We occasionally have to process invoices, typically for services such as cortisol analyses. Note the standard Partners policy is to issue the check 45 days after the invoice is received.  If an invoice needs to be paid more quickly, be sure that everyone involved with this invoice is aware of the time required. To check on the progress of an invoice, call SCM Client Services (617-726-2142).

This must be rewritten

First, establish a purchase order for the invoice in eBuy:

• Define Requistion

• Buyer, category etc: can leave this blank as will define these in 2. Add items & services
• Accounting details: enter dept (should be 000000) and project (the fund #). If want to split payment up by several funds, hit “+” sign on left to add more rows and then enter “pct” (needs to add to 100)

• Add Items and Services
  • The type of purchase will almost certainly be a ‘special request’
  • When paying for a service such as a scan or cortisol analysis, select ‘fixed cost service’. Otherwise, use your best judgment or contact Materials Management
  • Fill out the various blanks as accurately as you can, using direct language from the invoice (e.g. service description, value of service). Category for services often will be “outside service – other”. Look up vendor name and ID. Leave start/end and quote info blank.
  • In the additional information box, add the send to/remit to information included on the invoice. Example:
• Please issue a check for the total amount cited above and payable to BRANDEIS UNIVERSITY. The check should be mailed to:
• Philip T. Gnatowski
• Department Administrator in Psychology
• Brandeis University
• 415 South Street (MS-062)
• Waltham, MA 02454-9110
  • If you don’t follow this step, the check will go to the wrong location!
  • Add the service or item to the purchase order
• Review and Submit:
  • add the same send to/remit to information from the invoice to the comments area. Indicate that the invoice is attached and should be consulted for further information.
  • attach the invoice in the comments area
• After a few days, you should receive an email from Purchasing that your purchase order has been processed. This email will include the purchase order (PO) number. If you do not receive this email within a few days and the invoice is urgent, contact Purchasing.
• Send the invoice and purchase order number to Accounts Payable
  • Print out the original invoice
  • Add a sticky note to the invoice with the purchase order number. Also include your contact information
  • Send the invoice to Accounts Payable via interoffice mail