  1. Enter ofweb.stanford.edu in the browser
  2. Click Login
  3. As prompted, log in using SUNet ID and password

  1. Select SU Inquiry Tools and Forms
  2. Select Requisition and Purchase Orders Query

Search for Requisition

If you have the requisition number:

  1. Enter the 7-digit requisition number in the Requisition Number field (be sure there are no spaces before or after 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.
    • Purchase Order Number
    • Project
    • Task (only if Project is also entered)
    • Award
    • Expenditure Type
    • Originator
    • Requester
    • Approver
    • Requisition Status
    • Category
    • Suggested Supplier
    • Creation Date Range (from/to)
  2. Select Search
    • All requisitions matching criteria will appear.
  3. Select the Requisition Number to see details
Search for Purchase Order
  1. Enter eight-digit purchase order number in the Purchase Order Number field (be sure there are no spaces before or after 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.
View Approval Status
  1. Enter the 7-digit requisition number in Requisition Number field (be sure there are no spaces before or after 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 requisition will automatically become a purchase order To expedite approval, contact the active approver.
View Buyer Approval
  1. Enter the 7-digit requisition number in Requisition Number field (be sure there are no spaces before or after the number)
  2. Select Search
  3. If the requisition has been approved by the department, it will have been assigned a purchase order (PO) number. Select the PO number at the bottom of the requisition page.
  4. The Purchase Order view will appear. The 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.
  5. Under PO Details, the name, phone and email of the buyer assigned to your standard order will be shown Contact the buyer with any additional information.

    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, please contact the Financial Support Center.
View Invoice Payment Status
  1. Enter the 7-digit requisition number in Requisition Number field (be sure there are no spaces before or after 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.
  6. Review Payment Status and Hold Status
  7. Select View Backup to view image of invoice if a PDF image of the invoice is available. Close the PDF to return to PO view.
  8. Select the invoice # link to see invoice payment details
    • Check section shows check, electronic payment or wire number and paid date
    • Hold section shows any holds on payment and date of hold

For more information, refer to How To: Release the Most Common Invoice Holds.

What Happens Next?
Last Updated: Aug 17, 2023

Questions?

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