Serials and Acquisitions Services: Invoice Review Checklist

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The following checklist represents the final review of the invoice prior to forwarding to the Business Office.

Has the item been paid for previously?

Is this invoice number already present in the ACQ system? If so, modify as appropriate.

Does the Libraries have an outstanding order for the invoiced item?

Does the supplier on invoice match order?

Does the invoice copy include staff initials and date?

Does system invoice number match invoice?

Does remit name on invoice match vendor record remit name?

Does remit address on invoice match vendor record?

Is vendor a deposit vendor? If so, should this invoice be paid?

Does funding on order record match invoice lines? Has funding been handled appropriately?

Is this an internal invoice? If so, has it been handled correctly? Is the vendor designated internal?

If this is a prepay invoice, does vendor record have any notes indicating prepayment is not permitted?

Is the correct currency being used for payment? If billed in non-US$, has bank fee been added?

If this is a credit invoice/memo, is there a Univ Code present?

Are there any applicable discounts? If so, were they handled properly?

Are all lines invoiced? Does invoice total match system total?

Were there any corrections or revisions made to the invoice? If so, was backup indicated? Has a backup copy of the invoice been included for the Business Office?

Are there an appropriate number of invoice copies for the Business Office?

Are the initials of the person who created the invoice present in the REVIEWED field?

After review of the invoice is complete, add your initials after those of the person who created the invoice as follows:

Syntax: [Person who created invoice]-[Person who reviewed invoice]
Example: REVIEWED ABC-XXX