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How to Review a Paid Vendor Invoice Under $10,000

Find out how to review a paid vendor invoice under $10,000.

Vendors are instructed to send invoices associated with either a Low or High Value Purchase Order directly to Disbursements.

For invoices under $10,000, Disbursements will image the invoice to retain an electronic copy and pay the vendor.

Follow the steps below to review these payments.

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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 Accounts Payable 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 made in Step 3 was applied correctly.
  • 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.

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