This guide will cover:
- How to submit an invoice for payment using a purchase order
- Outline purchase order invoicing requirements
Overview
The University instructs each vendor, on the Purchase Order itself, to email an invoice to the name and email address specified on the purchase order with copy to Accounts Payable. Upon receipt of the invoice, the requesting department is to submit the invoice to Accounts Payable with their approval to process payment.
The following criteria must be met in order for Accounts Payable to process an invoice and schedule payment per the disbursement timeline:
- The document must be an invoice, not a quote, order acknowledgement, sales order, pro-forma invoice or packing list.
- Invoices must be addressed to Saint Joseph's University and include a remit to address.
- There must be a SJU PO Number referenced on the invoice.
- The invoice amount must not exceed the available balance on the PO. Refer to How To: Request a Change Order for more information.
- The invoice must be submitted to Accounts Payable at accountspayable@sju.edu referencing the PO. The budget manager must confirm satisfactory receipt of goods or services by either signing the invoice or confirming approval to process payment in the body of the email.
This completes the summary on how to submit a payment to Accounts Payable using a purchase order.