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How To:  Upload an Invoice

Important Note:  Suppliers should mail invoices directly to Accounts Payable (suppliers should see Supplier Instructions for Submitting Invoices). Uploading invoices should be the exception process. Read Overview:  Purchase Order Invoice Processing.

Before You Start

In the event you receive an invoice, ensure invoice meets the following criteria before uploading it:

  • The document must be an invoice, NOT a quote, order acknowledgement, sales receipt, or packing list.
  • The invoice must bill Stanford University.
  • The invoice must include a "Remit to" address.
  • There must be an approved Stanford Purchase Order Number referenced on the invoice.

If you have an electronic file of the invoice, follow the Upload Instructions below. If you only have paper copy of the invoice, see Mail Invoice to Accounts Payable.

Expand All Steps  |  Collapse All Steps

  Step 1 – Launch Oracle's Requisition and Purchase Order Query

  Step 2 – Find Purchase Order

  Step 3 – Initiate a Supplier Invoice

  Step 4 – Complete Upload an Invoice for Payment Processing Screen

 

What's Next?

  • If invoice meets specified criteria, Accounts Payable will process the invoice and schedule payment per the terms specified on the purchase order (e.g. Net 30 days from date of invoice). Visit Payment Handling Methods and Processing Times page for more information.
  • If the invoice does not meet specified criteria, Requisition Originators will receive an email alert notifying them of an invoice hold, the reason and required action.

 

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