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Office of FINANCIAL SERVICES

Payment of invoices

This topic covers:

Approving invoices for payment

Invoices against standard purchase orders (not blanket orders) are normally accepted for payment by one of three methods.

Method 1:

If the invoice is for an order for $1000 or less, it is matched against the order and paid if acceptable.

Method 2:

If the invoice is for an order over $1000, and positive certification has been requested, Accounts Payable do not pay the invoice until they receive positive certification. The invoice is then matched against the order and paid if acceptable.

Method 3:

If the invoice is for an order over $1000, and positive certification has not been requested, Accounts Payable match the invoice to a signed delivery docket. The invoice is then matched against the order and paid if acceptable.

Invoices against blanket orders

Invoices against blanket orders are processed using Method 3 described above.

Invoices without orders

Considerable extra work and delays are generated when invoices do not match existing purchase orders. Depending on the circumstances, Accounts Payable may do any or all of the following:

  • Request the order number from the supplier
  • Request a Non-order Payment Request form from the financial unit
  • Request the financial unit to identify the order number
  • Request the financial unit to enter a purchase requisition into Finance One retrospectively
  • Refuse to pay the invoice
  • Report the supplier to the authorities for attempted fraud.

Risk management

To ensure that the payment of invoices is undertaken as economically and efficiently as possible, a plan of risk management is in place. This involves payment of  invoices against low value orders according to vendor terms without necessarily having financial unit certification. Any errors are then followed up after payment.

The level of risk accepted is established by the Director of Financial Services. 

Positive certification of invoices

The financial unit can request, when entering purchase requisitions above $1,000  into Finance One, that positive certification be made prior to payment for the purchase.

For example, positive certification is needed where equipment must be satisfactorily installed or where verification is needed that operational requirements are satisfied.

Invoices for positive certification are stamped with a Certification Required stamp by Accounts Payable and sent to financial units for payment approval.

Invoice and order matching

All invoices are checked against their orders in Finance One before payment is approved.

An invoice is paid within a set tolerance per line item of 10% (Finance One) up to a maximum of $300 variation (manual check). 

Orders are automatically closed when the invoice is received.

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