Entering a Payment Request against a PO

  1. Navigate to “Invoice > Create New Request”
  2. Select the appropriate “Payment Request Type” as per standard Invoice entry
  3. Enter the Purchase Order number in the search box
    • This will search the system for existing Purchase Orders that match the number
    • If the Purchase Order you are looking for appears
      • Click the row to continue entering an Invoice against the PO.
    • If the Purchase Order you are looking for DOES NOT appear:
      • Confirm that you are entering the INTERNAL MakeWay PO number and not the Vendor reference number

Formatting as follows: P112-06542

  1. If you are sure you are using the correct PO number, email [email protected], CC your Finance Lead, to verify that the purchase order is in the system
  2. This will open a Payment Request like entering a standard invoice, with one main difference:
    • There are multiple TABS rather than the request being a single page
  3. You can refer to the tab “Purchase Order” at any time to view details of the PO
    • This tab summarizes the header details of the Purchase Order including:
      • Vendor details
      • Start Date / End Date of contract
      • Internal Contract No.
      • Contract Total
      • Description (if applicable)
    • It also shows the Itemization of the contract
      • GL Account
      • Quantity / Rate
      • Description (if applicable)
  4. Fill out the Invoice information on the header as usual:
    • Fields marked with red are mandatory
    • The Field “PO Number” will be filled out automatically with the number that you entered in your initial search
    • Click “Save” when complete
  5. You will be prompted to itemize the invoice with the line-level information:
    • In the pop-up window, select the appropriate GL Account
    • If you have GST/HST to record, ensure that you enter the line and check the “GST/HST” box as required
    • Add lines as required, click “Save” when complete
  6. Attach an image for your invoice in PDF / JPG format
  7. Once you have fully itemized the invoice, the tab “Matching Summary will show a Green Checkmark next to it - there is NO ACTION REQUIRED on this tab, do not match the lines to the PO. 
  8. Once you are finished, you can submit your Invoice payment request through the regular workflow by clicking “Submit”
  9. At this point you may receive Exception warnings, in the same way as standard Invoice submissions:
    • RED: Mandatory Fields are missing (such as GST, Province of Purchase)
    • RED: Invoice is > 90 days old
    • RED: Must have an Invoice image attached
  10. There are also possible exceptions relating to the Purchase Order:
    • YELLOW: The Invoice Date is not within the time range of the PO Start Date - End Date
      • You may submit an invoice after the Contract End Date but ONLY if the activity being invoiced occurred within the Contract Start / End Date range (e.g. Billing in October for work completed in September)
    • RED: The Invoice Amount is greater than the amount remaining on the PO

If you get an exception re: the PO Date or Amount, contact your Finance Specialist about getting a Contract Amendment.