Invoice Payment Numbering Convention Guide
Important Notes:
An invoice number is a unique, sequential code assigned to payments to help ensure payments are not duplicated.
Due to the paperless nature of our business process, we rely upon the “Duplicate Invoice” warning functionality within Bronco Hub. Therefore, we need strict numbering conventions for the Invoice number field to ensure a unique number is entered for each payment.
Bronco Hub allows up to 50 characters for an invoice number.
NEVER pay bills from Statements, Bids, Quotes, or Estimates
Select a scenario below to jump to the invoice numbering convention guidelines.
Department Invoice Numbering Convention (pre-approved by Accounts Payable)
Invoice Payments with no Invoice number but with Account number
Invoice Payments with no invoice number (candidate and non-employee reimbursement)
Invoice Provided by Supplier/Vendor
An example of an invoice provided by a supplier is included in the screenshot below.
In this example, you would enter “9365-BOI” as the invoice number in Bronco Hub.
End of Process
Departmental Invoice Numbering Convention (pre-approved by AP)
If your department has a unique invoice numbering convention tied to an external system, you may request approval from Accounts Payable to use the unique invoice number generated by the external system in order to tie the data to Bronco Hub.
Send requests to use your own numbering convention to P2P_Payables@boisestate.edu.
End of Process
Invoice Payments with no Invoice number but with Account number
If the document has no invoice number but does have an account number (e.g. Monthly services, subscriptions, etc.), use the account number with the eight digit date of the last day of service.
If the last day of service is not available, use the billing date.
In the example below, the Account # is 112130935 and the last date of service is 8/15/2019.
Based on the information the invoice number below would be 11213093508152019
End of Process
Invoice Payments with no invoice number
For invoice payments where there is no official invoice, such as candidate or other non-employee reimbursements, use the following numbering convention:
SupplierNameMMDDYYYY
To create the proper invoice numbering convention, complete the following:
Copy the full supplier name from Bronco Hub (see screenshot below)
Paste the exact supplier name and add the date of service immediately following the supplier name with No additional spaces between the supplier name and date.
Date format should be MMDDYYYY. If dates span a period of time, use the last date of range.
If there are multiple payments against the same vendor and date of service, add letters starting with A at the end of the invoice number. Additional information and example scenarios are included in the table below.
Example of single payment | Example of multiple payments |
|---|---|
Adam Smith is being paid a non-employee reimbursement for travel dates of August 28th through September 1st. The invoice number would be: Smith,Adam J09012024 | The supplier/vendor submits two or more invoices for one service/event. This may occur if there is a deposit and subsequent payments. “Magicians Inc.” are performing on campus on September 1st and they require half of the performance fee to be paid before the event and the other half to be paid after the performance. The invoice numbers would be:
Additional invoices would have the next letter of the alphabet. |
End of Process
Revisions and “Duplicate Invoice” warnings in Bronco Hub
Do NOT add numbers and/or letters randomly if you receive a “Duplicate Invoice” warning.
These warnings should be investigated to ensure payment has not already been issued. Please contact Accounts Payable if you need assistance.
If the invoice is a true revision or you are entering an invoice that was rejected and canceled, add R to the end of the invoice number. For example: Smith,Adam J09012018R
End of Process
Digital Payments Invoice Numbering Convention
The digital payment option should be used for non-taxable payments such as student per diems, reimbursements, or refunds to non-employees.
For Digital Payment invoice payments, use the following numbering convention:
SupplierNameMMDDYYYY-DEPTID
To create the proper invoice numbering convention, complete the following:
Copy the full supplier name (see screenshot below)
Paste the exact Digital Payment supplier name and add the date of service immediately following the supplier name with no additional spaces between the supplier name and date.
After the 8 digit date, add a dash, then add the 5 digit department ID number for the department preparing the payment. If dates span a period of time, use the last date of the range.
Example of a digital payment invoice number
Digital Payment01262021-90415
If there are multiple payments against the same vendor and date of service, add letters starting with A at the end of the invoice number.
Using the example above, a subsequent invoice number would be Digital Payment01262021-90415A
End of Process
Need help with the steps above?
For assistance with information outlined above, send a detailed email to P2P_Payables@boisestate.edu.