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Instructions: How to Determine Which Purchase Order an Invoice Was Paid On

If you have a Purchase Order (PO) and need to determine whether a specific invoice has been paid — or if there is a possibility that multiple POs were created for the same invoice — follow the steps below in MUNIS.

Step-by-Step Instructions (MUNIS)

  1. Navigate to Invoice Inquiry & Reports
  2. Select Invoice Central
  3. Click Search
  4. Enter the Vendor Name
    • Example: MASON* or *MASON* (all capital letters) for W.B. MASON
  5. Locate the invoice by reviewing the Number column:
    • Look for the invoice number, or
    • Information entered in the Description field when the requisition was created (e.g., dates of service, account number, etc.)
  6. Click on the invoice number (or related description) to open the invoice record.

A sidebar will appear with the following options: Invoice, Payment, and Invoice Details.

Invoice Tab

Click Invoice in the sidebar to view the following information:

Status

  • APPROVED – Invoice is in a current Auditor’s Accounts Payable batch and is awaiting final processing
  • PAID – Payment has been issued

Posted

  • YES – Invoice has been paid or is in a posted Auditor’s A/P batch
  • NO – Invoice is in a current Auditor’s A/P batch but has not yet been posted

Additional Information

  • Purchase Order – PO number used to make payment
  • Payment – Amount that was or will be paid
  • Due – Date payment was or will be issued

Payment Tab

Click Payment in the sidebar to view payment details:

Payment Method

  • Normal – Payment issued by printed check
  • EFT – Payment issued by Electronic Funds Transfer

Check Number

  • 0 – Invoice is in the current Auditor’s A/P batch; check number will be assigned after processing
  • number starting with “1” – Printed check number
  • number starting with “9” – EFT number

Additional Details

  • Warrant – Created by the Auditor’s Office when processing payments
  • Check Status – Printed
  • Check Date – Date payment was issued
  • Check Amount – Amount paid on that specific check

Invoice Details Tab

Click Invoice Details in the sidebar to view:

  • Description – Information entered in the Description field when the requisition was created
  • Org/Obj – Budget line used to make the payment
  • Amount – Dollar amount paid

Important Note

If multiple POs were entered for the same invoice in error and you determine that the invoice has already been paid on one PO:

  1. Submit a copy of the open PO to the Auditor’s Office
  2. Clearly write “Delete” on the PO
  3. Initial the document

Once received, the Auditor’s Office will:

  • Delete the open PO
  • Return the funds to the original budget line
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