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ACH Invoice Payment Procedures

ACH Invoice Payment Procedures

Scope: This document outlines LCRA procedures for processing invoices to be paid by ACH.

Department: Licensing & Continuing Resource Acquisitions

Contact: @Bethany Blankemeyer

Date last reviewed: 2/20/2026

As of FY26, Duke’s Accounts Payable supports ACH as the default payment method for vendors. Vendors who were previously paid by check can now be paid via ACH after submitting the appropriate paperwork via PaymentWorks.

Workflow

  1. Receive invoice from the vendor. Save to folder and add to tracker as usual.

    1. If this is a new vendor or the vendor hasn’t yet been set up for ACH payment, they will need to fill out paperwork via PaymentWorks.

      1. We request email address from vendor and let them know to expect a PaymentWorks invitation. Remind them to check their spam folders just in case the invitation is filtered.

      2. We send the vendor email address to FS to initiate the PaymentWorks process. FS will notify the requesting staff member when the vendor has completed the PaymentWorks process and will add the SAP code in the Alma Vendor record.

  2. Process the invoice in Alma. ACH invoices are mostly the same in Alma, with the following exception:

    1. In the Payment Method drop-down on the Invoice Summary tab, select “Accounting Department”

    2. Process the invoice as usual

  3. After submitting the invoice in Alma, mark up the PDF copy with the following information:

    1. Alma vendor code / SAP code (if applicable)

    2. Include your initials with the date in the top right

    3. Include the POL number

    4. Circle the invoice number

    5. Circle the payment amount

  4. Upload the invoice(s) to Box Acquisitions – Unpaid folder for Financial Services to further process.

  5. Move the invoice to the Processed and Sent to Financial Services subfolder in the Invoices folder in Box.