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Princeton University Order Division Documentation
 
Invoicing

Fiscal Year Calendars

Credit Card Invoices

Sorting and Filing

Inputting Details and Adjustments

Deposit Account Invoices

Monographic Invoices
  Create New Record
  Check Price

Processing Approval Invoices

Processing Invoices and Vouchers

Processing Prepays

Processing Returns Letters
  Procedure

Teaching Award Closing

RWI Form (MS Word)

Searching Acquisitions for Invoices
  Complex Search

OnBase

EDI Firm Order Invoices

Documentation Home

Processing Walkdowns

Invoice payments that require special handling include some that can be coded into our normal voucher run, and others that require a special handling forms:

Invoices coded for voucher run
  • Code the following as C1 in the check number field, and put in the invoice level note the special handling required. Blue flag the invoice to alert supervisor that it is a special case. After the invoice is approved it is given to Leyla for her to track checks received.

    • Checks that need to be sent to an address other than the payment address on the vendor record
    • Prepayments that need to include the order or other documentation
    • Any payment that needs to have documentation included with the check
    • Payments that need to be sent via FedEx, Registered mail, etc.

Invoices requiring special handling
  • These cases require a special handling form:
    • Invoices that need to be paid in a foreign currency with a bank draft
    • Invoices that need to be paid via wire transfer
    • Invoices that need to be paid by certified check or money order

    Staff instructions for inputting invoices : Input invoice as usual . Blue flag the invoice and put into payment rack (this is in addition to any yellow tag for foreign currency or red tag for rush.)

    Fill out the payment request form (see Invoice documentation, Wire transfer forms for samples).Note that if you have multiple invoices for one vendor a separate form must be filled out for each invoice.

    Unit head instructions Make certain there is a copy of the invoice scanned into OnBase. If not, make a photocopy of all the necessary documentation and put it in the scanning basket. This is especially important with prepays.

    1. Mark the Check Number field in the Footer with WD for Walk Down
    2. Put the processing date in the Date field of the Footer using the drop-down calendar.
    3. Put an appropriate note in the Invoice level note field:
      • Walking down for check yyyy-mm-dd
      • Walking down for Wire Transfer yyyy-mm-dd
      • Walking down for Bank Transfer yyyy-mm-dd
    4. If the invoice is in USD, approve it and print a voucher. If the invoice is in foreign currency, it is not approved at this point. Save and close it. It will be approved after it is paid by Accounts Payable and the exchange rate is verified.
    5. The finished form must be scanned into OnBase and appended to the invoice it is for.After scanning, clip the finished form to all the other documentation and put in in the Walk Down folder at the end of the invoice payment rack.
    6. Note that walkdowns for check requests must be accompanied by a copy of the invoice or invoices when delivered to Accounts payable.

    Staff instructions for delivery and tracking of Walkdowns

    Invoices are walked down to Accounts Payable within 1-2 days . A list on the folder shows which staff are responsible for delivery.