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Regular Purchase Orders

Regular Purchase Orders are for items over $2,000 and are issued by the Purchasing Department following established policies and procedures. A purchase requisition is required to originate the regular purchase order. Vendor contact is made by the Purchasing Department and the vendor's invoice must comply with the terms and requirements specified on the Purchase Order. The procedure for processing an invoice relating to a Regular Purchase Order is as follows:

Vendor: The vendor must send the original invoice to the Accounts Payable Department per the printed instructions on the Purchase Order.

Ordering Department: Upon receipt of the goods or service, an authorized individual in the receiving department must verify the quantities received to quantities ordered, sign and date the receiving copy of the purchase order (or an acceptable alternative receiving document) and forward the receiving report to Accounts Payable if the item purchased is over $5,000. Items under $5,000 do not require a receiving report for payment. If a vendor makes partial shipments, partial receiving reports, utilizing photocopies of the receiving copy of the purchase order should be submitted to Accounts Payable.

In some cases, vendors erroneously mail their invoices to the department ordering the goods. When this occurs, it is essential that the department forward the invoice to Accounts Payable immediately.

Accounts Payable: Upon receipt from the vendor, Accounts Payable will process the invoice. The A/P System performs a match between the purchase order, invoice, and receiving report (if required). When this match is successful, payment will automatically be made to the vendor on the due date. If any of the required documents are incorrect or missing, the match will not take place and the vendor will not be paid. Therefore, timely receipt of a receiving report from the ordering department is essential for payment. Accounts Payable will initiate the proper action in the event that the match is not successful, so that the vendor can be paid in a timely manner.