Invoice Approval and Payment Processes

Accounts Payable Workflow process and Approver guide

Approvers-Click here to access an online navigation tutorial on the invoice approval process

  • AP approved vouchers are selected when pay cycles are run
  • Checks are printed and mailed and the cycle begins again
  • AP runs pay cycles daily
  • AP vouchers must pass all necessary PS payable processes before being selected for a pay cycle

Additional Notes:

AUTOMATIC PAYMENTS

Any PO's issued for products/services where billing is usually scheduled (monthly, quarterly, etc.) and is always the same monetary amount are paid on initial receipt of the invoice by the AP staff.

FINALIZING FREIGHT

When there is a clear indication that a PO is complete, and the amount of the freight line is greater than the freight amount on the invoice, AP will finalize the vouchered line. (i.e.. if a PO is set for $1,000.00, the merchandise is $950.00 and the freight is $50, but the invoice received is $950.00 for merchandise and $25.00 for freight). Please note that AP can only finalize a freight line when there is voucher activity. If the PO has a line for freight, but the vendor does not bill for freight, AP cannot finalize. The department must request cancelation by Purchasing.