Overview
System updates have streamlined the invoice payment process for purchase orders where the SpearMart status is closed, but the OMNI status remains open (dispatched).
- SpearMart Status: Automatically updates to Closed on the PO due date.
- OMNI Status: Remains Dispatched (Open) for 12 months after the PO date to allow for invoice processing and payments.
- Location: Both statuses can be viewed in OMNI and SpearMart.
Standard Workflows & Processes
Process 1: Processing an Invoice Received After SpearMart Close Date
Follow these steps if an invoice arrives after the PO due date (when the SpearMart status is Closed, but the OMNI status is Dispatched/Open):
- Verify OMNI Status: Confirm the OMNI PO status is Dispatched (Open).
- Receipt Items: Log into OMNI FI and enter the receipt for the received goods or services.
- Submit Invoice: Send the invoice directly to Accounts Payable (AP).
- Payment Processing: Accounts Payable will process the voucher and issue payment as normal.
Process 2: Requesting a PO Change Order
Change orders can only be submitted while the PO is still active in SpearMart.
- If SpearMart Status is OPEN: Submit the change order in SpearMart. Ensure Procurement is given sufficient lead time before the due date to process it.
- If SpearMart Status is CLOSED: Change orders can no longer be requested. Depending on the scenario, submit a Confirming Order or a New Purchase Order.
- Note on Extending Due Dates: Only extend PO due dates if the goods/services themselves require an extension. Do not extend due dates solely to wait for a supplier invoice.
Process 3: Managing Unfulfilled POs & Mismatched Invoices
| Scenario | Action Required |
|---|---|
| Goods/Services Never Received | Continue to monitor outstanding encumbrances. The department may close the PO manually at any time. Otherwise, the PO will automatically close and release encumbrances 1 year after the PO end date. |
| Invoice Does Not Match PO | Contact Accounts Payable. AP will collaborate with your department to resolve discrepancies and determine the next steps. |
| Invoice Received After BOTH Statuses Close | Contact Accounts Payable for guidance and manual resolution. |
Example Scenario Walkthrough
Scenario Parameters:
- PO Dispatched Date: March 18, 2026
- PO Due Date: May 31, 2026
- May 31, 2026: SpearMart status automatically changes to Closed.
- June 30, 2026: If no invoice has been received yet, the system shows SpearMart Status = Closed and OMNI Status = Dispatched (Open).
- September 15, 2026 (Late Invoice & Delivery):
- Department receives items and invoice.
- Department receipts items in OMNI FI.
- Invoice is routed to AP.
- Voucher is processed normally because OMNI status remains open (active until March 18, 2027—12 months post-dispatch).
Quick Reference FAQ
- Can a PO be Open in SpearMart and Closed in OMNI?
- No. If the SpearMart status is open, the OMNI status will always be Dispatched (Open).
- Where can I see both statuses?
- Both statuses are displayed on the PO details page layout within OMNI and SpearMart.
Updated 10/16/26
