Invoice Scanning Program

Invoices sent directly to Payments Services by a vendor are scanned and e-mailed to departments for invoice approval.*

*Invoice approval-the department only needs to contact Payment Services within 7 days of the date of the e-mail if an invoice should NOT be paid.

The scans are e-mailed as .PDF files that open with Adobe Acrobat Reader. If you do not have this installed on your computer, it is available free over the Internet; click here: http://www.adobe.com/products/acrobat/readstep2.html

Each file e-mailed will contain from 1 to 10 invoices. When the file is viewed, you will be able to view and print each invoice separately or print only selected invoices.

The current process is as follows:

  1. Payment Services receives an invoice and identifies the department by the Purchase Order Number.
     
  2. The invoice is scanned and e-mailed to the department for approval. The subject line of the e-mail will list the Purchase Order Number that corresponds with each invoice e-mailed.

    The date of the e-mail will be considered day 1 of the 7 days before payment will be made unless otherwise instructed by the department.
     

  3. The account number provided at the time the PO was issued is the account number that will be charged-Payment Services cannot change this-the system automatically uses the account and class entered for the Purchase Order. The department should review the account and class when they receive a copy of the Purchase Order from Purchasing. If an error is discovered, Purchasing should be contacted. If an error is discovered before payment is made, Purchasing can correct the Purchase Order in the system. If the error is discovered after payment is made, a transfer to the correct account and/or class should be forwarded to General Ledger for correction.
     
  4. The invoices you receive will be UNAUDITED. We will audit the invoices at the time they are entered into the system after they have been scanned. This will include adjusting invoices for tax, discounts, and freight. It is not necessary to contact Payment Services about these adjustments that will not be marked on the scanned invoices. You SHOULD contact  Payment Services if the invoice reflects:
  • Incorrect price
  • Incorrect quantity-if the invoice shows 12 items and the PO shows 10, we will pay for 12 unless we hear otherwise from you within 7 days of the date of the e-mail.
  • Duplicate shipment
  • Duplicate invoice
  • Incorrect freight-we will adjust freight to match the terms entered on the PO. If the freight terms should be other than what the PO shows, please let Payment Services know.

Please click here for a list of staff members that shows the type of invoices each staff member is responsible for.

Invoices are scanned to the Responsible Person on an account, as listed in the Chart of Accounts. Please contact Laurie Kujawa if you feel e-mails of scanned invoices are being misrouted. We can send the e-mails to a department mailbox, individual mailbox, or the Postmaster can set up a unique mailbox to receive the e-mails.

Questions: E-mail Laurie Kujawa or call ext. 346-3721