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Princeton University Order Division Documentation

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

Teaching Award Closing

RWI Form (MS Word)

Searching Acquisitions for Invoices
  Complex Search


EDI Firm Order Invoices

Documentation Home

Processing Calendar for Fiscal Year 12


   Reporting calendar

 Main calendar

Accountability days : Invoice unit staff account for the physical location of all invoices, pending over 2 weeks, that were input/updated by them.

Receiving units clear all problem material from their desks.

Managers supply a summary report of their unit results to the Division head.


15th of each month or the first workday thereafter from August through May Accountability day  
Mondays in June 2013 Run pending invoice report Pending invoices over 1 week old
Wed, June 10, 2013 Last day for wire transfer, bank drafts, or other special handling to Inv Unit AFM check status of transfers weekly.
  CJF check turnaround for monographic receipts. Set last day for EDI firm order invoice loading. If receipts are up to date, may continue to load EDI invoices until June 20.
Friday, June 14, 2013 Accountability day  
Monday, June 17, 2013 Last load of EDI serial invoices Review work on hand, may be later
  Zero dollar invoices run daily to allow for clean files from here on  
Monday, June 17, 2013 Last returns invoice delivered to invoice unit Allow time to process returns
Wednesday, June 19, 2013 Last delivery of special handling invoices to Accounts payable Drafts, registered checks, etc.
Thursday, June 20, 2013 Last day to deliver regular receipt invoices to Invoice Unit for processing  
Monday, June 24, 2013 Last file to Accounts payable  
Tuesday June 25 before 3:00 PM Delete pending invoices Locate physical copy; verify existence of scanned copy in OnBase.
Tues.June 25, 3:00 PM ;Wed. June 26,2013 through approx. 10am Thurs. June 27, 2013 Fiscal close starts(Voyager) Acquisitions module is down.
Thursday June 27, 2013 (approx.10 am) Reset all defaults and resume normal workflow. Start to move incorrect rollovers back to 11 ledgers Acquisitions module is up.
Thursday June 27, 2013 (approx.10 am) Re-enter invoices that were deleted.Re-enter and pay ASAP. Acquisitions module is up.
Monday, July 1, 2013First file of FY14 to Accounts Payable  
End of July, 2013 Final Reconciliation ("2nd close")  

Credit card statement and Amazon corporate account invoices will be processed rush as soon as they are received.