Purchase Order (PO) Invoice Portal Frequently Asked Questions
Will I receive an email when invoice processing is completed?
You will only receive an email when you submit the invoice in the portal. Once the invoice is processed, your invoice will update to a status of Invoice Processing Complete in the dashboard.
Will I be notified when payment is issued?
The purpose of the portal and dashboard is to give visibility into the submission process. Once invoicing processing is complete, the payment status of the invoice can be tracked in Oracle through the AP Inquiry responsibility.
How do I retract an invoice or remove it from the portal?
Once you submit an invoice in the portal you are unable to remove or delete it. You will need to email ap-help@andrew.cmu.edu and request that it be deleted. Please provide the invoice and PO number when the request is submitted.
What if I need to make a correction to the PO matching instructions for my portal submission?
Please reach out to ap-help@andrew.cmu.edu and provide guidance on how the invoice should be matched to the PO. Please do not create a new invoice submission in the portal.
Can suppliers send invoices directly to Accounts Payable?
Yes. Suppliers can email invoices directly to Accounts Payable at All invoices from external suppliers with the required information, including a PO number, should be emailed to ap-cmu-poinv@andrew.cmu.edu.
Do I need to add a comment if Purchase Order information is already on the invoice?
No, if the PO number and corresponding line information are included directly on the invoice this is preferred and no additional comments are needed with the invoice submission. If the PO number and/or Line number can’t be added to the invoice, please include it in the comment section when uploading the invoice in the portal.
What if the Purchase Order number on the invoice is different from the PO number I included on the invoice upload form in the portal?
The PO number on the invoice should match what is provided on the invoice upload form in the portal. Any discrepancies could result in delayed matching or incorrect matching. Please have the supplier update the invoice to include the correct / most up to date purchase order number.
Do I need the Purchase Order number on the invoice?
It is not required, but including the purchase order number on the invoice will ensure accuracy and reduce processing time.
Can a credit memo be submitted through the Invoice Portal?
Yes; there is no difference in the submission process in the portal for a credit memo or an invoice. The attachment will be identified as a credit memo and be processed accordingly.
Can suppliers access the dashboard?
No. This is an internal tool to help our internal CMU users gain visibility into the invoice submission process.
What are the benefits of the invoice portal?
Benefits of the new portal include:
- Direct invoice upload to the portal for all campus users will reduce common causes of processing delays for invoices submitted through the portal (e.g., invalid PO status, multiple attachments)
- Email confirmation containing a copy of the invoice for record keeping
- Real-time invoice status updates on the portal dashboard
- Departmental invoice visibility through Grouper, an enterprise group and access management system
Can multiple users from a department see the invoice statuses for all invoices submitted for that department?
I’m interested in setting up a Departmental Group using Grouper. How do I do that?
Units interested in creating a department-specific group should identify a Grouper administrator who can contact ecm-help@andrew.cmu.edu for group set up and user access assistance. Once the group is set up in Grouper, the department Grouper administrator is responsible for adding and removing the users within the group. While there are no limits to the number of users in any given group, a user can only belong to one department group. More information on how to set up a department Grouper can be found on Grouper Setup [.pdf]