The invoice will be matched with the executed
purchase order and packing slip. In case a properly
executed purchase order does not exist, the
invoice will be sent back to the vendor indicating
that the purchasing process must be initiated
prior to invoice payment. Invoices will be paid
promptly if the above procedures are followed.
Delaying payment to a vendor can result in the
vendor placing American University on credit
hold. Eventually, AU may pay higher prices to
offset the vendor’s collection costs which
in turn can downgrade AU’s credit status
with not only the vendor, but with credit bureaus.
Invoices should be sent to Accounts Payable
for processing, not to the Procurement and Contracts
Department. In case of discrepancies between
the invoice, the purchase order, and the packing
slip, the documentation will be routed back
to the initiating AU employee for explanation
and further authentication of the actual goods
ordered and delivered. EACH INVOICE MUST BE
APPROVED (SIGNED) AND MARKED WITH AN “O.K.
TO PAY” OR RECEIVED IN THE DATATEL. Invoices
received for goods and services rendered outside
of the Purchasing process may not be processed
for payment or may be delayed considerably.
