Scope: Notes on invoice procedures from Accounting
Contact: Sara Biondi
Unit: Monograph Acquisitions
Date last reviewed: 1/21/2021
Date of next review: 4/21/2021
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Invoice Policies for Payments
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- When no invoice number on the invoice
- Use sales order number
- Use invoice date with your initials (e.g.: if the date is July 12, 2017, it should be 071217 SMW ) (NO SPACES BETWEEN)
Try to use a number that will make it easy for the vendor to determine what is being paid.
- Method of payment (In priority order)
- Check
- Credit card
- Wire /wiki/spaces/DTSSO/pages/25236728 (should ONLY be used when there is no other way for vendor to be paid) (Has a wire fee)
- International wire payments should be requested using the form, and when the request is complete, that USD total can be used to process in Aleph as an internal invoice.
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- When a non-procurement purchase unavoidably includes sales tax, the current preference is: When entering the invoice in Aleph, include the sales tax in the net price, and then in the note field of Aleph, note the tax.
Procurement Card Notes
- Note that p-card orders will not close automatically, so please manually close procurement orders after completing the internal invoice.
- Please don't forget to put the budgets, GL and cost centers external budget name (located in tab 1 in the budget informationinfo) on the invoices. These are required to process procurement card transactions. (e.g.: 1540220 is the cost center and 666300 is the GL).invoice submitted to Accounting - this is required for processing payment. (Cost center and GL)
- When a purchase unavoidably includes sales tax, the current preference is: When entering the invoice in Aleph, enter net price and shipping as usual, but only note the quantity of tax in the NOTE FIELD, so that it can be excluded when the invoice is processed in Concur. (9/17/2020)
- This differs from non-procurement sales tax!
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