Vendor Invoices and Statement
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The majority of invoices that are received by UHD are mailed directly to the Accounts Payable office.  Invoices that are in reference to Purchase Orders are clocked-in and filed in the numerical purchase order files in the department.  If the receipt of the invoice completed the 3-Way Match, the folder is pulled and placed in process of vouchering, auditing, and approval.  When the vendor invoice has been received and there is no receiving report on file, the Purchasing Department will be contacted for this documentation.

There are purchase order vendor invoices that must be forwarded to the ordering department, for review and approval, before PS vouchers can be processed.  AP forwards a copy of these invoices and keeps the originals in a pending file in order to follow-up, if necessary.  PO vouchers are copied from the PO and edited upon return of invoice approvals.

Vendor invoices that are received for Non-PO purchases are forwarded immediately to the departments.  Departmental personnel create the vouchers for these invoices, obtain certifying signature approval, and then forward the vouchers to Accounts Payable.  After being clocked-in these vouchers ar then audited by the departmental voucher audit personnel.  The audit process may result in voucher rejection for a number of reasons.  Our goal is to get the issues resolved expediently with departmental staff via e-mail or phone requests for additional information.  Transaction Correction Request forms may have to be processed, by departmental staff, for vouchers that have been budget checked with incorrect account number.  Transaction Correction Requests, completed by the departments, are then submitted to General Accounting office.

Up to Accounts Payable

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