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?

If the Invoice is under the amount of the Purchase Request, you can select to fully extract and the remainder of the encumbrance of the PO will be closed when the invoice is approved/posted.

If the invoice is over, a change order will need to be entered and processed before entering the invoice. 

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 for existing vendors will be treated as direct invoices in the APOHININ screen. 

Creators will need to create a user generated invoice number and ensure all proper support is attached before approving. 

Check Requests for one-time vendors will require the department to use the one-time vendor form. Once the form is completed, it needs to be emailed to get appropriate approvals, and then the approver must forward to the AP Department. 

5. What are the attachment requirements for invoices?

All invoices require the original vendor invoice and packing slip or ensure the invoice is marked and initialed to indicate that the items shipped were received. Failure to attach these documents will result in rejection by the system or AP.

6. How do I view the original vendor invoice?

Original vendor invoices can be viewed by pulling up the record in APOHININ and viewing the attachment. 

7. When will my invoice be paid?

Unless otherwise indicated, payments are issued 30 days after the invoice date. Creators can add a comment to the approval box before final submission requesting a payment be made by a certain 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. “Approval Not Complete” is the only block that will still allow you to process a record. Approval of a record will not be fully completed until the final approval which is granted by the Office of Accounting and Procurement.

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”.