Invoices

Invoices may be received by Accounts Payable, or by the requestor directly. In the event that an invoice is received that must be paid, there are two main pathways to process the payment. Invoices may be "direct-paid" via a Disbursement Request, or paid against a Purchase Order (as established by a Requisition form). The primary/preferred process is to set up a Purchase Order with the vendor first, then pay the invoice against the PO after the goods/services have been recieved. Invoices should only be direct-paid via a Disbursement Request under certain conditions, such as for yearly membership dues, conference registrations, etc.

Flowchart - Quotes vs Invoices

Note: invoices that are to be paid against a PO should be sent only to the Business Office for processing. The Business Office will review the invoice and send to Accounts Payable for payment. Do not send invoices until all items have been received (or services rendered) and a PO has been established. Invoices that are being direct-paid via a Disbursement Request Form must be routed to your Dean's Office using InformedK12.

The preferred method for requisitioning items or arranging services is to prepare a Requisition and establish a PO. Instructions on how to complete a Requisition can be found here. However, if you have already received an invoice for payment and did not complete a requisition or establish a PO, you should instead direct-pay the invoice with a Disbursement Request*. Instructions on Disbursement Requests can be found here.

*In some cases, District may still require that a Purchase Order is established, particularly if the invoice is over $1,000. In the event that a vendor sends you the items and an invoice without a PO, please talk with your Division Dean and loop in the Business Office as well.

IMPORTANT NOTICE:
The College does not pay for goods or services that have not been received or completed. Invoices should never be submitted for payment unless all items on the invoice have been received and/or all services on the invoice have been rendered and completed. Back-ordered/missing items or incomplete services should be removed by the vendor via an amended/updated invoice. Please do not send invoices forward if we do not have the physical goods in-hand and/or the services completed.

Invoice Requirements

Invoices submitted to the Business Office or to Accounts Payable must have the following criteria below. Some critera should come from the vendor and some will be added onto the invoice by the requestor. If pertinent information is missing from the invoice that should be included by the vendor, please reach out to the vendor to ask for an updated invoice with the missing information.

Generated by the vendor only

• Vendor/company name
• Remittance address (where the check should be mailed to)
• Itemized list of services rendered or items ordered, as well as the cost for each
• A total amount due

Added by the employee

• "OK to Pay"
• Today's date
• Signature of the requestor of the items (or designee)
• PO Number (if direct-paying with a Disbursement Request, this will not be included)

If the PO for your invoice begins with a "P"

PO's can be established as either a regular PO (begins with "P") or an open PO (begins with "O"). The differences between the two are explained here. If your PO begins with a "P," it is important to ensure that your items are marked as "received" in Banner. This "receiver" must be noted in Banner in order for AP to pay the invoice. PO's that begin with an "O" do not need receivers in Banner.

When the Warehouse delivers your packages to your office, they may leave a notice along with the package. This notice indicates that the Warehouse received the goods and marked the receiver in Banner. If you received your package without this notice (either because the item was shipped to your home address* or the package did not reference a PO number), please contact the LPC Warehouse to notify them that your items were received and include your PO number and packing slip for the items.

*Items/orders should never be shipped to an employee's home address or any location other than the college.

Checking for Receivers in Banner

You may follow the instructions here to check if a receiver has been added to your PO.

Filename

When sending invoices electronically for payment, please follow the naming structure outlined below. This is imperative to ensure that AP can sort invoices for the appropriate AP Technician to process. For invoices being paid via the Disbursement Request Form, exclude the PO number in the filename.

Naming Structure
[Vendor Name] - [Invoice Number] - [PO Number]
(e.g. "Herff Jones - Inv #1055875 - O2100785.pdf")