NON-PO INVOICE ENTRY

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Creating a Non-PO InvoiceNon-Purchase Order (PO) invoice entries allow OSU to capture all invoices in BennyBuy, regardless of whether or not there is a matching purchase order. This allows check requests to be entered after an invoice is received in addition to creating Non-PO invoices and credit memos for suppliers in BennyBuy.

Let’s Get Started1. Login to BennyBuy using your ONID ID and password.2. From the BennyBuy home page, select Account Payable located along the left side panel. Navigate to

Invoices and Receipts and select AP Home.

3. Under the Create Invoice section, select Invoice as the Type of document and Non-PO as the From value.In the Supplier Name field, begin entering a supplier name to see potential matches or select the Search Iconto search for a supplier. Click Create.

4. You will be directed to the draft invoice screen. Unlike invoices created from a purchase order, line iteminformation is not pre-populated for a Non-PO invoice. In the header section, enter the Invoice Date, SupplierInvoice Number, and Supplier Account Number, if available. Select a Remit-To Location from the dropdown menu next to Remit-To.

BennyBuy Tip Sheet Procurement, Contracts & Materials Management

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NON-PO INVOICE ENTRY

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5. Scroll down to the General section and enter a Transaction Date. Select the appropriate Payment Terms and FOB Shipping under their corresponding drop down menus. To manually enter Payment Terms, check the box next to Manually Enter.

BennyBuy Tip Sheet Procurement, Contracts & Materials Management

v. 080117

NON-PO INVOICE ENTRY

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6. Enter the Index and FOAPAL elements by clicking Edit under the Codes section.

7. Select or enter the appropriate Index and Account Codes. The remaining FOAPAL elements (i.e. Fund, Organization, Program, etc.) should automatically populate. Click Save to close the window.

8. Once the Index and FOAPAL elements are entered, click Add Non-PO Item to add details for the invoice.

BennyBuy Tip Sheet Procurement, Contracts & Materials Management

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NON-PO INVOICE ENTRY

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9. The Non-PO dialogue box will appear. Enter the information for the new item, including the Product Description, Catalog Number, Quantity, and Price Estimate. Select the appropriate Unit of Measure from the Packaging drop down menu. You can also add a PO Number for your records.

10. If you have multiple items to enter, select Save and Add Another. Otherwise, click Save and Close.

11. Once you have entered the required information, click Finalize Invoice located at the top of the screen. Alternatively, you can select Save to save your changes.

BennyBuy Tip Sheet Procurement, Contracts & Materials Management

v. 080117

NON-PO INVOICE ENTRY

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12. Once you finalize the invoice, you will see a confirmation screen that the invoice has been submitted for approval. The Invoice Summary will provide you with information regarding the submitted invoice and from there, you can continue entering invoices.

BennyBuy Tip Sheet Procurement, Contracts & Materials Management

v. 080117