 |
|
How to Review a Paid Vendor Invoice Under $5,000
|
|
| |
|
Summary: Vendors are instructed to send invoices associated with either a Low or High Value Purchase Order directly to Disbursements. For invoices under $5,000, Disbursements will image the invoice to retain an electronic copy and pay the vendor. Follow the steps below to review these payments. |
| What to do |
How to do it |
| 1 |
View the invoice. |
- An electronic image of the original invoice is available for review after it has been paid.
- Access the invoice via FinancialLink reports.
|
| 2 |
Verify that the payment of the invoice is correct. |
- Check for the following items.
- Purchase order number is correct
- Goods or services have been received
- Price for goods or services is correct
- If all of the above are correct, no further action is necessary.
- If any items on the invoice are not correct, proceed to Step 3.
|
| 3 |
Take these actions if you find any discrepancies. |
- If any of the items on the invoice are not correct, take the appropriate step(s) below:
- Incorrect purchase order number: Contact a member of the Payment Assistance Resolution Team for correction, then proceed to Step 4.
- Goods or services have not been received: Inform the vendor immediately, then proceed to Step 4.
- Incorrect charges on the invoice: Ask the vendor to send a credit memo if they overcharged, or a corrected invoice if they undercharged, and send it to the Disbursements Division, UCSD, 9500 Gilman Drive, Dept. 0955, then proceed to Step 4.
- Expense on the operating ledger was overpaid or underpaid: Complete a Payment Adjustment Form, then proceed to Step 4.
- Expense on the operating ledger requires a transfer to another index, account, organization, etc.: Process an ENPET (online expense transfer), then proceed to Step 4.
|
| 4 |
Take follow-up steps as needed. |
- Follow-up and verify that the correction has taken place according to Step 4.
- If the correction requested under Step 3 is complete and did not require a credit memo, no further steps are required.
- If the correction requested under Step 3 required the receipt of a credit memo and a corrected invoice, repeat Step 1 on this page when you receive the revised invoice.
|
|
|
|
