Ohio University

Processing Invoices/Credit Memos

Did you know that our purchase orders (PO) instruct our suppliers to send their invoices directly to Accounts Payable (accountspayable@ohio.edu)?  If the invoice requires approval before it can be paid (primarily services), the invoice will automatically route through BobcatBUY (BCB) to the PO owner for approval. 

The following object codes are set-up to require invoice approval (if the invoice is greater than $500):

709330

RX CLAIMS

 

724010

MEDICAL SERVICES AND FEES

716000

SOFTWARE MAINTENANCE

 

724510

MOVING SERVICES

717200

HARDWARE MAINTENANCE

 

725010

ARCHITECTS/ENGINEERS

717300

EQUIPMENT REPAIR

 

725030

PROFESSIONAL SERVICES

717500

WARRANTY REPAIR PARTS

 

725040

SURVEYING FEES

717999

FOUNDATION MAINTENANCE AND REPAIRS SUPPORT

 

725045

REAL ESTATE APPRAISALS

718430

CATERING SERVICES – EXTERNAL

 

725050

REAL ESTATE ENVIRONMENTAL STUDIES

719130

TRAINING

 

725060

ASBESTOS CONSULTANTS

721010

CONSULTING SERVICES

 

725510

DISTRIBUTION SERVICES

721020

ACCOUNTING/AUDITING FEES

 

725515

EDITORIAL SERVICES

721510

ONLINE LEARNING SERVICES - UNDERGRADUATE

 

726010

OUTSIDE SECURITY SERVICES

721515

ONLINE LEARNING SERVICES - GRADUATE

 

726500

SUBCONTRACTS

721530

ONLINE EDUC – PROFESSIONAL SERVICES

 

731030

ELEVATOR REPAIR & SERVICES

721540

CURRICULUM DEVELOPMENT

 

731060

FACIL REPAIR & MAINT EXTERNAL

721550

STUDENT PROGRAM HOSTING FEES

 

731080

GROUNDS REPAIR & SERVICES

721560

GUEST SPEAKERS AND PRESENTERS

 

731210

ASBESTOS ABATEMENT CONTRACTORS

722020

OFFICIALS/REFEREES

 

734300

RECYCLING SERVICES

722510

EXTERNAL EMPLOYMENT SERVICES

 

734410

CABLE TV SERVICES

723510

LEGAL EXPENSE

 

734500

WASTE COLLECTION/REMOVAL

723520

LEGAL SETTLEMENTS & CLAIMS

 

 

723530

PATENT & COPYRIGHT LEGAL FEES

 

 

What happens when invoices are not sent to AP? There are two possible outcomes:

  1. Often, the PO preparer instructs the supplier to send the invoices to the department for review with the intention of forwarding them onto the AP mailbox.  Unfortunately, that doesn’t always happen, and then the supplier contacts the University for not paying their invoice within 30 days! 
  2. Or the department does review and approve the invoice outside BCB.  When the invoice is entered by AP, the department is then asked to approve the invoice through BCB.  People in the departments are then frustrated by needing to approve an invoice twice.

By having invoices sent by the supplier to the AP mailbox, it minimizes the frustration for both the suppliers and the department contacts and ensures that our bills are paid on time.  In a time when the University needs to be more efficient in their administrative processes, this is one way to easily improve efficiency!

The same is true for credit memos.  The supplier should send all credit memos directly to Accounts Payable.  As the credit memos are entered, the department will immediately see the credit posted on their financial statements.  AP will then take care to apply the credit memo to any open invoices that we may have for the supplier.  NOTE: we enter all invoices and all credit memos in the system, so we have clear payment records.

Questions?  Contact Finance Customer Care at financecustomercare@ohio.edu