Purchase Order Payments
The Accounts Payable department processes all invoices for purchases made through a purchase order. In accordance with Ohio University purchase order terms , all invoices should be submitted to accounts.payable@ohio.edu referencing a valid PO number to be processed against.
Invoice Submissions by Departments
If for any reason a department needs to submit an invoice, the following guidelines should be followed:
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Prepare each invoice in a separate PDF file
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Send only one invoice per email
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In the email subject line, include the PO number and supplier name
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If a payment needs rushed, put “RUSH” in the subject line of the email
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Email invoice to accounts.payable@ohio.edu
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If any special handling needs to take place, please specify this in the body of the email
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For any invoices that have contracts that supersede the University's standard payment terms, i.e. Utilities, please put “RUSH” in the subject line of the email
Paying International Vendors
Most payments to international suppliers need to be wired through Accounts Payable. Suppliers that need payment through wire transfer will need to fill out the University’s wire transfer form .
All Ohio University purchase orders are processed in USD currency; however, the University can make payment to suppliers in foreign currency. Please be aware that currency conversion rates change frequently. Accounts Payable will change the invoice amount in Oracle to the USD rate that is charged at the time of payment processing.
For invoices that need to be paid via wire transfer, please put “WIRE” in the subject line when submitting the invoice to accounts.payable@ohio.edu . This will help the Accounts Payable team pull the invoice to start the wire process.
Credit Memos
The University receives many credit memos from suppliers for multiple reasons such as items being returned, incorrect invoice amounts, or items being back ordered. When credit memos are received in Accounts Payable, the credit is applied to the department’s account then held in our system until the University does business with the supplier again. The credit is then used on the next invoice from the supplier, not necessarily from the same department.
If a department receives a credit memo from their suppliers, you must forward the credit to Accounts Payable at accounts.payable@ohio.edu rather than working with the vendor directly to apply your credit to future invoices. Also, if you are expecting a credit memo, but have not yet received one, please reach out to Finance Customer Care at financecustomercare@ohio.edu and an Accounts Payable representative will help to work with the supplier on credit options.
Refund Checks
There are instances when a supplier will issue a refund check rather than credit memos. All refund checks should be applied to the same account that the original invoice was paid against. Departments must notify financecustomercare@ohio.edu when a refund check is received from a supplier so that any outstanding credit memos can be removed from the financial system.