How To:  Upload an Invoice

Step 1 – Launch Oracle's Requisition and Purchase Order Query

1. Go to https://ofweb.stanford.edu
2. Enter your SUNet ID and Password
3. Click SU Inquiry Tools
4. Click Requisition and Purchase Orders Query

Step 2 – Find Purchase Order

1. Enter eight-digit Purchase Order number in the Purchase Order Number field
2. Click Find PO

Step 3 – Check If Any Invoices Have Been Previously Applied or Paid

1. Any invoices that have been applied against this PO will be listed in the Invoice Payment Details section at the bottom of the PO. Scroll to the Invoice Payment Details section.
2. To see what has been paid on the invoice, click Invoice Number
3. If a PDF image of the invoice is available, the Invoice Payment Details section will show View Backup. Click to view an image of the invoice. Close the PDF to return to PO view.

Step 4 – Complete Upload an Invoice for Payment Processing Screen

1. Click Upload an Invoice for Payment Processing
2. Enter a complete file name or click Browse to locate and choose the invoice file you wish to upload
   • To upload multiple invoice files associated with a single purchase order, click Browse again
   • Click Remove to delete a file before uploading
   Notes:

   1. Each uploaded file can only include one invoice and must be associated with the purchase order queried. Single files containing multiple invoices cannot be processed.
   2. Consider renaming the file as needed to include invoice number and supplier.
   
   
3. Select the desired Payment Handling method
   
   
   Notes:

   1. For payment handling definitions and applicable fees, see Payment Handling Methods & Processing Times.
   2. An Invoice Approved for Payment checkbox is visible to the Requisition Originator and Authorized Approvers. When the box remains checked, it serves as department approval to pay.
   3. If someone other than the Requisition Originator or Authorized Approver uploads an invoice, the check box is not visible. Invoices greater than $5,000 will be placed on hold by Accounts Payable and the Originator will receive an email notification with instructions to contact the Financial Support Centerto release the hold by providing their approval to pay.
   
   
4. Enter PTA account for payment handling fees
   
   
   Note:  Fees apply to Rush, Will Call or Wire payment handling methods that should be charged to a PTA other than the PTA listed on the purchase order (e.g. non-sponsored PTA). When not specified, fees will be charged to the PTA on the purchase order.
   
   
5. To upload the file, click Upload. You will see a confirmation message indicating that the "Purchase Order invoice file uploaded successfully".
   
   
   Important Notes:

   1. A Delete button will display in the Action column of the "Upload an Invoice for Payment Processing" section of the PO inquiry page when it is okay to delete an invoice file uploaded in error.
   2. You will receive email notifications when the status of an invoice has changed (processed by Accounts Payable or not processed due to a problem along with an explanation).