Invoices

Invoices

Invoices should be the result of the use of a P.O. In this case, the P.O. holds the authorizing signatures and the account number, so, if the invoice is received by Accounting Services, it is processed for payment. If the invoice is received by the department, it should be forwarded to Accounting so payment can be made by the due date. If, for any reason, the invoice is billing for items or services not received, or damaged, or if there are other reasons the invoice should not be paid, the department must notify the Accounts Payable Clerk in Accounting Services.

If, for some reason, there is no P.O. to support the invoice, then the Secondary responsibility will need to assign the appropriate account to the invoice, and sign for approval. The invoice should be sent to Accounting so payment can be made by the due date. If the invoice is for $1,000 or over, it must also be approved by the Primary Responsibility.

If, from some misguided practice, a P.O. number was given to the vendor as part of an unauthorized purchase, and an invoice was issued without the P.O. actually being prepared, the department must prepare the P.O. and submit it with the invoice. Accounts Payable cannot process an invoice that references a P.O. number without having the P.O. Then, stop doing business this way, and follow the correct procedure.