Show All Answers

1. The Invoice description field is not long enough for my invoice text, what can I do?

On the APOHININ screen, there is a tab located next to Invoice Details, titled Invoice Text.
This text box can be used to enter any additional information needed that cannot fit in the Invoice Description field.

2. What do I do if the invoice does not match the purchase order?

When entering an invoice there is a $10 allowable variance. For example, if a purchase order didn’t include shipping but shipping is included on the invoice than this can be paid as long as it’s under $10. If the invoice variance is greater than $10, than a change order would have to be processed to pay the purchase order.

3. What types of purchases are exempt from purchase orders?

See the Procurement Policy section 2-9 for all exemptions.

1.     Link : Procurement Policy (PDF)

4. How are Travel Claims and Check Requests processed?

Travel Claims and Check Requests are treated as Direct Invoices.  These are to be entered into the system and require the same backup to be attached before Approval.

5. What are the attachment requirements for invoices?

All invoices require the original vendor invoice to be attached. If nothing is attached, the record will be rejected.

6. How do I view the original vendor invoice?

All invoices entered into the system are required to have the original vendor invoice attached. To view the invoice simply access the record and view the attachments.

7. When will my invoice be paid?

Invoices are available for payment after they are fully Approved.  Payment is 30 days after the invoice date.

8. How can I see if an invoice was paid?

To see if an invoice has been paid access the PEIQ screen and search by the information you have available. The "Invoices” section will display the invoices for the vendor and the check number and check date if it has been paid.

9. My Invoice Proof Listing has a block stating “Approval not complete”, will my record process?

Yes, all Invoice Proof Listings will have this block when ran by the creator as the invoice has not gone through the approval process. Once the approval process is complete, the record will process.

10. Can I run an Invoice Proof Listing for a single invoice?

Yes, on the APOHINBP screen select the dropdown for “Optional Questions”, then select the dropdown for “AP Selection Criteria”. In line 47 Invoice Number, enter the invoice number for which you would like to run the Invoice Proof Listing.

11. Is it possible to only see the warning and blocks related to Invoices on the Invoice Proof Listing?

Yes, to only view exceptions select the “Would you like to print Exceptions Only?” checkbox to display “Yes”.