- How are invoices processed at UCL?
UCL operate a 'no purchase order, no pay' policy for invoice payment, see further information on invoice types and process.
- Will a department receive invoices from a supplier?
No, all invoices should be sent directly to Accounts Payable. If you do receive an invoice from a supplier, please ensure it quotes a valid PO number on the actual invoice and forward to Accounts Payable, either via Internal Post or scan and email to email@example.com . Invoices received that do not quote a valid UCL PO number, will be returned to the supplier.
- What should a department do if they receive an invoice from a supplier?
Please ensure the invoice quotes a valid PO number on the actual invoice and forward to Accounts Payable, either via Internal Post or scan and email to firstname.lastname@example.org . PO numbers must be on the invoice, not as an attachment or in the body of an email. Invoices received that do not quote a valid UCL PO number, will be returned to the supplier.
- What is the validation process for the invoice when it is received in AP?
AP will enter the invoice, match to the relevant PO and approve for payment. If the order has been receipted and the price matches the PO within tolerance (5% or £50, whichever is lower), the invoice will be paid according to the payment terms. Suppliers are set up with 30 day terms as standard.
- What happens if the invoice price does not match the purchase order (PO)?
A 5% tolerance (above or below order price) or £50, whichever is lower, will be applied. If the price difference falls within this tolerance it will be paid. If not, an email notification with the invoice image attached will go to the original PO approver and they will be asked to approve the price difference or obtain a credit note from the supplier.
- What happens if AP receives an invoice without a PO number?
AP will return it to the supplier.
- What happens if AP receives a duplicate invoice?
When AP attempt to enter a duplicate invoice onto MyFinance, a warning notification will be shown and AP will reject the invoice.
- What happens if delivery charges are included on the invoice that were not included on the PO?
All delivery charges should be included on the PO. If not and under £50, AP will enter an extra distribution line using the code(s) from the PO and pay the invoice. If over £50 the PO buyer will be informed and they will need to raise another PO to match to the delivery charges on the invoice.
- What happens if extra items are included on the invoice that were not included on the original PO?
All items should be on the PO. If not the PO buyer will be informed and they will need to raise another PO to match to the extra lines on the invoice.
- How can a department view the status of an invoice?
Departmental users can use the iProcurement responsibility to look up their POs and see if an invoice(s) has been matched and what status it is in. Please see MyFinance Help for an online tutorial.
- How does the New Supplier process work?
Please see information on New Supplier Requests.
- Who will deal with supplier queries?
This depends on what the query is, i.e. if the query is regarding when an invoice will be paid, AP will deal with the query, if it is a question regarding an order received, suppliers' will be directed to the relevant person in the department.
- Will departments have to receipt for all orders?
Yes, all POs must be receipted in order for them to be paid. If an invoice is entered onto the system and matched to an order that has not been receipted, the PO Buyer/Requisitioner will receive an email notification asking them to receipt the order.
- How are foreign currency invoices processed?
Foreign currency invoices and invoices to be paid in GBP to a foreign bank are processed in exactly the same way as those for UK banks.
- How do I process non-standard purchases?
Some purchases do not seem to fit the core ordering process, i.e. service contracts, standing orders, consultancy etc. Please see further in formation on non-standard purchases to find out how to deal with these.
- What is the address for the Accounts Payable unit?
Internal: Accounts Payable, 1 St Martin's Le Grand (1 SMLG).
N.B. if you wish to drop off invoices/expenses in person, please go to main reception at Bidborough House and ask to put your envelope in the 'red bag' - this bag is delivered directly to SMLG on a daily basis.
External: Accounts Payable, UCL Finance and Business Affairs, Gower Street, London, WC1E 6BT