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  • Verify the document is an invoice (not a packing slip, work order, a statement, or email)
    • Billed to PSU
  • Verify the following invoice information matches in banner:
    • Invoice amount – if different add text explaining why
    • Invoice number – if different add text explaining why
    • Invoice date– if different add text explaining why
    • Remit Address– if different add text explaining why
      • Make sure that a “VP” address is used
    • Discount code (if applicable) assume net30(03) unless stated otherwise
    • If a credit memo, make sure it’s coded with “Y” and made ‘immediately payable’
      • Verify the original invoice was already processed in banner & is included in FOATEXT
      • Verify the VP address is the same as regular invoices to ensure the credit is used
    • If special handling is required, ensure the ‘grouping code’ is a ‘1’ instead of an ‘M’. If selecting ‘1’ Special Handling Form needs to be completed and sent to CASbe uploaded to the secure portal for Special Handling invoices/forms
  • Verify the accounting information
    • Is the index code or funding correct?
    • Is the correct account code used for the product/service?
      • Is FOATEXT required?
  • Verify the commodity section adequately describes the purchased product/service
    • If not,  make sure there is FOATEXT to further explain what was purchased
  • If there is a contract needed make sure contract # is listed in text and the contract is fully executed
  • Verify the transaction date is backdated for month-end and year-end 
  • If there is a PO and/or general encumbrance, verify invoice is being paid as a regular pay invoice tied to the encumbering document. (If payment is final payment, make sure ‘final payment flag’ on invoice is flipped to ‘yes’)

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