• oContact the warehouse receiving staff to confirm receipt of goods or services.
• Select document type Purchase Order
• Related > Query Document [BY TYPE] > Go

Invoice Processing

All invoices are matched with referenced purchase orders, direct pay requests, or travel authorization prior to payment. These invoices should already include all necessary approvals and, as such, do not require additional approval.

Goods and services on purchase orders must be marked as being received in the system for the invoice to be paid.

Direct payment requests, where there are no goods or services to be received, e.g., conference registrations, subscriptions, deposits, reimbursements, etc., or purchased goods or services have already been received, the requester submits documentation to support the payment with a detailed description of the amount and purpose of the payment.

Travel reimbursements are pre-audited by the Travel Office and matched with appropriate preauthorizations.

Payment terms and vendor addresses should default from the vendor profile. If the vendor address in the system is different from the remit to address on the invoice, Purchasing must validate the new address (see Vendor Maintenance section).

Responsible position(s):

• Accounts Payable Clerks, including Travel

Required documents and access:

• Banner

Frequency and timing:

• Daily

Steps:

• Access scanned copies of invoices and travel vouchers from the folders:
• Review invoices and travel vouchers and raise questions about invoices that appear unusual, for example:
• oPO INVOICES TO PROCESS
• oTRAVEL VOUCHERS TO PROCESS
• oDIRECT PAY INVOICES TO PROCESS
• oMultiple invoices from a single vendor in a short period
• oSequential invoice numbers from a vendor (indicating the university is the only customer)
• oSignificantly back-dated or future-dated invoices
• oUnofficial looking invoices