Accounts Payable Lists

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Invoice Standards 

Invoice Date: The date listed on the vendor’s invoice or the request date of the direct pay invoice.

Transaction Date: The current date.

Payment Due Date:  Three to ten days after the Transaction Date, based on how long it takes the back-up to be received in Accounts Payable.

Vendor Invoice Number:  The number listed on the vendor’s invoice, if none provided the number assigned by the dept. using the following formula:

       a) The first 3 characters of the invoice number should be the payee’s initials.

               1. For individuals, this includes the first initial of the first name, the first initial of the middle name and the first initial of the last name. If a middle initial is not                    available, this character should be excluded.

                       i. Example: John Little Smith should appear as JLS.

               2. For corporations, this includes the first three letters of the company’s name.

                       i. Example: Dell Corporation should appear as DEL.

               3. The next (6) characters will be the date of the transaction (MMDDYY).

                       i. Example: March 1, 2008 will appear as 030108

Banner Invoice Number:  The Banner assigned invoice # starting with an “I”.

Frequently Used Commodity/Account Codes

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