Best Practices for Fiscal Officers

Submitting invoices to the AP Invoicing Service
  1. Make sure the invoice has a valid Kuali PO # on it.  If it doesn’t, and you know what the PO # is, please write it on the invoice.  Otherwise, payment may delayed while the PO is researched.
  2. Scan the invoice to PDF using either a desktop scanner or the departmental copy machine.  If you are in the field, you can even use a smart phone app, such as CamScanner, to generate and email yourself a PDF.
  3. Send the PDF invoice to invoicing@ucdavis.edu.  There is no need to include anything special in the subject or body of the email.  The intake team will not read the emails, they just pull the attachments.

If you still have the paper, you can destroy it after creating the PDF. This will help ensure no duplicate payments are processed.  Just be sure your PDF is legible and complete.

Look up invoices in Decision Support

Most invoices will be entered into Kuali within 1-2 business days of receipt by the AP Invoicing Team.  The night after they have been entered into Kuali, information will be available in Decision Support.  To review your invoices in Decision Support, use the DS 401 report.

You can search using a variety of fields, including your Chart/Org, the Vendor ID, or a specific PO or invoice #.   Search results will display all payment documents that are entered into Kuali, even if they are Cancelled or Disapproved.

If you are unable to find an invoice, it is possible that it was not received by the AP Invoicing Team or that there was something that prevented the invoice from being entered.  Please contact the SSC Service Desk to inquire about the status: (530) 754-4772 or sschelp@ucdavis.edu.

Checking for invoices pending Fiscal Officer approval

There are a variety of way to search for documents pending your approval.  The easiest is to use your Action List in Kuali:

  1. From any Kuali window, click on the icon located near the top-left of the page.
  2. The action list will show all Kuali documents that are pending your approval, acknowledgement, or FYI.  It can be sorted by document type, action requested, and various other columns. 
  3. Click on the document ID link to open the specific document requesting your action.
Receiving quantity-based Purchase Orders

If a Purchase Order exceeds $10,000 or is for a Capital Asset, Kuali will automatically require receiving be performed before an invoice can be approved by the Fiscal Officer.  The same is true if the requester opts into optional required receiving, regardless of the amount of the PO. 

If receiving is required, the easiest and fastest way to enter the receiving is to submit a Receiving document in Kuali:

  1. From the Kuali Main Menu, click on the Line Item Receiving link
  2. Enter your PO # and the date goods or services were received, then click Continue.  The Packing Slip, Bill of Lading, and Carrier are optional fields.
  3. All the PO details will load automatically.
  4. Enter the Quantity Received amount for the appropriate PO lines and click the Submit button.  No other fields are required on this document.

If you do not have Kuali access, the Shared Services Center can perform this task for you. There is no special access required to perform Receiving in Kuali. Create an AggieService "Ask a Question". In the notes, provide the Receiving details.

Closing a Purchase Order

In most cases, there is no need to indicate that a Purchase Order should be closed after invoicing.  Anytime a quantity-based PO has had all its quantity fully invoiced, it will close automatically that following night.  Similarly, anytime a non-quantity PO has had all its money used up, it will also close automatically that following night.

If a Purchase Order needs to be closed prematurely, the easiest and fastest way is to initiate a PO Close document Kuali:                                                             

  1. From the Kuali Main Menu, click on the Purchase Order lookup link
  2. Enter your PO # in the Purchase Order # field, select ‘Open’ from the Application Document Status list, and click Search.
  3. From the search results, click on the Document ID to open the Purchase Order
    1. If no results are found, your PO is likely already closed.
    2. Scroll to the bottom of the PO document and click the Close Order button.
    3. Enter a reason for the closure and click Yes

If you change your mind, simply repeat the steps above.  Select Open Order.

If you do not have Kuali access, the Shared Service Center can perform this task for you. There is no special access required to perform a PO Close in Kuali.  Create an AggieService "Ask a Question" to request a PO to be closed.