Cornell's online Electronic Invoice (eInvoice) system may be used by vendors to submit electronic invoices to Cornell University. You can also use eInvoice to:
- See invoice history.
- Enter an invoice date other than the creation date.
- Add freight and shipping and handling charges to an invoice.
Requesting Access
You may only use the eInvoice system if you've been invited to register. To request an invitation, contact Procurement and Payment Services.
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Registering
Your invitation to register will include a temporary password that expires two days from the date the invitation was sent to you. You will be asked to create a new password to access your account.
Click the link in the invitation email you receive:
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Signing In
- Go to the eInvoice website at https://kfs-einvoice.kuali.cornell.edu/.
- Enter the email address you used to register.
- Enter your password
- Click the Login button.
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Resetting Your Password
If you've forgotten your password and need to reset it:
- Select Forgotten password under the login button on the login page.
- Enter the email address you used to register when prompted on the next screen.
- Select the Reset button, after which you will see a confirmation message that an email was sent to your address.
- Check your email for a message containing a link to reset your password. The temporary password in the email expires two days after the email was sent.
- Sign in with the temporary password using the link in the email.
- Set your new password by entering it twice and clicking Submit.
- Continue using the system as you normally would.
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Viewing Invoice History
After you've signed in to eInvoice, the first screen shows your previously entered invoice history.
- Sort the table by the column headings by clicking on the column title.
- Click View Detail to see the details of an invoice.
- Use your browser's search function (usually CTRL F) to search the page for a particular invoice number.
The detail screen shows the information entered and submitted for that invoice.
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Creating an Invoice
Create a new invoice from the Create Invoice screen.
- Select Create Invoice button in the upper-left corner of your eInvoice home screen.
- Enter the invoice number, the corresponding purchase order number, and the invoice date.
- Select the Create Invoice button below the data entry boxes.
The next screen displays the purchase order line item detail.
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Standard vs. Non-Quantity (Blanket) Purchase Orders
There are two types of purchase orders (POs), and there are specific options available for each type of PO:
- Standard Purchase Order: This is the most frequently used PO. The key details are known when the order is placed and the specifics of quantity, unit of measure, price, catalog number, and description for each item are listed on the purchase order.
- You can add charges for freight, special handling, tax, or discounts.
- Non-Quantity (Blanket) Purchase Order: The price and quantity may not be known when the PO is created. This PO generally contains only one line item without quantity or unit price. Specific orders with known items, quantities, and prices are filled against this PO until the total purchase order amount is filled.
- You can add charges for freight, special handling, tax, or discounts.
- You can add multiple line items to your invoice.
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Invoicing the Entire Purchase Order - Standard Purchase Orders
Select the checkbox on the top-right of the screen, above the table, to invoice the original purchase order in-full. Confirm the quantities and unit prices, and then submit the invoice.
When you select this option, all changes you may have made to quantities or unit prices will be reset, so you will be asked to confirm your choice.
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Invoicing Partial Shipments
In the line-item details, enter the quantity of items being invoiced, and verify the unit price, as well as any other charges that might be included on the invoice. You can edit quantities or use the trash can icon to delete line items. See Adding a Line Item below for more about line-item entry. See Deleting a Line Item for more about deleting items.
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Adding Freight, Special Handling, Tax, or Discounts - Non-Quantity (Blanket) or Standard Purchase Orders
The invoice detail screen has fields at the bottom for entering charges such as freight, special handling, or an order discount. A PO line item is required to enter these charges.
Tax should only be entered if Cornell is not tax-exempt in the state where the goods were shipped (e.g., California, Washington, Arizona, North Carolina, or Maryland).
Field Specifications
- Fields default to 0.
- Negative numbers are not accepted.
- Numerical values only, or 0.
- Up to two decimal places permitted.
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Adding a Line Item - Non-Quantity (Blanket) or Standard Purchase Orders
To add an item that wasn't on the original order:
- Select the Add line not on PO button.
- Enter the Quantity to invoice, an Item Description, the Unit of Measure, the Part (catalog) number, and the Unit Price.
You can add multiple line items.
Field Specifications
- Quantity to Invoice: Up to 2 decimal points.
- Item Description: Limited to 100 characters.
- Unit of Measure: Select from a drop-down list.
- Cert./Part # (item or catalog number): NA or None is acceptable. Limited to 30 characters.
- Unit Price: Up to 3 decimal points.
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Deleting a Line Item - Non-Quantity (Blanket) or Standard Purchase Orders
To delete an invoice line item, click the trash can icon at the end of the row, or enter a 0 in the Quantity to Invoice field.
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Submitting an Invoice
When you are satisfied that all information is correct, select the Submit Invoice button. You will receive a confirmation email with a copy of the cxml file that was submitted for processing. Accounts Payable will contact you if there are problems with the submission.
To continue entering invoices, select Create Invoice at the top-left of the screen.
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Troubleshooting
Here are some common error messages and their resolutions.
- Invoice Number ### already exists.
- An invoice has already been entered with this number. Check the Invoice History or correct the invoice number.
- The date of the invoice must be today or prior date.
- You cannot enter dates in the future. Make sure you're entering the correct date.
- The specified PO is not open.
- This purchase order is closed. Please check the number or contact us at e_invoice@cornell.edu for assistance.
- Unauthorized to access Purchase Order #######.
- The PO number isn't valid. Make sure you have the right purchase order number.
- Invoice must be submitted with a quantity greater than zero or at least one PO line item.
- You may not submit invoices for only freight or special handling. Make sure you have a valid line item on the invoice.
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