Invoice Policies for Payments

Owned by Heather Baker
Last updated: Sept 26, 2022
2 min read

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


Invoice Policies for Payments

Invoices

  • 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
    • /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.

NO STAPLES on invoices!!!

Credit Memos

  • Credit memo invoice numbers
    • CM number is invoice number with "CM" after it ( e.g.: 12567CM)
    • Put notes in CM invoice in Aleph or write on the CM why the credit was received
    • When returning items, please put information in the return books spreadsheet. It's located under F: Shared/Receipts Management/Books-Coll-Dev and Returns. This is where we look for reasons why we received credits and helps with processing statements.

Sales Tax on NON-PROCUREMENT Purchases

  • 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.

 Aleph screenshot - invoice header for non-pcard sales tax showing notation of sales tax amount in Note field.

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 external budget name (located in tab 1 in budget info) on the 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!

Aleph screenshot - invoice header for pcard sales tax showing notation of sales tax not included in net amount in Note field.

P-card Statements and expense reports

  • Do not have to keep statements—can discard!
  • Expense reports should be provided to the reconciler for collections purchases. Please process the invoice in Aleph and provide them to the reconciler as soon as possible to ensure they are handled before the statement period closes on the credit card for that month.