Reviewing Payments and Purchase Order Balance

In ShopBlue, you can review payments that have been made on a purchase order, and check the open balance on a purchase order.

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How to Review Payments

1. Search Purchase Order Number

Search for the Purchase Order, then click on the PO number that you wish to view.

2. Click on the "Vouchers" Tab

After opening the Purchase Order, click on the "vouchers" tab.  This will bring up all vouchers and invoices against this Purchase Order (Figure 1).  

Zoom image: Figure 1 After opening the Purchase Order, click on the "vouchers" tab. This will bring up all vouchers or invoices against this Purchase Order.

Figure 1

3. Review "Payment Status" Column

The status "In process" indicates Accounts Payable has input the voucher and usually waiting for a receiver.

The status "Payable" indicates that it has exported to the SUNY system on the way to NYS SFS for State funded payments or it has exported to Oracle for Research funded payments.

The status "Paid" indicates that it has been paid by NYS either as an ACH or Check payment or by Research as an ACH or Check payment (Figure 2).  For UBF, check has been processed and mailed to the vendor.

Zoom image: Figure 2 The status “In process” indicates Accounts Payable has input the voucher and usually waiting for a receiver. The status “Payable” indicates that it has exported to the SUNY system on the way to NYS SFS for State funded payments or it has exported to Oracle for Research funded payments. The status “Paid” indicates that it has been paid by NYS either as an ACH or Check payment or by Research as an ACH or Check payment. For UBF, check has been processed and mailed to the vendor.

Figure 2

4. View Payment Status Information

Click on the individual voucher number you wish to view (Figure 3). This will open the selected voucher. Then scroll down the page and toward the right-hand side of the voucher is the "Payment Status Information" section. This will list the payment information, if available. 

Zoom image: Figure 3 Click on the individual voucher number you wish to view. This will open the selected voucher. Then scroll down the page and toward the right-hand side of the voucher is the “Payment Status Information” section. This will list the payment information, if available.

Figure 3

Note:  The payment will always indicate check number and check date, even when it is issued via ACH (Figure 4).

Zoom image: Figure 4 Note: The payment will always indicate check number and check date, even when it is issued via ACH.

Figure 4

5. Get Voucher Details

The invoice should be attached to the voucher under the "Attachments" tab (Figure 5).  If it is an electronic voucher, there will not be a separate invoice as the voucher is the invoice created by the vendor.

Zoom image: Figure 5 The invoice should be attached to the voucher under the “Attachments” tab. If it is an electronic voucher, there will not be a separate invoice as the voucher is the invoice created by the vendor.

Figure 5

How to Check Purchase Order Balance

1. Search Purchase Order Number

Search for the Purchase Order, then click on the PO number that you wish to view.

2. Click on the "Vouchers" Tab

After opening the Purchase Order, click on the "vouchers" tab. This will bring up all vouchers and invoices paid against this Purchase Order (Figure 6).

Zoom image: Figure 6 After opening the Purchase Order, click on the "vouchers" tab. This will bring up all vouchers and invoices paid against this Purchase Order.

Figure 6

3. View Net Invoiced and Open Amount

If there are multiple vouchers you will see them listed under the "Records found" section. Under the "Line Details" section toward the right-hand side is the "Net Invoiced" and the "Open" amount. If there is a balance remaining on the Purchase Order this will be reflected in the "Open" status (Figure 7).

Note: Please be aware of this balance for any Change Orders or new Purchase Orders that may need to be created. 

Zoom image: Figure 7 If there are multiple vouchers you will see them listed under the "Records found" section. Under the "Line Details" section toward the right-hand side is the "Net Invoiced" and the "Open" amount. If there is a balance remaining on the Purchase Order this will be reflected in the “Open” status. Note: Please be aware of this balance for any Change Orders or new Purchase Orders that may need to be created.

Figure 7