Guia

Invoice once confirmed in the to make sure no duplicate entries are made
* All invoices must have proper envidence that the goods and/or services covered by the invoice have been received, either through an acknowledgement of receipt by the responsible user/requester, VCR method (see section 6.1.3), or through actual receipts in purchasing system (inventory POs).
* Managers or Directorsof Custodial Departments (department that requests or approves a PO, VCR, or an invoice) must review all accounts on a PO, VCR, or an invoice to ensure expenditure distribution is accurate
6.1.2 invoices with Purchase Order
* All invoices that exceed $1000, except those described in section 6.1.3 below, require a VeriFone purchase order, which must be referenced on the invoice.
* Invoicesthat do not have a VFI purchase order number are placed on hold and returned to the Requestor or Supplier for resolution. Suppliers will not receive payment until the issues are resolved.
* All supplier invoices must be submitted directly to Accounts Payable. If a deparment receives an invoice from the supplier, the invoice must be sent immediately to Accounts Payable.
* All receipt(s)for goods related to inventory purchase, AP personnel must do a 3-way match to the receipts in the PO module. All invoices related to inventory without proper receipts are placed on hold automatically by the system (see section 6.1.4. a) and sent to Procurement for resolution. The holds are not released until all issues are resolved.
* When processing a non-inventory invoice, AP personnel mustdo a 2-way match with the associated Purchase order. The invoice must have proper evidence that the goods and/or services covered by the invoice have been received through an acknowledgement of receipt by the responsible user/requester (signature or email approval to pay).
* AP personnel must ensure that the quantity and price on the invoice match the PO. An invoice must agree within thetolerable variances of $100 USD or 1% of the PO value in USD equivalent, whichever is less. In no case will a variance amount greater than $100 be accepted
* If the quantity and price of the invoice does not match the PO and exceeds the tolerable variances defined above, the invoices is placed on hold and sent to Procurement for resolution.
The hold is not released until all issues are resolved.6.1.3 Invoice without Purchase Orders
* The following are the only types of purchases which do not require a Purchase Order:
* Purchase under $1000
* Purchases of general office supplies (papers, notepads, pens, etc.)
* Certain Marketing Expenses (Trade Shows, Hotel deposit, etc.)
* Tax payments Refund to customers
* Commission (to third party) payments
* Customs relatedpayments
* Freight
* Duties
* Donation
* Corporate Credit Cards (American Express BTA, Bank of America P-Card)
* All invoices without a PO must have:
* Approvals according to the Authorization Matrix (VFI Policy 01-13-1000).
* Proper distribution account coding
* By approving an invoice, the approver confirms that the goods or services have been received.
6.1.4VCR
Some payment requests may not have an invoice (royalty, tax, prepaid, etc.). To request a payment without an invoice a requestor must:
* Complete a VeriFone Check Requesy (VCR). By filling out a VCR and signing, the Preparer confirms that the goods or services have been received or prepaid).
* Verify the expense account coding on the VCR to ensure proper coding.
* Obtain requiredapprovals. The VCRs are approved per the authorization matrix.
* Have proper third party evidence or other significant documentation to ensure the expense is proper.
All payment requests (invoice or no invoince) that do not satisfy all the requirements above are placed on hold and sent back to the requestor for resolution. The holds are not released until all issues are resolved.
6.1.5...