Process Invoices

Last updated 27th May 2015 Purchase to Pay Introduction Obtain Quotations or Tenders Order via Oracle Financials Order with Credit Card/Petty Cash Receive/Reject Goods or Services Process Invoices Making Payments

Checking invoices or credit notes

When you receive an invoice or credit note, you should date stamp it immediately and check the following details to ensure it is legally valid:

  • the invoice is correctly addressed to the University and relates to the department;
  • where relevant, the purchase order number is shown;
  • the supplier's VAT number is shown (where they are VAT registered); and
  • the invoice totals are correct.

'Copy' invoices or credit notes should be stamped appropriately.

Note: Invoices that relate to a forward currency contract must be handled as per the Foreign Currency Management process.

Processing invoices or credit notes

Invoices and credit notes should be entered onto Oracle Financials, depending on your department's agreement with the Payments Team, by either:

  • sending the invoice to the Payments Team; or
  • processing it locally within your department.

Invoices and credit notes should be processed as soon as possible after receipt, and it is best practice to enter them within 3 days of invoice date.

If your invoice is to be processed by the Payments Team and does not relate to a purchase order, before sending it, code the invoice (write the tax classification code, tax code and full accounting string on the invoice) and get an authorised signatory to sign and date the invoice. If your invoice relates to a purchase order, ensure the purchase order number is clearly shown on the invoice; such invoices do not need to be approved by an authorised signatory.

If you are processing the invoice within your department, you should either match an invoice to a purchase order or enter a standard invoice where there is no purchase order to be matched. You should also send a copy of the invoice to the Payments Team.

Please refer to the Guidance on Courses page for details of relevant training requirements.

Handling incorrect invoices

  • Incorrect value
    Where the total value on the invoice is greater than agreed, you should request a credit note from the supplier. The invoice should still be entered onto Oracle Financials, as detailed above, but put on 'hold' awaiting the credit note. For further guidance contact Financial Systems Customer Services.
  • Incorrect address
    If the invoice is addressed incorrectly, the invoice is deemed to be invalid, you should return the invoice to the supplier, logging its receipt and return on a spreadsheet or similar. Do not enter the invoice onto Oracle Financials.

Filing original invoices

For tax and audit purposes, original invoices must be retained for seven years in a suitable format and storage location. Further guidance on suitability of storage can be provided by the Payments Team.