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Payments Unit

Invoice Date
If the invoice date is in European format <dd,mm,yy>, re-write it in US format <mm/dd/yy> just above or below the date and circle it so it will be filed correctly. Check the audit file to confirm vendor date format when necessary.

Undated Invoices
If the invoice is undated, assign an invoice date by annotating the invoice with "Inv. date: <date>" in red ink. Determine the date in this order:

1) date shipment was opened in SER/ACQ
2) date invoice was received in the Payments Unit

The Age of an Invoice
The age of an invoice is the number of days that have passed since

1. the shipment was opened in SER/ACQ
2. the invoice was received in the Payments Unit.

Calculating the Age of an Invoice
A quick way to calculate the age of an invoice is to open an excel worksheet and

1. click on any cell
2. format the cell for the type of date you are using
   1. click on format pull down menu
   2. click on cells...
   3. in the category window, click on date
   4. in the type window that appears, click on format you are using to express the date
   5. click on the OK button
3. enter one of these formulas into the cell and ENTER. (Note that dates must be enclosed in quotes)
   • ="<invoice date>"-"<today's date>"
     will give you the age of the invoice is in days
   • ="<today's date>"-49
     will give you the date before which all approval invoices can be paid [Substituting "30" will give you the invoice date before which all firm orders/monographic standing orders can be paid.

Last modified: June 8, 2006