Â鶹´«Ã½ 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 Â鶹´«Ã½'s procurement department. By following these requirements, vendors can help facilitate prompt payment processing and maintain a strong business relationship with Â鶹´«Ã½. Clear and detailed invoices that meet Â鶹´«Ã½'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:
-
Vendor Name
-
Vendor "Remit To" Address
-
Vendor Invoice Number
-
Invoice Date
-
Â鶹´«Ã½ Purchase Order Number
-
Â鶹´«Ã½ Contact Name
-
Payment Due Date
-
Payment Terms and Discounts
-
No Sales Tax for Tax-Exempt Goods/Services
-
Description of Goods/Services Delivered (per the purchase order)
-
Quantity Delivered by Line Item (per the purchase order)
-
Cost Per Item and Extended Cost (should agree to the purchase order costs)
-
Freight Charges (per the purchase order)
-
Total Amount Due (should agree to the purchase order amount)
-
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.