Accounts Payable

Effective Date: 07/01/00

Policy Statement 3: Vendor Invoices and Correspondence

Vendor Invoices

The University Purchase Order form requests that vendors send invoices to the Accounts Payable Office. Despite these instructions, invoices are often sent directly to the departments, sometimes enclosed in the package. When purchases are picked up from local vendors, the invoice is usually given to the person making the pickup, and often no further billing is made by the local merchant.

Send to Accounts Payable

Any invoice received by the departments should be forwarded promptly to the Accounts Payable Office so that there is no delay in making payment.

Vendor Inquiries and Department Help

The Accounts Payable office is responsible for answering inquiries from vendors regarding the status of unpaid invoices and reviewing monthly statements of account received from vendors. These responsibilities, which are most important in maintaining and promoting satisfactory credit standing with University suppliers, frequently require the cooperation of departmental representatives in identifying purchases, determining status and location of material or documents, and preparing or approving documents for payment.

Send to Accounts Payable

Vendor statements, duplicate invoices, and inquiries received by departments should be forwarded promptly to the Accounts Payable Office. The Accounts Payable Office or Materials Management Department will correspond directly with the vendor to satisfy the inquiry depending on the nature of the inquiry.