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Accounts Payable - Vendor Payments (Using the Electronic Purchasing System)

Policy and Procedure

Subject Area: Disbursements
Policy Title: Vendor Payments (Using the Electronic Purchasing System)
Policy / Procedure No: A/P005
Responsible Office: Accounts Payable
Purpose: To process payments to vendors for goods received and/or services rendered.
Documents Needed: Packing slip (retained in the department) and invoice (mailed directly from the vendor to A/P).
Special Instructions: Checks cannot be generated unless there is a three-way match. Refer to the Vendor Payment policy.
Contact Person: Lead Vendor Assistant, A/P, x2652.

PURPOSE: To process payment for goods received and/or services rendered.

SCOPE: All University employees who are responsible for invoice processing and who use the electronic Purchasing system.

POLICY: Checks cannot be processed using the electronic Purchasing system unless there is a three-way match:


  • Purchase orders must be created online through the Purchasing Department.
  • Invoices must be mailed to, and processed online by, the Accounts Payable Department.
  • Goods and/or services must be received online by the department who placed the order.

PROCEDURE:
1. Individual with ordering authority sends requisition to Purchasing.

2. Purchasing transfers the requisition, creating a PO. (If the Purchasing agent denies the requisition, he/she contacts the ordering department so that the problem can be resolved.)

3. Goods are shipped to the ordering department.

4. Ordering department's staff receives goods electronically.

5. Vendor mails the invoice to A/P.

6. A/P staff processes the invoice and sends the check to the vendor.