Invoice Scanning Program
Invoices sent directly to Payments Services by a vendor are scanned
and e-mailed to departments for invoice approval.*
*Invoice approval-the department only needs to
contact Payment Services within 7 days of the date of the e-mail if an
invoice should NOT be paid.
The scans are e-mailed as .PDF files that open with Adobe Acrobat
Reader. If you do not have this installed on your computer, it is
available free over the Internet; click here:
http://www.adobe.com/products/acrobat/readstep2.html. You may need
to contact IT to have the program installed.
Each file e-mailed will contain from 1 to 10 invoices. When the file
is viewed, you will be able to view and print each invoice separately or
print only selected invoices.
The current process is as follows:
- Payment Services receives an invoice and identifies the
department by the Purchase Order Number.
- The invoice is scanned and e-mailed to the department for
approval. The subject line of the e-mail will list the Purchase
Order Number that corresponds with each invoice e-mailed.
The date of the e-mail will be considered day 1 of the 7 days
before payment will be made unless otherwise instructed by the
department.
- The account number provided at the time the PO was issued is the
account number that will be charged-Payment Services cannot change
this-the system automatically uses the account and class entered for
the Purchase Order. The department should review the account and
class when they receive a copy of the Purchase Order from
Purchasing. If an error is discovered, Purchasing should be
contacted. If an error is discovered before payment is made,
Purchasing can correct the Purchase Order in the system. If the
error is discovered after payment is made, a transfer to the correct
account and/or class should be forwarded to General Ledger for
correction.
- The invoices you receive will be UNAUDITED. We will audit
the invoices at the time they are entered into the system after they
have been scanned. This will include adjusting invoices for tax,
discounts, and freight. It is not necessary to contact Payment
Services about these adjustments that will not be marked on the
scanned invoices. You SHOULD contact Payment Services if the
invoice reflects:
- Incorrect price
- Incorrect quantity-if the invoice shows 12 items and the PO
shows 10, we will pay for 12 unless we hear otherwise from you
within 7 days of the date of the e-mail.
- Duplicate shipment
- Duplicate invoice
- Incorrect freight-we will adjust freight to match the terms
entered on the PO. If the freight terms should be other than what
the PO shows, please let Payment Services know.
Please
click here for a list of staff members that shows the type of
invoices each staff member is responsible for.
Invoices are scanned to the Responsible Person on an account, as
listed in the Chart of Accounts. Please contact Laurie Kujawa if
you feel e-mails of scanned invoices are being misrouted. We can send
the e-mails to a department mailbox, individual mailbox, or the
Postmaster can set up a unique mailbox to receive the e-mails.
Questions: E-mail
Laurie Kujawa or call ext. 346-3721
