When a voucher is entered in the system for payment, the following information is needed to ensure prompt payment of the voucher.
Chartfield - This 23-digit number identifies to the processor of the voucher the funds to be used to pay the voucher. There should only be numbers in the chartfield, alpha letters are not valid. For direct entry vouchers, document the chartfield and the voucher number on the invoice. If the voucher is to be paid from multiple chartfields, document the amounts and their related chartfields. However, it is not necessary to record the chartfield on an invoice being paid on a purchase order, unless there are multiple distributions.
Invoice Number - This number is extremely important to the vendor being paid. When a check is written to a vendor, the reference number printed on the stub of the check or transmitted on electronic payments is the invoice number. Vendors identify what is being paid by the invoice number. In all instances, the invoice number should appear on the voucher, EXACTLY as it is shown on the invoice with regard to case sensitivity, (0) zero pre-fixes, dashes, etc. Note: If there is no invoice number printed on the invoice, use a reference number or name to assist in identifying the payment to the vendor or use the date in the following format only: ex: 05/18/2007.
Vendor Name and Address - This should be the vendor “remit to” address as noted on the invoice. If the vendor needs to be added, complete the vendor addition form found in our vendor portal here.
Sales/Use Tax- The voucher should be marked for use tax on purchases of goods from out-of-state vendors who do not charge sales tax. Refer to “Sales and Use Tax” section of these guidelines.
Quantity, Description, Unit Price and Amount - These are self-explanatory. This information is used as justification for what is being purchased and clarifies which funds may be used to pay for these purchases.
Signatures - Please see section entitled "Authorized Signatures".