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Approval to Pay Process
Approval to pay process for regular purchases - The purchase order will be generated by Purchasing Services however no copy will be sent to the user department. The user department may obtain the purchase order information (date, PO #, amount, etc.) from the web reports. When Accounts Payable receives an invoice, they will notify the user department via email (example below ) that an invoice has been received for a particular PO number and will be paid on a certain date. If there is a problem with the goods that would require that payment be held on an invoice, it is the responsibility of the user department to contact Accounts Payable to place a HOLD on the payment until the problem can be resolved . If Accounts Payable is not notified of a problem, the check will be written on the scheduled date and mailed to the vendor.
Approval to pay process for small value property and capital equipment - Items profiled as an asset will not be paid until the items have been physically tagged and received by the Asset Manager.. The Asset Manager will require a signature by the user department when new equipment is decaled and received. Since the items are physically being located and approved by the user department, no email will be sent concerning these items.
Example email:
From: Connie Smith [mailto:csmith@westga.edu] Sent: 04 December, 2002 10:49 AM To: khenders@westga.edu Subject: Approval to Pay Requested on PO Voucher number: 99999999 is scheduled to be paid by 01/01/2007 PO: 0099999999 Vendor: A Big Corporation Department: 1000000 UWG Fund: 10000 Account:714130 Program: 11000 Class: 11100 Project: Voucher Total: $132.62 Voucher Line Items: Qty Description Price UOM Line Tot ------------------------------------------------------------------- 150 Small Widgets $0.88 EA $132.62
The invoice referenced above will be paid on the scheduled date unless Accounts Payable is notified to place a HOLD on this payment. If the goods were not received in an acceptable condition, please respond to this email or contact Accounts Payable at ext. 2380 to place a HOLD on the payment until the problem can be resolved. If no response is made to this email, the invoice will be paid on the scheduled date.
Thank you.
