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Payments Unit

1. Fiscal year of most recent transaction
2. AP vendor #
3. Invoice date (most recent in front)
4. Invoice number

• The original invoice is always in front. Supporting documentation such as our short payment form or authorization/reason for reprocessing the invoice should be stapled behind the invoice.
• When there is more than one Unicorn invoice ID number, one should be able to identify the most recent invoice transaction at a glance. (Do not cross out/line through an earlier Unicorn invoice ID number.) Here are examples of the 4 formats for Unicorn ID numbers:
  • 01S-12345 (standard format)
  • 02S-67890
    01S-12345 (standard format when an invoice has been reprocessed in Unicorn.)
  • 02S-PRISM (format when we have processed or reprocessed the invoice in PRISM. There is no Unicorn invoice ID number but we still want to identify the fiscal year of the transaction for filing. Invoices will be interfiled following standard guidelines. Currently these are East Asia Library invoices and tax unaccrual invoices.)
  • SUBSIDIARY (format when AP has processed the invoice. There is not Unicorn invoice ID number. These infrequent invoices will be filed in a special folder by fiscal year of the most recent transaction.)
• The initials of the staff responsible for processing the invoice should be somewhere in the lower left hand corner of the invoice. When an invoice is reprocessed, the correct format is "REPR <initials>".
• When you have an invoice that should be re-filed in a previouse fiscal year, the Unicorn invoice ID number should be highlighted in yellow.

CORRESPONDENCE FILE

1. Vendor name (not vendor code)
2. Alphabetically by title OR by invoice number
3. Date (most recent in front)

• Vendor name and title should be cuttered and double cuttered appropriately.
• Each vendor may have both types of correspondence. In this case, all invoices should be filed in front of all correspondence filed by title.
• Separate folders for specific vendors should be created when appropriate.
• As with reprocessed invoices, earlier correspondence regarding the same problem should be stapled behind the most recent correspondence.
• Correspondence will be kept for the same amount of time as our invoice audit files. Any important correspondence or information that would possibly be relevant for more than four years should be filed in our permanent correspondence file.

PERMANENT CORRESPONDENCE FILE

1. Vendor name (not vendor code)
2. Alphabetically by title OR invoice number
3. Date (most recent in front)

• Identify by annotating the upper right corner with "perm" in red.
• Vendor name and title should be cuttered and double cuttered appropriately.
• Each vendor may have both types of correspondence. In this case, all invoices should be filed in front of all correspondence filed by title.
• Separate folders for specific vendors should be created when appropriate.
• Correspondence will be kept permanently.

Last modified: June 8, 2006