¹ÏÉñÍø places great importance on accurate and comprehensive invoice requirements to ensure smooth and efficient payment processes. Vendors are expected to adhere to specific guidelines when submitting invoices to ¹ÏÉñÍø's procurement department. By following these requirements, vendors can help facilitate prompt payment processing and maintain a strong business relationship with ¹ÏÉñÍø. Clear and detailed invoices that meet ¹ÏÉñÍø's specifications not only expedite the payment cycle but also contribute to the overall efficiency of the procurement workflow.
Elements of a Proper Invoice
Doing business with the University and want to be paid in a timely manner? Before payment can be processed, a "proper" invoice must be received by Accounts Payable. Each invoice presented by a vendor for payment must be clear, accurate and free from mathematical or quantity errors.
As aÌýminimum, each invoice must contain ALL of the following fields:
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Vendor Name
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Vendor "Remit To" Address
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Vendor Invoice Number
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Invoice Date
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¹ÏÉñÍø Purchase Order Number
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¹ÏÉñÍø Contact Name
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Payment Due Date
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Payment Terms and Discounts
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No Sales Tax for Tax-Exempt Goods/Services
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Description of Goods/Services Delivered (per the purchase order)
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Quantity Delivered by Line Item (per the purchase order)
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Cost Per Item and Extended Cost (should agree to the purchase order costs)
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Freight Charges (per the purchase order)
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Total Amount Due (should agree to the purchase order amount)
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Special Terms (or any additional information needed for accurate payment processing)
Defective Invoices
Invoices missing any required element will be deemedÌýdefectiveÌýand will be returned without action to the vendor with a letter detailing what defect needs to be corrected.
- Invoices not delivered in accordance with agency instructions (included on the purchase order) are not considered to have been submitted in a timely manner and may result in payment delays.
- When a corrected invoice is received, a NEW due date will be calculated.
- Please remember to include the purchase order number on ALL invoices.
Submitting an Invoice
Invoices should NOT be sent to the department. Doing so may delay payment.