e-Invoice

Accounts Payable strongly encourages the campus to submit Purchase Order invoices through the e-Invoice portal. Save yourself some time and refrain from sending PO invoices through campus mail or emailing them to the Accounts Payable staff.

e-Invoice is a quick and convenient method to submit purchase order invoices to Accounts Payable for payment processing. Users can upload PO invoices in a dedicated portal located in the Accounts Payable section of the Finance website.

Some benefits to using e-Invoice are:

  • reduce paper usage which is better for the environment
  • efficient processing for payment by Accounts Payable
  • and most of all, invoices will be viewable via FTS on the requisition**

*  e-Invoice payment processing often generates Action Required notifications for Approval to Pay or CFS Receipt. Accounts Payable now has a dedicated email address to handle your responses. When you are ready to send  your Approval to Pay or CFS Receipt #, forward the Action Required notification email to reply-to-accounts-payable@sjsu.edu.

This will allow all of the Accounts Payable Technicians access to your responses in order to move your PO invoices through the payment process, helping to avoid unnecessary 2nd or 3rd notifications.

** An e-Invoice link appears on all requisitions, but only invoices submitted through e-Invoice will be available to view.

e-Invoice Instructions

To start using e-Invoice, follow these steps when you receive a PO invoice and have determined that the goods or services have been provided to your satisfaction:

  1.  The invoice should reference a valid and active Purchase Order Number. If not, then write the appropriate PO # on the invoice.
  2.  a)  For purchase orders that do not require receiving, please write on the invoice “Approved to Pay” or “OK  to Pay”  and include your name.
    b)  For purchase orders that require receiving, please write the CFS PO Receipt Number(s) on the invoice.
    c)  Additional details or other info regarding the payment can also be written on the invoice.
  3. Scan invoice (multiple-page invoices can be included in one file) and save it for uploading. Acceptable file types for upload are PDF, DOC, DOCX, JPG, and JPEG.
  4. Go to www.sjsu.edu/finance/einvoice.
  5. At the website, enter the full 10-digit PO #, the Invoice #, and the Invoice Date (one invoice at a time).
  6. Upload the invoice file and submit.

 

e-Invoice is Now Available

Finance Services Group is excited to announce that e-Invoice is ready and available to use.

e-Invoice is a quick and convenient method to submit purchase order invoices to Accounts Payable for payment processing. Users can upload PO invoices in a dedicated portal located in the Accounts Payable section of the Finance website.

Some benefits to using e-Invoice are:

•   reduce paper usage which is better for the environment
•   invoices will be viewable via FTS on the requisition
•   efficient processing for payment by Accounts Payable

To start using e-Invoice, follow these steps when you receive a PO invoice and have determined that the goods or services have been provided to your satisfaction:

  1. The invoice should reference a valid and active Purchase Order Number. If not, then write the appropriate PO # on the invoice.
  2. a) For purchase orders that do not require receiving, please write on the invoice “Approved to Pay” or “OK  to Pay”  and include your name.
    b) For purchase orders that require receiving, please write the CFS PO Receipt Number(s) invoice.
    c) Additional details or other info specific to the PO for voucher purposes can be written on the invoice.
  3. Scan invoice (multiple-page invoices can be included in one file) and save it for uploading.
  4. Go to www.sjsu.edu/finance/einvoice.
  5. At the website, enter the full 10-digit PO#, the Invoice#, and the Invoice Date (one invoice at a time).
  6. Upload the invoice file and submit. 

 Don’t wait! Submit your purchase order invoices to Accounts Payable now through e-Invoice!!

* An e-Invoice link appears on all requisitions, but only invoices submitted through e-Invoice will be available to view.

Purchase Order Set Up and e-Invoice

At the Finance Fall 2013 What’s Up? presentation held on October 4th, we announced some new changes to the way purchase orders are set up and how PO invoices are to be submitted.

A purchase order is issued for goods/services by Contracts & Purchasing Services based on a department’s requisition. Before submitting a requisition in FTS, departments are asked to review available Procurement Pathways for alternate methods of buying products/services. For example, many products can be easily purchased with the ProCard.

Receipt and/or Inspection of Purchase Orders
In the past, purchase orders were set up to require a receipt and sometimes, an inspection action. Receipts were primarily entered in CFS by Distribution Services, while an inspection was entered by the department end user.

Now, department end users:
1.  are responsible for entering receipts in CFS for purchase orders for itemized goods, printing orders, and Public Works.
2.  do not need to perform an inspection action in CFS for orders other than itemized, printing, or Public Works.
3.  may receive an emails notice from Accounts Payable to review invoices and respond to them with the CFS PO Receipt Number.

Blanket Purchase Orders
A blanket purchase order allows for multiple purchases from a single vendor when the quantity or frequency of delivery cannot be determined at the time the purchase order is initiated. A blanket PO is good for one year; however, the time period is not constrained by fiscal year. As with regular purchase orders funds are encumbered upon the issuance of a blanket PO.

In the past, departments did not factor tax and/or shipping on their requisition for a Blanket Order. These charges were added into the PO by the Contracts & Purchasing Services Buyer. The amount represented in the PO line was for the cost of products/services only. When a department performed a receipt entry in CFS, the amount they entered was only for products/services without the tax and/or shipping.

Now, department end users:
1. can determine the amount they wish to spend with a single vendor in their requisition. This amount will include the cost of products/services, tax, and/or shipping.
2. do not need to enter a receipt for blanket order POs in CFS.
3. may receive email notices from Accounts Payable to review invoices and respond to them with an approval to pay.
4. can modify a PO (e.g., decrease/increase amount or close entire PO) by submitting a Change Order Request to Contracts & Purchasing Services.

End users will perform the above mentioned receipt action for purchase orders issued in the current and past fiscal years.

Coming Soon e-Invoice
e-Invoice is a quick and convenient method for vendors and departments to sent purchase order invoices electronically to Accounts Payable. Department end users will be able to view submitted invoices in FTS by locating the original requisition. A dedicated portal for e-Invoice will be located in the Accounts Payable section of the Finance website.

e-Invoice is scheduled to go live in November 2013. Stay tuned for more info!!