During Digital Mailroom (DMR)'s invoice review process, an invoice may be paired with the wrong purchase order (PO). Log a comment on the invoice notifying AP staff of the mispair, then reject the invoice.
Select Comments from top navigation menu.
Next, click the plus sign to add a new comment. In the text box, state that the invoice was mispaired and needs to be reprocessed. If the invoice image contains the correct PO number, or you know to which PO the invoice belongs, enter this information in your comment.
Add the Accounts Payable Helpdesk as an email recipient. Review the Logging Comments page for help adding an email recipient. Finally, click the check mark to save your comment.
You must assign the invoice to yourself to reject it. Click Assign in the upper right-hand corner to assign the invoice to yourself.
Next, click the down arrow next to Approve & Next and select Reject Invoice from the drop-down menu.
BUY.IU prompts you to enter a comment explaining why the invoice is being rejected. Enter a comment and click Reject/Cancel to reject the invoice.
Incorrect Supplier Invoice
If the supplier invoice is truly incorrect, meaning it bills you for the wrong services or items, contact the supplier and instruct them to submit a corrected invoice. Invoices should be submitted to invoice@iu.edu or via another appropriate method. Suppliers are not notified when an invoice is rejected in BUY.IU.
Invoices involving catalog suppliers, like Guy Brown or Graybar, that are incorrect should be paid and a credit requested afterwards. Contact the AP Helpdesk with questions via the invoice Comments for support.
After the supplier has been notified, access the BUY.IU invoice and assign it to yourself by clicking Assign.
Then select Reject Invoice from the down arrow next to Approve & Match.
BUY.IU prompts you to enter a comment explaining why the invoice is being rejected. Enter an explanation and click Reject Invoice to reject the invoice.
Duplicate Invoice
Digital Mailroom (DMR) and Accounts Payable have several checks in place to catch duplicate invoices. If you find a duplicate invoice in BUY.IU, review the document workflow. If the invoice is sitting in the Invoice Import Notifications, stop, no action is necessary on your part. AP staff are already reviewing the invoice and will contact you with any questions.
If a duplicate invoice routes to your department for approval, reject the invoice. First, navigate to the BUY.IU invoice and assign it to yourself by clicking Assign in the upper right-hand corner.
Next, click the down arrow next to Approve & Match and select Reject Invoice.
BUY.IU prompts you to enter a comment explaining why the invoice is being rejected. Enter an explanation and click Reject Invoice to reject the invoice.
When not to Reject an Invoice
BUY.IU does not accept unit prices exceeding two decimals. Invoices received containing decimal quantities are converted to a quantity of one and a total dollar amount. Review this newsletter article for more information.
Other discrepancies between the supplier invoice and BUY.IU invoice can sometimes be corrected by AP staff. Request action from AP by adding the AP Helpdesk as an email recipient in a comment. Visit the *LINK NEEDED*Logging Comments page for step-by-step instructions on logging a comment.
AP staff will review your request and edit the BUY.IU invoice if possible. In some situations, they may instruct you to reject the invoice so it may be reprocessed.
A supplier invoice image is only available if the invoice was submitted to invoice@iu.edu, mailed to Digital Mailroom's (DMR's) PO Box, or the supplier uploaded an image when invoicing via their supplier portal. In all other instances, an invoice image will not be available. Do not reject an invoice because a scanned version of the invoice is not available. If you need a copy of the supplier invoice, contact the supplier and request one.
Many suppliers invoice IU automatically when an item ships. Do not reject an invoice for goods not yet received. Instead, wait for the items to arrive. If the items do not arrive when expected, contact the supplier to check the status of the order or request a credit.
IU's priority is paying the supplier. If items purchased arrive damaged, the associated invoice should be approved for payment and the supplier contacted to request a credit or replacement items.
It is the responsibility of the supplier to ensure the payment information in their profile is correct. If the BUY.IU invoice lists an incorrect remit address, notify the supplier so they can update their supplier profile.
If payment has already been generated and has not been received by the supplier, refer to the Stop Payment/Reissue procedure.
Generally, DMR removes sales tax appropriately when processing invoices. If sales tax is mistakenly charged but the invoice is otherwise correct, *LINK NEEDED*contact the AP Helpdesk and request the sales tax be removed from the invoice.
Timely payment to suppliers is always the priority. Supplier payments should not be delayed due to an internal accounting issue. If an invoice will be paid by the wrong account do not reject the invoice. Instead, complete a General Accounting Adjustment (GEC) after the payment has been issued (i.e., the BUY.IU invoice has a Pay Status of "Paid") and move the charges to the correct account.
Depending on the situation, funds may need to be added to the purchase order. Visit the *LINK NEEDED*Add or Remove Funds Change Request guide to learn how to add funds to an existing PO.
Additional links and resources
INDIANA UNIVERSITY Financial Training & Communications
Cyber Infrastructure Building (CIB) 2709 E 10th St Bloomington, IN 47408 Email:estc@iu.edu
