Invoice Payments

• If you need to bill an external customer for goods/services your department provided, visit the Accounts Receivable training portal page for more information. An external customer is any individual or organization outside of Boise State University.

• Invoice Payments are generally submitted for memberships, subscriptions, non-employee reimbursements, and payments to suppliers that cannot accept P-Card. If you are reimbursing a non-employee, refer to the instructions on how to reimburse non-employees.

• If paying for transactions that are not tax reportable, like student per diems and reimbursements and refunds to non-employees, you can consider submitting invoice payments that are paid via digital payment option.

• Use the Procure to Pay Wizard to determine which process to follow for different payment types.

• Submitted Invoice Payments are reviewed by Payables prior to being forwarded through the Standard Approval Workflow in Bronco Hub. For more details, visit UFS Transaction Process Flows.

• If submitting an Invoice Payment for an invoice without an invoice number, use the Invoice Numbering Convention document to generate a unique invoice number.

• To check the status of a submitted Invoice Payment, follow the instructions on the Reviewing Invoice Payment Status job aid

• P-Card is the preferred purchasing method for goods and services.

• If paying for items that include a Purchase Order (PO) use this Purchase Order payment form.

• If paying a student, use the Upload Payment Determination Form webpage to determine next steps.

• Email P2P_Payables@boisestate.edu for support with invoice payments.

1. Invoice Payment Search Functionality
   Use the search functionality in the Invoices module to view details for a specific invoice or invoices for a specific supplier. View details like name of the Invoice Payment requester, amount of the Invoice Payment and Invoice Payment approval status. Visit the Reviewing Invoice Payment Status job aid for more details.

2. Payables – Campus Transaction Dashboard
   Use the Payables – Campus Transaction Dashboard to view a larger amount of payable data based on your search criteria. This report is easily exportable to excel for further analysis. Details like Invoice Payment requester, amount, status, date of payment and funding segment string used to code the transaction. Confirm the accuracy of the funding segment string used for Invoice Payments. If an incorrect segment string was used to code a transaction, a Payables Correction must be submitted. Visit Financial Transaction Corrections for more information.

3. Transaction Approval Dashboard
   Use the Transaction Approval Dashboard to view approval status information for Invoice Payments submitted by your department. This dashboard should be used to identify where transactions are currently at in the approval process or to review the approval history.

4. Department Financial Summary Review
   Prior to approving financial transactions, the department funding source person is responsible for confirming the availability of funds.

   1. For transactions coded to an appropriated fund, run the Remaining Appropriated Budget Report. This report provides a summary of the remaining budget for appropriated funding sources.

   2. For transactions coded to a local fund, run the Local Budget Variance Report. This report provides a summary of the budget and actual expenses for local funding sources.

5. Appropriated and Local Summary – BvA
   The Budget vs Actuals (BvA) Reports should be reviewed at least once per month to monitor department-specific financial activity for combinations of funding segment string values by fund. For more information about BvA Reporting, visit Financial Reporting.

Additional Training Resource

• Introduction to Invoice Payments self guided training