Understanding purchase order (PO) requirements and the preferred methods for submitting invoices to Accounts Payable can help you avoid invoice processing delays.

The following criteria must be met in order for Accounts Payable to process an invoice and schedule payment per the terms specified on the purchase order (e.g. Net 30 days from date of invoice):

  • The supplier record must be complete and up to date (including all government forms and confidential data provided by the supplier via Stanford’s Supplier and Payee Request Portal or Supplier and Payee Registry (according to supplier/payee type).
  • The document must be an invoice, not a quote, order acknowledgement, sales receipt or packing list.
  • Invoices must be addressed to Stanford University and include a remit to address.
  • There must be a Stanford PO Number referenced on the invoice.
  • The invoice amount must not exceed the available balance on the PO. Refer to How To: Release the Most Common Invoice Holds for more information.
  • The PTA associated with the PO will be validated to ensure it is chargeable. Refer to How To: Release the Most Common Invoice Holds for more information.
  • Invoices for amounts greater than $5,000 require departments to certify receipt of the goods or services.

Ideally, suppliers submit invoices directly to Accounts Payable (AP). When suppliers send invoices to departments rather than to AP, the department must forward the invoice to AP using option 2 or 3 below.

In Order of Preference Instructions and Department Approval

Option 1 
Supplier sends invoice directly to AP:

Stanford University
Accounts Payable
P.O. Box 20410
Stanford, CA 94309-0410

or

@email
(one pdf per invoice or credit memo)

Ensure invoice meets Prompt Payment Requirements 

  • For invoices greater than $5,000, the requisition originator will receive an email notification requesting department approval.
Option 2  
Department uploads invoice (via the Requisition Purchase Order Query Tool)

Refer to How To: Upload an Invoice for more information. 

  • When requisition originators or authorized approvers upload invoices, they will see a checkbox noting Invoice approved for payment which serves as department approval.
  • If someone other than the requisition originator or authorized approver uploads an invoice, the checkbox is not visible. Invoices greater than $5,000 will be placed on hold by AP and the originator will receive an email notification with instructions to release the hold by providing their approval to pay.

Option 3 
Department sends original invoice to AP: 
 
Stanford University
Accounts Payable
P.O. Box 20410
Stanford, CA 94309-0410

or

@email
(one pdf per invoice or credit memo)

Refer to How To: Mail an Invoice to Accounts Payable for more information.
  • For invoices greater than $5,000, departments must indicate approval or the invoice will be placed on hold by AP. The requisition originator will receive an email notification requesting department approval.

Notes:

Certain purchases require departments complete a receiving transaction in iProcurement in order for invoices to be paid by AP. These purchases include:

  • Capital equipment (via SmartMart or non-catalog orders)
  • Goods or services over $5,000

For details on how to record receiving information, refer to How To: Receive Goods.

If an error in receiving needs clarification, refer to How To: Correct Receiving.

 

Questions?

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