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Reminder on Invoice Requirements

Please review the following important invoice reminders from Payment Services:

  Required Information Listed on the Invoice

The standard practice for invoice processing is for the vendor to submit an invoice to receive payment for goods and services rendered.  If the invoice elements listed below are not included on the invoice, PCPS will contact the vendor to obtain the needed information. Please note: this may cause a delay in processing, depending on the responsiveness of the vendor.

 Invoices must contain the following information:

  • Vendor Name
  • Vendor Remit to Address
  • Invoice Number
  • Invoice Date
  • Description
  • Purchase Order Number (if applicable)

 

Invoices Submitted by the Department:

Departments and/or business offices submitting invoices to PCPS must not alter the invoice , including the information listed in the bullet list above.   When typing in the invoice information into the forms in Marketplace, remember to list the invoice number as it is provided by the vendor.  The only exception to this is that special characters should be removed (i.e. \,-,*,%,#). 

Here are some examples:

 

  1. Invoice from the vendor says invoice number 000012345.  
  • This should be entered into Marketplace as 000012345.  
  • Do not enter as 12345.

 

  • Invoice from the vendor says invoice number 000-0123-45.  
    • This should be entered into Marketplace as 000012345.  

     

     

    Things to remember:

    • Situations where the department who received the goods/services creates an invoice should be the exception.  Note: this does not apply to internals transfers/payments, human subject payments, stipend payments, and refunds. 
    • Do not create your own invoice number when the vendor provides an invoice number on the invoice. This is an important control in place for invoice processing, and it also ensures that PCPS can quickly address payment questions from the vendor.
    • Invoices from Non-Catalog and Catalog purchase orders should be submitted to PCPSAP directly from the vendor. Do not submit a confirming order or other payment form for invoices off of those purchase orders.

     

    If you have any questions, please contact us as PCPS.