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Contents Edited by the
Administration & Finance Customer
Service Center
Voucher Dates
Currently, the majority of non-travel
vouchers (PCC 9) denied by Accounts Payable
are denied because of incorrect voucher
dates.
It is very important to enter
the correct dates on a voucher. The Invoice
Date helps to prevent duplicate payments,
and the Goods Receipt Date and Invoice
Receipt Date determine when some vouchers
are scheduled for payment and how much
interest will be paid to the vendor if the
payment is late.
Invoice Date – date printed
on the invoice by the vendor. The
Finance System will give you a warning
message if you try to enter the same
invoice number and date for the same
vendor. Therefore, it is very important
that Invoice Number is entered exactly
as it appears on the invoice (including
upper/lower case letters) and that the
Invoice Date is entered correctly.
Invoice Receipt Date – date
the invoice is first received by the
University. Invoices should be stamped
in or the invoice receipt dates should
be noted on the invoices when they are
first received. If an invoice is mailed
to one department and rerouted to
another department, the Invoice Receipt
Date is when it is received at the first
department. If the invoice received date
does not appear on the invoice, the
Invoice Date will be used as the Invoice
Receipt Date.
Goods Receipt Date – date
that goods are received or services
completed. If the PO or contract allows
additional time for inspection, the
Goods Receipt Date will be the date that
the department determines the order is
correct and complete or when the
inspection period ends, whichever comes
first. For a lease, subscription, or
membership, the Goods Receipt Date is
always the last day of the lease,
subscription, or membership period for
which you are paying.
Acceptance Date – date that
goods are received or services
completed. Enter the same date as the
Goods Receipt Date.
For employee, student, and regent
reimbursements, all of the above dates can
be the date the voucher was created.
Reimbursements to employees, students, and
regents are scheduled to pay immediately
regardless of the dates entered on the
voucher and they are not eligible to receive
late payment interest.
The above
information was extracted from the
Prompt Payment Summary
document on Finance
References
page. This document also includes
information about how voucher payments are
scheduled and which vouchers will pay late
payment interest.
